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Home My WebLink About1998-09-28 Regular Meeting 111 4r i 1111 CITY OF GRAPEVINE, TEXAS it GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Tuesday, September 29, 1998 - 11:30 a.m. 111 WALLIS BUILDING, GRAPEVINE, TEXAS II / AGENDA 01 / ALL TO ORDER Ibi/0 OF OFFICE- PHIL R. PARKER, ROBERT THRAIKILL III I . APPROVAL OF MINUTES FROM AUGUST 20, 1998 MEETING IIV. O BUSINESS GRAPEFEST UPDATE ILSISTER CITY UPDATE -- 3ft^ • C) AUDIT UPDATE NTS IN AID REPORT- END OF THE RUNWAY PLAYERS I V. E BUSINESS IFY '99 ADVISORY BOARD MEETINGS SCHEDULE IVI. SALES AND MARKETING REPORT I VII. EXECUTIVE DIRECTORS REPORT 1GVi C;i3C401 . 0 I4tuAyrrilf VIII. ADJOURNMENT CP)1-4.41494(i I ' 0111;i1T1 orb-3 Nr- 60 'sat / •-ok.dd141 ki,47 _.,.. u ,.__ 0 Put C6. lliv STATE OF TEXAS, COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES d The Grapevine Convention&Visitors Bureau Board of Directors met on Tuesday, September.29, 1998 at the Wallis Building, One Liberty Park Plaza, Grapevine, Texas with the following persons in attendance: d Don Bigbie Chairman Gary Blagg Board Member Philip Cloud Board Member Gayle Hall Hemingway Board Member Kathee Livengood Board Member Bill Brink Board Member. I Phil Parker Board Member Steve Trent Board Member Robert Thraikill Board Member Jim Williamson Foundation Board Liaison Paul W. McCallum Executive Director George Kakos Director of Sales & Marketing 111 Absent: L Darlene Freed Council Liaison Eric Edson Chamber Representatiave II CALL TO ORDER Chairman Don Bigbie called the meeting to order. P OATH OF OFFICE Phil Parker and Robert Thraikill took their Oath of Office. PAPPROVAL OF MINUTES A motion to approve the minutes from the August 20, 1998 Board Meeting was made by Bill Brink, seconded by Kathee Livengood. Motion carried. OLD BUSINESS GrapeFest Update- Mr. McCallum reported that due to increased promotion and advertising the festival attracted approximately 68,000 people, despite the rain. He also stated that to improve on the quality of I the festival a larger investment was made up front. Festival deficit was estimated at about $30,000, but, we are still negotiating with the insurance company. We are optimistic we will recover the loss that we had and be able to put the festival in the black. The process can be ll lengthy and may take another 3 - 6 months before the final insurance settlement is determined. — ' . _ i , lb° Board of Directors Meeting September 29, 1998 Page 2 of 4 GrapeFest Update (cont.) Mr. McCallum stated that the fact the staff and steering committees very positive attitude kept up the morale of the volunteers and vendors and that contributed to success in the rain. Steve Trent suggested improved signage for the Oasis Stage. He stated due to the lack of proper signage, the bands that were performing were unidentifiable. dMr. McCallum stated in the future, the stages would be more weatherproof. Mr. McCallum reported that sales were up, despite the weather, at the premium wine booths, partly because of the use of professional bar tenders. d Kathee Livengood reported that the Texas Wine Tribute was a great event and the Hilton DFW Lakes and their staff did an excellent job. Grants in Aid Request Update- End of the Runway Players Don Bigbie explained that there was some confusion concerning a Grants In Aid request submitted by the Arts Council of NorthEast Tarrant County some months earlier. He further d explained that there was some confusion on behalf of the Arts Council that they were free to dispurse the funds from the Grapevine CVB to any organizations they wanted. Carolyn Sims was present to clear up any confusion. Mrs. Hall reminded Mrs. Sims at the last Board d meeting that the Board specifically requested the CVB grant was to in turn be granted to a Grapevine organization(s). Mrs. Hall also stated that Mrs. Sims assuied the Board that would not be a problem. Mrs. Sims stated that the Arts Council has given grants to the End of the Runway Players and to several Grapevine schools and that the Arts Council has close to $5,000 coming in to Grapevine organizations and will provide a list to Board members. She further said the Arts Council makes every effort to work with Grapevine and wants to continue the relationship in the future. Mr. Blalock from the End of the Runway Players distributed brochures listing the upcoming II performances and requested an update on the status of their grant request. Mr. Bigbie explained that the CVB Board approved their $5,000 grant request at the August Board meeting payable after October 1, 1998. . ii leBoard of Directors Meeting September 29, 1998 111 Pate 3 of 4 1111 Sister City Update- Bill Brink reported that the first Sister City Host Committee Meeting was held on September 3. He explained this was a familiarization meeting. He said their Mission was established and a clarification of responsibilities of committee members was explained. IIIII Mr. McCallum stated that a Sister City Meeting was slated for later today with the Honorary Counsel General of Krems, Austria. 1lj Audit Update di Mr. McCallum reported that the audit was still not complete, but should be ready by the next Board Meeting. lil NEW BUSINESS iii FY'99 Meetings Schedule- General consensus of the proposed meetings schedule was to accept it as proposed, with the exception of the Oct. 15 meeting which was changed to Oct. 22. dill SALES AND MARKETING REPORT- Mr. Kakos reported the following: 11.1 - The GrapeFest Fam was a success and the local meeting planners enjoyed the festival despite the rain. He expressed his appreciation to the hotels for their participation and added his thanks to those Board Members that attended. He stated that two leads have come out of the Fam. - Jill Jeffcoat recently booked a piece of business with the National Bowling Association 1111 for the year 2,000 of 4,400 room nights. - The Convention Services department has assisted 44,754 delegates in the last eleven months. di - CVB generated print publicity and electronic media publicity for the last eleven months has totaled $1,575,000. ill EXECUTIVE DIRECTOR'S REPORT- - The FY '99 budget begins October 1 and a report will be given at the October Board Meeting. Tourism sales, festival and communications will be adding Coordinator le, positions and the Convention Center will be adding a set up person. - Mr. McCallum reported that he, the City Manager and other city staff members traveled to Nashville to make a final presentation to the Opryland Lodging group last 1111 week. This was a great opportunity to present Grapevine in its best light. Opryland Board of Directors Meeting September 29, 1998 Paee4of4 I Executive Directors Report (cont.) Grapevine would ould front on highway 26 close to Fairway Dr. and include a new road and new bridge. It would have 1500 sleeping rooms, a 200,000 square foot exhibit hall and over 150,000 square feet of meeting space. The property would be comprised of 77 acres. Their timeline shows groundbreaking at the end of 1999 with an opening in 2,003 at a cost of$350,000,000. ADJOURNMENT There being no further business to bring before the Board, Chairman Bigbie called for a motion to adjourn. Motion was made by Gayle Hall Hemingway; seconded by Steve Trent. Motion carried. IF' ATTEST: DATE: I • littr I I I I I I