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HomeMy WebLinkAbout1999-10-21 Regular Meeting . IF • , !if CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU ill BOARD OF DIRECTORS MEETING Thursday October 21, 1999 - 11:30 a.m. GRAPEVINE CONVENTION AND VISITORS BUREAU ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS II alAGENDA IIII. CALL TO ORDER II. APPROVAL OF MINUTES FROM SEPTEMBER 16, 1999 MEETING III { 1111III. SALES AND MARKETING REPORT le IV. OLD BUSINESS A) SIGNAGE UPDATE ill B) FY 99-00 MEETING SCHEDULE III V. NEW BUSINESS A) JOEY WILKINS FOUNDATION B) SPORTS COMMISSION II C) GRANTS-IN-AID REQUESTS D) 2000 RESEARCH PROJECT II VI. ADJOURNMENT 1111 1111 1111 Itiov II 1 STATE OF TEXAS IC COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, October I 21, 1999 at the Convention& Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas with the following persons in attendance: I Don Bigbie Chairman Gary Blagg Board Member Bill Brink Board Member I Philip Cloud Board Member Paul Jennings Board Member Phil Parker Board Member II Kathee Livengood Board Member Robert Thrailkill Board Member Steve Trent Board Member i Darlene Freed Council Liaison Pat Stinson Heritage Foundation Liaison IPaul W. McCallum Executive DirectorGeorge Kakos Director of Sales & Marketing ifhe Absent: Bob Hamilton Chamber Liaison CALL TO ORDER I Chairman Bigbie called the meeting to order. He thanked Phil Parker for chairing the last meeting in his absence. I • APPROVAL OF MINUTES A motion to approve the minutes from the September 16th, 1999 Board Meeting was made and 111 seconded. Motion carried. SALES AND MARKETING REPORT I George Kakos shared the success of the past fiscal year. The Convention Center made their goal with a fewer number of events. The communications division, visitor information center and convention services areas all showed gains. The number of brochures distributed showed a decline due to the introduction of the all-inclusive piece, which replaced many of the I individual brochures that were being mailed. This also helped to reduce postage costs. The sales division showed an increase in number of leads generated. IMr. Kakos shared the two trophies, won by the bureau at the annual conference of the Texas Association of Convention & Visitors Bureaus. The single entry in the idea fair won first place for tourism development and third place overall. Cur Mr. Kakos also shared the ad, which is located in the inside front cover of the GTE phone idirectory. This was an in-kind agreement with GTE. He stated he would give a wrap-up of advertising and fulfillment pieces at the next meeting after all the numbers have come in. I . liii Board of Directors Meeting October 21, 1999 WhiPage 2 of 3 r SALES AND MARKETING REPORT cont. Mr. Bigbie recognized George and the other staff members that participated in the achievement of these goals. He suggested that a press release on these accomplishments would be in order. OLD BUSINESS Signage Update Mr. McCallum shared the latest version of the signage designs, which were presented at a council workshop. The designs reflected the changes to a more simple straightforward design. The various signs are made of either, porcelain on steel, baked aluminum or cast bronze. Council was pleased with the designs and the next step is to decide on colors. Discussion followed. Once the color selection is complete it will take council action to proceed. The timeline for the project is to have the first phase accomplished by spring. FY99-00 MEETING SCHEDULE The FY99-00 Meeting Schedule that was presented at the last meeting was brought up for consideration. After discussion it was determined that March 30th should be the March meeting date due to a conflict with Spring Break. The finalized meeting schedule is attached. NEW BUSINESS civ Joey Wilkins Foundation Mr. McCallum shared information regarding the creation of the Joey Wilkins Foundation. The Board of Directors consists of Mark Stanfield, Chairman; Mike Ware, Vice-chairman, Paul W. McCallum, Secretary and Randy Roberts, Treasurer along with an Advisory Board. John Boyle has donated his time to set up the 501 ( c )3 foundation. Many people have volunteered time and materials for the rework necessary to her home and to help with the mailings of the foundation. Jerry Delaney has offered the use of his winery for a fundraiser. The foundation board will administer the funds. Joey has suggested that if there are any excess funds they should go to spinal cord injury research or a new therapy center for those like herself that want to move forward as quickly as possible. Sports Commission Mr. McCallum reported that the commission would include the cities of Dallas, Fort Worth, Irving, Richardson, Addison and Grapevine if the board agreed to participate. The commission is a marketing sales group to pursue events such as the 2012 Olympics and sporting events that would use several venues in the Metroplex. The commission would hire a director and the support staff would come out of the Dallas CVB. Addison and Grapevine are uncommitted at this time. The benefit to Grapevine would be the sale of room nights to peripheral activities such as committee meetings and receptions around the larger events. Grapevine Lake might be a venue for water activities. The commitment for the CVB would be $25,000 on a year to year basis. This would give the bureau a seat on the board and access to cif information obtained for these events. Mr. McCallum recommended that the bureau participate at the $25,000 level and reevaluate at the end of the year. Bill Brink made a motion to this effect which was seconded by Gary Blagg. Motion carried. Mr. McCallum will represent Grapevine on the committee. Board of Directors Meeting October 21, 1999 Page 3 of 3 NEW BUSINESS cont. Grants-In-Aid Requests 1111 Old Guard Fife and Drum Corps: Al Stover made a presentation to the board for a grant from the CVB to fund two projects, "Thank God for Kids", and a calendar. They requested $1,000 to complete the "Thank God for Kids" program and $3,000 to print 5,000 two-year calendars (14 x 17). Mr. Stover shared the history of the Corps and expressed his appreciation for the Grapevine CVB for their assistance. Discussion followed. It was determined that CVB staff would assist with the layout of the calendar and would have approval of the artwork. Calendars would be available for CVB distribution. Gary Blagg made a motion to approve the request for $4,000 total to the Old Guard Fife and Drum Corps. Bill Brink seconded; motion carried. 1111 End of Runway Players: The board considered a request from the End of the Runway Players for a grant for $5,000 to promote their 1999-2000 season. Their grant gave the history of the theater group and their community involvement for the past 16 years. Steve Trent made a motion to approve a $5,000 grant to the End of the Runway Players. Gary Blagg seconded; motion carried. 2000 Research Project ity George Kakos shared that a meeting has been set for October 29th with representatives from community retail, hotels and attractions to determine the.direction of a research survey to be conducted this fiscal year. The meeting is scheduled for 10 am at the Grapevine Convention Center and is open to any board member who would like to attend. ADJOURNMENT There being no further business to bring before the Board, Steve Trent made a motion to adjourn, seconded by Kathee Livengood. p U ATTEST: DATE: U U