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Home My WebLink About2002-10-17 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, October 17, 2002 -- 11:30 am 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 Cue V. OLD BUSINESS A. TOWER 16 B. GRAPEFEST DATES VI. NEW BUSINESS A. NATIONAL SALES REPRESENTATION B. SEPTEMBER 11TH MEMORIAL C. HERITAGE CENTER VII. REPORTS A. HERITAGE FOUNDATION B. CHAMBER OF COMMERCE VIII. ADJOURNMENT STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, October 17, 2002 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 Robert Thrailkill Board Member Paul W. McCallum Executive Director George Kakos Assistant Executive Director Darlene Freed Council Liaison Sue Franks Grapevine Chamber Pat Stinson Heritage Foundation (ir Absent: Paul Jennings Board Member Tom Smith Board Member CALL TO ORDER Don Bigbie called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the September 19, 2002 meeting was made by Kathee Livengood and seconded by Ev Barnes. Motion carried. HOTELS/ATTRACTIONS REPORT • Mr. McCallum reported that P.F. Chang Restaurant is opening in the former Grady's location, Blue Goose is opening in the former Black-eyed Pea location, and the Meritage Grill at the Hilton DFW Lakes will be changing to the Texas Grill and Wine Room. • On October 30th the Hilton is teaming with Messina Hof on a Wine dinner. • Paradise Cove is the new name for Sneaky Pete's. • New winery tasting room in the 100 block of S. Main Street. The concept is from Canada. It is a fully functioning winery and customers can make their own wine in Cr five-gallon lots. The winery name is Su Vino, which translates "your wine". They anticipate a January opening. • Date for New Vintage this year is Saturday, April 12th. It will be a one-day event where each winery will do their own event at their winery. The Blessing of the Vines will be a public event that morning and the CVB will provide shuttles to the wineries. The Board of Directors Meeting (imov October 17, 2002 Page 2 of 4 HOTELS/ATTRACTIONS REPORT cont. • DFW Airport is renaming all the parking lots today to make them more user-friendly. • Grapevine High School Homecoming Parade is this evening. Being honored is the 1976 District championship team of which Phil Cloud is a member; former board member Gary Blagg is being inducted into the Grapevine Former Student Hall of Fame. • The CVB has a table for the Anniversary Ball presented by the Women's Division of the Chamber. There are 4 seats available at the table for interested board members. • Jane Nelson is using Engine 2248 as the backdrop for her Christmas card. SALES AND MARKETING REPORT Mr. Kakos shared highlights from the month of September. The convention sales division produced 15 leads representing 8,534 potential roomnights and assisted in closing 2 groups representing 16,810 roomnights. They conducted 2 site inspections. One of the sites was for the Gold Wing Riders Association which represents a total of Cov 10,615 roomnights of which 3,173 are overflow rooms; all utilizing Grapevine hotels. Staff participated in the Meeting Quest Trade Show in Boston that is open to meeting planners in the Northeast. One lead uncovered is for July 2005 or 2007 representing 2,100 total roomnights. There were an additional 13 groups identified with potential for meeting in Grapevine. We were the only bureau from Texas participating in the show. Tourism division generated 3 leads representing 150 attendees and had 5 definite bookings representing 217 attendees with 127 roomnights. Staff is participating in a sales mission in west Texas and conducting radio appearances to support the sales efforts. The outer market promotion for holiday shopping is underway. A flyer is being finalized and the summer coupon book is being reprinted with a new holiday cover. Convention Services assisted 3 groups representing 2,075 attendees. September saw 20,386 visitors assisted through the visitor information centers, which brought the fiscal year total to over a quarter of a million guests. 39,100 brochures distributed during the month, which brought the fiscal year total to just under a million. Communications generated $197,259 in print, $110,079 in electronic fora total media coverage for the month of$307,338. The total for the fiscal year was $2,725,868. OLD BUSINESS Tower 16 Mr. McCallum reported that Tower 16 is our only capital project in the budget for this (ir year. Main Street Days is the target date for completion of the exterior of the building. We will seek other funding sources for refurbishing the interior of the Tower. The Board of Directors Meeting (irf October 17, 2002 Page 3 of 4 OLD BUSINESS cont. GrapeFest Dates Staff recommends that we seek council approval of GrapeFest as a four-day event. Next year's dates would be September 11, 12, 13, and 14. Bill Brink made a motion that staff present to council a recommendation that council consider adoption of GrapeFest as a 4-day event and extend the hours to 10:30 PM on Thursday night. Ev Barnes seconded. Motion carried. NEW BUSINESS National Sales Representation Mr. Kakos presented an opportunity to increase sales on a contract basis with the David Green Organization. They have offices in New York, Chicago, and Washington D.C. There is a retainer fee of $3,000/month with a one-year contract. This company also represents Addison. They would receive a 10% commission on net rooms revenues with our participating hotels. This opportunity would give us representatives in 3 major markets and would be helpful with our events in those markets. Discussion followed. It (or was agreed that staff should pursue the potential with David Green Organization and with our hotel partners. September 11 Memorial Mr. McCallum reported on an effort underway by the American-Memorial group to establish a memorial to the September 11th Flight Crews. He sits on their board and they are considering Liberty Park as the location for the memorial. The concept drawing includes a captain, first officer, 2 flight attendants, and a 10-year old girl. Paul Slechta made a motion to move forward on the project; Robert Thrailkill seconded. After discussion; motion carried. Heritage Center Mr. McCallum reported that on October 1st the CVB took over operation of the Heritage Center and assumed all expenses and liabilities. There will be some restructuring internally to cover the complex. Staff will do a master plan for the Heritage Center to be presented to the board and to the Heritage Foundation. We will assimilate the railroad elements in the complex and recommend moving most of the farming elements to Nash Farms. The area will continue to enhance the educational experience and also be beneficial to citizens. REPORTS (hw Heritage Foundation Pat Stinson reported Nash Farm Round up Day is the 26th of October. The event will start with breakfast that morning. The Heirloom and Native Plant sale on October 4th (rir The Board of Directors Meeting October 17, 2002 Page 4 of 4 REPORTS cont. Heritage Foundation cont. raised $800 for plants at the Nash Farm. There were 27 events in September at the Palace and they are beginning to see repeat business. They will do "dinner and a movie" the first Friday of each month. Chamber of Commerce Sue Franks reported that the Christmas Parade is scheduled for Thursday, December 5th; the Anniversary Ball, which is sold out, is December 7th and Christmas Spirit is December 14th. Also there will be a Christmas Open House at Bank of the West in Grapevine. ADJOURNMENT There being no further business to come before the Board, Ev Barnes made a motion to adjourn seconded by Kathee Livengood. ATTEST: DATE: