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Home My WebLink About2008-12-09 Regular Meeting treCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Tuesday, December 9, 2008 —6:30 p.m. Great Wolf Lodge Grapevine, Texas AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. OLD BUSINESS —YEAR END REVIEW IV. NEW BUSINESS A. CHALLENGES & OPPORTUNITIES FOR 2009 B. RECOGNITION OF BOARD SERVICE C. STAFF AWARDS V. ADJOURNMENT State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Tuesday, December 9, 2008 at 6:30 p.m. at the Great Wolf Lodge, Grapevine, Texas with the following persons in attendance: Steve Stinson Chairman Ev Barnes Board Member John Imaizumi Board Member LuAnn Chapman Gatts Board Member Chris Leighton Board Member Terri Shimmel Board Member Paul Slechta Board Member Sharron Spencer Council Liaison Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager Paul W. McCallum Executive Director George Kakos Assistant Executive Director ABSENT Andrew Davidson Board Member CALL TO ORDER Chairman Stinson called the meeting to order and welcomed Board and Council and their guests. APPROVAL OF MINUTES John Imaizumi made a motion to approve the minutes from the November 20th meeting; seconded by LuAnn Chapman Gatts. Motion carried. OLD BUSINESS Year End Review Mr. McCallum shared highlights of 2008 recognizing the many accomplishments of the staff. An expanded report is attached. NEW BUSINESS Challenges & Opportunities for 2009 Mr. McCallum reported that the hotels are beginning to see a flat line in revenues and tough times are expected. The bureau will shift our attention to a "close-in" market. Staff is revising marketing programs and looking at business that our hotel properties would not consider in good times but will look at in tougher times. Going forward we will utilize the resources of the CVB to make the most impact. The focus will be on local, Board of Directors Meeting December 9, 2008 Page 2 of 2 NEW BUSINESS cont. Challenges & Opportunities for 2009 cont. association and governmental business in the short range. Staff will continue to sell long term business as has been done in the past. We will continue to reevaluate our programs as the year progresses. NEW BUSINESS cont. Recognition of Board Service Mr. McCallum recognized Bill Brink and Don Bigbie for their years of service to the CVB Board of Directors. He also recognized Darlene Freed for her 10 years as liaison to the CVB board. Staff Awards Mr. McCallum presented Director's Awards to Josh Tate, Sara Lorusso, and Ashlee Van Blarcom. He presented the "Unsung Hero" award to John Smith and "Rookie of the Year" award to Lisa McCowan. He presented the Joey Wilkins "Can Do" award to Frank Dale and the "Employee of the Year" award to Ana Canada. ADJOURNMENT There being no further business to come before the board, Ev Barnes made a motion to adjourn, seconded by John Imaizumi. Motion carried. ATTEST: DATE: L YEAR IN REVIEW — HIGHLIGHTS - 2008 Marketing Team includes: Barry Lewis, Lisa McCowan, Joey Schlapkohl, Josh Tate STATISTICS: PRINT PUBLICITY $3,786,458 ELECTRONIC PUBLICITY $2,222,732 $6,009,190 HIGHLIGHTS: • Launched the new and improved Grapevine Today, saving over $300,000 annually. • Launched the Grapevine Ticketline, an improved ticketing system that allows us to combine tickets sales of festival tickets, train tickets and Palace tickets into one single transaction • Produced 1,389,500 brochures. This includes all destination brochures, Grapevine Today and all festival brochures. • Secured over $1 .3 million in media publicity for GrapeFest and Main Street Days, both of which had individual high amounts established. • Increased online marketing through e-blasts and banners to all target market segments. This includes the launch of a monthly e- newsletter that is distributed to 24,000-plus subscribers of GrapevineTexasUSA.com. L Page 1 of 12 Convention Sales Team Includes: Bruce Dalton, Susan Cutts, Eleanor George, Connie Ash, Becky Gardner, Laurie Hasty STATISTICS: 258 LEADS REPRESENTING 305,948 POTENTIAL ROOM NIGHTS AND $101,507,004 IN POTENTIAL ECONOMIC IMPACT 78 DEFINITE BOOKING ASSISTS REPRESENTING 89,166 ROOM NIGHTS AND $39,205,938 IN ECONOMIC IMPACT HIGHLIGHTS: • The 20th Annual St. Patrick's Day Event / New York Sales Mission for approximately 50 planners. Have received one RFP for 2010, good leads and several future sales appointments. • MSD Fam with 15 planners participating. This produced 6 leads with a potential economic impact of 2.7 million. Two of the leads have become bookings. The number of potential meeting from all who attended is 1,915. • GrapeFest Fam 2008 with 11 planners participating. This FAM produced 5 leads with a potential economic impact of $257,140. The number of potential meetings planners combined = 1167 • ASAE Tradeshow Texas Booth in San Diego. The Texas Booth, which included Dallas, Irving, Grapevine, Ft. Worth, San Antonio, Arlington, Houston and Austin, had a total of over 330 people stop by. The Booth received the #1 Best Booth Island during the ASAE Tradeshow. Possible leads from this show include the American Ceramic Society and International Municipal Signal Association. • The Cowboys/Redskins Fam held the end of September had 8 Meeting Planners with 1000 peak rooms plus. 2 outstanding leads Page 2 of 12 with a total Economic Impact of approximately 8 million came out of this event. • A new program this year is hosting a Client Luncheon for meeting planners. One was held in Austin with 23 planners. This resulted in interest in attending a future FAM; 1 definite consideration for Grapevine for a 2010 conference and one RFP being worked. A second Client Luncheon was just held in Dallas. Tourism Sales Team includes: Heather Kisabeth, Ashlee Van Blarcom, Autumn Hamm STATISTICS: 172 LEADS REPRESENTING 6,745 POTENTIAL ROOM NIGHTS AND $3,035,470 IN POTENTIAL ECONOMIC IMPACT 135 DEFINITE BOOKING ASSISTS REPRESENTING 5,643 ROOM NIGHTS AND $2,615,570 IN ECONOMIC IMPACT HIGHLIGHTS: • At the Bank Travel Conference last February, we hosted 200 bank travel planners and 400 travel industry partners for this annual conference, which included three pre-conference FAM Tours (Corpus/Beaumont, Tyler/Shreveport, & Bryan/College Station) and three pre-conference sightseeing tours (Grapevine, Dallas & Fort Worth.) We hosted the conference opening event at Austin Ranch to welcome all attendees and kick off the conference. • At the Going on Faith Conference in August we hosted the closing conference luncheon for 250 conference attendees in order to build attendance for the conference in 2009, to be hosted in Grapevine at the Gaylord Texan Resort. Page 3of12 • For GrapeFest 2008, we promoted several GrapeFest hotel Cry packages in coordination with our hotel partners. The result was 148 booked packages for the festival. An increase from 20 packages sold last year. • Introduced new Culinary Group Tour Offerings in conjunction with Main Street Bread Baking Company, Schakolad, and the Gaylord Texan. • Started a quarterly Tourism Committee Meeting to include our tourism counterparts at all Grapevine hotels as well as a representative for the wineries, Grapevine Excursions, Grapevine Mills and HDGA. The purpose of this committee is to keep everyone informed on upcoming events and tourism activities. Facilities Team includes: Cheri Christensen, Rusty Hernandez, John Smith, Charles Neal, Roy James, Nadine Rodriguez, Mike Lane, Barbara Lasseter-Mault, Nick Ramirez, Josh Denton, Megan Matthews, Rickey Farrell STATISTICS: GRAPEVINE CONVENTION CENTER BOOKED 136,728 FUTURE FUNCTION ATTENDEES WITH AN ECONOMIC INPACT OF $4,922,208 HOSTED 485 EVENTS WITH 92,394 ATTENDEES $205,186 IN IN-HOUSE FOOD & BEVERAGE SALES $634,549 IN TOTAL SALES GRAPEVINE PALACE ARTS CENTER Page 4 of 12 BOOKED 25,483 FUTURE FUNCTION ATTENDEES WITH AN r ECONOMIC INPACT OF $917,388 HOSTED 192 EVENTS WITH 35,598 ATTENDEES $31,959 IN IN-HOUSE FOOD & BEVERAGE SALES $204,702 IN TOTAL SALES HIGHLIGHTS: • Re-model of the Convention Center was completed. This included cleaning and painting of bathrooms, new lighting, countertops, sinks and plumbing. The entry way has a new tile floor and the Concord ballroom has new flooring. New carpeting was installed in the hallways and smaller meeting rooms. The vinyl was redone throughout the building along with a fresh coat of paint. New furniture was added to the foyer areas and art work utilizing photos of the historic district and train are now throughout the building. • Cheri Christensen started as Director of Facilities and has brought fresh ideas on marketing all of our facilities. • The development of a master plan for scheduled maintenance for our approximately 30 buildings. This will allow us to be proactive in the maintenance of our buildings and be prepared for the unexpected system failures. • Work is continuing on capital projects such as the foundry, the Heritage Center parking lot and area and the preparation for the new CVB offices. L Page 5 of 12 Destination Services Division Team includes: Marcy Roitman Boothe, Betty Torres, Frank Dale STATISTICS: PROVIDED REGISTRATION AND INFORMATION TO 219,476 CONVENTION DELEGATES REPRESENTING AN ECONOMIC INPACT OF $110,882,814 DISTRIBUTED 1 ,012,411 BROCHURES WELCOMED 145,171 GUESTS TO THE VISITOR INFORMATION CENTER 121,934 INFORMATION PACKET REQUESTS FULFILLED (0, HIGHLIGHTS: • Instituted new methods for literature distribution creating efficiency and cost reductions for our average 10,000 mailings a month. • Burgundy Brigade Registration Assistants have a reputation for providing excellent service by creating a positive first impression. The CVB receives countless testimonial letters that praise this team. • New Depot Brochures racks have improved the visual presentation of brochures and increased the number of brochure pockets while preserving the historical integrity of the building. • Grapevine Today magazine is in over 85% of Grapevine hotel rooms. Page 6 of 12 Cor • The Housing Bureau implemented electronic transfer of rooming lists which allowed them to transfer over 1,000 reservations in just a few minutes. This would have taken several hours under the old system. • Implemented e-welcome blasts for Convention Delegates - an e- welcome educates the delegates and exhibitors about their convention's host city and helps to drive attendance. • Implemented The Cotton Belt Telegraph, a new and improved newsletter for the Visitor Information Center Volunteers and Burgundy Brigade members, keeping them informed about Grapevine happenings. HPP (Historic Programs & Preservation Division) Team includes: Ross Bannister, David Klempin, Rebeka Cook, Kim Hanna, Sara Lorusso Cir STATISTICS: HERITAGE EDUCATION 21 TOURS — 917 STUDENTS CULTURAL ARTS CONCERT SERIES ATTENDANCE — 961 DINNER & A MOVIE — 1 ,157 NASH FARM EVENTS SPECIAL EVENTS — 2 ATTENDEES — 8,000 SPECIAL TOURS — 2 NASH FARM CAPITAL CAMPAIGN - $143,446 TOWNSHIP ACTIVITIES PORCH PARTIES 190 ATTENDEES CANDLE LIGHT TOUR OF HOMES 460 ATTENDEES Page 7 of 12 HISTORIC PRESERVATION Cry CERTIFICATES OF APPROPRIATENESS — 56 # OF HISTORIC LANDMARK CASES — 7 HIGHLIGHTS: • Completion of the Nash Farm capital campaign; restoration of the farmhouse within budget; and installation of an historic Monitor Axtell windmill on a 40' tall steel tower. • Grapevine Heritage Foundation conducted a comprehensive organizational assessment and strategic planning retreat. • Awarded $24,000 in grant monies to Township residents through the Grapevine Township Revitalization Project. • Moved 3 historic building within the City: the Grapevine High School Band hall/Homemaking Cottage from Lucas Street to its original site on East Worth Street; the Denton Creek Schoolhouse from Austin Street to the Keeling House property on Church Street; and the Midway Nightclub portion of the Toon House to the rear yard of the Station Master's House on South Dooley Street. • Increased fall Heritage Tours from six to 16. Increases tour participation from 165 to 1,142 people. Festivals Division Team includes: Gayle Hall, Michael Miori, Kyle Conway, Laura Simmons STATISTICS: NEW VINTAGE WINE TRAIL 972 ATTENDEES PER WINERY Cor MAIN ST. DAYS 135,650 ATTENDEES Page 8 of 12 GRAPEFEST 205,350 (RAIN) OVER $800,000 IN CASH AND IN-KIND SPONSORSHIPS HIGHLIGHTS: • New Vintage — This Year's Blessing of the Vines, New Vintage Wine & Gallery Trail and New Vintage Jazz Wine Trains were a great success, demonstrated by an increase in attendance. • Added a jazz wine train • Each winery had over 970 attendees for tastings • Introduced the New Vintage Wine Trail Passport. • 15 local and area artists participated in a successful Gallery Trail held in the Lancaster Theater. • Main Street Days had record sales and attendance of 133,650. • RidinRails competition with other water activities — new this year • Dedications of the Historic District Fire Sprinkler System and a historical marker was placed on the Dorris/Brock House (Cross Timbers Winery) • Hallmark's Daddy's Dance Off was held at the Palace Theater • GrapeFest — This year GrapeFest activity went above and beyond with approximately 205,000 attendees even with a hurricane bearing down on us! • The Vintner's Auction Classic — new time and location • The GrapeFest Golf Classic - a new event • Dedication of A Wilderness Welcome • Accord Signing with new Sister City — West Lothian, Scotland • The Hospitality Pavilion (formerly known as VIP Room) - new location and new format • GrapeStomp hosted mayors from 10 visiting cities plus two sister cities. • The Festivals & Events division partnered with International t Festivals and Events Association to host a first-time Sponsorship err Forum for 30 sponsors from 24 different companies. Page 9 of 12 • Gayle Hall received the Carson Watt Professional of the Year award at the annual Texas Fairs & Events Association in July. Train Division Team includes: Lorne McCasin, Tom Wayne, lona Robbins, Linda Fournier, Tommy Faifer, Bill Sims STATISTICS: 69,451 PASSENGERS CARRIED SPECIAL EVENTS INCLUDE: DAY OUT WITH THOMAS THE TANK SPRING BREAK SPECIAL CHARTERS MURDER MYSTERTY TRAINS NEW VINTAGE JAZZ WINE TRAINS NORTH POLE EXPRESS STUDENT & PUBLIC HIGHLIGHTS: • Established communication protocol with BNSF Railway and Union Pacific Railroad to bring forward the importance of GVRR getting over the railroad without delays. • Opened the GVRR Gift Shop in the Section Foreman's House. • Moved a baggage car from Fort Worth to Grapevine and are working with the Lone Star Hi-Railers Model Railroad Club on a permanent model railroad display in the car. • General ridership and NPX tickets increase in 2008 vs 2007 and Concession Sales are up by 15%. Created the Chocolate Junction Station for NPX. Page 10 of 12 • Painted "Puffy" and one Caboose. The Caboose will be added to the GVRR fleet and used for birthday parties and other private events. • Hosted "National Railroad Historical Society" event. • Installed a new sound system in the coaches for an enhanced experience onboard. Administration Division (administrative assistants; finance; sister city) Team includes: George Kakos, Eloise Koehn, Ana Canada, Naomi Saenz, Karen Davis, Archie St. Clair HIGHLIGHTS: • Coordinated 3 Missions to Parras, and 2 Missions to Scotland, one of which included 71 delegates. • Hosted, with the help of several staff members, 66 delegates from our 3 Sister Cities during GrapeFest. • Learning more about IDSS (our convention sales tracking software) and the "behind the scenes" of the system to help staff and hotel partners with the system and future reports. • Worked closely with our six interns throughout the year on their work schedule and assignments • Attended the National Trust for Historic Preservation Annual Conference in October and gained insight into the world of Historic Preservation and obtained so much knowledge in areas I had not yet been introduced to. Page 11 of 12 All Staff • Produced a successful 9/11 Flight Crew Memorial Dedication ceremony on July 4th • All staff effort on the Sister City missions. Page 12 of 12