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HomeMy WebLinkAbout2006-09-21 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, September 21, 2006 — 11:30 a.m. Wallis Building Grapevine, Texas AGENDA I. CALL TO ORDER II. INTRODUCTION OF STAFF III. HERITAGE PROGRAMS AND PRESERVATION REPORT IV. APPROVAL OF MINUTES V. HOTELS/ATTRACTIONS REPORT Cr VI. GRAPEVINE VINTAGE RAILROAD REPORT VII. SALES AND MARKETING REPORT A. AMERICAN SOCIETY OF ASSOCIATION EXECUTIVES B. PHILADELPHIA & NEW JERSEY SALES MISSION C. OVERSEAS BRATS FAM TOUR VIII. OLD BUSINESS A. BUDGET REPORT B. GRAPEFEST REPORT IX. NEW BUSINESS A. 2006- 2007 MEETING CALENDAR X. REPORTS A. HERITAGE FOUNDATION LIAISON B. CHAMBER OF COMMERCE LIAISON flow XI. ADJOURNMENT State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, September 21, 2006 at the Wallis Building, 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 Steve Stinson Board Member Mark Wasiak Board Member Pat Stinson Heritage Foundation Liaison Jennifer Hibbs Assistant City Manager Paul W. McCallum Executive Director Ross Bannister Director of Heritage Programs & Preservation George Kakos Assistant Executive Director ABSENT John Imaizumi Board Member Darlene Freed Council Liaison Mike Lease Chamber Liaison CALL TO ORDER Chairman Bigbie called the meeting to order. INTRODUCTION OF STAFF Mr. McCallum introduced new staff members, Diane Mackres, Charles Williams and Charlie Whiteside to the board. Mr. Bigbie welcomed them on behalf of the board. HERITAGE PROGRAMS AND PRESERVATION REPORT Ross Bannister reported that for the Nash Fall Round Up staff is working with WFAA Channel 8 and their Family First Program. He shared the Request for Proposal for Nash Farm as printed in the paper. There is $150,000 in grant requests outstanding. Next week staff has scheduled meetings with Ben E. Keith Foundation and the Fort Worth Star Telegram. On behalf of the Foundation Board, Mr. Bannister offered thanks and appreciation to the CVB Board for the donation of monies raised through GrapeFest. APPROVAL OF MINUTES A motion to approve the minutes from the August 17th meeting was made by Bill Brink and seconded by Steve Stinson. Motion carried. Board of Directors Meeting September 21, 2006 Page 2 of 3 HOTELS/ATTRACTIONS REPORT • The Residence Inn is progressing on schedule and dirt is being moved on the Hilton project. Great Wolf Lodge has most of the foundation poured. • Glass Cactus opened to the public last night. • A demo permit has been approved for demolition of the old Movies 8 Theatre on Wm. D. Tate. • The Sales Tax Election is scheduled for November 7th. Mr. Bigbie shared comments on the tax increase. • Mr. McCallum shared the results of the Grapevine Today Reader Survey. GRAPEVINE VINTAGE RAILROAD REPORT Mr. Kakos reported that the railroad had 2,825 passengers for the month and the peanut run had 242 passengers. Staff booked five groups and one charter during the month. The North Pole Express website went up last week and to date 456 individual tickets have been sold on-line. Thirty-one school groups have also already booked for a total of 2,726 passengers. SALES AND MARKETING REPORT Mr. Kakos reported for the month of August that the convention sales division produced 26 leads representing 17,602 potential room nights. The team assisted with seven definite groups representing 3,222 room nights. Staff conducted five site inspections and hosted an Overseas Brats fam tour with six planners. Staff attended the American Society of Association Executives annual meeting in Boston where 381 planners visited the booth. Staff also conducted a sales mission to Philadelphia and New Jersey as well as attending the annual Pfizer NSO-CVB meeting. Tourism sales staff generated 17 leads representing 375 potential room nights. They assisted with six definites representing 600 potential attendees. Destination Services provided registration services to six convention groups representing 8,700 attendees. The Convention Center booked 19 events representing 16,808 attendees. Visits to the Grapevine Vintage Railroad website totaled 22,031 unique visitors and visits to the general site totaled 51,604 unique visitors. Public Relations generated $50,538 in print and $13,414 in electronic media coverage. OLD BUSINESS Budget Report Mr. McCallum distributed the CVB budget to the board. Council approved this budget on September 12th. He recapped the highlights and answered questions. The fiscal year starts on October 1, 2006. L The Board of Directors Meeting September 21, 2006 Page 3 of 3 OLD BUSINESS cont. GrapeFest Report Mr. McCallum reported that GrapeFest attendance was 268,454. Six of the eleven people choice sessions were sold out. Four of the fifteen short runs on the Grapevine Vintage Railroad were sold out. . The Mayoral Brunch was the largest ever Many of the vendors had all time high gross sales. For the first time we had a live broadcast on a Hispanic radio station. Our hotel properties were given copies of the advertisements for GrapeFest to air on their in-house station. We had approximately 50 delegates from our Sister Cities over the weekend, with a highlight being the Ceremony to recognize the 10th Anniversary of the Signing of the Accords with Parras de la Fuente. It was truly a "Sparkling Celebration". NEW BUSINESS 2006-2007 Meeting Calendar Mr. Bigbie presented the draft version of the board meeting calendar for the 2006-2007 fiscal year. It was agreed that it would be voted on at the next meeting. The October meeting was set for October 19th Grants-In-Aid Request 46. Mr. Mr. McCallum presented a grant request from the Grapevine High School Ex Students Association for the homecoming parade in the amount of$2,500. Kathee Livengood made a motion to grant the request in the amount of $2,500; seconded by Steve Stinson. Motion carried. REPORTS Heritage Foundation Pat Stinson reported that the 3rd Porch party will be held on September 22nd. The Ray Wylie Hubbard concert is set of October 20th at the Palace and the music series begins on October 6th at the Palace. The Nash Farm Round Up is set for October 14th Chamber of Commerce Kathee Livengood reported that the Chamber has over 800 members and is alive and well. ADJOURNMENT There being no further business to come before the board Phil Cloud made a motion to adjourn, seconded by Steve Stinson. Motion carried. ATTEST: DATE: CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU (IbirBOARD OF DIRECTORS MEETING Thursday, September 21, 2006 — 11:30 a.m. Wallis Building Grapevine, Texas SUPPLEMENTAL AGENDA IX. NEW BUSINESS B. GRANTS-IN-AID REQUEST 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 14TH DAY OF SEPTEMBER 2006 AT 5:00 P.M. Eloise Koehn Budget and Bureau Administrative Manager L