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Home My WebLink About2005-09-15 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, September 15, 2005 -- 11:30 a.m. WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. HOTELS/ATTRACTIONS REPORT IV. SALES AND MARKETING REPORT V. OLD BUSINESS A. 2005 - 2006 MEETING CALENDAR B. AMERICAN BUS ASSOCIATION (ABA) UPDATE C. GRAPEFEST RECAP D. TOON PROPERTY UPDATE E. FY 05-06 BUDGET VI. REPORTS A. HERITAGE FOUNDATION B. CHAMBER OF COMMERCE VII. ADJOURNMENT c State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, September 15, 2005 at the Wallis Building, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Ev Barnes Board Member Bill Brink Board Member Philip Cloud Board Member John Imaizumi Board Member Kathee Livengood Board Member Steve Stinson Board Member Mark Wasiak Board Member Darlene Freed Council Liaison Pat Stinson Heritage Foundation Ron Stacy Grapevine Chamber Paul W. McCallum Executive Director (lw Absent: Paul Slechta Board Member George Kakos Assistant Executive Director CALL TO ORDER Chairman Bigbie called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the August 18th meeting was made by Phil Cloud and seconded by Ev Barnes. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. McCallum reported • Great Wolf Lodge has announced they will be developing a 404-room property with an indoor water park in Grapevine. It will be located on the former Trencor property at Texan Trail and Hwy. 26. • The Dallas Morning News stated that the Dallas Convention Center is twelve million dollars short for the next fiscal year. • Festival staff is attending International Festivals and Events Association's annual conference in San Antonio where they were presented two silver and two bronze awards for festival collateral. The Board of Directors Meeting September 15, 2005 Page 2 of 4 HOTELS/ATTRACTIONS REPORT cont. • The CVB will host a Sister City Student Group of 29 arriving today. The students will attend Grapevine High School, working on an art project and ecology center project while they are here. SALES AND MARKETING REPORT Mr. McCallum reported for the month of August that the convention sales division produced 41 leads representing 30,852 potential room nights. The team assisted with 15 definite groups representing 3,833 room nights. The team conducted 11 site inspections and two bid presentations. The team participated in the American Society of Association Executives convention in Nashville welcoming 44 visitors to the booth. Staff hosted a reception and dinner for the American Airlines Global Sales Team with 65 attendees. Tourism sales produced five leads representing 426 potential attendees and 210 potential room nights. Staff assisted with 12 definite groups representing 315 room nights and 756 attendees. Staff attended the San Antonio Home and Garden Show, conducted three client site inspections and two site inspections for the DFW International Airport Ambassadors. Cry Destination Services assisted six groups representing 4,460 attendees. During the month over 50,000 brochures were distributed and 124,000 GrapeFest brochures were direct mailed, over 8,000 guests were assisted at the Visitor Information Center and 4,237 information packets were mailed. The Convention Center booked 55 future groups representing 32,956 attendees. The Grapevine Vintage Railroad carried 3,083 passengers for the month that included 8 groups and 2 promotional runs. Public Polar ticket sales went online Monday and by Tuesday we had 43 tickets sold. Visits to the Grapevine Vintage Railroad website totaled 19,900 and visits to the general site numbered over 39,000. Public Relations generated $83,497 in print and $65,888 in electronic media coverage. Regarding the GrapeFest fams — to date Convention sales has generated 4 leads, tourism has generated 10 leads and 2 fam attendees want to move to Grapevine! OLD BUSINESS 2005 — 2006 Meeting Calendar Meeting Calendar was approved as printed. American Bus Association (ABA) Update Mr. McCallum reported that the site selection for the Texas evening during ABA has been narrowed down to Lone Star Park, Mesquite Rodeo Arena and Texas Motor Speedway. Mark Chestnut is the entertainment for 2006 ABA meeting in Nashville in early February. (be Board of Directors Meeting September 15, 2005 Page 3 of 4 GrapeFest Recap Mr. McCallum reported that attendance for GrapeFest was 242,775 and $330,340 was raised for the Heritage Foundation. Additionally $24,000 went to civic clubs for work done directly for the festival such as manning gates and over $44,400 was raised by civic clubs through their festival booths. $28,675 was raised through the auction for Texas Wine & Grape Growers Association and $15,875 for Parras projects. $21,301 was raised for the American Red Cross Hurricane Katrina Relief efforts. Steve Spaulding set a new world record by catching 60 grapes in his mouth in one minute. People's choice had 117 wine entries. The Nash Dash, a first time event at Nash Farm, had 90 runners. Toon Property Update Mr. McCallum reported that the purchase of the Toon property went before Council on September 6th and approval was given to purchase the property for $310,000. The offer was accepted. Paperwork is now at the title company and we will close on or before September 30, 2005. FY 05-06 Budget Mr. McCallum reported that Council worked on the process up to the last minute and passed the budget Tuesday night, September 13th. The occupancy tax revenues are set at $8,301,000 and along with other revenues brings the total CVB revenue budgeted to 9.8 million. For the first time in several years, the CVB has a fund balance of $600,000. The Convention Center is now paid for. The last incentive payment to Gaylord is in this coming budget year. Marketing and advertising is $2,176,325. The budget includes $485,000 in capital projects. This includes $375,000 for the Convention Center for carpet, painting and repairs to the air walls. We have not spent any money on the Convention Center in several years. $60,000 is budgeted for the interior of the Keeling House and $50,000 for Christmas decorations for Main Street, Liberty Park Plaza and the Depot area. REPORTS Heritage Foundation Pat Stinson thanked everyone on the board and staff for all the work on GrapeFest. The Heritage Foundation was delighted with their booth at GrapeFest. Peck the Wonder Chicken was a huge hit. We are busy working on Jubilee. Chamber of Commerce Ron Stacy reported that the Chamber has 15 new members. Upcoming Chamber mixers will be held at the Melting Pot in Southlake and Salt Water Willy's by Grapevine Mills. Leadership Grapevine is in full swing with 14 candidates. Linda Oliver and Chuck Pomerantz are two new board members. Board of Directors Meeting September 15, 2005 Page 4 of 4 ADJOURNMENT In closing Mr. McCallum reported that Thomas HolzI would be arriving tomorrow to spend 6 weeks here. He is the son of the Burgermeister and will be doing an internship with the CVB. There being no further business to come before the board; Ev Barnes made a motion to adjourn; seconded by Steve Stinson. Motion carried. ATTEST: DATE: