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Home My WebLink About2004-05-06 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, May 6, 2004 -- 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. FARMERS MARKET UPDATE B. B. R. WALL UPDATE VI. NEW BUSINESS A. CONVENTION SERVICES COST STRUCTURE B. GRANT REQUEST - THE TARRANT AREA GUILD OF STORYTELLERS C. MAIN STREET DAYS D. JULY BOARD MEETING VII. REPORTS A. CHAMBER OF COMMERCE B. HERITAGE FOUNDATION VIII. ADJOURNMENT State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, May 6, 2004 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 Kathee Livengood Board Member Paul Slechta Board Member Tom Smith Board Member Steve Stinson Board Member Darlene Freed Council Liaison Pat Stinson Heritage Foundation Paul W. McCallum Executive Director George Kakos Assistant Executive Director Co• Absent: Bill Bretches Board Member Martin Thompson Grapevine Chamber CALL TO ORDER Chairman Bigbie called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the April 15th meeting was made by Bill Brink and seconded by Steve Stinson. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. McCallum shared the following: • Grapevine Ramada has been sold to Pineapple Management out of Covington, Louisiana. The deal will close on May 18 and will be converted to Fairfield Inn by Marriott after a renovation is completed. • Fort Worth Ramada has been purchased by Richard Meyers and Donna Arp. • The Dallas CVB is in the process of rebranding their product. Their claim is to embrace the entire region. • Vetro Glass Works had their private opening last weekend and will host their public opening this weekend. It is a first-class project. The Board of Directors Meeting May 6, 2004 Page 2 of 4 HOTELS/ATTRACTIONS REPORT cont. • Jim White the blacksmith at the Heritage Center is retiring on July 31st. We are in the process of seeking blacksmith artists. • There was a major meeting planners' fam tour at the Gaylord Texan. • Grapevine hotel rates for March led the Metroplex with occupancy rates at 74.4% and an ADR of$113. • Engine 2248 is officially out of service while a timing issue on the locomotive is being resolved. Scott Lindsay will assist with the repairs to the engine. • Engine 2199 will be sandblasted and primed in preparation for new paint. The engine turns 50 this year. Trinity Rail Express is going to paint it in colors of Cabernet and Champagne. Two coaches will be repainted as well. When the train is reintroduced it will be as "Puffy" and the name "Tarantula" will be removed. SALES AND MARKETING REPORT Mr. Kakos reported the convention sales division produced 28 leads representing a potential of 30,926 room nights; 12 of the leads were for 2004. The team assisted with 3 definite groups representing 272 room nights. The Chicago Sales Mission produced 18 appointments and 9 potential leads with 28,675 room nights. The upcoming Sales Fam for Main Street Days has 19 attendees including 14 meeting planners from New York, New Jersey, Chicago, and Des Moines, Iowa. Convention Services assisted 8 groups representing 11,500 delegates. Convention Services assisted two large groups during the month, the Red Hat Society and Arbonne Cosmetics. Texas Travel Counselors Study Tour voted Grapevine the Best City, Embassy Suites the Best Hotel and Big Buck Brewery the Best Restaurant on their tour. Tourism division will host 4 tour operators from Oklahoma City for Main Street Days. The Convention Center booked 33 groups representing 18,283 attendees. The Grapevine Vintage Railroad ridership was 3,558 for the month, which included 386 passengers on the New Vintage Jazz Wine Train. Web traffic was 3,448 visits on the Grapevine Vintage Railroad site and 4,794 on the general site. Public Relations generated $223,205 in print and electronic media coverage. OLD BUSINESS Farmers Market Update Mr. McCallum reported that the Farmers Market was completed for the Grapevine Garden Club event on May 1. The Historic Preservation Commission will determine the color it will be painted. Randy Sullivan was the contractor on the job. The Board of Directors Meeting May 6, 2004 Page 3 of 4 OLD BUSINESS cont. B. R. Wall Update Mr. McCallum reported that the B. R. Wall statue will be dedicated at Main Street Days on Saturday at 11 A.M. on the corner of Wall and Main Streets by City Hall. B. R. Wall's life will be the topic at the Mayor's Breakfast. We have his journals from 1924 to 1936 in which he wrote daily. All the work on the statue is being done here in Grapevine. NEW BUSINESS Convention Services Cost Structure Mr. McCallum shared the proposed rates. The CVB has been in the business for over 20 years. Originally all services were provided on a complimentary basis and most all of the work was done at the Hyatt Regency DFW. Last week we had 36 registration assistants working at one time on a single convention. Part of the reason for the fee schedule is that it creates more of a working relationship with the convention staff and gives a perception of value. Staff checked with other CVB's and recommends the attached rates. Kathee Livengood made a motion that the board approve the recommended fee schedule and seconded by Phil Cloud. Discussion followed. Motion carried. Grant Request - The Tarrant Area Guild of Storytellers Mr. Bigbie presented the grant request from the Tarrant Area Guild of Storytellers. Staff recommends approval. Bill Brink made a motion to approve the grant as written in the amount of$900; Tom Smith seconded. Motion carried. Main Street Days Mr. McCallum shared the collateral and events of Main Street Days. The media event will be a Charity Plate Toss with $2,000 in baby food, diapers, etc. going to the Tarrant County or Dallas County food bank. On Friday night will be the dedication of Tower 16 and on Saturday morning will be the Mayor's Breakfast and dedication of the B. R. Wall statue. Other events include 6 stages of entertainment, jazz band competition, international wine area, and handcar races. July Board Meeting Mr. Bigbie presented the cancellation of the July Board Meeting. There are 10 meetings required and 12 are scheduled and staff recommends the cancellation. The July Board meeting was canceled by consent. The Board of Directors Meeting May 6, 2004 Page 4 of 4 REPORTS Chamber of Commerce Darlene Freed reported there were 168 new members last year showing phenomenal growth. Kathee Livengood added there was also tremendous increase in participation. Phil Cloud reported this growth was also reflected in the Ambassador's group. Heritage Foundation Pat Stinson reported that the children's heritage tours by Sarah Cloud have brought the night watchman to life. Over 1,000 people attended the event at Nash Farm over New Vintage weekend. ADJOURNMENT Darlene Freed reported a unanimous consensus to move forward on the aviation museum. Jim Crites made a presentation to Council on May 4th. Tom Smith proposed that the hotels should come together for discussion on a shuttle service to benefit the tpf hotel properties and downtown. Mr. Bigbie read a statement from Bill Bretches to the board. Bill will be opening the Embassy Convention Center in Frisco, Texas. There being no further business to come before the board; Ev Barnes made a motion to adjourn; seconded by Tom Smith. Motion carried. ATTEST: DATE: