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Home My WebLink About1996-05-23 Regular Meeting 1111 CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING THURSDAY, MAY 23, 1996 - 11:30 AM ONE LIBERTY PARK PLAZA I AGENDA I I. CALL TO ORDER I II. APPROVAL OF MINUTES FROM APRIL 18, 1996 MEETING I III. OLD BUSINESS A. TARANTULA UPDATE IV. NEW BUSINESS A. MAIN STREET DAYS RECAP B. GRANT APPLICATION - TEXAS OLD GUARD FIFE AND DRUM CORPS C. NONACTION DISCUSSION ITEMS 11 V. SALES AND MARKETING REPORT VI. EXECUTIVE DIRECTORS REPORT VII. ADJOURNMENT I I I I Ay I STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, May 23, 1996 at the Convention & Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas at 11:30 AM with the following persons in attendance: Don Bigbie Chairman Warren Dearing Board Member Jerry Pittman Council Liaison Gayle Hall Hemingway Board Member Phil Parker Board Member Wanda Blagg Chamber Liaison Gary Blagg Board Member Steve Trent Board Member Bruce Crouch Board Member George Kakos Director of Sales & Marketing Paul W. McCallum Executive Director Absent: Colin Ankerson Board Member Trent Petty City Manager Mike Brown Chamber Liaison CALL TO ORDER Don Bigbie, Chairman, called the meeting to order. Ms. Wanda Blagg, recently appointed President of the Chamber of Commerce, was welcomed in her new capacity as liaison to the Board. Mr. Bigbie commented that this may be a first to have a couple attend together. APPROVAL OF MINUTES A motion to approve the minutes from the April 18th board meeting with the correction of showing Mike Brown as Chamber Liaison instead of Board Member was made by Mr. Steve Trent; seconded by Mr. Gary Blagg. Motion carried. OLD BUSINESS Tarantula Mr. McCallum reported that the city of Grapevine was delighted to see the train pull into town once again during the recent Main Street Days festival, as well as their participation in the dedication of the Section Foreman's House which was extremely successful. This marked the (1w unofficial opening of the turntable in which the steam engine was turned in Grapevine for the very first time and worked exactly according to plan. Board of Directors Meeting May 23, 1996 Page 2 of 4 Tarantula (Cont.) Mr. McCallum further reported that Tarantula has now gained control of the Cotton Belt Railroad. Plans are tentatively underway for a Fourth of July official grand-celebration commencement, at which time there will be a dedication for the turntable, as well as the fountain in Liberty Park Plaza and pioneers who settled in Grapevine, in addition to the usual fireworks display which will be enlarged this year. Mr. Kakos and Mr. McCallum have a meeting set up for next week with representatives from the Fort Worth Convention&Visitors Bureau to discuss joint financing of a brochure that promotes both cities, as well as cross-selling. Additionally, both gentlemen had recently met with the Fort Worth Business Association (a.k.a. Fort Worth Stockyards) to discuss cross-promotion between the Stockyards and the Grapevine Historic District. NEW BUSINESS Main Street Days Mr. McCallum gave a brief rundown of the success of the recent Main Street Days festival. Grapevine had the opportunity to host the Society of Government Meeting Planners (SGMP) who headquartered their Conference at the Hyatt Regency-DFW. Approximately 928 persons (11w attended the Conference, with 368 of them being Meeting Planners and the balance suppliers. Mr. Trent confirmed that as a result of the Conference, two contracts had already been generated, both to be held within one year. Mr. McCallum continued by reporting that although the community had to contend with extremely high winds combined with heat, we were able to hold our attendance level to a respectable 75,000 persons and bring in net proceeds for the Grapevine Heritage Foundation to somewhat above $80,000.00. Both dedications of the Section Foreman's House and the Dorris House Cafe were extremely successfully. Mr. McCallum also recognized Ms. Hall and Mr. Mark Maness for their outstanding contributions as operations managers for the entire festival. Additionally, Mr. McCallum expressed thanks of appreciation to Mr. Pittman for emceeing the dedication of the Section Foreman's House. Ms. Hall requested that the Minutes reflect "tribute not only to herself as a member of the Board, but to Mr. McCallum and his staff, who all worked very hard and did a great job which does not go unnoticed". Grant Application - Texas Old Guard Fife and Drum Corps A motion was made by Mr. Trent to grant $2,500.00 to the Texas Old Guard Fife and Drum Corps contingent upon receipt of the completed, necessary paperwork; seconded by Ms. Hall. Motion carried. Coe Board of Directors Meeting May 23, 1996 Page 3 of 4 Nonaction Discussion Items Mr. Blagg informed the group that at the May 7, 1996, City Council Meeting Mayor Tate presented a Proclamation declaring May 5-11, 1996 as Grapevine Tourism Week in recognition of the unique significance of the travel and tourism industry in the lives of the citizens of Grapevine. Additionally, Mr. Blagg informed the group that the Fort Worth Star Telegram will be opening an office on Main Street in the Gregory & Gregory Building. Mr. Trent, being a newly-appointed Board Member, inquired about the Convention & Visitors Bureau Board Members' role with regard to festivals. Mr. McCallum and the other members of the Board gave extensive details from the inception of the Steering Committee and its various sub-committees to the attainment of sponsorships to the guidelines set forth by the Heritage Foundation Board, Council and Convention & Visitors Bureau Board and various other aspects involved in the success of a festival. SALES AND MARKETING REPORT (kw In his sales and marketing report, Mr. Kakos advised the group that we are now into the seventh month of the fiscal year and reiterated the figures which had been released in this month's Board packet. Mr. Kakos expressed that now is the time to begin looking closely at critical areas in terms of successes and opportunities; and in doing so, the sales staff areas of assignment have been redefined as follows: Sales Manager Newly-Assigned Territory Jill Jeffcoat Texas and its corporate/association markets Kathi Berry Weekends and holidays Marcia Roitman National corporate/association markets including New York and Chicago Javier Rodriguez Group and individual tour and travel business Eloise Koehn Overseeing operation on services level in terms of registration assistants and the Visitor Information Center EXECUTIVE DIRECTOR'S REPORT Mr. McCallum opted to forego the Director's Report due to the limited amount of time left for the remainder of the meeting. He mentioned as a point of clarification that the Texas Wine & Grape Growers Association is sponsoring an event entitled, "The Vintage Texas Wine and Food Festival" at the Delaney Vineyards on June 1st and 2nd and the Convention and Visitors Bureau and Grapevine Heritage Foundation are not sponsors of this festival. The Convention and Visitors Bureau will have a booth set up to promote attractions, hotels, restaurants and tasting (ir rooms, as well as GrapeFest. Board of Directors Meeting lw May 23, 1996 Page 4 of 4 Mr. McCallum closed the meeting by again extending heartfelt thanks to Ms. Hall on behalf of the Board and members of the Convention & Visitors Bureau staff for her wonderful contributions to our festivals and to the city of Grapevine. ADJOURNMENT There being no further business to be brought before the Board, a motion to adjourn at 1:35 PM was made by Ms. Gayle Hall; seconded by Mr. Steve Trent. Motion passed. (100 Attest Date