Loading...
HomeMy WebLinkAbout1999-11-18 Regular Meeting 4 CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday November 18, 1999 - 11:30 a.m. GRAPEVINE CONVENTION AND VISITORS BUREAU ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS I AGENDA I. CALL TO ORDER 111 II. APPROVAL OF MINUTES FROM OCTOBER 21, 1999 MEETING III. OLD BUSINESS A) 2000 RESEARCH PROJECT UPDATE B) OPRYLAND PROJECT UPDATE IV. SALES AND MARKETING REPORT V. NEW BUSINESS A) FESTIVAL PRICING B) CHRISTMAS PARADE C) ART EXCHANGE PROGRAM VI. ADJOURNMENT I Ap, I I I r STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, November 18, 1999 at the Convention & Visitors Bureau, One Liberty Park Plaza. Grapevine. Texas with the following persons in attendance: Don Bigbie Chairman Gary Blagg Board Member Bill Brink Board Member 111 Philip Cloud Board Member Paul Jennings Board Member Kathee Livengood Board Member Robert Thrailkill Board Member Paul W. McCallum Executive Director George Kakos Director of Marketing Absent: Phil Parker Board Member Steve Trent Board Member Darlene Freed Council Liaison Pat Stinson Heritage Foundation Liaison 111L Bob Hamilton Chamber Liaison CALL TO ORDER Chairman Bigbie called the meeting to order. APPROVAL OF MINUTES 111 A motion to approve the minutes from the October 215`, 1999 Board Meeting was made by Gary Blagg and seconded by Kathee Livengood. Motion carried. OLD BUSINESS 2000 Research Project George Kakos reported that on October 29th there was a meeting held with representatives from our attractions, restaurants, wineries and hotels regarding the research project for 2000. The attendees gave input on the types of questions they would like to see on the survey and the 111 direction of the focus groups. Mr. Kakos reported that the RFP (Request for Proposal) has been sent and a November 26th deadline has been set. If budget guidelines allow, the project will include 200 intercept interviews and 2 focus groups per month throughout the year. Opryland Update Opryland representatives hosted a public meeting at the Grapevine Convention Center on November 8th to allow citizens and other interested persons to view concept drawings and ask questions regarding the project. Of the comment cards received from this meeting most were positive and supportive; there was only one strong negative and 5-6 light negatives. The golf contract has been awarded and they are clearing the center of the fairways. The only permitting left to be completed is the conditional use permit, which allows alcohol sales. It is I Board of Directors Meeting November 18, 1999 fir, Page 2 of 3 OLD BUSINESS cont. Oprvland Update cont. slated for the December 2151 Council meeting. Councilwoman Darlene Freed has sent word through Chairman Bigbie encouraging the CVB Board members to attend the December 21C1 meeting to show support for the project. She felt that if there would be any opposition, it would be regarding employee parking along Ruth Wall Road. SALES AND MARKETING REPORT George Kakos shared a wrap-up report and samples of the advertising pieces used in last year's marketing campaign. During the year the web site hits were 322,000 up from 115,000 the previous year. The bureau is developing its own all-inclusive web site with the convention sales meeting planner's guide as an on-line option. The sales team has just completed a Tulsa and Oklahoma City sales mission resulting in 15 appointments and 7 potential leads to date. Mr. Kakos reported that the search to fill the new sales position continues including listings on IACVB's web site. The successful candidate will have city-wide group experience. The grand prize winner from the St. Louis sales mission is coming in today for site inspections. NEW BUSINESS W. Festival Pricing Mr. McCallum shared that originally festivals were under the Convention & Visitors Bureau, then the Festival Commission, then the Heritage Foundation and now they are again under the Convention & Visitors Bureau. Originally the CVB gave seed money to the festivals, however for the last 7-8 years pre-sold sponsorship funds are used for operational costs. Gate pricing has .to be approved by City council; however, other pricing comes under the direction of the CVB Board. The bureau staff does not recommend changing any of the pricing for the civic and local groups at this time. Presently food vendors contribute 15% of their gross to the festival as compared to 25% at Fort Worth's Main Street Festival and 28% at some other festivals. Staff recommends that commercial food vendors be raised to 20% to cover increasing costs. Staff also recommends raising carnival food to 20%, carnival games to 20% and carnival rides to 20% and for gross over $95,000 to 25%. Costs to stage the carnival are increasing. Bill Brink made a motion to increase the percentage limit for commercial food vendors to a maximum of 20%, for carnival food sales to a maximum of 20%, for carnival games to a maximum of 20%, for carnival rides to a maximum of 20% for gross sales up to $95,000 and to a maximum of 25% for gross sales over $95,000. Paul Jennings seconded the motion. After discussion and several questions regarding the carnival the motion carried. The suggestion was made to put premiums on vendor street locations after the improvements are made to Main Street. Christmas Parade lbw The board and guests are invited to ride in the parade and then to view the parade from the Wallis on Thursday, December 2nd. The rain date for the parade is Saturday, December 4th. • tioBoard of Directors Meeting November 18, 1999 Page 3 of 3 NEW BUSINESS cont. Christmas Parade cont. The judging will be done from the drugstore parking lot and Paul Jennings will be announcing the parade from in front of the Palace. Art Exchange Project Mr. McCallum reported that for the year 2000 the Sister City Committee is spearheading a project to give a piece of art to each of our Sister Cities; a replica of the night watchman to Krems, Austria and a replica of Walking to Texas to Parras, Mexico. Each of the original artists will do a 2/3 replica of their piece. Bids have been received from the artists; total cost over $30,000; deposit of approximately $12,000. Fundraising from New Vintage Festival and citywide fundraising will cover the cost of the project. It is plannedtpresent t the the art piece put Krems in April or May and to Parras in August. Phil Cloud made am up the necessary deposits, which will be reimbursed to the bureau. Seconded by Gary Blagg. Motion carried. ADJOURNMENT There being no further business to bring before the Board, Don Bigbie declared the meeting adjourned. ATTEST: DATE: I l 1 I C