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Minutes - 08/09/2012 - Hotel Convention and Visitors CommitteeMINUTES OF THE AUGUST 9, 2012 REGULAR MEETING OF THE OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON OCTOBER 11, 2012. CALL TO ORDER: The Regular Meeting of the Oak Brook Hotel, Convention & Visitors Committee of the Village of Oak Brook was held in the Upper Level Conference Room of the Butler Government Center and officially called to order by Chairman Norm Canfield at 10:12 a.m. ROLL CALL: Chairman Norm Canfield called the roll with the following persons: PRESENT: Norm Canfield, Linda Hunt, Tracy Mulqueen, Dick Turner and Mort Kouklan, ABSENT: Chuck Fleming, Iftikharul Abbasy and Martin Schooley. IN ATTENDANCE: David Niemeyer, Village Manager, Donna Bettin, Executive Secretary, Sharon Dangles, Finance Director, Mike Hullihan, Engineer/Public Works Director, Skip Strittmatter, DuPage Convention & Visitors Bureau, Krystal Glispie, Hyatt Lodge, Rob Grusin and Cindy Resnick, Point B Communications. Chairman Canfield welcomed everyone to the meeting and explained that the Village Board recently appointed two new members to the Committee. Residents Mort Kouklan and Iftikharul Abbasy. Everyone in attendance introduce themselves. APPROVAL OF MINUTES A. February 16, 2012 Meeting. D. Turner motioned to approve the February 16, 2012 meeting minutes. L. Hunt seconded. VOICE VOTE. Motion carried. UNFINISHED BUSINESS A. Ratification of Release of Funds to the DuPage Convention and Visitors Bureau - 2012 First Quarter Hotel Tax Receipts - $11,575.30. D. Turner motioned. T. Mulqueen seconded. VOICE VOTE. Motion carried. B. Ratification of Release of Funds to the DuPage Convention and Visitors Bureau - 2012 Second Quarter Hotel Tax Receipts - $15,583.94. D. Turner motioned. T. Mulqueen seconded. VOICE VOTE. Motion carried. C. 2012 Marketing Campaign Update. Krystal Glispie distributed and reviewed the 2012 marketing campaign with up -to -date information. She explained the various promotions that took place to -date and the positive results of those promotions. The Kindle promotion went very well and would like to revisit that promotion again next year. Krystal explained the Q4 campaign that is coming through year end. Chairman Canfield stated that the Hotels have seen growth this year and are seeing the right promotions assisting with that growth. D. Streetscape Committee Update. Mike Hullihan explained the ITEP Grant, what it is, what the Village has applied for and what was already awarded, (Spring Road to Salt Creek). He continued to explain the scope of the streetscape ITEP project and the ITEP project recently applied for, 22nd Street, Salt Creek to I294. The Village is still awaiting results of the grant application. OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 3 Mtg. of August 9, 2012 Manager Niemeyer explained that he would like to meet with the Hotel General Managers at some point to discuss areas where they would like to see connecting pathways and improved pedestrian access to the mall. NEW BUSINESS A. Hotel Meetings /Overnight Stays Incentives Discussion. Manager Niemeyer explained the Overnight Stays Incentive program that is taken from the 2% fund to help promote overnight stays. B. Hawks Cup - May 10, 11 and 12, 2013. Manager Niemeyer explained that the Hawks Soccer Club is looking to host a large soccer tournament next May of 2013 and is anticipating a lot of out or towners. They will be seeking assistance with overnight stays of approximately 300 plus rooms. C. Polo Season. Manager Niemeyer was happy to announce the return of Polo for 2012. There will be 4 matches on 4 separate Sundays in late August/early September. Willow Harbor has done extensive marketing for these events. He requested the Hotel's assistance in having the marketing cards available at their hotels. D. 2013 Budget. Manager Niemeyer discussed the timeline for the 2013 budget. He may ask to meet with the Hotel General Managers and possibly someone from the marketing committee to discuss some ideas and/or changes in the budget. He would be looking for feedback on proposed numbers. Discussion ensued about the old Renaissance and Drake Hotels. E. 2013 Marketing — Requests for Proposals. Manager Niemeyer explained that it has been 3 years since the Village has done a Request for Proposals for the Hotels Marketing program and we need to do it again this year to keep current. Krystal Glispie requested this process be done every 5 years instead of every 3 years as this would bring more continuity to the marketing firm, marketing incentives and the Hotels Marketing Committee. Tracy Mulqueen left the meeting. No longer a quorum. DUPAGE CONVENTION AND VISITORS BUREAU. Skip Strittmatter explained that the DCVB has had a budget restructure beginning January 1, 2013 to secure long term sustainability and equability. Long -term supporters will be grandfathered in this new structure. She explained that a Municipality may do one of two things: contribute 20% of I% (which the Village does now) or 25% of I% (including Hoteliers fees). They will still be placing non - members on the website, but will not be forwarding leads to them. All leads will go to members of the DCVB. All of their marketing resources are available to the Village for any of their marketing needs. Skip reported that there is a good possibility of getting more money from the state this year. DCVB numbers look good this year. DVB is working to put together 2 tours for meeting planners again this year with a new initiative. They may not get the State Wars and Nike back. State Wars wants approximately $50K in revenues and Nike is looking elsewhere. They will be working with a large bowling tournament coming to the area. Skip updated everyone on the upcoming Ryder Cup event. PGA has organized volunteers as hospitality on the course. DCVB has created a Hospitality Guide and discount dining cards to be distributed on the course as well as the hotels. They are also producing the "official" press releases for the event, placed local OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 3 Mtg. of August 9, 2012 information on flash drives to be distributed, put banners at airports, booked 7,000 room nights, has a social media response team in place, working with the mall on a large exhibit and many search engine campaigns all in place. GREATER OAK BROOK CHAMBER OF COMMERCE No report. OTHER BUSINESS Krystal Glispie announced a Meeting Planners event that will be held on August 22, 2012 at Gibson's. They currently have 100 planners signed up. Chairman Canfield stated that this is one of the better years. It is nice to end things on a good note. Mort Kouklan asked if there were any plans or interest in building an over /under pass on 22 "d street to the Motels from the Mall. Discussion ensued. ADJOURNMENT Motion by D. Turner, seconded by L. Hunt to adjourn the Meeting of the Hotel Convention and Visitors Committee at 11:31 am. ATTEST: David J. Niemeyer David J. Niemeyer Village Manager 10 -11 -2012 Date OAK BROOK HOTEL COMMITTEE Minutes Page 3 of 3 Mtg. of August 9, 2012