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HomeMy WebLinkAbout2001-11-15 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, November 15, 2001 - 11:30 am WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES FROM OCTOBER 16, 2001 AND OCTOBER 25 MEETINGS III. SALES AND MARKETING REPORT Cw IV. HOTELS/ATTRACTIONS REPORT V. OLD BUSINESS A. SALES BLITZ REPORT B. LEISURE GROUP SALES REPORT C. LEISURE CONSUMER SALES REPORT D. INTERLOCKING TOWER UPDATE VI. NEW BUSINESS A. RICHARDSON GROUP LEISURE BROCHURE B. GRANTS-IN-AID REQUEST - THE END OF THE RUNWAY PLAYERS, INC. VII. REPORTS A. HERITAGE FOUNDATION REPORT B. CHAMBER OF COMMERCE VIII. ADJOURNMENT Cir STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, November 15, 2001 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 Phil Parker Board Member Kathee Livengood Board Member Darlene Freed Council Liaison Aaron Compton Grapevine Chamber Pat Stinson Heritage Foundation Paul W. McCallum Executive Director (Iv George Kakos Assistant Executive Director Absent: Robert Thrailkill Board Member Steve Trent Board Member CALL TO ORDER Chairman Bigbie called the meeting to order. Mr. McCallum introduced Kyle Conway, tourism sales manager, who has joined the CVB staff. Kyle, a graduate of Abilene Christian University, lives in Grapevine and has worked in the area of special events and sponsorship sales most recently with Host Communications. APPROVAL OF MINUTES A motion to approve the minutes from the October 16, 2001 and the October 25, 2001 meetings was made by Kathee Livengood and seconded by Bill Brink. Motion carried. SALES AND MARKETING REPORT Mr. Kakos shared highlights from the month of October. The convention sales team produced 16 leads representing 6,592 room nights. Four groups went definite representing 2,716 roomnights. Tourism division generated 3 leads representing 120 participants and had 3 definites representing 40 roomnights. 65,600 brochures were distributed. Communications generated $129,000 in media exposure. The Visitor Information Center including the Depot assisted 18,573 visitors during October. Mr. Cie Kakos shared that Joey Wilkins, web master, has been doing a great job of getting Grapevine's web-site at the top of the list on the various search engines. C Board of Directors Meeting November 15, 2001 Page 2 of 4 HOTELS/ATTRACTIONS REPORT Mr. McCallum reported that Gaylord has undergone a major reorganization by combining their 3 components into one. As a result they have reduced their staff by 40 people generating $8,000,000 in savings annually. Dave Jones will be kept on retainer. Randy Miller is the new Vice President of sales. Bureau staff have met with Randy and he will be announcing shortly the person to head up the Grapevine sales team. The Silver Lake development is putting in infrastructure. There has been an inquiry for a full service hotel in that development. Staff has met with Joe DeMario of California, who is interested in bringing a winery/tasting room to town. Staff is working to raise the per diem rate for Federal employees for Grapevine hotels. Susan Burk is working through the GSA office in an attempt to raise the $84. rate by $25. The Joey Wilkins Foundation Benefit Golf Tournament and Auction will be held next Monday, November 19th at Club Corp Bear Creek Golf Club. The Christmas Parade is scheduled for December 6th. The CVB will have vehicles in (mr, the parade and those interested in riding in the parade should notify Eloise Koehn. The Wallis balcony will again be available for viewing the parade. Whistle Stop Christmas has been brought into the historic downtown district this year. It will be over the weekends of December 7-8 and 14-15. There will be public runs for the ever popular Polar Express train on December 1, 8 and 15. OLD BUSINESS Sales Blitz Report Mr. Kakos reported that the Sales Blitz consisted of six days of sales calls throughout the Metroplex. It not only was an opportunity to get the word out about Grapevine but also served to build a great camaraderie between the hotel, attraction and CVB staffs. During the 6 days 2-person teams made over 1,500 calls. Last Tuesday was the wrap- up meeting when the participants were presented with a book of the hot leads, a printout of all the contacts and a participation certificate. CVB staff is following up on leads generated during the Blitz. Leisure Group Sales Report As a result of the leisure group sales efforts 4 groups have booked. Two overnight groups representing 76 people and two day groups representing 80 people. Tourism sales staff continue to follow-up and make contacts using this piece. Leisure Consumer Sales Report The consumer piece was mailed to households within the drive market. It is also being promoted in Oklahoma City and Tulsa on radio and cable TV. Those booking a Grapevine hotel will receive a coupon booklet with $1,500 worth of coupons upon check-in. (lw The Board of Directors Meeting November 15, 2001 Page 3 of 4 OLD BUSINESS cont. Interlocking Tower Update Mr. McCallum reported that the presentation to the Heritage Foundation Board regarding Tower 16 was well-received. The tower with its equipment intact is secured. The plan is to move the tower to Grapevine between Thanksgiving and Christmas. It appears that the move can be accomplished by cutting the building into 2 sections. It will be stored by the turntable until the next fiscal year when a capital project to restore the tower will be included in the budget. We are in the process of trying to procure some other pieces of equipment from the site. NEW BUSINESS Richardson Group Leisure Brochure Mr. Kakos reported that as of Monday the Richardson Group has been making contacts to secure ads for the new CVB all-inclusive brochure. This brochure will have 16 pages of copy and 16 pages of advertising. All ads are either a half or whole page. This (hir advertising will be a boost to our budget and fund the printing of the brochures. Grants-in-aid Request - The End of the Runway Players, Inc. Mr. Bigbie presented the grants-in-aid request from the End of the Runway Players, Inc. in the amount of$5,000.00. Staff reported that this group has been diligent in promoting their activities and recommended approval of the grant. Phil Cloud made a motion to approve the grant in the amount of$5,000. Paul Jennings seconded. Motion carried. REPORTS Heritage Foundation Ms. Stinson reported that Sarah Cloud has developed the education program for school children and training is on-going. Over 500 people turned out for the "Paint the Barn Red" day at Nash Farms. The Foundation received the 2001 Presidents Award for Best Rehabilitation Project form the Texas Downtown Association. The Foundation is working with booking agents to secure some concerts for the Palace. Chamber of Commerce Mr. Compton reported that the Chamber of Commerce is starting a Business Hall of Fame which will spotlight those business that have received the "Business of the Year" Their award. trod TheDecember luncheon will be a "Spirit of Giving" luncheon where civic clubs and organizations can share what they do for the community. Board of Directors Meeting November 15, 2001 Page 4 of 4 REPORTS cont. Chamber of Commerce cont. The Grapevine Sun is doing an advertising campaign under the Chamber's name for half-priced ads. The Anniversary Ball is slated for December 7th at the Embassy Suites. March 21, 2002 is the date for the Chamber Banquet at the Hilton. ADJOURNMENT There being no further business to come before the Board, Bill Brink made a motion to adjourn seconded by Phil Cloud. ATTEST: DATE: