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Home My WebLink About2004-01-15 Regular Meeting LorCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, January 15, 2004 -- 11:30 a.m. HYATT REGENCY DFW - INNOVATION A P. O. BOX 619014, DFW AIRPORT, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. HOTELS/ATTRACTIONS REPORT IV. SALES AND MARKETING REPORT (IPV V. OLD BUSINESS A. TOWER 16 REPORT VI. NEW BUSINESS A. 2004 SALES STRATEGY VII. ADJOURNMENT STATE OF TEXAS COUNTY OF TARRANT (iw CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, January 15, 2004 at the Hyatt Regency DFW, DFW Airport, Texas with the following persons in attendance: Don Bigbie Chairman Ev Barnes Board Member Bill Bretches Board Member Bill Brink Board Member Darlene Freed Council Liaison Kathee Livengood Board Member Tom Smith Board Member Steve Stinson Board Member Ronny Nordling Grapevine Chamber Roger Nelson City Manager Paul W. McCallum Executive Director George Kakos Assistant Executive Director Absent: Philip Cloud Board Member Paul Slechta Board Member Pat Stinson Heritage Foundation CALL TO ORDER Don Bigbie called the meeting to order and thanked Tom Smith for hosting the meeting at the Hyatt. Mr. McCallum is attending an important TTIA (Texas Travel Industry Association) board meeting that will impact the state tourism industry. APPROVAL OF MINUTES A motion to approve the minutes from the December 9th meeting was made by Ev Barnes and seconded by Steve Stinson. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. Kakos reported that the Special Occasions shop is moving into the Westwood Center. Renata is the new spa that has moved into the former Thompson funeral location on East College. The steam locomotive is undergoing her annual inspection and during this down time staff is working on renovations and repairs to the coaches. The HDGA (Historic Downtown Grapevine Association) has 71 merchant members and has asked Tim Weinheimer to act as their marketing agent. The TTIA Unity Dinner is February 25th. The Joey Wilkins Foundation Benefit netted just under $50,000. Mr. Kakos thanked everyone that participated as a volunteer, player, or sponsor. Ev Barnes reported that at Grapevine Mills food court there were 2 closings and 3 openings. Dick �,, Clark's space has been turned back to the mall and it is expected that they will seek another restaurant for that space. Midnight Rodeo is planned to come in where Just For Feet was located. Roger Nelson added that the aquarium folks hope to break ground in February and expect 1.2 million visitors the first year. The Board of Directors Meeting January 15, 2004 Page 2 of 3 SALES AND MARKETING REPORT Mr. Kakos shared highlights from the month of December. The convention sales division produced 20 leads representing 34,416 potential roomnights. Fifteen of the leads were for 2004. The team assisted in closing 4 groups representing 3,868 roomnights. Staff participated in 5 site inspections and participated in Holiday Showcase in Chicago where they had 116 visitors to their booth and brought back 6 potential leads. Convention Services assisted 3 groups with 1,130 attendees. Tourism division published one lead representing 160 potential roomnights and assisted with 3 definite bookings representing 240 roomnights. They distributed holiday "thank yous" to the Texas travel information centers. The Convention Center booked 24 groups representing 3,660 attendees. The Grapevine Vintage Railroad had 3,608 passengers on the school polar express runs; 2,629 on the public polar express runs, and 11 charters for a total ridership for December of 8,117. The train web site had 3,979 visits and the CVB web site had 2,258. Communications had $182,948 in media coverage. OLD BUSINESS Tower 16 Report Mr. Kakos reported that we are ten days away from having the exterior completed on Tower 16 and that it is being returned to a pristine condition. NEW BUSINESS 2004 Sales Strategy Mike Kemp reported that he has been with the bureau for 90 days and he has made adjustments in staffing and territories. Mickey Gorman is the newest sales manager and will be handling the association market in the Mid Atlantic area which he is very familiar with. Janet Williams will focus on the Midwest and Texas markets. Susan Burk will focus on the Northeast market and also is responsible for the West Coast. Eleanor George Velasco will focus on groups of 75 or less. Laurie Hasty has replaced Eleanor in the sales administrative role. Each salesperson is writing their own sales strategy for their respective territories. They will focus on the following key strategies, supported by key initiatives and action plans: Market Overview, Destination Sell, Customer Relationship Management, Direct Sales, and Tactical marketing actions and initiatives designed to stimulate demand. Staff will be doing such things as developing and retaining our best customers, looking horizontally within present client companies, soliciting new business, researching data bases, and participating in trade shows. Mr. Smith suggested we might need to look at a rebooking incentive between properties. REPORTS Chamber of Commerce Ronny Nordling reported that Su Vino's will host a chamber mixer on January 22"d. Eric Peterson will be the speaker at the Chamber luncheon in either February or March. Todd Spears is trying to put together a LPGA event in Grapevine for April 2005. The Board of Directors Meeting January 15, 2004 Page 3 of 3 REPORTS cont. Heritage Foundation: Bill Brink reported that the Foundation board meeting will be next week. Darlene Freed added that the shift in entertainment at the Palace is exciting. They will again host a dinner and a movie on February 14, 2004 ADJOURNMENT There being no further business to come before the Board, Ev Barnes made a motion to adjourn; seconded by Kathee Livengood. tor ATTEST: DATE: