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Home My WebLink About1999-05-27 Regular Meeting • CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, May 27, 1999 - 11:30 a.m. GRAPEVINE CONVENTION AND VISITORS BUREAU ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES FROM APRIL 22, 1999 MEETING III. OLD BUSINESS A) UPDATE FROM FY99-00 BUDGET/MARKETING COMMITTEE B) MAIN STREET DAYS REPORT C) UPDATE SISTER CITY COMMITTEES IV. NEW BUSINESS A) GRANTS IN AID REQUEST • V. SALES AND MARKETING REPORT VI. ADJOURNMENT I VW I I I I I , . i STATE OF TEXAS I COUNTY OF TARRANT CITY OF GRAPEVINE I MINUTES IThe Grapevine Convention&Visitors Bureau Board of Directors met on Thursday,May 27, 1999 at the Convention&Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas with the 0 following persons in attendance: Don Bigbie Chairman Gary Blagg Board Member I Philip Cloud Board Member Kathee Livengood Board Member Bill Brink Board Member I Darlene Freed Council Liaison Paul W.McCallum Executive Director George Kakos Director of Sales &Marketing I Steve Trent Board Member Robert Thrailkill Board Member ILAbsent: Phil Parker Board Member I CALL TO ORDER Chairman Bigbie called the meeting to order and welcomed Bob Hamilton, Chamber of Commerce Liaison. I APPROVAL OF MINUTES A motion to approve the minutes from the April 22, 1999 Board Meeting was made by Gary Blagg, seconded by Kathee Livengood. I OLD BUSINESS I Update from FY99-00 Budget/Marketing Committee Mr. McCallum gave opening remarks regarding the growth for the FY2000 Budget and the launching of new programs for the next 3 -5 years as we experience a tremendous increase in I hotel rooms and meeting space. This budget is for marketing existing properties only. The $400,000 for marketing the Opryland Convention Center will be borrowed from the city against future revenue from Opryland. The additional sales manager position is a result of the marketing kwcommittee meetings. Hard copies of the budget will not be available until it has been through the budget process and officially becomes a public document. Mr. Kakos went over the budget figures for revenues and expenditures for the total CVB fund Iincluding the Convention Center. He then shared budget highlights of the Sales, Promotion and I Board of Directors Meeting 1111 May 27, 1999 Page 2 of 3 IIUpdate from FY99-00 Budget/Marketing Committee cont. Administration portion with special emphasis on the marketing plan. Some of the new items III included is a focus group study, additional sales manager, adding a fourth city for marketing, a city video, inclusion in the PCMA data bank, convention group advertising, tourism packages designed around events and a tour operators manual. PDiscussion followed around the Japanese market, working that market through the inbound tour operators, the focus group study, some of the high profile publications, the need to solicit Thursday through Sunday business, a combined marketing approach of "all roads lead to the Pairport (Grapevine)", California(Irvine and the silicon valley) as the fourth city, the international market, the ability to tap into Hilton national resources/research, adding the Grapevine video to Pin-house cable TV in the hotel properties. Don Bigbie shared the results from an g American Airlines/Dallas Fort Worth International Airport/area CVB's meeting yesterday regarding the South American Market. He stated that it 1111 was very clear that Grapevine had been involved in all the successful ventures during the past year. IL° Main Street Days Report There were 77,000 in attendance at Main Street Days Festival, May 14, 15, 16th. There will be I. approximately $ 45,000 in proceeds to benefit the Heritage Foundation after expenses are paid. The volunteer party will be rolled into the "Palace Pride Intermission" at the Palace Theatre on June 6th when the last performance in the present theatre will be performed. Darlene Freed I shared that the Palace Pride group is supporting the renovation via donations of both time and money. She shared that volunteers will do most of the demolition, which begins on June 7th. Anyone can join Palace Pride for $ 25. and there are opportunities to purchase bricks, theatre Iseats or love seats. The new theatre will be a place for everyone to come and enjoy. Update on Sister Cities Committees I Bill Brink shared that an orientation meeting was held yesterday for participants in the Sister City Parras Exchange Trip scheduled for June. The participants will include police, parks, teachers, high school and middle school students, library, city council, sister city, fire, and the P city manager's office. Their agenda is to visit the companion departments and facilities in Parras and to have an exchange of ideas. Local civic organizations are helping to fund the trip for the students and American Airlines is partnering with us through a reduced fare. IIThe Art Exchange Committee is recommending that replicas of the night watchman and the walking to Texas statues be commissioned and sent to Parras and Krems. The cost estimates 111 have come in below budget. ivMayor Tate has issued an official invite to a delegation from Krems for GrapeFest and they have accepted. There will be a city to city accord signing ceremony between our city council and their parliament during the festival weekend. I Board of Directors Meeting May 27, 1999 Page 3 of 3 111 NEW BUSINESS Grants In Aid Request- World Button Accordion Association. Inc. The World Button Accordion Association, Inc. has requested a grants-in-aid for $ 1,043.00 to promote a performance by the Emter Family on November 5th, 1999. Due to the closure of the Palace Theatre for renovation, an additional $ 400. was requested to cover the cost of rental for the Grapevine Convention Center for the performance. A motion was made by Steve Trent to approve the funds, seconded by Gary Blagg. Motion carried. SALES AND MARKETING REPORT Due to the lateness of the hour the sales and marketing report will be carried over to the next meeting. ADJOURNMENT There being no further business to bring before the Board, Bill Brink made a motion to adjourn, seconded by Steve Trent. 1 ATTEST: DATE: I I I I I I • CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, May 27, 1999 - 11:30 a.m. GRAPEVINE CONVENTION AND VISITORS BUREAU ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES FROM APRIL 22, 1999 MEETING III. OLD BUSINESS A) UPDATE FROM FY99-00 BUDGET/MARKETING COMMITTEE B) MAIN STREET DAYS REPORT C) UPDATE SISTER CITY COMMITTEES IV. NEW BUSINESS A) GRANTS IN AID REQUEST • V. SALES AND MARKETING REPORT VI. ADJOURNMENT I VW I I I I Board of Directors Meeting 1111 May 27, 1999 Page 2 of 3 IIUpdate from FY99-00 Budget/Marketing Committee cont. Administration portion with special emphasis on the marketing plan. Some of the new items III included is a focus group study, additional sales manager, adding a fourth city for marketing, a city video, inclusion in the PCMA data bank, convention group advertising, tourism packages designed around events and a tour operators manual. PDiscussion followed around the Japanese market, working that market through the inbound tour operators, the focus group study, some of the high profile publications, the need to solicit Thursday through Sunday business, a combined marketing approach of "all roads lead to the Pairport (Grapevine)", California(Irvine and the silicon valley) as the fourth city, the international market, the ability to tap into Hilton national resources/research, adding the Grapevine video to Pin-house cable TV in the hotel properties. Don Bigbie shared the results from an g American Airlines/Dallas Fort Worth International Airport/area CVB's meeting yesterday regarding the South American Market. He stated that it 1111 was very clear that Grapevine had been involved in all the successful ventures during the past year. IL° Main Street Days Report There were 77,000 in attendance at Main Street Days Festival, May 14, 15, 16th. There will be I. approximately $ 45,000 in proceeds to benefit the Heritage Foundation after expenses are paid. The volunteer party will be rolled into the "Palace Pride Intermission" at the Palace Theatre on June 6th when the last performance in the present theatre will be performed. Darlene Freed I shared that the Palace Pride group is supporting the renovation via donations of both time and money. She shared that volunteers will do most of the demolition, which begins on June 7th. Anyone can join Palace Pride for $ 25. and there are opportunities to purchase bricks, theatre Iseats or love seats. The new theatre will be a place for everyone to come and enjoy. Update on Sister Cities Committees I Bill Brink shared that an orientation meeting was held yesterday for participants in the Sister City Parras Exchange Trip scheduled for June. The participants will include police, parks, teachers, high school and middle school students, library, city council, sister city, fire, and the P city manager's office. Their agenda is to visit the companion departments and facilities in Parras and to have an exchange of ideas. Local civic organizations are helping to fund the trip for the students and American Airlines is partnering with us through a reduced fare. IIThe Art Exchange Committee is recommending that replicas of the night watchman and the walking to Texas statues be commissioned and sent to Parras and Krems. The cost estimates 111 have come in below budget. ivMayor Tate has issued an official invite to a delegation from Krems for GrapeFest and they have accepted. There will be a city to city accord signing ceremony between our city council and their parliament during the festival weekend. I Board of Directors Meeting May 27, 1999 Page 3 of 3 111 NEW BUSINESS Grants In Aid Request- World Button Accordion Association. Inc. The World Button Accordion Association, Inc. has requested a grants-in-aid for $ 1,043.00 to promote a performance by the Emter Family on November 5th, 1999. Due to the closure of the Palace Theatre for renovation, an additional $ 400. was requested to cover the cost of rental for the Grapevine Convention Center for the performance. A motion was made by Steve Trent to approve the funds, seconded by Gary Blagg. Motion carried. SALES AND MARKETING REPORT Due to the lateness of the hour the sales and marketing report will be carried over to the next meeting. ADJOURNMENT There being no further business to bring before the Board, Bill Brink made a motion to adjourn, seconded by Steve Trent. 1 ATTEST: DATE: I I I I I I