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Minutes - 08/08/2013 - Hotel Convention and Visitors Committee OF OAK MINUTES OF THE AUGUST 8, 2013 REGULAR MEETING OF THE ti 90, OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE OF THE VILLAGE OF OAK BROOK UNOFFICIAL DUE TO LACK OF A QUORUM, APPROVED AS WRITTEN ON OCTOBER 10, 2013. G m Y CALL TO ORDER: The Meeting of the Oak Brook Hotel, Convention & Visitors Committee of the Village of Oak Brook was called to order by Chairman Norm Canfield at 10:00 a.m. There was not a quorum. PRESENT: Norm Canfield, Chuck Fleming, Mort Kouklan, Chris Johnson ABSENT: Iftikharul Abbasy, Jeremiah Drummond and Martin Schooley. IN ATTENDANCE: David Niemeyer, Village Manager, Donna Bettin, Executive Secretary, Trustee Mark Moy, Krystal Glispie, Hyatt Lodge, Skip Strittmatter, DuPage CVB, Tracy Mulqueen, Oak Brook Chamber, Valentina Tomov, Oak Brook Chamber, Denise Brownell, Doubletree Hotel, Katie Davis, LeMeridien Chicago Oak Brook Center. Chairman Norm Canfield welcomed Katie Davis, Director of Marketing of the LeMeridien Hotel. APPROVAL OF MINUTES —Unable to approve minutes due to lack of a quorum. Will present at next regular meeting. UNFINISHED BUSINESS—Unable to approve release of funds due to lack of a quorum. Will present at next regular meeting. Polo Events/Update - Manager Niemeyer reported that the Village has already held 2 of the 6 polo matches with the next one on August 16, 2013. This year the Village is undergoing a transition,this came about when the person contracted to run Polo has had to withdraw in March. The Polo Committee chose to have Village staff take over the event. To-date we have currently tripled the amount of sponsorships from last year and have increased ticket sales. Last year we did 4 matches, this year we did 6. The August 25th Polo event will be a Chicago Blackhawks Day. Currently Stan Mikita and Ab McDonald, former Blackhawks will be attending. The Doubetree is one of our big sponsors this year. The DCVB is also a sponsor and have had groups attend. There have been an average of 400-500 people in attendance. Discussion ensued. The Village would be open to have the August 25th matches become a Chicago Sports Day. 2013 Marketing Plan Update—Krystal Glispie updated the Committee on the recent incentive promotions for the meeting planners. The Zoo package on the leisure side appears to be successful this year as well. Krystal spoke with Point B and they will be getting their reporting out to the Hotels shortly. She continued to update the Committee on the upcoming 2013 promotions, marketing and incentive programs. Streetscape Committee Update Manager Niemeyer reported that you will finally see some work beginning on 22nd Street from the first grant. The second grant, as explained by IDOT, would be a 2015 project. There has been a significant rule change with the program in the last few months. They are now stating that in order to get funds like this in the future you have to combine it with a federally funded road project. This basically comes from the Federal Highway Administration. The Pedestrian Access Projects for this year has been a time consuming set of about 8 different OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 3 Mtg. of August 8,2013 projects with different sets of issues. The Village has been working with various businesses on cost sharing and some require IDOT approval which has delayed some of the projects. This year the Village is going out to bid with 2 projects (due back in 2 weeks). One is the Commerce Drive project, which will build new sidewalks on the north side of Commerce and improve some of the pedestrian crossings going into the mall and connect with what Chuck is doing at the mall. The second project is to improve the pedestrian crossing north of the mall into the Oak Brook Club. Many of the other projects are waiting on funding or IDOT. Hopefully now that construction will be starting, it may help to jump start some of the other businesses. A third project has been the gateway signage project. We have been working with NAI Hiffman on getting a gateway sign placed at the Promenade (outside the Hotel District) and really had to focus on getting approvals from ComEd that is taking a lot longer than anticipated. Next year we will propose putting a sign up at York and 22nd Street. This was the sign that the Village began to install about 4 years ago that was stopped due to a variety of reasons. On-Line Hotel Tax Litigation—Manager Niemeyer explained that in several states there is legal action being taken against on-line companies like Travelocity, Expedia, etc.,that are paying tax on the rate they purchase the rooms at not at the rate they actually sell the rooms. The online companies are strongly disagreeing. A few months ago we were approached by attorney's that want to know if Oak Brook is interested in participating in the class action suit. The Board has been discussing this option since last April. Discussion ensued. NEW BUSINESS 2014 Budget—Manager Niemeyer explained that the 2014 budget process is beginning. Included in the handouts are a 2013 budget year-to-date summary and a summary projecting of the 2014 Hotel Tax budget, which includes Hotel Meridien. Manager Niemeyer discussed the information that was included in the agenda packet. The big money shows the construction projects (22nd Street improvements, pedestrian access projects, gateway signs). Manager Niemeyer explained what the I% fund reflects and what the 2% fund reflects. Chairman Canfield requested a special Hotel Committee meeting be held to discuss the 2014 budget. This meeting will be done prior to finalizing a draft budget for Board review. DUPAGE CONVENTION AND VISITORS BUREAU UPDATE Skip Strittmatter reported that they are shooting 17 videos this summer, one is media driven, one is leisure driven and a video for all of their supporting municipalities, which also receives a niche brochure. DCVB has conducted 3 FAMS, State Wars still in tact, approximately 6,000 room nights possible. DCVB has put their toe back into the International Market for the first time since 1999 because of PowWow, which is a big international market place that is going to be in Chicago next year. They asked the Hotel Committee if any hotels would like to accompany them to an event and Chris Johnson from the Doubletree Hotel accompanied DCVB which went very well. Skip continued to update the Committee on their upcoming events, marketing/promotional materials and plans. GREATER OAK BROOK CHAMBER OF COMMERCE Valentina Tomov reported on what that the Chamber is doing. They continue to market the Hotels of Oak Brook, restaurants and retailers. The Chamber has done some good updates on the website and looking to revamp it. The Economic Development Brochure will be longer provide more options and be more specific to meeting planners. They are creating a new newsletter that will be going out to meeting planners on a regular basis. As part of their revamping of the website OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 3 Mtg. of August 8,2013 they would like to include some new testimonies from the hotels. Looking forward to the meeting planners luncheon later this year. They are hoping to have approximately 100— 150 room nights booked from these type of events. On the Economic Development front, they are continuing to work with businesses to come through with meetings and/or events in the Hotels. They have held 2 building fairs to date. Shelly Encher discussed welcome packets that are distributed and her efforts in bringing businesses to the hotels and businesses in Oak Brook. OTHER BUSINESS Katie Davis, Marketing Director for LeMeridien Chicago Oak Brook Center, thanked everyone for the warm welcome. She has been meeting with Tracy's team and Skip's team. Demolition has begun. Overall they are saying quarter 1 of 2014 as an opening for LeMeridien Chicago Oak Brook Center. LeMeridien is a member of Starwood Hotels and Resorts. Currently, from a brand perspective LeMeridien is represented overseas mostly. Starwood currently has a huge focus on this brand and are hoping to take the currently 10 LeMeridien's in North America to 100 within the next 5-years. She will share the full campaign for Starwood for LeMederien. It is to be the flagship premier hotel. Overall $20 million dollars is being put in to the Hotel. There will be 172 guest rooms and suites, in addition to spa suites. The restaurant and bar will still be on the top floor. Chuck Fleming updated the Committee on the progress of changes at Oakbrook Center. 2013 has been a year of construction for the center. They are finishing up their second phase of their common area renovation project with most of it completed around the holiday season. That includes an amenities pavillion across from Starbucks. It is a glass structure that can be used as a warming center in the winter and cooling center in the summer. They have a Village Green area, that is a grassy area that they are hoping to partner with the Village of Oak Brook to create a downtown area look to possibly hold events such as movies in the park, concerts, etc. The largest fountain has a 50 gallon resevoir and will operate 365 days a year. This all should be done early November. Briefly explained that more improvements are planned for 2014, but is not at liberty to disclose just yet. They are also completing their remerchandising of the Bloomingdales building. Chuck also explained the many stores that are currently opened/relocated/reopened. They have taken back the lower level of Neiman Marcus and Neiman Marcus will be remodeling in their remaining space. With the lower level, two new restaurants will be coming in, Perry's Steakhouse and Grill and the Old Town Pour House. Also, the department stores are using this as a chance to remodel. They still have a lot more they need to do, but looking forward to the enhancements. ADJOURNMENT Meeting was adjourned by Chairman Canfield at 11:43 am. ATTEST: David J. Niemeyer Village Manager Date OAK BROOK HOTEL COMMITTEE Minutes Page 3 of 3 Mtg. of August 8,2013