Minutes - 09/19/2007 - Hotel Convention and Visitors CommitteeOF 0AIr MINUTES OF THE SEPTEMBER 19, 2007 SPECIAL MEETING OF
THE OAK BROOK HOTEL, CONVENTION AND VISITORS
COMMITTEE OF THE VILLAGE OF OAK BROOK UNOFFICIAL
UNTIL APPROVED AS WRITTEN OR AMENDED ON NOVEMBER
9cFcouNC(,`�2 8, 2007
1. CALL TO ORDER:
The Special Meeting of the Oak Brook Hotel, Convention & Visitors Committee of the
Village of Oak Brook was held at the Doubletree Hotel and called to order by Dieter Heigl at
11:44 a.m.
2. ROLL CALL:
Dieter Heigl called the roll with the following persons:
PRESENT: John Wagner, Dieter Heigl, Chuck Fleming, Rusty Middleton, Ralph Maxson,
and Mike Yaneck.
ABSENT: Heather Wehling, Tracey Mulqueen, and Lisa LaPiana.
IN ATTENDANCE: David Niemeyer, Village Manager, Moin Saiyed, Village Trustee,
Donna Bettin, Village Executive Secretary, Darrell Langlois, Village Finance
Director, Deborah Wichers, DoubleTree Hotel
3. COMMITTEE'S PURPOSE
Dieter Heigl explained that since the Committee has had a lot of change in members it would
be a good time to discuss finances that are used by the Hotel Convention and Visitors
Committee.
Dieter stated that the Hotel Convention and Visitors Committee has always been given 1% of
the Hotel tax that has always been marketing driven. The Village of Oak Brook went through
the bid process 2 years ago for marketing firms to assist the Committee with this endeavor.
Point b Communications was awarded the bid.
Question's are; is this the right direction to take with the change in times and economy (i e.
billboards, fliers, e- mailers)? What is or should be the commitment to the Chamber of
Commerce and the DuPage Convention and Visitors Bureau?
Chuck Fleming explained the history of the Committee and his length of service on the
Committee. Over the years this same topic has been discussed and it seems everyone has had
the same opinions that seem to arise with the different change in the times when it comes to
marketing. The Committee may want to review the Mission Statement and reconnect with
the Village Board keeping in mind that it is great to reconnect with the Village Officials but
different to change the Mission Statement. "Create more over night stays within the Village
of Oak Brook Hotels" (to generate revenues to assist with sales tax for the Village of Oak
Brook).
OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 3 Meeting of September 19, 2007
David Niemeyer expressed the Village's willingness to work with the Hotel Convention and
Visitors Committee and likes the proposed marketing plan for 2008 from Point b however,
the total budget amount for their proposal is over budget for 2008. Mr. Niemeyer would also
like to review the long term financial plan with the Committee.
Discussion on marketing measures for the Hotels and how to improve current ways of
measuring the use of the marketing tools aside from internet. The Committee plans on
holding Point b accountable for their marketing /advertising measures.
The question was raised about the DuPage Convention and Visitors Bureau (DCVB), how are
they working for the Hotels of Oak Brook and does the Committee wish to continue to utilize
their services? The DCVB has good representation and trade shows and the leisure and
weekend traveler. Dieter Heigl would like to see a comprehensive plan for the Village of Oak
Brook Hotels. It was requested that the DCVB attend the next Committee meeting for
presentation on how marketing works for the Oak Brook Hotels.
4. 2008 BUDGET
A. Additional Funding to Compensate for Local Competition and Road Construction.
Darrell Langlois held the discussion on the Committee's budget and the funding process, and
what funds are or are not available for this upcoming year. Past funding requests made to the
Committee included assistance with funding fireworks and Village beautification. Discussion
pursued on the Village's perspective of asking for funding assistance and the 2% tax increase
for beautification within the Hotel District. That 2% tax increase will be utilized as the tax
payers voted on; Hotel District Beautification.
David Niemeyer stressed the ,need for the Committee to build up funds for contingencies for
down times such as road construction or the economy. Reserve funds would assist in the
need for additional marketing tools during tougher times.
Discussion ensued regarding the new Hotel /Convention Center in Lombard and whether or
not the Hotels have been affected by it and what the Village is doing to keep up with the
times. Chuck Fleming reported that the Village if currently looking at Commercial
Revitalization on 22nd Street with very positive zoning and planning infrastructure being
reviewed. Rusty Middleton explained that the opening of this new hotel is only a short term
problem and will resolve itself as time passes.
The Committee is looking for additional funds for marketing efforts during the road
construction when hotel stays may be down. It was stated that the road construction will have
a long term positive affect and in the end the Hotels would benefit.
Meeting recap: Looking for a presentation from DuPage Convention and Visitors Bureau,
2008 proposal from Point b is over budget, trim down to build up reserves and reviewing
Point b's marketing plans for budgetary reasons.
OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 3 Meeting of September 19, 2007
5. ADJOURNMENT:
Motion by Dieter Heigl, seconded by Chuck Fleming to adjourn the Special Meeting of the
Hotel Committee at 1:04 p.m.
ATTEST:
41 y VwJ4
David Niemeyer
Village Manager
Date
OAK BROOK HOTEL COMMITTEE Minutes Page 3 of 3 Meeting of September 19, 2007