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HomeMy WebLinkAbout2006-06-15 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, June 15, 2006 — 11:30 a.m. Gaylord Texan Resort Grapevine, Texas AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. HOTELS/ATTRACTIONS REPORT IV. GRAPEVINE VINTAGE RAILROAD REPORT V. HERITAGE PROGRAMS AND PRESERVATION REPORT VI. SALES AND MARKETING REPORT A. SPRINGTIME IN THE PARK—WASHINGTON D.C. Coy B. MAIN STREET DAYS FAMS VII. OLD BUSINESS A. CAPITAL PROJECT SUBCOMMITEE REPORT B. NEW VINTAGE WRAPUP C. MAIN STREET DAYS WRAPUP VIII. NEW BUSINESS A. REVIEW STATUS JULY BOARD MEETING B. FUTURE SISTER CITY PROSPECTS IX. REPORTS A. HERITAGE FOUNDATION LIAISON B. CHAMBER OF COMMERCE LIAISON X. ADJOURNMENT L State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, June 15, 2006 at the Gaylord Texan, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Ev Barnes Board Member Bill Brink Board Member Philip Cloud Board Member John Imaizumi Board Member Kathee Livengood Board Member Paul Slechta Board Member Steve Stinson Board Member Mark Wasiak Board Member Darlene Freed Council Liaison Mike Lease Chamber Liaison Jennifer Hibbs Assistant City Manager Paul W. McCallum Executive Director Ross Bannister Director of Heritage Programs & Preservation ABSENT Pat Stinson Heritage Foundation Liaison George Kakos Assistant Executive Director CALL TO ORDER Chairman Bigbie called the meeting to order and thanked John Imaizumi for hosting the meeting. APPROVAL OF MINUTES A motion to approve the minutes from the May 18th meeting was made by Ev Barnes and seconded by Bill Brink. Motion carried. GRAPEVINE VINTAGE RAILROAD REPORT Mr. McCallum reported that the railroad hosted well-attended runs on Mother's Day and Memorial Day. The railroad is making good progress with Dart and a second coach has been restored. The name, "Polar Express," is licensed to Silverton Durango Railroad and there are some prohibitive licensing fees in place. We will develop a name change and our own story for these Christmas runs. a Board of Directors Meeting try June 15, 2006 Page 2 of 3 HERITAGE PROGRAMS AND PRESERVATION REPORT Ross Bannister reported that the second annual advocacy awards were presented at the last council meeting. The Toon property, 624 S. Dooley St., has a new roof and The cleanup is progressing on the 626 S. Dooley Street property. The preservation commission approved for historic designation a home in the 600 block of Wall Street and also one on East Texas Street. The Palace Arts committee has drafted a schedule through the spring of 2008 in order to properly market and promote the events. Final plans are coming in on the Nash Farm with a tentative date to do selective demolition the end of July. HOTELS/ATTRACTIONS REPORT Great Wolf Lodge groundbreaking was June 13th at 10 a.m. Mr. Bigbie and Mayor Tate did an excellent job. SALES AND MARKETING REPORT Mr. McCallum reported for the month of May that the convention sales division produced 37 leads representing 107,517 potential room nights. The team assisted with 6 definite groups representing 11,462 room nights. Staff conducted two site inspections and exhibited at Springtime in the Park in Washington, D.C. There were 31 visitors to the booth and 2 leads were generated with a potential for 4 additional leads. The Main Street Days fam had three planners and guest with one very strong potential lead. Tourism sales staff generated 14 leads representing 1,595 potential attendees. They assisted with 14 definites representing 976 potential attendees. The tourism Main Street Days fam had nine tour operators and five programs booked. Staff hosted a breakfast for the Texas Travel Counselors and visited the welcome centers that feed this area. Destination Services provided registration services to nine convention groups representing 5,620 attendees with all full service hotel properties included. During the month 74,665 brochures were distributed and 16,461 visitors were welcomed at the Visitor Information Center. The Convention Center booked 19 events representing 17,148 attendees. Year-to-date in-house catering is $155,155, which meets the budget for the entire year with four months remaining. Visits to the Grapevine Vintage Railroad website totaled 25,513 unique visitors and visits to the general site totaled 70,577 unique visitors. Public Relations generated $40,703 in print and $53,294 in electronic media coverage. There was great media coverage on all the networks for Main Street Days. L The Board of Directors Meeting June 15, 2006 Page 3 of 3 OLD BUSINESS Capital Project Subcommittee Report Paul Selecta reported that the Capital Project committee met and prioritized the capital projects as follows: (1) Painting — Heritage Center Complex, (2) Cotton Belt Depot Area Parking Lot, (3) Train Platform Extension, (4) Turntable and Parking Lot Features, (5) Entrance Feature— Main Street and Dallas Road entrances, (6) Keeling House, (7) Relocation of Denton Creek School, (8) Public Art Deer Sculpture, (9) Liberty Park Plaza, (10) Foundry, (11) Fire Truck Display, (12) Section Master's House, (13) Band Hall Relocation, (14) CVB Headquarters, and (15) Dart Property. There were no objections or changes to the presentation. Main Street Days Wrapup Mr. McCallum reported that we had a lot of activities that were new and different at this festival that we did not charge for and next year they will move into the revenue stream. The Outdoor Adventure theme was a huge success. NEW BUSINESS Review Status July Board Meeting Ev Barnes, made a motion to cancel the July board meeting, seconded by Paul Slechta. Motion carried. Future Sister City Prospects Mr. McCallum shared that there is interest in a third Sister City for Grapevine. This would put less pressure on Parras and Krems. The third city should have English as their language. With that in mind, staff looked at some potential cities including, Tanunda, South Australia; Hawke's Bay, New Zealand; Stirling, Scotland; Crawley, England; Niagara-on-the-Lake, Canada; and Penticton, Canada. Mr. McCallum gave a brief synopsis of each city and board members suggested their preferences with the following results: most often selected was Canada, followed by Scotland. ADJOURNMENT There being no further business to come before the board we adjourned by common consent to participate in a hard-hat tour of the Glass Cactus. ATTEST: DATE: L