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Home My WebLink About1996-03-21 Regular Meeting AO kar1 (il II( [ti4,4"1' elA 1 0 i I 'r , ;�-�- CITY OF GRAPEVINE, TEXAS Sl . G' • ' VIN CONVENTION & VISITORS BUREAU r �: ARD OF DIRECTORS MEETING T ' DAY, MARCH 21, 1996 - 11:30 A.M. ill 714( . fipfeh ' � ' = ONE LIBERTY PARK PLAZA Ill s\toid rA ,/j AGENDA cti.)0 fI - ALL TO ORDER II. l. ATH OF OFFICE III. PROVAL OF MINUTES FROM FEBRUARY 22, 1996 MEETING IV. O BUSINESS NEW YORK SALES PROMOTION .1.; \-87/ SIGNAGE UPDATE j,Z. TARANTULA UPDATE-r-- V. N BUSINESS . BANNER POLICY B. DEPOT TERMINUS FACILITIES.PRESENTATION C. NONACTION DISCUSSION ITEMS I VI. SALES AND MARKETING REPORT Oil VII. EXECUTIVE DIRECTORS REPORT r----C _ ill ---- N VIII. ADJOURNMENT ( v `�ec, 1111 III Id I a ih la I V P*1 STATE OF TEXAS COUNTY OF TARRANT ire CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, March 21, 1996 at the Convention & Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas at 11:30 d, AM with the following persons in attendance: Don Bigbie Chairman rWarren Dearing Board Member Gary Blagg Board Member Phil Parker ' Board Member Jerry Pittman Council Liaison Paul W. McCallum Executive Director Mike Brown Board Member Absent: Bruce Crouch Board Member Colin Ankerson Board Member Gayle Hall Hemingway Board Member Steve Trent Board Member Trent Petty City Manager CALL TO ORDER Don Bigbie, Chairman, called the meeting to order. The group recognized Mr. Darrin Scheid, a reporter from the Fort Worth Star Telegram, who was present at the meeting in an effort to familiarize himself with Grapevine, his newly-assigned territory. Mr. George Kakos was also welcomed to the meeting in his new capacity as Director of Sales & Marketing for the CVB. OATH OF OFFICE Mr. Steve Trent, General Manager of the Hyatt Regency DFW, was unable to attend the meeting; therefore, the oath of office was postponed. Mr. McCallum advised the group that Mr. Trent had called to express his sincere apologies for not being able to be present due to prior commitments. APPROVAL OF MINUTES A motion to approve the minutes from the February 22nd board meeting was made by Mr. Warren Dearing; seconded by Mr. Gary Blagg. Motion carried. I • 4� .� d of Directors Meeting } , ch 21, 1996 2of4 J,m ty� f OLD BUSINESS New York Sales Promotion ,Mr, McCallum reported on another successful sales mission in New York, then turned the floor Over to Mr. Kakos. Mr. Kakos added that results from New York's promotion, coupled with sales calls made in Princeton, New Jersey, were very encouraging and would most likely III warrant another visit in 1997. Sixty-eight meeting planners attended the New York promotion, 30 of them being first-time guests. To date there have been 2 potential leads received, 1 site planned and 1,700 hotel rooms booked as a result of the promotion and sales calls.The sales 11111 team is now in the process of putting together facts and figures. Upon completion they will convene for a debriefing session and begin plans for making next year's event even more successful. Mr. Kakos thanked the Council and CVB Board for their support and personal commitment to the community. • Signage Update Mr. McCallum gave an update on the pedestal signage issue. At the last meeting of the Heritage Foundation, the Board began considering historical signage for the Historic District and the Heritage Center Complex. Mr. McCallum had informed the Heritage Foundation that the CVB was working in this arena as well. The two groups are now in the process of combining their efforts. Mr. Pittman advised the group that this topic is on the agenda for the March g 26, 1996, Council Meeting. After extensive discussion, the Board was unanimous in its opposition to any changes in sign ordinances before the various organizations and groups involved within the City have a chance for input. They further agreed to send a letter to the City Council urging them to take more time to look at this issue before adopting any changes. Tarantula Update Mr. McCallum reported that a potential inaugurational run of the Tarantula steam train is slated for the week prior to Main Street Days. Although the official date has not yet been established, it is Tarantula's prerogative and they are expected to make an announcement within the next couple of weeks. CVB has initiated meetings with Tarantula's management and marketing 1111 teams, as well as representatives from the Fort Worth Stockyards and businesses in order to develop a joint marketing program to promote the train. There will possibly be an Executive Session in the near future relative to purchasing some additional land in the vicinity of the train, 11111 followed by a presentation to the Council. Some of the needs which will have to be addressed in the future include parking, the transfer of services from Fort Worth to Grapevine, on-train 01 food &beverages, promotional literature, etc., and the most immediate need is water/sewer and restroom facilities. �. dof Directors Meeting y.� h 21, 1996 3 of 4 BUSINESS � P . e a er Policy { .behalf of Ross Bannister, Festival Director, who could not be present due to a family health i r b em, Mr. McCallum distributed a draft of a policy regarding the installation and removal wG h-of special event announcement banners which may be installed in the historic district on the kry banner poles located on South Main Street just north of the railroad tracks, as well as a hold s << Mess and indemnity agreement and policy information. Following extensive discussion and *' nx a few minor changes in the wording of the policy, a motion to accept the policy was made by Mr. Phil Parker; seconded by Mr. Warren Dearing. Motion carried. Depot Terminus Facilities Presentation Mr. McCallum presented preliminary drawings of an 1800's style water tower/sump pit for a 10,000 gallon fuel oil tank which would be used to refuel the steam engine of the Tarantula train while it is in Grapevine, as well as a supply/repair shed, a sand storage facility and a covered boarding/unloading area near the Cotton Belt Depot and the vintage 1927 railroad turntable. Mr. f McCallum further reflected on the progress that has been made over the duration of this process since its inception in 1992. The harsh reality since that time is that now that the turntable is in place and the steam train is scheduled to officially begin making runs to/from Grapevine/Fort Worth in May, it has become necessary to install facilities to house the 300-400 persons who will ride the train daily. The establishment of such an infrastructure would give Grapevine an opportunity to expand upon the Cotton Belt Depot attraction. Motion to support and aggressively pursue construction plans and projected costs for submission to City Council for approval was made by Mr. Warren Dearing; seconded by Mr. Gary Blagg. Motion carried. Nonaction Discussion Items PM Mr. Parker mentioned that Gary Cantrell has begun construction on the corner of Wall Street and the 100 block of Main Street. Mr. Parker thanked Mr. McCallum for his role in helping Mr. Cantrell. He also gave updates on the progress being made in the 300 and 400 blocks of Main Street. With the inclusion of the new City Hall being erected, there is approximately 100,000 sq. feet under construction on Main Street at this time. I Mr. Dearingcited the wonderful job Javier Rodriguez, Tourism Sales Manager, did duringhis g g im recent address to the Rotary Club. 111 SALES AND MARKETING REPORT O Mr. Kakos presented a very brief sales and marketing report, reflecting in particular on his plans Ito review and strengthen the Bureau. He again expressed his delight in having recently joined the Bureau and stressed that he believes it had been in his game plan for a long time. 1 -; 5-_., ,, ,,,, 4,,,_,:: ---,i,,, = = ,c0,:. d of Directors Meeting iii., ;'----- ` x :'1� ch 21, 1996 e tYd , 'r. e4of4 x z � �r on a ' 4 CUTIVE DIRECTOR'S REPORT 4 t' . McCallum gave a brief update of the progress being made on the fountain in Liberty Park iii 1 aza and showed a mock-up drawing of its final appearance upon completion. The dedication P !'�, -" emony is being planned for the 4th of July and will center around "pioneer families fmdin g 3 e ' Leedom" theme. ry z0> Mr McCallum and Mr. Kakos had met earlier in the morning with two producers who are " f interested in filming in Grapevine a 30-minute weekly television show for cable network Ir4 distribution based on a country music theme. A proposal and additional information is being compiled and will be presented to the Board in the future. IADJOURNMENT i There being no further business to be brought before the Board, a motion to adjourn at 1:35 PM was made by Mr. Phil Parker; seconded by Mr. Gary Blagg. Motion passed. I 1 I I 1 IAttest ,Q.(_/ 42 .e‘-i, Date / ,8 /9f& 1 1