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HomeMy WebLinkAbout2002-03-21 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION& VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, March 21, 2002 -- 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 Coe V. OLD BUSINESS A. GRAPEFEST AND FESTIVAL PRICING UPDATE VI NEW BUSINESS A. GRANTS IN AID REQUEST - WORLD BUTTON ACCORDION ASSOCIATION B. END OF RUNWAY THEATRE PROGRAM C. LOCOMOTIVE 771 D. FESTIVAL AND EXCURSION TRAIN LICENSING E. SUMMER HOTEL INTERNS VI. REPORTS A. HERITAGE FOUNDATION REPORT B. CHAMBER OF COMMERCE VII. ADJOURNMENT e STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, March 21, 2002 at the Wallis Building, Grapevine, Texas with the following persons in attendance: Ev Barnes Board Member Bill Brink Board Member Philip Cloud Board Member Paul Jennings Board Member Kathee Livengood Board Member Phil Parker Board Member Darlene Freed Council Liaison Pat Stinson Heritage Foundation Paul W. McCallum Executive Director George Kakos Assistant Executive Director Absent: Don Bigbie Chairman Aaron Compton Grapevine Chamber Tom Smith Board Member Robert Thrailkill Board Member CALL TO ORDER Phil Parker called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the February 21, 2002 meeting was made by Bill Brink and seconded by Kathee Livengood. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. McCallum reported that the Hilton DFW Lakes had recently received the Silver Merit Award in the Hospitality Sales & Marketing Association International Golden Bell Public Relations competition in the category of online webcast. Big Buck Brewery has partnered with the Texas winery, Messina Hof and it will now be the house wine for Big Buck. There is a special tasting this Friday at 6 pm. Mr. Parker shared that the reception for Steve Trent showed a good transition to Tom Smith, the new general manager of the Hyatt. SALES AND MARKETING REPORT Mr. Kakos shared highlights from the month of February. The convention sales team produced 18 leads representing 11,189 potential roomnights and conducted 4 site inspections. One group went definite representing 650 roomnights. Convention Services worked with two groups with a total of 400 attendees. Tourism division generated 7 leads representing 592 participants and had 4 definites with 309 attendees and attendees and 150 roomnights. Tourism division participated in 5 trade shows The Board of Directors Meeting March 21, 2002 Page 2 SALES AND MARKETING REPORT cont. during the month. 16,296 visitors were assisted through the visitor information centers and 26,100 brochures were distributed. The Grapevine Steam Excursion Train had 2,014 passengers during the month. Communications generated $172,426 in electronic and print coverage. The New York Sales Mission team made 24 sales calls and visited with 38 meeting planners. One lead was identified for immediate publication and 15 other potential leads were identified. Seven planners and 2 guests attended the dinner. Mr. Kakos shared the New Vintage brochure that will be distributed through direct mail and the visitor information centers. Mr. McCallum introduced Conny Krenner from Krems. She has been promoted to the leadership role for the Visitor's Bureau in Krems replacing Margaret Horn who is retiring. Krems is experiencing growth as they are building meeting facilities on the fair grounds and a hotel with meeting space. Conny has spent a month in Grapevine working with our sales staff. OLD BUSINESS GrapeFest and Festival Pricing Update Mr. McCallum reported that the City Council approved the new rates and a 4-day GrapeFest. Some present sponsors are cutting back due to economic reasons and the increase in admission prices will help to make up the difference. Also the four-day festival is allowing us to upsell some sponsors for GrapeFest. NEW BUSINESS Grants In Aid Request - World Button Accordion Association Mr. McCallum presented the grants in aid request from the World Button Accordion Association (WBAA) with the staff recommendation for approval. Mr. Barnes suggested the WBAA could bring together Krems and Parras de la Fuente, our two sister cities through one of their programs. Staff will present the idea to Jake Cons, head of WBAA. Ev Barnes made a motion we approve the grants in aid request for$1,250, seconded by Kathee Livengood. Motion carried. End of Runway Theatre Program Mr. McCallum reported that this item was placed on the agenda at the request of former board member, Warren Dearing. The play, "Sordid Lives", an "r" rated play was recently performed by the End of the Runway Players. Through discussion it was determined that the board felt that community theatre should be something that all the community can attend. Grant money from the CVB should be used to fund plays for general audiences only. It was agreed that staff would draft a statement to this effect and bring it back to the next board meeting for approval. tor Locomotive 771 Mr. McCallum reported that locomotive 771 is in Memorial Park in Victoria Texas. It sits over unmarked graves of Texas Revolutionary and Texas Confederate soldiers. The The Board of Directors Meeting C March 21, 2002 Page 3 of 3 NEW BUSINESS cont. Locomotive 771 cont. city of Victoria wants the locomotive moved to make room for a monument to the war heroes. The locomotive is 95% complete and we hope to acquire it for$10. It will need a lot of work to be put into service. It is a larger engine that 2248 and it would serve us well on longer runs and to pull more cars. Festival and Excursion Train Licensing Mr. McCallum stated that at present the festivals are entitled to 10 licenses per year. Staff recommends two proposals: 1) that a staff member of the CVB hold the license and we use picnic license for events. 2) that we license the train. Bill Davis of Fort Worth and Western Railroad had legislation put in place to license excursion trains. Paul Jennings made a motion to move forward on these two proposals, seconded by Bill Brink. Motion carried. Staff will proceed. Mr. Parker had to leave the meeting and Bill Brink took over as acting chair. (lw Summer Hotel Interns The CVB has received word that some students from Krems would like to work with our hotels for their summer intern program. The bureau role would be to act as overseer of their program. This item will be put back on the agenda for the next meeting. REPORTS Heritage Foundation Ms. Stinson reported that the plans for Nash Farm and the Grape Arbor were approved at their last meeting. The Dirty Dozen will assume responsibility for restoration, maintenance and use of the Union Pacific caboose. It will be their home. The spring concert series is going well. There are closing papers on the Deacon House. Chamber of Commerce The annual Chamber Banquet is tonight at the Ranch of Lonesome Dove. Sue Franks is the incoming chair for the Chamber. ADJOURNMENT There being no further business to come before the Board, Phil Cloud made a motion to adjourn seconded by Ev Barnes. 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