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Home My WebLink About1999-08-19 Regular Meeting I I CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday August 19 1999 - 11:30 a.m. I GRAPEVINE CONVENTION AND VISITORS BUREAU ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. OATH OF OFFICE I III. APPROVAL OF MINUTES FROM JUNE 24, 1999 MEETING I IV. OLD BUSINESS A) SISTER CITY UPDATE B) PALACE THEATRE UPDATE I C) SIGNAGE UPDATE I V. NEW BUSINESS A) GRAPEFEST REPORT I B) STAFFING REPORT C) GRANT REQUEST VI. SALES AND MARKETING REPORT I VII. ADJOURNMENT IC I I , i„, lar STATE OF TEXAS COUNTY OF TARRANT II CITY OF GRAPEVINE IIII MINUTES 111 The Grapevine Convention&Visitors Bureau Board of Directors met on Thursday, August 19, 1999 at the Convention&Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas with the following persons in attendance: 111 Don Bigbie Chairman Gary Blagg Board Member Bill Brink Board Member 111 Paul Jennings Board Member Phil Parker Board Member I Kathee Livengood Board Member Robert Thrailkill Board Member Darlene Freed Council Liaison I Paul W. McCallum George Kakos Executive Director Director of Sales &Marketing I Absent: Bob Hamilton Philip Cloud Chamber Liaison Board Member Steve Trent Board Member CALL TO ORDER Chairman Bigbie called the meeting to order. I. OATH OF OFFICE Sallie Andrews administered the Oath of Office to re-appointed board members, Kathee I Livengood and Robert Thrailkill. APPROVAL OF MINUTES I A motion to approve the minutes from the June 24th, 1999 Board Meeting was made by Robert Thrailkill, seconded by Bill Brink. IOLD BUSINESS Sister City Update Mr. Brink reported that the Sister City Committee would be hosting a progressive dinner for the I Parras delegation when they are here for GrapeFest. The Krems delegation will arrive on Tuesday prior to GrapeFest. They will be involved with several technical visits (i.e. the hospital 111 system) and visits with the travel trade and press. They will have a progressive overview of Grapevine; a tour of the old and new. They are very interested in how Grapevine works with Ow new development. The senior officials will participate in the Champagne Cork Shoot-Off, the media event for GrapeFest. The delegation will be involved in all facets of the I I iBoard of Directors Meeting August 19, 1999 IPage2of4 OLD BUSINESS ISister City Update cont. festival with the official signing ceremonies to take place on Saturday afternoon at 2:15 pm in ILiberty Park Plaza. Palace Theatre Update IMr. McCallum estimated the savings in demolition costs to exceed $ 100,000 and commended the community effort. He pointed out that, while this was not a CVB project, the bureau is very much interested and involved because of our relationship with the Palace and events hosted there. The committee has hired a professional fundraiser and the goal is to raise in excess of three million dollars. Construction documents are expected to be completed by October. With I the relocation to Grapevine High School the Grapevine Opry, which was displaced as a result of the renovation, experienced a drop in attendance largely from walk-in traffic. The CVB has undertaken an advertising program with the Opry to help boost attendance. II Mr. McCallum shared a model of the 1940 version of the Palace Theatre which demonstrated that shoppertainment is not a new concept. Ms. Freed commented that the add-on portion would probably look somewhat different than it It does in the model. The committee is still working with the architect on that portion which will add to the back of the theatre and extend it out towards the street,putting it in line with City Hall. 1111 Signage Update Mr. McCallum reported that the Council approved Graphic Solutions of California to do the comprehensive signage study. Simon Andrews with Graphic Solutions did an extensive study of ill all approach and traffic movement possibilities within the city. Mr. McCallum shared the designs submitted to date, one traditional and one contemporary. The first phase of the signage program could start as early as October. Board consensus was that they preferred the traditional II versions to the contemporary. Some felt that the lighter background of the contemporary was much easier to read. I Mr. Thrailkill suggested the city should consider posting "Sister City" signage at entry points to the city. He also suggested that the city consider "softening" the look of Main Street with the addition of flowers,benches etc. III Mr. McCallum reported that there are presently several groups studying the condition of Main Street and that benches, trees and other ways to make the street more relaxed are being addressed Iby other departments and the CVB does have opportunity for input. The CVB would follow-up on the "Sister City" signage. III I II . • IBoard of Directors Meeting (I, August 19, 1999 aPage3of4 I NEW BUSINESS Grapefest Report Kathee Livengood reported that the Texas Wine Tribute was sold out, the wines and menu have Ibeen selected and that Chairman Bigbie would be the emcee. All aspects of GrapeFest are ahead of schedule. Mr. McCallum commended Gayle Hall and the rest of the CVB staff for stepping up to the plate and filling the void created by the vacant festival director position. The staff has 1.1 added things to the festival and worked through some challenges i.e. the Palace Theatre's being closed. IStaffing Report Mr. McCallum announced that Rick Lott has been hired to fill the festival director position. He comes to us from Downtown Main Street, Inc. of Fort Worth where he was Director of Festivals IIand Events and was responsible for the Main Street Arts Festival, City's Sesquicentennial celebration, the Fourth of July Celebration and the Christmas Parade of Lights. Before that he was Executive Director of the Savannah Waterfront Association. 111 Shannon Gable will officially start Monday as the Visitor Information Center Manager. Shannon worked for National Multiple Sclerosis Society as Director of Development; Women's Haven of It Tarrant County, Inc. as Asst. Director of Development and Colleyville Area Chamber of Commerce. Mr. McCallum reported that we had three new secretaries start in June; Eleanor George-Velasco, II Secretary for Sales and Tourism, Terri Naini, Secretary for Festivals and Communications and IRose Ma, Secretary for DFWATC and TWGGA. He commented that in today's low unemployment market it is difficult to maintain competitive salaries. Grant Request I Gary Blagg brought a grant request from the Grapevine Ex Student Association for$ 2,500 for the Homecoming Parade. Paul Jennings made the motion to approve the request,Robert Thrailkill seconded. Motion approved. I SALES AND MARKETING REPORT Mr. Kakos reported that Toni Hopkins, Sales Manager,represented the CVB at the Meeting II World trade show in New York and that Hilton and Embassy Suites partnered with us. He commended her for bringing to her booth an Austin Power's look alike,which brought 170 attendees to the booth. To date 3 leads and 2 more potential leads have been generated. I Mr. Kakos shared an article from the publication, Turismo,which was generated by Javier Rodriguez'participation in the international market. He reported that the convention sales team, II with two months left in the year, has accomplished their lead generation goal for the year with 268 leads representing$ 19 million in potential revenue. He reported that brochure distribution Ar II . I • a • id at., Board of Directors Meeting August 19, 1999 Page 4 of 4 SALES AND MARKETING REPORT cont. 111 numbers were down because of the all-inclusive brochure. This one brochure replaces 4-5 individual brochures that were being used for fulfillment of brochure requests. Mr. Thrailkill shared that North Dallas hotel properties were experiencing a softening in occupancies. The feeling was that this was due to overbuilding in this area. Irving has been reported in the trades as offering a rebate to groups that book between now and the end of the IIyear. ADJOURNMENT IThere being no further business to bring before the Board, Gary Blagg made a motion to adjourn, seconded by Kathee Livengood. II IATTEST: DATE: NWI I I I I 1 I IC C.,I