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HomeMy WebLinkAboutMinutes Corpus Christi Convention & Visitor Bureau - 06/19/2003 IWO MINUTES CORPUS CHRISTI CONVENTION&VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, June 19, 2003 12:OOp.m CVB Board Room PRESENT: Bert Quintanilla-Chair, Govind Nadkarni, Bill Goin, Brad Lomax, Cristina Garza, Victor Gonzalez, Tom Schmid, Bill Morgan, Vangie Chapa, Linda Routh, Dan Viola, Tomas Duran and Lillian Riojas ABSENT: Mayor Loyd Neal, Skip Noe, Jody Patel, Dave Prewitt, John Trice STAFF: Wayne Bennett, Connie Cardamone, Terry Morales, Martha Kleine, Kim Lemley CALL TO ORDER: Bert Quintanilla called the meeting to order at 12:03 p.m. II. APPROVAL OF MINUTES: Bert asked for a motion to approve the May 15, 2003 CVB Board of Directors meeting minutes. Motion made, seconded; motion passed. III. PUBLIC COMMENT: None V. FINANCIAL REPORT: Connie reviewed the executive summary for May 31, 2003; which is the tenth month of our fiscal year. She highlighted that we were projected to be revenue over expenses of $73,494.00. Actual numbers came out at $57,048.00 revenue over expenses. She reported that year to date salary expenses were 2.3% less than this time last year and 3.6% lower than the IACVB national average. Advertising is up over 6.9% higher than last year and 8.6% higher than the IACVB average. Connie reported an under budget amount of$53,206.00; she noted that they met with Pettus Advertising and that whole amount will be used by year- end. End of May shows revenue over expenses of$63,202.00 under budget. Bert asked for a motion to approve the financials as presented; motion made, seconded, motion passed. VI. COMMITTEE REPORTS: • Sales & Marketing-Bill Morgan reported that the committee discussed the need to put together a comprehensive marketing plan to go along with media plan. There was also a discussion regarding the marketing strategy and the possibility of moving beyond the drive in parameters currently in place. The committee decided against that possibility. He noted that Wayne and his staff should be the ones to put the marketing plan together per their marketing segments throughout the year. Bill Pettus reviewed the TTIA insert. There was also an update on the Mexico marketing plan. Bill Morgan reported that the committee failed to have a quorum, so they were unable to approve the minutes. • Convention Sales—No report • Finance—Bill Goin reported that they received flow charts for procedures on payroll, incoming mail and cash handling from the visitor centers. SCANNED `r Page 2 Board of Directors Mtg. June 19,2003 He also reported that they would be updating the policies and procedures manual for the CVB. He asked the Board to review the projections provided by Connie. The Finance Committee is recommending that of the $63,000.00 projected overage at the end of this fiscal year; $10,000.00 is to be earmarked for new computer purchases, $10,000.00 to be added to the contingency fund and $20,000.00 to go toward marketing. This will leave us a cushion of about $23,000.00. Bill Goin made a motion to approve the aforementioned recommendations for the new budget year, Tom Schmid seconded, motion passed. • Human Resources—Victor Gonzalez reported that they would review and update the employee policy handbook and will bring any recommendations to the Board. Bert update the Board that Victor was appointed as chairman about 2 years ago. Victor and Linda Routh were the only members at that time. Bert has asked Vangie Chapa and Lillian Riojas to serve on that committee also. Bert asked for a motion to move toward revamping the employee policy handbook to bring it up to date to current laws and standards, Victor Gonzalez made the motion, seconded, motion passed. • Nominating Committee—Linda Routh reported that the committee has one action item. She reported that there are five (5) Board members whose terms are scheduled to expire on July 31, 2003; Vangie Chapa, Cristina Garza, Brad Lomax, Tomas Duran and Govind Nadkarni. Per the By-Laws, they must submit more names that available vacancies, so the Nominating Committee would like to submit the five Board members for reappointment with the addition of Tom Hallick (Isle Mail & More), Kevin Latone (Omni Hotels) and Pat O'Boyle (Jason's Deli). Linda made a motion to present these names to City Council, Victor Gonzalez seconded, motion passed. • Governmental Affairs—Tom Schmid reported that they did not meet this month, but wanted to remind the Board of a luncheon next week with legislators and urges everyone to attend if they can. He thanked the Board for their hard work at keeping the state tourism office funding intact. VII. PRESIDENT'S REPORT: Martha reviewed the activity for the convention sales department. She reported on groups that are scheduled to turn definite such as the Texas LULAC (400 people), the General Land Office (600 people), The Justice System(275), The Tax Assessors & Collectors(350 people) and Texas Crime Prevention(400 people). She noted that the downtown district is working with the CVB to put up banners to help welcome important groups to Corpus Christi. Martha reported that she has been working with area hotels to find out about committable rooms during peak/off peak season. Kim Lemley reviewed the activities of the tourism sales department. She reported that year to date they have 2,033 definite rooms nights compared to 459 last year at this time. She also reported an increase of tourist traffic at the visitor centers by 1,000 over last year. She noted that some of the barriers on route to Padre Island have been removed or moved to allow smoother flow of traffic. Tom Schmid reported to Kim that the Botanical Gardens do not have a tracking mechanism to keep count of their visitors. Carol reported on the website activity; she noted that we have exceeded the 300,000 visitor hits to our site. She reported on the Corpus Christi night at the KLRN Auction in San Antonio. She also reported on her air service project and that all online 41110 Page 3 Board of Directors Mtg. June 19,2003 surveys have been turned in. She stressed the importance of industry partner participation on bringing in new markets into Corpus Christi airport. She also reported on their work to increase the Eco-tourism market in Corpus Christi. Wayne reported on sitting in on the committee to review the contracts for the caterer that will be servicing the convention center/arena. He reported that the current caterer had committed $15,000.00 for the American Bowling Congress if they are still the provider at the time of the conference. At this point,they will not be the caterer during the conference. He noted that Centerplate caterers would step up and cover that commitment, it was noted that any of the finalist would take over that $15,000.00 commitment. Wayne reported on his trip to Washington as part of the team to vie for the "All America City"title. Corpus Christi was named as one of the winners and the only winner in the state of Texas. VIII. NEW BUSINESS: None IX. OLD BUSINESS: Joe Cisneros updated the Board on their marketing efforts in Mexico. He reported that they are working with Pettus Advertising on putting up double-sided billboards in the Rio Grande Valley. He reported that he was in Monterrey last week meeting with HEB's Human Resource department to launch a campaign inviting their employees to come to Corpus Christi. He also noted that he is working very closely with the CVB on the air service project. They are also working on several business interests with various companies. X. CLOSED SESSION: Brad Lomax made a motion to go into closed session, Tom Schmid seconded, motion passed. The Corpus Christi Convention&Visitors Bureau Board of Directors went into closed session at 12:33 p.m. Closed session ended at 1:41 p.m. Tomas Duran made a motion to give the Chairman of the Board the authority to hire an attorney, Govind Nadkarni seconded, motion passed. Bert Quintanilla made a motion to recess this meeting and reconvene at a future date as set forth by the Chairman, Govind Nadkarni seconded, motion passed. XI. ADJOURN: There being no further business to discuss,the meeting of the Board of Directors adjourned at 1:48 p.m. Corpus Christi Convention and Visitors Bureau Available Cash For Month Ending 06/30/03 Operating Cash $ 225,692.92 Payroll Cash $ 1 ,655.74 $ 227,348.66 A/R Trade $ 86,070.28 $ 86,070.28 Accounts Payable $ 100,064.21 Beach & Bay Guide Payable $ 18,568.34 Accrued Tax $ 614.26 Misc $ 3,641 .07 $ (122,887.88) Sub-Total Available Cash $ 190,531 .06 Reserve for Special Events $ (40,000.00) Available Cash @ 06/30/03 $ 150,531 .06 *WC C Convention & Visitors Bureau 4110 Balance Sheet For the Period Ending JUNE 30, 2003 ASSETS CURRENT ASSETS PETTY CASH 330.00 OPERATING A/C 225,692.92 BOND PAYMENT FUNDS 77,536.72 PRIVATE SALES A/C 27,344.97 PAYROLL A/C 1,655.74 TOTAL CASH 332,560.35 ACCOUNTS RECEIVABLE A/R TRADE 88,070.28 ALLOWANCE FOR BAD DEBTS (2,000.00) TOTAL ACCOUNTS RECEIVABLE 86,070.28 OTHER ASSETS VISITOR CENTERS INVENTORY 6,130.12 DEFERRED ASSETS & PREPAIDS 46,996.09 FIXED ASSETS (Land/Bldg/Equip) 227,404.95 TOTAL ALL OTHER ASSETS 332,560.35 TOTAL ASSETS 699,161.79 LIABILITIES AND EQUITY CURRENT LIABILITIES ACCOUNTS PAYABLE 54,491.56 ACCRUED ACCOUNTS PAYABLE 45,572.65 ACCRUED TAXES 614.26 MISC. N/H, U WAY, ETC 129.08 ADVERTISING ESCROW A/C 18,568.34 Deferred Revenue/Tourism Coop 3,512.01 TOTAL CURRENT LIABILITIES 122,887.88 LONG TERN LIABILITIES COLUMBUS FLEET BOND PAYABLE 2,338,472.00 COLUMBUS FLEET INTEREST PAYABL 16,064.00 TOTAL LONG TERM LIABILITIES 2,354,536.00 TOTAL LIABILITIES 2,477,423.88 EQUITY FUND BALANCE (1,940,273.28) YTD EARNINGS 162,011.19 TOTAL EQUITY (1,778,262.09) TOTAL LIABILITIES AND EQUITY 699,161.79 C C Convention & Visitors Bureau 4110 DETAILED INC.STMT-CVD Public Funded Ops FOR THE ELEVEN PERIODS ENDED JUNE 30, 2003 + Period to Date + + Year to Date + FY02 ANNUAL Actual Budget ' Bud Var Actual Budget Bud Var BUDGET HOTEL/MOTEL MARKETING FEES 150,000 150,008 2,141,235 2,141,235 2,341,235 WEBSITE ADVERTISING 532 200 332 2,302 2,200 102 2,400 MISCELLANEOUS INCOME 690 690 GAIN/LOSS SALE OF ASSETS 100 100 INTEREST EARNED 348 333 15 2,859 3,663 (804) 4,000 TOTAL REVENUE 150,880 150,533 347 2,147,186 2,147,098 88 2,347,635 SALARIES 61,061 60,083 (978) 660,920 660,913 (7) 721,008 FICA CONTRIBUTIONS 4,551 4,596 45 48,834 50,556 1,122 55,157 UNEMPLOYMENT CONTRIBUTIONS 5,401 7,475 2,074 7,475 INSURANCE/PERSONNEL BENEFITS 7,025 6,733 (292) 15,372 74,063 (1,309) 80,797 PENSION CONTRIBUTIONS 3,860 4,206 346 32,891 46,266 13,375 58,470 TOTAL SALARIES & RELATED EXPS. 76,497 75,618 (879) 823,418 839,213 15,855 914,899 ACCTG/LEGAL/PROF 2,108 2,588 488 31,848 36,598 4,758 39,468 ADVERTISING 68,160 39,202 (28,958) 568,627 592,876 24,249 621,888 BAD DEBT EXPENSE 445 (445) BANK CHARGES 4 (4) 55 (55) BOARD OF DIRECTORS 250 250 4,125 4,250 125 4,750 CAPITAL EQUIPMENT 1,000 1,000 2,265 11,000 8,735 12,000 • COMMUNITY RELATIONS 100 100 4,681 3,900 (781) 4,000 COMPUTER/SUPPLIES/NAINT. 1,671 750 (921) 16,369 14,040 (2,329) 14,790 COPYING/PRINTING 366 (366) 44,439 34,250 (10,189) 34,250 DUES/SUBSCRIPTIONS 3,304 3,092 (212) 25,567 25,203 (364) 25,868 EQUIP LEASE/RENTAL 1,155 1,100 (55) 12,123 12,100 (623) 13,200 EQUIP REPAIR/NAINT. 514 500 (14) 3,737 1,596 3,859 8,096 EVENT HOSTING LOCAL 4,323 5,250 927 55,052 63,100 8,048 64,100 FAN/SITE INSPECTION 488 600 112 8,659 17,500 8,841 25,900 INSURANCE GENERAL 1,415 1,217 (198) 17,128 16,782 (346) 18,000 INTEREST EXP - COLUMBUS FLEET 16,064 16,064 108,158 108,157 (1) 124,223 MISCELLANEOUS EXPENSES 789 866 77 7,885 10,276 2,391 11,146 MEETING EXPENSES 302 290 (12) 1,465 3,190 1,725 3,480 OFFICE SUPPLIES 1,869 1,333 (536) 13,420 14,663 1,243 16,000 PHOTOGRAPHY 2,329 2,500 171 2,500 POSTAGE/FREIGHT 1,664 2,000 336 20,981 22,000 1,019 24,000 PROMOTIONAL MERCHANDISE (559) 559 UTILITIES/CONTRACTS 5,598 5,091 (507) 60,809 58,806 (2,003) 65,000 SPARKLER EXPENSESS 561 561 3,665 3,500 (165) 3,500 STAFF DEV/EDUCATION 5,845 5,990 145 9,190 TELEPHONE 912 4,250 3,338 31,443 46,750 15,307 51,000 TRADE SHOWS/SALES MISSIONS 438 3,000 2,562 42,383 55,198 12,815 55,698 TRAVEL/ENT/MEALS 3,923 2,328 (1,595) 50,212 51,861 1,649 56,585 TOTAL EXPENSES 114,508 91,432 (23,076) 1,144,315 1,222,086 77,771 1,307,736 TOTAL OPERATING EXPENSES 191,005 167,050 (23,955) 1,967,733 2,061,359 93,626 2,222,635 NET INCOME (LOSS) (40,125) (16,517) (23,608) 179,453 85,739 93,714 125,000 410 C C Convention & Visitors Bureau*. MAS Custoa Rpt 1107 PRIVATE SALES - INCOME STATEMENT Date Printed 07/09/03 For the ELEVEN periods ended JUNE 30, 2003 Page 11 + Period to Date + + Year to Date + FY99 ANNUAL Actual Budget Bud Var Actual Budget Bud Var BUDGET ,VENUE SALES-VISITOR CTR. ITEMS 2,717 2,717 19,805 19,805 MISCELLANEOUS INCOME 232 232 CASH OVER/UNDER 106 186 INTEREST EARNED 2 2 31 31 TOTAL REVENUE 2,719 0 2,719 20,174 0 20,174 0 SALARY RELATED EXPENSES TOTAL SALARY RELATED EXPENSES 0 0 0 0 0 0 0 ERATING EXPENSES BANK CHARGES 12 (12) 138 (138) PROMOTIONAL MERCHANDISE 3,336 (3,336) 22,987 (22,987) MERCHANDISE VISITORS CTRS. 1,440 (1,440) 14,491 (14,491) TOTAL EXPENSES 4,788 0 (4,788) 37,616 0 (37,616) 0 TOTAL OPERATING EXPENSES 4,788 0 (4,788) 37,616 0 (37,616) 0 NET INCOME (LOSS) (2,069) 0 (2,069) (17,442) 0 (17,442) 0 l IVO 1111110 w ' >- 0 0 0 N CU O O O O N M O v- N N O et co O a- cr v CA Op tow) NI' M c�0 'Ct N N 0 0 0 N- 000 • U r` r ti CD CO CO co M M ~ to N �- r CD O O O N N 9 U) ' . a) i M �O ' ' M c0 .'Cr ' N e- a- a- a- ' N CD N a- at cei cc O O O N O ' a- N CC �. ER by EA CA 0 0 0 O 0 0 0 0 c0 CDCD O O O CD 0 0 0 0 0 0 0 0 c0 U) NCO to N 0) CD C . UC) 0 0 0) U) CD O 0) 0 0 0 1- 00 0 0 0 0 0 C) O C) c0 a-- N co m co V. 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I t- N Corpus Christi Convention & Visitors Bureau Convention Sales & Services Activity Report June, 2003 PREY June, 2003 YTD YTD Definite Bookings 162 141 Number of Groups 19 71, 2 77,441 Total Room Nights 12,329 96 Total Delegates 11,490 74,649 86,562 Financial Impact $4,165,125.00 $27,060,262.50 $31,378,725.00 Leads 285 259 Number of Groups 14168,612 Total Room Nights 10,575 160,292 Total Delegates 5,115 145,799 209,767 Financial Impact $1,854,187.50 $52,852,137.50 $76,040,537.50 Convention Center Bookings Number of Definite Bookings 2 21 2733 52 Number of Leads 3 Number of Leads Lost 0 20 33 Arena Bookings Number of Definite Bookings 0 0 01 0 Number of Leads 0 Number of Leads Lost 0 0 0 Convention Center/Arena Bookings 4 2 Number of Definite Bookings 1 7 7 Number of Leads 0 0 2 0 Number of Leads Lost Sales Assisted Groups Definite Room Nights 275 3,528 Pending Room Nights 2,560 Telemarketing Calls 99 1,372 1,273 Convention Services Service Leads Generated 4 149 91 Conventions Serviced 34 282 265 Delegates Serviced 13,155 87,145 91,904 Centrally Housed Conventions 2 4 6 Transportation 4 12 14 Other Activities TC - Worked on Tx CofC Exec (staff effort)-gift basket for silent auction, gifts for board members, 32 bid packets, Tx Tax Assessors-Collectors Assn., three bid packets & 18 gift bags; added All America City logos to staff members' emails and letters; bid packets for Tx Society for Child And Adolescent Psychology; Called & picked up several letters for Nat'l Hurricane Conf; attended Powerpoint workshop at HIAP. YH - Attended SFFMA conference in Galveston; TAMACC planning mtg KT - Helped with transportation for Lutheran convention; Precons - UMC, VFW LG - Participated in TSAE golf tourney, Hispanic CofC golf tourney, met with Austin mtg planners, Precon - AWBD, met with Tx Assn of Mex Amer CofC mtg for 2004, bid packet for State Assn of Young Farmers of Tx (2006), bid presentations to Tax Assessors-Collectors, Tx CofC, Tx Lulac MK - Mailers -Successful Mtgs, Spirit, Mtg News, Practicial Guide to Event Planning. Staff attended weekly sales mtg, Industry Partner mtg, ribbon cutting at Embassy Suites, Jr. Achievement Fundraiser, Sparkler functions, Back to the Boardwalk mtg, CCBA mtg, posted fliers for AWBD, VFW to downtown district. Report is based on a Fiscal Year of August through July. lipo • ! CO CV #% ,- t a al cD ,- CV § 2ksc5 CVCO ~ ~ kms ~ CAc a0 a a co ƒ a� � - § COa $ « 2 ° CDR % % � 2m\ cva C � /\ ƒ eta \ i & jcv CO X222 « "- 2 „_80, . } § a \ § m m ƒ R \ § 2 a 0QQ - s - o - '- \ a , kak & « . © e I & . ak7 ! seT, z ! | . 2. X ! ! ! } ! 2222 ! ! I w lir CONVENTION & VISITORS BUREAU TOURISM SALES & VISITOR INFORMATION CENTER ACTIVITY REPORT June 2003 MTD MTD(2002) YTD YTD (2001/2002) #of Definite leads 1 1 26 14 #of Definite Room Nights 64 27 2,097 606 # of Tentative Leads 4 2 42 44 # of Tentative Room Nights 135 127 1,443 2,853 # of Trade Shows/Conferences 0 0 17 8 # of Site Visits/Fams 1 0 6 18 #of Sales Missions/Blitz 1 2 11 11 VISITOR CENTER ACTIVITY Visitors assisted 17,457 18,062 115,942 136,690 Bulk mail requests fulfilled 1,369 4,014 14,172 31,655 SPECIAL PROJECTS AND ACTIVITIES Jane Marslender-Site visit with Janice Langlanais with TDED Jane&Kim Lemley-sales mission to McAllen,Texas to meet with Tour Operators. Ann Neese—working on tradeshow schedule for 2003-2004,Mid-America Senior Travel Expo,attended Flint Hills Nature Tourism meeting, started working at Botantical Gardens(three days a week). Staff attended Junior Achievement Fundraiser,KLRN auction,San Antonio,Coastal Bend Regional Tourism Council, Sparkler event,HSMA luncheon. • Attraction Name: 2003 2002 Texas State Aquarium 73,048 60,255 Asian Culture Museum 309 407 Museum of Science&History 4027 6654 USS Lexington 29,298 38,802 P.I.National Seashore 1 I 0 li CONVENTION AND VISITORS BUREAU COMMUNICATIONS ACTIVITY REPORT June 2003 • Continued work with CC Airport on project to increase air service. • Continued work with CC Hispanic Chamber on Monterrey market. • Began research on ecotourism market/updating literature/prospecting nature writers. • Hosted travel writers. • Assisted writers/journalist with Corpus Christi and region articles. • Designed advertisement for convention sales. • Web site maintenance: link repair, updates, structural changes. • Wrote articles/advertorials for convention and tourism print media. • Continued pursuit of national television exposure. • Provided weekly/quarterly Events Calendar on regular basis. • Handled convention services and current events press releases. • Assisted tourism partners with press releases. • Provided graphic design/support for staff. • Provided technical/computer support to staff. Web Site Report June Visitors: 43,440 Travel Hero Hotel Reservations June 2003 Reservations 240 Room Nights 531 0 Cancellations 49 Estimated Revenue $53,412.11 General Web Site Statistics June 2003 www.corpuschristicvb.corn Overall YTD count of visits to the Web site: 1 Summary by Month Daily Avg Monthly Totals Month I Visits kiteAk Visits Jul2003 27314 20947' 4268 FlaT2T11987 3459532 16806 55492 272312 3550944-To bots Jun 2003 29952 23021 4885 1448 27352 8820, 0. 43440 146573 690648 898576 May 2003 23115 17887 3773 1159 21740 7243476 35945 116973 554497 716589 Apr2003 18028 14384 3007 960 17514 5561599 28819 90221 431526 540857 Mar 2003 1909315393 3247 1001 18698 61051021- 1•76-- 100673 4772071 591913 Feb 2003 16468 13405 3227 1017 16013 4900067 28500 90365 3753611 461124 Jan 2003 14630 12058 2971 923 16421 5156866 28639 92113 373799 453560 Dec 2002 9290 7687 1804 600 11030 3• 296011 18621 55945 238327 288012 Nov 2002 9816 7896 1790 598 11197 3• 282880 17967 5- 3721 236887 294508 Oct2002 11241199044 2056 692 12784 3717225 21461 63765 280382 348480 Sep 2002 12956 10247 2383 773 14265 4100331 23191 7- 1490 307437 388681 Aug 2002 16595 12883 3001 950 17749 5240173 2' ...' 93045 3993971 514473 'Totals ' 60883. . : 323904 11303761 46377801 5851867 Generated by Webalizer Version 2.01 Hits-Number of times the server answers requests for elements on that page. 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