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Home My WebLink About2001-07-19 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, July 19, 2001 - 11:30 am WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. SWEARING IN OF NEW AND RE-APPOINTED BOARD MEMBERS III. APPROVAL OF MINUTES FROM MAY 17, 2001 MEETING IV. SALES AND MARKETING REPORT V. OLD BUSINESS A. SALES MISSIONS/TRADE SHOWS REPORT (60 B. MAIN STREET DAYS REPORT C. EXCURSION TRAIN UPDATE D. RUNWAY THEATRE LETTER VI. NEW BUSINESS A. SIGNER FOR FESTIVAL ACCOUNT B. ARTS COUNCIL REQUEST VII. ADJOURNMENT IF YOU PLAN TO ATTEND THIS 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 12th DAY OF JULY, 2001 AT 4:00 P.M. Eloise Koehn (110 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, July 19, 2001 at the Wallis, Grapevine, Texas with the following persons in attendance: Ev Barnes Board Member Bill Brink Board Member Philip Cloud Board Member Paul Jennings Board Member Kathee Livengood Board Member Phil Parker Board Member Steve Trent Board Member Darlene Freed Council Liaison Aaron Compton Grapevine Chamber Pat Stinson Heritage Foundation Paul W. McCallum Executive Director George Kakos Director of Marketing Absent: Don Bigbie Chairman (iro Robert Thrailkill Board Member CALL TO ORDER Phil Parker called the meeting to order. SWEARING IN OF NEW AND RE-APPOINTED BOARD MEMBERS Sallie Andrews administer the Oath of Office to Ev Barnes, Steve Trent, Paul Jennings and Kathee Livengood. Ev is a new board member; others are re-appointed. APPROVAL OF MINUTES A motion to approve the minutes from the May 17th, 2001 meeting was made by Phil Cloud and seconded by Bill Brink. Motion carried. SALES AND MARKETING REPORT Mr. Kakos reported that the May and June combined highlights included 6 definite bookings representing over 13,500 room nights and 40 leads representing over 21,000 attendees. The number of visitors assisted at the visitor information centers in June was over 17,000, a new high for the year. In June 92,650 brochures, including 28,400 Tarantula brochures, were distributed and in May over 89,000 were distributed. Mr. Kakos shared the "2001 Summer of Savings" brochure which contains hotel summer rates and coupons. Tourism division is tor working on a Tax Free Shopping piece and putting together festival rate packages. Mr. Kakos commended Joey Wilkins for what she has accomplished with the web-site. A brief discussion followed on Convention Center revenues for the year. Board of Directors Meeting July 19, 2001 Page 2 of 3 OLD BUSINESS Sales Missions / Trade Shows Report Mr. Kakos presented an update on recent sales missions and trade shows to Chicago, Washington D.C., Meeting World in New York and Affordable Meetings West in San Jose. There were 6 leads for immediate publication representing over 11,000 room nights. There were 105 potential future leads representing 90,000 room nights. Main Street Days Report Mr. Kakos reported that attendance at Main Street Days 2001 was 81,127 while attendance in 2000 was 80,673. The proceeds from Main Street Days 2001 were $76,618 compared to $29,365 in 2000. In 2000 there was a large investment back into the festival for capital improvements as well as scattered rain throughout the weekend. Both of these items affected the proceeds in 2000. Excursion Train Update Mr. McCallum reported that the July 4th event sold out in just a couple of days. Revenues for the train are looking good. The cost to air-condition the cars is less than we expected and we hope to have 2 cars air-conditioned by next year. Mr. McCallum shared a couple of anecdotes about the train experience that illustrated the growth of the entertainment aspect of the train. The Fort Worth Stockyards has been very cooperative in this venture. Mona Pimentel is working on train promotions, discount programs and packages and has the "can do" attitude. The excursion train has the potential to become a major tourism attraction. Runway Theatre Letter Mr. McCallum shared a letter from the Runway Theatre thanking the bureau for the recent grant of$6,500. NEW BUSINESS Signer for Festival Account Eloise Koehn expressed the need for an additional signer on the Festival Account. Bill Brink volunteered to be a signer and Mr. Parker so appointed. Arts Council Request Mr. McCallum shared a request from the North East Tarrant County Arts Council for grant monies to assist in three areas; the monthly calendar, the Masterworks Series and Palace Nights. He explained that concerning the Masterworks series, our funds would go directly to the entertainment while the Arts Council benefits by obtaining matching grant funds. Staff recommendation was to continue with the Monthly Calendar for $2,200, cover the Masterworks through the Festival account using the entertainment for festivals and use grant monies for the Palace Nights in an amount determined by the board. Mr. Cloud made a Cry motion that we fund the calendar at the $2,200 amount, Kathee Livengood seconded. Discussion followed. Motion was approved. The board requested more information on the Palace Nights program and wanted the Arts Council to talk to the Palace first before the board considers a specific grant amount. Staff will follow up with the Arts Council. The • tiv Board of Directors Meeting July 19, 2001 Page 3 of 3 NEW BUSINESS cont. Arts Council Request cont. Masterworks series will be handled through festivals at an amount less than the $9,000 requested. ADJOURNMENT Before adjourning, Mr. McCallum shared the three awards won by the bureau at the Texas Festivals and Events Association Convention. First Place for Brochure of a small festival for New Vintage; First Place for T-shirt design for a large festival for Main Street Days and First Place for Web-site for a small festival for New Vintage. There being no further business to come before the Board, Bill Brink made a motion to adjourn seconded by Phil Cloud. ATTEST: DATE: