HomeMy WebLinkAboutMinutes Corpus Christi Convention & Visitor Bureau - 06/21/2001 11110
MINUTES
CORPUS CHRISTI CONVENTION&VISITORS BUREAU
BOARD OF DIRECTORS MEETING
Thursday,June 21,2001 - 12:00 p.m.
Museum of Science&History—Water Garden Room
PRESENT: Brad Lomax-Chair,Linda Routh,Bill Goin, Bill Morgan,Bill Pettus,Tom
Schmid, Victor Gonzalez,Bert Quintanilla, David Garcia, Lillian Riojas, Cristina
Gana,Govind Nadkarni,Dave Prewitt
ABSENT: John Trice, Jody Patel, Vangie Chapa, Berney Seal, Dan Viola,Mayor Loyd Neal
STAFF: Wayne Bennett,Joey Jarreau, Alexandra Feild,Terry Morales, Connie
Cardamone
I. CALL TO ORDER:
Brad Lomax called the meeting to order at 12:05 p.m.
I. APPROVAL OF MINUTES:
Brad asked to make an amendment to the minutes in the Web Site Update agenda item; it
should reflect Joey as the meeting participant instead of Jody. Another amendment was
made on the Hispanic Chamber Contract agenda item;Victor Gonzalez was also present
at that meeting.Brad made a motion to approve the May 10, 2001 CVB Board of
Directors meeting minutes as amended. Motion was seconded, motion passed.
II. PUBLIC COMMENT:
None
IV. FINANCIAL REPORT:
Joey reviewed the variance report with the board. He noted that the bureau would
finish this fiscal year with an estimated positive cash amount of around$70,000.00.
He stated that we just made the June principal and interest payment. Joey discussed
the fluctuating interest on the bond payment of the Columbus Fleet and that it needs
to be monitored. He added that the main reason for the large positive ending cash
amount is due to not having a CEO in place for 6 months and the cut back in
travel/tradeshow expenses. Brad stated that one of the discussions with the council at
their quarterly luncheon was to have a$40,000.00 base cushion for any unforeseen
expenses. David Garcia reminded the board that any supplemental request for
additional finds must be turned in this week for evaluation by city stafflcouno0.
Brad asked for a motion to approve the financials as presented by key. Tom Schmid
made the motion,Cristina Garza seconded,motion passed.
V. COMMITTEE REPORTS:
• Sales& Marketing—Bill Morgan reported on the Hispanic Chamber's
presentation to the committee on their co-op plan for marketing. Bio Pettus
SCANNED
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Board of Directors Mtg.
June 21,2001
reported on the latest co-op program in Austin and San Antonio with industry
partners and the savings related with it. He discussed future ads that he is
working on and the impact that our advertising is having through partner
participation. He discussed the new media plan that includes supplemental
request projects.
• Governmental Affairs—There was a brief discussion of the issue of starting
school later hi the year.
• Finance Committee—Bill Goin reported they are still reviewing policies and the
financial statement format. Bill went over additional expenditures as requested by
CVB staff that would total$32,000.00. Wayne and Joey elaborated on the
expenses as follows:
$15,000.00—Web site enhancement,new photos&text
$ 5,000.00—Building exterior paint
$ 1,000.00—Signage for building
$ 5,000.00—Video enhancements, film, extra footage
$ 6,000.00—New convention tradeshow booth panels
• Bill noted that the Finance Committee recommends these expenditures to the
board for approval. Brad asked for a motion to approve the$32,000.00
expenditure from this fiscal year end surplus. Bill Goin made the motion,Bill
Morgan seconded,motion passed.
• Evaluations& Guidelines—Brad reported that the committee is working on
establishing performance criteria for the CEO. He noted that they are working on
the possibility of creating a tourism index for Corpus Christi. They are collecting
standards of measurements from other hie-size cities for research.
VI. WEB SITE UPDATE:
Joey reported that the convention-housing program is pretty much completed on June
15th. He is happy with it and so are some of the area hotels. There are only a few minor
issues that need to be resolved. Brad asked David Garcia for assistance from the city's
legal department in regard to any contracts associated with the web site.
VII. COLUMBUS FLEET ASSOCIATION:
Rocco reported that there appears to be some positive trends regarding the fleet.He asked
Rick Stryker,Executive Director of the Museum of Science and History,to update the
board. Rick passed out a report that reflects the ships activities. He noted that the ships
re-opened on May 8a with no advanced marketing. He stated that the after that date,the
visitor attendance went up by 8%;through June 191°,attendance was up 18%. He added
that the operating budget for the ships is protected based on a 10%increase from last
year. They have 5 tour guides and 2 maintenance people on staff. A marine survey
commission will be performed on the ships within a week to get a complete status of the
ships to identify problems anddispel any notion that they are fading away. 2 out of the 3
I V
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Board of Directors Mtg.
hoe 21,2001
are fully insured,the 3nd will be covered after the survey is complete. He also added that
they have been getting good publicity in several magazines. They have approval to print
new rack cards for the ships in about 2 weeks. They are marketing the ships as 15'"
century Spanish ships. Rocco reviewed the history of the ships and the debt associated
with it. Rick added that there have been no negative comments from visitors about the
ships or about the price increase.
VIII. HISPANIC CHAMBER MARKETING PRESENTATION:
Gloria Perez,Hispanic Chamber's Chairman of the Board,discussed the chamber's
contract with the CVB. She thanked the board for their support and trust. Manuel Ugues
presented the board with their current status with the CVB and a proposed status. He
noted that their goal was to identify and generate qualified leads for the CVB to close.
He reviewed the chamber's activity report with the board. He updated the board on how
the CVB and the chamber have been working together. lie discussed his recent FAM
tours with groups with the support of the Port of Corpus Christi He passed out a
financial budget that reflects fund allocation. He briefly discussed his meeting with
Wayne,Victor and Brad. He noted that his FAM tour groups felts that there was no
content message of Corpus Christi in our area. He stated that with the new upcoming
projects such as the arena,Packer),Channel etc.,other markets should be considered very
feasible,especially 3 to 5 years out. He feels the Mexican market should be tapped on a
consistent basis. He would like to propose to the board to allow the Hispanic Chamber to
take the lead role. He discussed essential elements that are required, such as a tracking
method,a consistent marketing plan and a preparation plan when groups arrive. He
would hie to see a buy in from the local community to be able to accomplish this. He
passed out an 18-month cooperative plan and a 2-year projection of fund allocation.
Manny discussed his staffing situation and stated that he would hie to hire a part time
person to establish a tracking method by staying in contact with hotels on a monthly
basis.He also discussed their collateral material and the need for translated material in
print and on ow web site. There was a brief discussion regarding the challenge of air
service. Joey noted that the marketing terms presented would have to be incorporated
into the contract. Brad asked for a motion to approve the concept marketing plan,Bert
Quintanilla made the motion,Vangie Chapa seconded, motion passed.
XL PRESIDENT'S REPORT:
Wayne reported that he has been attending several community events. He reviewed the
revised organization chart with the board. Wayne stated that he is bringing a lady who
organizes major international art exhibits to look at Corpus Christi as a possible site for
those exhibits.
Martha Kleine reported that she has secured the Fire Marshall's conference to Corpus.
Joey updated the board on convention sales activities.
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Board of Directors Mtg.
June 21,2001
XII. NEW BUSINESS:
None
XIII. OLD BUSINESS:
None
The Corpus Christi Convention&Visitors Bureau Board of Directors went into closed
session at 1:38 p.m. Closed session ended at 2:13 p.m.
XIV. ADJOURN:
There being no further business to discuss, the meeting of the Board of Directors
adjourned at 2:14 p.m.
V
Month End
Financial Variance Report
June 2001
Revenue:
• Website Income—Revenue stream has been re-estimated in forecast
projections.
• Royalty Income—This account plans for$10,000 proceaas from
publication of Beach to Bay Guide and DPG. This amount has been
removed from forecast projections
Expenses:
• Salaries—Savings of$6,510 related to absence of accounts payable clerk
and Accounting Manager position not filled
• Pension Contributions—Savings of$2183 related to reduced benefits due
to employee turnover
• Advertising—Under budget$12,021 savings on co-op ads in SA and
Austin.
• Computer Supplies Mtc.—Savings of$1375 due to overage in May for
MAS 90 annual mtc conract.,and$1175 due to sale of old computers.
• Dues/Subscriptions—Overage of$1711,due to IACVB annual dues not
budgeted.
• Utilities/Contracts—overage of$2000 due to payment of vacation and
severance of Chamber shared maintenance personneL.
• Travel Ent Meals—overage of$2300 due to bid presentations.
•
Columbus Fleet Expenses for Principal total$94,973 this amount should be
deducted from Net Profit. The full monthly amount of$22,000 is transferred each
mouth from the Operating Account to the Columbus Fleet Bond Payment Account,
this can be verified on the Balance Sheet.
411, C C Convention it Visitors Bureau KAS90 Custom Rpt 4007
Balance Sheet Date Printed: 07/10/01
?or the Period Ending JUNE 30, 2001 Page 1: 1
ACTUAL
ASSETS
CURRENT ASSETS
Operating Cash
?ETTY CASH 300.00
OPERATING A/C 91,076.21
BUSINESS ?30KOTION A/C 218.98
BOND PAYKENT FUNDS 85,406.36
?RIVATE BALES A/C 23,455.61
PAYROLL A/C 3,097.06
TOTAL CASH 214,554.22
ACCOUNTS RECEIVABLE
A/R TRADE :7,623.69
ALLOWANCE FOR BAC DEBTS (2,000.00)
TOTAL ACCOUNTS RECEIVABLE 17,623.69
INVENTORIES
KERCHANDISE 7,549.19
TOTAL INVENTORIES 7,549.19
DEFERRED ASSETS & ?REPA1DS 37,359.01
TOTAL PREPAIDS 37,359.01
TOTAL CURRENT ASSETS 271,086.1:
OTHER ASSETS
TRAVEL ADVANCES 700.00
TOTAL OTHER ASSETS 700.00
FIXED ASSETS (Land/Bldg/Equip) 306,661.08
TOTAL FIXED ASSETS 306,661.08
TOTAL ASSETS 584,447.19
400 C C Convention & Visitors Bureau KAS90 Custom Rpt 1007
Balance Sheet Date Printed: 01/10/01
For the Period Ending JUNE 30, 2001 Page 1: 2
ACTUAL
LIABILITIES AND EQUITY
CURRENT LIABILITIES
Short Term Payables
ACCOUNTS PAYABLE 285.65
ACCRUED ACCOUNTS PAYABLE 31,863.333
ACCRUED TAXES 339.55
INSURANCE W/H (933.06)
PENSION/RETIREMENT
CSC. WIH, U WAY, ETC :60.29
ADVERTISING ESCROW A/C (4,618.28)
TOTAL SHORT TERM PAYABLES 21,097.1:
TOTAL CURRENT LIABILITIES 27,097.::
LONG TERM LIABILITIES
COLUMBUS FLEET 30ND PAYABLE 2,463,131.24
TOTAL LONG TERM LIABILITIES 2,4633,:33:.24
TOTAL LIABILITIES 2,490,228.335
EQUITY
FUND BALANCE (2,:34,334.14)
YTD EARNINGS 226,552.98
TOTAL EQUITY (:,907,781.:6)
TOTAL LIABILITIES AND EQUITY 582,447.:9
,} C C Convention & Visitors Bureau NAS Custom Rpt is 100
DETAILED INC.STKT-CVD Public Funded Ops Date Printed: 07/10/01
FOR THE ELEVEN PERIODS ENDED JUNE 30, 2001 Page t: 1
+ Period to Date + + Year to Date + FY00
ANNUAL
Actual Budget Bud Var Actual Budget Bud Var BUDGET
REVENUE
HOTEL/HOTEL MARKETING ?EES :59,065 :69,065 1,925,586 1,925,586 2,088,464
ECO TOURISM GRANT 32,048 33,750 (:,702( 45,000
ADVERTISING - COO? ?ROM :2,300 :2,300
MARKETING - COOP 833 (833) 9,:63 (9,163) 10,000
TRADE SHOWS - COO? ?ROM :4,946 12,650 2,296 13,100
ROYALTIES 833 (8333: 9,163 (9,:633: :0,000
N3BSITE ADVERTISING 4,166 (4,:66) 4,354 45,826 (41,472) 50,000
MISCELLANEOUS INCOME 2,955 2,955 3,815 3,815
INTEREST 3ARNE0 439 1,200 (761( 7,066 :3,200 (6,134) :4,400
TOTAL REVENUE :72,459 1.76,097 (3,638) 2,000,:15 2,049,338 (49,223) 2,230,964
SALARIES 6 RELATED EXPENSES
SALARIES 57,597 64,107 6,510 647,809 705,177 57,368 769,284
FICA CONTRIBUTIONS 4,277 4,903 626 48,463 53,933 5,470 58,836
UNEMPLOYMENT CONTRIBUTIONS 541 541 7,307 5,951 (1,356( 6,491
INSURANCE/PERSONNEL BENEFITS 5,87: 6,674 803 62,344 73,414 11,070 80,088
?3NSION CONTRI3UTIONS 1,955 4,138 2,183 :6,173 45,518 28,745 49,656
CEO'S BENEFITS 523 523 4,596 5,753 1,157 6,276
?RE TAK DEDUCTIONS 524 (5241 1,022 (1,022)
TOTAL SALARIES a RELATED EXPS. 70,224 80,886 10,662 788,314 889,746 101,432 970,631
OPERATING EXPENSES
ACCTG/LSGAL/PROF 493 911 418 22,745 20,021 (2,724) 20,936
ADVERTISING 9,976 21,997 12,021 262,648 258,967 (3,681) 281,000
3A0 DEBT EXPENSE 20 (20)
BANK CHARGES 3 (3( 25 (25)
30ARD OF DIRECTORS 1:9 250 131 2,117 4,500 1,783 4,750
CAPITAL EQUIPMENT 2,644 2,000 (644) 2,000
COMMUNITY RELATIONS 3,260 (3,260)
COMPUTER/SUPPLIES/MAINT. (277) 2,372 2,649 13,008 :3,833 825 :4,715
COLLATERAL PRINTING 313 (813)
COPYING/PRINTING 415 125 (290) 28,293 14,280 (14,013) 20,405
DUES/SUBSCRIPTIONS 3,361 1,650 (1,711) 25,570 28,707 3,137 30,934
EQUIP LEASE/RENTAL 2,733 3,606 873 31,507 39,936 2,429 43,602
EQUIP REPAIR/MAINT. 148 748 3,360 8,647 5,287 9,457
EVENT HOSTING LOCAL 965 1,800 835 21,695 :9,600 (2,095) 20,995
FAM/SITE INSPECTION 2,249 2,249 6,222 27,576 21,354 29,500
GUARANTOR EXPEN-LAS CARABELLAS 22,000 22,000 242,000 242,000 264,000
INSURANCE GENERAL 1,610 1,357 (253) 15,210 14,927 (283) 16,284
INTEREST EXP - COLUMBUS FLEET :3,1331 (13,131) 147,027 (147,027)
MISCELLANEOUS EXPENSES 315 280 (35) 16,563 3,347 (13,216) 5,627
MEETING EXPENSES 78 400 322 1,558 5,200 3,642 5,800
OFFICE SUPPLIES 1,298 1,767 469 13,894 19,433 5,539 21,200
410 C C Convention & Visitors Bureaus MAS Custou Rpt t: 100
DETAILED INC.STMT-CVD Public Funded Ops Date Printed: 07/10/01
FOR THE ELEVEN PERIODS ENDED JUNE 30, 2001 Page 1: 2
+ Period to Date + + Year to Date + FY0O
ANNUAL
Actual Budget Bud Var Actual Buaget Bud Var BUDGET
PHOTOGRAPHY 20 20 1,771 2,720 949 3,140
POSTAGE/FRE1GHT 2,881 5,064 2,177 34,121 58,618 24,557 63,682
?{ODUCTION SERVICES 4,950 ;4,950) 4,950 (4,950)
PROMOTIONAL MERCHANDISE 1,173 5,000 3,827 :8,76: :6,950 (1,811) 17,200
*jTILITIES/CONTRACTS 5,986 4,979 (2,007) 65,143 63,094 (2,049) 68,336
SPARKLER EXPENSESS 666 666 2,05: 7,326 5,275 8,000
STA?? OEV/EDUCATION 565 :,650 985 8,183 :7,070 8,887 :8,420
SUBCONTRACTS 5,956 7,000 1,044 75,765 82,330 6,56: 89,330
":ELS?HON3 3,677 4,240 563 45,583 46,640 1,057 50,880
TRADE SHOWS/SALE: MISSIONS 332 2,100 :,765 55,662 49,745 )5,9:7) 50,945
T3AVEL/ENT/MEALS 5,299 2,980 ;2,310) 50,474 92,065 41,591 99,195
TOTAL EXPENSES 56,135 95,211 29,076 987,247 1,:59,592 :12,345 1,260,333
TOTAL 0?ERATING EXPENSES :36,359 176,097 39,738 :,775,56: 2,049,338 273,777 2,230,964
NET INCOME (LOSS) 36,100 0 36,100 224,554 0 224,554 0
C C Convention a Visitors 3ureaugno KAS Custom Rpt 1107
PRIVATE SALES - INCOME STATEMENT Date Printed 07/10/01
For the ELEVEN periods ended JUNE 30, 2001 Page 11
+ Period to Date + + Year to Date + FY99
ANNUAL
Actual Budget Bud Var Actual Budget Bud Var BUDGET
REVENUE
SALES-VISITOR CTR. ITEMS 1,109 :,709 ::,1:5 :1,116
CASH OVER/UNDER (1! (1)
INTEREST EARNED (14) (:4) :93 :93
TOTAL REVENUE 1,595 0 1,595 :1,908 0 :1,908 0
SALARY RELATED EXPENSES
TOTAL SALARY RELATED EXPENSES 0 0 0 0 0 0 0
O?ERATING EXPENSES
3ANK CHARGES :: (III 203 (203)
CAPITAL EQUIPMENT 1,600 (1,6001
MISCELLANEOUS EXPENSE 558 (558)
MERCHANDISE VISITORS CTRS. 299 (299; 6,059 (6,059)
SPARKLER EXPENSE 1,005 :,005)
TELEPHONE 38 (38
TRAVEL/ENT/MEALS 346 (346)
TOTAL EXPENSES 310 0 (310) 9,909 0 (9,909) 0
TOTAL OPERATING EXPENSES 310 0 (310) 9,909 0 (9,909) 0
NET INCOME (LOSS) 1,385 0 1,385 1,999 0 1,999 0
'N N
CONVENTION & VISITORS BUREAU
TOURISM SALES & VISITOR INFORMATION CENTER
ACTIVITY REPORT
June, 2001
MTD YTD
#of Definite leads 2 29
'#of Definite Room Nights 39 6442
#of Tentative Leads 2 51
#of Tentative Room Nights 21 6819
# of Trade Shows/Conferences 0 12
# of Sales&Media Calls 0 162
# of Site Visits/Fams 0 6
#of Sales Missions/Blitz 0 7
•#of TX Nat'l Tour Co.Bookings 39 146
# of Group Tour Bookings 0 6296
•#of Definite Room Nights YTD reflect Tourism Sales Group Tour Bookings, &TX Nati Tour Co.Bookings,Year
To Date.
VISITOR CENTER ACTIVITY
Visitors assisted 19,532 137,300
Bulk mail requests fulfilled 1,340 25,383
SPECIAL PROJECTS AND ACTIVITIES
1. Ann assisted Laura in obtaining gifts for Travelocity.com
2. Ann attended Photo Contest meeting
3. Attended Industry partners meeting
4. Attended HSMA Luncheon
Attraction Name: 2000 2001
Texas State Aquarium 63,981 57,730
Asian Culture Museum 655 509
C.C.Museum 6408 7169
USS Lexington Unreported Unreported
C.C.Botanical Unreported Unreported
v
Corpus Christi
Convention & Visitors Bureau
Convention Sales & Services
Activity Report
June, 2001
Convention Sales
99/00
MTD YTD YTD
Definite Leads 9 128 121
Definite Room Nights 11,269 60,674 79,774
Definite Lost(Current Year) 0 405
American Bowling Congress 88,950
Current Year Total Definite 11,269 150,029
Pending Leads 20 257 146
Pending Room Nights 27,440 191,337 98,726
Pending Lost(Current Year) 57,254
Pending Turn Def(Current Year) 25,861
Current Year Total Pending 27,440 108,222
Previous Year Definite Lost 10,500 24,690
Previous Year Pending Lost 0 42,376
Definite BPCC Bookings 4 20 33
Pending BPCC Bookings 10 55 35
Pending BPCC Lost(Current Year) 1 11
Pending BPCC Turn Def(Current) 3 5
Total Pending BPCC Bookings 6 39
1Ir
Definite Delegates 8,855 56,143 65,080
Definite Financial Impact 3,210,010 20,351,910 23,584,249
American Bowling Congress 85,000
ABC Financial Impact 45,000,000
Pending Delegates 21,728 162,586 77,108
Pending Delegates Lost(Current Year) 42,611
Pending Turn Def(Current Year) 24,408
Current Year Pending Delegates 21,728 95,567
Pending Financial Impact 34,643,110 30,262,793
Sales Assisted Definite Rm Nights 0 1,699 5,825
Sales Assisted Pending Rm Nights 0 6,876 12,062
Convention Services
99/00
MTD YTD YTD
Service Leads Generated 11 182 N/A*
Conventions Serviced 23 204 159
Delegates Serviced 6.070 84,755 108,376**
Centrally Housed Conventions 2 4 8
Transportation Serviced Conventions 2 8 16
*Beginning in August,2000, Service leads generated are being reported for the first time.
**2000 total includes 12,800 visitors to the farm and ranch show in January,the same
number of visitors attended 2001; however,they are not being included as convention
delegates.
Other Activities
Bid Presentations—Tx State Firemen&Fire Marshalls,National Association of Postmasters—Texas,Texas Chapter of
the American Public Works Association,TX Chapter,Veterans of Foreign Wars
Tradeshows—LULAC,SGMP
Conferences—Attended TSAE(Martha,Lou);Attended IACVB Destination Sales Training(Kim T.,Lou)
Mailers—Premailer to SGMP conference
Prospecting/Telemarketing—RCMA—2001 meeting spec guide
r �
CONVENTION AND VISITORS BUREAU
COMMUNICATIONS
ACTIVITY REPORT
JUNE 2001
Ir Website redesign and updates
1. Front page: added new features such as "This Week's Events" and
links to other local organizations as well as created form to request
visitor information
2. Attractions page now has links to all attraction websites
3. Accommodations: TravelHero has been contracted to provide this
service.
4. Press and News: Online Press Kit was added
5. Other various cosmetic and functional changes have been made
throughout the site.
W Created new staff organizational chart
Y Began creation of Convention/Group Coupon Book
M Created "What's New" flyer for VICs to distribute to visitors
k Compiled weekly convention updates
W Wrote press releases for upcoming conventions
k Served on the Mayor's Planning Committee for the Big Bang Celebration
Or $157333.30 Bacon's editorial coverage for Corpus Christi in June
$1.071.795.02 11 00-01 TOTAL
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