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HomeMy WebLinkAboutMinutes Corpus Christi Convention & Visitor Bureau - 11/21/2002 N 11110 MINUTES CORPUS CHRISTI CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, November 21, 2002 12:00p.m Museum of Science &History/Water Garden Room PRESENT: Dave Prewitt-Co Chair, Govind Nadkarni, Jody Patel, Bill Goin, Cristina Garza, Victor Gonzalez, Tom Schmid, Bill Morgan, Vangie Chap;Linda Routh, John Trice, Dan Viola,Bill Pettus, Lillian Riojas ABSENT: Mayor Loyd Neal, David Garcia, Brad Lomax,Bert Quintanilla STAFF: Wayne Bennett, Connie Cardamone, Carol Dunton, Terry Morales I. CALL TO ORDER: Dave Prewitt called the meeting to order at 12:05 p.m. Dave reported that Bert was unable to attend and chair the meeting because he was involved in a political recount. Dave also reported on his conference trip to San Diego, California He reported on their newly expanded first-class convention center right on the water and the availability of attractions in the immediate area of the center for delegates to enjoy. He relayed the excitement of seeing hotels fiill on Sunday evenings and on the construction of a large baseball stadium adjacent to the convention center. Dave gave a brief report on hotel trends and occupancy. II. APPROVAL OF MINUTES: Dave made a motion to approve the October 17, 2002 CVB Board of Directors meeting minutes. Motion seconded;motion passed. III. PUBLIC COMMENT: Joe Cisneros of the Hispanic Chamber gave a brief report on their Mexico advertising efforts. He stated that he has been meeting with the CVB Sales&Marketing Committee on a regular basis. He also shared the Chamber's financial report with the Board and reviewed it with them. He noted that they are working with a very prominent agency to redevelop the ad to keep more of the signature look and feel of the CVB;which is important to him. He also reported that they are looking into the cooperative marketing with the state of Texas. Kevin Latone reported on his concern regarding the city's support of an additional 1%hotel lodging tax for the state of Texas. He feels that the timing is bad since the primary objective is to generate a significant increase in both regional and national conventions and to increase room nights. Dave Prewitt added that the 1%would actually be a reallocation of the state's sales tax that is already being paid to go toward beach cleanup. There was a discussion regarding this issue. Kevin Latone suggested changing the sales activity report to add more information that reflects the end result and net effect. He volunteered his services for assistance in this matter. Wayne added that the numbers generated are pulled from our software database and shows activity happening 1-5 years out and is just a projection. Wayne invited Kevin to their sales meeting and share his suggestion. John Trice added that the report should be more user friendly. He would like to see the definite rooms nights on a flow chart reflecting 5 years out. SCANNED v V Page 2 Board of Directors Mtg. November 21,2002 IV. FINANCIAL REPORT: Connie reviewed the month end financials for October. She reported that for the month of October, expenses over revenue projection were about $30,000.00. We ended the month with$45,000.00 expenses over revenue. Connie reviewed any open invoices for the Beach &Bay Guide and went over the variance report with the Board. There was a brief discussion regarding the non-budgeted performance bonuses for CVB staff. Wayne stated that there was some money available and felt that the staff earned it. Wayne also added that his long-term goal is to look at incentive bonuses once we are in better shape financially. Dave asked for a motion to approve the financials as presented,Linda Routh made the motion, Dan Viola seconded, motion passed. V. COMMI11hE REPORTS: • Sales & Marketing—Bill Morgan reported that they reviewed the Hispanic Chamber's marketing plan. He also reported on goals that were set by the Board at their retreat for the marketing committee; which includes a comprehensive marketing plan. They reviewed a marketing plan from 1987 as provided by Bill Pettus. They also discussed research possibilities and conducting a visitor profile survey. • Finance Committee—Bill Goin reported that they reviewed the financials for October. They also discussed goals for the new fiscal year to ensure that nothing falls through the cracks. He noted that they reviewed and approved the new variance report; which is more concise and informative. • Governmental Affairs—Dave Prewitt reported on the Adopt-A-Council member program and asked that all Board member participate to bridge communication. • Evaluations& Guidelines—John Trice reported that they would be meeting in December to begin the CEO evaluation • Nominating Committee—Linda Routh reported that the committee met and reviewed the current board structure and decided that it did need some re-alignment. The committee is recommending that Bill Goin to fill the At-Large position vacated by the late Berney Seal, leaving a vacancy in attractions. She asked for a motion to approve this change,Vangie Chapa made the motion, Tom Schmid seconded, motion passed. She reported that committee would like to submit the following recommendations for the open attractions slot; Rocco Montesano/OSS Lexington, Elaine Motl/Power Boats, and Tom Hallick/Advantage Rent-A-Car. Linda noted that other names bad been submitted for consideration, Kevin Latone with the Omni Hotel and Tomas Duran. Linda thanked them for their interest in serving on our board. Linda asked for a motion to submit the committee's recommendation to City Council, Tom Schmid made the motion, John Trice seconded, motion passed. Linda added that on Tuesday, December 10th is when the recommendations will be on the Council's agenda. VI. NEW APPOINTMENT: Dave Prewitt reported that Bert would like to put together an ad hoc committee to keep abreast of the new construction for the convention center expansion and arena. This group will be in contact with the overseers of the project and communicate back to the Board. Dave stated any feedback regarding this agenda item should be directed to Bert Quintanilla. Wayne added that, at Kevin's suggestion,they start meeting twice a month with the Page 3 Board of Directors Mtg. November 21,2002 construction managers,project managers, CVB staff and city staff beginning in January 03, so that everyone can know what is happening. VII. BOARD RETREAT REPORT: Dave stated that he appreciated the time and commitment the Board took to attend this retreat. He noted that the Board is focused on outcome and how to get to them. He made sure that all Board had their final working document from the retreat. VIII. PRESIDENT'S REPORT: Wayne reported on Martha's trip to San Diego for the National Coalition of Black Meeting Planners. He also reported on Terry's trip to the IACVB Sales Academy in San Diego and how the CVB will begin to start working in depth with sports and sporting events. With the two new venues coming on line to utili7P, it will be a great opportunity to focus a staff member toward that market. Wayne also reported on some communication he received regarding the Texas Treasure Casino Cruise. Wayne reported that on Tuesday,January 281h the CVB would host the annual Client Appreciation Party in Austin, Texas. Wayne also informed the Board that the Chamber of Commerce has called a meeting to discuss legislative issues for the city of Corpus Christi. He will email with the appropriate information. He noted that he is working to establish a relationship with the Chairman of the Texas State Dept. of Economic Development Advisory Board to help promote our city. Wayne acknowledged to the Board of Elena Ramirez's 351h anniversary with the CVB. There was a brief discussion regarding the decreased number of room nights as reflected on the activity report and some of the problems that sales staff is encountering regarding the construction of the convention center;there was a discussion regarding this issue. Carol gave a brief report on the upgrades and changes to the website, hosting travel writers and journalists. IX. NEW BUSINESS: Wayne reported that at the suggestion of City Council to come up with a proclamation from the Board honoring Bill Pruet and Berney Seal. Carol read the draft copy. There were several suggestions where the proclamation can be read, city council meeting or industry award banquet. X. OLD BUSINESS: None XI. ADJOURN: There being no further business to discuss, the meeting of the Board of Directors adjourned at 1:20 p.m. Ihr Corpus Christi Convention and Visitors Bureau Available Cash For Month Ending 11/30/02 Operating Cash $ 202,490.57 Payroll Cash $ 5,042.88 $ 207,533.45 A/R Trade $ 95,549.21 $ 95,549.21 Accounts Payable $ 65,660.82 Beach & Bay Guide Payable $ 13,312.54 Accrued Tax $ 161.21 American Bowling Congress Subsidy $ 44,300.00 Misc $ 9,500.00 $ (132,934.57) Sub-Total Available Cash $ 170,148.09 Reserve for Special Events $ (40,000.00) Available Cash @ 11/30/02 $ 130,148.09 / ) 2 § § /\ 7a ) § \ j S . . 44 r ® - #k#/¢# k } § 0 \ \ /®§ § � - ® , 0)0 | § § § ! | - - § ! m■- E001fl - , co . , 7 ! ` § ■ #®42(§ J 7 ; > % N 17 , #!k ■ ###CO ##i ® ■ n al Cl/ ( =in { = , . en .- .— � ■ . 0 } E2mem = $ ! q , a 0 § ; ; � a � & r § § _ w ; >. ;e - I °A' % ƒ a = ® Z 3 - - . Amit f § ; w ClEL 0 Co 0 cc \ ■ • \ • A : 2 • k !� °c -o#� |R.m » ! k k „ . m _ , ■ N 0 * : / 7 r 0' 0 2222 ! r 2 • i § 0 | ! $ #a#§ /\$ § \ _ - aa C ! a_ . ! ! / | c $ | { $ Is t I 5222 , o ! z ) .. cc 0211m 12 0w ( - Et 0 ; _ ■ , s | ° . E _ , g LW = 1- 02 2 0- . o ) 110 Corpus Christonvention Visitors BureauVance Report for 4th Period Ending 11/30/02 Budget YTD Budget Actual Variance Salaries $ 914,899.00 $ 307,456.00 $ 299,971.00 $ 7,485.00 Accounting/Legal $ 39,460.00 $ 18,482.00 $ 16,13000 $ 2,352.00 Advertising $ 621,000.00 $ 158,526.00 $ 188,101.00 $ (29,575.00) Board of Directors $ 4,750.00 $ 2,500.00 $ 1,958.00 $ 542.00 Capital Equipment $ 12,000.00 $ 3,996.00 $ - $ 3,996.00 Community Relations $ 4,000.00 $ 675.00 $ 1,195.00 $ (520.00) Computer/Maint $ 14,790.00 $ 3,000.00 $ 4,075.00 $ (1,075.00) Copying/Printing $ 34,250.00 $ 21,600.00 $ 23,841.00 $ (2,241.00) Dues/Subscriptions $ 25,868.00 $ 13,539.00 $ 11,940.00 $ 1,599.00 Equipment Lease $ 13,200.00 $ 4,395.60 $ 4,621.00 $ (225.40) Equipment Repairs $ 8,096.00 $ 3070.00 $ 639.00 $ 2,731.00 Event Hosting $ 64,100.00 $ 50,150.00 $ 48,673.00 $ 1,477.00 Fam/Site Inspection $ 25,900.00 $ 4,200.00 $ 894.00 $ 3,306.00 Insurance $ 18,000.00 $ 5,071.00 $ 5,164.00 $ (93.00) Interest Expense $ 124,223.00 $ 31,826.00 $ 31,826.00 $ - Misc. Expenses $ 11,146.00 $ 4,214.00 $ 2,484.00 $ 1,730.00 Meeting Expenses $ 3,480.00 $ 1,158.84 $ 430.00 $ 728.84 Office Supplies $ 16,000.00 $ 5,328.00 $ 5,014.00 $ 314.00 Photography . $ 2,500.00 $ 1,900.00 $ 1,799.00 $ 101.00 Postage/Freight $ 24,000.00 $ 7,992.00 $ 7,298.00 $ 694.00 Utilities/Bldg Maint. $ 65000.00 $ 21,239.00 $ 23,269.00 $ (2,030.00) Sparkler Expense $ 3,500.00 $ 1,813.00 $ 2,721.00 $ (908.00) Staff Dev/Education $ 9,19000 $ 1,840.00 $ 5,708.00 $ (3,868.00) Telephone $ 51,000.00 $ 16,983.00 $ 12,871.00 $ 4,112.00 Trade Shows $ 55,698.00 $ 19,621.00 $ 12,044.00 $ 7,577.00 ITravel/Ent/Meals $ 56,585.00 $ 20,560.00 $ 24,371.00 $ (3,811.00) Others Calculation Difference $ 38.56 $ 579.00 $ (704.44) $ $ 2,222,635.00 $ 731,674.00 $ 737,816.00 $ (6,306.00) Bond Obligation $ 125,000.00 Total Budget $ 2,347,635.00 Nate: Boxed accounts are actual Budgeted Amounts, all others are 1/3 of Budget. Salaries $ 7,485.00 underbudget Aching/Legal $ 2,352.00 Unreceived Form 990 Prep. Invoice&Unused Accounting Advertising $ (29,575.00) See Attached Capital Equipment $ 3,996.00 Unused to date Copying & Printing $ (2,124.00) ($14,000)Unused to date $1886.00 Eco Study 8 page Brochure Printing $12198.00 Reprint of Meeting Planners Guide Fam/Site Inspections $ 3,306.00 Site Visits & Media Hosting Unused to date Staff Development $ (3,868.00) $1376.00 Staff Training/Housing Software $845.50 CC CFO Forum $1500.00 Staff Bonuses Telephone $ 4,112.00 Under Budget due to Birch Savings Tradeshows $ 7,577.00 $6200.00 NTA Sponsership &Registration Unreceived invoices Travel $ (3,811.00) $1482.71 WB Newspaper Trip $661.35 CC CFO Forum $1055.87 WB Art Exhibition Trip $472.99 TM Hotel $284.00 TM Sales School Airfare AH Other Accts $ 4,244.00 Under Budget $ (6,306.00) Over Budget fis$ Convention 6 Visitors Bureau AAS91 Cuetoa Rpt t211 Balance Sheet Date Printed: 12/12/12 For the Period Ending NOVEMBER 31, 2112 Page 1: 1 ACTUAL ASSETS CURRENT ASSETS Operating Cash PETTY CASE 331.10 OPERATING A/C 202,190.57 BOND FAFNENT FUNDS 133,017.69 PRIVATE SALES A/C 29,792.20 PAYROLL A/C 5,142.88 TOTAL CASK 370,673.31 ACCOUNTS RECEIVABLE AA TRADE 97,549.21 ALLONANCE FOR BAD DEBTS (2,08/.01 TOTAL ACCOUNTS RECEIVABLE 95,549.21 INVENTORIES XERCHANOISE 6,666.73 TOTAL INVENTORIES 6,666.73 DEFERRED ASSETS I PREPAIDS 64,933.38 TOTAL PREPAIDS 64,933.38 TOTAL CURRENT ASSETS 537,822.66 OTHER ASSETS TOTAL OTHER ASSETS FILED ASSETS (Land/Bldg/Equips 227,184.95 TOTAL FIXED ASSETS 227,484.95 TOTAL ASSETS 765,227.61 'WC Convention i Visitors Bureau KAS91 Custom Rpt 1117 Balance Sheet Bate Printed: 12/12/12 For the Period Ending NOVEMBER 31, 2112 Page I: 2 ACTUAL LIABILITIES AND EQUITY CURRENT LIABILITIES ACCOUNTS PAYABLE 61,228.67 ACCRUED ACCOUNTS PAYABLE 1,432.15 ACCRUED TAXES 161.21 NISC. W/N, U NAY, ETC 141.10 ADVERTISING ESCROW A/C 13,312.54 DEFERRED REVENUE/CLIENT APP. 4,601.11 COLLECTED BASEBALL TORTS 661.11 Aa.Bowling Cong.Suheidy 2006 54,401.11 Deterred Revenue/Tourism Coop 4,111.11 TOTAL CURRENT LIABILITIES 143,034.57 LONG TERN LIABILITIES COLUMBUS FLEET BOND PAYABLE 2,463,472.01 COLUMBUS FLEET INTEREST PAYABL 15,762.17 TOTAL LONG TERN LIABILITIES 2,479,234.17 TOTAL LIABILITIES 2,622,268.74 EQUITY FUND BALANCE (1,941,273.28 YTD EARNINGS 83,232.15 TOTAL EQUITY (1,851,141.13) TOTAL LIABILITIES AND EQUITY 765,227.61 C C Convention i Visitors Bureau(, MAS Custom Apt t: IB0 DETAILED INC.SttlT-CPO Public FundedlQl Date Printed: 12/12/02 FOR THE FOUR PERIODS ENDED NOVWBEI 31, 2012 Page 1: 1 + Period to Date + + Year to Date + FY12 ANNUAL Actual Budget Bud Var Actual Budget Bud Var BUDGET NNUE EL/MOTEL MAIXETING EKES 235,011 235,101 826,235 826,235 2,341,235 SITE AOYBETISING 200 (2011 778 801 (22) 2,400 CELLANEOUS INCOME 21 20 21 21 ?HEST EARNED 354 333 21 1,171 1,332 (162) 4,001 TOTAL REVENUE 235,371 235,533 (159) 828,203 828,367 (1641 2,341,635 (HIES 0 RELATED EXPENSES ,HIES 58,958 61,183 1,125 211,278 241,332 (9161 721,110 . CONTRIBUTIONS 1,395 4,596 211 17,995 18,384 389 55,157 PLOYMEN! CONTIIBOTIONS 1,246 1,216 312 1,984 1,612 7,475 RANCE/PERSONNELBENEFITS 6,966 6,733 (233) 26,988 26,932 (56) 80,797 ION CONTRIBUTIONS 3,535 4,216 671 13,338 16,824 3,186 50,471 TOTAL SALARIES I RELATED EXPS. 73,851 76,861 3,011 299,971 387,/56 7,185 914,899 ATING EXPENSES 3/u...ALMON 1,821 2,588 767 16,131 18,482 2,352 39,460 1TISING 41,116 17,099 (23,9171 188,101 158,526 (29,5751 621,/00 CHARGES 4 (41 21 (20) I OF DIRWTOBS 864 - 1,750 886 1,958 2,510 512 1,751 'Al EQUIPMENT 1,880 1,880 1,001 4,118 12,100 04ITT RELATIONS 395 100 (2951 1,195 675 (520) 4,100 TER/SUPPLIES/MAINT. 1,121 758 (1,17(1 4,175 3,111 (1,1751 14,798 NG/PRINTING 692 600 (92) 23,841 21,610 (2,241) 34,250 SUBSCRIPTIONS 2,652 3,385 733 11,941 13,539 1,599 25,868 LEASE/RENTAL 1,155 1,110 (551 4,621 4,X0 (2211 13,208 REPAIR/MAINT. 263 1,817 1,544 839 3,570 2,731 8,196 HOSTING LOCAL 8,776 9,101 324 48,673 51,151 1,477 64,160 ITE INSPECTION 625 688 (151 891 4,210 3,316 25,901 INCE GENERAL 1,217 1,217 5,161 5,171 (931 18,108 EST EXP - COLUMBUS FLEET 5,254 5,25( 31,826 31,826 124,223 LLANEOUS EXPENSES 107 866 159 2,484 4,214 1,731 11,146 4G EXPENSES 71 290 219 134 1,160 730 3,480 8 SUPPLIES 1,379 1,333 146) 5,014 5,332 318 16,100 ;RAM 360 300 1,799 1,901 101 2,500 4E/FREIGHT 1,366 2,000 631 7,298 8,000 702 24,110 'IONAL NERCHAEDISE 559 (559) 'IBS/CONTRACTS 1,538 5,001 463 23,269 21,239 (2,030) 65,101 .EH EXPENSESS 1,155 (1,1551 2,721 1,813 (908) 3,500 DEV/EDUCATION 5,708 1,840 (3,8681 9,190 3,196 4,250 1,154 12,871 17,100 4,129 51,0/0 e/SALES MISSIONS 1,924 10,507 5,583 12,044 19,621 7,577 55,698 /ENT/REALS 6,045 6,293 248 24,371 20,560 (3,811) 56,585 4C C Convention i Visitors Bureau(a KM Custom Rpt t: 111 OETAILED INC.STNT-CVD Public Funded!. Date Printed: 12/12/12 FOR THE FOUR PERIODS ENDED NOVEMBER 31, 2112 Page I: 2 + Period to Date + + Year to Date + PY12 ANNUAL Actual Budget Bud Tar Actual Budget Bud Tar BUDGET TOTAL EXPENSES 89,939 77,191 (12,719) 431,845 424,218 113,6271 1,387,736 TOTAL OPERATING EXPENSES 163,793 151,154 (9,739) 737,816 731,674 (6,1421 2,222,635 NET INCOME (LOSS) 71,581 81,479 (9,898) 90,387 96,693 (6,3161 125,100 1110 C C Convention A Visitors Bureau NA9 Custom Rpt 1107 PRIVATE SALES - INCOME STAT81®IT Date Printed 12/12/02 For the FOUR period: ended NOVEMBER 31, 2112 Page ti + Period to Date t r Pear to Date + 1191 ANNUAL Actual Budget Bud Par Actual Budget Bud Par BUDGET SNUB TALES-VISITOR CMR. ITEMS 1,119 1,119 4,843 4,B43 (ISCELLANEOUS INCOME 137 131 141 141 :ASH OVER/UNDER 1 4 71 70 :NTBREST EARNED 3 3 13 13 TOTAL REVENUE 1,263 A 1,263 5,167 / 5,167 B ALARM RELATED EXPENSES OPAL SALARY RELATED EXPENSES 0 0 0 0 0 9 0 ATING EXPENSES ANI CHARGES 12 (12) 57 (57) RONOTIONAL MERCHANDISE 2,951 (2,9511 7,869 (7,869j ERCHANOISE VISITORS CTRS. (2,0401 2,141 4,295 (4,2951 )TAL EXPENSES 922 1 (9221 12,221 0 (12,2211 1 )TAI. OPERATING EXPENSES 922 1 (9221 12,221 1 (12,2211 1 A... INCOME (LOSS) 341 1 311 (7,1511 1 (7,154) 1 V Corpus Christi Convention and Visitors Bureau Available Cash For Month Ending 12/31/02 Operating Cash $ 215,365.85 Payroll Cash $ 4,938.58 $ 220,304.43 A/R Trade $ 66,270.78 $ 66,270.78 Accounts Payable $ 84,102.67 Beach & Bay Guide Payable $ 9,892.05 Accrued Tax $ 266.70 American Bowling Congress Subsidy $ - Misc $ 10,091.07 $ (104,352.49) Sub-Total Available Cash $ 182,222.72 Reserve for Special Events $ (40,000.00) Available Cash @ 12/31/02 $ 142,222.72 2, ( Ee s 2 ) § § ) § § ] 7 , § ! ) § § § ! ( 2 § - § § >- ' ) avt--mi - 7 | $ » , O C flN - | - ! ! _ ELS# ■d....7 - Co � � - - \ \ - � � ) * meet) § ! - ! $ ` , #K # ® ! ! ! ! 2 • r 4 m 2 E ! ® f /t`&~!M - 0 i Q. ) _ f { kms ? ( C CO IA 8, , ] § § § ' N0 - 2 ■ 4 4 §!§###R # 0 " / � kE .173 \ / § am ` § r ` - § ` \00 -\ k e K \ f ■ I# -rf# R ! / 3 ! ! . f `■ p- N. , k) 7 , 0) 0 § § § § ! § § - ! f 0 ) ! !! « ! � #K■;# CO N. § 4 r- r ■», , '- ; § - ' ' ) ) . _ o TIS o. e — /\ . Lc { j / 2 \ . \ { C � � e . § !# k \Lt § 1 , C, } ) ) !) ) / /! ! ; | / } ) / . it s Corpus Christi Convention Visitors Bureau Variance Report for 5th Period Ending 12/31/02 Budget YTD Budget Actual Variance 'Salaries 1 $ 914899.00 $ 384,320.00 $ 372,666.00 $ 11,634.00 Accounting/Legal $ 39,460.00 $ 21,070.00 $ 17,769.00 $ 3,301.00 Advertising $ 621,000.00 $ 193,153.00 $ 219,557.00 $ (26,404.00) Board of Directors $ 4,750.00 $ 2,750.00 $ 1,959.00 $ 791.00 Capital Equipment $ 12,000.00 $ 5,000.00 $ 2,265.00 $ 2,735.00 Community Relations _ $ 4,000.00 $ 775.00 $ 1,214.00 $ (439.00) Computer/Maint $ 14,790.00 $ 3,750.00 $ 4,280.00 $ (530.00) Copying/Printing $ 34,250.00 $ 21,600.00 $ 28,564.00 $ (6,964.00) Dues/Subscriptions $ 25,868.00 $ 16,308.00 $ 15,331.00 $ 977.00 Equipment Lease $ 13,200.00 $ 5,500.00 $ 5,791.00 $ (291.00) Equipment Repairs $ 8,096.00 $ 4,070.00 $ 967.00 $ 3,103.00 Event Hosting $ 64,100.00 $ 50,650.00 $ 38,908.00 $ 11,742.00 Fam/Site Inspection $ 25,900.00 $ 6,050.00 $ 1,025.00 $ 5,025.00 'Insurance i $ 18,000.00 $ 6,288.00 $ 6,128.00 $ 160.00 Interest Expense $ 124,223.00 $ 47,890.00 $ 47,890.00 $ - Misc. Expenses $ 11,146.00 $ 5,080.00 $ 3,379.00 $ 1,701.00 Meeting Expenses $ 3,480.00 $ 1,450.00 $ 445.00 $ 1,005.00 Office Supplies $ 16,000.00 $ 6,665.00 $ 6,239.00 $ 426.00 Photography $ 2,500.00 $ 1,900.00 $ 1,869.00 $ 31.00 Postage/Freight $ 24,000.00 $ 10,000.00 $ 8,630.00 $ 1,370.00 Utilities/Bldg Maint. $ 65,000.00 $ 26,330.00 $ 31,125.00 $ (4,795.00) Sparkler Expense $ 3,500.00 $ 2,376.00 $ 3,531.00 $ (1,155.00) Staff Dev/Education $ 9,190.00 $ 1,640.00 $ 5,707.00 $ (3,867.00) Telephone $ 51,000.00 $ 21,250.00 $ 13,598.00 $ 7,652.00 Trade Shows $ 55,698.00 $ 20,121.00 $ 12,279.00 $ 7,842.00 Travel/Ent/Meals $ 56,585.00 $ 22,138.00 $ 24,860.00 $ (2,722.00) Others Calculation Diffe $ 1,029.00 $ (1,14400) $ $ 2,222,635.00 $ 888,324.00 $ 877,025.00 $ 11,184.00 kind Obligation $ 125,000.00 Note: Boxed accounts are actual Budgeted Amounts, all others are 1/5 of Budget. 1 N Corpus Christi Convention Visitors Bureau Variance Report for 5th Period Ending 12/31/02 Salaries $ 11,634.00 underbudget Accting/Legal $ 3,301.00 Unreceived Form 990 Prep. Invoice & Unused Accounting Advertising $ (26,404.00) $6000.00 Q Productions unbudgeted $15106.00 Oct. Wahoo overbudget $2715.00 Windsurfing Ad unbudgeted $2998.00 Assoc. Leadership Ads for Aug & Sept. not on original ad schedule Capital Equipment $ 2,735.00 Unused to date Allocate $1000/mo. Purchased in Dec. Presentation computer$2265 Copying & Printing $ (6,964.00) ($6939..00) Unused to date $1886.00 Eco Study 8 page Brochure Printing $12198.00 Reprint of Meeting Planners Guide $3615.00 Posters from last Years budget/did not receive invoice (3796.00) Profit from 2002 Publications Equipment Repairs $ 3,103.00 underbudget Event Hosting $ 11,742.00 Miscalculated ABC subsidy Fam/Site Inspections $ 5,025.00 Site Visits & Media Hosting Unused to date Utilities/Bldg Maint. $ (4,795.00) $2500.00 DT VC Bldg Repairs $2175.00 Electricity on Main Office CC had not received bill for June &July 02 Staff Development $ (3,867.00) $1376.00 Staff Training/Housing Software $845.50 CC CFO Forum $1500.00 Staff Bonuses Telephone $ 7,652.00 Under Budget due to Birch Savings Tradeshows $ 7,842.00 $5000.00 NTA Sponsership/not going to be used Underbudget on bid presentation expenses Travel $ (2,722.00) $1482.71 WB Newspaper Trip $661.35 CC CFO Forum $1055.87 WB Art Exhibition Trip $472.99 TM Hotel $284.00 TM Sales School Airfare ($1234.92) underbudget on local travel All Other Accts $ 2,902.00 Under Budget $ 11,184.00 Under Budget 2 VC Convention & Visitors Bureau I1/ NAS90 Custos apt 0007 Balance Sheet Date Printed: 01/09/03 For the Period Ending DECEMBER 31, 2002 Page I: 1 ACTUAL ASSETS CURRENT ASSETS Operating Cash PETTY CASH 330.80 OPERATING A/C 215,365.85 BOND PATIENT FUNDS 13,037.21 PRIVATE SALES A/C 25,587.88 PAYROLL A/C 4,938.58 TOTAL CASH 259,259.52 ACCOUNTS RECEIVABLE A/R TRADE 68,270.78 ALLOWANCE FOR BAD DEBTS (2,001.81) TOTAL ACCOUNTS RECEIVABLE 66,270.78 INVENTORIES MERCHANDISE 6,666.73 TOTAL INVENTORIES 6,666.73 DEFERRED ASSETS & PREPAID& 74,318.29 TOTAL PREPAIDS 74,318.29 TOTAL CURRENT ASSETS 406,515.32 OTHER ASSETS TOTAL OTHER ASSETS .►0 FIXED ASSETS (Land/Bldg/Eguip) 227,404.95 TOTAL FIXED ASSETS 227,414.95 TOTAL ASSETS 633,910.27 %VC Convention A Visitors Bureau 411M. MA89M Custom Apt ROOT Balance Sheet Date Printed: 01/09/03 For the Period Ending DECEMBER 31, 2002 Page I: 2 ACTUAL LIABILITIES AND EQUITY CURRENT LIABILITIES ACCOUNTS PAYABLE 48,646.64 ACCRUED ACCOUNTS PAYABLE 35,456.13 ACCRUED TAPES 266.70 NISC. N/H, U VAT, ETC (35.10) ADVERTISING ESCROW A/C 5,892.05 DEFERRED REVENUE/CLIENT APP. 4,950.00 COLLECTED BASEBALL TCITS 660.08 Deferred Revenue/Tourism Coop 4,516.07 TOTAL CURRENT LIABILITIES 104,352.59 LONG TERM LIABILITIES COLUMBUS FLEET BOND PAYABLE 2,338,472.00 COLUMBUS FLEET INTEREST PAYABL 16,063.67 TOTAL LONG TERN LIABILITIES 2,354,535.67 TOTAL LIABILITIES 2,458,888.26 EQUITY FUND BALANCE (1,961,273.28) YTD EARNINGS 115,295.29 TOTAL EQUITY (1,624,977.99) TOTAL LIABILITIES AND EQUITY 633,918.27 C C Convention B Visitors Bureau 11110 NAS Castes apt I: 100 DETAILED INC.STMT-CVO Public Funded Ops Date Printed: 11/09/03 FOR THE FIVE PERIODS ENDED DECEMBER 31, 2002 Page 1: 1 + Period to Date + + Year to Date + FY02 ANNUAL Actual Budget Bud Var Actual Budget Bud Var BUDGET ENUE 3L/NOTBL MAHXETING FEES 175,010 175,100 1,001,235 1,001,235 2,341,235 iITE ADVERTISING 424 200 224 1,202 1,000 202 2,400 :ELLANEOUS INCOME 19 19 9REST EARNED 158 333 (175) 1,329 1,665 (336) 4,000 TOTAL REVENUE 175,582 175,533 49 1,003,785 1,003,981 (115) 2,347,635 RIES R RELATED EXPENSES RIES 59,578 60,083 505 300,856 310,415 (441) 721,000 CONTRIBUTIONS 3,979 4,596 617 21,974 22,980 1,016 55,157 PLOYMENT CONTRIBUTIONS 1,246 1,246 312 6,230 5,858 1,475 RANCE/PERSONNEL BENEFITS 6,112 6,733 621 33,101 33,665 564 80,797 ION CONTRIBUTIONS 3,046 4,206 1,161 16,383 21,030 4,647 50,470 TOTAL SALARIES 6 RELATED EXPS. 72,715 76,864 4,149 372,686 384,320 11,634 914,899 1EXPENSES I/LEGAL/PROF 1,639 2,588 949 17,769 21,170 3,311 39,460 1TISING 31,456 34,627 3,171 219,557 193,153 (26,404) 621,000 IEB? EXPENSE 445 (445) 445 (445) CHARGES 6 161 25 (25) i OF DIRECTORS 251 250 1,959 2,750 791 4,750 'AL EQUIPMENT 2,265 1,100 (1,265) 2,265 5,000 2,735 12,000 LAITY RELATIONS 21 100 8% 1,214 775 (439) 4,000 TER/SUPPLIES/MAINS. 204 750 546 4,280 3,751 (530) 14,790 NG/PRINTING 4,722 (4,722) 28,564 21,601 (6,9641 34,250 SUBSCRIPTIONS 3,392 2,769 (623) 15,331 16,318 977 25,868 LEASE/RENTAL 1,170 1,100 (70) 5,791 5,500 (291) 13,201 REPAIR/MAINT. 128 500 372 967 4,070 3,103 8,096 HOSTING LOCAL (9,765) 500 10,265 38,908 50,650 11,742 64,101 ITE INSPECTION 131 1,850 1,719 1,025 6,050 5,025 25,900 DACE GENERAL 964 1,217 253 6,128 6,288 160 18,000 1ST EXP - COLUMBUS FLEET 16,064 16,164 47,890 47,890 124,223 ,LANEOUS EXPENSES 895 866 (29) 3,379 5,060 1,701 11,146 IG EXPENSES 15 290 275 445 1,450 1,005 3,480 3 SUPPLIES 1,225 1,333 100 6,239 6,665 426 16,000 (RAM 70 (70) 1,869 1,900 31 2,500 1E/FREIGHT 1,332 2,000 668 8,630 10,110 1,371 24,000 'IONAL MERCHANDISE 559 (5591 'IES/CONTRACTS 7,856 5,091 (2,765) 31,125 26,330 (4,7951 65,000 r ''PENSESS 809 563 (246) 3,531 2,376 (1,1551 3,500 L ADUCATION 5,707 1,840 (3,867) 9,190 ONE 727 4,250 3,523 13,598 21,250 7,652 51,000 SHOES/SALES MISSIONS 235 500 265 12,279 20,121 7,842 55,698 /ENT/MEALS 409 1,578 1,189 24,860 22,138 (2,722) 56,585 • C C Convention i Visitors Bureau SO NAS Custon Rpt 4: 100 DETAILED INC.STNT-CVD Public Funded Ops Date Printed: 01/09/03 FOR THE FIVE PERIODS ENDED DECEMBER 31, 2002 Page 0: 2 + Period to Date + + Tear to Date + FY02 ANNUAL Actual Budget Bud Var Actual Budget Bud Var BUDGET TOTAL EXPENSES 66,494 79,786 13,292 504,339 514,004 (335] 1,307,736 TOTAL OPERATING EXPENSES 139,209 156,650 11,441 877,125 888,324 11,299 2,222,635 NET INCOME (LOSS) 36,373 18,883 17,490 126,768 115,576 11,184 125,000 C C Convention 1 Visitors Bureaui. NAS Custom apt 1107 PRIVATE SALES - INCOME STATEMENT Bate Printed 01/09/03 For the FIVE periods ended DECEMBER 31, 2112 Page 11 + Pertod to Date + + Year to Date + FY99 ANNUAL Actual Budget Bud Par Actual Budget Bud Par BUDGET NUE ;ALES-VISITOR CTI. /TEAS 1,299 1,299 6,143 6,143 EISCELLANEOUS INCOME 17 17 156 156 ASH OVER/UNDER 70 70 MEREST EARNED 2 2 16 16 TOTAL REVENUE 1,318 0 1,318 6,385 a 6,305 0 A1ARY RELATED EXPENSES OTAL SALARY RELATED EXPENSES 1 0 0 / e 1 0 ATING EXPENSES MNK CHARGES 10 Ilei 67 (67) 1OMOTIONAL KERCHANDISE 5,618 (5,618) 13,487 (13,487) BRCHANDISE VISITORS CTRS. 4,295 11,2951 ITAL EXPENSES 5,618 B (5,628) 17,849 0 (17,849) 0 r `PERATING EXPENSES 5,628 1 (5,628) 17,049 / 117,8491 1 NET INCOME (LOSS) (4,311) a 11,310) (11,464) 1 (11,464) 1 Corpus Christi Convention &Visitors Bureau Convention Sales& Services Activity Report Nov.02 PREY MTh YTD YTD Definite Bookings Number of Groups 7 62 53 Total Room Nights 5,274 25,813 28,889 Total Delegates 3,325 29,386 23,173 Financial Impact $1,205,312.50 $10,652,425.00 $8,400,212.50 Leads Number of Groups 30 - 107 76 Total Room Nights 13,286 53,248 35,933 Total Delegates 10,650 52,011 30,533 Financial Impact $3,860,625.00 $18,853,988.00 $11,068,212.50 Leads to Lost•Delegates 17,000 42,713 39,843 Convention Center Bookings Number of Definite Bookings 2 11 9 Number of Leads 4 12 10 Number of Leads Lost 2 10 17 Arena Bookings Number of Definite Bookings 0 0 0 Number of Leads 0 0 0 Number of Leads Lost 0 0 0 Convention Center/Arena Bookings Number of Definite Bookings 0 2 0 Number of Leads 1 4 0 Number of Leads Lost 1 2 0 0410 Sales Assisted Groups De0nite Room Nights 2,558 2,593 Pending Room Nights 600 Convention Services Service Leads Generated 4 52 22 Conventions Serviced 26 115 79 Delegates Serviced 5,071 28,726 22,059 Centrally Housed Conventions 0 0 0 Transportation 0 2 3 Other AeNvIfes Staff attended HSMA Luncheon Staff attended Industry Partner Meeting Staff hosted Thanksgiving Luncheon Working on Client Appreciation Party Meet with Intl 505 Class Racing Assn., Texas Shrine Assn., Rotary Districts(KT) Reunion Network, W. Palm Beach, FL (KT) Staff attended site tour of Tx State Aquarium Meetings Quest, Nat'l Coalition of Black Meeting Planners(MK) Staff attended ribbon cutting of the airport Martha attended board retreat, sales& marketing mtg Practical Guide to Event Planning mailer(LG) Site tour - TEA(LG) Austin sales calls(LG) SGMP reception (LG) lr n fr� etP, rtel.. I F LL m 0 0 N ett O 00 A 714a ; W W r $ N m gi It_ Z EEE 8 E E CONVENTION & VISITORS BUREAU TOURISM SALES & VISITOR INFORMATION CENTER ACTIVITY REPORT November 2002 MTD YTD YTD (2001/2002) #of Definite leads 2 8 4 #of Definite Room Nights 221 648 156 #of Tentative Leads 3 10 16 #of Tentative Room Nights 140 388 658 #of Trade Shows/Conferences 1 3 2 #of Sales&Media Calls 0 0 0 #of Site Visits/Fams 0 0 3 #of Sales Missions/Blitz 0 0 0 VISITOR CENTER ACTIVITY Visitors assisted 5,107 30,140 42,704 Bulk mail requests fulfilled 451 4,876 6,661 SPECIAL PROJECTS AND ACTIVITIES 1. Staff attended Industry Partner meeting, HSMA Luncheon 2. Jane attended NTA in Los Angeles,Nov.7-13,2002 3. Attended Texas A&M Community Appreciation Luncheon . 4. Met with tradeshow co-op partners 5. Working on nature brochure 6. Attended Texas Coastal Bend Regional Tourism meeting • Attraction Name: 2002 2001 Texas State Aquarium 14,585 15,035 Asian Culture Museum 69 206 Museum of Science&History 4,443 5,490 USS Lexington 12,155 15,196 C.C. Botanical Unreported Unreported V V CONVENTION & VISITORS BUREAU TOURISM SALES & VISITOR INFORMATION CENTER ACTIVITY REPORT December 2002 MTD YTD YTD (2001/2002) # of Definite leads 2 10 5 #of Definite Room Nights 46 694 212 # of Tentative Leads 3 13 20 #of Tentative Room Nights 280 668 658 #of Trade Shows/Conferences 1 4 2 # of Sales &Media Calls 0 0 0 # of Site Visits/Fams 0 0 5 #of Sales Missions/Blitz 1 1 0 VISITOR CENTER ACTIVITY Visitors assisted 6,558 36,631 47,242 Bulk mail requests fulfilled 346 5,222 6,661 SPECIAL PROJECTS AND ACTIVITIES 1. Staff attended Industry Partner meeting, HSMA Luncheon 2. lane did follow up calls from OMCA,Addison Show,and Tour&Travel show. 3. Staff planned and attended Sparkler Christmas Luncheon. 4. Jane and Kim did a sales blitz to the valley area,visited with tour operators and RV parks. 5. Working on nature brochure 6. Attended Texas Coastal Bend Regional Tourism meeting Attraction Name: 2002 2001 Texas State Aquarium 16,298 14,672 Asian Culture Museum 162 492 Museum of Science&History 3,642 3,168 USS Lexington 12,236 14,495 C.C.Botanical Unreported Unreported 1610 V Corpus Christi Convention &Visitors Bureau Convention Sales & Services Activity Report 02-Dec PREY MTD YTD YTD Definite Bookings Number of Groups 15 77 64 Total Room Nights 2,057 27,870 36,067 Total Delegates 2,495 31,881 33,618 Financial Impact $904,437.50 $11,556,862.50 $12,186,525.00 Leads Number of Groups 16 123 112 Total Room Nights 10,037 63,222 80,465 Total Delegates 11,917 63,928 87,008 Financial Impact $4,319,912.50 $23,173,900.00 $31,540,400.00 Leads to Lost Delegates 2,235 44,948 46,448 Convention Center Bookings Number of Definite Bookings 0 11 14 Number of Leads 1 13 30 Number of Leads Lost 0 10 20 Arena Bookings Number of Definite Bookings 0 0 0 Number of Leads 0 0 0 Number of Leads Lost 0 0 0 Convention Center/Arena Bookings Number of Definite Bookings 0 2 0 Number of Leads 1 5 1 Number of Leads Lost 0 2 0 ' S Sales Assisted Groups Definite Room Nights 2,593 Pending Room Nights 600 Telemarketing Calls 180 557 Convention Services Service Leads Generated 10 62 25 Conventions Serviced 6 121 87 Delegates Serviced 1,695 30,421 24,074 Centrally Housed Conventions 0 0 0 Transportation 0 2 3 Other Activities Staff attended HSMA Luncheon Staff attended HSMA/HMCA Christmas Party Staff attended Annual Turkey dinner @ BPCC Staff attended Industry Partner Meeting Staff organized and attended Sparkler Christmas Luncheon Staff met with Anderson/Moorehouse-Beecroft re: convention ctr& arena renovations Staff met with Bill Kelly, Luis Gutierrez re: LULAC Attended board meeting for Tx Assn of Addiction Prof, reviewed TEA accounts(LG) Staff working on Client Appreciation Party Site tour - 7th Day Adventists(KT) V d 8 8 3 Y A A yE € p1 3 I ti o Vo 'm m s 0' � Na ro ' - o o o m a a iu 2 F 5 00 Nn 00 0pT I C 0 J is W J 0 E N W II it CONVENTION AND VISITORS BUREAU PUBLIC RELATIONS ACTIVITY REPORT November/December 2002 • Web site maintenance: link repair, calendar updates, structural changes • Wrote articles for Convention/Meeting directories and magazines • Secured Corpus Christi as a feature location on FOOD NETWORK's $40 a Day program • Worked with Festival of the Arts committee members to develop marketing plan • Wrote articles for military magazines • Provided information on Convention Center(Expansion) and (New) Arena to convention meeting magazines for focus articles • Met with Texas Monthly about expanding exposure of Corpus Christi events • Collected/edited information for Professional Meeting Planners Guide and Beach and Bay Guide new editions • Provided weekly/quarterly Events Calendar • Hosted travel writers/journalist • Handled convention services and current events press releases • Developed PowerPoint marketing presentations for convention sales staff • Provided graphic design/support for staff • Provided technical/computer support to staff Web Site Report November Visitors: 17,967 December Visitors: 18,621 Travel Hero Hotel Reservations November 2002 Reservations 36 Room Nights 98 Cancellations 2 Estimated Revenue $7,215.76 Travel Hero Hotel Reservations December 2002 Reservations 45 Room Nights 101 Cancellations 7 Estimated Revenue $8,613.19 V General Web Site Statistics November/December 2002 www.corp sebrlpi.com Overall count of visits to the Web site for November/December: Summary by Month 'Month 1 Daily Avg Monthly Totals Mai !Dec 2002 1804r 6001 11030 32960111 V18621 55945 238327 2880121 INov2002 9816[ 78961 17901 598 11197 3282880 17967 53721 236887 294508 'Totals 1 489965971 2414461 7635311 3469594 4352586 Generated by Webalizer Version 2.01 Activity statistics for November: Monthly Statistics for November 2002 Total Hits 2945081 Total Files 2368871 Total Pages 537211 Total Visits 17967 i Total KBytes 3282880 Total Unique Sites 11197 Total Unique URLs 2151 Total Unique Referrers 1164 Total Unique Usernames 14 Total Unique User Agents 1586, Avg1 Maxi Hits per Hoer 409 1945 Hits per Day 9816 14055 Files per Day 7896 11473 1 Pages per Day 1790 2435' Visits per Day 598 785 [KBytes per Day [ 109429 160421 Generated by Webalizer Version 2.01 Hits-Number of times the server answers requests for elements on that page. V s Visits-Number of different users who have visited the CVB Web site. Activity statistics for December: Monthly Statistics for December 2002 Total Hits 288012 Total Files 238327 Total Pages 55945 Total Visits 18621 Total KBytes 3296011 Total Unique Sites 11030 Total Unique URLs 229 Total Unique Referrers 1260 Total Unique Usernames 10 Total Unique User Agents 1629 Avg a'Maz Hits per Hour 387 1400 Hits per Day 9290 13833 Files per Day 7687 11254 Pages per Day 1804 2778 Visits per Day 6001 845 Generated by Webalizer Version 201 Hits-Number of times the server answers requests for elements on that page. Visits-Number of different users who have visited the CVB Web site. 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