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Home My WebLink About1999-09-16 Regular Meeting I ;iv CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday September 16, 1999 - 11:30 a.m. IGRAPEVINE CONVENTION AND VISITORS BUREAU ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS I AGENDA I. CALL TO ORDER 111 II. APPROVAL OF MINUTES FROM AUGUST 19, 1999 MEETING IV. OLD BUSINESS A) GRAPEFEST REPORT B) SISTER CITY REPORT C) SIGNAGE UPDATE V. NEW BUSINESS A) DETERMINATION OF FY 99-00 MEETING SCHEDULE �'(7D12 TS C-owtrtil5Ston1 VI. SALES AND MARKETING REPORT I VII. ADJOURNMENT I I I I I I f I STATE OF TEXAS COUNTY OF TARRANT 111 CITY OF GRAPEVINE MINUTES III The Grapevine Convention&Visitors Bureau Board of Directors met on Thursday, September 16, 1999 at the Convention&Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas with the following persons in attendance: 111 Gary Blagg Board Member Bill Brink Board Member I Philip Cloud Board Member Paul Jennings Board Member Phil Parker Board Member I Kathee Livengood Board Member Robert Thrailkill Board Member Darlene Freed Council Liaison IPat Stinson Heritage Foundation Liaison Paul W. McCallum Executive Director George Kakos Director of Sales &Marketing I Absent: Don Bigbie Chairman itir Bob Hamilton Chamber Liaison Steve Trent Board Member I CALL TO ORDER Phil Parker called the meeting to order. He introduced Pat Stinson, the Heritage Foundation Liaison, and Rick Lott,Festival Director. II APPROVAL OF MINUTES A motion to approve the minutes from the August 19th, 1999 Board Meeting was made by Bill IBrink, seconded by Gary Blagg. OLD BUSINESS II GrapeFest Report Mr. McCallum reported that over 118,000 visitors came through the gate and that over$175,000 was raised for the Heritage Foundation. The fifty plus member steering committee did a great I job with all aspects of the festival. He stated that perhaps Rick Lott, Festival Director, summed it up best in his address to the Steering Committee, "I am amazed at how much you love your community, but more amazed at how much you love each other." Mr. McCallum commended I Kathee Livengood for bringing the Texas Wine Tribute back to a fund raising position and Gayle Hall for stepping in after Main Street Days and filling the dual role of operations and director. The winning GrapeStomp team will compete next month at the GrapeStomp in Sonoma, I California. The stages were fantastic and there was a record number of arts and crafts vendors and business expo vendors. The international area grew to a new level and the Vintners'Pavilion itliv filled in to cover the loss of the Palace Theatre. Some of the special highlights were the dedication of Daniels Place and the soft opening of North Star Winery. The Sister City programs with Parras and Krems were both superb events. I Board of Directors Meeting September 16, 1999 Page 2 of 3 OLD BUSINESS cont. GrapeFest Report cont. The Signing of the Accords was a highlight. Art and Lanelle Gordon, who have worked faithfully for many years in the operation of the bank, led the charge as festival co-chairs. Mr. IMcCallum invited the board members to attend the Volunteer Party. He made special recognition of Danny Porter and his crew for their work on the bell for Liberty Park Plaza, the CVB staff and our colleagues in Public Works, Parks and Recreation and Development Services. Rick Lott, Festival Director who has joined us from Fort Worth, shared with the board that the Main Street Festival in Fort Worth with a much larger crowd, is pleased if it can bring in proceeds of$125,000. Mr. Parker thanked Mr. McCallum, Mr. Kakos, Mr. Lott and the staff of 111 the bureau for all the hard work during the festival and the months preceding which made it such a successful event. Sister City Report Mr. Brink reported that is was a logistics challenge having two sister city programs occurring in addition to GrapeFest, but that both programs were very successful. The majority of the Parras delegation were Rotarians. Thursday evening the Grapevine Rotary hosted the group at La Casa and the two groups became sister clubs. At the Friday morning press conference at the Library, which was reported by the hispanic television station, a donation of$500 along with books and a globe were donated to Parras. During the Friday evening Progressive Dinner photos of the participants were taken at the beginning of the evening and presented to the delegates in photo albums at the end of the evening. Mr. Brink recognized Darlene Freed and Sarah Cloud for their tireless efforts in helping to put this program together. The highlight of the many meetings and events with the Krems delegation was the signing of the Accords on Saturday afternoon at GrapeFest. Everything went perfectly and the signing was toasted with a Reserve Riesling wine from the winery of Herr. Salomon. The Krems delegation was overwhelmed at the Texas Wine Tribute dinner. As a side note, Mr. Brink shared that a Blacksmith Conference, which will be meeting in Grapevine in 2001, would like to arrange for a blacksmith from each of our sister cities to be present at their convention. Signage Update As a result of the previous council workshop, Design Graphics reworked and simplified the signage designs. Mr. McCallum shared the revised designs with the board. After discussion, it was suggested to ask council to take a second look at one of the monument designs along with the other revised designs. Mr. Parker spoke to the need of getting the signs in place and would like to see us moving forward with the parts of the program where there is agreement. The revisions will go back to council at the October 5th workshop. NEW BUSINESS 111 Meeting Schedule for 1999-2000 Mr. McCallum shared a tentative 1999-2000 meeting schedule with the board. The schedule was designed to avoid conflicts with major tourism programs and festival dates that would involve several of the board members and staff. After discussion, it was agreed that the date for the I I • • Board of Directors Meeting September 16, 1999 Page 3 of 3 NEW BUSINESS cont. I Meeting Schedule for 1999-2000 October board meeting would be Thursday, October 21, 1999 and that the schedule would be finalized and approved at that time. 111 Sports Commission Mr. McCallum reported on a meeting he had with Dave Whitney, Executive Director of the Dallas CVB, regarding the formation of a Sports Commission to bring large sporting events to the Metroplex, as well as, to go after the 2012 Olympics. They were requesting a $20,000 - $25,000 annual commitment from Grapevine to have a voting seat on the board along with Iapproximately five other major Metroplex cities. Mr. McCallum requested the board be thinking about this opportunity and stated that it would be brought to the board as an action item at the next meeting. 111 SALES AND MARKETING REPORT I Mr.Kakos reported that the sales team participated in the Affordable Meetings Trade Show in Washington, DC. Following the profile of Meeting World, they again used an Austin Powers look-alike. There were over 150 people through the booth in a day and a half, 4 published leads and a potential for 13 more. The GrapeFest FAM had 15 planners with 4 definite hot leads and a potential for 11 more. Mr. Kakos commended the public relations team for the tremendous coverage of GrapeFest. The addition of the Sabrer brought additional excitement to the pre-festival media event. Mr. Kakos shared the press coverage generated by the festival. Mr. Kakos recognized the Hilton DFW Lakes for the Meritage Grill receiving the Award of Excellence from The Wine Spectator magazine. In conclusion, Mr. McCallum thanked the board for all their work and the recognition they give to individual staff members. He thanked Darlene Freed as the board's council liaison for the way she promotes the bureau programs at every opportunity. Kathee Livengood shared that a Chamber ribbon cutting for North Star Winery has been set for October 19th at 5:15 pm. ADJOURNMENT There being no further business to bring before the Board, Phil Cloud made a motion to adjourn, seconded by Gary Blagg. I r ATTEST: e6DATE: /Q/olf /Tr I