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Home My WebLink About2001-12-11 Regular Meeting torCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Tuesday, December 11, 2001 - 6:30 pm EMBASSY SUITES OUTDOOR WORLD 2401 BASS PRO DRIVE, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES FROM NOVEMBER 15, 2001 MEETING III. SALES AND MARKETING REPORT A. FISCAL YEAR END REPORT B. LAST QUARTER CALENDAR YEAR REPORT fw IV. OLD BUSINESS A. RICHARDSON GROUP UPDATE B. INTERLOCKING TOWER UPDATE C. STEAM LOCOMOTIVE 2252 UPDATE V. ADJOURNMENT thy STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Tuesday, December 11, 2001 at the Embassy Suites Outdoor World, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Ev Barnes Board Member Bill Brink Board Member Philip Cloud Board Member Paul Jennings Board Member Phil Parker Board Member Kathee Livengood Board Member Robert Thrailkill Board Member Tom Smith Board Member Darlene Freed Council Liaison Aaron Compton Grapevine Chamber (i Paul W. McCallum Executive Director George Kakos Assistant Executive Director Absent: CALL TO ORDER Chairman Bigbie called the meeting to order and welcomed the Mayor and Council, spouses and other special invited guests. Mr. Bigbie presented a recognition plaque to Gary Blagg recognizing his years of service to the City and in particular to the CVB Board. Sallie Andrews administered the oath of office to Tom Smith, General Manager of the Hyatt Regency DFW. Tom replaces Steve Trent on the board. APPROVAL OF MINUTES A motion to approve the minutes from the November 15, 2001 meeting was made by Bill Brink and seconded by Ev Barnes. Motion carried. SALES AND MARKETING REPORT Fiscal Year End Report Mr. Kakos shared highlights of the last fiscal year. In convention sales 6,376 solicitation try calls initiated; 2,585 solicitation calls connected; 44 site inspections; 222 qualified group sales leads representing over 96,000 delegates; 30,483 bureau assisted Board of Directors Meeting December 11, 2001 Page 2 of 3 SALES AND MARKETING REPORT cont. Fiscal Year End Report cont. definite room nights; 16 sales missions including Chicago, New York, Washington DC, Minneapolis, St. Louis, Austin, Houston North Carolina and South Carolina. In tourism there were 73 group leads and many consumer rooms, which are not identifiable; 13 sales missions and trade shows; 144,438 total visitors to the Visitor Information Centers; 4,339 volunteer hours with a cost savings of over$37,000 and 797,600 brochures were distributed. The Convention Center hosted 580 events with 83,545 attendees and $430,646 in revenue. The communications division had $1,302,947 in print coverage and $404,451 in electronic coverage for a total of$1,707,398. Sponsorships have grown by 120%. Last Quarter Calendar Year Report Mr. Kakos reported that following the events of September 11th the hotels were particularly affected because of the closing of the Airport. The CVB hosted a meeting with the hotel general managers on September 26 to determine how we could best meet their marketing needs and on October 8th we presented a number of options for their consideration. We met with the ad agency on October 12th and had collateral materials in hand by October 30th. The materials included 2 direct mail pieces, 1 brochure, a :60 second radio commercial and a :30 second TV commercial. The convention sales program included a local sales "Getting America Going" blitz to develop short-term corporate business. The blitz consisted of at least 12 teams of 2 each day of the blitz with a total of over 60 participants over the 6 days. The teams made 1,500 sales calls in downtown Dallas, Las Colinas, North Dallas, Plano and Richardson. The individual leisure program targeted people in a 3 to 5 hour drive market offering special rates and a coupon book offering $1,500 in discounts at Grapevine retail outlets, restaurants and attractions. This program was promoted through 50,000 direct mail pieces to 2nd and 3rd tier cities in Texas and Oklahoma. 1,356 radio advertising spots through barter of$50,000 in hotel rooms from our hotels. There were 883 spots on cable television. The group leisure program included sending a direct mail piece to bank travel clubs, tour operators, sports oriented groups and church groups promoting special rates and individualized itineraries. OLD BUSINESS Richardson Group Update Mr. McCallum reported that the Richardson Group has commenced selling ads on our promotional brochures. When all slots are sold it will generate $74,000 to offset the cost of printing 500,000 pieces. In the first week and a half, $14,000 worth of ads have been sold. The Board of Directors Meeting December 11, 2001 Page 3 of 3 OLD BUSINESS cont. Interlocking Tower Update Mr. McCallum reported that Tower 16 in Sherman, Texas has identical architectural lines and the same paint color as our Depot. It was built in 1901 and has installed in it equipment from 1894, 1930 and 1951. All of this equipment is still in working order. The tower was closed on October 31 and we began today the process to relocate the tower along with 4 semaphores and a switch to the Cotton Belt Complex in Grapevine where it will serve our children's program. The Tower will be stored by the roundhouse until the next budget year. Steam Locomotive 2252 Update Mr. McCallum reported that steam locomotive 2252 is a sister engine to 2248 and is located in Roseville, California. Our attempt to acquire the 2252 started approximately 4 months ago. Some local political opposition has surfaced and on January 14th we will make a presentation to the Placer County Fairground Board. We have also identified a 4-6-0 Cooke locomotive in Texas and will be going to look at that engine next week. itr ADJOURNMENT There being no further business to come before the Board, Kathee Livengood made a motion to adjourn seconded by Phil Cloud. ATTEST: DATE: