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Home My WebLink About2003-11-20 Regular Meeting fliwCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, November 20, 2003 -- 11:30 am WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. HOTELS/ATTRACTIONS REPORT IV. SALES AND MARKETING REPORT V. OLD BUSINESS A. FESTIVAL EXCHANGE REPORT B. TRAIN REPORT Cry VI. NEW BUSINESS A. GRANTS-IN-AID REQUEST VII. REPORTS A. HERITAGE FOUNDATION B. CHAMBER OF COMMERCE VIII. 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 13th DAY OF NOVEMBER 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 Thursday, November 20, 2003 at the Wallis Building, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Ev Barnes Board Member Bill Bretches Board Member Bill Brink Board Member Philip Cloud Board Member Kathee Livengood Board Member Paul Slechta Board Member Tom Smith Board Member Steve Stinson Board Member Pat Stinson Heritage Foundation Paul W. McCallum Executive Director George Kakos Assistant Executive Director Absent: (59 Darlene Freed Council Liaison Ronny Nordling Grapevine Chamber CALL TO ORDER Don Bigbie called the meeting to order. Mr. Bigbie introduced Gary Blagg, who read a letter of thank you from the Ex Student Association for the Homecoming Parade grant. APPROVAL OF MINUTES A motion to approve the minutes from the October 16th meeting was made by Ev Barnes and seconded by Paul Slechta. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. McCallum reported that the Joey Wilkins Foundation Tournament will be held on "Big Monday" of Thanksgiving week. There is still time to register for the golf tournament. This year's named recipient is Brent Stringer. The Fort Worth Convention Center hotel has two bidders, Hilton and Omni. Gaylord Opryland name has been changed to Gaylord Texan Resort and Convention Center on Lake Grapevine. We will continue to use existing collateral until gone and then will replace with the new name. At the International Festivals and Events Association (IFEA) conference in Anaheim, California Grapevine won two pinnacle awards; a bronze for the 2002 GrapeFest program and a gold for the 2003 Main Street Days educational program. The next piece of public art, the B. R. Wall sculpture, will probably be completed in the first quarter of the year. Mr. McCallum invited the board members and their families to ride in the Christmas Parade. The Board of Directors Meeting November 20, 2003 Page 2 of 3 HOTELS/ATTRACTIONS REPORT cont. Tom Smith reported that the DFW Airport terminal link will replace the tram as the airport bus system starting on Monday at 5 a.m. The tram will continue to operate until January for airport employee parking. SALES AND MARKETING REPORT Mr. Kakos shared highlights from the month of October. The convention sales division produced 33 leads representing 38,282 potential roomnights; 5 leads for 2003, 21 for 2004, and 7 for 2005 and beyond. The team assisted in closing 8 groups representing 7,080 roomnights. Staff participated in 4 site inspections and attended a trade show for the Dallas Fort Worth Association Executives. Tourism division published five leads representing 392 potential roomnights. They assisted with one definite representing 150 roomnights. Staff conducted two fam tours and participated in a Buenos Aires sales mission in conjunction with American Airlines new direct service. October saw 13,832 visitors assisted through the Visitor Information Centers and 64,775 brochures distributed. The Convention Center booked 47 events during the month representing 11,330 attendees. The Grapevine Vintage Railroad had 19,009 passengers, including the Thomas the Tank event. The train web site had 11,639 visits and the CVB web site had 2,793. Communications had $224,130 in media coverage. (lior OLD BUSINESS Festival Exchange Report One hundred sixty-three Grapevinians converged on Lower Alabama for a tremendous festival exchange between elected officials, civic and service clubs, volunteers, and the Grapevine Wine Pouring Society. The Wine Pourers shined at the Texas Wine Tribute with the grand march entry. The Grapevine Opry, the Heritage Gunfighters, and the Texas Storytellers were all very successful. This exchange brought many of our festival volunteers a chance to regroup and to recognize why we are involved in festivals. Board members, who attended, shared their thoughts on the event. Two Amtrykes were given away and Izak Gregory was a fantastic ambassador for the city. The highlight of the weekend was the spontaneous tribute to the National Guard troops as they passed. Train Report Mr. McCallum reported that because the city of Victoria had torrential rains earlier this week, the lift of the locomotive has been postponed until the first part of next week at the earliest. It will probably be delivered the week after Thanksgiving. NEW BUSINESS Grants-In-Aid Request The Delta Sigma Theta Sorority, Inc., Denton County Alumnae Chapter has submitted a Cif Grants-In-Aid request for a fundraiser. Per the guidelines for requests, activities must promote or advertise activities that promote tourism and cannot raise funds for organizations. Staff recommends that this event does not warrant funding. Bill Bretches made a motion to deny the request; seconded by Ev Barnes. Motion carried. The Board of Directors Meeting November 20, 2003 Page 3 of 3 REPORTS Heritage Foundation Ms. Stinson reported that the Nash Farm Roundup went very well. This was a good activity for children and several members of the Nash family were in attendance. The Foundation is seeking corporate level memberships. December 11th will be the Holiday Gathering for the Foundation. Dinner and a movie will begin again in January. On December 1st, after the Carol of Lights, will be a dedication of the historical marker for the Palace Theatre. Chamber of Commerce Ms. Livengood reported that the Chamber had a wonderful time in Foley. Business profiles are going on the Chamber web site with a link from the city's web site. The Anniversary Ball is scheduled for December 6th ADJOURNMENT Mr. Bigbie read a thank you letter from Kathrine Brink to the board for allowing her to serve as president of the Grapevine Wine Pouring Society. Mr. Bretches reported that there are two applications for a Hilton Garden Inn franchise in Grapevine and one is expected to be approved. There being no further business to come before the Board, Ev Barnes made a motion to adjourn; seconded by Tom Smith. ATTEST: DATE: