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Home My WebLink About2005-06-16 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, June 16, 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. AMERICAN BUS ASSOCIATION (ABA) UPDATE B. MAIN STREET DAYS FINAL REPORT C. DINING CAR ACQUISITION D. WAYFINDING PROGRAM UPDATE VI. NEW BUSINESS A. JULY BOARD MEETING B. 05-06 BUDGET SCHEDULE C. GRANTS-IN-AID REQUEST VII. REPORTS A. HERITAGE FOUNDATION B. CHAMBER OF COMMERCE VIII. 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 MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 9TH DAY OF JUNE 2005 AT 5:00 P.M. Eloise Koehn Budget & Bureau Administrative Manager . _ State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, June 16, 2005 at the Wallis Building, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Ev Barnes Board Member Bill Brink Board Member Kathee Livengood Board Member Paul Slechta Board Member Steve Stinson Board Member Darlene Freed Council Liaison Paul W. McCallum Executive Director George Kakos Assistant Executive Director Absent: Philip Cloud Board Member try Pat Stinson Heritage Foundation Ron Stacy Grapevine Chamber CALL TO ORDER Chairman Bigbie called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the May 19th meeting was made by Bill Brink and seconded by Paul Slechta. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. McCallum reported • Sandi Denton is acting as the General Manager at the Hilton. They are making changes to the lobby and the conference center. • The Baymont won a customer satisfaction award. They are adding a conference room for 50 people and a hot continental breakfast. • Embassy Suites has won a "Conny" award. • The Gaylord is ahead of schedule on the completion of the parking garage and it will open in July. • SummerFest at Gaylord is July 1 —August 31. • A conditional use request has been made for a 6,400 sq-ft 2-story restaurant on S. Main St. The Board of Directors Meeting June 16, 2005 Page 2 of 3 SALES AND MARKETING REPORT Mr. Kakos reported for the month of May that the convention sales division produced 38 leads representing 33,494 potential room nights. The team assisted with 10 definite groups representing 868 room nights. The team conducted 5 site inspections and participated in Conference Direct in Houston, Springtime in the Park in Washington, DC; Affordable Meetings in San Jose and Professional Convention Management Association Leadership Conference in Vancouver. Tourism sales produced 3 leads representing 474 potential room nights, assisted 17 definite groups representing 1,757 room nights and 1,883 attendees. Staff hosted three fam groups, Petroreps from Brazil and two Main Street Days Fams, one for meeting planners and one for tour operators. Destination Services assisted 8 groups representing 11,296 attendees and provided housing assistance for 1,900 total overflow room nights. During the month 67,014 brochures were distributed and 11,544 visitors were assisted at the Visitor Information Center. Volunteers gave 331 volunteer hours during the month. The Convention Center booked 32 events representing 6,296 attendees. In- house catering was $15,461 for the month. The Grapevine Vintage Railroad carried 5,435 passengers for the month that included 22 field trips and 1 charter. Visits to the try Grapevine Vintage Railroad website totaled 21,008 and visits to the general site numbered 39,853. Public Relations generated $58,904 in print and $41,586 in electronic media coverage. OLD BUSINESS American Bus Association (ABA) Update Mr. McCallum reported that Fort Worth and Dallas are both on-board as major sponsors. Each city will host one evening's event and the State will host the third night. The host committee program is in place. Staff has met with the pre-fam committee. The budget has been approved by ABA and we are receiving excellent support from the other cities in Texas. Main Street Days Final Report Mr. McCallum reported that attendance was 100,302 and the proceeds for the Heritage Foundation were $65,714. The per capita expenditure was down due to extreme heat. TABC training was conducted for all CVB staff. Mr. McCallum shared two letters from meeting planners, one tourism and one convention sales. Dining Car Acquisition Mr. McCallum reported that we are running into challenges regarding the transport of the car from where it is presently located to the main rail line. Wavfinding Program Update Mr. McCallum reported that council approved $440,000 for the wayfinding program through equipment bonds. Staff will update some of the program, which was first designed in 2001 and delayed due to 9/11 revenue decreases. . • Board of Directors Meeting June 16, 2005 Page 3 of 3 NEW BUSINESS July Board Meeting Mr. Brink made a motion to abandon the July CVB Board meeting. Steve Stinson seconded. Motion carried. 2005-06 Budget Schedule Mr. Kakos reported that staff met with Bruno Rumbelow last week on our budget. There will be a council workshop in August. Budget adoption is set for September 13, 2005. Capital projects include a trailer for Ms. Grapevine, renovations at the Convention Center, the Keeling House and Christmas Decorations for the Depot area. We have not proposed any additional staff positions. Grants-In-Aid Request Staff presented a grants-in-aid request from the Italian Car Club. Paul Slechta made a motion to approve the grant request in the amount of$5,500; seconded by Ev Barnes. Motion carried with Don Big bie abstaining. REPORTS Heritage Foundation The next Heritage Foundation meeting is scheduled for next week. Chamber of Commerce The Chamber membership continues to grow and there are lots of ribbon cuttings. ADJOURNMENT Mr. McCallum reported that Michael Woody has accepted a position with American Custom Publishing to sell the Grapevine Today life style magazine concept to other CVBs. 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: C