Durham Sports Commission Board of Directors Meeting Wednesday, August 31 st, :15 a.m. MINUTES

Transcription

1 Durham Sports Commission Board of Directors Meeting Wednesday, August 31 st, :15 a.m. MINUTES Members Attending: Omar Beasley; George Habel; Dan Hill; Terrence Holt; Tommy Hunt; Chris Kennedy; Ingrid Wicker-McCree; Dwight Perry; and Desmond Scott. Members Absent: None Staff Attending: Shelly Green; E Vonne Coleman-Cook; and Kim Conder, DCVB The meeting was called to order at 10:20 a.m. Members introduced themselves and talked about what they hoped the Durham Sports Commission would achieve. With no chair elected, the members agreed for the sake of efficiency that Shelly Green would serve as convener. The board took the following actions: Reviewed and discussed the Articles of Incorporation. With a change to bullet 6, item 9, (citizens and youth instead of just youth) they approved the Articles of Incorporation pending attorney review. Took photographs of the group to capture the inaugural board of directors. Reviewed a presentation of the roles of the various organizations and entities associated with the Durham Sports Commission. Began a review of the by-laws and tabled the item to the next meeting. Reviewed in detail the qualifications desired for the Executive Director position. Staff will devise the job description based on the input received and bring it back to the board for review. Some of the highest priorities identified were: o Prior Sports Commission Experience o Management and Supervision Experience o Broad Knowledge of Sports o Well Known in Sports Tourism o Enthusiastic, High Energy and Excellent Communication Skills The board agreed to serve as a committee of the whole for the search with the caveat that any individual member could opt out if they had time constraints. The board expressed a desire to see a slightly larger pool of candidates (12-15 ideal) and would like to narrow the list to a group of semi-finalists (to be interviewed) and finalists (to be interviewed/observed in a more public setting). DCVB will manage the search through its Human Resources area and develop a scoring matrix to be used by the Board. Approved on 9/14/16

2 The board confirmed that receiving the agenda and board packets via was fine. The board agreed to meet the 2 nd Wednesday of each month at 10:15 a.m. They also confirmed they were ready to meet again on September 14 th, noting that a few may have conflicts since that was only 2 weeks away. The board discussed future agenda items for the next meeting including: o Developing an understanding of incentives required to bid on national and regional events. o Facilities and Inventory o Continue to Review and Approve By-laws o Discuss Process for Electing Officers o Ratify Articles of Incorporation (following attorney review) With no further business, the meeting was adjourned at 12:25 p.m. Respectfully Submitted, Shelly Green (standing in until a Secretary-Treasurer is elected) Approved on 9/14/16

3 Durham Sports Commission Board of Directors Meeting Wednesday, September 14 th, :15 a.m. MINUTES Members Attending: Omar Beasley; George Habel; Dan Hill; Terrence Holt; Tommy Hunt; Chris Kennedy; Ingrid Wicker-McCree; Dwight Perry; and Desmond Scott. Members Absent: None Staff Attending: Shelly Green and Kim Conder, DCVB The meeting was called to order at 10:20 a.m. The board took the following actions: Approved the minutes of August 31, Ratified the Articles of Incorporation as presented following minor changes by the attorney and approved sending them to the Secretary of State. Reviewed the job description and approved it with one modification (remove the word smart). Continued review of, and with the following change, approved the by-laws and requested they be sent for attorney review: o In Article VI section 2 made the terms of office 2 years and removed the ascension clause so that full elections would take place every two years. Had a lengthy discussion about HB2 and the impact it will have on Durham s ability to attract sports events. There was a desire to make a statement about the law so approved a motion to have Ms. Green send to the Board DCVB s and the Durham Chamber s statement regarding HB2 as well draft a statement for the Board s consideration. The Board proceeded to make nominations for officers via voice vote: o Ingrid Wicker-McCree was nominated for Chair. She declined but noted she was open to serving as chair at a later time. o Omar Beasley was nominated as Chair and he accepted the nomination. o George Habel was nominated as Chair and he accepted the nomination. o Omar Beasley was elected by a 6-3 vote. o George Habel was nominated as Vice-Chair and was elected unanimously. o Terrence Holt was nominated as Secretary-Treasurer and was elected unanimously. Approved on 10/12/16

4 The Board discussed incentives required to bid on national and regional events and the need to be strategic about the events Durham would pursue. The Board asked Ms. Green to provide a list of current facilities used for sports in Durham County. The Board also requested that Ms. Green ask other Sports Commissions for their guidelines on providing incentives, sponsorships and underwriting. With no further business, the meeting was adjourned at 11:45 p.m. Respectfully Submitted, Terrence Holt Approved on 10/12/16

5 Durham Sports Commission Board of Directors Meeting Wednesday, October 12 th, :15 a.m. MINUTES Members Attending: Omar Beasley; George Habel; Dan Hill; Terrence Holt; Tommy Hunt; Ingrid Wicker-McCree; Dwight Perry; and Desmond Scott. Members Absent: Chris Kennedy (excused) Staff Attending: Shelly Green and E Vonne Coleman-Cook, DCVB Chair Omar Beasley called the meeting to order at 10:17 a.m. The board took the following actions: Approved the minutes of September 14, Approved the By-laws as presented following minor changes by the attorney. Ms. Green reported that the Secretary of State had accepted the Articles of Incorporation; therefore the Durham Sports Commission is now an official nonprofit in North Carolina! Ms. Green gave the following update about the search for an Executive Director: o o The position has been posted on various sites including the National Association of Sports Commissions. Due to several reasons, including the fact that DCVB has several other searches underway and in recognition of the importance of this search, DCVB has hired a search firm to manage the search for an Executive Director. The firm selected, Huddle Up Group, has a great deal of experience in this area, came highly recommended, and the principals have experience running and hiring staff for sports commissions. Mr. Hill requested that Ms. Green clarify the hiring process and who will be making the final decision. Ms. Green reported: o o o The Interlocal Agreement specifies that DCVB hires the Executive Director with the DSC Board approving the candidate. In reality, both DCVB and the DSC must jointly agree on the candidate. What has changed slightly now that a search firm is in place is neither DCVB nor the board will have as much input in the earlier stages of the search. DCVB s HR department is doing the initial review screening out applicants who do not remotely meet the qualifications. The search firm will then vet the candidates, conduct phone Approved on 11/9/16

6 interviews and written case study assessments, check references, and then present a list of finalists they think we should interview. Mr. Beasley asked about the number of finalists that would be presented since the board had hoped to review a wider pool. Ms. Green clarified: o The search firm would normally only present 2-3 candidates for interviews. o Ms. Green conveyed to the search firm that we did not want them to arbitrarily limit the finalists to a specific number, and that it should include all the candidates that they believed were qualified and desirable for the position. Ms. Green also clarified with the board that they wished to act as a whole and not assign this task to a separate search committee, which the board confirmed. The search will close in November. Ms. Green will give an update to the board at the November meeting and will attempt to set up interviews in December. The board reviewed DCVB s and the Durham Chamber s HB2 statements along with a new statement drafted for the Durham Sports Commission. Upon proper motion and second the board approved the DSC HB2 Statement as presented. The Board reviewed the existing database of sports facilities in Durham County. There was robust discussion about the need for additional facilities with examples given of other communities facilities and how they are financing them. It was mentioned that Durham Parks and Rec had done a master plan that should be reviewed, that there were private interests already looking at building facilities, and that it was important to do a competitive assessment. The following process was outlined to address facility needs: o Hire the Executive Director and get that individual on board and up to speed. o The Executive Director (and his/her staff) will update the current inventory of facilities while also noting any additional planned facilities and upgrades planned in existing facilities. o The Executive Director will draft a Request for Proposal for a consultant to study sports facility needs in Durham County including: Completing a competitive assessment (where tournaments are currently being held, best practices in facility development, which sports/facilities provide the best opportunity for Durham to host sports events, etc.) Outlining the current capacity of our existing facilities where there is excess capacity (times the facilities are not being used.) Conducting an assessment of unmet needs (where/when Durham residents need to go outside Durham in order to play sports because there is not enough capacity here). Approved on 11/9/16

7 Assessing unmet needs with potential tournament usage (e.g., if we build additional facilities to accommodate the needs of residents is there also opportunity for tournaments to be held in those facilities)? Recommending the types of facilities Durham should look at building. Recommending financing models to study. Ms. Green reported that she surveyed various visitor bureaus and sports commissions in North Carolina about their guidelines for incentives and underwriting. Most did not have written guidelines, but several loosely tied the support they would give to the number of room nights the event would utilize. Mr. Beasley reported that he had been approached by the Triangle Sports Commission about Durham hosting the NC High School Athletic Association Football Championships, specifically hosting two games in He also reported that although they were specifically interested in Duke, he advised that if there were two games, one should be at Duke and the other at NCCU. Ms. Wicker-McCree commented that she had expressed interest in hosting championship events to NCHSAA in the past and was interested in opportunities to do so in all sports, but would need to check into compliance issues. Ms. Green requested that Omar forward that correspondence and provide contact info to DCVB because this is an activity for staff to research and vet. She noted that she had worked with NCHSAA on many other championships over the years and that typically an incentive equal to $5,000 per team was required. She asked if the board was ready to move forward on an incentive request without guidelines in place, and the general consensus was they ought to look at the opportunity and at least evaluate it. Ms. Green agreed to have staff gather information and would present it to the board at the next meeting. Mr. Hill noted that he had taken a tour of Durham County Stadium recently and thought it was well worth board member s time to tour facilities like this. Ms. Green offered to contact them to host the next board meeting with a tour immediately following. The board was agreeable to that. With no further business, the meeting was adjourned at 11:41 p.m. Respectfully Submitted, Terrence Holt Approved on 11/9/16

8 Durham Sports Commission Board of Directors Meeting Wednesday, November 9 th, :15 a.m. MINUTES Members Attending: Omar Beasley; George Habel; Dan Hill; Terrence Holt; Tommy Hunt; Ingrid Wicker-McCree; Chris Kennedy; and Dwight Perry. Members Absent: Desmond Scott (excused) Staff Attending: Shelly Green, Kim Conder and E Vonne Coleman-Cook, DCVB Chair Omar Beasley called the meeting to order at 10:25 a.m. The board took the following actions: Approved the minutes of October 12, Ms. Green gave the following update about the search for an Executive Director: o o o o o o The search firm reports that 23 applicants have submitted credentials. They are trying to get the candidates vetted, reaching out to ask questions if anything was missing or not clear. They are reviewing the applicants against eight criteria and against the list of qualifications we had. Most applicants are within our salary range. The few who fall outside the range (mostly from Florida) are seeking double and triple what we are prepared to pay. They expect to make recommendations on a group of semifinalists by next week. Semi-finalists will receive written case study questions to answer and submit back to the search firm. From there, the search firm will develop a short list of candidates they propose we interview in person. The board had a robust discussion about incentives, specifically around an opportunity brought forth by the Triangle Sports Commission, which was to host two of the 2017 NC High School Athletic Association Football Championship games. Following a lengthy discussion, the board agreed it would be premature to commit to financial support to an event without guidelines, or a mechanism in place for a group to request funds and a means for the DSC to evaluate the proposal. They agreed it would not be wise to set a precedent on funding before setting policy. Ms. Green noted that they would convey this message back to the Triangle Sports Commission noting that DSC would let them know when that policy was in place so they could apply for support at a later time. Approved on 12/14/16

9 Kim Conder, DCVB s VP of Marketing presented rough sketches of DSC corporate logos for the board s input. The board gave their feedback. Kim will take that back to the designers and present more polished versions of the preferred design in January. Mrs. Green noted that the by-laws state that the DSC may select a bank or other depository to hold their funds, or they could designate this power to DCVB. She noted that DCVB has a relationship with nearly every bank in town and had no specific preference. Upon proper motion and second the board approved opening a bank account for DSC at Self Help. Ms. Coleman Cook noted she would have the bank draw up the appropriate resolutions and signature cards for board action at a future meeting. The board discussed scheduling and decided to expand the next board meeting (December 14 th ) to start at 9:00 a.m. and finish by 3:45 in order to try and interview the finalist candidates. It was also agreed to try and hold the morning of the 15 th in case there are more finalists than we can reasonably interview in one day. Ms. Green will report back to the group as we move through the process. The board adjourned to take a tour of Durham County Stadium with Reco Chavis, Stadium Manager. With no further business, the meeting was adjourned at 11:30 p.m. Respectfully Submitted, Terrence Holt Approved on 12/14/16

10 Durham Sports Commission Board of Directors Meeting Wednesday, December 14 th, :00 a.m. MINUTES Members Attending: Omar Beasley; George Habel; Dan Hill; Terrence Holt; Tommy Hunt; Ingrid Wicker-McCree (by phone); Chris Kennedy; and Desmond Scott Members Absent: (excused) Dwight Perry Staff Attending: Shelly Green and E Vonne Coleman-Cook, DCVB Chair Omar Beasley called the meeting to order at 9:05 a.m. The board took the following actions: Approved the minutes of November 9, 2016 with one correction: to add that the Board had requested staff ask the NCHSAA for their qualifications and standards in deciding host facilities for their regional and championship events. Voted to Move to Executive Session at 9:15 a.m. as permitted by GS :11 (a) to discuss personnel issues and conduct interviews of candidates for Executive Director of the Durham Sports Commission. Returned to Regular Session at 2:40 p.m. and reported that 3 finalist candidates were interviewed and following discussion, an offer would be forthcoming to one of the candidates. With no further business, the meeting was adjourned at 2:45 p.m. Respectfully Submitted, Terrence Holt Approved on 1/11/17

11 Durham Sports Commission Board of Directors Meeting Wednesday, January 11 th, :15 a.m. MINUTES Members Attending: Omar Beasley; George Habel; Dan Hill; Terrence Holt; Tommy Hunt; Ingrid Wicker-McCree; and Dwight Perry Members Absent: (excused) Chris Kennedy; and Desmond Scott Staff Attending: Shelly Green, Ashleigh Bachert, E Vonne Coleman-Cook and Kim Conder, DCVB Chair Omar Beasley called the meeting to order at 10:22 a.m. The board took the following actions: Approved the regular and executive session minutes of December 14, Reviewed and approved a corporate logo for the Durham Sports Commission Chairman Beasley introduced the new Executive Director, Ashleigh Bachert, and asked her to tell the board more about herself. The Board spent a considerable time talking through criteria for awarding incentives, sponsorships and underwriting. The feedback given to staff will result in staff presenting drafts of several documents at an upcoming meeting: DSC s Policy on Awarding Incentives and Sponsorships DSC s Guidelines on Awarding Incentives and Sponsorships Application for Funding Scoresheet for Evaluating Applications Mrs. Bachert advised the board that DSC had been approached for financial assistance by a local event organizer hosting a Lacrosse tournament in March of The board was comfortable entertaining the idea and having discussion having clarified what they hoped to achieve with their incentives and sponsorship programs. Mrs. Bachert gave the following details about the event: King of the Spring Face-off Classic (Contact: Jon Lantzy) Number/Type of Athletes: 30 High School Boys teams and 8 High School Girls teams (each team will travel with approximately people) Dates: Thurs. March 9 Mon. March 13, 2017 Approved on 2/8/17

12 Event has been in existence for 7 years in Raleigh/Chapel Hill/Durham and spread all over the Triangle. Event would be consolidated into Durham utilizing Durham County Stadium, Duke and NCCU. Consolidating it into Durham increased the costs substantially. Event organizer requested $7,000 to help offset facility rentals at Duke, NCCU and Durham County Stadium. After discussion and upon proper motion and second, the board voted to award $7,000 to the King of the Spring Face-off Classic Tournament. Ms. Green also alerted the board to an opportunity to bid on a significant track and field event, but noted that the bid was due by January 31 st (later moved to February 28 th ) for the 2018 USATF Hershey Youth National Outdoor Championships. Mr. Frank Davis, Coach of the Durham Striders and Youth Officer for USATF was present and gave details about the event. Mrs. Bachert also provided an overview of some of the requirements noting that the DSC would own the rights to the event if the bid was accepted and would run the event through a Local Organizing Committee. After discussion and upon proper motion and second (with Beasley abstaining due to a potential conflict of interest), the board voted to give the green light to Mrs. Bachert to work on a bid for this event and to present final details to the board electronically 48 hours in advance so they could digest the information and take a vote by on whether or not to support it. Ms. Green presented a scheduling conflict that Mr. Kennedy now has with his teaching schedule and asked for the board s preference in allowing Mr. Kennedy to resign, or to have staff look for other meeting times. The board preferred looking at alternative meeting times. Staff will send a Doodle Poll with suggested times for the board s response. Ms. Green also noted that staff had almost completed the DSC application for 501(c)(3) exempt status for the Internal Revenue Service. There were a few remaining items that needed board action, such as adopting a conflict of interest policy, which the board should expect on next month s agenda. With no further business, the meeting was adjourned at 12:10 p.m. Respectfully Submitted, Terrence Holt Approved on 2/8/17

13 Durham Sports Commission Board of Directors Minutes of the Wednesday, February 8, 2017 Session Meeting of the Board of Directors Directors present: Chairman Omar Beasley, Vice-Chairman George Habel, Treasurer/Secretary Terrence Holt, Directors Dan Hill, Tommy Hunt, Dwight Perry, & Desmond Scott. Directors absent: Chris Kennedy & Ingrid Wicker McCree Official Welcome Chairman Omar Beasley called the session to order at 10:20 AM in the Durham Convention & Visitors Bureau and welcomed those present. Agenda Chairman Omar Beasley asked for consideration of approval of the Agenda. A motion was made by Director Dan Hill and seconded by Director Tommy Hunt to approve the agenda. The motion passed unanimously. (1 min) Approval of the Consent Agenda Items Chairman Omar Beasley asked for consideration of approval of the items on the Consent Agenda or to indicate a request to remove an item from Consent. A motion was made by Secretary/Treasurer Terrence Holt and seconded by Director Dan Hill to approve the Consent Agenda items. The motion passed unanimously. (1 min) Therefore, the following items were approved: 1. Minutes of the January 11, 2017 Board of Director s Meeting - including the attendance listing 2. Staff Report Bank Resolution As the DSC begins the process of initiating the disbursement of funds, the DCVB had already obtained approval for an account to be opened with Self Help Credit Union (SHCU). However, the next step in opening the account was to approve the Bank Resolution with SHCU. There was an update to the board in regards to who would be on the signature card, including members of the DCVB. There was discussion on the accounting policies and who would be reconciling the account, so there would be no assumptions by the board on what organization was in charge of the actions. Staff indicated that the DCVB would be in charge of the reconciliation of the account. After all discussion, Vice-Chairman George Habel made a motion to approve the bank resolution and it was seconded by Director Dan Hill. The motion passed unanimously. (5 min) Conflict of Interest Policy As a nonprofit entity, the organization must have a Conflict of Interest Policy in place. Staff provided a draft of the policy and the board asked Shelly Green to review the Approved on 3/7/17

14 document. After covering the major highlights, there was discussion in regards to what is considered a benefit, if a director has a conflict what their ability to discuss that conflict would look like, and recommendations that all members discuss with the Executive Director prior to the meeting what their conflict of interest would be. It was also noted that a conflict of interest is not always a bad thing, but that it does need to be revealed so there would be no issues maintaining nonprofit status. A motion to approve the conflict of interest policy was made by Director Tommy Hunt and seconded by Treasurer/Secretary Terrence Holt. The motion passed unanimously. Upon approval, all board members present signed the Conflict of Interest Statement and those not at the meeting will need to sign prior to the next board meeting. (20 min) Board Meeting Schedule The board had previously approved a meeting time of the first Wednesday of the month at 10:15 AM. However, with the change in job schedules, there were board members that could no longer attend the previously approved meeting time. Directors were supplied the data from the online poll and phone call conversations in regards to member availability. After some discussion, the board approved a meeting time of the 1 st Tuesday of the month from noon to 1:30 PM. Lunch will be provided from 11:30- noon. (10 min) Grants and Incentive Funding Policy Following the January board meeting, the staff was instructed to draft a policy on how Grants and Incentive Funding would be administered. The policy was provided to the board. Shelly Green reviewed the document and the particular points of interest. She stated that she kept the document broad for purposes of allowing flexibility for the board. There were questions in regards to funds raised and where those dollars could be allocated which sparked a larger conversation on how fundraising could influence governmental contributions. The motion was made to accept the Incentive Funding Policy as presented by Treasurer/Secretary Terrance Holt and seconded by Director Dan Hill. The motion passed unanimously. (20 min) Updates Joint City and County Updates Shelly Green gave an update on a request made by both the City of Durham and Durham County to present an update on the DSC during the Tuesday, 3/14 meeting at the County Government Complex. She suggested a format whereby she would give an update on where the formation of the DSC stood at that time, Chairman Omar Beasley would give an update on the board of directors, and Executive Director Ashleigh Bachert would present on the work of the DSC. The presentation as a whole would last minutes and the meeting itself will start at 9 AM. The entire board was encouraged to attend. Durham Sports Commission Media Launch The board agreed that Wednesday, March 15 th would work the best for the launch of the DSC including revealing the new logo.. There was discussion on what the event would look like, and staff indicated that the Approved on 3/7/17

15 DCVB Marketing team would be involved in that process and more information would be coming out to them soon. USATF National Championship Bid Board was updated on the 2018 bid, but also made aware of the potential for hosting the 2017 event after the USATF pulled the event out of Florida. Staff indicated that they were working with Durham County Stadium to ensure the facility was available, as well as, USATF about flexing the date. Finally, there was discussion around the readiness of the staff, LOC, and venue for the event and both staff and board members believed the event could be pulled off under the tight timeline. The agreed to move forward on the 2017 bid, while holding off on 2018 if awarded 2017 and trying to negotiate in a first right refusal for 2019 or King of the Spring Lacrosse Tournament Staff indicated that the event is moving along and that all funds allocated would be paid directly to the venues in an amount not to exceed $7,000 total. RDC Marathon Board was made aware of a half-marathon and marathon being held in south Durham in November. Staff indicated that a presentation would be made in March for funding that event. Chairman & Board Member Comments Chairman Omar Beasley asked for any comments from the Board. After none were brought up, he brought up the idea of a Citizen Recognition program that could occur monthly to highlight athletes at all stages in an effort to get the DSC s name out into the community. There was discussion from staff and board and the idea was tabled for a future meeting. Adjournment With no further comments the Chairman adjourned the meeting at 11:40 AM. Respectively submitted by Terrence Holt, Secretary to the Board Approved on 3/7/17

16 Durham Sports Commission Board of Directors Minutes of the Tuesday, March 7, 2017 Session Meeting of the Board of Directors Directors present: Chairman Omar Beasley, Vice-Chairman George Habel, Treasurer/Secretary Terrence Holt, Directors Dan Hill, Tommy Hunt, Chris Kennedy, Ingrid Wicker McCree, & Dwight Perry. Directors absent: Desmond Scott Official Welcome Chairman Omar Beasley called the session to order at Noon in the Durham Convention & Visitors Bureau and welcomed those present. Agenda Chairman Omar Beasley called for any director having a perceived conflict of interest with an item on the agenda to state that conflict and no directors came forward. Chairman Omar Beasley asked for consideration of approval of the Agenda. A motion was made by Director Chris Kennedy and seconded by Director Tommy Hunt to approve the agenda. The motion passed unanimously. (1 min) Approval of the Consent Agenda Items Chairman Omar Beasley asked for consideration of approval of the items on the Consent Agenda or to indicate a request to remove an item from Consent. A motion was made by Director Dwight Perry and seconded by Director Tommy Hunt to approve the Consent Agenda items. The motion passed unanimously. (1 min) Therefore, the following items were approved: 1. Minutes of the February 8, 2017 Board of Director s Meeting - including the attendance listing 2. USATF 2017 & 2018 Bid Discussion 3. February Staff Report Board Terms The Board was given notice of the three Directors that will have terms ending on June 30, Terrence Holt and Ingrid Wicker-McCree wish to continue their service and Desmond Scott turned down the opportunity to serve another term (City Appointment). Staff advised that the Chamber of Commerce and Durham County would be advised of the reappointment of their members, while the City of Durham would be contacted in regards to the recruitment of a new board member. Incentives and Grants Committee Selection: As a part of the Incentive Funding Policy and the organization s by-laws, the board had to form an Incentives and Grants Approved on 4/4/17

17 Committee. After discussion on the needs of the committee, Chairman Omar Beasley and Directors Tommy Hunt and Dan Hill were selected. Staff informed that a meeting would be scheduled soon to start talking through the application process and potential outside members that could sit on the committee as well. RDC Marathon & Half-Marathon: November 12, 2017 at the Street of Southpoint. A motion was made by Dwight Perry for staff to move into negotiations with the organizers to fund at a level of $15,000 for the Title Sponsorship. The motion was seconded by Tommy Hunt. There was no more discussion and the motion passed unanimously. AJGA Amino VITAL Junior Championship: July 16-20, 2017 at Treyburn Country Club. There was discussion by the board on events that are already taking place and should the Commission fund at a full level. It was determined that this would be an area that the committee would discuss during their meetings. It was also discussed that an event like this would be a great way to involve the youth of the community and potentially work with local organizations to have kids transported out to the course to see the tournament. At that time, Director Tommy Hunt made a motion that we fund the event at a $7,500 level and that we also use $2,500 to assist with community outreach of the event. The motion was seconded by Treasurer/Secretary Terrence Holt. There was no more discussion and the motion passed unanimously. Board Retreat Staff discussed the need to plan a board retreat and wanted to get input from the board on the time frame of the meeting, as well as, a potential set of dates to work with. It was noted that early morning and late afternoon/evening did not work for certain members and that a 10 AM 3 PM period would be best. Members asked that the retreat not occur until June and that a Tuesday or Friday would be best. Staff indicated that a Doodle Poll would be sent out to gain consensus on the date. Updates Executive Director, Ashleigh Bachert, updated the Board on various items. There was a reminder about the Joint City and County meeting that would take place on 3/14. She also updated the board on the date change of the DSC Launch and that it would also be changing into an Event Owner Workshop so the Commission could get in front of those already hosting and educate them on resources available through the DSC. There was a note that the logo had finally been approved by legal and it could officially be used on items moving forward. There was a reminder of the upcoming King of the Spring Lacrosse Tournament, as well as, Ashleigh s upcoming National Conference at the end of the month. Chairman & Board Member Comments Chairman Omar Beasley asked for any comments from the Board. After none were brought up, he mentioned that he would be bringing forward an application to the board in regards to the DPS Elementary Olympics for 3 rd -5 th graders that would be hosted in April. He also the board of his idea of a Citizen Recognition program that Approved on 4/4/17

18 could occur monthly to highlight athletes at all stages in an effort to get the DSC s name out into the community. There was discussion from staff and board and the idea was tabled for a future meeting. Adjournment With no further comments the Chairman adjourned the meeting at 1:35 PM. Respectively submitted by Terrence Holt, Secretary to the Board Approved on 4/4/17

19 Durham Sports Commission Board of Directors Minutes of the Tuesday, April 4, 2017 Session Meeting of the Board of Directors Directors present: Chairman Omar Beasley, Vice-Chairman George Habel, Treasurer/Secretary Terrence Holt, Directors Dan Hill, Tommy Hunt, Chris Kennedy, Ingrid Wicker McCree, & Dwight Perry. Directors absent: Desmond Scott Official Welcome Chairman Omar Beasley called the session to order at 12:01 PM in the Durham Convention & Visitors Bureau and welcomed those present. Agenda Chairman Omar Beasley called for any director having a perceived conflict of interest with an item on the agenda to state that conflict and no directors came forward. Chairman Omar Beasley asked for consideration of approval of the Agenda. A motion was made by Director Chris Kennedy and seconded by Director Dan Hill to approve the agenda. The motion passed unanimously. (1 min) Approval of the Consent Agenda Items Chairman Omar Beasley asked for consideration of approval of the items on the Consent Agenda or to indicate a request to remove an item from Consent. A motion was made by Director Dan Hill and seconded by Director Chris Kennedty to approve the Consent Agenda items. The motion passed unanimously. (1 min) Therefore, the following items were approved: 1. Minutes of the March 7, 2017 Board of Director s Meeting - including the attendance listing 2. March Staff Report including documentation of communication with upcoming events Incentives & Grants The board was reminded that during the March 7 th meeting, they had voted to approve funding the RDC Marathon and Half-Marathon at $15,000 for the title sponsorship. FS Series (owner of the RDC Marathon and Half-Marathon) came back and asked that the $15,000 be committed for the next 3 years. After discussion by the board, they saw the value of supporting the event and wanted to make sure the funds were distributed each year. They also wanted to add in a performance clause and a clause that voids the contract if moved out of Durham within those three years. Director Dwight Perry made a motion to fund the RDC Marathon and Half-Marathon at $15,000 for each year for 3 years with a performance clause added into the contract. Director Chris Kennedy Approved on 6/6/17

20 seconded the motion. During the call for discussion, Director Tommy Hunt asked what performance indicators would be evaluated. Ashleigh Bachert indicated that the Grants & Incentives Committee would review the application and would make that decision. Shelly Green indicated that the DCVB lawyer would review the contract to keep the DSC protected in case there was a voiding of the contract. After no further discussion, the motion passed unanimously. NASC Symposium Presentation Ashleigh Bachert presented a power point presentation on the NASC Symposium. She presented information on the educational sessions, industry stats, and information in regards to the appointments. There was much discussion around the idea of creating a family experience during the events and how the facility plays into that experience. It was also noted that we should take advantage of the two Universities and have presentations made from the admission departments or from coaches on funding college past athletic scholarships, etc. It was noted that partnerships with local communities would be beneficial when hosting events that are too big for Durham to carry alone. Updates Executive Director, Ashleigh Bachert, updated the Board on various items. It was noted that the Board had originally been polled on board retreat dates and they no longer work. A new poll would be sent out within the week. Questions were asked in regards to potential facilitators and the direction the team was heading, as well as, potential retreat topics. The board would like to see the agenda items and have the chance to weigh in on them as well. She gave the board information on the Economic Impact numbers of the King of Spring Lacrosse Tournament and that the pre-economic impact numbers did not match the post. She noted that more questions needed to be asked to ensure a more accurate catch of the potential of the event. The board asked to be educated on the process so they are more aware and it was discussed to be put on the agenda for April. She also updated the board that the microsite is up and that a permanent site was in the process of being created. Social media is also launched with Facebook first and Instagram to follow. There was a discussion around the use of DurhamNCSports vs. Durham Sports Commission and how it was being branded. Chairman & Board Member Comments Chairman Omar Beasley asked for any comments from the Board. Director George Habel acknowledged the Joint City-County Meeting presentation and how staff and the Board Chair did a great job. Chairman Omar Beasley noted the discussion with events that are occurring and that some of them are coming up quickly. Ashleigh Bachert acknowledged the timeframe and said if decisions needed to be made quickly the board would be ed in regards to those events. Adjournment With no further comments the Chairman adjourned the meeting at 1:35 PM. Respectively submitted by Terrence Holt, Secretary to the Board Approved on 6/6/17

21 Durham Sports Commission Board of Directors Minutes of the Tuesday, May 2, 2017 Session Meeting of the Board of Directors Directors present: Chairman Omar Beasley, Vice-Chairman George Habel, Treasurer/Secretary Terrence Holt, Directors Dan Hill, Tommy Hunt, Chris Kennedy, Ingrid Wicker McCree, & Dwight Perry. Directors absent: Desmond Scott Official Welcome Chairman Omar Beasley called the session to order at 12:00 PM in the Durham Convention & Visitors Bureau and welcomed those present. Agenda Chairman Omar Beasley called for any director having a perceived conflict of interest with an item on the agenda to state that conflict and no directors came forward. Chairman Omar Beasley asked for consideration of approval of the Agenda. A motion was made by Director Dan Hill and seconded by Director D to approve the agenda. The motion passed unanimously. Approval of the Consent Agenda Items Chairman Omar Beasley asked for consideration of approval of the items on the Consent Agenda or to indicate a request to remove an item from Consent. A motion was made by Director Ingrid Wicker McCree and seconded by Director Dwight Perry to approve the Consent Agenda items. The motion passed unanimously. Therefore, the following items were approved: 1. Minutes of the April 4, 2017 Board of Director s Meeting - including the attendance listing 2. Minutes of the April 13, 2017 Grants & Incentives Committee Meeting 3. April Staff Report including documentation of communication with upcoming events Incentives & Grants RDC Marathon & Half-Marathon (27 min) Jason Biggs came in and gave a brief presentation on the company and the event. He reviewed the ALC charity. Mentioned that they do have a national reach but are primarily (70%-80%) in the Triangle Region. Pulling in ties between State/Duke/UNC on the ALS side of the house as well to help promote the event. Would like to donate $50,000 back to the charity in the first year. Combs and Capel are also involved in helping in the fundraising. Also, have Lululemon, Fleet Feet Sports, and Whole Foods/Sprouts as potential sponsors. Week after the event there will be a VIP Sponsorship party. He would like to come back in the middle

22 of the summer and give an updated presentation. He asked the board what their goals are and what they want out of the event. Omar mentioned that he would like to see growth and brand recognition. Dan would like to see people from out of town using our establishments. They are also using Taste of Carolina and Beltline Brewery Tours to coordinate tours of the area. Lululemon Athletica is working on the itineraries for people that are traveling in for the event. Hands on Fire III There was discussion around the amount being proposed. Dwight asked about attendance at the event. Omar mentioned that it would be great to have the Boxing Commission reach out to him about assisting with the event, promoting, etc. Director Dwight Perry motioned to fund the event at $5,000 total, $2,500 to be used towards the event itself and $2,500 to be used during the Youth Boxing Day. Director Dan Hill seconded the motion and it passed unanimously. Rising Stars: MLK Holiday Basketball Classic The request was tabled into August s meeting after discussion of needing a full budget (with revenue and expenses), review of the criteria to hit to proceed into a 3-year agreement, and the potential of receiving the title sponsorship for $17,500. Finance March 2017 Statement of Activity was provided to the board. There was discussion in regards to how we will be perceived moving forward for not using the money. There were comments around the notion that some events were not happening until 2019 and beyond and the funds needed to be in place for those events during this 3-year span because that is all we can currently count on. Members discussed having the DSC name used more often because of the funding. After a 20-minute discussion, Director Dwight Perry motioned to accept the March 2017 Statement of Activity. Director Tommy Hunt seconded the motion and it was passed unanimously. Audit of Funds An audit of the DSC funds needs to occur after the close of the fiscal year. Staff indicated a need to know from the board on items that need to be considered when picking an auditor, as well as, if the board would like the DCVB to oversee the RFP and review of proposals. The board agreed that the DCVB needs to oversee the process of collecting the bids, but that they would like to have the final selection. They also indicated that they would like to have a Durham based company conduct the audit. Retreat Agenda Items Staff entered a discussion with the board of directors in regards to what they would like to have reviewed during their retreat. Items were presented by staff, but after a lengthy discussion the following were listed as priorities for them: 1. Facility Study 2. Definition of Success how does this definition tie into funding events or choosing which bids to go after

23 3. Goals what are they for the next 2-3 years, are we a funding or bidding organization, are we a hybrid and what percentage of time/resources needs to be spent on both 4. Opportunities & Threats Opportunities both locally (events already occurring that we go out and see and want to be a part of) and externally (new events or sports that we can showcase to the community) & what are the opportunities we have around personnel structure and growth. Threats from other communities, the Triangle Sports Commission, community perceptions, etc. Finally determined that they would like to see a SWOT done to capture the full picture on where they stand. 5. Advisory Committee or Sports Ambassadors how do we engage them since it s in our interlocal agreement to establish one The staff will work with the facilitator to discuss these items and work it into the agenda for the meeting. Updates Executive Director, Ashleigh Bachert, updated the Board on various items including the following: Economic Impact Calculator would be reviewed during the next board meeting due to time. Mike Ramsay was hired as the Sports Services Intern. He will be in the office to assist with events and large database projects. The Sports Services Manager position has been posted and we have been receiving great applicants so far. The inaugural Event Owner Workshop is going to take place on Tuesday, May 23 rd from 5:30-7:30 PM. (the location was changed from the Ivy Community Center to the DCVB Conference Rooms) Chairman & Board Member Comments The July Board of Directors meeting was scheduled for July 4 th and the board voted to approve the cancellation of the July meeting and resume the regularly scheduled meetings starting on August 1, Adjournment With no further comments the Chairman adjourned the meeting at 1:56 PM. Respectively submitted by Terrence Holt, Secretary to the Board

24 Durham Sports Commission Board of Directors Minutes of the Tuesday, June 6, 2017 Session Meeting of the Board of Directors Directors present: Chairman Omar Beasley, Vice-Chairman George Habel, Treasurer/Secretary Terrence Holt, Directors Dan Hill, Tommy Hunt, & Chris Kennedy. Directors absent: Desmond Scott, Ingrid Wicker McCree, & Dwight Perry Official Welcome Chairman Omar Beasley called the session to order at 12:01 PM in the Durham Convention & Visitors Bureau and welcomed those present. Agenda Chairman Omar Beasley called for any director having a perceived conflict of interest with an item on the agenda to state that conflict. Vice-Chairman George Habel announced a conflict of interest related to the budget with ACC Baseball Fan Fest. The board chose to remove those line items from the budget and remove any conflict of interest. Chairman Omar Beasley asked for consideration of approval of the Agenda. A motion was made by Director Dan Hill and seconded by Treasurer/Secretary Terrence Holt to approve the agenda. The motion passed unanimously. Approval of the Consent Agenda Items Chairman Omar Beasley asked for consideration of approval of the items on the Consent Agenda or to indicate a request to remove an item from Consent. A motion was made by Vice- Chairman George Habel and seconded by Director Dan Hill to approve the Consent Agenda items. The motion passed unanimously. Therefore, the following items were approved: 1. Minutes of the May 2, 2017 Board of Director s Meeting - including the attendance listing 2. June Staff Report Incentives & Grants Bull City All-Star Lacrosse Games The Board of Directors voted not to approve the funding of the event due to the event already taking place and not wanting to set precedent for funding events after they have already occurred. The also noted that future funding would need to show an expanded state-wide effort as a driver of sports tourism. Ryan Smith Football Camp The Board of Directors voted to grant $2,000 to the camp with the motion put forth by Director Dan Hill, seconded by Chris Kennedy. The motion passed with a vote of 5 to 1, with Director Tommy Hunt opposing the motion. There was discussion on if the money was needed to host the event and Terrence Holt Approved on 8/1/17

25 provided his expertise in the field to put the expenses in perspective. It was also noted that we needed more information in regards to the target audience to attend the camp and if he had applied in for the NFL Grant. Finance The Statement of Activity for April 2017 was provided to the board. A motion to accept the document was put forth by Director Dan Hill, seconded by Terrence Holt and the motion passed unanimously. FY16-17 & FY17-18 Budgets were presented to the board. DCVB CEO Shelly Green explained the budgeting process and provided documentation to show the changes in revenue compared to what the interlocal agreement originally called for. The board did question the board in regards to funding levels and how do we communicate the need to those funding partners. After a review of the two budgets, a motion was made to adopt both the FY16-17 and FY17-18 Budgets by Director Tommy Hunt and seconded by Director Dan Hill. The motion passed unanimously. Annual Report Items Staff entered a discussion with the board of directors in regards to what they would like to have included in their annual report. Items were presented by staff, but after a lengthy discussion the following were listed as priorities for them: Letter from the Chairman of the Board of Directors and Executive Director, timeline of Major Milestones, events supported in the FY and their impact on the community (need to focus on the economic impact), a look at what is to come: events that will be supported, major events being brought in, upcoming major milestones, thank You Section: highlighting those that have supported the DSC, and Financial Report. The staff will be working with the marketing team to put together the report and are expecting it to be released in October Updates Executive Director, Ashleigh Bachert, updated the Board on various items including the following: Staffing: Alyssa Duke was hired as the Sports Services Manager and will be present at the board retreat before her first official day in the office on July 6 th. Interns Mike Ramsay and Kaylee Sciacca were both introduced as a part of the team. ACC Baseball Tournament in Louisville highlights of the trip to scout the event in Louisville were given, as well as, a brief presentation from DCVB CEO Shelly Green in regards to the hotel room occupancy the last four years and the noticeable difference hosting the tournament means to the market. Board Retreat the board was reminded of the upcoming retreat on the 27 th. Adjournment With no further comments the Chairman adjourned the meeting at 1:36 PM. Respectively submitted by Terrence Holt, Secretary to the Board Approved on 8/1/17