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Minutes - 09/11/2008 - Hotel Convention and Visitors CommitteePGA OF oAt a MINUTES OF THE SEPTEMBER 11, 2008 MEETING OF THE OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE OF THE - VILLAGE OF OAK BROOK UNOFFICIAL UNTIL APPROVED AS N WRITTEN OR AMENDED ON NOVEMBER 13, 2008 O r G A _ gCFOoU \�� 1. CALL TO ORDER: The 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 9:08 a.m. Chairman Heigl introduced John Lampa, new General Manager of the Renaissance Oak Brook Hotel. 2. K1 ROLL CALL: Chairman Dieter Heigl called the roll with the following persons: PRESENT: Dieter Heigl, John Wagner, Rusty Middleton, Kerry Mickelson, Joanne Cascio, Ralph Maxson and John Lampa. ABSENT: Chuck Fleming, Heather Wehling and Tracy Mulqueen. IN ATTENDANCE: Blaine Wing, Asst. Village Manager, Mom Saiyed, Village Trustee, Donna Bettin, Village Executive Secretary, Skip Strittmatter, DuPage Convention & Visitors Bureau, Krystal Jordan, The Lodge, and Darrell Langlois, Village Finance Director. APPROVAL OF MINUTES Ralph Maxson motioned to approve the minutes from the July 9, 2008 meeting. Seconded by John Wagner. Motion passed. Minutes approved. UNFINISHED BUSINESS A. 2008 Marketing Discussion 1. Oak Brook 50th Anniversary Packages. Krystal Jordon reported that the 50th Anniversary Packages have been very successful and will continue to run through December 31, 2008. 2 October Association Meeting Planner FAM Trip. Krystal Jordan from the Lodge and Debra Wichers from the Doubletree will participate in this day long Tour of Oak Brook Hotels and the Oakbrook Center. This event was put together by Tracy Mulqueen, Greater Oak Brook Chamber of Commerce to showcase the Village of Oak Brook. B. 2009 Marketing Discussion. The Marketing Committee will be meeting with Point B Communications on September 12th to learn what Point B will be recommending in for the 2009 calendar year. Following this meeting the Marketing Committee will provide Point B with feedback and direction on their proposed 2009 marketing plan for Hotels of Oak Brook. OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 4 Meeting of September 11, 2008 5. NEW BUSINESS A 2009 Budget. It is Blaine Wing's goal that the Oak Brook Hotel, Convention & Visitors Committee will participate in the Village's budget process and be submitting a budget request following their November meeting. In order to assist the Committee with this task, Blaine will be asking for budget requests from the largest line - items, which include the DuPage Convention and Visitors Bureau, the Chamber of Commerce and Point B (the Committee's Marketing Plan) so the Committee can submit a proposed budget. Finance Director Darrell Langlois distributed a spreadsheet for the Hotel /Motel Tax Fund, cash balance since January 1, 2008. Darrell explained that on page #1, column #1 shows the I% that was dedicated to the Hotel Committee. The bottom half of the page shows the expenses. Projected receipts to be $410,000 this year. The Chamber's $40,000 request was not originally in the budget and had to be added. The question was raised by the Committee as to when the Committee was asked to fund the $40,000, as there is no mention in meeting minutes or recollection from Committee members that this funding request was ever brought before this Committee. Blaine Wing stated that it was his understanding that approval occurred before he started and that he was keeping the Committee informed regarding the expenditure. Blaine added that the funds given to the Chamber are being utilized for the Greater Oak Brook Neighborhood Brochure that is being distributed to all hotels throughout the Village. Chairman Heigl asked if it was the Committee's charge to monitor the I% of funds allocated for this committee, and if so, they are surprised to hear about this amount of funds being taken without discussion. Blaine was not able to answer that question, but explained that the Village Board did approve all of the expenditures as part of the 2008 budget. He went on to explain that in order to ensure the Committee that is not the case in the future, he is recommending that the Committee provide the Village Board with a proposed budget each year describing how and why they would like to spend the I%. There was also a question on the Transfer Out /In in the amount of $12,000 as well if there are other expenditures that have been paid without the Committee's approval. Darrell Langlois explained that the $12,000 helped offset the cost of administering the fund, the annual audit, etc. He then went ton to explain that the projected revenues for 2008 is almost right on target, but the Committee has been spending more than they are taking in during the last few years. Chairman Heigl recommended the creation of a subcommittee to meet and discuss where budget cuts could be made in the Committee's marketing plans. Interest members should contact Dieter and plan on meeting in October in order to provide the Committee with a recommendation in November. Blaine Wing also volunteered to participate on the subcommittee if the group felt it was appropriate. DUPAGE CONVENTION AND VISITORS BUREAU UPDATE 6' Skip Strittmatter explained all the recent accomplishments of the DCVB: • Completed Meeting Planners Guide and printed originally 60,000 copies for distribution and then an additional 20,000 more. • Dining Guide was distributed locally, hotels, attractions and state wide as well. OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 4 Meeting of September 11, 2008 The DCVB "ring in the Holidays" event for planners throughout the state will have approximately 100 planners in attendance. DCVB is also co- sponsoring the transcontinental Fireball Run Road Rally for America's Missing Children and will be making stops in the Westmont /Oak Brook area. The DCVB annual meeting will be held on Sept. 29th with guest speaker Sam Glen. Skip also discussed the future events that the DCVB are currently working on to bring people to DuPage County and the Village of Oak Brook. The Olympic Committee is still seeking overnight accommodations for Chicago's bid to host the Olympic Games. Anyone interested in learning more or participating, please sign up. They recently just got done revamping a lot of their website and working with more search engines. They have had 121,000 inquiries for information, 10 million visitors on the website with 336 leads on hotel stays which resulted in 112 overnight stays. 7. OTHER BUSINESS Village Manager Dave Niemeyer joined the meeting to give the Committee an update on a couple of current projects. The Clearwater Project's residential component of the development will not be built. However, the John Buck Company is moving forward with a different proposal. They are recommending the inclusion of Pinstripes, an upscale Bistro/bowling /pool game facility. There are some final changes to the redevelopment agreement, but plans are still in place to retain the Hotel portion of their development. The John Buck Company is currently in the permit process stage for this project and more information will be available late this fall. Beautification. The Village Board approved the proposal for a Village Sign to be placed on the southwest corner of York Road and 22nd Street. IDOT is in the review process of the street lighting and landscaping approval phase from the Salt Creek bridge to 1 -294. (Dover Drive to 294 interchange). The design was developed by the Village and we are awaiting IDOT's approval. Chairman Heigl informed Manager Niemeyer about the Committee's concern of the $40,000 allocation of money to the Chamber, as part of their overnight stays project and the fact that this expense was not brought before the Committee for their review. Manager Niemeyer stated he was under the impression that it had come before the Hotel Committee and had been approved. Niemeyer explained a formal proposal came from the Chamber late in the process, but before the budget was complete for 2008. He then added that he has already had conversations with Tracy Mulqueen and he's expecting to get the Chamber's budget request for the 2009 budget shortly. Chairman Heigl questioned if there was any interest in the Village absorbing the Chamber's expense and having the allocation come out of the 2% portion of the Hotel Tax. Manager Niemeyer explained that the Village currently has a shrinking pool of funds. He recommended that Tracy provide the results from the Chamber's initiatives to the Committee for review and discussion. OAK BROOK HOTEL COMMITTEE Minutes Page 3 of 4 Meeting of September 11, 2008 8. ADJOURNMENT: Motion by John Wagner, seconded by Kerry Mlckelson to adjourn the meeting of the Hotel Committee at 9:57 a.m. ATTEST: il� Blaine Wing U Assistant Village Manager �l ate OAK BROOK HOTEL COMMITTEE Minutes Page 4 of 4 Meeting of September 11, 2008