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Home My WebLink About1998-10-22 Regular Meeting • i _ , t CITY OF GRAPEVINE, TEXAS 111 GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, October 22, 1998 - 11:30 a.m. illWALLIS BUILDING, GRAPEVINE, TEXAS 111 AGENDA 0 I. CALL TO ORDER 0 ,.., APPROVAL OF MINUTES FROM SEPTEMBER 29, 1998 MEETING IP III. O BUSINESS SISTER CITY UPDATE • ) AUDIT UPDATE --- .4 0 ereweN Or IV. NE BUSINESS A FY '98 FINAL REPORT V. SALES AND MARKETING REPORT P _ . VI. EXECUTIVE DIRECTORS REPORT itscjr,z, . 11 r 4"C C lit1 'bv. VII. ADJOURNMENTPi . ' 111 A---(Lk) kikG\-(Ac\. , ;11° STATE OF TEXAS, COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES II The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, October 22, 1998 at the Wallis Building, One Liberty Park Plaza, Grapevine, Texas with the following persons in attendance: UDon Bigbie Chairman Gary Blagg Board Member Philip Cloud Board Member UGayle Hall Hemingway Board Member Kathee Livengood Board Member Phil Parker Board Member 111 Steve Trent Board Member Jim Williamson Foundation Board Liaison IPaul W. McCallum Executive DirectorGeorge Kakos Director of Sales & Marketing Darlene Freed Council Liaison IIII . Absent: Bill Brink Board Member lir Robert Thrailkill Board Member Eric Edson Chamber Representatiave I CALL TO ORDER Chairman Don Bigbie called the meeting to order. APPROVAL OF MINUTES IA motion to approve the minutes from the September 29, 1998 Board Meeting was made by Gayle Hall, seconded by Phil Cloud. Motion carried. stn, III , ALO Tc,rte.1. S I Sister "4. P, Ipdate- 111 „ ,, ,m „good made a report for Bill Brink, Chair of the Sister City Committee. She er at h , ii eeting was held with a delegation from Austria to discuss the possibility of .. ,! Sister City relationship with Krems, Austria. Representing Austria was Heinz III ,7 �. ,,,,, ii •an Trade Commissioner, Ferdinand Seefried, Honorary Consulate General, q�£ - yip • Kolber, Honorary Consulate General, Houston. Ms. Livengood reported x was very favorable and that we would be sending a three to four person I i ,,..„ 2:4 _ 4, ems in January to explore the potential of a relationship. 40, ::(,, 1 'meted that he had received word from Mr. Seefried that he was going to the necessary steps for a January meeting with Krems officials. N IF Board of Directors Meeting October 22, 1998 Page 2 of 3 Ms. Livengood also reported for Mr. Brink that a meeting of the Sister City Host Committee was held on October ls`. The committee agreed to use funds collected for Yahiara Lamas Jaramillo to purchase school supplies in her name for Parras school children. NAudit Update Mr. McCallum reported that the audit was still not complete. He stated the city's Finance Department needed to change the format, therefore, the audit was sent back to be reformatted to a government format, which caused a delay. The report is not expected to be completed for another 10 days. N NEW BUSINESS FY 98 Annual Report Mr. McCallum stated the single largest business in Grapevine is the hospitality business. He further stated a Director of Sales position needed to be created in the Convention & Visitors Bureau. Interviews are currently being conducted for a Tourism Sales Manager and Festival Operations Manager. He reported that Sallie Andrews has been promoted to NCommunications Manager. Mr. McCallum reported that the Bureau has a contract with National Service Research to establish how much money a convention delegate is spending per day. He said numbers become important in negotiation for future hotels and attractions. Mr. McCallum inquired about the possibility of approaching hotel guests with auick questionnaire to help determine how much they were spending inside the hotel as wel as 111 outside the property. Mr. Parker suggested providing a questionnaire for customers to complete at local restaurants, while they are waiting for their meal. Mr. Trent agreed that the Hyatt would support the program. Don Bigbie requested that it be noted in the record that we, as the CVB Board, recognize the valuable talent and accomplishments made by the CVB staff. Mr. Trent stated that the Hyatt was booking farther out and we appreciate support from The 1111 CVB sales team. liw I Board of Directors Meeting October 22, 1998 Page 3 of 3 SALES AND MARKETING REPORT- Mr. Kakos reported the following: - The Grapevine CVB has joined with the State of Texas Department of Tourism and other Texas cities in developing an insert, which will have total circulation of 875,000. The program was organised by American Express and will be inserted in Travel & leisure Magazine, Successful Meetings Magazine, Better Homes & Gardens Magazine as well as being direct mailed to travel agents and frequent travelers into DFW. - Bass Pro's opening date is scheduled for March 4, 1999. - Embassy Suites opening will be in the spring, 1999. EXECUTIVE DIRECTOR'S REPORT- Mr. McCallum distributed tickets to an upcoming performance of Steel Magnolias by the End of the Runway Players. He also pointed out their `98-'99 season's program states "funded in part by the Grapevine Convention& Visitors Bureau." The Fife and Drum group has just produced a fabulous CD. The whole back of the CD is taken up with thanks to the Grapevine Convention& Visitors Bureau as well as a thanks to the community of Grapevine. Mr. McCallum stated that newly elected Vicki Truitt would be a great representative for Texas and Grapevine. Michael Woody will be attending the Society of American Travel Writers Annual Convention in Israel, where he will coordinate their silent auction. A total of 91 items were collected for the auction and the Board was invited to bid on the items. ADJOURNMENT There being no further business to bring before the Board, Chairman Bigbie called for a motion to adjourn. Motion was made by Steve Trent; seconded by Gayle Hall. Motion carried. ATTEST: 6/Z4L-0/ DATE: O� uyyI 1 is