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HomeMy WebLinkAbout2009-04-23 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, April 23, 2009— 11:30 a.m. Wallis Building Grapevine, Texas AGENDA CALL TO ORDER II. INTRODUCTION OF STAFF III. APPROVAL OF MINUTES IV. OLD BUSINESS A. UPDATE VISITOR SHUTTLE SYSTEM B. SISTER CITY REPORT V. NEW BUSINESS A. GRANTS-IN-AID REQUEST-THE END OF THE RUNWAY PLAYERS VI. SALES & MARKETING REPORT A. CONFERENCE DIRECT ANNUAL PARTNERS MEETING B. MPI SUPPLIER SHOWCASE C. 21st ANNUAL ST. PATRICK'S DAY SALES MISSION D. DALLAS CONVENTION SALES MISSION E. DALLAS HOME &GARDEN SHOW F. NEW YOU EXPO—FORT WORTH G. SAN ANTONIO HOME &GARDEN SHOW H. DFW TOURISM SALES MISSION I. OKLAHOMA CITY AAA SALES MISSION VII. ADVERTISING & MEDIA QUARTERLY REPORT VIII. HOTELS/ATTRACTIONS ACTIVITIES A. HOTEL UPDATES B. ATTRACTION UPDATES IX. DESTINATION SERVICES QUARTERLY REPORT X. FESTIVAL& EVENTS REPORT A. NEW VINTAGE REPORT B. MAIN STREET DAYS UPDATE XI. GRAPEVINE VINTAGE RAILROAD REPORT XII. HERITAGE PROGRAMS AND PRESERVATION ACTIVITIES A. SETTLEMENT TO CITY MUSEUM B. DEMO AND CONSERVATION DISTRICT ORD. PROPOSALS XIII. LIAISON UPDATES A. HERITAGE FOUNDATION ACTIVITIES 1. SPRING INTO NASH REPORT 2. MEMBERSHIP DRIVE 3. CONCERT AND MOVIE UPDATES �✓ B. CHAMBER OF COMMERCE ACTIVITIES XIV. ADJOURNMENT State of Texas ,,. County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, April 23, 2009 at 11:30 a.m. at the Wallis Building, Grapevine, Texas with the following persons in attendance: Steve Stinson Chairman Ev Barnes Board Member Andrew Davidson Board Member LuAnn Chapman Gatts Board Member John Imaizumi Board Member Chris Leighton Board Member Terri Shimmel Board Member Paul Slechta Board Member Sharron Spencer Council Liaison Pat Stinson Heritage Foundation Liaison Tom Kormondy Chamber Liaison Paul W. McCallum Executive Director George Kakos Assistant Executive Director ABSENT: Bill Streidl Board Member Jennifer Hibbs Assistant City Manager CALL TO ORDER Chairman Stinson called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the March 19, 2009 meeting was made by Ev Barnes and seconded by Chris Leighton. Motion carried. INTRODUCTION OF STAFF Mr. McCallum introduced new staff members Jason Davis, Market Research Manager and Bob McPherrin, Assistant Executive Director— Sales and Marketing. OLD BUSINESS Update Visitor Shuttle System Mr. Kakos reported that on April 7th the council approved the shuttle program. On May 5th we will ask council to approve the leasing of four coaches. The job descriptions are being developed for the drivers and the risk department is working on the insurance. Once the delivery of the coaches is set, we will do extensive training with the drivers. L Board of Directors Meeting April 23, 2009 Page 2 of 5 OLD BUSINESS, cont. Sister City Report Mr. McCallum reported that there were 17 participants from our Sister City, Krems were here last week to celebrate the 10th anniversary of our formal Sister City partnership. The delegation was led by lngeborg Rinke, burgermeisterin. While here the group participated in the New Vintage festival activities, toured Grapevine and the Metroplex and attended a rodeo. Naomi Saenz, sister city manager, has established three committees, one for each sister city, who have become active in supporting this program. NEW BUSINESS Grants-in-Aid Request—The End of the Runway Players Mr. McCallum presented the grant request for the End of the Runway Players for their 2009 season. They generate a lot of attendance from out of Grapevine as well as a lot of publicity. They have requested $12,000 for publicity and promotion and staff recommends approval. LuAnn Chapman Gatts made a motion to approve the grant for $12,000; Paul Slechta seconded and the motion carried. SALES AND MARKETING REPORT Mr. Kakos reported that the convention sales team produced 26 leads representing 13,175 potential room nights, and assisted with fourteen definite bookings representing 14,295 room nights. They conducted four national and one local site inspections. Staff participated in Conference Direct Annual Partner's meeting and met with 35 planners with one lead pending. Staff conducted a New York St. Pat's Sales Mission calling on meeting planners and hosting a dinner event. Staff also participated in the MPI Supplier Showcase and conducted a Dallas Sales Mission. Tourism sales produced four leads representing 100 potential room nights. They assisted with two definite bookings representing 120 room nights and conducted four site inspections. Staff participated in the Dallas Home & Garden Show, the New You Expo and the San Antonio Home and Garden Show. Staff also conducted a Metroplex sales mission and an Oklahoma City sales mission to AAA offices. The Convention Center booked 46 future groups representing 15,223 attendees with an economic impact of over $500,000. Total sales for the month were $44,390. The Palace Arts Center booked 31 future groups representing 6,670 attendees with total sales for the month of$17,557. The web site traffic for March was 118,285 unique visitors versus 97,188 in 2008. There were over four million hits. We now have 38,640 email subscribers who receive our monthly newsletter. L Board of Directors Meeting April 23, 2009 Page 3 of 5 ADVERTISING QUARTERLY REPORT Mr. McCallum reported there was $263,327 placed ads during the quarter with a heavy emphasis on trade publications. He shared a listing of the many pubs where the ads were placed. Staff is also creating a presence on My Space and Facebook. During the quarter, we generated print publicity of$691,000. We have ramped up the summer promotion. HOTELS / ATTRACTIONS ACTIVITIES • The Holiday Inn Express is close to completing their $1.3 million renovation. • The Hilton DFW Lakes was the recipient of the prestigious Hilton Hotels' Connie award for best overall service. • A building permit has been issued for the Lava Restaurant located in the old Burger King on 114 service road. • Crumbles Cupcakes has moved from the Willow Cottage to their new home in Miscellaneous. • Patty Cakes is a new caterer in Grapevine located in the old Souper Suppers location. They also have a bakery open to the public. • A new business has opened in the old Zack & Zoes location offering mostly handbags and accessories. • Ferrari's is renovating their patio off of Flights and they are expanding the seating inside Flights. • The Dallas Convention Center Hotel referendum is scheduled for May 9th • The opening of the Hilton Garden Inn is set for May 7th DESTINATION SERVICES QUARTERLY REPORT Mr. Kakos reported that destination services provided registration and information services to eleven groups representing 6,550 attendees. During the past quarter we utilized 95 registration assistants and distributed over 14,000 brochures while on-site at the hotels. During the quarter a total of 80,140 brochures were distributed and 36,513 visitors were welcomed at the Visitor Information Center. Over 25,000 visitors were greeted in March, due to Thomas the Tank. Also, during the past quarter, we fulfilled 35,604 requests for information. FESTIVAL & EVENTS REPORT Mr. McCallum reported that this morning the Senate passed a resolution to name Grapevine the Christmas Capital of Texas. It will not go to the House of Representatives. New Vintage Report Mr. McCallum reported that the Blessing of the Vines had approx. 750 participants in the procession which was led by the Knights of Columbus, Father Kennedy, the Krems delegation, and the Wine Pouring Society. 867 passports were sold for the Wine and L Board of Directors Meeting April 23, 2009 Page 4 of 5 FESTIVAL & EVENTS REPORT cont. New Vintage Report cont. Gallery Trail and there were 37 registered for the Designated Driver program. 72 hotel packages were sold. The Jazz Wine Train sold out both nights. The artists who participated in the local art show at the Lancaster reported their best sales ever. The Grapevine Market opened for the season on Thursday and had 56 vendors the first week. Main Street Days Update Mr. McCallum reported that the 2009 25th Annual Main Street Days will take place on May 15, 16, and 17, 20009. There will be entertainment on four stages, excursion runs on the Grapevine Vintage Railroad, a Skyriders trampoline acrobat show, the Budweiser Clydesdales, a 10K walk, barbecue grilling demonstrations, a mural painting on the Masonic Lodge and many other activities. GRAPEVINE VINTAGE RAILROAD REPORT Mr. McCallum reported that while the Day Out With Thomas had twelve fewer runs this year it had 21,451 passengers only 200 less than last year. We partner with the (kr Museum of American Railroads. The year to date numbers show 62,883 passengers, eleven charters, and 77 groups. We have received three bids for the repair of Puffy and have contracted with a Houston company. The new piston is being manufactured. We hope to the engine back in service in July. HERITAGE PROGRAMS AND PRESERVATION ACTIVITIES Settlement to City Museum Mr. McCallum reported that council has approved $46,027 for the completion phase of the Settlement to City Museum. This will complete the static displays. The museum will be open by appointment until the opening of the new CVB headquarters. Demo and Conservation District Ordinance Proposals Mr. McCallum shared that the two proposals have gone before council for review. The demo proposal would trigger a review by the township manager any time application is made for a demo permit. The conservation proposal would require 50% of the homeowners in a district to opt in. They would then develop guide lines for their area. After review by the committee, which is made up of Council members Freed, Lease and Wilbanks, they will go to a council workshop. LIAISON UPDATES Heritage Foundation Activities Pat Stinson reported that Spring Into Nash had more than 2,500 participants, more live animals than ever, and three important ceremonies. The ceremonies included the unveiling of the Donor Wall, the dedication of the Nash Farm Interpretive Marker, and Board of Directors Meeting April 23, 2009 Page 5 of 5 LIAISON UPDATES cont. Heritage Foundation Activities cont. the dedication of the Stephen F. Austin oak tree. The annual membership drive will commence next month. Ms. Stinson announced the showing of"Spring, Summer, Winter, Fall... Spring" on May 1, an Up Close concert on May 6, and a concert by the jazz band Fatty Lumpkin on May 8. Chamber of Commerce Activities Tom Kormondy reported a culinary theme with ribbon cuttings at Crumbling Cupcakes, Pauley's Pizza, and Chill. Next Thursday there will be an after hours mixer at Ferrari's. The May 21st member luncheon has been moved to May 21st. All Chamber committees are doing well and a new legislative action committee has been formed. ADJOURNMENT There being no further business to come before the board, Ev Barnes made a motion to adjourn, seconded by Chris Leighton. Motion carried. L ATTEST: DATE: