The URL can be used to link to this page

Home My WebLink About2003-12-09 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Tuesday, December 9, 2003 -- 7:00 p.m. FOUNDERS BUILDING 701 SOUTH MAIN STREET, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. HOTELS/ATTRACTIONS REPORT IV. SALES AND MARKETING REPORT A. FISCAL YEAR END REPORT 02-03 B. FIRST QUARTER REPORT 03-04 V. OLD BUSINESS A. STAFFING STRATEGY UPDATE VI. NEW BUSINESS A. AWARDS VII. ADJOURNMENT IF YOU PLAN TO ATTEND THIS SPECIAL PUBLIC MEETING AND YOU HAVE A DISABILITY THAT REQUIRES SPECIAL ARRANGEMENTS AT THE MEETING, PLEASE CONTACT THE GRAPEVINE CONVENTION & VISITORS BUREAU AT (817) 410-3185 AT LEAST 24 HOURS IN ADVANCE OF THE MEETING. REASONABLE ACCOMMODATIONS WILL BE MADE TO ASSIST YOUR NEEDS. IN ACCORDANCE WITH TEXAS GOVERNMENT CODE, CHAPTER 551.001 et seq, ACTS OF THE 1993 TEXAS LEGISLATURE, THE GRAPEVINE CONVENTION & VISITORS BUREAU ADVISORY BOARD MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 2ND DAY OF DECEMBER 2003 AT 5:00 P.M. Eloise Koehn Budget & Bureau Administrative Manager STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Tuesday, December 9, 2003 at the Founders Building, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Ev Barnes Board Member Bill Brink Board Member Philip Cloud Board Member Darlene Freed Council Liaison Kathee Livengood Board Member Paul Slechta Board Member Tom Smith Board Member Steve Stinson Board Member Paul W. McCallum Executive Director George Kakos Assistant Executive Director Absent: Ronny Nordling Grapevine Chamber Pat Stinson Heritage Foundation Bill Bretches Board Member CALL TO ORDER Don Bigbie called the meeting to order and welcomed city council members, city manager, assistant city manager, board members, and spouses. APPROVAL OF MINUTES A motion to approve the minutes from the November 20th meeting was made by Ev Barnes and seconded by Kathee Livengood. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. McCallum reported that the Hyatt Regency is undergoing a 32 million-dollar renovation of the meeting and public spaces. The renovation includes a new approach and check-in area. The Hilton DFW Lakes completed a 1.5 million-dollar renovation of the ballroom, guest corridors, and suites. The Super 8 Grapevine upgraded the lobby and added a business center. There is 58.7 million dollars being put into the Grand Hyatt project and 550 million into the Gaylord Texan Resort and Convention Center on Lake Grapevine. The Springhill Suites will open with 100+ rooms and is a 3.15 million- dollar project. The Comfort Inn and Suites is a 3.9 million-dollar project and will open with 118 guestrooms. Grapevine issued 190 certificates of occupancy this past year and 93 of them were (ire related to tourism; 58 for retail shops, 14 new restaurants, 16 new businesses in the old township, and 5 new galleries. The Board of Directors Meeting (6, December 9, 2003 Page 2 of 3 SALES AND MARKETING REPORT Fiscal Year End Report 02-03 Mr. Kakos recapped the past year. The convention sales division produced 201 leads representing 181,944 potential roomnights. The team assisted in closing 57 groups representing 75,681 roomnights. Staff conducted 42 site inspections and two major fam trips. They traveled into Chicago, New York, Austin, Boston, Washington DC, Palm Beach, CA, Charlotte, and Orlando. During the fiscal year 2003 we provided on-site registration and information staff to 21,500 delegates. The housing bureau opened for business and handled the Games of Texas as the first group. Tourism division published 43 leads with potential revenue of$453,000. They assisted with 29 definite groups with potential revenue of$185,760. Staff conducted seven site inspections and conducted client fam trips during each of the three major festivals. In addition to numerous trade shows the tourism division traveled into the cities of Shreveport, Little Rock, Oklahoma City, Tulsa, Houston, Beaumont, Midland, Odessa, Lubbock, Amarillo, Texarkana, Tyler, Marshall, Waskum, San Antonio, Wichita Falls, and Gainesville. 904,285 brochures were distributed during the year. The visitor information centers at the Depot and Grapevine Mills mall assisted 214,566 visitors and workers gave 4,430 volunteer hours. The Festival division produced a successful New Vintage Wine Trail for the wineries and the downtown merchants. Main Street Days brought record crowds of 104,164 attendees. It also included our festival exchange with the Foley, Alabama. try GrapeFest saw an attendance of 227,623, an all time high. Main Street Days and GrapeFest generated $389,288 for the Grapevine Heritage Foundation. In addition we held the following events; Christmas on Main, July 4th Fireworks, The Great Race, Thomas the Tank, Festival Exchange to Foley, and Butterfly Flutterby. Festival Sponsorships came from an impressive list of area corporations including, Coca Cola, Budweiser, SBC, Payton Wright Ford, Wells Fargo, Omni American, Texas Bank, Star Telegram, Classic Chevrolet, Texas Lotto, Gregory G. Jones Law Firm, Nissan, Millstone Coffee, Washington Mutual, and our full service hotels - Embassy Suites, Hilton, Hyatt, and Gaylord. The Convention Center booked 435 events during the year and exceeded their budgeted revenues while controlling their expenses. The Grapevine Vintage Railroad had 50,171 passengers and 8 charters. They did special short runs during Main Street Days and GrapeFest. The train web site had 72,381 visits and the CVB web site had 37,635. Communications division generated $1,492,245 in print publicity and $511,348 in electronic publicity. Our Sister City program saw a mission to Krems in June and a mission to Parras in August. The Sister City Committee has formed six sub committees to plan for the continued growth of the program. First Quarter Report 03-04 Mr. Kakos shared highlights from the first quarter. The convention sales division produced 47 leads representing 51,608 potential roomnights. The team assisted in closing 8 groups representing 12,984 roomnights. Staff participated in 6 site inspections. Convention Services assisted 6 groups with 4,230 attendees. Tourism division published eight leads representing 512 potential roomnights. They attended the National Tour Association meeting and conducted a TTIA/TxDOT AAA study tour. The first quarter saw 24,953 visitors assisted through the Visitor Information Centers. In the The Board of Directors Meeting December 9, 2003 Page 3 of 3 SALES AND MARKETING REPORT cont. First Quarter Report 03-04 cont. first two months the Convention Center has achieved 19.5% of their revenue goal for the year. The Grapevine Vintage Railroad had 24,463 passengers, including the Thomas the Tank event, for the first two months of the fiscal year. The train web site had 16,279 visits and the CVB web site had 4,631. Communications had $530,000 in media coverage. OLD BUSINESS Staffing Strategy Update That which was shared last year was accomplished and we met all the goals. NEW BUSINESS Awards During the past year we did not have additional funds so we asked our people to do a lot more. We have established the Director's Award to recognize some of these accomplishments. Mr. McCallum presented the following Director's awards: Convention Sales for an outstanding year in site inspections and fam tours - Janet Williams Special Events for Thomas the Tank - Tom Wayne to Heritage/Education Programs - Sallie Andrews Festival Events - Foley, Alabama Exchange - Gayle Hall Intern Extraordinnaire - Gretchen Voight The Joey Wilkins "Can Do" Award was presented to Eleanor George Velasco. The Employee of the Year Award was presented to Javier Rodriguez. Mr. Bigbie thanked the staff for all their hard work and opened the floor for any comments. ADJOURNMENT There being no further business to come before the Board, Bill Brink made a motion to adjourn; seconded by Ev Barnes. ATTEST: DATE: C