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HomeMy WebLinkAbout2002-04-25 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, April 25, 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 try V. OLD BUSINESS A. GRANTS IN AID STATEMENT B. SUMMER HOTEL INTERNS C. LOCOMOTIVE 771 VI. NEW BUSINESS A. RAILROAD HERITAGE COLLECTION VII. REPORTS A. HERITAGE FOUNDATION REPORT 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, April 25, 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 Paul Jennings Board Member Kathee Livengood Board Member Phil Parker Board Member Tom Smith Board Member Darlene Freed Council Liaison Sue Franks Grapevine Chamber Paul W. McCallum Executive Director George Kakos Assistant Executive Director tir Absent: Robert Thrailkill Board Member Pat Stinson Heritage Foundation CALL TO ORDER Don Bigbie called the meeting to order and welcomed Sue Franks to the board as the new Chamber representative. He thanked Phil Parker for chairing last month's meeting in his absence. APPROVAL OF MINUTES A motion to approve the minutes from the March 21, 2002 meeting was made by Bill Brink and seconded by Ev Barnes. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. McCallum reported that the Liberty House B & B would be going up for sale. The Allens are moving to Houston. Their intent is to sell it as a B & B if at all possible. Neiman Marcus Last Call will open at Grapevine Mills the end of this week. Tap-In next door to the cigar shop has opened and had their ribbon cutting this past Tuesday. As a result of discussion at the last quarterly DOS meeting, CVB staff has started a destination training program for hotel staff including, sales, convention service and front Ce desk staff. The first training session will be on May 8th Mr. McCallum shared the Main Street Days poster and brochure with the board. The theme this year is music and there is an excellent slate of entertainment for the festival. The Mayor's Recognition Breakfast will once again be at the Visitor Information Center The Board of Directors Meeting April 25, 2002 Page 2 HOTELS/ATTRACTIONS REPORT cont. at 9 am. Following the breakfast there will be an unveiling of plaques on several of the train cars. Darlene Freed offered copies of the entire entertainment schedule. She also stated there were some street layout changes and improvements to some of the stage areas. SALES AND MARKETING REPORT Mr. Kakos shared highlights from the month of March. The convention sales team produced 18 leads representing 7,225 potential roomnights and conducted 5 site inspections. Three groups went definite representing 79 roomnights. Convention Services worked with three groups with a total of 3,560 delegates. Tourism division generated 6 leads representing 422 participants with a potential 290 roomnights and had 7 definites with 495 attendees and 50 roomnights. 30,105 visitors were assisted through the visitor information centers and 125,550 brochures were distributed. The Grapevine Steam Excursion Train had 5,180 passengers during the month. Communications generated $194,000 in electronic and print coverage. The final report Csof on the New York Sales Mission shows that the team made 33 sales calls and visited with 50 meeting planners. Two leads have been published to date and 24 other potential leads were identified. Staff participated in the MPI Marketplace in Kansas City where Grapevine was presented to 103 meeting planners. To date 7 meeting planners are signed up to attend the Main Street Days Fam. Javier Rodriguez received the Gene Phillips Tourism Award presented by the Tourism Division of the Texas Department of Transportation at their annual awards luncheon on April 11th in South Padre Island. The entire board offered congratulations, admiration and appreciation to Javier on his winning this prestigious award. OLD BUSINESS Grants In Aid Statement Mr. McCallum recommended two statements to be added to the Grants in Aid materials: One to Section A on page 1 of the Grants In Aid Agreement which would read ...and may only be used to promote entertainment art forms suitable for general audiences. One to be added to the grant proposal acceptance letter which would read In accordance with the Grant request rules, funds from the CVB may only be used to promote general audience entertainment or art forms and promotional literature must carry the byline "Funded in part by Grapevine Convention and Visitors Bureau Grant". Paul Jennings made a motion for approval of the addition of both of these statements; Bill Brink seconded. Discussion followed. Motion carried. . . th, The Board of Directors Meeting April 25, 2002 Page 3 of 3 OLD BUSINESS cont. Summer Interns Mr. McCallum reported that the two girls discussed at last month's meeting have found placements in Scotland. Staffs intent is to ascertain if our hotels could accommodate an eight-week or twelve-week summer internship program as we expect future requests for internships from Krems. Tom Smith stated that Hyatt has a policy to pay all their interns and there would be interest from Hyatt for international interns. He stated it was important to communicate to the interns exactly what their responsibilities would be to avoid confusion. CVB staff will pursue this opportunity with the hotels. Locomotive 771 Mr. McCallum reported that a local group in Victoria has been given a 60-day window to develop a plan for the relocation of locomotive 771. It is expected that they will have moved forward on a plan at the end of 60 days and that a request for additional time would be forthcoming. There is another locomotive in Indiana that we will look at in the next couple of weeks. In Roseville, the board continues to delay the decision on 2252. NEW BUSINESS Railroad Heritage Collection The Trinity Valley Railroad Association has a large collection of railroad memorabilia. Over the last several years there have been conversations regarding the purchase and/or display of some of their collection. Mr. McCallum requested board approval to enter into negotiations regarding the collection. Phil Parker made a motion that the board empower Mr. McCallum to enter into negotiations with Trinity Valley Railroad Association regarding acquisition of their railroad memorabilia and that any agreement would be brought before the board for approval. Paul Jennings seconded. Discussion followed. The motion carried. REPORTS Heritage Foundation None given Chamber of Commerce Sue Franks reported that the Chamber Planning Retreat is scheduled for Friday, April 26 at Cross Timbers Winery. It is a goal to open communications between Chamber members and the CVB. ADJOURNMENT There being no further business to come before the Board, Phil Cloud made a motion to adjourn seconded by Kathee Livengood. ATTEST: DATE: