CVB board eyes financial records; seeks new members
By
Rory Ryan-hcpress@cinci.rr.com
The Highland County Convention and Visitors Bureau Board of Directors held its first meeting of 2011 on Wednesday, Jan. 26 at the Hapner Law Office in Hillsboro.
Members in attendance included interim CVB director and board member Sharon Hughes, treasurer Kathryn Hapner, and board members Tom Horst and Kirby Ellison.
Members discussed outstanding invoices owed by the bureau and other financial matters since the departure from the CVB of former director Sara Lukens in October 2010.
“We need to stop everything we’re doing right now until we get the books taken care of,” Horst said. “Let’s stop all advertising and expenses.”
“It is,” Hughes said.
Hapner told the board, “I’m not sure what some of the bills are for, and I can’t pay this if I’m not sure what it’s for.”
The invoice in question totaled $6,006.18 and was submitted to the CVB on Nov. 3, 2010.
“Does anyone know where the financial records are?” Hapner asked.
Ellison responded that she believes the CVB financial records are at the Highland County Chamber of Commerce office.
“I don’t think there’s a real problem with the books,” Ellison said. “We just need to get it all together.”
Horst asked about a bill for advertising brochures, to which Hughes replied, “They were ordered before Sara left, and we haven’t got it paid.”
Horst also questioned current advertising with a newspaper where Hughes is employed and said, “We need to stop these banner ads immediately.
“The main thing is that we take everything down, take the banners off the web site.”
Hughes responded, “It is; or it will be free if it’s still there.”
Hughes said the ads were placed by the former director.
The advertisement in question remained on the newspaper website as of Thursday, Jan. 27. However, Hughes told the board it would not be charged.
Hapner also brought up this year’s board meetings, saying, “We are only required to meet quarterly, but I think right now we need to meet at least monthly.”
“I agree, we need to get together soon,” Ellison said.
Hapner then questioned the lack of a board quorum, saying, “It used to take five members for a quorum when we had a nine-member board, but we’ve changed it to seven active members.”
Discussion followed on potential new board members to bring an active total of seven members.
The board discussed Greenfield City Manager Betty Bishop, Leesburg resident Ron Current, Highland County Senior Citizens Director Suzanne Hopkins, and Hillsboro resident Bob Lambert as potential new members.
“We are supposed to elect officers in January,” Hapner said. “Do we do that today, or do we wait until we have a full board present?”
“Let’s wait until we have a full board,” Horst said. “The main thing now is to put a board together.”
Ellison asked, “How many people do we need on a board?”
Hapner replied, “Our by-laws say nine, but we have had trouble getting active members. We’ve never actually had nine active members. We can go with seven board members.”
Discussion followed of potential members from the Rocky Fork Lake area, including a representative from the Rocky Fork Lake State Park, and representatives from the Greenfield and Leesburg areas.
Ellison then asked, “Should we relieve Sharon of being the interim director of the CVB?”
Hapner replied, “Yes,” to which Hughes said, “Thank you.”
Hughes had been serving as both the interim director and a member of the CVB board.
The board instructed Hapner to collect the financial records and previous minutes from the Chamber of Commerce and agreed to hold an organizational/restructuring meeting at 1 p.m. Thursday, Feb. 3 at the Hapner Law Office in Hillsboro.
According to a spokesperson from the Ohio Auditor of State’s Office, the Highland County Convention and Visitors Bureau is a public agency and is audited by the state every other year.
The CVB is funded by a local lodging tax. Highland County Auditor Bill Fawley reported quarterly payments to the agency totaling $25,791.63 for 2010.[[In-content Ad]]
Members in attendance included interim CVB director and board member Sharon Hughes, treasurer Kathryn Hapner, and board members Tom Horst and Kirby Ellison.
Members discussed outstanding invoices owed by the bureau and other financial matters since the departure from the CVB of former director Sara Lukens in October 2010.
“We need to stop everything we’re doing right now until we get the books taken care of,” Horst said. “Let’s stop all advertising and expenses.”
“It is,” Hughes said.
Hapner told the board, “I’m not sure what some of the bills are for, and I can’t pay this if I’m not sure what it’s for.”
The invoice in question totaled $6,006.18 and was submitted to the CVB on Nov. 3, 2010.
“Does anyone know where the financial records are?” Hapner asked.
Ellison responded that she believes the CVB financial records are at the Highland County Chamber of Commerce office.
“I don’t think there’s a real problem with the books,” Ellison said. “We just need to get it all together.”
Horst asked about a bill for advertising brochures, to which Hughes replied, “They were ordered before Sara left, and we haven’t got it paid.”
Horst also questioned current advertising with a newspaper where Hughes is employed and said, “We need to stop these banner ads immediately.
“The main thing is that we take everything down, take the banners off the web site.”
Hughes responded, “It is; or it will be free if it’s still there.”
Hughes said the ads were placed by the former director.
The advertisement in question remained on the newspaper website as of Thursday, Jan. 27. However, Hughes told the board it would not be charged.
Hapner also brought up this year’s board meetings, saying, “We are only required to meet quarterly, but I think right now we need to meet at least monthly.”
“I agree, we need to get together soon,” Ellison said.
Hapner then questioned the lack of a board quorum, saying, “It used to take five members for a quorum when we had a nine-member board, but we’ve changed it to seven active members.”
Discussion followed on potential new board members to bring an active total of seven members.
The board discussed Greenfield City Manager Betty Bishop, Leesburg resident Ron Current, Highland County Senior Citizens Director Suzanne Hopkins, and Hillsboro resident Bob Lambert as potential new members.
“We are supposed to elect officers in January,” Hapner said. “Do we do that today, or do we wait until we have a full board present?”
“Let’s wait until we have a full board,” Horst said. “The main thing now is to put a board together.”
Ellison asked, “How many people do we need on a board?”
Hapner replied, “Our by-laws say nine, but we have had trouble getting active members. We’ve never actually had nine active members. We can go with seven board members.”
Discussion followed of potential members from the Rocky Fork Lake area, including a representative from the Rocky Fork Lake State Park, and representatives from the Greenfield and Leesburg areas.
Ellison then asked, “Should we relieve Sharon of being the interim director of the CVB?”
Hapner replied, “Yes,” to which Hughes said, “Thank you.”
Hughes had been serving as both the interim director and a member of the CVB board.
The board instructed Hapner to collect the financial records and previous minutes from the Chamber of Commerce and agreed to hold an organizational/restructuring meeting at 1 p.m. Thursday, Feb. 3 at the Hapner Law Office in Hillsboro.
According to a spokesperson from the Ohio Auditor of State’s Office, the Highland County Convention and Visitors Bureau is a public agency and is audited by the state every other year.
The CVB is funded by a local lodging tax. Highland County Auditor Bill Fawley reported quarterly payments to the agency totaling $25,791.63 for 2010.[[In-content Ad]]