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HomeMy WebLinkAbout2011-06-16 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, June 16, 2011 — 8:00 a.m. Wallis Building Grapevine, Texas AGENDA I. CALL TO ORDER II. RECOGNITION OF CHAIRMAN STEPHEN W. STINSON III. ELECTION OF VICE CHAIRMAN IV. APPROVAL OF MINUTES V. BOARD MEMBER INDUSTRY ANNOUNCEMENTS VI. OLD BUSINESS A. CV B HEADQUARTERS UPDATE B. MARKETING COMMITTEE REPORT VII. SALES & MARKETING REPORT A. PLAN YOUR MEETINGS B. MAIN STREET DAYS FAM C. AMEX CLIENT FAM D. AA VERACRUZ, MEXICO TRAVEL AGENT FAM E. AMERICAN EXPRESS CORPORATE TRAVEL FAM VIII. HOTELS /ATTRACTIONS ACTIVITIES IX. GRAPEVINE VINTAGE RAILROAD REPORT X. LIAISON UPDATES A. HERITAGE FOUNDATION ACTIVITIES B. CHAMBER OF COMMERCE ACTIVITIES XI. ADJOURNMENT State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, June 16, 2011 at 8:00 a.m. at the Wallis Building, Grapevine, Texas with the following persons in attendance: LuAnn Chapman Gatts Board Member Lee Rotholz for board member John Imaizumi Paul Slechta Board Member Peggy Weaver Board Member Dan Weinberger Board Member Rick Lawlis Heritage Foundation liaison Sharron Spencer Council Liaison Paul W. McCallum Executive Director George Kakos Assistant Executive Director Absent: Tom Cherry Board Member Andrew Davidson Board Member Angela Mitcham Chamber liaison Jennifer Hibbs Assistant City Manager CALL TO ORDER Paul McCallum called the meeting to order. RECOGNITION OF CHAIRMAN STEPHEN W. STINSON Mr. McCallum recognized Chairman Stephen W. Stinson, who passed away on May 31st. The board discussed an appropriate way to recognize Steve for his service. Paul Slechta made a motion to name the board room in the new CVB headquarters the Stephen W. Stinson Board Room. Motion was seconded by LuAnn Chapman Gatts. Motion carried. ELECTION OF VICE CHAIRMAN Mr. McCallum stated that while the city ordinance has a provision that the board may elect a vice chairman, we have not done so in the past. The Mayor will appoint a chairman, probably in July. The vice chairman would be valid until that appointment. Mr. McCallum asked if there were any board members that would prefer not to be considered. Peggy Weaver removed her name from consideration due to work commitments. LuAnn Chapman Gatts nominated Paul Slechta. There being no further discussion, Mr. McCallum called for the vote, which was unanimous. At this time Mr. McCallum turned the meeting over to Vice Chairman Slechta. Board of Directors Meeting June 16, 2011 Page 2 of 4 APPROVAL OF MINUTES A motion to approve the minutes from the May 19, 2011 meeting was made by Dan Weinberger and seconded by LuAnn Chapman Gatts. Motion carried. BOARD MEMBER INDUSTRY ANNOUNCEMENTS • Sea Life will open July 12. • Legoland Discovery Center has set all kinds of records since they opened. • The April sales reports were great at Grapevine Mills. OLD BUSINESS CVB Headquarters Update Mr. McCallum reported that the project is 89% complete. The masonry, excluding the stonework, is 100% complete. The zinc cornice work on the Cotton Exchange is 99%, the zinc façade on the Land Patent building is 99% and the zinc façade on the Dunn building is 100% completed. Storefront installation is 75% completed. The second floor ceiling is 90% completed. The first floor lobby beams are 50% completed. The mechanical, electric, plumbing trim in the open offices is 99% completed and in the rest of the building is 20% completed. In the next 30 days the concrete and asphalt paving should be completed or underway. Masonry will be 100% along with the pressed metal facades. The Dunn building wood siding to be completed. The wood decking and fascias at the balconies will be near completion. Open office area should be completed. The function room will be near completion. The marble flooring installation will be completed. The Grand stair treads will be near completion. There has been a total of 84 weather days, 37 of which have extended the schedule. Marketing Committee Report Mr. Kakos presented the Marketing Committee Report for Committee Chairman, Tom Cherry. He thanked Peggy Weaver and Dan Weinberger for serving on the committee. All full service hotels except the Hyatt DFW participated in the meeting, along with a representative from the Historic Downtown Merchants Association and one from the Super 8, representing our limited service properties. There was good participation and input from the committee members. Discussion focused on target markets as well as a look at a SWOT analysis, global markets, advertisement placement, individual leisure travel and social media. Staff will work with the input from the meeting to develop the 2012 Marketing Plan and will present a draft version to the committee at their next meeting, followed by a presentation to the board. Board of Directors Meeting June 16, 2011 Page 3 of 4 SALES & MARKETING REPORT Mr. Kakos reported that during the month of May the convention sales team produced 23 leads representing in excess of 35,000 potential room nights, 10 of the leads for 2011. Staff assisted with four definite bookings representing 1,600 room nights. Staff conducted six site inspections and participated in Plan Your Meeting Trade Show visiting with 18 meeting planners and is following up with four for specific dates. They hosted nine planners for the Main Street Days Fam and three RFPs are in the works. In conjunction with American Express staff hosted a fam for 18 of their corporate meeting clients and is working with American Express on the follow-up. Tourism sales produced five leads representing 43 room nights and 103 attendees. Staff assisted with four definite bookings with 113 room nights and 173 attendees. In conjunction with American Airlines, staff hosted eight Veracruz, Mexico travel agents. They hosted an American Express Corporate Travel Fam from Mexico City. Work proceeds on the American Bus Association convention which will be in Grapevine in January 2012. The Visitor Information Center staff distributed almost 80,000 brochures and welcomed 3,932 guests to the Visitor Information Center. Destination Services provided information and registration assistance to eleven groups representing 17,000 delegates. May was a record month for the Grapevine Visitor Shuttle with 4,500 passengers. Much of the growth is coming from international passengers with long layovers. The Convention Center booked 26 future groups representing 4,300 attendees and had $41,800 in total sales. The Palace Arts Center booked 18 future groups representing 2,400 attendees and had $23,088 in total sales. The Concourse booked 35 future groups representing 5,100 attendees and had $10,500 in total sales. The Concourse is doing more weddings and tournaments. The website had 187,401 unique visitors, a 23% increase over last year. There were just under eight million hits, 46% over last year. The advertising investment included 16 group trade publication print insertions, two leisure group trade publication insertions, eight online group advertising insertions and 81 consumer print insertions. TV and radio had 1,640 runs and online consumer advertising insertions were 149. Print publicity was over $110,000 and electronic publicity was over $269,000 for a total of over $380,000. HOTELS /ATTRACTIONS ACTIVITIES Mr. Kakos reported: • The Baymont Inn is in the process of being sold and will undergo a complete (iberenovation. • DFW International Airport has begun the renovation of terminals A, B, C and E. The project will take seven years and cost $1.9 billion. Board of Directors Meeting June 16, 2011 Page 4 of 4 HOTELS / ATTRACTIONS ACTIVITIES cont. • The Theme for this year's ICE! at the Gaylord Texan will be "Shrek The Halls". This will be kicked off with a Christmas in July celebration with a tree lighting. • Gaylord has opened their outdoor pool, Paradise Springs. • The Texas Association of Campground Owner/Operators has selected the Vineyards Campground as the Campground of the Year and Website of the Year. • Grapevine has been selected to be one of six cities to host the 2012 National Watercolor Society Traveling Exhibit from May 17 — June 17, 2012. • Mi Dia and Winewood restaurants are scheduled to open on July 11th • Beatitudes Tea Room and Gift Shop has opened at 216 W. Wall Street. • Vetro Glassblowing and Gallery has been named DFW Ultimate Best 2011 Art Gallery. • Legoland Discovery Center had 101,000 visitors during the first ten weeks of operation. • Great Wolf Lodge is selling 400 — 500 consignment tickets a week to Legoland. • SummerBlast Friday night fireworks have begun. • The Star report indicates a rise in occupancy, rate and rev par. GRAPEVINE VINTAGE RAILROAD REPORT Mr. McCallum reported that May ridership was 6,776 including eight groups, one charter and 18 special promotional runs. Future bookings include 21 groups/charters and one caboose party. Work has resumed on steam engine #2248. We hope to have her back in service this summer. The 92-day inspection has been completed on 2199. We are actively seeking another diesel locomotive to regular service and special runs. LIAISON UPDATES Heritage Foundation Activities Rick Lawlis reported for the Heritage Foundation that the membership drive started in May. They are focused on building interest in the Foundation. The board completed a strategic planning retreat. Edith's Follies was a successful event last Friday night. Chamber of Commerce Activities The Chamber's annual golf tournament is slated for September 26th and is already full. The Chamber website is now up, check it out. ADJOURNMENT There being no further business to come before the board, LuAnn Chapman Gatts made a motion to adjourn, seconded by Dan Weinberger. Motion carried. (,, ATTEST: DATE: