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Minutes - 09/09/2010 - Hotel Convention and Visitors CommitteeMINUTES OF THE SEPTEMBER 9, 2010 MEETING OF THE OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MAY 12, 2011. 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 called to order by Chairman Dieter Heigl at 10:03 a.m. ROLL CALL: Chairman Heigl called the roll with the following persons: PRESENT: Gail Long, Tracy Mulqueen, Richard Allison, John Lampa, Linda Hunt and Dieter Heigl ABSENT: Norm Canfield, Keith Hess, and Chuck Fleming IN ATTENDANCE: David Niemeyer, Village Manager, Donna Bettin, Village Executive Secretary, Sharon Dangles, Village Finance Director, Trustee Moin Saiyed, Police Chief Tom Sheahan, Skip Strittmatter, DuPage Convention & Visitors Bureau, Krystal Glispie, Hyatt Lodge and Cindy Resnick, Cindy Davis and Jason Kallen, Point B Communications. APPROVAL OF MINUTES A. May 13, 2010 Regular Meeting. John Lampa motioned to approve the May 13, 2010 regular meeting minutes as presented. Richard Allison seconded. VOICE VOTE. Motion carried. UNFINISHED BUSINESS A. Marketing Update. Point B distributed a copy of the 2011 Preliminary Marketing Plan reflecting 2 different budget levels. They reviewed the 4 objectives for 2001; drive room night bookings, stimulate business during key time periods, reinforce presence within primary target markets, and generate measurable response. They continued to review the 2011 preliminary marketing plan handout. Jason Kallen of Pont B recommended a shift in newspaper marketing from the Chicago Tribune sites to the Sun Times sites. Discussion ensued. B. Ratification of Release of Funds to the DuPage Convention and Visitors Bureau — 2010 Second Quarter Hotel Tax Receipts - $14,855.89. John Lampa motioned to approve the ratification of release of funds to the DuPage Convention and Visitors Bureau, second quarter tax reciepts for $14,855.89. Seconded by Richard Allison. Voice Vote. Motion approved. NEW BUSINESS A. 2011 Budget. A copy of the Hotel Motel Tax Fund balance sheet was distributed to the Committee members prior to the meeting for their review. Chairman Heigl reviewed the handout by line item. Chairman Heigl asked the Committee if there was an interest in the Committee making a formal request to the Village Board to have $200,000 from the 2% fund transferred to the 1% fund. This would include $150,000 for marketing support and $50,000 to the Chamber for their program initiatives. After some discussion it was the consensus of the Committee to support this recommendation. OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 3 Mtg. of Sept. 9, 2010 John Lampa motioned, Gail Long seconded, to petition the Village Board for funding from the 2% fund transferred to the 1% fund as discussed. Voice Vote. Motion carried. Manager Niemeyer discussed a recap of programs funded in the 2010 budget. The Police Beat program was built to focus on the hotel district. It was successful this year and they are seeking support from the Committee for conducting this program again in 2011. Chief Sheahan explained the budget of the program and the percentage of service calls from the Hotels, some of the bigger issues that were dealt with this year and the additional police presence in the Hotel District as part of the police beat program. Chairman Heigl restated his earlier stance on the need, right now, for additional funding support for marketing efforts from the Village. He stated that once the economy begins to pick up again in the future, they may not have to continue to make these additional requests. John Lampa motioned, Richard Allison motioned to support the transfer of beautification funds from the 2% to support the Police Beat program for the 2011 budget year. Voice Vote. Motion carried. B. ITEP Grant Application- 22nd Street and Rt. 83. Manager Niemeyer explained the Illinois Transportation Enhancement Program (ITEP), the grant money available and the eligible projects it can include. This competitive grant pays 80% of the project costs. The Village applied a couple of years ago for a grant for a project on south Rt. 83 from 22nd Street to 31st street. That request was rejected. The funding request was not deemed competitive because it did not include businesses. We have a couple of projects that can be applied for with this program. One project is on west 22nd Street from Spring Road to Salt Creek on the east; two years ago we had submitted plans to IDOT for this project which they approved. The federal government has been big on awarding "shovel ready" projects that has already been approved by all the involved agencies. The Village submitted a grant for this project consisting of median improvements, installing concrete planters, trees, shrubs and perennials and an automotive irrigation system from that whole stretch. We did not go from Spring Road. to Rt 83 mainly because we just did not have a set of plans prepared. We also submitted plans for a beautification project on Rt. 83 from 161i Street to 22nd Street. Recommendations for these grants are all made by IDOT on a scoring system. It will be awhile before we hear back on the status of the grant. Discussion ensued. Chairman Heigl stated that the Rt. 83 project, while nearby, does not really apply to the areas of the hotels. Ultimately this will benefit another town and the state. The Village should look to the other Village for funding assistance. Discussion ensued. DUPAGE CONVENTION AND VISITORS BUREAU. Skip Strittmatter explained the situation with funding from the State of Illinois. DCVB finally received their grant dollars for 2010 and, as of last week they have received their allocation for 2011 which is down 30 %. Due to the loss of funding, Skip explained the refocused plan for reminder of 2010 and 2011. They had over 180,000 requests for information via downloads. The summer marketing received 40,000 inquiries. Booked 3500 room nights on the website. Ryder Cup continues, while DCVB is not at this event, they do have representation present. DCVB sales were up. She continued to explain upcoming events and new initiatives. Annual meeting is October 7h, 2010. GREATER OAK BROOK CHAMBER OF COMMERCE. Tracy Mulqueen explained that the business community is doing well and the Chamber is expanding the economic development program due to good partnerships and collaboration with Oak Brook and Oakbrook Terrace. OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 3 Mtg. of Sept. 9, 2010 OTHER BUSINESS Richard Allison spoke to the Committee about his international endeavor proposal he has given to Manager Niemeyer and President Craig. Manager Niemeyer explained that the 2010 Polo events had to be canceled for this year. The rainstorm in late July caused the field to be unplayable. Regarding the polo program for next year, the Village Board will need to discuss whether they want to do this for 2011. Before anyone comes to the Committee they will need to have a business plan in place. ADJOURNMENT Motion by Richard Allison, seconded by Gail Long to adjourn the Regular Meeting of the Hotel Convention and Visitors Committee at 11:25 a.m. A ST- David J. Niemeyer Village Manager -5-Q- 20 l � Date OAK BROOK HOTEL COMMITTEE Minutes Page 3 of 3 Mtg. of Sept. 9, 2010