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HomeMy WebLinkAboutMinutes Corpus Christi Convention & Visitor Bureau - 07/20/1993 • G . 0:2 a2 THE ISLES OF TEXAS CCACVB BOARD OF DIRECTORS MEETING MINUTES • TUESDAY, JULY 20, 1993 3:00 PM CCACVB BOARD ROOM, 2ND FLOOR /. Call to Order The meeting was called to order at 3:10PM. /l. Roll Call Chairman Jones called the roll. Directors attending: Al Jones (Chairman), presiding Stern Feinberg, Cathy Harrison, Lillian Murray, Bill Pruet, E.J. Schanfarber, Barbara Sheppard, Eugene Urban and Erich Wendt Absent: Roy Mayo, Shirley Pagan, Ricardo Sanchez and Berney Seat. Attending Staff: Keith E. Arnold, Rob Earley, Marilyn Pierce, Pat Rousseau, Dana Stephens, and Dottie Sylvester. Guests: Fred Dotts (MDL), Mo Morehead (MDL) and Robert Stanley (Channel 3). 0 lit Motion to Approve Minutes of June 22, 1993 Board of Directors Meeting Cathy Harrison made a motion to approve the above minutes. It was seconded by Barbara Sheppard and approved by the Board. Q U IV. CCACVB Financial Report Pat Rousseau reviewed the May variance report (ATTACHMENT Aland reminded the Board that it details actual expenditures which are 10% above or below budget. She also made reference to the financial draft for June which she and Keith Arnold have 410, reviewed. Through June 30th, $1,540,000 has been spent by the Bureau for this fiscal year which is 530,000 below budget. However, this does not include minimal TSAE expenses which will be clearing in July but were budgeted for June. She has asked vendors to submit their invoices as soon as possible so expenses wille recognized in the current fiscal year. �R CORPUS CHRISTI AREA CONVENTION S VISITORS BUREAU 1201 N.SHORELINI.P.O.BOX 2664.CORPUS CHRISTI.TEXAS 78403-114•4 LISA • 512882.560) • 1800.678-OCEAN162321 • FAX 312-882.4256 it 2 Mrs. Rousseau noted that she had done a spreadsheet on projection of actuals to the end of the month. The projected short fall YTD figure was $13,000 (less than 1% total budget). She felt that the Bureau has not overspent much of its budget. There have been cut backs made on tradeshows, staff, and publication subscriptions. Some increased expenses were in conventions for which the Bureau provided transportation -- the higher the attendance, the more bus service needed to be procured. Also, a van had been leased this year. Mr. Arnold added that he expects the variance on the budget to be less than 1% for the year. A question arose as to where the $13,000 would come from. The response was that it would be a deficit from next year's budget. It was pointed out that the deficit from last year had been minimized through cutbacks this year. The figure of $13,000 was givenas a "worst case scenario". E.J. Schanfarber noted that he had met with Mrs. Rousseau and Ricardo Sanchez on budget questions that arose from the last Board meeting. As a result, Mr. Schanfarber produced a variance report (ATTACHMENT Bl which showed appropriate, significant shift in dollars to advertising and the streamlining of payroll. On page two of the report a summary of benefits provided by the Bureau as well as other CVBs and the Bayfront Hotels was shown. He felt it was too late at this point to change any benefits the Bureau offers and added that if there was any interest in doing so it could be pursued over the next 12 months. It was pointed out that Tyler and San Angelo have budgets that are considerably lower than the CCACVB. Page three of the report covered a summary of other benefits while page four was a list of tradeshows the CCACVB hopes to attend. It was noted that hotels are invited by the Bureau to participate in tradeshows which either affords the CCACVB the opportunity to buy more space or offset their costs. In addition, Mr. Schanfarber pointed out that a new line item had been added entitled "Information Center Services". This, was done because the centers are such a significant piece of what the Bureau does. Minimizing personnel costs for the three centers is crucial for the CCACVB. The Bureau has picked up additional Sparkler assistance and plans on a 50% drop in Bureau personnel for info center staffing over the course of the year. Mrs. Rousseau brought it to the Board's attention that as of July 1st she has been working as acting CFO onboard the Lexington with the Executive Director, head accountant and head cashier. She is trying to put their system more in line with what the Bureau is doing and to have a closer understanding of how the financials at the Lexington work. If anyone needs to speak with her, she will either be at the Bureau or the ship. V. Departmental Reports Mr. Arnold stated that the Bureau would be jointly producing two publications with 411, MDL. In the past 3-4 publication companies have been producing publications for the CCACVB which did not carry a consistent look for Corpus Christi. At 10AM tomorrow, a publications meeting will be held to which 2,000 businesses were invited. A new "Beach and Bay Guide" will be produced which will be the new visitors guide. The new guide is a colorful self mailer the size of a rack brochure which is not only • 1110 3 easier to carry around since it is pocket size, but will also cost only 26 cents per ,` mailing (inclusive of postage and envelope). 200,000 of these brochures will be produced. The second publication, the "Destination Planning Guide", will be directed at meeting planners, tour operators and some travel agents. It too will be colorful. Both brochures will be supported by advertising. New color ads were also passed around for the Board's review. A rack card on the Las Carabelas was also pointed out. 50,000 of these rack cards have been made thus far. Mr. Arnold next addressed "Tidings"(ATTACHMENT C)putting emphasis on the front page article covering the recent sales staff training seminar. Not only was it "intensive" but a 58 page Product Profile came out of it. The document will enable Bureau staff to better sell Corpus Christi and is an analysis of "what we have to sell". All current Directors were invited to participate in an orientation meeting being held for new Directors. The orientation will be held on Tuesday, August 10th from 8:00AM - 12:00PM. On Wednesday, August 11th, two other orientation meetings will also be held targeting the hospitality industry in the morning and the public sector in the afternoon (i.e. City Council, key players). Tours through the Bureau offices will be incorporated into the orientations. It is envisioned that the Board orientation meeting will help the Directors throughout the course of the upcoming year. Directors were invited to the August 11th meetings as welt. ibr Copies of the "New York Times"photograph of the Santa Maria were passed around. The picture was taken by a wire service person being hosted by the Bureau at the time the Caravelles arrived. Mr. Arnold noted that yesterday evening he had spent two hours with the Columbus Fleet Board. He expressed enthusiasm about the commitment of the Board to make the Las Carabelas more user friendly and was encouraged by their willingness to work together with the Bureau. Three barges are due in at the end of the week to which the ships will be affixed. The Pinta will become the orientation ship with interpretive work being done onboard. The docks have been suggested as the location for traditional shipboard activities, i.e. knot tying, navigation, food preparation, etc. It is envisioned that artisans will buy booth space in order to establish a street fare type of atmosphere for the public. At this point, Marilyn Pierce was asked to give a marketing report for her department. She began by noting the major groups that had come to Corpus Christi during the months of June and July. June groups had included the VFW, the Texas Water Board Directors and the Texas Music Teachers Association. July groups were AA LI, and the FFA. FFA hit their biggest attendance ever with 6338 (5000 had been projected). Projects completed included the four day training seminar spoken of earlier out of which came a Product Profile. 35-38 man-hours were spent on writing a first draft of the document. She guesstimated another 6-8 hours being spent to finalize it and that L it would probably end up becoming a 65 page document which will become their 7/ "bible". They are currently gathering testimonials and proof sources, i.e. showing the crime rate here vs. Houston. She remarked that the finished document will be a "wonderful sales tool". 6 4 L The Sales Procedure Manual is in its second draft form. It will also incorporate the lir Product Profile. The sales team has reviewed over 3,000 accounts in their Most system and has divided them up per market segment. Territories have also been assigned to each sales manager. They have also rooted out "junk" accounts. They are striving to continue with their sales training -- keeping up on "buzz" words and writing their own role playing to be product specific. There are four keys they are endeavoring to adhere to: 1. Being proactive 2. Total ownership 3. Telling is not selling 4. ABC -- always be closing. Monthly meetings will be held with Directors of Sales of area hotels. The goal is to have total communication between these Directors and the Bureau so that they can work as teams. She considers the Bureau agents who bring business to the hotels. Also planned are hotel and marketing seminars, i.e. bringing in a guest speaker to teach a 1/2 day seminar to hotels on what they need for motorcoach tours. Tradeshows being attended by the CCACVB in the Fall include: Lone Star Travel Exchange (in San Antonio), NTA la motorcoach show), Affordable Meetings (in September) and TACVB in August which will be networking and educational for the Bureau. The CCACVB will be getting attendee listings for these shows and doing mailings to buyer attendees in order to "get them in our booths". They also plan on making off-time appointments to meet clients who may not be attending the particular show the CVB staff is at. The goal for CVB staff is to takebetter advantage of attended tradeshows. Armstrong-McCall, who was last in Corpus Christi the August of 1990, will be returning to the City in 1996. Beginning in 1.998 they will continue to return to Corpus Christi on a 6 year rotational basis. The Convention Department will endeavor to have them change that to a 4 year rotational basis. They also will be going after Key Club for the April of 1996. Key Club will be in town this week. Their booking would entail 1600 room nights. General Mills will also be coming to Corpus Christi. They would be an extremely advantageous client to secure as they handle 300 - 500 meetings per year. The meeting they are considering holding in Corpus Christi is usually held in either California or Florida. Mrs. Pierce considered their visit to Corpus Christi a "foot in the door". Another potential client being sought is the Texas Congress of Parents and Teachers which holds their conventions in November. This would entail a 3200 room night. Texas Congress of Parents and Teachers is unhappy with Houston with whom they have dealt with in the past. Mrs. Pierce stressed that repeat groups and getting into group rotations is a definite goal for the Convention Department. There will be five site inspections this week. It was pointed out that such inspections are one of the last steps taken before a decision is made. 4-6 site inspections a week is the goal set for the Convention Department. - 6 5 She felt that a stronger identity and better credibility would be built with the two new CVB publications mentioned earlier. 411I The sales team is now having staff meetings every Friday. Mrs. Pierce has asked that they present a new editorial idea at each staff meeting. She stressed that editorials are "believable where advertising is not". Mr. Arnold brought to everyone's attention the notice in 'Tidings" regarding the Annual Membership Meeting which will be held on August 19th. That meeting will address significant occurrences in FY 93 that will come to fruition in FY 94". Mrs. Rousseau stated that in June over 18,000 information requests had been processed which were a combination of telephone and mail inquiries. In addition, 2000 magazine responses had been received from coverage in "Southern Living". VI. Old Business Lillian Murray announced the six new Directors which were appointed by City Council to the CCACVB Board of Directors beginning FY 94. They are: Marco Arredondo, Rosario Chapa Carrizo, David Coggins, Ralph Ehrlich, Rex Kinnison and Jean Titus. The new Directors have been contacted by City Council and have received welcome letters from the CCACVB. It was clarified that the issues of a six year term limitation as well as six Advisory Committee positions on the CCACVB Board has not yet been submitted to the City Council for approval. On August 10th they will be presented to the City Council as well as the CCACVB revised Bylaws, Marketing Plan and Budget. It was verified that the 6 consecutive year term limitation would be effective for FY 94. All current Directors will be "grandfathered" throughout the end of their term. Advisory Committee members will hold single year terms. Ms. Murray noted that a slate of Board officers for FY94 would be presented to the Board at the Annual Meeting (Chairman, Vice-Chairman and Secretary-Treasurer). VII. New Business Mr. Arnold reported that both he and Chairman Jones had met with Jerry Norman, Larry Rose, Murphy Givens, and Steve Sullivan (Corpus Christi Caller Times) in an Editorial Board session. They felt it had been a positive meeting. One of the goals of the Editorial Board was to try andunderstand what is going in the community in regards to tourism and to find out what the Bureau's concerns are. Mr. Arnold and Chairman Jones were reassured that the way in which tourism is covered by local newspapers will continue to improve. L It was verified that "all is going well" with the Miss Texas USA Pageant. They have �I more participants than ever and have received good publicity for the event. In addition, all hotel rooms have been secured for the'contestants and staff. Film segments will be done not only on the Lexington but the Columbus Fleet as welt. 6 � s VIII. Adjournment to Closed Session tit The meeting was adjourned at 4:02PM so that the Board could go into a dosed session. Dottie Sylvester Recording Secretary 7