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Home My WebLink About2002-09-19 Regular Meeting (irCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, September 19, 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 (ir V. OLD BUSINESS A. GRAPEFEST RECAP B. FY 02-03 BUDGET VI. NEW BUSINESS A. GRANTS IN AID REQUEST B. 2002 - 2003 MEETING SCHEDULE VII. REPORTS A. HERITAGE FOUNDATION B. CHAMBER OF COMMERCE VIII. ADJOURNMENT 4 . STATE OF TEXAS (iry COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, September 19, 2002 at the Wallis Building, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Ev Barnes Board Member Philip Cloud Board Member Paul Jennings 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 tior Absent: Bill Brink 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 August 15, 2002 meeting was made by Phil Cloud and seconded by Paul Jennings. Motion carried. HOTELS/ATTRACTIONS REPORT • Mr. McCallum reported that the Grapevine CVB participated in Texas Association of Convention & Visitor Bureaus idea fair going up against the larger cities in the budgets over one million dollars category. Grapevine received the following awards: 1st Place - Local Awareness; 1st Place Cooperative Marketing; 1st Place - Convention Promotion; 2nd place - Tourism Group Tour Incentive Package and 1st Place - Best of Show. Best of Show is a "People's Choice" award for the best family of promotions. • New wine boutique is opening in Westwood Business Centre. It is based on Canadian wine making shops where you custom blend your wine from concentrates (ireto fit your tastes. • Mr. Thrailkill reported that the Dallas CVB has raised their membership rates about 15%. 1 The Board of Directors Meeting Cr September 19, 2002 Page 2 of 3 SALES AND MARKETING REPORT Mr. McCallum shared highlights from the month of August. The convention sales division produced 15 leads representing 20,019 potential roomnights and conducted 7 site inspections. Five groups went definite representing 8,175 roomnights. Sales staff participated in Affordable Meetings East in early September and had 7 meeting planners and 2 guests participate in the GrapeFest FAM. Mr. McCallum read excerpts from two of the letters received from the meeting planners who participated in the GrapeFest FAM. Tourism division generated 5 leads representing 317 attendees and had 2 definites with 45 roomnights. Staff participated in 2 trade shows; a DFWATC Sales Mission to Oklahoma City and the Kaleo Holiday Showcase. August saw 18,862 visitors assisted through the visitor information centers and 148,300 brochures distributed. Communications generated $157,193 in print, $48,074 in electronic for a total media coverage of$205,267. Mr. Bigbie stated for the minutes that the Board recognized and appreciated the CVB Staff for all of their efforts with GrapeFest and for the awards won at TACVB. tir OLD BUSINESS GrapeFest Recap The board recognized Gayle Hall for all of her efforts on GrapeFest and Gayle thanked the board for their support. Mr. Bigbie shared an anecdote on branding. GrapeFest is a part of the branding for this community. There was a new record for the Guinness Book set at GrapeFest for the most grapes caught in the mouth in a minute (58 grapes). Mr. McCallum thanked the board members for all their hard work; recognizing Robert Thrailkill and his staff for the Texas Wine Tribute and especially Lori Hickey for the grand entry, Tom Smith and his staff for the Mayor's Breakfast, Mayor's Luncheon and the Champagne Brunch. Friday night was a fabulous auction event chaired by Kathee Livengood, who worked every night the last weeks before the festival. The auction is probably the most labor intensive of all the events. Bill Brink and Gina Yates did a great job with the international wine area. Phil Cloud, Darlene Freed, and many others helped with Parras and our other delegations. There were 5 groups with us for the festival. The Grand Opening went very well. The Wednesday night setup time was a great boost to getting the festival up and going. We will go back to council to request to continue with a 4-day event. Over $268,000 was raised for the Palace Theatre Debt Retirement. Media events started on Monday and there was good media coverage buildup through the week. Thursday we saw a lot of young families with strollers. The local citizens saw the Thursday as more of an event for them. For the first time, attendance broke the 200,000 mark and we set a new record for the donation to the Palace. The number of volunteers is close to 3,000 and there are 78 people on the (1, steering committee. Other comments were shared by board members. FY 02-03 Budget Council adopted our 02-03 budget on Tuesday, September 10th. Our budget overall is down about 5% from last year. • , The Board of Directors Meeting September 19, 2002 Page 3 of 3 NEW BUSINESS Grants-in-Aid Request Mr. McCallum presented a Grants-in-Aid request from the Grapevine High School Ex Students Association for the Homecoming Parade in the amount of $2,500 for publicity and promotion. Staff recommends approval. Phil Cloud made a motion to approve the request as stated, Kathee Livengood seconded. Motion carried. 2002 - 2003 Meeting Schedule Mr. Bigbie presented the Meeting Schedule for 2002 - 2003. After discussion it was agreed to accept the schedule as printed. REPORTS Heritage Foundation Pat Stinson reported there will be an Heirloom and Native Plant sale on October 4th to raise money for gardens at the Nash Farm. Also, that evening will be a movie at the Palace. October 26th will be the Roundup, including the dedication of the Nash Farm Cemetery, pumpkin decorating, the building of a corral and branding of the corral along Cir with other activities. The Heritage Foundation is very appreciative of everyone who has worked so hard on GrapeFest. Chamber of Commerce Sue Franks reported that the 911 Breakfast went very well. The Chamber continues to work on their outreach program and the Chamber Golf Tournament is scheduled for September 30th. The Chamber is in search of a good fundraiser, possibly something in connection with the festivals. The first Christmas Parade meeting is tomorrow at the Chamber Office. ADJOURNMENT There being no further business to come before the Board, Ev Barnes made a motion to adjourn seconded by Paul Jennings. ATTEST: DATE: