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HomeMy WebLinkAbout1996-08-15 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING THURSDAY, AUGUST 15, 1996 - 11:30 AM ONE LIBERTY PARK PLAZA AGENDA I. CALL TO ORDER II. OATH OF OFFICE III. APPROVAL OF MINUTES FROM JUNE 20, 1996 MEETING IV. OLD BUSINESS A. TARANTULA UPDATE B. LIBERTY PARK FOUNTAIN UPDATE C. SALES PROMOTIONAL LITERATURE UPDATE (jp, V. NEW BUSINESS A. GRANT-IN-AID APPLICATION - WORLD BUTTON ACCORDION ASSOCIATION B. MEETING PLANNER FAM C. INTERNATIONAL ACCOMMODATION PACKAGING D. NONACTION DISCUSSION ITEMS VI. SALES AND MARKETING REPORT VII. EXECUTIVE DIRECTORS REPORT VIII. ADJOURNMENT I I liCie STATE OF TEXAS COUNTY OF TARRANT I CITY OF GRAPEVINE MINUTES I The Grapevine Convention &Visitors Bureau Board of Directors met on Thursday, August 15, 1996 at the Convention and Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas at 11:30 am with the following persons in attendance: IDon Bigbie Chairman Colin Ankersen Board Member I Warren Dearing Board Member Gary Blagg Board Member Gayle Hall Hemingway Board Member I Bill Brink Board Member Phil Parker Board Member I Bruce Crouch Board Member Steve Trent Board Member Jerry Pittman Council Liaison I Wanda Blagg Chamber Liaison Paul W. McCallum Executive Director George Kakos Director of Sales & Marketing Itr Absent: Trent Petty City Manager ICALL TO ORDER Don Bigbie, Chairman, called the meeting to order. IOATH OF OFFICE Tom Wayne administered the oath of office to Bruce Crouch and Phil Parker. IAPPROVAL OF MINUTES A motion to approve the minutes from the June 20th board meeting was made by Steve Trent; Iseconded by Bill Brink. Motion carried. IOLD BUSINESS Tarantula Update IMr. McCallum shared the invitation to the inaugural run of the Tarantula Excursion Train with the board. He reviewed the itinerary for that day. There will be some temporary facilities at Ithe Depot site for 6 months to a year until permanent facilities are in place. Mr. McCallum shared the "lure" promotional brochure for the Tarantula. There is not a printed schedule in the gir brochure but the schedule will be on an insert sheet. This piece will be distributed throughout Ithe Metroplex. Ft Ite Board of Directors Meeting August 15, 1996 I Page 2 of 4 r OLD BUSINESS cont. Liberty Park Fountain Update I. Mr. McCallum reported that the target date for the completion of the sculpture is the end of August. He requested input from the board regarding the best time for the dedication of the I fountain. Board members suggested that it should not be during the festival but as a stand alone event. It needs to be at a good time for the local community and artist community to attend. A Thanksgiving time frame was suggested. II Sales Promotional Literature Update jMr. Kakos reported that the Meeting Planner's Guide will incorporate photos of the updated facilities. The copy is being rewritten and he will have a mock-up of the cover at the next board rmeeting. The Terraces and Super 8 are now part of the program. The Convention Center piece is also being redone. The present one has been in use for several fly years. The center is at 118% of their revenue goals and we want to have an appropriate piece to focus on the center. il The question was raised about summer leisure business for the hotels. Mr. Kakos confirmed that the Metroplex program requests have run about the same as last year. He suggested that it was probably good to continue to invest in the summer leisure program in case the meeting business doesn't materialize. It was also noted that there are now more economy properties that rhave come into the mix. The impact of the summer olympics and the push into this market by San Antonio and Fiesta Texas were also felt to be causes for a softer summer. Mr. Kakos I suggested that now with the new marketing people on board at the hotels it would be a good time for a marketing meeting. The effect of the Texas Motor Speedway and Grapevine Mills was discussed. I NEW BUSINESS iGrant-In-Aid Application - World Button Accordion Association I Mr. McCallum distributed the grant request from the World Button Accordion Association. Grapevine is attracting small grass roots organizations such as Texana Living History and the World Button Accordion Association. They provide entertainment on Main Street and at various events. The staff recommendation is to approve the grant which would bring Stas Venglevski, world-renown classical accordionist, to Grapevine. Mr. Dearing made a motion to accept the rgrant application and approve it. Mr. Brink seconded the motion which carried. I i Board of Directors Meeting August 15, 1996 Page 3 of 4 Meeting Planner FAM Mr. Kakos discussed the meeting planner's FAM to beheld in conjunction with GrapeFest. He shared the invitation with the board that was mailed on Monday. There are already 6 responses. This FAM is limited to the local market. Input came from the Hyatt, Hilton and Bureau. There will be a letter mailed to the board next week outlining board participation at the Friday night opening function at Bear Creek and at the reception on Saturday night prior to the Texas Wine Tribute. International Accommodation Packaging Javier Rodriguez, Tourism Sales Manager, has entered into a working relationship with iAmerican Airlines on the South American market, due to the door opened by Mr. Bigbie. The visitor from South America comes to the states to shop and with the Grapevine Mills opening next year, this will be a natural draw. By starting now, we hope to be well positioned in that market when the Mills project opens. dr Non Action Items Mr. Blagg reported that the Ex-student Association has again requested the $ 2,000 funding from the CVB for the Homecoming Parade. It has been suggested that the money be used as prize money for float winners instead of being given to the classes to build the floats. Businesses and other organizations are also being encouraged to enter floats in the parade. Mr. Blagg brought a commitment from the president that the funds will be disbursed more effectively this year. No board action was required as this is a budgeted item. Mr. Bigbie recognized Gayle Hall as the Chairperson for GrapeFest and asked her to share a few words. Gayle shared the GrapeFest brochure with the board and reported that the Texas Wine Tribute is already "sold out". She shared that there will be several new and expanded events, as well as, a program being distributed to 35,000 homes as an insert in the Dallas Morning News. Mr. Parker offered the use of his lot behind Izak Gregory's building. SALES AND MARKETING REPORT r Mr. Kakos reported on TSAE meeting in Corpus Christi. He is reevaluating our participation in that program. We will participate in the Affordable Meetings Show in Washington DC on September 4-5, 1996. In October, we have three slots secured at the DFWAE trade show in the Arlington Convention Center. r r Board of Directors Meeting August 15, 1996 Page4of4 SALES AND MARKETING REPORT cont. Mr. Kakos shared articles on Grapevine in the August issue of Texas Highways and in the September issue of Southern Living. He felt that readers tend to trust editorial copy more than paid ads or brochures. Kathi Berry has accepted the administrative manager position and the bureau is in the process of finding a replacement for her sales position. The early return to school date has also affected the summer business. Bruce Neal from 6-Flags 111 has been challenged to lobby the legislature for uniformity (after Labor Day) return to school. IEXECUTIVE DIRECTORS REPORT Mr. McCallum shared a letter from the National Executive Housekeepers Association icommending the convention services registration assistants for their work. Two years ago we attempted to contact the oldest winery in North America for a donation to the Vintners' Auction or possible a public relations link with no results. We recently learned of an American Airlines FAM group heading there and we were able to join with them. There are many similarities between the two communities. A relationship was established which was furthered this past weekend when Mayor Pro Tern, Ted Ware; Councilperson, Clydene Johnson; Foundation Board Chairperson, Melva Stanfield; GrapeFest Chairperson, Gayle Hall and staff attended Feria de la Uva in Parras de le Fuente. A document establishing a sister city relationship between the two cities has been approved by their council and, if approved by our council, will be signed at GrapeFest. This will be a good relationship from both a marketing and a public relations angle. I I I Attest Date I I C GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING AUGUST 15, 1996 BOARD PACKET - JULY C C