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Home My WebLink About2012-05-17 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, May 17, 2012 — 8:00 a.m. Wallis Building Grapevine, Texas AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. OLD BUSINESS A. NASH FARM UPDATE B. DEDICATION AND OPEN HOUSE — CVB HEADQUARTERS C. SHUTTLE UPDATE tiv IV. NEW BUSINESS A. MAIN STREET DAYS SALES FAMS B. MAIN STREET DAYS MEDIA FAMS C. BUDGET KICK-OFF UPDATE V. SALES & MARKETING REPORT VI. HOTELS /ATTRACTIONS ACTIVITIES VII. LIAISON UPDATES A. HERITAGE FOUNDATION ACTIVITIES B. CHAMBER OF COMMERCE ACTIVITIES VIII. ADJOURNMENT tie State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, May 17, 2012 at 8:00 a.m. at the Wallis Building, Grapevine, Texas with the following persons in attendance: Paul Slechta Chairman LuAnn Chapman Gatts Board Member Tom Cherry Board Member Gracie Vega for John Imaizumi, Board Member Lance Marrin Board Member Dennis Roberts Board Member Dan Weinberger Board Member Sharron Spencer Council Liaison Paul W. McCallum Executive Director George Kakos Assistant Executive Director Absent: Doug Lawson Chamber Liaison Nathan Loftice Heritage Foundation Liaison Jennifer Hibbs Assistant City Manager CALL TO ORDER Chairman Slechta called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the April 19, 2012 meeting was made by Dan Weinberger and seconded by Tom Cherry. Motion carried. OLD BUSINESS Nash Farm Update Mr. McCallum reported that Tuesday night Council approved the landmarking for Nash Farm along with a governmental overlay. Staff will now move the Soil Conservation Building into the approved location at the farm and begin the restoration process. The Estill cottage will be reconsidered at a future date for a move onto the farm property. In the meantime the cottage will be moved to the location being vacated by the Soil Conservation Building. The canning event held last weekend was sold out. Board of Directors Meeting May 17, 2012 Page 2 of 4 OLD BUSINESS cont. Dedication and Open House - CVB Headquarters Mr. McCallum reported that there will be a private dedication of the boardroom at 9:15. At 10:30 a.m. the dedication of the building will take place at Hudgins and Main Streets. The Mayor will introduce each of the six facades and plaques for each façade will be unveiled. This will be followed by the Would-Be Train Robbers and the cutting of the ribbon. He shared the various collateral and promo items for the event. In the viewing area there are plaques that give the backstory on Nat and Willy, the would-be train robbers. Shuttle Update Mr. McCallum reported that extended layovers at DFW are allowing the shuttle to bring passengers into Grapevine. Also area hotel bell staff are encouraging the use of the shuttle. The economic impact from ridership for the first 7 months of this fiscal year is $1,842,000 versus $1,228,000 this time last year. This info comes from ridership surveys and represents hard dollars. NEW BUSINESS Main Street Days Sales Fams Connie Ash will be the lead for a FAM group from Nobel Biocare. This is a result from our Direct Mail Campaign. Eleanor George will be the lead for a faith-based meeting planner FAM with seven planners. They arrive this evening and are here through Saturday. These groups often fill a "need" period for meetings. FAM attendees represent Christian Women Connection, Full Gospel Business Men's Fellowship in America, National United Church Ushers Association of America, and Kingdom Journey Press. Budget Kick-off Update Eloise Koehn reported that the FY13 budget kick-off meeting was last Thursday and the directive was for cautious optimism. Bureau Staff started the budget process a month ago. First draft of the budget will be submitted June 1. The completed budget will go to council with public hearings in August and will be adopted in mid-September for an October 1st start. SALES AND MARKETING REPORT Mr. Kakos reported that during the month of April, Convention Sales produced 44 leads representing 27,511 potential room nights; 20 leads were for 2012 and 13 for 2013. They assisted with eight definites representing 2,267 room nights; six for 2012 and two for 2013. They conducted nine site inspections. Staff participated in the Dallas Fort L Worth Association Tradeshow and the Collaborate Corporate Marketplace and are following up with interested groups. Tourism sales produced two leads representing 45 • Board of Directors Meeting May 17, 2012 Page 3 of 4 SALES AND MARKETING REPORT cont. potential room nights. They assisted with three definites with 60 room nights, all for 2012. 172,900 brochures were distributed and in excess of 25,000 guests were assisted at the Visitor Information Center, which is moving into the new headquarters. Destination Services provided registration and information assistance to ten groups representing almost 12,000 delegates. The Grapevine Visitor Shuttle carried 5,601 passengers in April vs 2,895 a year ago. The Convention Center had 25 future bookings with 7,800 plus attendees and total sales just under $40,000. The Palace Arts Centre had 16 future bookings with 2,235 attendees and total sales of$23,452. The Concourse had 13 future bookings with 1,545 attendees and total sales of$4,500. The Grapevine Vintage Railroad carried 25,800 passengers, with the majority of riders from the Thomas the Tank weekends. The train staff have new uniforms for the summer and staff is cross-training to assist with ticket sales. (1, There were 107,539 unique visitors to the web site of which 20% used a mobile device to access the website. There were seven convention group ad insertions, one leisure group ad insertion, 15 on-line ad insertions, 64 consumer print publication ad insertions and 403 TV/radio runs. Total advertising investment was $77,151. Public relations generated over $169,000 in print, and over $122,000 in electronic for a total public relations value of$292,519. HOTELS /ATTRACTIONS ACTIVITIES • Doug Friess is the new Director of Sales and Marketing at the Hyatt Regency DFW. He was previously at the Hyatt Regency Dearborn. • Swankyville Boutique moved into Fancy This behind Kountry Donuts and Sonic. • Pandemonium, Cupid's Vault, Ken-Ran Productions and Fancy This have closed. • Eatzi's opens today. • American Airlines in-flight magazine, Celebrated Living, had an article on the Grand Hyatt. • US Airways magazine had an article on epicurean delights which included Main Street Days and GrapeFest. • Main Street Sugar Shack, New Orleans style snow cones, is going in next to Jakes. • The National Water Color Exhibit opens tomorrow in the new CVB Headquarters and runs through June. LIAISON UPDATES Heritage Foundation Activities Covered under the Nash Farm Update in Old Business. (110 Board of Directors Meeting May 17, 2012 Page 4 of 4 LIAISON UPDATES cont. Chamber of Commerce Activities The Chamber of Commerce will be working this weekend at Main Street Days. ADJOURNMENT LuAnn Chapman Gatts made a motion to adjourn seconded by Dennis Roberts. Motion carried. 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