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Home My WebLink About1999-06-24 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday June 24, 1999 - 11:30 a.m. GRAPEVINE CONVENTION AND VISITORS BUREAU ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS I AGENDA 111 I. CALL TO ORDER II. OATH OF OFFICE III. APPROVAL OF MINUTES FROM MAY 27, 1999 MEETING N. OLD BUSINESS A) BUDGET UPDATE B) SISTER CITY UPDATE C) PALACE THEATRE D) ST. LOUIS SALES PROMOTION U V. NEW BUSINESS A) GRAPEFEST - TEXAS WINE TRIBUTE VI. SALES AND MARKETING REPORT 111 VII. ADJOURNMENT I ify I 1 . � I STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, June 24, 1999 at the Convention &Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Gary Blagg Board Member Philip Cloud Board Member Bill Brink Board Member Steve Trent Board Member Paul Jennings Board Member iPaul W. McCallum Executive Director George Kakos Director of Sales & Marketing Absent: Phil Parker Board Member Kathee Livengood Board Member Darlene Freed Council Liaison I Robert Thrailkill Board Member Bob Hamilton Chamber Liaison CALL TO ORDER Chairman Bigbie called the meeting to order and welcomed Paul Jennings, newly appointed board member. OATH OF OFFICE Sallie Andrews administered the Oath of Office to newly appointed and re-appointed board members, Paul Jennings, Gary Blagg, Phil Cloud and Steve Trent. Chairman Bigbie shared comments on the duties of the Convention&Visitors Bureau Board Members. APPROVAL OF MINUTES A motion to approve the minutes from the May 27, 1999 Board Meeting was made by Steve Trent, seconded by Bill Brink. OLD BUSINESS Budget Update Mr. McCallum reported that the staff met with the city manager and the budget team this morning and presented the proposed budget. The budget was accepted with the new sales I manager position included. It will go to a budget workshop in July followed by public hearings and adoption on September 15`h. Few or no changes are anticipated. I I i I(11w Board of Directors Meeting June 24, 1999 Page 2 of 3 Sister City Update Parras Bill Brink reported on the Sister City Exchange Trip to Parras de le Fuente on June 15 - 20, 1999. A group of 21 participants, including 7 students, took backpacks and school supplies with them to Parras. While there 12 separate meetings were conducted with groups from the library, human resources dept., parks and recreation tour, a Rotary meeting, police and fire department meetings and a tour of the denim factory there. At a dinner at Casa Medero our students intermingled well with the host students. The people in Parras wanted to learn what they could do to draw visitors to their area. It was learned that the fire department could not get replacement parts i.e. the oil filter for the ambulance Grapevine had given to them. Don Bigbie offered to take parts to Monterrey when he travels there in July. Gary Blagg offered to donate the filters. Parras will send a delegation to GrapeFest in September. Krems Mr. McCallum reported that a letter from Mayor Tate had been sent to the mayor of Krems inviting them to GrapeFest and to begin a Sister City relationship. He shared draft copies of the (.0 City-to-City Accord, which was sent to Krems. The final accords will be signed at GrapeFest and in Krems at their festival in October. We have sent a draft itinerary for their visit that will bring them in on Wednesday and depart the Tuesday after GrapeFest. Mr. McCallum requested the assistance of the board members to escort the Krems delegation during their visit. We are expecting from 10 - 16 people. GrapeFest will be an opportunity for the folks from Parras and Krems to meet and develop their common interests. Update on Palace Theatre Mr. Kakos reported that the demolition phase is moving along very well and the volunteer portion almost complete. The estimated savings are in excess of$100,000. The CVB has helped Yellow Rose Productions to relocate the Grapevine Opry performances to Grapevine High School, their ticket office to the Visitor Information Center and Rocky Gribble to the caboose. i St. Louis Sales Promotion Mr. Kakos reported that Marcy Roitman, Director of Sales, is in St. Louis conducting a sales promotion along with the Embassy Suites and Hyatt Regency DFW. They have some great sales calls lined up and expect 33 up from 25 last year at the luncheon on Friday. Steve Trent said that St. Louis is a good city as it is home to 26 Fortune 500 companies'regional offices. I I Board of Directors Meeting June 24, 1999 Page 3 of 3 NEW BUSINESS GrapeFest - Texas Wine Tribute Mr. McCallum brought before the board a request for their endorsement of the ticket price of$ 95. per ticket and $ 760 per table of 8 for this year's Texas Wine Tribute dinner on Saturday, September 11th at the Hilton DFW Lakes. He reported that the letters to the Heritage Foundation Patron Level Members will be mailed on July 6th and to past attendees on July 13th Any remaining tickets will go on sale July 28th Gary Blagg made a motion to endorse the ticket price. Seconded by Bill Brink. Motion carried. SALES AND MARKETING REPORT Mr. Kakos reported that during March our web site on TTIA received 18, 970 hits and the banner ad received an additional 8,238 hits. Grapevine fared very well compared to the other metroplex locations on the site. He shared collateral from the Metroplex program in which we participate. The program includes a freestanding insert in outer feeder markets and the fulfillment piece is a fun map with coupons. We have received 4,600 responses to date from the vacation guide, which has been inserted in the Sunday paper in key feeder markets. The vacation ad in Southern Living has received 1,031 responses to date; this is ahead of last year's pace. Basketball Congress International (BCI), July 2 - 8, 1999 has picked up their room block. In Grapevine, only the Ramada still has room available. Mr. Kakos shared articles that were generated by the farm FAM held recently. Mr. Bigbie reported that American Airlines in conjunction with Opryland productions is hosting the 2nd evening events during POW WOW 2000. This may be a good opportunity for Grapevine. Mr. McCallum reported that the sales team had met their lead generation goal of 200 for the year with three months left. Mr. Cloud reported that Opryland would be the speaker at an upcoming Chamber luncheon and requested our support. ADJOURNMENT There being no further business to bring before the Board, Phil Cloud made a motion to adjourn, seconded by Steve Trent. ATTEST: DATE: cg t � fjc lbw I I