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HomeMy WebLinkAbout2005-08-18 Regular Meeting (pfCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, August 18, 2005 -- 11:30 a.m. WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. OATH OF OFFICE III. APPROVAL OF MINUTES IV. HOTELS/ATTRACTIONS REPORT (iv V. SALES AND MARKETING REPORT VI. OLD BUSINESS A. AMERICAN BUS ASSOCIATION (ABA) UPDATE B. 2005 — 2006 CITY BUDGET UPDATE VII. NEW BUSINESS A. GRANTS-IN-AID REQUEST B. 2005 — 2006 MEETING CALENDAR C. DALLAS / FORT WORTH MARKETING VIII. REPORTS A. HERITAGE FOUNDATION B. CHAMBER OF COMMERCE IX. ADJOURNMENT State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, August 18, 2005 at the Wallis Building, Grapevine, Texas with the following persons in attendance: Ev Barnes Board Member Bill Brink Board Member Philip Cloud Board Member John Imaizumi Board Member Kathee Livengood Board Member Paul Slechta 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 George Kakos Assistant Executive Director Absent: Don Bigbie Chairman CALL TO ORDER Kathee Livengood, filling in for Chairman Bigbie, called the meeting to order. OATH OF OFFICE Sallie Andrews administered the Oath of Office to re-appointed board members, Kathee Livengood, Steve Stinson and Ev Barnes; and to new board members John Imaizumi and Mark Wasiak. APPROVAL OF MINUTES A motion to approve the minutes from the June 16th meeting was made by Bill Brink and seconded by Ev Barnes. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. McCallum reported • August 4th was a Ribbon Cutting for Spring Hill Suites. • Discussion is still underway concerning Great Wolf Lodge C . Shared a letter from North Texas Commission regarding sponsorship of the Grand ,,, Opening of Terminal D at DFW Airport • In July the Terraces became Verizon Place Hotel & Conference Center The Board of Directors Meeting August 18, 2005 Page 2 of 4 HOTELS/ATTRACTIONS REPORT cont. • Several new restaurants in Terminal D include; Bleu Mesa, Blue bamboo, Reatta Grill, Bennigan's, La Duni Latin Café, Tigin Irish Pub • Tolberts has secured space in the renovated Guest Building to open a 170 seat Chili Parlor • Gary Farina, Antique Revival is planning to open a winery in one of his storefronts and Gourmet Concepts has applied to sell wine in their shop • The founders of Cool River has presented a concept for four restaurants on land located on Main Street south of Texas Bank • The annual Parras Mission had seven participants. This mission included participation in the coronation ceremony and a side trip to Cuatro Cienegas. They surveyed the progress at the orphanage, hospital and the fire station. The Magic Cities Program is ongoing. Bill Brink added that they were able to be very involved in the grape stomping at the church and that the orphanage visit is the most moving experience of the trip. • The Krems Sister City Mission is planned for October 20 — 29, 2005. The mission will focus on tourism related education, their new agritourism program, grape harvest, and the planting of a Texas tree in honor or Erich Salomon, a founder of our Sister City program. • GrapeFest fam tours include convention sales with 16 meeting planners, tourism with 11 tour planners and media with 6 writers. We will also host delegations from the National Cherry Festival and from Parras. SALES AND MARKETING REPORT Mr. Kakos reported for the month of June that the convention sales division produced 27 leads representing 32,028 potential room nights. The team assisted with eight definite groups representing 7,892 room nights. The team conducted four site inspections and one bid presentation to the National Sheriffs Association. The team participated in Affordable Meetings in San Jose, CA and The Reunion Network in Irving, TX. Tourism sales produced five leads representing 330 potential room nights, assisted eight definite groups representing 274 room nights and 229 day visitors and conducted two site inspections. Destination Services assisted seven groups representing 13,080 attendees. During the month 64,016 brochures were distributed and 9,378 visitors were assisted at the Visitor Information Center. Staff mailed 5,055 information packets to potential leisure visitors. The Convention Center booked 26 events representing 11,956 attendees. The Grapevine Vintage Railroad carried 5,015 passengers for the month C that included 19 field trips and 1 charter. Visits to the Grapevine Vintage Railroad website totaled 23,207 and visits to the general site numbered 32,419. Public Relations generated $66,972 in print and $9,246 in electronic media coverage. (iw Board of Directors Meeting August 18, 2005 Page 3 of 4 SALES AND MARKETING REPORT cont. Mr. Kakos reported for the month of July that the convention sales division produced 25 leads representing 10,274 potential room nights. The team assisted with 13 definite groups representing 8,458 room nights. The team conducted seven site inspections and participated in Meeting World Trade Show in New York, a sales mission to Washington DC and one to Austin. Tourism sales produced 11 leads representing 1,031 potential room nights, assisted 18 definite groups representing 1,656 room nights and 20 day visitors and conducted two site inspections. Destination Services assisted 12 groups representing 14,750 attendees. During the month 64,431 brochures were distributed and 13,908 visitors were assisted at the Visitor Information Center. Staff mailed 7,385 information packets to potential leisure visitors. The Convention Center booked 28 events representing 9,425 attendees. In-house catering revenue for the first 10 months is $125,574 as compared to $115,631 for all of last year. The Grapevine Vintage Railroad carried 5,898 passengers for the month. Visits to the Grapevine Vintage Railroad website totaled 23,680 and visits to the general site numbered 39,193. Public Relations generated $51,917 in print and $20,418 in electronic media coverage. Coverage from the Grape Stomp last weekend at Delaney Vineyard aired on 28 stations from California to Washington, DC. OLD BUSINESS • American Bus Association (ABA) Update Mr. McCallum reported that the sponsorship goal is $500,000 and that over $300,000 has been raised to date. Fort Worth and Dallas are both on-board as major sponsors. Pre Fam Tours are coming along very well. The Gaylord Texan is the host hotel for the 2007 meeting. 2005 — 2006 City Budget Update Mr. McCallum reported that Council has another workshop on the budget tomorrow. NEW BUSINESS Grants-in-Aid Request Mr. McCallum presented the Grants-in-Aid Request for the Grapevine Homecoming Parade in the amount of$2,500. Next year is the 100th Anniversary of the Grapevine School District and next year's request will be larger. Phil Cloud made a motion to approve the Grants-in-Aid Request for $2,500; Ev Barnes seconded. Motion carried. 2005 - 2006 Meeting Calendar Mr. McCallum distributed the proposed 2005 — 2006 meeting calendar to the board. Pending any changes the calendar will be adopted at the September board meeting. Kathee Livengood asked everyone to check the proposed calendar against their schedules and to report any conflicts. n► • Board of Directors Meeting August 18, 2005 Page 4 of 4 NEW BUSINESS cont. Dallas / Fort Worth Marketing Dallas and Fort Worth have formed a marketing consortium for marketing beyond a 500-mile radius. They have approached the bureau regarding participation in this effort. Mr. McCallum requested the board's philosophy regarding participation in this approach to outer marketing while maintaining our local/regional program as is. Bill Brink made a motion to endorse Mr. McCallum to move forward with the Dallas / Fort Worth Marketing Program. John Imaizumi seconded. Motion carried. REPORTS Heritage Foundation Pat Stinson reported that Nash Dash would take place at GrapeFest with Peck the Wonder Chicken. The Jubilee is scheduled for November 11t" at Austin Ranch. Hilton is a major partner with this program. Fall Round Up is on October 22nd from 10 a.m. to 1 p.m. at Nash Farm. Chick-Fil-A has partnered with the Heritage Foundation and is donating 20% of their sales on Tuesdays to the Foundation. Chamber of Commerce (kur Ron Stacy reported that membership is 771, an increase of 109 since March 1, 2005. They have had 60 ribbon cuttings since March 1, 2005 and 89 of the 109 new members have attended a new member's breakfast. August 31st is the ribbon cutting for the unveiling of Ilovegrapevine.com. AT THIS TIME THE BOARD CONVENED IN EXECUTIVE SESSION UPON RECONVENING IN OPEN SESSION Kathee Livengood asked if there was any action necessary relative to the closed session. Paul W. McCallum stated there was no action necessary relative to the closed session pursuant to Section 551.072, Texas Government Code. ADJOURNMENT There being no further business to come before the board; Ev Barnes made a motion to adjourn; seconded by Bill Brink. Motion carried. ATTEST: DATE: CITY OF GRAPEVINE, TEXAS �r GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, August 18, 2005 -- 12:30 p.m. WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA CALL TO ORDER EXECUTIVE SESSION I. Board of Directors to conduct a closed session relative to: A. Real property relative to acquisition of Toon property pursuant to Section 551.072, Texas Government Code. Board to reconvene in open session and take any necessary action relative to real property under Section 551.072, Texas Government Code. Cor II. ADJOURNMENT IF YOU PLAN TO ATTEND THIS SPECIAL PUBLIC MEETING AND YOU HAVE A DISABILITY THAT REQUIRES SPECIAL ARRANGEMENTS AT THE MEETING, PLEASE CONTACT THE GRAPEVINE CONVENTION & VISITORS BUREAU AT (817) 410-3185 AT LEAST 24 HOURS IN ADVANCE OF THE MEETING. REASONABLE ACCOMMODATIONS WILL BE MADE TO ASSIST YOUR NEEDS. IN ACCORDANCE WITH TEXAS GOVERNMENT CODE, CHAPTER 551.001 et seq, ACTS OF THE 1993 TEXAS LEGISLATURE, THE GRAPEVINE CONVENTION & VISITORS BUREAU ADVISORY BOARD EXECUTIVE COMMITTEE MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 12TH DAY OF AUGUST 2005 AT 5:00 P.M. Eloise Koehn Budget & Bureau Administrative Manager C