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HomeMy WebLinkAbout1995-09-21 Regular Meeting CITY OF GRAPEVINE, TEXAS ilv GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING THURSDAY, SEPTEMBER 21, 1995 11:30 A.M. I AGENDA I • I. CALL TO ORDER II. APPROVAL OF MINUTES FROM AUGUST 17, 1995 MEETING I III. OLD BUSINESS A. GRAPEFEST REPORT B. VISITOR ATTRACTION REPORT C. OTHER IV. NEW BUSINESS A. 1996 FAM OVERVIEW B. OTHER V. SALES AND MARKETING REPORT I VI. EXECUTIVE DIRECTORS REPORT I VII. ADJOURNMENT ir1 1 iii STATE OF TEXAS COUNTY OF TARRANT 01 CITY OF GRAPEVINE #4 MINUTES The Grapevine Convention and Visitors Bureau Board of Directors met on Thursday, September lill21, 1995 at the Grapevine Convention and Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas at 11:30 a.m. with the following persons in attendance: Warren Dearing Acting Chair Gayle Hemingway Board Member 01 Bruce Crouch Board Member 1111 Phil Parker Board Member Gary Blagg Board Member Susan Warmuth Board Member igPaul W. McCallum Executive Director Fran Fairchild Dir. of Marketing & Sales George Kakos DFW Hilton IAbsent: Don Bigbie Chair iGreg Saunders Board Member Jerry Pittman Council Liaison Mike Brown Chamber Representative it Trent Petty City Manager CALL TO ORDER IIWarren Dearing, acting on behalf of Don Bigbie, called the meeting to order. APPROVAL OF MINUTES IIA motion to approve the minutes from the August 17, 1995 board meeting was made by Gayle Hemingway and seconded by Gary Blagg. Motion carried. II OLD BUSINESS I GrapeFest Report Mr. McCallum recognized Gayle Hemingway as Chair-Elect for the tenth annual GrapeFest in 1996. He commended her for the smooth operation of this year's GrapeFest. Ms. Hemingway I responded that she was very pleased with the overall success of the weekend, citing the efforts by the Steering Committee and the beautiful weather. IMr. McCallum reiterated the important role the community plays in the success of the Festival. The public relations campaign began with the Texas New Vintage Wine and Food Festival and continued to build interest both locally and nationally through the months preceding GrapeFest and will continue beyond. This year, GrapeFest received additional national and international I attention as a presence on the Internet and was featured on "Grapevine on the Web" through promotional spots and a live remote during the Festival. Regional interest was generated IL through coverage in Southern Living and Texas Monthly. Significant progress was made toward putting Grapevine in traveler's minds as an exciting destination. I Board of Directors Meeting September 21, 1995 Page 2 of 4 OLD BUSINESS cont. GrapeFest Report cont.: The success of this Festival also marked a reduction of Bureau-funded events. Approximately $150,000 was generated for the Heritage Foundation as a result of the Festival. The Festival hosted approximately 95,000 visitors. Future goals should not be to expand the size of the event, but rather to increase quality and improve traffic control and parking. Continued emphasis will be placed on family-oriented events and the more European concept of wine as a compliment to the food experience. 0 Visitor Attraction Report Mr. McCallum referred to a proposal previously presented to the Board regarding the development of a visitor attraction/information center to capture the attention of travelers along lithe major highways that encompass Grapevine, as well as from the fringe hotels. Responding to the Board's previous direction, Mr. McCallum reported that he had located a ill74,000 square foot lot at the southeast corner of Main Street, which is the highest point in that area. The lot is currently owned by Greenway Investment Company. Through conversations with Mr. Tommy Pigg of Greenway it was learned that the lot was not for sale, but Greenway tywould be willing to do a land-lease at a cost of$105,000 per year, or $8,700 per month for the initial 5-year period, with Greenway agreeing to further negotiate the lease in 5-year increments. Increases in the land rental rate would be tied to the Consumer Price Index as recorded for the 111 previous 5-year period. The next step, pending Board agreement, would be to present the plan to the City Council through a workshop in order to receive their input and direction. Discussion followed as to whether the proposed attraction would need to be revenue-generating in order to i cover the cost of the land and any structures, and what form the attraction could take. Mr. McCallum stated that besides a dramatic 'hook' to get the attention of visitors, the site should also include information about Grapevine and its attractions through an audio-visual, self-directed presentation, supplemented by on-site staff to develop any potential interest. Any revenue- generation should be accomplished through a sub-lease arrangement with the Center receiving II a percentage of the gross sales. Time and study must be given to the development of the philosophy and intent of the project with a view as to how costs should be addressed. Mr. Parker asked if alternative sites had been researched. Mr. McCallum listed three other potential I sites as (1) further south on 121 at SH 360; (2) in the Hwy. 26 and 121/635 loop area; or (3) further down SH 114. Mr. McCallum stated that the land should be acquired through purchase by the City rather than lease in order to eliminate future ownership and liability issues, and that 111 the use of land owned by the airport did not appear to be an option at this time. Mr. Dearing called for a motion that staff prepare a proposal regarding the intent and goal of I the project and the means through which the land would be acquired. The motion, which was made by Mr. Crouch and seconded by Mr. Blagg, carried. tieOther Mr. Blagg relayed that Al Stover, Texas Fife and Drum Corps, had given his sincere thanks for the $1,000 grant provided by the Board. I Board of Directors Meeting September 21, 1995 0 Page 3 of 4 ilkNEW BUSINESS 1996 Fam Overview og Ms. Fairchild stated that there were 17 participants, including 11 meeting planners, who attended the 1995 Fall Familiarization Tour during GrapeFest. There were 7 hot leads and 2 potential contracts generated as a result of the Tour. The lower attendance level strongly indicated that illplans for future fams should be reviewed, with an effort to develop more interest and attendance. The 1996 Texas New Vintage Wine and Food Festival would be used as the backdrop for the li Corporate Fam Tour, giving the hotels more flexibility with the timing and scope of their presentations. Also, spring is a more opportune time of year for the planners to be away from their offices. IDuring 1996 Main Street Days, 1000 government planners will be on-site during the Festival as the Society of Government Meeting Planners' Annual Conference is hosted by the Hyatt. I Due to the unique opportunity to meet and interface with this many meeting planners, as well as the fact that the logistics of hosting such a meeting will require significant effort by the Bureau sales staff and the hotel, the conference will replace the usual Main Street Days fam 01 tour. Ms. Fairchild stated that this review of Fams would ensure more effective use of funding and itstaff; while also simplifying time requirements of the Board and City Council during already busy events. Discussion followed which was favorable to implementation of the plan. IOther Mr. Blagg related that he had been contacted by Ted Ware, representing the Ex-Student's Association, requesting an additional $500 beyond the $1,500 obligated to benefit high school I students preparing floats for the Homecoming Parade. The additional money will benefit the Freshmen class, which previously has not been included in the Parade. Discussion followed as to availability of funds and the potential impact of the second high school due to open with the Ill 1996 school year. Mr. McCallum suggested passing responsibility for funding of this event to the Grapevine Heritage Foundation. Future allotments to high school classes could potentially I be tied to community service during Festivals. A motion was made by Ms. Hemingway to raise the allotment to $2,000 this year, and pursue transferring the project to the Grapevine Heritage Foundation for future events. Ms. Warmuth seconded the motion, which carried. ISALES AND MARKETING REPORT Ms. Fairchild provided examples of suggested logos for the Bureau, for the Board's review. I Favorable consensus of the Board was toward the logo with a more conventional depiction of a grape cluster that was not directly integrated into the lettering of Grapevine. Mr. Fairchild presented the new Banquet and Event Facilities Guide which was designed to I promote local meeting space available to groups of at least 25, and whose meeting might not be appropriate for either the hotels, or the Convention Center. The two-color brochure is being produced for under $6,000, and initial response has been tremendous. The initial order was iv increased to 25,000-30,000 pieces. The finished brochure is due from the printer in the next two weeks. I 1101 ` Board of Directors Meeting September 21, 1995 Page 4 of 4 EXECUTIVE DIRECTORS REPORT Mr. McCallum proposed dedicating the October Board Meeting to reviewing policies of the Bureau, to include future fundamental commitments. The discussion would include issues 11111 relating to marketing to the metroplex, as well as the New York, Chicago, and other markets. Discussion followed as to whether Board would prefer a workshop format, or have staff prepare recommendations in advance. Mr. McCallum explained the workshop would address specific 10 areas and the Board's recommendation was requested. Mr. Crouch moved that staff develop a plan for presentation, and Mr. Blagg seconded the motion, which carried. Currently Loomis Courier Service is under contract to provide cash pick-ups at the Convention Center for$250.00 per month. Mr. McCallum stated that the service has been inconsistent, with IIIIII deposit slips not being returned to the right department, and other issues. The Finance loiDepartment was not comfortable with completely dropping the Convention Center from Loomis' route. Mr. McCallum proposed that an alternative is to begin accepting credit card payments for Convention Center rental, and the Finance Department was in agreement with this option. iiiThe Convention Center will proceed toward establishing procedures for credit card payments, and, once that is established, the Finance Department has agreed to re-negotiate the contract with Loomis to eliminate the Convention Center from the route. Mr. McCallum felt that positive IImovement toward this goal could be accomplished by the October meeting. Ms. Fairchild provided copies of the proposed meeting calendar for FY 96, and related that the 0 Chairman's and staff's schedules had been taken into consideration during its development. She requested that each Board member review the schedule against their own calendars and provide oi input at the October meeting. ADJOURNMENT There being no further business, Mr. Crouch made a motion that the meeting be adjourned, Oilseconded by Ms. Hemingway. The motion carried. is 0 iiiAttest el..-1,;-.-) 4/0-J44-3 Date /o//9 141--- 4