HomeMy WebLinkAboutMinutes Corpus Christi Convention & Visitor Bureau - 08/16/2001 MINUTES
CORPUS CHRISTI CONVENTION&VISITORS BUREAU
BOARD OF DIRECTORS MEETING
Thursday, August 16, 2001 - 12:00 p.m.
Museum of Science&History—Water Garden Room
PRESENT: Brad Lomax-Chair, Bill Goin, Bill Morgan, Bill Pettus, Tom Schmid,Bert
Quintanilla, Cristina Garza,Dave Prewitt, Dan Viola, John Trice,Berney Seal,
Jody Patel, Lillian Riojas, Victor Gonzales, Linda Routh, Govind Nadkarni, Skip
Noe
ABSENT: Mayor Loyd Neal , David Garcia,Vangie Chapa
STAFF: Wayne Bennett, Alexandra Field, Terry Morales, Connie Cardamone
GUEST: Robert Brown with Maecena Graphics
Martine Cummins, Gonzalez, Kieschnick, Cross&Farias, LLP
I. CALL TO ORDER:
Brad Lomax called the meeting to order at 12:02 p.m.
II. APPROVAL OF MINUTES:
Brad made a motion to approve the July 26, 2001 CVB Board of Directors meeting
minutes. Motion was seconded, motion passed.
III. PUBLIC COMMENT:
Mr. Brown presented the board with a Sesquicentennial project that the city has
commissioned him to work on to commemorate the city's anniversary next year. It entails
a series of hand made panels that outline the history of Corpus Christi. This project will
be mobile to be displayed throughout the city. The cost will be$295.00 per line. Mr.
Brown reviewed the list of companies that have committed to participate.
Mr. Cummins discussed the importance of the Mexico market and what his organization
has been doing to create awareness and suggestions for promotion and communications.
He informed the board about their schedule of networking events.
IV. FINANCIAL REPORT:
Wayne informed the board that the financials in their board packets had changed; updated
financials were given as handouts. Connie reviewed the financials with the board. She
stated that the handouts reflect year-end entries. She reviewed the variance report with
the board outlining savings and overages for the month of July. She explained the
savings in the interest over-payment to the city for the Columbus Fleet debt. The original
budgeted payment was for $78,000.00. But with the change in interest rates,the payment
was only around$20,000.00. This will reflect an interest prepaid line item in the amount
SCANNED
V V
Page 2
Board of Directors Mtg.
August 16,2001
of approximately$58,000.00. She reviewed the accrued payables and the bad debt line
item. She stated that she would try to collect any outstanding amounts owed to the
bureau.
Wayne reported that the bureau would inventory what assets belong to the bureau;this
will also include the visitor centers.
V. COMMITTEE REPORTS:
Sales & Marketing—Tom Schmid reported that the committee discussed at
length the advertising activity for August and the Sand Dollar promotion. He
noted that the preliminary results of the card are very good. There was also a
lengthy discussion regarding upcoming and current co-op opportunities and how
the committee can get more partners involved. Bill Pettus gave the board more
details on the Sand Dollar card. He stated how the bureau began getting phone
calls immediately after the ad ran. The card was also placed on the web site for
downloading. He reported that they would try to get result numbers for the card
in October. Bill also reported on the 8-page newspaper insert. Bill stated that his
agency is working with the hotel association to make sure everyone is contacted
for co-op opportunities. Wayne announced that during his trip to IACVB,his
constituents inquired what we are doing in Corpus because they are noticing our
name out there more often. Wayne noted that he does not have the department's
goals for 2001-2002 due to staff travel, but it will be available at the next board
meeting. Wayne reviewed the sales activity reports with the board. He added that
the number of uses to the 800#has dropped dramatically, but Internet hits have
increased significantly. Brad recommended that the Sales&Marketing
committee review the presentation by Mr. Brown regarding the panel display.
• Governmental Affairs— No report. Berney stated that he feels that the
relationship with city council is at an all time high.
• Finance Committee—Bill Goin reported that they have approved an executive
summary for review and approval by the board. He outlined the summary and
asked the board for any input. Connie went over the report with the board in
more detail. Bill Goin made a motion to recommend that the board policy for
minimum cash reserves should be$40,000.00. He added that the board should
maintain the policy of recommending to staff to spend the entire budget except for
a minimum of$40,000.00. Wayne added that the reserve would be a cushion for
any unforeseen unbudgeted expenditures. Bill Goin made the motion, Bert
Quintanilla seconded, motion passed.
Audit Recommendation—The committee also discussed options for
future audit contracts. After much deliberation, the committee
recommends that we continue to use Fite&Wheeler for a one-year
contract. Bill Goin made the motion,Tom Schmid seconded, motion
passed.
•
. fatV
Page 3
Board of Directors Mtg.
August 16,2001
Audit Approvals—After reading through and re-addressing the numbers,
the committee also recommends accepting the 7-month audit(January—
July 2000)performed and presented by Fite& Wheeler at the last board
meeting. Bill Goin made the motion, Bert Quintanilla seconded,motion
passed.
• Evaluations& Guidelines—No report.
VII. COLUMBUS FLEET ASSOCIATION:
Rick Stryker reported that the Columbus Fleet did not do well in July. During the first 14
weeks of operation, fleet attendance at the museum increased by 9.7%. At the end of the
fiscal year, in regard to expenditures and revenue for the fleet, they have made enough
money to pay all outstanding bills for the first 3 months of operation, including insurance.
He noted that August is doing very well. They will be moving the Nina on the 29th to
Port Dock 2 for emergency plan rehearsal then she will be moved back. He feels that if
they continue as or near as projected they will get through the off-season and a good start
for next year.
XL PRESIDENT'S REPORT:
Wayne reported that Alexandra Feild would be leaving the bureau at the end of August.
Wayne gave the board an update on a planned dedication of Nueces River Park to be
changed to LaBonte Brothers Park. He noted that Ann Neese was able to gain their
racing suits to be framed and displayed in the visitor center. He added that Tom Niskala
informed him of an AM low frequency radio tabletop station. It has a range of about 2
miles and could be utilized to direct traffic to the visitor center. Wayne also reported on
being contacted by Southwest airlines asking for our convention calendar. They have a
person on staff who concentrates on groups and meetings and who would like to contact
our convention clients to use Southwest Airlines to come to Corpus Christi. Wayne also
added that he was invited to go to Dallas to meet with them and come up with ideas how
to better promote the area. He invited board members to attend that meeting.
Rocco Montesano gave a brief report on attraction attendance. There was a discussion
regarding working with Texas Treasure Casino cruise. Brad reminded the board about the
September 11'"CVB Board/Council luncheon.
XII. NEW BUSINESS:
None
XIII. OLD BUSINESS:
None
XIV. ADJOURN:
There being no further business to discuss,the meeting of the Board of Directors
adjourned at 1:30 p.m.
Corpus Christi Convention and Visitors Bureau
Cash Flow Statement
For Month Ending 8/31/01
Operating Cash 206,110
Business Promotion Cash 219
Payroll Cash 2,873
AIR Trade 14,147
223,349
Accrued A/P 118,117
Accrued Tax 268
Misc 49
118,434
Cash 7/31/01 104,915
41, kili
.
! § egg
§ § § no § § §/ §a
| , \ § ( | [ ! ( § 22 ! ( §
) 0 (' f §\ )0 CO' i
! : I
0; 00 000343- WV in e4 c4
r r
_ COCO � . CO � \
\ \ ® 00 CI'- § § ! § \
§ 0 _ IW) ; , l ; m a ! [
; & CO In 2;2:=w0 ;
2 < 0 4-
03
/ ( 7 555 . , (
S ; § § \ [ § § § § t § §
_ 14 M
- /#SRK;& !oic6O4o vi [ !
\ < 4N
) woe
.
. �olg00 '004 . 04 .et� � el
j-\ \ k / )� ƒ \ C) \ /% i
ia00 / .- me; § ! $ \
2ln ; ln ¥! 2 a !
! \ 2!/ 2;r==rk ■ : ! 0
15
o
co
0 #
, ! _*0 m o
44.
Tu
� | { Ha C
! ; , 0 - c = 0 \ | f
| ! | f!| � i$ •
§ )
. � 2F ! | i ■ || | ! _ ! o
v
Month End
Financial Variance Report
August 2001
Revenue:
• $541.00 Website income received not budgeted.
• $15000 budgeted for Misc. Income (transferred funds from Private Sales
Bank Account) per Fite& Wheeler should not be classified as income
again.
Expenses:
• Computer Supplies Mtc.—Overage of$3619.00 due to various computer
and network issues.
• Miscellaneous Expense—Overage of $1817.00 due to Wayne's Moving
Expenses,and golf tournament.
• Office Supplies—Overage of$1057.00 due to furniture purchase and
supplies for new employee. (Yvette)
11110
C C Convention & Visitors Bureau KAS90 Custoa Rpt 1007
Balance Sheet Date Printed: 09/:3/01
For the Period Ending AUGUST 31, 2001 Page 1: I
ACT:A:
ASSETS
CURRENT ASSETS
Opera::ng Cast
PETTY CASH 3000.00
°PHA:TV.; A/C 2:3,922.0
E
: ,922.03 S:NE.. ?ROK ".:O`: A/C 2.19.0'
BON: PAYMENT FU 107,7EO.SC.
PR:VATE SALES
PAYROLL A/C :,S. .2E
TOTAL CASE 340,460.4'
ACCOUNTS RECE:VA3,LE
AR TRADE 17,077.42
A/P OTHEP !929.86,
ALL0HANCE FOR SAD DEBTS ;2,000.00;
TOTAL ACCOUNTS RECEIVABLE 14,:47.56
:NVEYTOR:ES
MERCHANDISE 3,581.41
TOTAL INVENTORIES 6,58:.4:
DEFERRED ASSETS & PREPAIDS ;3,693.34
TOTAL PREPAID: 63,693.34
TOTAL CURRENT ASSETS 426,882.78
OTHER ASSETS
TRAVEL ADVANCES 100.00
TOTAL OTHER ASSETS 700.00
FIXED ASSETS (Land/Bldg/Equip) 266,725.56
TOTAL FIXED ASSETS 266,725.56
TOTAL ASSETS 694,308.34
C C Convention & Visitors Bureau KAS90 Custoa apt 4007
Balance Sheet Date Printed: 09/13/01
For the Period Ending AUGUST 31, 2001 ?age 1: 2
ACTUAL
LIABILITIES AKE EQUITY
CURRENT. LIABILITIES
ACCRUED ACCOUNTS PAYABLE ::3,::7.:4
ACCRUED TAXES 2i7.93
INSURANCE W/H (199.021
PENSION/RETIREMENT c;
MISC. W/H, U WAY, ETC 555.:5
CAPITAL LEASE PAYABLE 35,287.71
Insurance Financing Obligation 5,503.81
TOTAL CURRENT LIABILITIES :59,225.34
LONG TERM LIABILITIES
COLUMBUS FLEET SONS' ?AYABLE 2,450,000.00
TOTAL LONG TERM LIABILITIES 2,453,000.00
TOTAL LIABILIT:ES 2,609,225.34
EQUITY
FUND BALANCE (.,354,4:5.3?
KC EARNINGS 39,508.62
TOTAL EQUITY 11,9:4,907.25:
TOTAL LIABILITIES AND EQUITY 694,318.09
•
‘1100 ‘1100
C C Convention & Visitors Bureau KAS Custom apt 4: 100
DETAILED INC.STKT-CVD Public Funded Ops Date Printed: 09/13/01
FOR THE ONE PEERIODS ENDED AUGUST 31, 2001 Page 4: 1
+ Period to Date + + Year to Date - FY01
ANNUAL
Actual Budget Bud Var Actual Budget B,:d Var BUDGET
7ENUE
E /MOTEL MARKETING FEES 235,325 235,825 235,325 235,325 2,091,235
JJ
TALTTES 2,500
3SITE ADVERTISING 54: 54: 541 54:
3CELLANEOU` INCOME ::,000 (15,000: :5,000 (:5,000; :5,000
.EaEST EARNED 584 400 :34 584 400 :34 4,300
TOTAL REVERE 235,950 25:,225 :14,275; 235,950 251,225 14,275( 2,:13,535
,IARIES & RELATE: EXPENSES
tLARIES 58,505 55,466 :2,039! 58,505 56,465 (2,039; 577,592
:CA CONTRIBUTIONS 4,377 4,315 (58: 4,377 4,319 (58: 5:,628
;EMPLOYMENT CONTRIBUTIONS 425 425 425 425 5,100
:3URAKCE/PERSOKXEL BENEFITS 5,55c 6,537 978 5,555 6,537 578 78,444
:NSION CONTRIBUTIONS 3,318 3,575 257 3,318 3,575 251 42,900
3E TAX DEDUCTIONS (:36: :36 (:36: 136
TOTAL SALARIES & RELATED EXPS. 71,623 71,322 (301: 71,623 71,322 (301) 855,864
?ERATING EXPENSES
:CTG/LEGAL/PROF 551 860 209 651 860 209 19,320
:VERTISIKG 30,729 34,058 3,329 30,729 34,058 3,329 396,114
LCK CHARGES 4 (4) 4 (4)
)ARD OF DIRECTORS 378 250 (128: 378 250 (128( 4,750
)KKUNITY RELATIONS 100 100 100 100 3,725
)KPUTER/SUPPLIES/KAINT. 4,769 1,150 (33,6:9: 4,769 1,150 (3,615; 9,495
)?PING/PRINTING 23,492 23,500 8 23,492 23,500 3 34,250
JES/SUBSCRIPTIONS 1,346 3,455 2,105 1,346 3,455 2,109 25,050
QUIP LEASE/RENTAL 3,135 3,321 136 3,135 3,321 :86 39,852
?UIP REPAIR/KAINT. 174 808 634 174 808 634 7,592
TENT HOSTING LOCAL 7,101 7,325 224 7,101 7,325 224 39,500
AK/SITE INSPECTION 4,372 4,850 478 4,372 4,850 478 27,100
JARANTOR EXPEN-LAS CARABELLAS 18,333 :8,333 :8,333 13,333 219,996
ISURANCE GENERAL 983 983 583 983 14,896
XTEREST EXP - COLUMBUS FLEET :1,959 (11,959) 11,959 (11,959)
ISCELLAKEOUS EXPENSES 3,127 :,310 (1,817( 3,127 :,310 (1,817) 7,470
FETING EXPENSES 131 290 159 131 290 159 3,480
FFICE SUPPLIES 2,257 1,200 (1,057) 2,257 1,200 (1,057) 14,400
HOTOGRAPHT 100 300 200 100 300 200 1,200
OSTAGE/FREIGHT 2,024 3,000 976 2,024 3,000 976 36,700
ROKOTIONAL MERCHANDISE 9,000 9,000 9,000 9,000 27,800
TILITIES/CONTRACTS 5,471 6,164 693 5,471 6,164 693 72,888
FAIRER EXPENSESS 250 (250) 250 (250)
TAFF DEV/EDUCATION 1,113 1,125 12 1,113 1,125 12 6,965
(MCC/TRACTS 6,306 6,750 444 6,306 6,750 444 86,530
ELEPHONE 4,165 4,250 85 4,165 4,250 85 51,000
C C Convention & Visitors 3ureau MAS Custom apt t: 100
DETAILED INC.STKT-CVD Public Funded Ops Date Printed: 05/13/01
FOR THE ONE PERIODS ENDED AUGUST 31, 2001 ?age 1: 2
Period to Date + Year to Gate + FYO:
ANNUAL
Actual Bucket Bud Var Actua: Budget cud Var BUDGET
2AD3 SOS/SALES I:SS:ONS 2,75: 2,615 :'3i) 2,75: 2,6:5 ,:36! 55,698
'r.AVEL/ESTIY.EALS 2,404 5,650 3,246 2,404 5,650 3,246 51,1100
:'OTAL EXPENSES ::E,152 :40,647 :2,455 :26,:92 :40,647 -2,455 1,257,67:
".0`"A: OPERATING EXP=X::: :59,815 21:,565 12,154 :59,815 211,965 12,154 2,1:2,535
NET I\COME ;:OSS: 37,:3- 35,256 22,1:1; 37,1.5 39,256 :2,121, 0
C C Convention & Visitors Bureau MAS Custom apt $107
Pi.IVATE SALES - INCOME STATEMENT Date Printed 05/13/0:
For the ONE periods ended AUGUST 31, 2001 Page $1
?end to Date - Year to Date 4 FY55
ANNUAL
Actual Budget Bud Var Actual Budget Bud Var BUDGET
:VENUE
SkLES-VIS_T?. TR. ITEMS :,635 1,535 :,506 1,605
MISCELLANEOUS -SCOME 1`7 157 1E7 1E7
INTEaES". EARNED 5 6 5 5
TOTAL REVENUE :,769 'S5 ? ., :,753 0
SALARY RELATED EXPENSES
TOTAL SALARY RELATED EXPENSES C 0 0 0 C C
MATING EXPENSES
!
3?1X CCHARGESCHARGES92 :22 22 .,22'
!ERCHANDISE VISITORS CTRS. ?'2E; E2E :62E: E26
TOTAL EXPENSES 04: 0 504 ;.E04: 0 604 C
TOTAL OPERATING EXPENSES 16041 0 604 ;E04 0 604 C
NET INCOME (LOSS: 2,273 0 2,373 2,373 0 2,373 0
V d
CONVENTION & VISITORS BUREAU
TOURISM SALES & VISITOR INFORMATION CENTER
ACTIVITY REPORT
August, 2001
MTD YTD
#of Definite leads 1 1
'#of Definite Room Nights 57 57
# of Tentative Leads 5 5
# of Tentative Room Nights 128 128
# of Trade Shows/Conferences 0 0
#of Sales&Media Calls 0 0
# of Site Visits/Fams 0 0
#of Sales Missions/Blitz 0
of TX Nati Tour Co.Bookings 37 37
#of Group Tour Bookings 20 20
'#of Definite Room Nights YTD reflect Tourism Sales Group Tour Bookings &TX Nati Tour Co.Bookings,Year
To Date.
VISITOR CENTER ACTIVITY
Visitors assisted 15,915 15,915
Bulk mail requests fulfilled 1,726 1,726
SPECIAL PROJECTS AND ACTIVITIES
1. Ann worked on Labonte Park project.
2. Jane worked on NTA appointments for Nov.
3. Staff attended Sparker luncheon.
4. Attended HSMA Luncheon.
5. Attended TACVB in Witchita Falls.
Attraction Name: 2000 2001
Texas State Aquarium 46,529 44,135
Asian Culture Museum 340 410
C.C.Museum 3,689 5,726
USS Lexington Unreported Unreported
C.C.Botanical Unreported Unreported
V J
Corpus Christi
Convention & Visitors Bureau
Convention Sales & Services
Activity Report
August, 2001
Convention Sales
99/00
MTD YTD YTD
Definite Leads 8 8 9
Definite Room Nights 7,828 7,828 20,765
Definite Lost(Current Year) 0 0
Current Year Total Definite 7,828 7,828
Pending Leads 21 21 14
Pending Room Nights 18,222 18,222 17,127
Pending Lost(Current Year) 160 160
Current Year Total Pending 18,062 18,062
Previous Year Definite Lost 825 825
Previous Year Pending Lost 17,397 17,397
Definite BPCC Bookings 1 1 3
Pending BPCC Bookings 2 2 7
Definite Delegates 5375 5375 9110
Definite Financial Impact 1,948,437 1,948,437 3,302,375
Pending Delegates 16,215 16,215 11,705
Pending Financial Impact 5,877,937 5,877,937 4,243,062
Sales Assisted Definite Rm Nights 0 0 2200
Sales Assisted Pending Rm Nights 1765 1765 8376
ri
Convention Services
00/01
MTD YTD YTD
Service Leads Generated 4 4 18
Conventions Serviced 10 10 16
Delegates Serviced 2,195 2,195 5,776
Centrally Housed Conventions 0 0 0
Transportation Serviced Conventions 0 0 0
Other Activities
Sent out pre-mailer for HSMAI Affordable Meetings
Attended Destination Showcase/Chicago
Held monthly Director of Sales Meeting with Industry Partners
Attended TACVB Conference(Kim Thornton, Kim Limley)
Conducted four site tours
Began planning for Austin Earn Tour(October)
Began planning for Austin Client Appreciation party(January)
Attended Sparkler Appreciation Luncheon
Telemarketing calls made to SGMP,RCMA,House Accounts-303
Infotrac training for convention sales staff
Convention Services Training for new hire(Yvette)
V
. . . .
AAA A
ilgE
3
• a
3 o
N N co ro
• ' m
V
0
z
0
0
0
m
0
b
m
w
T 8
73V
1313
CO
la.
LT
0
mmin
—
V c6
m O I
CO N