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Home My WebLink About2008-11-20 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU (11, BOARD OF DIRECTORS MEETING Thursday, November 20—8:30 a.m. Wallis Building Grapevine, Texas AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. OATH OF OFFICE IV. OLD BUSINESS V. NEW BUSINESS A. GRANTS-IN-AID REQUEST B. DAVE MUTH RECOGNITION VI. SALES AND MARKETING REPORT A. OVERSEAS BRATS B. EMC VENUES MEET NEW JERSEY C. GROUP LEADERS OF AMERICA D. HOUSTON HOME &GARDEN SHOW E. TRAVEL AGENTS TRADE SHOW—TULSA F. TRAVEL AGENTS TRADE SHOW—OKLAHOMA CITY G. SALES MISSION - HOUSTON AAA&TRAVEL TRADE H. SALES MISSION -TULSA AAA OFFICES I. SALES MISSION -OKLAHOMA CITY AAA OFFICES J. SALES MISSION -SAN ANTONIO AAA&TOUR OPERATORS VII. ADVERTISING & MEDIA REPORT A. AD PLACEMENT B. MEDIA COVERAGE VIII. HOTELS/ATTRACTIONS ACTIVITIES A. HOTEL UPDATES B. ATTRACTION UPDATES IX. DESTINATION SERVICES UPDATES X. FESTIVAL& EVENTS REPORT ACITIVITES A. BUTTERFLY FLUTTERBY XI. GRAPEVINE VINTAGE RAILROAD REPORT XII. HERITAGE PROGRAMS AND PRESERVATION ACTIVITIES A. FIRST FRIDAY FILM SERIES C. SOUND OF TEXAS MUSIC SERIES XIII. LIAISON UPDATES A. HERITAGE FOUNDATION ACTIVITIES B. CHAMBER OF COMMERCE ACTIVITIES XIV. ADJOURNMENT L State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, November 20, 2008 at 8:30 a.m. at the Wallis Building, Grapevine, Texas with the following persons in attendance: Ev Barnes Board Member Jay Burgomaster for Board Member J. Imaizumi LuAnn Chapman Gatts Board Member Chris Leighton Board Member Terri Shimmel Board Member Paul Slechta Board Member Steve Stinson Board Member Sharron Spencer Council Liaison Jennifer Hibbs Assistant City Manager Paul W. McCallum Executive Director ABSENT Pat Stinson Heritage Foundation Liaison Kristine Amador Chamber Liaison George Kakos Assistant Executive Director CALL TO ORDER Chairman Stinson called the meeting to order and welcomed Jay Burgomaster and new board member Andrew Davidson, General Manager of the Grand Hyatt. OATH OF OFFICE Laura Simmons administered the oath of office to Andrew Davidson. OLD BUSINESS There was no old business to address. NEW BUSINESS Grants-In-Aid Request Mr. McCallum presented a grants-in-aid request from the Miss Grapevine Pageant in the amount of$8,100. Staff recommends approval. A motion to approve the request in the amount of$8,100 was made by Paul Slechta and seconded by LuAnn Chapman Gatts. Motion carried. Dave Muth Recognition Mr. McCallum suggested three possible options for a recognition of Dave Muth, general manager of the Hilton, who passed away last month. Options included a living legacy • Board of Directors Meeting November 20, 2008 Page 2 of 4 NEW BUSINESS cont. Dave Muth Recognition cont. tree and recognition, a 12x12 paver in front of the Palace, and a 12x12 paver at Nash Farm. A motion was made by Ev Barnes that we participate in the Living Legacy Program with a tree in Liberty Park Plaza or Weems Ally. Motion was seconded by LuAnn Chapman Gatts. Motion carried. SALES AND MARKETING REPORT Mr. McCallum reported that the convention sales team conducted three site inspections and participated in two trade shows during the month. One of the trade shows was Overseas Brats which produced three leads representing 770 potential room nights and one potential lead all for business over weekends and holidays. The other trade show, Meet New Jersey, was a first time regional show. There were 45 visitors to the booth and produced two leads and a potential site visit for next month. Staff also produced 29 leads representing 31,104 room nights and assisted with four definite bookings. Tourism sales conducted one site inspection and participated in four trade and consumer shows. At Group Leaders of America they met with 25 group leaders from the North Texas area. At Travel Agents Trade Show in Tulsa staff met with 28 travel agents and at the Oklahoma City show they met with 33 travel agents. In conjunction with the Houston Home and Garden Consumer Show, staff also made 16 sales calls on travel agents, bank travel offices and AAA offices. On a sales mission to San Antonio staff met with AAA offices and tour operators. During the month staff produced nine leads representing 325 potential room nights and assisted with seven definite bookings. The Grapevine Convention Center booked 30 future groups with 11,839 attendees and had total sales for the month of$78,612. The Palace Arts Center booked 12 future groups with 2,420 attendees and had total sales of$30,567. ADVERTISING & MEDIA REPORT Mr. McCallum reported that due to the recent financial meltdown and reduction in per capita spending the marketing staff revamped the marketing plan to drive overnight stays within a 150 mile radius to increase the number of visitors to Grapevine. Staff planned a network TV ad program which starts running this week and extends to a 150- mile radius of Grapevine with over 700 spots. Also there will be over 500 radio ads. The 30-second ad was played for the board. The promotion will run on channels 5, 8, and 11 and radio stations KLTY, KLUV, KVIL, Radio Disney and a couple of stations in Houston and San Antonio. In October there were 33 on-line insertions, 51 print insertions along with TV/radio ad placements. Print media generated was $210,824 and electronic media was $124,354. Web traffic for the month of October was 80,422 unique visitors. • Board of Directors Meeting November 20, 2008 Page 3 of 4 HOTELS /ATTRACTIONS ACTIVITIES Jeff Fuller is the new general manager at Embassy Suites. Joseph Thomas is the new general manager at Hyatt Place. Holiday Inn Express will undergo renovations between January and April. Carol Kull has come on board as the new executive director of Texas Wine & Grape Growers Association. The Carol of Lights is Monday, December 1 at 7:00 p.m. with a new light show this year. The Christmas Parade is Thursday, December 4th. The board has been invited to ride in the parade. Ziziki's, a Greek restaurant, was approved at Council and will be located in the area of Bob's and Fireside Pies. Zack and Zoes will be closing on Main Street. Gaylord has terminated their plans for a California hotel. It has been announced that the 2014 Men's NCAA Basketball finals will be played at Cowboy Stadium. DESTINAION SERVICES UPDATES The Burgundy Brigade provided registration assistance to fifteen groups with 12,865 attendees and distributed 80,600 brochures. The Visitor Information Center welcomed 12,399 visitors. FESTIVAL & EVENTS ACTIVITIES Butterfly Flutterby had attendance of 4,800 people with 2,000 participating in the parade. The amount of Public relations generated was $53,173. Logan Leighton, son of board member Chris Leighton appeared on the front page of the Colleyville Courier as a parade participant. GRAPEVINE VINTAGE RAILROAD REPORT Ridership in October was 4,527 including one charter and three field trips. The Murder Mystery run was a "sell out". To date the school North Pole Express has 93 schools with 8,674 passengers and the public North Pole Express has 9,803 passengers. HERITAGE PROGRAMS AND PRESERVAITON ACTIVITIES The First Friday Film Series for October was "Young Frankenstein" starring Gene Wilder. Over 210 guests were in attendance. The Sound of Texas Music Series, a trial program, kicked off on October 10th with singer-songwriter Bob Schneider and over 300 were in attendance. Jimmy LaFave performed the next weekend to 200 guests. L L Board of Directors Meeting November 20, 2008 Page 4 of 4 LIAISON UPDATES Heritage Foundation Activities The Heritage Foundation hosted Fall Round Up at Nash Farm sponsored by WFAA. They had about 5,000 guests, mostly families with young children. The Second Annual Grapevine Township Candlelight Tour of Homes was held October 25th and attracted approximately 250 in attendance. Six homes and two wineries were featured on the tour. The Foundation hosted the Annual Meeting of Membership. Volunteer awards presented that evening went to: Sal Capaldo— Palace Arts Center Volunteer of the Year Award; Pam Price — Education Volunteer Award; Pam & Lee Roy McCain — Development Volunteer Award; and Harlan Jewett— Nash Farm Volunteer of the Year. The Nash Farm Volunteer award will not be known as "The Harlan Jewett Nash Farm Volunteer of the Year" award in recognition of Mr. Jewett. Chamber of Commerce Activities The Chili Cook off held recently at Classic Hummer was won by the Chamber. (iv The Parade of Lights will be December 4th at 7:00 p.m. down Main Street. The Anniversary Ball will be held on December 6th at the Embassy Suites. This is put on by the Women's Division of the Chamber and is a fundraiser for their Christmas Spirit Fund. ADJOURNMENT Steve Stinson asked for thoughts on the idea of a breakfast meeting time. The board gave mixed reviews. Staff will take this under advisement. He reminded everyone that the December meeting would be at the Great Wolf Lodge on December 9th. There being no further business to come before the board, LuAnn Chapman Gatts made a motion to adjourn, seconded by Ev Barnes. Motion carried. ATTEST: DATE: