Loading...
HomeMy WebLinkAboutMinutes Corpus Christi Convention & Visitor Bureau - 06/23/1994 N a/3 -a 1 Ny CCACVB BOARD OF DIRECTORS MEETING MINUTES THURSDAY, JUNE 23, 1994 3PM CONVENTION & VISITORS BUREAU, 2ND FLOOR BOARD ROOM 1. Call to Order The meeting was called to order at 3:05PM by Chairman Jones. !l. Roll Call Chairman Jones asked Dottie Sylvester to call roll. It was noted that there was a quorum present. Directors attending: Al Jones (Chairman), presiding Marco Arredondo, David Coggins, Ralph Ehrlich, Cathy Harrison, Rex Kinnison, Lillian Murray, Bill Pruet, Jean Titus and Gene Urban. Absent: Rosario Carrizo, Ricardo Sanchez and Erich Wendt. Attending Staff: Keith E. Arnold, Mary Etta Brundidge, Teresa Kraft, Marilyn Pierce, and Dottie Sylvester. Guests: Fred Dotts (MDL), Mo Morehead (MDL), Jim Steinberg (Corpus Christi Caller Times) and Rick Stryker (Corpus Christi Museum of Science & History). Ill. Consent Agenda Keith Arnold proposed that a consent agenda be utilized in today's meeting (ATTACHMENT A). One vote would be required to cover approval of the May Board a Meeting Minutes, May Financial Statement, 1994-95 Marketing Plan, 1994-95 Budget 7W and Proposed Research Projects. Mr. Arnold noted that the two research projects shown in the consent agenda were Q being pursued as the CCACVB had the budget for them. The two studies proposed O are a Tourism Research Study and a Pay For Performance Study. The latter study will focus on each position within the Bureau and propose appropriate salary ranges for them. It was felt that such a study is "timely for this organization and in keeping with management practices of the 90's. " Also addressed will be incentive pay in lieu of merit raises which would be effective for the Bureau in light of it being a marketing�[[ company. Such a study was done for the Richmond, Virginia CVB. That Bureau feAt,' _. co rus C'usn AREA CON VE\TIPN s Vixlnu.s Rwt Eau 1il A SiioRi cr.] PAI.R n.2t.o4 Coad..C RISU!Trc.c c40l.2664 C'A • 512-nd]•Cool • I-HPo 67bOC1.AS0.2 Cl • FAX 512 42i0 d 2 that the study had been good for them motivationally and allowed them to set justifiable standards for internal performance evaluation. A question arose as to where the money for such studies would come from. The response was that the research was already covered in the FY93-94 budget as well as a S5,000 coop from the Texas State Aquarium. $18,000 has been put in next year's budget to move to the next phase of the Pay For Performance Study. It was asked when the Tourism Study would start. The response was July 74th. The study would also be done for a month in October -- the goal was to have the study done during peak season and off season. Some parts of the study, such as the motorcoach portion, would begin immediately upon signing of the contract with Southwest Information Resources fa subsidiary of Fogarty Klein & Partners located in Houston). It was a/so asked when the Pay For Performance Study wou/d begin. The response was that it would "start as quickly as possible" -- conceivably within the next two weeks. The study will take 45 days to complete. The findings would be put into place for next year's evaluation process. Lillian Murray expressed her thoughts on the Bureau bringing in a person for marketing to Mexico. She felt it would be "good"and added that "l highly recommend that we move forward on it". In reference to the budget, Chairman Jones asked if the Lexington had been factored into it. The response was "no"-- the budget submitted was strictly for the CCACVB. The Bureau will receive $ 7.8 million from the City. It was added that it looks promising for the Bureau to receive up to an additional $50,000 from the City as the baseline projected for last year was $3.9 million. For '94-95 the City has projected $4, 150,000 in occupancy tax collections. Emphasis was given to the fact that the Bureau has increased its projected overall coop money to $100,000. As the City Council will be approving the Bureau's budget, marketing p/an and nominations, the Bureau will need to submit these items to the City Council within the next two weeks. Chairman Jones asked the Board to vote on the consent agenda. All Board members present responded in favor of accepting the consent agenda. Mr. Arnold added that he would like to use the contingency money saved from the past fiscal year(S40,000) to begin projects slated for the next fiscal year. The Bureau would like to proceed on the production of an hispanic video and hispanic collateral handout pieces. IV. Departmental Report Summary As of the end of May, the Bureau is well ahead of the room nights booked for the entire fiscal year '92-93 (ATTACHMENT B). In June the Convention Department 4 3 booked 10,590 definite room nights to move them towards their goal of 150,000 room nights for the current fiscal year. The Bureau recently had a good weekend with the Discovery Channel for coverage on the Lexington. Not only was the ship filmed, but additional coverage was done on Corpus Christi. On July 29th Spencer Christian, weatherman for "Good Morning, America" will be in town to do four weather segments onboard the Lexington. The Nina will sail into the lagoon next to the Lexington in order to get into the filming done by Mr. Christian. He will be in town for the Jazz Festival as well. There is a title fight scheduled for July 16th that possibly may be held in Corpus Christi. The fight will be covered live on ABC's "Wide World of Sports". The Bureau will know by early next week where it is decided the fight will be. It was noted that the Bureau is trying to develop a whole set of operating procedures for each position on staff. As a result, control books have been made for each position which will be compiled into a manual. The manual will be used to train new staff as well as provide an overview for the CEO on the workings of all operations. With such a manual the Bureau will be able to consider more effective ways for the completion of tasks. Tasks outlined in the control books include daily, weekly and quarterly responsibilities with maps of each employee's area. The Standard Operating Procedures Manual is scheduled for completion by mid-July. Mr. Arnold thanked Nancy Rehfeld and Diana Otton for bringing forth the idea. Attention was given to the video covers which had been placed around the table for the Board's perusal. Mr. Arnold saluted MDL for their efforts. He felt that the cover would encourage people to "open the video cover up and put the video in the machine out of curiosity". The picture used on the cover was shot on Corpus Christi Beach. The Corpus Christi Museum of Science & History was thanked for providing use of the photo which was taken out of their collection. Marilyn Pierce introduced Teresa Kraft, the new Assistant in the Convention Sales Department. She added that Teresa has been a "tremendous help already". Ms. Kraft was formerly employed at the Marriott. It was noted that Dottie Sylvester will be leaving the Bureau on July 28th as she and her husband have been transferred by their Ministry to Dallas. Susan Pratt will be the new Executive Assistant and will come onboard July 11th for cross-training. The Communications Specialist is no longer with Public Relations. Currently an intern has been working with Dana Stephens. As Susan Pratt has a degree in communications and journalism, she will assist Ms. Stephens 30% of her time in addition to her function as Executive Assistant. Melynda Moore, Convention Services Assistant, will move up to the second floor to take on clerical responsibilities for the Communications Department as well. She too will assist Ms. Stephens for 30% of her time. As the Communications Specialist position will be covered part-time by two employees as noted above, it will allow the CVB to hire a full-time computer person. Susan Hanson, a.recent graduate of computer programs at Del Mar College, will fill 4 4 this new position. One of the goals that has been set for her is to become a Certified Netware Administrator (CNA). Ms. Hanson will begin training with Diana Otton, the Bureau's part-time Computer Consultant, next Monday. V. Nominations Committee Report Bill Pruet submitted the slate of officers and board members for the upcoming fiscal year for the Board's consideration and ratification (ATTACHMENT Cl. It was noted that Ike Berrera has been extremely active in the Chamber of Commerce for many years. Mr. Berrera was described as a "hard worker". Kay Wolf was elected Chairman of the Area Council. Ms. Wolf is currently the Chamber Director for Aransas Pass. It was explained that Harold Moore is a minister who owns a restaurant on Alameda and Roberts. Mr. Moore is also active with the NAACP. It was clarified that Mr. Moore and Robert Bowling are the only two nominees who have not yet been contacted regarding their nomination. Ralph Ehrlich pointed out that Alex Harris had an attendance problem when he served as a Board member for the Rotary Club - he had only attended 1 out of 12 meetings. Chairman Jones noted that he would inform Mr. Harris of the Board requirements to see if he would be able to fulfill them. Gene Urban seconded the motion made by Bill Pruet to accept the above nominations which was then approved by the Board. VI. Old Business Chairman Jones said that the status of the consolidation issue would be known in about two weeks. VII. New Business There was no new business brought forth. VIII. Executive Session Chairman Jones adjourned the meeting at 3:35PM in order to go into a closed Executive Session. Dottie Sylvester Recording Secretary V CCACVB BOARD OF DIRECTORS MEETING JUNE 23, 1994 AGENDA Item I: Consent Agenda: Item II: Departmental Report Summary: Item III: Nomination Committees Report: Item IV: Old Business: Item V: New Business: Item VI: Executive Session: * Lexington Issues * Columbus Fleet Funding * Bank Selection Process * Personnel Matters ATTACHMENT A-1 400 Corpus Christi Area Convention & Visitors Bureau Thursday, June 23, 1994 3:00PM PROPOSED CONSENT AGENDA (Vote the slate please) • 1. May Board Meeting Minutes 2. May Financial Statement 3. 1994-95 Marketing Plan 4. 1994-95 Budget 5. Proposed Research Projects (One vote to approve all the above is recommended.) ATTACHMENT A-2 IPC IB Comms CIIRISTI AREA CONVENTION.v ORS Hvuv+V 1201u_SI IORELINE. P.O.Bus 20164.CORM s C uuvn.TeXAS ESd11.261•4 CBA • 6I2-Ms2.5603 • isL0-67S.00EANm2;2I • FAX ;c-6S2-4:so v Q TOURISM RESEARCH .STUD)' FACT SHEET WHAT.: An overall study of tourists coming to the Corpus Christi area to ascertain the following: o Primary points of origin a Motivation for visiting Corpus Christi o Size of traveling party o Spending patterns and economic impact o Evaluation of the Corpus Christi tourism product and visitor services o The study of potential motorcoach business for Corpus Christi to determine awareness, perception, and potential for including Corpus Christi as a part of their motorcoach tours o A conversion study to measure the trail rate and return likeliness of consumers who have responded to major Spring 1994 advertising by the CCACVB. The study would assess the economic impact of tourists who have chosen to visit Corpus Christi. WHO: Proposed firm to handle these studies is Southwest Information Resources, a subsidiary of Fogarty Klein & Partners in Houston, Texas. This firm has done significant research for attractions, hotels and CVBs in the State of Texas and comes highly recommended. All studies would be overseen by Larry D. Kelley, Senior Vice President for Media & Research. HOW: Methodology will include an intercept study of 600 tourists at Gulf beaches, Texas State Aquarium, USS Lexington, Las Caabelas and the Museum of Science & History. A self-administered questionnaire will be given by volunteers that will be trained by Southwest Information Resources on how to conduct interviews. Incentives will be offered to participants. o Concurrently, 20 respondents will be videotaped to use as documented highlights for the survey. The goal is to have a 3-5 minute edited tape that supports the study. o Intercept timing would be for 4 weeks of peak season beginning July I4th and an additional 30 day study during the off season, preferably October 1994. ATTACHMENT A-3 V 2 o The motorcoach study will be done with a sample of 100 of the top 560 motor•coach operators in the U.S. A questionnaire would be utilized and an incentive required to generate valid responses. o A conversion study would utilize a telephone surrey method to call from our Spring inquiry database with a sample target of 400. COST: Intercept Study Questionnaire Design, Data Tabulation and Report 6,500 Fieldwork Supervision 1,500 Camcorder Interviews 2,000 Append Micro Vision to data 2,000 Editing Videotape 500 Travel 250 $12,750 Motorcoach Study To field this study which includes questionnaire design, fieldwork, data entry and analysis is $4,000. Conversion Study With recommended appending of Micro Vision, a geodemographic model, to the completed sample to add a further segmentation of the base, the cost for a turnkey conversion study is $8,000. SUBTOTAL: $24,750 $5,000 Coop partner Texas State Aquarium TOTAL COST: $19,750 ATTACHMENT A-4 V S MEMORANDUM June 22, 1994 TO: CCACVB Board of Directors FROM: Keith E. Arnold RE: Pay For Performance Study In view of consolidation issues and the overall need to be effective in demonstrating good management practice at the CCACVB, I strongly recommend the contract be approved for a Pay For Performance Study to be conducted by Cornerstone Management Services. The attached paperwork describes what we are trying to achieve and the methodology to be utilized. Most recently, Cornerstone Management Services has conducted a very effective study for the Metro Richmond CVB, and after six months of working within the framework outlined by the study, the management of that organization is very pleased with the outcome. The professional fees for the project are $11,375 plus travel expenses /for two round trips) and materials. I would recommend that we take this out of our research budget. We would like to get started on this study as soon as possible in order to complete it as close to the end of this fiscal year as possible. Thank you for your positive consideration. ATTACHMENT A-5 0 Corpus Christi Area Convention and Visitors Bureau Summary of Deliverables ► A comprehensive market analysis of direct compensation; ► Jointly developed with CCACVB management,compensation policies and procedures which address all facets of plan administration as well as a quantitative means to predict and control compensation cost; ► Updated salary scales for all classes, reflecting the CCACVB's intended position in the market place; ► Updated salary job descriptions for all classes, (both hard copy and WordPerfect 5.1 formats); ► Performance Appraisal instrument and methodology along with supervisory training in administering a performance management program. ► Multiple implementation scenarios and associated cost for all study recommendations; ► Final report containing all findings, conclusions and recommendations. • ► One installation of Merit Matrix software ATTACHMENT A-6 410 CORPUS CHRISTI AREA CONVENTION AND VISITORS BUREAU PROJECT OUTLINE Project Plan &Time line prepared by Cornerstone and express mailed to CCACVB Verbal confirmation of project plan by CCACVB; Required background information expressed shipped by CCACVB to Cornerstone: . Employee Roster with current title, salary, date of last review and current overtime status (exempt/non-exempt); A listing of all jobs which exist but are not currently staffed. All available job description documentation; All available policies pertaining salary administration; . • All available policies pertaining employee performance appraisal including samples of current performance appraisal forms; • Job Analysis Questionnaires are prepared by Cornerstone. Sample Employee Communication materials are faxed from Cornerstone to CCACVB for review,editing, comments, approval. Sample Compensation Policies & Procedures are shipped by Cornerstone to CCACVB for review • Written Employee communication announcing the study is delivered to all employees. Page 1 ATTACHMENT A-7 CORPUS CHRISTI AREA CONVENTION AND VISITORS BUREAU PROJECT OUTLINE J. Connolley travels to Corpus Christi Employee Meeting(s) to discuss the project and respond to any outstanding issues; Job Questionnaires are distributed and employees are instructed to complete them in the next 2-3 days; Desk Audits are scheduled with at least one employee from each job classification. • Employee Desk Audits are conducted; Market analysis is planned-Participants and Scope .(Possible on-silo interview with major local market analysis participants) Sample Policies and Procedures are reviews with CCACVB management; Alternative approaches to employee performance appraisal are evaluated by CCACVB management;methodology and instruments are selected. Job descriptions are prepared and shipped by Cornerstone to CCACVB for approval. Market Analysis completed; Pay structures are prepared and faxed to CCACVB for comment and approval. Performance appraisal methodology and instruments are finalized; Supervisory and Management training on performance based pay and performance appraisal is developed; Draft Final Report is prepared. Page 2 ATTACHMENT A-8 it CORPUS CHRISTI AREA CONVENTION AND VISITORS BUREAU PROJECT OUTLINE J. Connolley travels to Corpus Christi Full day training for supervisors and managers performance based pay and performance appraisal. Resolve any outstanding issues; Install Merit Matrix software. Page 3 ATTACHMENT A-9 ' SO4 747 u295 CORNERSTONE MONT Pu4 fir Q QUESTIONS & ANSWERS COMPENSATION, PAY FOR PERFORMANCE, JOB DESCRIPTIONS Why are we developing a formal compensation program? Pay is one of the largest expenditures associated with operating CCACVB. A formal compensation program will ensure that those resources arc invested wisely and consistently across the entire urganizatiun. 2. Why is formal compensation and pay for performance good for CCACVB? The Bureau is introducing this program to encourage and reward good performance. it's hoped that quality performers will be encouraged to develop thea carters with CCACVB. The program will also ensure conslsrenr pay administration between various work units. 3. Is there a chance that my pay will be reduced as a result of this program? NOI No ones pay will be reduced as a result of this study. 4. Can I expect an automatic pay increase every year under the pay for performance program? No. The objective of the program is to reward employees for their contributionsto CCACVB and for sustained quality performance. Employees will not automatically receive an increase if their performance does not warrant it. 5. How can I benefit from the new program? You will benefit most from the pay for performance program if you produce your best performance on the job. 6. Why do we need job descriptions? Job descriptions are the basis for many personnel related decisions. There include determining pay levels (compensation), performance appraisal and performance counseling, training. selection, and compliance with a variety of government tesufalions. ATTACHMENT A-10 $ 804 747 u295 CORNERSTONE IIGNT - Pn5 16.0 7. WIII I help write my job description? Yes. Your input along with that of your supervisor will serve as the primary source of information about your job. You will be asked to update your job description. This information will be the basis of your job description. 8. Why is my Job description Important in a formal compensation program? It is very important that you do a thorough job in updating your job description. The final pay level (pay grade) assigned to your job will be strongly influenced by the overall nature and level of the functions that you are performing. Also,when evaluating the labor market for the "goingrate"for your job, its important that a good match is established between your job and the ones used for market comparisons. 9. Will supervisors be trained In the pay for performance program? - Every supervisor who reviews an employee's performance will receive training prior to implementation of the program. 10. It seems that every supervisor evaluates differently. How can I be sure that supervisors are consistent in their approach to pay for performance? Since consistency is so important to the success of the pay for performance program, a great deal of emphasis has been placed in the training program to ensure that standards of objectivity and job relatedness are maintained during the performance appraisal process. Anorherkey to consistency is the formal review and approval process of all performance appraisals. 11. Can a supervisor receive a low performance rating if s/he does not do a good job of performance and salary review? Absolutely) Evaluating and reviewing an employee's performance is a fundamental part of a supervisor's responsibility;tatlure to conduct a performance review properly is an indication that supetviswy skills need improvement. 12. If I've done an excellent job during the past five years, will that be taken into consideration during the next performance review? Only your performance during the previous year will be factored into your annual performance review and salary increase. ATTACHMENT A-11 TS SO4 T47 0295 CORNERSTONE )IGNT Pug J 13. Can I request a performance appraisal more than once a year? Employees who want to have their performance appraised more that once a year are encouraged to discuss this with their supervisor. An employee who wants feedback concerning performance should Certainly make his or her supervisor aware of this need. If a performance appraisal is conducted more than once a year, however,no additional salary action will occur. 14. Will I get feedback on my performance during the year? Supervisors will be expected to provide feedback on a regular basis to all of their employees. Ongoing feedback to the employees regarding performance is vital and considered good management. If the teedback given at a performance appraisal meeting is a total surprise to the employee, this Is a strong indication that supervisory feedback did nor occur throughout the year. 15. What does it mean if my overall performance is rated UNSATISFACTORY? An Unsatisfactory rating generally means that the employee is failing to meet and satisfy expectations for the job. This rating is a clear indication that the employee must improve performance to he successful in that position and to retain employment. • • ATTACHMENT A-12 J MARKETING RECAP May 1994 Sales - YTD 5/31/94, we're at 79% of budget for the year - 120,638 against a budget of 152,000. With 7855 tentatives expected to close by the end of the year, we're well within reach of our goal. We've booked 10,590 definite room nights through the first half of June. (This includes 2500 increase in the John Deere booking.) 11. Motorcoach continues to grow. We received a contact from Maupintours last week. Kim had prospected them several months ago. They are looking at adding Corpus Christi to their tour schedule and are considering a 6 tour opening program for 1995. If this program confirms it would give us exposure and trips through one of the top tour operators in the nation. III. Advertising - the Fall coupon insert program is underway. Promo pieces will be mailed today and tomorrow and the follow up sales calls will begin on Monday. The program will be the same as last year with 40 coupons available in an 8 page insert. We have added 4 1/4 page display ads to the program this year. Thequantity will increase from 430,000 last year to just about 510,000 with the addition of Dallas and Ft. Worth. The insert will be in the papers September 11, which is the Sunday after Labor Day. As with last year, the monies from advertising will be used to purchase radio and/or electronic billboard advertising prior to the insert drop date promoting the insert. Sales on the Destination Planning Guide and the Beach and Bay Guide are going well. Approximately 75% of the ads in the both the DPG and the B&B Guideare sold. The format change of the B&B Guide a map type fold to a booklet has been very well received. IV. Direct mail program - our first mailing will be out in early July and will target 1000 Houston corporate accounts. The piece mailer is in production now. We will use this mailing as a prequalifier for our fall sales blitz to Houston. We will make additional direct mail campaigns to the reunion, fraternity and motorcoach markets before the end of this calendar year. V. Communications - months of work have finally achieved some payback this month. We had the DiscoverAmerica film crew in the weekend of June 11th to shoot footage for a 5-6 minute segment on the DiscoverAmerica Travel Show. The segment will air late fall or early spring on the Discovery Channel. The air date will be announced later this summer. Filming went well and will highlight the Lexington with highlights including the Columbus Fleet, Texas State Aquarium, Museum of Science and History, the Art Museum of South Texas (King Ranch Exhibit), and general shots around Corpus Christi. We'll have full rights to the film which can be used as we choose in the future. ATTACHMENT B-1 111110 V Arrangements are now finalized with Good Morning America. Spencer Christian (weatherman on GMA) will be in Corpus Christi July 29, 1994 and will broadcast 4 weather segments live on the Friday, July 29th Good Morning Show from the USS Lexington. The current schedule calls for one segment with Boy Scouts on a Live Aboard stay raising the flag on the stern; one segment with an ensemble from the Texas Jazz Festival playing on the ramp at the main entrance; one segment with someone from TSA holding a rehab bird with the camera focused across the deck of the Lex onto the Aquarium and one segment with an interview of either John Bowen or a Boy Scout by a plane. Spencer Christian will arrive on Thursday and will be present at the reception for the Texas Jan Festival hosted by Cathy and Bill Harrison at The Landing Thursday evening. VIII. The Visitor Information Centers are continuing to post strong numbers. Our Visitor Centers have welcomed 834,647 visitors since they opened. At the rate we're currently assisting visitors, we should welcome our one millionth visitor this winter. RV visits are up 38% year over year. Padre Island inquiries were 20% of our total in person Visitor Center inquiries in the month of May and we referred 582 phone inquiries to Padre Island during the month of May. The downtown Visitor Center has processed 33,008 pieces of bulk mail as of June 17th, since taking over that function January 17th of this year. The State of Texas is now providing free state highway maps to be distributed through our Visitor Centers. Previously, the State maps were only distributed free at State Visitor Centers but we had to buy the maps and charge visitors for them which was a source of irritation for all involved. • ATTACHMENT B-2 0 V YTD RN PRODUCTION RECAP As of May 31, 1994 BUDGETED DEFINITE REACH TENTATIVES RM NTS ROOM NTS RM NTS TO TO CLOSE STILL 5/31/94 BUDGET BY 7/31/94 TO BOOK 152,000 120,638 31,362 22,229 9,133 PERCENT OF TOTAL DEFINITES BOOKED BOOKED AS OF 5/31/94 MTD 6/1-15/94 79% 10,590 ATTACHMENT B-3 160 S NOMINATIONS COMMITTEE RECOMMENDATIONS FOR 1994-95 CCACVIi OFFICERS & DIRECTORS* Members Term Cathy Harrison, Chairman of the Board 7-31-95 Marco Arredondo, Vice-Chairman of the Board 7-31-96 Rex Kinnison, Secretary-Treasurer 7-31-96 Robert Rowling (Lodging) 7-31-97 Ralph Ehrlich (Lodging) 7-31-97 Ike Barrera (At Large) 7-31-97 Harold Moore (Restaurants & Attractions) 7-31-97 Alex Harris (Business/Professional) 7-31-97 Kay Wolf(Area Representative) 7-31-95 * Pending acceptance of the positions by all nominees ATTACHMENT C