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Home My WebLink About2010-02-18 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, February 18, 2010 — 8:15 a.m. Wallis Building Grapevine, Texas AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. INTRODUCTION OF STAFF IV. OLD BUSINESS A. CVB HEADQUARTERS UPDATE B. FY09 BUDGET UPDATE V. NEW BUSINESS A. MAIN STREET OUTDOOR ADVENTURE LOGO B. MAIN STREET OUTDOOR ADVENTURE DATES VI. SALES & MARKETING REPORT A. RELIGIOUS CONFERENCE MANAGERS ASSOCIATION (RCMA) B. HELMS BRISCOE CONFERENCE C. OKLAHOMA CITY HOME & GARDEN SHOW D. NORTHWEST LOUISIANA HOME & LANDSCAPE SHOW E. FORT WORTH HOME & GARDEN SHOW F. AAA TRAVEL SHOWS—AUSTIN, SAN ANTONIO, & HOUSTON VII. HOTELS /ATTRACTIONS ACTIVITIES VIII. GRAPEVINE VINTAGE RAILROAD REPORT IX. HERITAGE PROGRAMS AND PRESERVATION ACTIVITIES A. NASH FARM NOMINATION B. DORRIS-BROCK HOUSE MARKER X. LIAISON UPDATES A. HERITAGE FOUNDATION ACTIVITIES B. CHAMBER OF COMMERCE ACTIVITIES Xl. ADJOURNMENT L STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The Grapevine Convention and Visitors Bureau Board of Directors met in Special Session (Executive Session) on this the 18th day of February, 2010 at 8:00 a.m. in the Wallis Building Board Room, One Liberty Park Plaza, with the following members present to-wit: Steve Stinson Chairman Andrew Davidson Board Member LuAnn Chapman Gans Board Member Chris Leighton Board Member Paul Slechta Board Member Dan Weinberger Board Member Sharron Spencer Council Liaison Constituting a quorum, with Board Members Tom Cherry and John Imaizumi absent, with the following members of the City Staff: Paul W. McCallum Executive Director George Kakos Assistant Executive Director Eloise Koehn Director of Finance &Administration CALL TO ORDER Chairman Stinson called the meeting to order at 8:03 a.m. EXECUTIVE SESSION Chairman Stinson announced the Convention & Visitors Bureau Board of Directors would conduct a closed session regarding: (A) Conference with Executive Director and Staff to discuss and deliberate real property relative to acquisition associated with future expansion pursuant to Section 551.072, Texas Government Code. Upon reconvening in open session in the Wallis Building Board Room, Chairman Stinson asked if there was any action necessary relative to the closed session. Dan Weinberger made a motion to put the item discussed on an executive session of the City Council. Motion seconded by Paul Slechta; motion carried. Note: the board of directors continued with the Regular Board Meeting in open session in the Wallis Building Board Room. L c Board of Directors Meeting Special Session (Executive Session) February 18, 2010 Page 2 Of 2 ADJOURNMENT LuAnn Chapman-Gaffs made a motion to close the special session (executive session); seconded by Dan Weinberger. Motion carried and the executive session was adjourned at 8:17 a.m. ATTEST: DATE: L L . r State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, February 18, 2010 at 8:00 a.m. at the Wallis Building, Grapevine, Texas with the following persons in attendance: Steve Stinson Chairman Andrew Davidson Board Member LuAnn Chapman Galls Board Member Chris Leighton Board Member Paul Slechta Board Member Dan Weinberger Board Member Jacob Miles Heritage Foundation Liaison Louie Sullins Chamber Liaison Sharron Spencer Council Liaison Jennifer Hibbs Assistant City Manager Paul W. McCallum Executive Director George Kakos Assistant Executive Director Bob McPherrin Assistant Executive Director (kw ABSENT: Tom Cherry Board Member John lmaizumi Board Member CALL TO ORDER Chairman Stinson called the meeting to order and asked if there was any action to be taken as a result of the executive session. Dan Weinberger made a motion to put the item discussed on an executive session of the City Council. Motion seconded by Paul Slechta; motion carried. APPROVAL OF MINUTES A motion to approve the minutes from the January 21, 2010 meeting was made by Chris Leighton and seconded by LuAnn Chapman Galls. Motion carried. INTRODUCTION OF STAFF Mr. McCallum introduced Marsha Stephenson, Assistant to the Executive Director, to the board. OLD BUSINESS CVB Headquarter Update Paul McCallum reported that Tuesday night the City Council approved a guaranteed maximum price of $9.8 million from Thomas S. Byrne to construct the CVB headquarter Lie Board of Directors Meeting February 18, 2010 Page 2 of 5 OLD BUSINESS cont. CVB Headquarter Update cont. complex. The building will be 40,000 square feet and the CVB offices will be approximately 12,000 square feet. The rest of the building will house museums, exhibits, function space, the Visitor Information Center and some retail space. FY09 Budget Update Eloise Koehn reported that while FY09 was a tight budget year, the CVB ended the year just under $120,000 in the black. NEW BUSINESS Main Street Outdoor Adventure Logo Paul McCallum shared the new logo for Main Street Outdoor Adventure. The logo has the tag line — Grillin' - Chillin' - Thrillin'. The daytime target audience is 25 —45 year olds. Main Street Outdoor Adventure Dates Mr. McCallum reported that staff would like to extend the Main Street Outdoor L Adventure to four days for 2011. This would allow us to have additional live radio broadcasts on the ground on Thursday and Friday. LuAnn Chapman Gatts made a motion to support the extension of Main Street Outdoor Adventure to four days with a format similar to GrapeFest and that it be taken to City Council in March. Paul Slechta seconded, motion carried. SALES & MARKETING REPORT Mr. Kakos reported that the convention sales team produced 14 leads representing 10,160 potential room nights, assisted with four definite bookings representing 5,840 room nights and conducted six site inspections. Staff participated in Religious Conference Managers Association in Fort Worth and met with 13 planners and produced four leads with 1,450 potential room nights. There are seven potential leads. Staff also participated in the Helms Briscoe Conference in Las Vegas where they met with 50 associates and are working on two potential leads. This is a third party lead booking agency. Tourism sales produced 14 leads representing 583 potential room nights and assisted with 14 definite bookings representing 460 room nights. Staff participated in three public shows; the Oklahoma City Home & Garden Show, the Northwest Louisiana Home & Landscape Show, and the Fort Worth Home & garden Show. They also participated in AAA Shows in Austin, San Antonio and Houston meeting with agents from the AAA offices in each city. L L Board of Directors Meeting February 18, 2010 Page 3 of 5 SALES AND MARKETING REPORT cont. Destination Services provided information and registration assistance to eight groups representing 10,151 delegates. They distributed 56,940 brochures during the month and welcomed 3,330 visitors to the Visitor Information Center. The Convention Center booked 56 future functions representing 19,895 attendees and had $49,174 in total sales for the month. The Palace Arts Center booked seven future events plus the Grapevine Opry's 2010 schedule with anticipated attendance of 15,505. They had $17,047 in total sales for the month. The web site traffic for the month included 94,908 unique visitors and 2,713,470 total hits. E-mail marketing distributed information to our 37,320 e-mail subscribers. Print advertising included 43 insertions for convention group advertising and three insertions for leisure group business. Online convention group advertising had 12 insertions. In consumer publications there were 36 print advertising insertions and 102 online leisure insertions. Total advertising expenditures were $103,594. Public Relations generated $70,099 in print publicity and $43,720 in electronic publicity for a total of$113,819 for the month. HOTELS / ATTRACTIONS ACTIVITIES Bob McPherrin reported: • Lava 10 Restaurant opened in the former Burger King location on Hwy. 114. They serve sushi and Asian cuisine. • The Tilted Kilt restaurant is now open by California Pizza Kitchen. • The Old West Café is open for breakfast and lunch. • The Christmas Capital of Texas will commence prior to Thanksgiving for next year. • The Grapevine Shuttle is now operating all four routes. • The CVB bowling team, Strike Force, won the AMBUCS tournament. • We have established a public relations bullpen, a group of CVB employees, to assist in getting the word out. • Palio's Pizza is scheduled to open tomorrow. Mr. McCallum reported that the Grapevine Vintage Railroad has just completed its six- week annual shutdown and launched the new season with a successful Sweetheart Express for Valentine's Day. Steam engine 2248 repairs are complete and she is undergoing test runs. Diesel engine 2199 has had a brake and truck overhaul and a 92- day inspection completed. Coach 208 has been renovated with new carpet, new bathroom tile and refinished woodwork. Coach 206 has newly upholstered seats. Air- L., conditioning is being installed in coach 207. The benches in the open air cars are being refinished and replaced. L Board of Directors Meeting February 18, 2010 Page 4 of 5 GRAPEVINE VINTAGE RAILROAD REPORT We have an opportunity to purchase a former dinner train consist which includes two F- 7 diesel engines, a kitchen car and four dining cars that will seat 224 people. It operated as a dinner train in the Upper Peninsula of Michigan until they lost their trackage rights and the train went into receivership. It is now located in Iowa. On February 25 staff will make a trip to Iowa to inspect the train. While we are not entertaining the idea of operating it as a regularly-scheduled dinner train, it would have the ability to generate revenue as an off-site location for conventions and other groups, along with special meal runs. Dan Weinberger made a motion for staff to proceed with this project should the inspection confirm this to be a good investment. Motion seconded by LuAnn Chapman Gaffs; motion carried. HERITAGE PROGRAMS AND PRESERVATION ACTIVITIES Nash Farm Nomination Mr. Kakos reported that the Texas Historical Commission State Board of Review approved the nomination of Nash Farm to the National Register of Historic Places. L Listing on the National Register is an honor that is a permanent recognition of lasting importance. Dorris-Brock House Marker The Texas Historical Commissioners officially approved a Recorded Texas Historic Landmark application for the Dorris-Brock House (Cross Timbers Winery) historical marker at their quarterly meeting. This is the highest honor the state can bestow on historic structures in Texas. LIAISON UPDATES Heritage Foundation Activities Jacob Miles reported that the smokehouse at Nash Farm is now in use and the hens have started laying eggs. The First Friday Film Series continues on March 5th with the film, "The Magnificent Seven". The Live! At the Palace music series will begin on March 12th with "Hot Club of Cowtown," a Western Swing trio. Heritage Jubilee tickets are on sale for $75 per person. Chamber of Commerce Activities Mr. Sullins reported that the Chamber had their board retreat last month with 21 in attendance. They conducted a survey of their strengths, weaknesses, opportunities, and threats. And developed short, medium, and long-term goals for their 875 members. Some of the goals include increasing membership to 1,200 in five years; increasing supportive technology and encouraging business involvement in future economic projects. Board of Directors Meeting February 18, 2010 Page 5 of 5 ADJOURNMENT There being no further business to come before the board, LuAnn Chapman Gatts made a motion to adjourn, seconded by Paul Slechta. Motion carried. ATTEST: DATE: L L CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU SPECIAL BOARD OF DIRECTORS MEETING Thursday, February 18, 2010 — 8:00 a.m. WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA CALL TO ORDER EXECUTIVE SESSION 1. CVB Board to conduct a closed session relative to: A. Real property relative to acquisition associated with future expansion pursuant to Section 551.072, Texas Government Code. CVB Board to reconvene in open session and take any necessary action relative Lif to real property under Section 551.072 and 551.087, Teas Government Code. ADJOURNMENT 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 10th DAY OF FEBRUARY, 2010 AT 5:00 P.M. Eloise Koehn Budget & Bureau Administrative Manager L