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Home My WebLink About1998-08-20 Regular Meeting 111 • CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, August 20,1998 - 11:30 a.m. WALLIS BUILDING, GRAPEVINE, TEXAS I AGENDA I I. CALL TO ORDER S II. OATH OF OFFICE- GAYLE HALL HEMINGWAY, PHIL R. PARKER, DON IBIGBIE, BILL BRINK III. EXECUTIVE SESSION TO CONDUCT A CLOSED SESSION RELATIVE TOUSS PERSONNEL RECONVENE IN OPEN SESSION TO TAKE ANY ACTION RELATIVE TO PERSONNEL RESULTING FROM THE EXECUTIVE SESSION. IV. APPROVAL OF MINUTES FROM MAY 28, 1998 MEETING I V. OLD BUSINESS A) GRAPEFEST UPDATE B) SISTER CITY UPDATE VI. NEW BUSINESS A) GRANTS IN AID REQUEST - END OF THE RUNWAY PLAYERS VII. SALES AND MARKETING REPORT UVIII. EXECUTIVE DIRECTORS REPORT IX. ADJOURNMENT r, ts3 , STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, August 20, • 1998 at the Wallis Building, One Liberty Park Plaza, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Gary Blagg Board Member II Philip Cloud Board Member Gayle Hall Hemingway Board Member Kathee Livengood Board Member II Bill Brink Board Member Paul W. McCallum Executive Director U George Kakos Director of Sales & Marketing Darlene Freed Council Liaison Eric Edson Chamber Representative NIAbsent: Phil Parker Board Member Steve Trent Board Member Colin Ankersen Board Member t CALL TO ORDER 41 Chairman Don Bigbie called the meeting to order. APPROVAL OF MINUTES 111 A motion to approve the minutes from the May 28, 1998 Board Meeting was made by Phili Cloud, seconded by Bill Brink with a correction to Darlene Freed's name. Motion carried. P IOLD BUSINESS 111 GrapeFest Update- - Kathee Livengood reported that the Texas Wine Tribute was sold out and Merrill Lynch was sponsoring the event. I - George Kakos reported that the P Local Corporate Meeting Planners Fam was filling up. He stated that this year's festival would make some notable logistical changes such as moving I the carnival to the city parking lot and moving the People's Choice to the Heritage Complex. The People's Choice event will have a larger footprint and will be set up in a boulevard effect. The International Wine Tasting and Barrel Bistro will be held in Liberty Park Plaza and I the Live Auction on Friday night will be proceeded by a reception. ilw - Gayle Hall Hemingway, Operations Chair stated that everything was going well from an operations standpoint. I 1 s i . Board of Directors Meeting ISeer29, 1998 A. U 451 i q°J e Page 2 of 4 ISister City Update- Bill Brink reported that during the trip to Parras they had met with the Mayor and representatives I attending the festival. They also met with Rotary to discuss their concerns with a child who had been diagnosed with Leukemia who was looking for assistance in obtaining a bone marrow transplant. He also said that the DEF organisation needs wheelchairs. Discussion followed. Ill Mr. McCallum stated, with regards to the Sister City Host Program, that the most effective way to handle funds would be to establish a separate account that would receive and distribute proceeds Ifor activities relative to the program. Discussion followed. Mr. McCallum recommended the Board establish a Sister City Committee and approach the city to open up an account for use of IIhumanitarian requests, group travel, official gifts, etc. Bill Brink made a motion to proceed with a request to the city to establish an account for use of I humanitarian requests through the Sister City Program; motion was seconded by Kathee Livengood. Motion carried. I, Mr. McCallum reported that Mayor Tate recently had a meeting with Ferdinand Seefried, Honorary Consul General of the City of Krems, Austria to discuss a possible Sister City Program opportunity for Grapevine. He stated that Krems and Grapevine has similar characteristics. IKrems has a population of 30,000 and has outstanding architecture, is a free port zone and is the center of wine production in Austria. Discussion followed. Mr. McCallum stated that he would relate the positive sentiments from the Board to the Mayor to proceed with obtaining more 1 information. I Other- Kathee Livengood, Chair of the Finance Committee stated that Angela Porter has been updating her on the audit. Mr. McCallum commented that more information concerning the audit should 0 be available by the September Board Meeting. 0 • NEW BUSINESS Grants In Aid Request- A Grant In Aid Request in the amount of$5,000 was submitted to the Board from the End of the Runway Players. Mr. Bigbie briefly met with Robert Blalock, President of the End of the Runway Players prior to the Board Meeting. Mr. Blalock informed Mr. Bigbie that the End of the Runway it Players had made a grant request to the Arts Council. He said the Arts Council could not guarantee their request would be granted and if it were, the grant would be $4,500. Discussion 0 followed. Mr. Bigbie stated that he would contact Carolyn Sims, President of the Arts Council of NorthEast Tarrant County to discuss the situation in further detail. I I i . I . .. If Board of Directors Meeting I September 29, 1998 Page 3 of 4 111 Gayle Hall Hemingway made a motion to approve the grant request st of$5,000 by the End of the Runway Players for FY'99; payable after October 1. Motion was seconded by Gary Blagg. IMotion carried. . I .;; '• • to pursue the issue with Arts Council of NorthEast Tarrant County as to where the funds had been dispersed that were granted to them from the Grapevine Convention &Visitors Bureau, along with a copy of the grant approval letter by Paul W. McCallum was made by Gayle Hall IHemingway. Motion was seconded by Bill Brink. Motion carried. Mr. Bigbie stated that he would contact Carolyn Sims, President of the Arts Council of NorthEast ITarrant County to discuss the situation in further detail. Other- IF Gary Blagg requested a $2500 sponsorship for the Ex-Students Association Homecoming Parade Float from the Convention & Visitors Bureau. IA motion to approve the $2500 sponsorship for the Ex-Students Association Homecoming Float was made by Kathee Livengood; seconded by Bill Brink. Motion carried. 111 SALES AND MARKETING REPORT- IMr. Kakos reported the following: - New brochures including, Art & Sole, Opry and Visitors Guide. I - The July issue of Wine Spectator published an article on Grapevine and La Buena Vida, Delaney's Vineyard and GrapeFest. \ - Bureau Assisted Booked Business, fiscal year to date, has a potential economic value Iof$10,300,000. - The potential economic value of Qualified Sales Leads, fiscal year to date, obtained for the hotels is $600,000. I - Fiscal year to date, 15,162 visitors have passed through the Visitor Information Center. - Brochures distributed for this fiscal year to date equal over 1 million. - Print media coverage for this fiscal year to date is valued at over $400,000 and $53,075 Ivalue in electronic media coverage. If I .r y Board of Directors Meeting September 29, 1998 Pace 3 of 4 4 EXECUTIVE DIRECTOR'S REPORT- Mr. McCallum reported that the Grapevine Convention& Visitors Bureau recently won the "Best of Show"award in the budgets over $3 million category at the 1998 Idea Fair at the International 111 Association of Convention & Visitors Bureau's Annual Convention. Mr. Bigbie announced that Jim Williamson would serve as Foundation Board Liaison on the 4 Convention & Visitors Bureau's Advisory Board and appointed Bill Brink to act as Convention & Visitors Bureau's Liaison on the Foundation Board. U ADJOURNMENT UThere being no further business to bring before the Board, Chairman Bigbie called for a motion to adjourn. Motion was made by Gayle Hall Hemingway; seconded by Phil Cloud. Motion carried. lit ATTEST: IIDATE: U ill I II I ill tv II