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HomeMy WebLinkAbout2000-06-15 Regular Meeting C CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, June 15, 2000 - 11:30 am WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES FROM MAY 25, 2000 MEETING III. SALES AND MARKETING REPORT IV. OLD BUSINESS A. BUDGET UPDATE B. SUMMER BUSINESS UPDATE C. SALES BLITZ REPORT - ST. LOUIS, MINNEAPOLIS, HOUSTON, DFW V. NEW BUSINESS A. GRANTS IN AID REQUEST WORLD BUTTON ACCORDION ASSN. VI. ADJOURNMENT STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, June 15, 2000 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 Paul Jennings Board Member Kathee Livengood Board Member Phil Parker Board Member Philip Cloud Board Member Steve Trent Board Member Pat Stinson Heritage Foundation Liaison Darlene Freed Council Liaison Paul W. McCallum Executive Director George Kakos Director of Marketing Absent: Robert Thrailkill Board Member CALL TO ORDER Chairman Bigbie called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the May 25, 2000 Board Meeting was made by Gary Blagg and seconded by Kathee Livengood. Motion carried. SALES AND MARKETING REPORT Mr. Kakos stated that about half of this month's board packet consisted of copies of press releases. He recommended that in the interest of saving costs of copying and mailing that we discontinue the practice of sending each board member a set of releases but rather have a master set available at the board meeting and maintain a master set in the files. It was the consensus of the board to accept this recommendation. Mr. Kakos reported that there were 6 tourism leads for the month and 2 definite bookings. Convention leads during May were 20 representing over$8 million and 1 definite booking. The bureau serviced 4 conventions during the month, including the children's chess tournament, which involved all of the Grapevine properties. There were over 15,000 visitors serviced and over 45,000 brochures distributed. Communications division had press valued at $162,000. He frrr shared articles from tourism industry publications out of Mexico and Brazil. Board of Directors Meeting June 15, 2000 Page 2 of 3 OLD BUSINESS Budget Update The bureau has met with the City Manager and budget committee at City Hall. We have requested two new positions, web master and sales manager in the budget. We will address the housing manager on a contract basis for next year. The City Manager's Office will now structure the rest of the salaries and benefits. The budget schedule is to have the budget made available to the public by August 15th and adopted by September 15th Summer Business Update Mr. Kakos reported that the program to generate leads is underway. We have shared information on Grapevine with the telemarketing group and as leads for the Grapevine properties are uncovered they are being returned to us via fax. It is expected to take 3,000 calls to generate 300 leads. The focus is on feeder markets in the northeast and Midwest. Cost of the program is $10,000. Mr. Trent stated that the Hyatt's summer business is looking better. Sales Blitz Report- St. Louis, Minneapolis, Houston,DFW (509 Hyatt and Embassy Suites are accompanying the sales division on the St. Louis Sales Blitz. Each property is setting the appointments for one of the days. A sales blitz to Minneapolis is planned for the end of July. Embassy Suites and Hyatt will participate in that program. The local blitz is on a continuous basis. Mid-July has been selected as a time to target this market. TSAE was in Houston earlier this month and generated 9 potential leads. Mr. Kakos also reported that the bureau is starting to handle leads for overflow rooms for city- wide conventions. One piece of business for January 2004 will need 3,000 rooms on their peak night. This is the fourth overflow lead to come to the bureau. NEW BUSINESS Grants In Aid Request- World Button Accordion Assn. Mr. McCallum presented a Grants In Aid request from the World Button Accordion Association to the board. He stated that the organization does much to accommodate the bureau at many of our festivals and events. This group also meets all our requirements for requests. He recommended approval of the grant in the amount of$ 1,594.00. Gary Blagg made a motion to approve the grant in the amount of$ 1,594.00. Bill Brink seconded. Motion carried. Mr. McCallum recognized Steve Trent for his 30-year career with Hyatt. Mr. Brink complimented the Hyatt staff for their service at the recent Wine Pouring Society dinner. • (of Board of Directors Meeting June 15, 2000 Page 3 of 3 ADJOURNMENT There being no further business to bring before the Board, Paul Jennings made the motion to adjourn, seconded by Steve Trent. ATTEST: DATE: C