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HomeMy WebLinkAbout2002-12-10 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Tuesday, December 10, 2002 -- 7:00 pm HILTON DFW LAKES 2600 HIGHWAY 26 EAST, 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 (lior B. LAST QUARTER CALENDAR YEAR REPORT V. OLD BUSINESS A. STAFFING STRATEGY VI. NEW BUSINESS A. AWARDS VII. ADJOURNMENT Ca STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Tuesday, December 10, 2002 at the Hilton DFW Lakes, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Ev Barnes Board Member Bill Brink Board Member Philip Cloud Board Member Kathee Livengood Board Member Paul Slechta Board Member Robert Thrailkill Board Member Tom Smith Board Member Darlene Freed Council Liaison Paul W. McCallum Executive Director George Kakos Assistant Executive Director (lw Absent: Paul Jennings Board Member CALL TO ORDER Don Bigbie called the meeting to order and welcomed the board, council, and their spouses. He expressed Mr. Jennings regrets at being unable to attend due to a family illness. APPROVAL OF MINUTES A motion to approve the minutes from the November 21, 2002 meeting was made by Ev Barnes and seconded by Kathee Livengood. Motion carried. RECOGNITION Mr. Bigbie presented a plaque to Phil Parker for his service to the board from 1990 - 2002. Mr. Parker was a part of such projects as the construction of the Wallis Building, Liberty Park Plaza, the Walking to Texas statue, the Palace Theatre renovation, and the Steam Railroad. SALES AND MARKETING REPORT Mr. Kakos shared highlights of the Annual Recap. Convention sales division completed 1,913 sales calls, generated 194 sales leads representing 82,289 attendees, assisted The Board of Directors Meeting December 10, 2002 Page 2 of 3 SALES AND MARKETING REPORT cont. with 41 bookings representing 34,499 attendees, conducted 46 site inspections and serviced 36 conventions with 27,075 attendees. Tourism division made 567 sales calls, generated 55 sales leads representing 3,359 attendees, assisted with 40 bookings representing 773 room nights and 2,251 attendees and conducted 21 site inspections. The Visitor Information Centers assisted 254,690 visitors, which was 110,000 more than last year. This was partially due to the addition of the Visitor Center in Grapevine Mills. Volunteers gave 4,047 hours to greet visitors. There were 961,290 brochures distributed. The Convention Center hosted 375 events with 80,121 attendees and generated total revenues of$399,254. The Grapevine Steam Railroad had 49,191 passengers; 198 field trips and groups and 10 charters. The communications division generated $2,151,353 in print publicity; $574,515 in electronic publicity for a total of $2,725,868 versus $1,707,398 from last year. Trade Shows participated in include American Bus Association, Meeting Planners International, Overseas Brats, Dallas Fort Worth Association Executives, Religious Convention Managers Association, Bank Travel Network, Houston Travel Show, Fort Hood Travel Show, Dyess AFB Travel Show, Kaleo Travel Show, Texas Travel (kw Counselors, Springtime in the Park, National Travel Forum, Meeting World, Affordable Meetings, Chicago, New York, Austin, Atlanta, Waco, Oklahoma City, Tulsa, Albuquerque, Lubbock, Texarkana, Abilene, Tyler and Midland. Main Street Days saw 101,364 attendees. Next year Foley, Alabama will be part of our activities and bring their coastal heritage here. GrapeFest was 4 full days with a great opening ceremony honoring airline crews, police, fire, and military. Destination Grapevine is a training program for all hotel staff to become better acquainted with what Grapevine has to offer. To date the program has had 64 graduates. Artrain came to Grapevine this year with the best attendance of all their stops. Sister City relationships continue to grow. In Parras the Sister City and Rotary have helped them bring their public safety operation up dramatically. They are now building a new fire station thanks to the City of Parras and the State of Coahuila. There is a student exchange program in the works and the Women's Division has provided school supplies to the students. Baylor Hospital has provided supplies to the Parras Hospital. From Krems we will have our third hospitality intern with us beginning in February. We will send a representative to Krems as well. tre The Board of Directors Meeting December 10, 2002 Page 3 of 3 OLD BUSINESS Staffing Strategy Mr. McCallum presented several staffing changes for the bureau. These changes come about to meet the demands created by having 400,000 additional square feet of convention space added, bringing our inventory to 671,390 sq. ft. Changes include: George Kakos as Assistant Executive Director will perform the duties of CFO. Michael Woody moves to Director of Marketing; Marcy Roitman Boothe moves to Director of Housing and Convention Services; Eleanor Velasco moves to Sales Administrator. Shannon Elms will run both of the Visitor Information Centers. Gayle Hall moves to Director of Festivals and Events; Kyle Conway moves to Festivals and Events Manager. We have candidates to fill the General Manager for the train and the vacant Tourism Sales Manager, and one of the vacant Convention Sales Manager positions. NEW BUSINESS Awards (111, Mr. McCallum introduced Beverly Roberson, new staff member this year. He recognized Marcy Roitman Boothe who is receiving a 10-year service pin and Joey Wilkins, Michael Woody, Karen Davis, and Toni Hopkins who are receiving 5-year service pins. The employee of the year award was presented to Toni Hopkins. The Joey Wilkins "Can Do" award was presented to Rusty Hernandez for all his efforts at the Convention Center. Mr. Bigbie expressed congratulations to the award winners and added that this CVB group could improve any bureau in the country. Councilwoman Darlene Freed expressed her pleasure in working with the bureau and the importance of tourism to the city. She recognized Paul McCallum for an outstanding job. Mayor Tate shared his thoughts on the impact on America from 9/11. ADJOURNMENT There being no further business to come before the Board, Bill Brink made a motion to adjourn. ATTEST: DATE: