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Home My WebLink About2002-02-21 Regular Meeting CITY OF GRAPEVINE, TEXAS (kW GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, February 21, 2002 -- 11:45 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 V OLD BUSINESS A STEAM ENGINE 2252 UPDATE B TOWER 16 UPDATE C GRAPEFEST UPDATE VI NEW BUSINESS tor A KREMS WORK EXCHANGE PROGRAM B WINE PRESS SHIPMENT C NEW VINTAGE WINE EXPERIENCE VII REPORTS A HERITAGE FOUNDATION UPDATE B CHAMBER OF COMMERCE UPDATE VIII ADJOURNMENT IF YOU PLAN TO ATTEND THIS SPECIAL PUBLIC MEETING AND YOU HAVE A DISABILITY THAT REQUIRES SPECIAL ARRANGEMENTS AT THE MEETING, PLEASE CONTACT THE GRAPEVINE CONVENTION & VISITORS BUREAU AT (817) 410-3185 AT LEAST 24 HOURS IN ADVANCE OF THE MEETING. REASONABLE ACCOMMODATIONS WILL BE MADE TO ASSIST YOUR NEEDS. IN ACCORDANCE WITH TEXAS GOVERNMENT CODE, CHAPTER 551.001 et seq, ACTS OF THE 1993 TEXAS LEGISLATURE, THE GRAPEVINE CONVENTION & VISITORS BUREAU ADVISORY BOARD MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 13th DAY OF FEBRUARY 2002 AT 5:00 P.M. 411, Eloise Koehn Budget & Bureau Administrative Manager N . STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, February 21, 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 Robert Thrailkill Board Member Darlene Freed Council Liaison Pat Stinson Heritage Foundation Paul W. McCallum Executive Director George Kakos Assistant Executive Director Absent: Phil Parker Board Member few Aaron Compton Grapevine Chamber Tom Smith Board Member CALL TO ORDER Chairman Bigbie called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the January 17, 2002 meeting was made by Kathee Livengood and seconded by Paul Jennings. Motion carried. HOTEL/ATTRACTIONS REPORT Mr. McCallum reported on a cultural opportunity with the cities of Foley, Alabama and Guymon, Oklahoma. These cities exchange elements of their festivals and we will present a proposal to them to bring both festivals to Main Street Days 2003. Staff is looking into the possibility of setting up the Grapevine Steam Railroad as it's own C3, a wholly owned subsidiary of the CVB. It would allow us to seek grant monies for the railroad. The charter business is taking off however money is being left on the table because we do not have a liquor license. The train was licensed until Coe Sun took it over. At present we use the caterer's license. A license would allow us to operate a "bar car" and sell "adult beverage" on the train. City Drug is moving to Tom Thumb and the building is for sale and is currently under contract. If the current contract falls through, there is a possibility of the CVB purchasing it for offices, meeting space and an attraction. Board members expressed encouragement to take the next step. Board of Directors Meeting February 21, 2002 Page 2 of 3 HOTEL/ATTRACTIONS REPORT cont. February 25th will be a reception at Half Shells to recognize Steve Trent for his service on the board. SALES AND MARKETING REPORT Mr. Kakos shared highlights from the month of January. The convention sales team produced 22 leads representing 5,719 potential roomnights and conducted 5 site inspections, 1 association and 4 corporate. Four groups went definite representing 8,288 roomnights. Tourism division generated 9 leads (5 day groups and 4 overnight) representing 495 participants and had 7 definites (4 day groups and 3 overnight) representing 162 roomnights. 16,233 visitors were assisted through the visitor information centers and 66,100 brochures were distributed. Communications generated $129,00 in media coverage. At the end of January we participated in Southwest Showcase and Austin Sales Mission as well as RCMA in Tampa, Florida. The Chicago sales promotion was Feb. 11-15. Tourism division participated in the American Bus Association Marketplace at the beginning of February. Mr. Thrailkill reported that February is down but that March looks good his property. Hilton is moving forward on the project to build out meeting space in the indoor tennis courts. Hilton is in the running to manage the new convention hotel in Fort Worth. OLD BUSINESS Steam Engine 2252 Update Mr. McCallum reported that the Placer County Fair Grounds Board would meet this evening on the 2252. Grapevine was the only proposal that would put the engine back in operation. We should know more after this evening's meeting. Tower 16 Update The two structures on the southwest side of Main Street and the railroad track intersection are the two parts of Tower 16. We will renovate the structure in the next budget year. GrapeFest Update Staff made a presentation at the Council Workshop this past Tuesday evening to extend the festival hours. This extension would allow us to increase sponsorships, media opportunities and cross-marketing. We can do this without undue burden on volunteers. Since the workshop, we have met with merchants and have addresses their concerns. NEW BUSINESS Krems Work Exchange Program Conny Krenner from Krems will arrive February 27 for a month of study with the CVB staff. While here, she will stay with Marcy Roitman Boothe. Krems has secured a 300- The Board of Directors Meeting February 21, 2002 Page 3 of 3 NEW BUSINESS cont. Krems Work Exchange Program cont. bed hotel with meeting space. Conny will be learning how to prospect and develop a sales program as it relates to booking corporate business. She will participate in the St. Pat's Sales Promotion. Krems officials are looking to us to send them a person for a 30- day period down the road. Wine Press Mr. McCallum reported that after participating in the Visit USA program in Vienna, he went to Krems to arrange for the shipment of the winepresses. They should arrive in about six weeks. He also received many items donated to us for a wine museum including a 1,000-liter barrel and an additional press. Mr. Thrailkill suggested there be a Sister City display in the Visitor Information Center. New Vintage Wine Experience Mr. McCallum reported the name change from festival to experience so as not to be confused with GrapeFest. The location for this year's event is the Convention Center and the grounds between the center and the library. We have added a southwestern tor flavor to the event and a marketplace for the Grapevine tasting rooms. Also new this year will be olive oils, vinegars, cheeses and microbrewery. The Blessing of the Vines will be on Wednesday at Delaney's. Thursday, is the Great Taste of Grapevine; Friday the Jazz Wine Train; Saturday the event including the Wine Pairing Luncheon in the amphitheater at the Hilton and Sunday will again be the event at the Convention Center. REPORTS Heritage Foundation Ms. Stinson reported that the Valentine event at the Palace was a "sell out" event that drew several first time attendees to the Palace. The Heritage Foundation has entered into a partnership with Grapevine Entertainment Corporation for several events at the Palace. Chamber of Commerce Mr. Cloud reported that the annual Chamber Banquet would be March 21st at the Ranch of Lonesome Dove. Sue Franks is the incoming chair for the Chamber. ADJOURNMENT There being no further business to come before the Board, Bill Brink made a motion to adjourn seconded by Ev Barnes. ATTEST: DATE: