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Home My WebLink About2001-02-22 Regular Meeting I . CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, February 22, 2001 - 11:30 am WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS U AGENDA I I. CALL TO ORDER U II. APPROVAL OF MINUTES FROM JANUARY 25, 2001 MEETING I . III. SALES AND MARKETING REPORT t IV. OLD BUSINESS A. SALES MISSIONS UPDATE B. NEW VINTAGE FESTIVAL UPDATE C. BROCHURE UPDATE V. NEW BUSINESS A. SISTER CITY COMMITTEE STRUCTURE & GUIDELINES B. SISTER CITY DELEGATION - NEW VINTAGE WEEK C. MAIN STREET DAYS LOGO VI. ADJOURNMENT r I r r STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, February 22, 2001 at the Wallis, Grapevine, Texas with the following persons in attendance: Gary Blagg Board Member Bill Brink Board Member Phil Parker Board Member Kathee Livengood Board Member Steve Trent Board Member Pat Stinson Heritage Foundation Paul W. McCallum Executive Director George Kakos Director of Marketing Absent: Don Bigbie Chairman Paul Jennings Board Member Robert Thrailkill Board Member Philip Cloud Board Member Darlene Freed Council Liaison CALL TO ORDER Phil Parker called the meeting to order in Chairman Bigbie's absence. APPROVAL OF MINUTES A motion to approve the minutes from the January 25, 2001 meeting was made by Bill Brink and seconded by Gary Blagg. Motion carried. SALES AND MARKETING REPORT Mr. Kakos reported that sales staff attended two important trade shows in January. The first, Religious Conference Managers Association (RCMA), was held in Milwaukee. These groups usually meet during summer and weekend periods. As a result of this show, the sales team has identified 5 programs from one group and has identified 15 other potential groups. The second trade show was the Southwest Showcase which is comprised of meeting planners from Texas Society of Association Executives (TSAE), Meeting Planners International (MPI) in Austin and Professional Conference Managers Association (PCMA) in Austin. This show produced 2 leads and 3 potential leads to date. There was a total of 20 leads produced in January. PALACE THEATRE CAMPAIGN Mr. Parker recognized Pat Stinson who shared that the Palace Theatre Opening will be April 23`d with activities that entire week. There is still time to purchase a brick to have it in place (1, by the opening. Bricks in Weems Ally are $25 and on Main Street are $100. Other gifting opportunities are available for $1,000, $1,500, $2,500 and up. Board of Directors Meeting February 22, 2001 try Page 2 of 3 OLD BUSINESS Sales Missions Update The Chicago sales mission saw 42 completed sales calls, which generated 7 leads and 23 potential leads. The dinner at Maggianos downtown had 21 guests, 17 of which were meeting planners. The sales staff is working on New York. Mr. Trent led off a discussion of the hotel positions on the CVB Board and how they could best be distributed amongst our hotel properties. Mr. McCallum stated we would strategize and most likely rotate hoteliers. Whilst we can recommend to council, it is the mayor and council that ultimately appoints the board members. New Vintage Festival Update Mr. McCallum shared a schedule of activities for New Vintage Festival, April 18 - 22. The Blessing of the Vines will be at Delaney Vineyards and will be on Wednesday at 4:30 pm. This is a change which we hope will create some live feeds for the evening news. The wine maker dinners will be Wednesday, Thursday and Friday evenings. The Great Taste of Grapevine, put on by the Chamber, will be on Thursday evening at the Convention Center. Friday evening will be the Wine Train, a new event, with desserts and entertainment in each car. Saturday morning will be the Carefest Run, a fundraiser for women's cardiovascular research. The folk dancers from Krems will perform a grand entry to open the festival and the wine tasting area. Saturday evening will be a black tie event at the Hyatt. Three chef instructors and 4 chef students will prepare an Austrian dinner and wine pairings. Mr. McCallum recognized the Hyatt staff for working with this group and for allowing them to use the Hyatt kitchen for the preparation of the meal. The Texas Pairings Lunch will be on Saturday at the Convention Center and will involve the Dallas Art Institute Culinary School, El Centro's Culinary School and the Aims Culinary Institute. Brochure Update Mr. Kakos reported that staff is in the final stages of updating the visitor guide. The new visitor guide piece will be an overview piece. Separate brochures on the Tarantula, Shopping, Dining etc. will be in this family of pieces and will be produced in such quantities as to be able to update and reprint them more frequently than the overview visitor guide. Mr. Brink asked if staff would be updating the walking brochure and stated that it is a nice piece to use at the Visitor Information Center. Staff reported that we would be looking to create a walking brochure piece that would not be quite as detailed as the present piece. All of our printed promotional material is under review at this time. NEW BUSINESS Sister City Committee Structure and Guidelines Mr. McCallum distributed a draft copy of Structure and Guidelines for the Sister City Committee (copy attached) for the board's review. The Sister City Program has grown and the work tor involved has expanded since the committee was first formed. Bill Brink has requested that we develop some structure for the program. The Sister City Committee recommends the adoption of the Structure and Guidelines to the CVB Board. Steve Trent made a motion to accept the Structure and Guidelines as presented by Bill Brink and narrated by Paul McCallum. Gary Blagg seconded. Motion carried. (69 Board of Directors Meeting February 22, 2001 Page 3 of 3 NEW BUSINESS cont. Sister City Committee Structure and Guidelines With the passage of the Structure and Guidelines, Mr. Parker shared from Don Bigbie some appointments for the Sister City Committee Vice Chair positions: Education - Susan Pittman; Cultural - Terri Hagar; Athletics - Doug Evans; Leadership and Economic Development - Tommy Hardy; Wine Tourism/Retail Development - Dennis McGovern; Treasurer - Bill Brink. Sister City Delegation - New Vintage Week Mr. McCallum reported that on Monday, April 16th there will be approximately 80 people from Krems and 20 from Parras arriving. The Parras group will all be homestays. Susan Pittman is working with the Spanish Club at Grapevine High School on the homestays. Of the Krems delegation, approximately 44 will be homestays with the remainder in hotels. Monday, host families will meet their students at a reception at the Grapevine Convention Center. Tuesday will be Grapevine tours. Wednesday will be an Austrian press conference and other festival related activities. Thursday's itinerary will be a ranch experience, the Stockyards and a ride on the Tarantula. Friday's itinerary will be school-related activities and study tours; an Cov afternoon tour of Dallas and an evening Rangers' ballgame. Saturday and Sunday are festival related activities. Sunday evening will be spent with the host families. Monday is shopping and departure. A deal was struck when Mr. Trent offered to host the chef teachers at the Hyatt if Mr. Blagg would replace the benches in front of his Goodyear business. Main Street Days Logo Mr. McCallum presented the new Main Street Days Logo to the board for discussion. He presented the history and development of this logo. Mr. Trent suggested we add the year Grapevine was established to the logo. Bill Brink made a motion to approve the new logo with changes. Mr. Trent seconded. Motion carried. Mr. McCallum invited the board to attend a reception at the home of David and Darlene Freed on Sunday, February 25th from 5 - 8 pm for Elisabeth Hutterer, an intern from Krems that will be working at the CVB. Mr. Blagg noted the passing of Al Stover who was very active with the Fife and Drum Corp. Mr. Stover will be missed. ADJOURNMENT There being no further business to bring before the Board, Gary Blagg made the motion to adjourn, seconded by Kathee Livengood. (iry ATTEST: DATE: