Minutes - 12/01/2005 - Hotel Convention and Visitors CommitteeMINUTES OF THE DECEMBER 1, 2005 OAK BROOK HOTEL,
CONVENTION AND VISITORS COMMITTEE OF THE VILLAGE OF
OAK BROOK UNOFFICIAL UNTIL APPROVED AS WRITTEN OR
AS AMENDED ON JANUARY 12, 2006.
1. CALL TO ORDER:
The Oak Brook Hotel, Convention & Visitors Committee of the Village of Oak Brook was
called to order by Julie Coker in the Upper Level Conference Room of the Butler
Government Center at 2:07 p.m.
2. ROLL CALL:
Manager Boehm called the roll with the following persons
PRESENT: Julie Coker, Dieter Heigl, Michael Newman, Ted Selogie and Michael Yaneck.
Tracy Mulqueen arrived at 2:11 p.m.
ABSENT: Chuck Fleming, Ralph Maxson and Heather Wehling
IN ATTENDANCE: Richard Boehm, Village Manager; Margaret Rimbo, Administrative
Assistant; Kerry Schlaack, Hyatt Hotels; Beth Marchetti, DuPage Convention
and Visitors Bureau; and Darrell Langlois, Finance Director for the Village of
Oak Brook.
3. APPROVAL OF MINUTES: November 3, 2005
Moved by Michael Newman, seconded by Ted Selogie to approve the minutes of
November 3, 2005 as presented. Motion passed 5 -0. Minutes approved
4. UNFINISHED BUSINESS
A. 2006 Marketing Plan Discussion and Approval
The Committee reviewed the materials provided by Manager Boehm including historical
hotel tax receipts data, 2006 revenue projections and budget information. Discussion
regarding the Hotel /Motel Tax Fund balance reserve ensued. Finance Director Langlois
presented a review of the cash reserve and history of how these funds have been used over the
last few years to supplement the marketing campaigns. Expenditures in the fund were
reviewed; these included the annual marketing campaign costs, the quarterly release of 20%
of the 1% hotel tax receipts to DCVB, the Village's website design and maintenance costs,
and transfer costs. Factoring out timing issues, Director Langlois estimated an un- obligated
$161,000 cash reserve at the end of 2006.
VILLAGE OF OAK BROOK Minutes Page 1 of 3 December 1, 2005
E
It was the consensus of the Committee members that hotel tax receipts projections for 2006,
as presented in the Village's draft budget, were low. With an anticipated higher tax receipts
projection, the Committee feels the cash reserves will be less affected and that waiting for
second quarter 2006 hotel tax receipts data to be available would be too late for Point B to
capture the relevant summer and winter media vehicles necessary for an adequate campaign
It was thereby the consensus of the Committee to recommend that the 2006 marketing
campaign expenditures for Point B Communications remain the same as last year in the
amount of $300,000.00. Manager Boehm will bring this item to the Village Board at its
December 13, 2005 meeting. He will also contact Point B and advise them of the
Committee's recommendation.
Moved by Ted Selogie, seconded by Dieter Heigl to recommend to the Village Board the
approval of a 2006 Hotels of Oak Brook Marketing Plan prepared by Point B
Communications in the amount of $300,000.00. Motion passed 6 -0.
B. Discussion Regarding Municipal Hotel Tax; Rate; and Use
The Committee members agreed that hotels forecast higher revenues for 2006 and do not
want to consider raising the municipal hotel tax rate.
Moved by Ted Selogie, seconded by Dieter Heigl, not to recommend raising the current 1%
tax rate. Motion passed 6 -0.
NEW BUSINESS
6. OTHER BUSINESS:
A. Change in Hotel Committee Meeting Date and Time
Michael Newman suggested that the Committee meet in the morning rather than in the
afternoon. It was the consensus of the Committee to change the dates of the hotel meetings,
beginning in 2006, to the second Thursday, every other month, and change the time to 9:00
a.m. Margaret Rimbo will send out a list of the dates for 2006.
Motion by Ted Selogie, seconded by Mike Newman, to change the meetings to the second
Thursday of every other month, beginning in January, at 9:00 a.m. Motion passed.
VILLAGE OF OAK BROOK Minutes Page 2 of 3 December 1, 2005
7. ADJOURNMENT:
Motion by Ted Selogie, seconded by Michael Newman, to adjourn the regular Meeting of the
Hotel Committee at 3:17 p.m.
ATTEST:
2
/C�.ffo
-- ee:-�
Richard B. Boehm
Village Manager
Date
VILLAGE OF OAK BROOK Minutes Page 3 of 3 December 1, 2005