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Untitled (2) December 28,2000 VILLAGE OF OAK BROOK 1200 Oak Brook Road Oak Brook, Illinois 60523 • NOTICE JANUARY 2001 TUESDAY, REGULAR ZONING BOARD OF APPEALS MEETING 7:30 P.M. JANUARY 2 Village Commons-Samuel E.Dean Board Room MEETING RESCHEDULED TO JANUARY 8` THURSDAY, HOTEL, CONVENTION 1 1 RsIc MITTEE 5:00 P.M. JANUARY 4 Village Commons-Upper re o UU MEETING CANCELL MONDAY, REGULAR ZONING BOARD MEETING 7:30 P.M. JANUARY 8 Village Commons-Samuel E �tSTW MEETING CANCELLE� TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. JANUARY 9 Village Commons-Samuel E. Dean Board Room WEDNESDAY, OAK BROOK SAFETY PATHWAY COMMITTEE 7:30 P.M. JANUARY 10 Village Commons-Samuel E. Dean Board Room THURSDAY, OAK BROOK 2001 AUTUMN FESTIVAL COMMITTEE 7:00 P.M. JANUARY 11 Oak Brook Bath and Tennis Club-800 Oak Brook Road OMONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. JANUARY 15 Village Commons-Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. DuPage County Mayors and Managers Conference- 1220 Oak Brook Road-Text Amendment and Amended Special Use 4. Village of Oak Brook-Zoning Ordinance Review Project-Text Amendment- Title 13 of the Village Code-Revisions to Chapter 3 General Zoning Provisions and Chapter 12 Off-Street Parking and Loading 5. Christ Church of Oak Brook-501 Oak Brook Road-Amended Special Use and Variation to the Setback on York Road from 100 feet to 70 Feet. 6. Village of Oak Brook-Flood Plain Special Use for the 2001 Roadway Paving Project in Timber Trails Subdivision-Flood Plain Special Use 7. Other Business TUESDAY, LIBRARY COMMISSION MEETING 7:30 P.M. JANUARY 16 Village Commons-Upper Level Conference Room MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. JANUARY 22 Village Commons-Samuel E. Dean Board Room TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. JANUARY 23 Village Commons-Samuel E. Dean Board Room 'Meeting Rescheduled to due Holiday. ."Note: Meeting cancelled due to lack of agenda items. In accordance with the provisions of the American with Disabilities Act,any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty,the Village's ADA Coordinator, at 630-990-5738,as soon as possible before the meeting date. NOTE: Changes to this schedule will be noticed separately. MTG-NOT-2001 JAN January 26, 2001 VILLAGE OF OAK BROOK 1200 Oak Brook Road Oak Brook, Illinois 60523 • NOTICE FEBRUARY 2001 I RSDAY, HOTEL, CONV I IS COMMITTEE 5:00 P.M. A 9 ARY 1 MEETING CAN t TUESDAY, REGULAR ZONING BOARD OF APPEALS MEETING 7:30 P.M. FEBRUARY 6 Village Commons-Samuel E.Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. DuPage County Mayors and Managers Conference— 1220 Oak Brook Road—Text Amendment and Amended Special Use' 4. Village of Oak Brook—Zoning Ordinance Review Project—Text Amendment— Title 13 of the Village Code-Revisions to Chapter 3 General Zoning Provisions and Chapter 12 Off-Street Parking and Loading" 5. Christ Church of Oak Brook—501 Oak Brook Road—Amended Special Use for Expansion of Church Facilities with Allowances to the 100 Foot Setback on York Road for an Addition to the Building and a New Parking Lot 6. Village of Oak Brook-Flood Plain Special Use for the 2001 Roadway Paving Project in Timber Trails Subdivision • 7. Other Business THURSDAY, OAK BROOK 2001 AUTUMN FESTIVAL COMMITTEE 7:00 P.M. FEBRUARY 8 Oak Brook Golf Club-2606 York Road TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. FEBRUARY 13 Village Commons-Samuel E.Dean Board Room MONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. FEBRUARY 19 Village Commons-Samuel E.Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. Village of Oak Brook—Zoning Ordinance Review Project—Text Amendment—Title 13 of the Village Code-Revisions to Chapter 12 Off-Street Parking and Loading 4. Christ Church of Oak Brook—501 Oak Brook Road—Amended Special Use for Expansion of Church Facilities with Allowances to the 100 Foot Setback on York Road for an Addition to the Building and a New Parking Lot 5. Yorkshire Glen of Oak Brook—4 Yorkshire Drive-Final Plat of Subdivision—7 Lot Subdivision 6. Oak Brook Hines Development L.L.C.—700-800 Commerce—Text Amendment—Title 13 of the Village Code-Revision to Chapter 1OA-3-A to Increase the Maximum F.A.R. in ORA-1 Districts from.45 to.60 7. Other Business MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. RUARY 26 Village Commons-Samuel E. Dean Board Room MTG-NOT-01-FEB January 26, 2001 TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. • FEBRUARY 27 Village Commons-Samuel E.Dean Board Room *Item 3 on the Zoning Board of Appeals Agenda-Legal Notice for public hearing was published in the Daily Herald on December 15,2000 **Item 4 on the Zoning Board of Appeals Agenda-Legal Notice for public hearing was published in the Daily Herald on November 8, 2000 ***Item 5 on the Zoning Board of Appeals Agenda-Legal Notice for public hearing was published in the Daily Herald on January 19, 2001 ****Item 6 on the Zoning Board of Appeals Agenda-Legal Notice for public hearing was published in the Daily Herald on January 11, 2001 In accordance with the provisions of the American with Disabilities Act,any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Coordinator,at 630-990-5738, as soon as possible before the meeting date. NOTE. Changes to this schedule will be noticed separately. • • MTG-NOT-01-FEB February 23, 2001 VILLAGE OF OAK BROOK 1200 Oak Brook Road Oak Brook, Illinois 60523 NOTICE MARCH 2001 THURSDAY, OTEL, CONVENTION & VISITORS COMMITTEE 5:00 P.M. MARCH 1 MEETING RESCHEDULED SEE BELOW TUESDAY, REGULAR ZONING BOARD OF APPEALS MEETING 7:30 P.M. MARCH 6 Village Commons-Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. Oak Brook Hines Development L.L.C.—700-800 Commerce—Text Amendment—Title 13 of the Village Code-Revision to Chapter 1OA-3-A to Increase the Maximum F.A.R.in ORA-1 Districts from.45 to.60** 4. Village of Oak Brook—Zoning Ordinance Review Project—Text Amendment—Title 13 of the Village Code-Revisions to Chapter 12 Off Street Parking and Loading* 5. Other Business THURSDAY, HOTEL, CONVENTION & VISITORS COMMITTEE 5:00 P.M. MARCH 8 Village Commons—Upper Level Conference Room 4URSDAY, OAK BROOK 2001 AUTUMN FESTIVAL COMMITTEE 7:00 P.M. CH 8 Oak Brook Golf Club—2606 York Road TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. MARCH 13 Village Commons-Samuel E. Dean Board Room WEDNESDAY, OAK BROOK SAFETY PATHWAY COMMITTEE 7:30 P.M. MARCH 14 Village Commons—Upper Level Conference Room MONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. MARCH 19 Village Commons-Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. Christ Church of Oak Brook—501 Oak Brook Road—Amended Special Use for Expansion of Church Facilities with Allowances to the 100 Foot Setback on York Road for an Addition to the Building and a New Parking Lot(Phase B) 4. Yorkshire Glen of Oak Brook—4 Yorkshire Drive-Final Plat of Subdivision—7 Lot Subdivision 5. Mon Ami Gabi—260 Oakbrook Center—Special Use Outdoor Dining Area Adjacent to a Restaurant 6. Village of Oak Brook—Zoning Ordinance Review Project—Text Amendment—Title 13 of the Village Code-Revisions to Chapter 12 Off-Street Parking and Loading 7. Other Business MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. MARCH 26 Village Commons-Samuel E. Dean Board Room • MTG-NOT-01-MAR February 23, 2001 TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. , MARCH 27 Village Commons-Samuel E.Dean Board Room 'Item 3 on the Zoning Board of Appeals Agenda—Legal Notice for public hearing was published in the Daily Herald on November 8,2000 "Item 4 on the Zoning Board of Appeals Agenda—Legal Notice for public hearing was published in the Daily Herald on February 8,2001 In accordance with the provisions of the American with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Coordinator, at 630-990-5738,as soon as possible before the meeting date. NOTE. Changes to this schedule will be noticed separately. • MTG-NOT-01-MAR �PG��f OAK g9 \ o 0 ® 'A O al G � • V 9ceCOUN7V VILLAGE OF OAK BROOK 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 60523- 2255 PHONE: 630 990 -3000 FAX: 630 990-0876 W E B S I T E: www.oak-brook.org VILLAGE OF OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE Meeting Thursday, March 8, 2001 Upper Level Conference Room - 5:00 P.M. Village Hall 1200 Oak Brook Road Oak Brook, Illinois 60523 AGENDA • MEETING CALLED TO ORDER APPROVAL OF NOVEMBER 16,2000 MINUTES OLD BUSINESS: a. 2000 Marketing Campaign Update b. Recommendation- 2001 Marketing Campaign NEW BUSINESS a. Ratification of Telephone Poll for Release of Fourth Quarter Tax Receipts to DCVB ADJOURNMENT In accordance with the provisions of the Americans with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty,the Village's ADA Coordinator, at(630) 990-5738 as soon as possible before the meeting date. • r '• Oak Brook Hotel, Convention & Visitors C-ommittee • Minutes of Thursday, March 8, 2001 Meeting Present: Chairman Mike Campa John Merrill Tony Mira Kerry Mickelson Ralph Maxson Absent: Chuck Fleming Also Present: Adam Butler, Village Trustee Assistant Village Manager Michael Crotty Denise Brownell, Marketing Subcommittee Chairperson Tricia Snyder-Lewis, BVK/McDonald, Inc. Skip Stritmatter, DuPage Convention &Visitors Bureau Meeting was called to order at 5:02 p.m. APPROVAL OF NOVEMBER 16, 2000 MEETING MINUTES Motion by Tony Mira and seconded by John Merrill to approve the minutes of the November 16, 2000 meeting as submitted. Motion approved 5-0. • OLD BUSINESS a. 2000 Marketing Campaign Update: It was reported that all invoices for the 2000 Marketing Campaign have been submitted. b. Recommendation—2001 Marketing Campaign: The Committee discussed the direction that should be taken regarding the Oak Brook hotels web site. Chairman Campa indicated that the Committee directed BVK/McDonald to revisit the web site at the last meeting, and that the current proposal still commits approximately 1/3 rd of the dollars to the web site and related projects. He indicated that he did not support giving that amount of dollars to that project. Tony Mira indicated that while he was not in favor of abandoning the web site, he was in favor of focusing dollars on efforts to drive traffic to the site. Users could then access the individual hotel sites via the links included on the page. Assistant Village Manager Crotty suggested that driving traffic to a web site is obviously important, but that the Village is dealing with the issue of keeping its own web site updated and fresh. He also suggested that it may do no good to drive users to a site that people discover is never updated and is always the same. • Page 1 of 3 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: March 8,2001 Marketing Subcommittee Chairperson Brownell indicated that it will be • important to establish good tags so that when users enter certain search key words, the site will be listed. Tony Mira agreed that linkages and good key words should be a primary focus in updating the site. John Merrill indicated that he did not think it was wise to have direct advertising without a place for people to go to get more information. As such, he was not in favor of abandoning the site. He indicated his agreement with Mira that we focus more on freshening the look of the site and driving users to it. Kerry Mickelson indicated that we almost need to have a web site, but that it doesn't need to be elaborate. Tony Mira asked whether it was necessary to have an updateable calendar of events and promotions. Skip Stritmatter indicated that the DCVB has a calendar and that users could access it via a link to the Bureau. Marketing Subcommittee Chairperson Brownell indicated that it would be useful to have an area where the Subcommittee could change text relating to various promotions. It was the consensus of the Committee that BVK/McDonald re-work the web site portion of the campaign to focus on giving the site a fresher look, developing appropriate "medi-tags" to drive users to the site, and clarify search engine issues. • John Merrill moved and Kerry Mickelson seconded that the Committee recommend that the Village Board approve the 2001 Marketing Campaign excluding certain web-site related portions (i.e. the "site concepting redesign and development", "updateable calendar of events and promotions", and "new media sponsorship and hyperlinks to planner sites") and authorize the Village Manager to enter into the appropriate contracts for BVK/McDonald to implement the Campaign. It was the consensus of the Committee that BVK/McDonald would return at its April meeting with a scaled-down plan for the web-site and any related re- allocation of the related funds. Motion passed 5-0. NEW BUSINESS a. Ratification of Telephone Poll for Release of Fourth Quarter Tax Receipts to DCVB: Motion by Ralph Maxson, seconded by Tony Mira, to ratify the phone poll vote approving the release of 20% of the fourth quarter tax receipts to the DuPage Convention and Visitors Bureau. Motion approved 5-0. 0 Page 2 of 3 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: March 8,2001 i ADJOURNMENT Motion by John Merrill and seconded by Ralph Maxson to adjourn the meeting at 6:01 p.m. Motion passed 5-0. ATTEST: Michael A. Crotty Assistant Village Manager APPROVED: May 3, 2001 • Page 3 of 3 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: March 8,2001 vE OF 0Ak P ego O� ® [7 O - y G r q • 9C�COUNII \\�� VILLAGE OF OAK BROOK 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 60523 - 2255 PHONE: 630 990 -3000 FAX : 630 990-0876 W E B S I T E: www.oak-brook.org MEMORANDUM DATE: March 2, 2001 TO: Oak Brook Hotel Convention and Visitors Committee FROM: Michael A. Crotty, Assistant Village Manager "I ` RE: 2001 Marketing Campaign • I am forwarding the enclosed 2001 Marketing Campaign submitted by BVK/McDonald. I understand that this version is the result of several meetings with the Marketing Subcommittee and John Merrill. Please note that the 2001 Municipal Budget includes a total appropriation of $288,200 for the 2001 campaign. The proposed cost of the campaign is $312,447, less State grant funds secured through the DuPage Convention and Visitors Committee and a contribution from Oakbrook Center. The campaign includes assumptions that the DuPage Convention and Visitors Bureau will be able to secure $15,000 in State grant funds, and that Oakbrook Center will contribute $14,795 to the Midwest Living Magazine project. Factoring in each of these amounts, the net cost of the 2001 campaign for the Hotel Tax Fund is $282,652. If either of the assumptions do not materialize, the Committee will need to adjust the campaign during the year to meet the appropriation. I understand that you will consider recommending this Campaign to the Village Board at your March 8, 2001 meeting. /mac enclosure Hotels of Oak Brook 2001 Marketing Plan Revisions The final direction in the marketing plan integrates direct mail, media, Internet, new media and relationship marketing tools. Greater emphasis, at the committee's request, has been placed on traditional media and new media placements for both audiences. The following are the major changes to be noted in this year's recommendation: ■ Midwest Living Magazine has been added to the plan and rates have been negotiated to include an insertion for a full-page advertisement at 50% of the going rate. Two ads in the travel section have also been included to extend frequency and test response with consumer audiences in this publication. The full-page placement is dependent upon the indicated financial support from the Oak Brook Center. ■ Consumer Newspaper ads have been added to the schedules in major markets that were require more "overnight stay" business. The markets chosen have correlated with Hotels historical guest tracking (see the complete media schedule for detail). • ■ Meeting Planner schedules has been expanded to incorporate more placements in these publications (see the complete media schedule for detail). ■ The direct mail program will be a 4-part series mailed to the meeting planner audiences. The lists are from ISAE, MPI, and Association Forum. Each mailer will have a high ticket incentive to drive targeted planners to become a part of the data base through response cards, the 800 # or Web site registration. This database will be the foundation of the relationship marketing where messages will reach these audiences on going basis ■ Internet site will be enhanced "brochureware" through more guest book registration opportunities and incentives. Visitors will be able to gain more current and ever changing resource information to keep the site fresh and drive interest. Enhanced linking and new media will drive traffic however; individual hotel sites and phone numbers will handle business bookings. Tracking technology and reporting will also be enhanced to measure marketing mediums and build the database. In this packet: the revised budget, estimates and the media schedules recommended and signed approvals by the marketing sub committee. bvk/mcdonold, inc ' 999 ookmont plaza dr, suite 380/ westmont, it 60559/ ph 630.789.3222/ fx 630.789.3223 The Internet and online services are very popular with travelers. Travelers tend to be quite computer savvy, with two-thirds of the 90 million travelers who are online-over 59 million-using the Internet to make travel plans in 2000. Among online frequent travelers, 69 percent use the Internet for travel planning. Use of the Internet to actually book travel continues to increase, with 27 percent of all travelers now online having made travel reservations on the Internet during the past year. That translates to nearly 25 million people, up nearly 60 percent over 1999. Of these, 15 million are frequent travelers. Of the travel products/services purchased online last year (2000), 82 percent of travelers bought airline tickets (20 million people), 60 percent booked hotel accommodations (15 million people), 45 percent booked rental cars and 31 percent theatre tickets. Smaller numbers of online travelers also bought things like sporting events tickets, package tours, amusement park tickets and museum tickets online for their trips within the past year. • Source: Travel Industry Association • bvki mcdonold, inc 999 ookmont plaza dr, suite 380/ westmont, it 60559/ ph 630.789.3222/ fx 630.789.3223 w {/ C Estimates Are Not to Exceed the Indicated Totals: Meeting Planners Mailers $ 45,628.00 Internet $ 57,900.00 Interactive Communications/CRM $ 19,900.00 New Media Sponsorship/Hyperlinks $ 10,000.00 Media/Consumers $ 94,232.00 Media/Meeting Planners $ 41 ,238.00 Reprint of Business Unusual $ 5,754.00 Media Relations $ 8,000.00 Agency Time $ 15,000.00 **Total:w/OakbrookCenfer;Media'.Contribufiort ;r 1 5�: $ '297;652.;00 Less DCVB Grant Funds -$15,000 2007`Tofal.. .k �'� .:'` = x�ti � ; , 4" -$282;652:00 • bvk/mcdonald, inc 999 oakmont plaza dr, suite 380 Westmont, it 60559 ph 630.789.3222 fx 630.789.3223 � o U � PRODUCTION ESTIMATE February 22, 2001 Client: Hotels of Oak Brook Project: Meeting Planner Direct Mailers w/BRC Sweepstakes Job Description: A 4-part series, 4-color direct mailer w/Business Reply Cards (BRCS). Printed twice at a Qty. of 10,00 (totaling 20,000 pieces for the year 2001). Mailers will be periodically dropped at Qty. S,000 each. Production: will include the following agency services to be performed on your behalf: Concepting, design, layout, computer keylining, copywriting, proofing, photo selection, sweepstakes organization an execution, account coordinabcin and production services and any other functions necessary to provide the product described at the quality level you require. Additionally, the following services provided by other suppliers will be obtained on your behalf: printing, and mailing services, and proper supervision of these suppliers by qualified agency personnel. Estimated ProductJon Total, Payable to BVVMcDonald: (/fl Hnrim(�) 150/hour for development of 4 ea,mallers) $12,100 Direct Mailer, quantity of 20,000,Pr1ndng payable to Busch & Schmitt (5,000 (1rYV) $10,492 Mailing list for 4 times usage, Payable to 11;AE,MP1 and Association Forum $4,055 Mailing Services, quantity of 20,000, Payable to Lynn Marketing (5,000 rack -for 4 mellings) $5,516 Postage, quantity of 20,000, Payable to Lynn Marketing (5,000 eadi —for 4 marangs) $3,525 Business Reply Permit (sang,d on 5`Yo ret-ipo(LW ar,u 44 cents for each retvmed p4xc) *bascd cyr all Clarrya erurub/ecaxint/ers pald $440 Sweepstakes/Prize Drawing for BRCS (;7,000 In prizes pa'mvier) $x,000 'C7ient As regvorimbre for/eco/mvlew orswrepstikes nmlerul and exdr hotds';peonc paicreT and regulations' Sweepstake; Bonding $1,500 ESTIMATED JOB TOTAL 1 $45,628 a FIRM NAME Hote[SA09k. Brook Authorized by Date "Estimated cast is based on estimate provided by out suppliers and Internal time estimates, Lie total may vary +/- t.5,)%, client revisions may increase the cost of the project and rr-quire additional cost estimates, To avoid project delay, sign wid return ASAP, � q A T P •PRODUCTION ESTIMATE February22 20 01 Client: Hotels of Oak Brook Project: Intemet lob Description: Site concepting redesign and development including the following components: Pre-production dellverables including a project timeline and site map, project management, three composite sample designs for review, enhanced navigation — to include site map and search capabilities, scalable design to account for future site expansion, text and image conversion from supplied and licensed sources, HTML coding, programming, scripting, testing, and site launch development and coding of'metatags' 'keywords' and 'image tags, ' user tracking technology and reporting, establishing and testing all new and existing links to external sites, full manual submission to major Internet search engines and directories. Updateable calendar of events and promotions, and ongoing site maintenance and hosting. Site concepting redesign and development $44,500 • Pre-production deliverables including a project tlmellne and site map Project management • Three composite sample designs for review, enhanced navigation — to include site map and search capabilities, scalable design to account for future site expansion • Text and image conversion from supplied and licensed sources • HTML coding, programming, scripting, testing, and site launch • Development and coding of'metatags' 'keywords' and 'image tags ' • User tracking technology and reporting • Establishing and testing all new and existing links to external sites • Full manual.submission to major Internet search engines and directories Updateable calendar of events and promotions x$5,000 Ongoing site maintenance and costing $tI,4UU ($/00/month) ESTIMATED ]OB TOTAL $57,900 W FIRM NAME Ho f Oak Bro k rl.nAuthorized by Date tEsdmated cost is bascd on estimate provldcd by out suppliers and internal time estimates, the total may vary i•/• 15%. Client revisions may increase the cost of the project and require additional cost estlmates. To avoid project delay, sign and return ASAP. 00 0 A N T � . � cuq � PRODUCTION ESTIMATE February-22, 2001 Client: Hotels of Oak Brook Project: Interactive Communications/Customer Relationship Management (CRM) Job Description: Profile databases to capture names from Interactive Guest Book, Targeted email campaigns, Call center script writing, copywriting updates for ongoing fulfillment materials, and other necessary functions. Production: will include the Following agency services to be performed on your behalf: Concepting, copywrlting updates for ongoing fulfillment materials, proofing, account coordination and production service and any other functions necessary to provide the product described at the quality level you require. Call center $475/mo. $5,700 Profile Database to captu-e names from Interactive Guest Book $7,000 Targeted email campaign ($139 per week x 52 weeks) $7,200 t ESTIMATED JOB TOTAL $19,900 FIRM NAME Ho is of Oak Brook Authorized by Date 110timated cost 11,based on P�-t nnate provided by out suppliers and Internal timc estimates, the total may vary 1-/- 15%. Gient revisions fray Increase Uie cost or the project and require additional cost estimates. To avoid project delay, sign and rtturn ASAP. � D d N • -P T 4. fi PRODUCTION ESTIMATE February 22, 2001 Client: Hotels of Oak Brook Project: New Media Sponsorship and Hyperlinks to Planner Sites Job Description: Maximize reciprocal links with key meeting planning, tOUrlSal drid local business sites, and othe enhanced links to provide access to information regarding local businesses and community,offerings. Production: will include the following agency services to be performed on your behalf: Concepting, proofing, account coordination and production services and any other functions necessary to provide the product deacrlbed at the quality level you require. The major, esrnniiahed sites typicafly require some sort of annual memborshlp fee, at a minknum, iii ureter to he part of thelr official link dirwwry. Tlie co-.-a to p4KP tw iers, or sponsor content dress vanr_s 0"Il antly acro., atm. Factors Uidt irrinact crost include: the volume of trafric W the vte the popularity of the Acord content antes or pages, and competition by on, busineswS to pixchase banrxrs or moteitt urtds. The final component to ttie mist Lc the time required by our Internet team to achmily make the link -Ind plaCeinetils hep;r-n. This Includes: researrhing possiUilies, t stahlishing contacts and gathering costs,Ixwiding a media plan to Hotels of Oak 6rt:ok, Utzignina iM programming the actual banive s and/or rinks,and then Anally coordinating witli Uie site administrators fur physical banrxy plaurrnent am link setting. 'nit propa-;M cast below is to ofror as solid a solution as possible from a broad range of options. New media/linking and sponsorships (business-to-buslness and meeting planner sites typically charge membership and/or linking fees) $10,000 I 1 i ESTIMATED JOB TOTAL $10,000 FIRM NAME Hot s of Oak Brook Authorized by Date 0 *Estimated cost is based on estimate provided by out suppliers and intern's time estimat tti,total may vary t/- 15%. Client revisions may inrreise the cost of the project and require additional cost estimates. To avoid project de ay, gn and rr'birn ASAP. � O 11, T PRODUCTION ESTIMATE February 22, 2001 Client: Hotels of Oak Brook Project: Media/Consumers Job Description: 4-color ad --- Placed in Midwest Living Magazine; once as a full-page ad and twice as a travel planne ad. B/W ad --- Placed in Milwaukee Journal-Sentinel and Indianapolis Star, An additional dd will be placed in the Illinci Escape publication. Oakbrook Center to co-sponsor ad for Midwest Living. Production: will include the following agency services to be performed on your behalf: Concepting, design, layout, computer keyllning, copywriting, proofing, photo selection, account coordination and productio services and any other functions necessary to provide the product described at the quality level you require. Additionally, the following services provided by other suppliers will be obtained on your behalf: media placements an proper supervision by qualified agency personnel. Estimated Total, payable to 8 W/McDonald.• $15,000 4-color ad(70 Hours 9 150/17our) B/W Ad(30 Hours@ 150/hour) Media placement, payable to Midwest Living and Newspapers $88,02! *see schedule for breakout Oakbrook Center Medla Contribution ($14,795) Crcat/ve work 1br the Midwest Living ad will be partnered by Oakbrook Center and Hotels of Oak Brook— While both places will be featured in the ad— Oakbrook Center wi//De the n7oln ftiture In the creative Illinois Escape Publication ad - $6,000 ESTIMATED JOB TOTAL $94,232 This Notal contains the-Oakbrook Center Medla Coatrlbut/on FIRM NAME otels of Oak Brook A (V :.. ;7 c) thorized by Date 'Estimated cost is based on a stimatc provided by out suppliers and internal dme estimates, the tutal may va +/- 15%. Client revisions may increase vie cost of the project and require additional cost estimates. To avoid project delay, sign and r r /ASAP, ao p N i PRODUCTION ESTIMATE February 22, 2001 Client: Hotels of Oak Brook Project: Media/Meeting Planners Job Description: One ad - designed In B/W and 4-color formats. Placed in C:rain's Chicago Business, Corporate Meeting and Incentives, and Meeting News. Production: will include the following agency services to be performed on your behalf; Concepdng, design, layout, computer keylining, copywriting, proofing, photo selection, account coordination and productio services and any other functions necessary to provide the product described at the quality level you require. Additionally, the following services provided by other suppliers will be obtained on your behalf; media placements an proper supervision by qualified agency personnel. Estimated Totdl, payable to BVK/McDona/d' $9,300 (61 Hours cad 150/hour) Media placement, payable to publications $31,938 *see schedule for breakout I i i i ESTIMATED JOB TOTAL $41,238 FIRM NAME Hote of Oa Br ok Authorized by Date 0 'Estimated cost is b'sed on estimate provided by out suppliers:k� the otal may vary +/- 150/Q. Client revisions may increase the cost of the project and require additional cost esti , gn and return ASAP I; • co 4 � N k e D 0 PRODUCTION ESTIMATE February 22, 2001 Client: Hotels of Oak Brook Project: Sales Support Materials Job Description: A 4-color reprint of the"Business Unusual" brochure. Qty. of 5,000. Production: will indude the following agency services to be performed on your behalf: Revisions of design, layout, computer keyllning, copywriting, proofing, account coordination and production services and any other functions necessary to provide the product described at the quality level you require. Additionally, the following services provided by other suppliers will be obtained on your behalf: printing and proper supervision of these suppliers by qualified agency personnel. Estimated Total, payable to SWIMcDcnald: (14 Hours 0150/hour) $2,100 Brochure, pnnbngpayable to Busch & Schm/tt $3,654 Qty cf 5,000 ESTIMATED JOB TOTAL $5,754 FIRM NAME Hotels Oa Brook 01 mprojefct uthorized by Date '°Estimated cost is based on estimate provided by uut suppliers and imay vary +/- 1.50k. Client revisions may increase the coat of the project and require additional cost estimates , d return ASAP �+ o T � • df r. � l) a PRODUCTION ESTIMATE February 22, 2001 Client: Hotels of Oak Brook Project: Media Relations Job Description: Media list development targeting hoth planners and consumers; series of news releases (Web site special promotions, ctc.) researched, written and distributed. Production will include the following agency services to be performed on your behalf: Researd), public relation copywriting, proofing, account services, media relations, and any other functions necessary to provide the product described at the quality level you require. Additionally, the following services provided by other suppliers will be obtained on your behalf: media monitoring/retrieval, and proper supervision of by quallfled agency personnel. Estimated Total, payable to BVK/McDonald: $3,750 (29 hours @ 130/hour) Media monitoring/retrieval, payable to A/rNewscllp $2,000 Postage to distribute news releases and media kit, payable to U.S. Post Oftke $2,250 ESTIMATED JOB TOTAL $8,000 FIRM NAME Hotels o Oa Brook 1 le) Authorized by Date • / 'Estimated cost is based on estimate provided by out suppliers and internal time esdmates, the ota i ay vary +/- 15%. Qlent revlslons may Increase die cost of the project and require additional cost estimates. ro avoid project delay, si�7n an return ASAP W q PRODUCTION ESTIMATE February 22, 2001 Client: Hotels of Oak Brook Project: Agency Time Job Description: Agency time for marketing sub-committee meetings, material approvals, 2002 planning, analysis an reports being issued. ESTIMATED JOB TOTAL $15,000 FIRM NAME Ho Is of Oak Brook YV ;2,1 3 0- Authorized by Date • "Estimated cos;is hased on estimate provided by out suppliers anjum t the tal ay vary +/- 15%. Client revisions may increase the cost of the project and require additlonal cost estlmatelay, sig n a d return /ASAP Oakbrook Hotels 2001 Consumer Campaign • I , 2001 APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER TOTAL 261 2 19 16 23 30 7 1 14 21 28 4 1 11 18 251 2 1 9 1 16123 301 6 1 13 20 27 3 110 117124 1 1 8 1 15 22 291 5 121 19 26 1 3 1 10 1 Ii 24 NET Midwest Livingg azine I Circulation:815,000 States Covered:ND,SD,NE,KS,MO,IA,MN,WI,IL, IN,OH,MI July/August 2001 (Closes:4/30) Full Page,4 Color I Co-Op Ad with the Hotels and Oakbrook Mall $29,590 September/October 2001 (Closes:7/2) j Travel Planner Ad,4 Color ( $3,799 i November/December 2001 (Closes:9/3) Travel Planner Ad,4 Color $3,799 i Ncw.cnwc;rs ' I Milwaukee,lournal-Sentinel 5/18"Windy City Weekends(Chicago Focus)" I 9/28"Windy City Weekends(Chicago Focus Section)"Section 5 col x 5-1/2",B&W I Sunday Main News 5/20 8/5 9/30 10/21 11/11 11/25 S25,000,V t Spending Contract Level . . $25,126 lndianapolis Star 7/8 7/29 11/4 11/18 5 col x 5-1/2",B&W Sunday Main News . $25,713 132"Contract Level(State Rates) TOTAL NET COST $88,027 • • Oakbrook Hotels 2001 Meeting Planners Campaign 2001 APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER TOTAL 26 2 9 16 23 30 7 14 21 28 4 11 18 25 2 9 16 23 30 6 13 20 27 3 10 17 24 1 8 15 22 29 5 12 19 26 3 10 17 24 NET Crain's Chicago Business 5/21 (Closes:5/3) Jr. Page,B&W $6,698 (4 col x 10") Chicago Meeting Guide Corporate Meeting&Incentives Nlay-01 $4,816 1/2 Page,4 Color Jun-01 4/5 Deadline Sep-01 $4,816 5/3 Deadline Oct-01 $4,816 8/3 Deadline $4,816 3/31 Deadline I MeetinS News "Midwest�,kteeting Guide" Mav/lune 2001 (Close:3/15) $2,988 1/2 Page,4 Color i Nov/Dec 2001 (Closes:8/15) $2,988 TOTAL NET COST $31,938 • MARCH 30, 2001 VILLAGE OF OAK BROOK 1200 Oak Brook Road Oak Brook, Illinois 60523 NOT/CE APRIL 2001 TUESDAY, REGULAR ZONING BOARD OF APPEALS MEETING 7:30 P.M. APRIL 3 Village Commons-Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. Mon Ami Gabi—260 Oakbrook Center—Special Use Outdoor Dining Area Adjacent to a Restaurant* 4. Other Business THURSDAY, HOTEL, C ttbTORS COMMITTEE 5:00 P.M. APRIL 5 MEETING TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. APRIL 10 Village Commons-Samuel E. Dean Board Room THURSDAY, OAK BROOK1 T �I�J TIVAL COMMITTEE 7:00 P.M. APRIL 12 MEETING CA MONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. APRIL 16 Village Commons-Samuel E. Dean Board Room • 1. Roll Call AGENDA 2. Approval of Minutes 3. Village of Oak Brook—Zoning Ordinance Review Project—Text Amendment—Title 13 of the Village Code-Revisions to Chapter 12 Off-Street Parking and Loading 4. Christ Church of Oak Brook—501 Oak Brook Road—Amended Special Use for Expansion of Church Facilities with Allowances to the 100 Foot Setback on York Road for an Addition to the Building and a New Parking Lot 5. Maggiano's/Corner Bakery, Inc.—240 Oakbrook Center—Amended Special Use—Outdoor Dining Area Adjacent to a Restaurant 6. DuPage Mayors and Managers Conference Subdivision—Village of Oak Brook -1220 Oak Brook Road and Lot 8Z, Forest Gate Subdivision—Final Plat of Consolidation 7. Other Business MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. APRIL 23 Village Commons-Samuel E. Dean Board Room TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. APRIL 24 Village Commons-Samuel E. Dean Board Room *Item 3 on the Zoning Board of Appeals Agenda-Legal Notice for public hearing was published in the Daily Herald on March 8, 2001 In accordance with the provisions of the American with Disabilities Act,any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the 0lage's ADA Coordinator,at 630-990-5738,as soon as possible before the meeting date. NOTE. Changes to this schedule will be noticed separately. MTG-NOT-01-APR PGE OF 0.44,8 � 90 o O Cq G G7 • A 2 V CFCOUNTV \�\ VILLAGE OF OAK BROOK 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 60523 - 2255 PHONE: 630 990 -3000 FAX : 630 990-0876 W E B S I T E: www.oak-brook.org VILLAGE OF OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE Meeting Thursday, May 3, 2001 Upper Level Conference Room - 5:00 P.M. Village Hall 1200 Oak Brook Road Oak Brook, Illinois 60523 AGENDA • MEETING CALLED TO ORDER APPROVAL OF MARCH 8,2001 MINUTES OLD BUSINESS: a. Final Components of the 2001 Marketing Campaign NEW BUSINESS a. Release of First Quarter Tax Receipts to the DuPage Convention and Visitors Bureau ADJOURNMENT In accordance with the provisions of the Americans with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Coordinator, at(630) 990-5738 as soon as possible before the meeting date. • { w Oak Brook Hotel, Convention & Visitors Committee • Minutes of Thursday, May 3, 2001 Meeting Present: Chairman John Merrill Tony Mira Kerry Mickelson Ralph Maxson Absent: Chuck Fleming Also Present: Adam Butler, Village Trustee Assistant Village Manager Michael Crotty Skip Stritmatter, DuPage Convention &Visitors Bureau Meeting was called to order at 5:05 p.m. Assistant Village Manager Crotty indicated that Mike Campa has relocated to Albuquerque, New Mexico, and as such it would be necessary for the Committee to name a new chairman. The Committee selected John Merrill as its new chairman. APPROVAL OF MARCH 8, 2001 MEETING MINUTES Moved by Ralph Maxson and seconded by Kerry Mickelson to approve the • minutes of the March 8, 2001 meeting as submitted. Motion passed 4-0. OLD BUSINESS a. Final components of the 2001 Marketing Campaign: The Committee considered the final two components of the 2001 marketing campaign. Chairman Merrill noted that BVK/McDonald was asked to scale back the Internet component based on the discussion at the March 8, 2001 meeting. He indicated that that had been done, and that funds were re-directed to several additional ad placements. Ralph Maxson moved that the Committee recommend that the Village Board approve the remaining components of the 2001 Marketing Campaign and authorize the Village Manager to enter into the appropriate contracts for BVK/McDonald to implement the Campaign. Second by Kerry Mickelson. Motion passed 4-0. NEW BUSINESS a. Release of First Quarter Tax Receipts to DCVB: Moved by Tony Mira, seconded by Ralph Maxson recommending that the Village Board approve Page 1 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: May 3,2001 the release of 20% of the first quarter tax receipts to the DuPage • Convention and Visitors Bureau. Motion passed 4-0. OTHER BUSINESS Chairman Merrill reminded the Committee that it had previously discussed the possibility of seeking request for proposals for the 2002 campaign. It was the consensus of the Committee that consideration be given to issuing a RFP. Skip Stritmatter indicated that the DCVB may be able to provide coordination or oversight of the implementation of future campaigns. The Committee determined that the Marketing Subcommittee should begin preparing criteria to be used in evaluating potential marketing agencies. This information would be incorporated into any resulting RFP. Additionally, Chairman Merrill, Assistant Village Manager Crotty and Skip Stritmatter will meet within the next two weeks to discuss possible DCVB participation in the process. ADJOURNMENT Moved by Ralph Maxson and seconded by Kerry Mickelson to adjourn the meeting at 5:50 p.m. Motion passed 4-0. • ATTEST: Michael A. Crotty Assistant Village Manager APPROVED: September 6 , 2001 Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: May 3,2001 A. Gt OF 04t .,a ego o e '® O y G 0 • A 2 V Ce00UN14 VILLAGE OF OAK BROOK 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 60523 - 2255 PHONE: 630 990 -3000 FAX : 630 990-0876 W E B S I T E: www.oak-brook.org MEMORANDUM DATE: April 27, 2001 TO: Oak Brook Hotel Convention and Visitors Committee FROM: Michael A. Crotty, Assistant Village Manager^�AA RE: Final Components of the 2001 Marketing Campaign • I am forwarding BVK/McDonald's proposal for allocating the remaining $50,048 appropriated for the 2001 Marketing Campaign. The proposal was developed after the Committee directed BVK/McDonald to re-work the Internet components of the Campaign and include additional media placements. Note that the original Campaign included a contribution from Oakbrook Center of$14,795 to be applied to a Midwest Living advertisement. This credit was incorporated into the total cost of the Campaign. We have learned that Oakbrook Center will not be able to make that contribution. This would have the effect of increasing the Village's cost for the campaign by the amount of $14,795. However, when the original campaign was approved by the Village Board, we did not include an assumption of contribution from the DuPage Convention and Visitors Committee. By including a conservative assumption of$15,000 to be contributed through DCVB at this time, it is possible to fully fund the Campaign including the attached additional components with the 2001 appropriation. I understand that you will consider recommending these additional components of the Campaign to the Village Board at your May 3, 2001 meeting. /mac enclosure Sent ay: BVk,MCDONALD; 6307893223; Apr-18-01 3:54PM; Page 2/3 • ! adD ! �. 4'' b • �/ c D � � 0 7 r 1 PRO � CTIQN-ESi'TIMATE April 1 r 2001;. Client: Hotels of Oak Brook Proje : Simple Site Concept/Redesign of Existing Site Job.D eription: Simple site concepting and redesign of existing;Web site., Project to include the fol ing: • Rework of existing site design and update of visuals • Development and coding of'metatags' `keywords'and'Imacje tags' Establishing and testing all new and existing links to extern_l sites • Full manual submission to major Internet search engines and directories— along with 2002 planning for new media • . Periodic visual and content updates to match promotional direct mail and advertising programs p ESTM WED JOB TOTAL $14,570 FIRM NAME Holels of:oak Brook Authorized bo Date *EiMmON icost is based on estimaterovid D ed by out suppliers and internal time estimates,the fetal mi;r vary+/, 15%. Client reWslohs rT aV inCrease the cost of the project and require additional cost estimates. To avoid project dt Idy,sign and return ASAP. Sent Fay: BVk-MCDONALD; 6307893223; Apr-18-01 3:54PM; Page 3/3 G � ' i • if D Q PROD UCTION.ESTIMATE April ii, 2001. Clielpt: Hotels of Oak Brook Proje. : Media/Consumers - Additional Placements Job; iption: Additional placements of consumer ad in Milwaukee Journal Se-tinel, Indianapolis Star,' at ti Midwest Living's Travel Planner Section. ProOui tion will include the following additional agency services to be performed coyour behalf: prootln , account coordination and production services and any other functions nei:assary to provide the producdescribed at the quality level you require. Adal�tl ally, the following services provided by other suppliers will be obtained o, your behalf: media plac&m nts and proper supervision by qualil9ed agency personnel. • Estlrn6b d total fnr additional newspaper concepts and m- ei fia planning, peyable to BVK: $3,000 Media cement, payable to publics ons $32,478 *see schedule br complete 8 months of plscemenux i ES71M . TED 306 TOTAL $35,478 FIRM NAME Ho I els of Oak Blnook Auth6dzed Wi Date "F_stlmat cost is based on estimate provided by out suppliers and Internal time-estimates,the total mi! vary+/- 15%. client revisions Increase the cost or the protect and require additional cost estimates. Tp iVOid project d+<Ipy,sign and return ASAP. VILLAGE OF OAK BROOK • HOTEL/ MOTEL TAX RECEIPTS CASH BASIS AS OF APRIL 26,2001 WYNDHAM MONTHS DRAKE HYATT MARRIOTT RENAISSANCE TOTAL January-01 6,298.31 15,225.76 7,527.55 $29,051.62 February-01 2,634.25 6,887.94 5,964.80 4,228.68 $19,715.67 March-01 3,036.84 7,963.52 6,821.51 3,619.47 $21,441.34 April-01 2,747.58 10,272.27 7,376.96 4,480.35 $24, 877.16 May-01 $0.00 June-01 $0.00 July-01 $0.00 August-01 $0.00 September-01 $0.00 October-01 $0.00 November-01 $0.00 December-01 $0.00 TOTAL $8,418.67 $31,422.04 $35,389.03 $19, 856.05 $95,085.79 • • PvBOF 04*- � 9 • a 9cF�0UNTV VILLAGE OF OAK BROOK 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 60523 - 2255 PHONE: 630 990 - 3000 FAX : 630 990-0876 W E B S I T E: www.oak-brook.org VILLAGE OF OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE Meeting Thursday, June 7,2001 Upper Level Conference Room - 5:00 P.M. Village Hall 1200 Oak Brook Road Oak Brook, Illinois 60523 AGENDA • MEETING CALLED TO ORDER APPROVAL OF MAY 3, 2001 MINUTES OLD BUSINESS NEW BUSINESS: a. Discussion- Marketing Campaign RFP OTHER BUSINESS ADJOURNMENT In accordance with the provisions of the Americans with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Coordinator, at(630) 990-5738 as soon as possible before the meeting date. vt OF 044, r 6 sy 90 o - y 6 O v 'CFOOUNT� Village of Oak Brook As of the date of scanning, 2/11/04, no minutes 1200 Oak Brook Road stating that there was a lack of quorum for the Oak Brook,IL 60523-2255 Website 6/7/01 Hotel, Convention and Visitors Committee www.oak-brook.org meeting were in file. Administration 630.990.3000 FAX 630.990.0876 Community Development 630.990.3045 FAX 630.990.3985 Engineering Department 630.990.3010 FAX 630.990.3985 Fire Department 630.990.3040 FAX 630.990.2392 Police Department 630.990.2358 FAX 630.990.7484 Public Works Department 630.990.3044 FAX 630.472.0223 Oak Brook Public Library 600 Oak Brook Road Oak Brook,IL 60523-2200 630.990.2222 FAX 630.990.4509 Oak Brook Sports Core Bath&Tennis Club 700 Oak Brook Road Oak Brook,IL 60523-4600 630.990.3020 FAX 630.990.1002 Golf Club 2606 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 HYATTP,EUNCYOAKBP,OOK ID :630-573-1909 MAY 22 '01 11 :23 No .008 P .02 Hotels of Oak Brook Agency Bad Criteria June, 2001 iNTRODUC:TION Hotels of Oak Brook requires a professional marketingladvortising company to design acid execute, a strategy that produce incremental revenue, enhance image, promote travel to the city of Oak Brook. IIotels of Oak Brook seeks a Chicago based company to perfon-n this work to irnpact 2002. The ectimated budget for this contract is approximately $300,000.00. Planning for . 2002 would corYunonce in August. Hotels of Oak Brook is a collective gathering of Byatt Regency, Marriott, Renaissance, and the Wyndhaan Dralce Hotels. 'Those four hotels have funds put aside fi•onn the Village of Oak Brook to be used to attract additional revenue for the City of Ouk Brook and.the four hotels. We are inviting your agency to submit a bid for advertising, creative services, and web site maintenance as part of this effort. L'stirnated funding for the advertising campaign is subjcct to approval from the VillaKc of Oak Brook. • GOALS AND OBJECTIVES • Increase demand for room nights into the Oak Brook hotels • increase Transient leisure demand to impact I" Qucarter. • Increase Croup demand during idcntificd valley periods. • Measurable results C".RITERIA FOR SELECTION • Meets overall objectives • Agoncy demonstrates clear understanding of the Hotels of Oak Brook • Agency demonstrates knowledge of market, economic irnpact, and • Agency coriimunicates message without bias towards any specific hotel chain • Creative design • Overall strength of strategic plan • Mocts hid requirements • Expected impact • Cost effectiveness • Includes method of evaluation • Potential for extended life of the campaigli • HYATTP,EGENCYOAKDROOK ID :630-573-1909 MAY 22 '01 11 :24 No .008 P .03 • EVALUATION CRITERIA Production numbers from each hotel from packages • Monthly and Quarterly evaluations with specific emphasis placed OD results • Responses from campailms that involve return responses • Web site hits and longevity of visit DID REQUIREMENTS • Must be received by June 29. 2001. • Must include total cstimated cost • Proposod, strategy • Total estimated impact • St.ratcgic Plan effecting present and future years • Methods for identifying and communicating to target audiences • Five References • • i JUNE 29, 2001 VILLAGE OF OAK BROOK 1200 Oak Brook Road Oak Brook, Illinois 60523 NOTICE JULY 2001 TUESDAY, REGULAR ZONING BOARD OF APPEALS MEETING 7:30 P.M. JULY 3 MEETING RESCHEDULED— SEE BELOW(July 11) 1JULHURSDAY, HOTEL, CONE RS COMMITTEE 5:00 P.M. Y 5 MEETING CAP L TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. JULY 10 Village Commons-Samuel E.Dean Board Room WEDNESDAY, REGULAR ZA I RAPPEALS MEETING 7:30 P.M. JULY 11 MEETING CA THURSDAY, OAK BROOK 2001 AUTUMN FESTIVAL COMMITTEE 7:00 P.M. JULY 12 Oak Brook Bath and Tennis Club-800 Oak Brook Road MONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. JULY 16 Village Commons-Samuel E.Dean Board Room AGENDA 1. Roll Call • 2. Approval of Minutes 3. Kosowski—341 Forest Trail—Flood Plain Special Use and Variation -To Allow Improvements to the Existing Home in the Flood Plain 4. Village of Oak Brook—Zoning Ordinance Review Project— Text Amendment— Title 13 of the Village Code-Revisions to Chapter 12 Off-Street Parking and Loading 5. Village of Oak Brook—Zoning Ordinance Review Project— Text Amendment—Title 13 of the Village Code—Chapter 3—Further Review of Section 13-3-6-B Fences. 6. Other Business WEDNESDAY, OAK BROOK SAFETY PATHWAY COMMITTEE 7:30 P.M. JULY 11 Village Commons—Upper Level Conference Room MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. JULY 23 Village Commons-Samuel E.Dean Board Room TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. JULY 24 Village Commons-Samuel E. Dean Board Room In accordance with the provisions of the American with Disabilities Act,any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Coordinator, at 630-990-5738, as soon as possible before the meeting date. NOTE: Changes to this schedule will be noticed separately. • MTG-NOT-2001-JULY PGE OF Oq� 90 � o t ® 0 H O V� �COUNi4 '\ Village of Oak Brook 1200 Oak Brook Road Oak Brook,IL 60523-2255 Website www.oak-brook.org Administration 630.990.3000 FAX 630.990.0876 Community NOTICE OF RESCHEDULED MEETING Development 630.990.3045 FAX 630.990.3985 Engineering Department NOTICE IS HEREBY GIVEN that due to the lack of a 630.990.3010 FAX 630.990.3985 quorum the regularly scheduled Oak Brook Hotel, Convention and Fire Department 630.990.3040 Visitors Committee meeting of Thursday, August 2, 2001 has been is 630.990.2392 Police Department rescheduled to Wednesday, August 8, 2001 at 5:00 p.m. in the Upper 630.990.2358 FAX 630.990.7484 Level Conference Room of the Village Commons. Public Works Department 630.990.3044 FAX 630.472.0223 Oak Brook VILLAGE OF OAK BROOK Public Library 1112 Oak Brook Road Oak Brook,IL 60523-4623 08/02/01 630.990.2222 FAX 630.990.0170 Oak Brook Sports Core Bath&Tennis Club 700 Oak Brook Road Oak Brook,IL 60523-4600 630.990.3020 FAX 630.990.1002 jftGolf Club 6 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 PGE OF 04,t { c ® fA y O V �00UN11 \` Village of Oak Brook 1200 Oak Brook Road Oak Brook,IL 60523-2255 VILLAGE OF OAK BROOK Website HOTEL, CONVENTION AND VISITORS COMMITTEE www.oak-brook.org AdministrationMeeting ,V 630.990.3000 C�,August 2,' 20011 FAX 630.990.0876 Upper Level Conference Room - 5:00 P.M. Community Village Hall Development 1200 Oak Brook Road 630.990.3045 Oak Brook, Illinois 60523 FAX 630.990.3985 Engineering AGENDA Department 630.990.3010 MEETING CALLED TO ORDER FAX 630.990.3985 Fire Department APPROVAL OF MAY 3, 2001 MINUTES 630.990.3040 0 630.990.2392 OLD BUSINESS Police Department 630.990.2358 NEW BUSINESS: FAX 630.990.7484 a. Discussion - Marketing Campaign RFQ Public Works Department b. Release of Second Quarter Tax Receipts to DCVB 630.990.3044 FAX 630.472.0223 OTHER BUSINESS Oak Brook ADJOURNMENT Public Library 1112 Oak Brook Road Oak Brook,IL 60523-4623 630.990.2222 FAX 630.990.0170 In accordance with the provisions of the Americans with Disabilities Act, Oak Brook Sports Core any individual who is in need of a reasonable accommodation in order to Bath&Tennis Club participate in or benefit from attendance at a public meeting of the Village 700 Oak Brook Road of Oak Brook should contact Michael Crotty, the Village's ADA Oak Brook,IL 60523-4600 Coordinator, at (630) 990-5738 as soon as possible before the meeting 630.990.3020 FAX 630.990.1002jftdate. Golf Club 6 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 VILLAGE OF OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE Request for Qualifications 2002 Marketing Plan and Campaign Legal Notice DRAFT Published August , 2001 Village of Oak Brook Request for Qualification Statements Development and Implementation—2002 Hotel Marketing Campaign August 2001 The Village of Oak Brook is soliciting qualification statements from firms with demonstrated experience in planning, designing and implementing marketing campaigns and strategies. Qualified firms interested in performing such services should obtain the detailed Request For Qualification package from the Village's Purchasing Department, 630-990-2399. Qualification Statements should be addressed to: • Bruce Kapff Purchasing Director Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 The closing date and time for receipt of qualification statements is Friday, September 7, 2001 at 2:00 P.M. prevailing time, after which time, additional submittals will not be accepted. General Information The Hotel, Convention and Visitors Committee of the Village of Oak Brook is an advisory committee consisting of the general managers of the four hotels in Oak Brook (Hyatt Regency, Marriott, Renaissance and Wyndham Drake), the general manager of Oakbrook Center (a regional premier shopping mall), the executive director of the Oak Brook Area Association of Commerce and Industry (OBAACI), and an Oak Brook resident. The Committee makes recommendations to the Oak Brook Village Board concerning the expenditure of hotel/motel tax receipts derived from overnight stays in the Village. The Village levies a 1% tax on room rates for the hotels. The State statute that provides for a hotel/motel tax limits the expenditure of such funds to programs that are intended to maintain or increase overnight stays in the community. Historically, the Village has construed this definition narrowly, and has spent the funds on marketing campaigns that attract potential visitors to Oak Brook hotels. Since 1997, the Village has enlisted the assistance of a marketing agency to develop and implement the annual marketing campaigns upon the recommendation of the Oak Brook Hotel, Convention and Visitors Committee and the final approval of the Village Board of the Village of Oak Brook. Upon the recommendation of the Oak Brook Hotel, Convention and Visitors Committee, the Village is issuing this Request for Qualifications for marketing consultants or agencies for designing and executing a strategy that produces incremental revenue to, enhances the image of, and promotes travel to the Village of Oak Brook. The goal of the Village is to ultimately enter into a contract with an agency to develop and implement the 2002 marketing campaign. The goals of the campaign will be to increase demand for room nights in Oak Brook hotels, increase transient leisure demand, increase group demand, and provide measurable results. Scope of Services The Oak Brook Hotel, Convention and Visitors Committee is seeking a marketing consultant or agency that can: • demonstrate a clear understanding of the hotel industry, particularly as it relates to the Oak Brook area • demonstrate knowledge of the hotel market and related economic impacts • develop and implement an effective marketing campaign that concentrates on the benefits of staying in Oak Brook without breaching the proprietary interests of any specific hotel chain • • demonstrate creativity in design • demonstrate the ability to plan strategically for future campaigns • demonstrate cost effectiveness in its pricing and fee structure • demonstrate a means or plan for evaluating the effectiveness of the marketing campaign • demonstrate an ability to work within the constraints inherent in the expenditure of public funds and accountability to publicly-formed boards and committees. Oversight Oversight of the campaign is provided through three primary sources. The Oak Brook Hotel, Convention and Visitors Committee provides creative oversight through its Marketing Subcommittee, consisting of the directors of sales of the various hotels. Expenditure of funds is monitored through the office of the Assistant Village Manager of the Village of Oak Brook. Finally, the Committee enjoys a relationship with the DuPage Convention and Visitors Bureau (DCVB) that provides for State of Illinois grant funds to be applied toward the cost of the campaigns. Because certain requirements must be met on advertisements and other marketing pieces in order to receive grant funds, coordination of billing through the Director of the DCVB is also required. The DCVB may also assist in evaluating the appropriateness of costs for media placements, etc. Evaluation of Oualifications • Each agency or consultant is asked to provide 10 copies of a plan that • addresses the bullets identified in the "Scope of Services" section of this RFQ, along with supporting documentation, samples, examples, etc. • includes at least 5 references • includes a description of the fee structure for the agency or consultant • includes a proposed strategy for developing and implementing the 2002 marketing campaign • identifies proposed methods for identifying and communicating to target audiences • identifies proposed methods for future year(s)planning The Oak Brook Hotel, Convention and Visitors Committee will be seeking to interview those agencies or consultants who, based on the submissions, appear to be among the best candidates. The Committee will be seeking ultimately to recommend that the Village Board authorize staff to negotiate a contract with the successful agency for the purposes of developing and implementing the 2002 marketing campaign. Basis of Award Award of Contract: Contracts shall be awarded to the lowest responsive and responsible proposer on the basis of the proposal that is in the best interests of the Village to accept. As a • part of the evaluation process, and in addition to price, the Village Manager shall evaluate the responsiveness and responsibility of each proposer. To be judged responsible, a proposer must have the following capabilities in all respects to fully perform the contract requirements and will be judged against the following standards, at a minimum: 1. Ability, capacity and skill to fulfill the contract as specified. 2. Ability to supply the commodities, provide the services or complete the construction promptly, or within the time specified,without delay or interference. 3. Character, integrity, reputation,judgment, experience and efficiency. 4. Quality of performance on previous contracts. 5. Previous and existing compliance with laws and ordinances relating to the contract. 6. Sufficiency of financial resources. 7. Quality, availability and adaptability of the commodities, services or construction, in relation to the Village's requirements. 8. Ability to provide future maintenance and service under the contract. 9. Number and scope of conditions attached to the proposal. 10. Record of payments for taxes, licenses or other monies due the Village. Deadline for Submittals Submittals must be received by Bruce Kapff, Purchasing Director, Village of Oak Brook, 1200 Oak Brook Road, Oak Brook, IL, 60523, by 2:00 p.m., Friday, September 7, 2001. • VILLAGE OF OAK BROOK • HOTEL/ MOTEL TAX RECEIPTS CASH BASIS AS OF JULY 26, 2001 WYNDHAM MONTHS DRAKE HYATT MARRIOTT RENAISSANCE TOTAL January-01 6,298.31 15,225.76 7,527.55 $29, 051.62 February-01 2,634.25 6,887.94 5, 964.80 4,228.68 $19,715.67 March-01 3,036.84 7,963.52 6, 821.51 3,619.47 $21,441.34 April-01 2,747.58 10,272.27 7,376.96 4,480.35 $24,877.16 May-01 3,572.50 11,510.01 8,200.26 3,914.95 $27,197.72 June-01 3,754.70 12,185.97 10,678.12 4,749.60 $31,368.39 July-01 4,543.45 10,478.38 9,310.96 4,278.14 $28,610.93 August-01 $0.00 September-01 $0.00 October-01 $0.00 November-01 $0.00 December-01 $0.00 TOTAL $20,289.32 $65,596.40 $63,578.37 $32,798.74 $182,262.83 • • YEAR TO DATE HOTEL COMMITTEE EXPENDITURES AS OF JULY 27, 2001 HOTEL TAX RECEIPTS 13,791.45 20% 2000 1st Quarter Tax Receipts to DCVB 16,510.09 20% 2000 2nd Quarter Tax Receipts to DCVB 20,655.96 20% 2000 3rd Quarter Tax Receipts to DCVB 20,151.21 20% 2000 4th Quarter Tax Receipts to DCVB 14,041.73 20% 2001 1 st Quarter Tax Receipts to DCBB 2001 MARKETING CAMPAIGN - BVK/McDONALD, INC. - $248,152.00 (BOT March 27, 2001) and $50,048.00 (BOT May 8, 2001) _ $298,200.00 $ 270.68 to Right Choice Services, Inc. Invoice No. 2478 (Project: 800 Number Continuation) 225.89 to Right Choice Services, Inc. Invoice No. 2752 (Project: 800 Number Continuation) 750.00 to Mark Net World Invoice No. 02788 (Project: Internet Site Maintenance & Hosting) 3,532.20 Invoice No. 001132-00 (Project: Agency planning/coordination outside of specific projects) 1,692.89 Invoice No. 001876-00 (Project: Agency planning/coordination outside of specific projects) • 3,150.00 Invoice No. 001875-00 (Project: Agency planning/coordination outside of specific projects) 234.07 to Right Choice Services, Inc. Invoice No. 3171 (Project: 800 Number Continuation) 2,212.50 to Mark Net World Invoice No. 02923 (Project: Internet Site Maintenance & Hosting) 7,518.44 Invoice No 002439-00 (Project: Media Targeting Meeting Planners) 5,000.00 Invoice No. 002571-00 (Project: Meeting Planner Direct Mailer) 248.27 to Right Choice Services, Inc. Invoice No. 3899 (Project: 800 Number Continuation) 1,045.45 Invoice No. 003473-00 (Project: Media Targeting Meeting Planners) 9,730.92 Invoice No. 003474-00 (Project: Meeting Planner Direct Mailer) 401.25 Invoice No. 003475-00 (Project: Internet Site Maintenance & Hosting) 8,974.95 Invoice No. 003476-00 (Project: Media Targeting Consumers) 1,402.50 Invoice No. 003477-00 (Project: Agency planning/coordination outside of specific projects) 5,058.95 Invoice No. 003516-00 (Project: Internet Simple Site Concept/Redesign of Existing Site) 330.12 to Right Choice Services, Inc. Invoice No. 4454 (Project: 800 Number Continuation) 419.70 to Right Choice Services, Inc. Invoice No. 4922 (Project: 800 Number Continuation) $52,198.78 BILLS FOR OCT-DEC 2000 • REC'D FROM DCVB ON 4-26-2001: 979.29 to DCVB Invoice No. 3196 (2000 Campaign: Postcard for Leisure Travelers) 30,944.00 to DCVB Invoice No. 3197(2000 Campaign: Winter Package Ad for Leisure Travelers) v�p F Oqq. 6 �" 90 ® 0 O y � � O 0ouHTr Village of Oak Brook As of the date of scanning, 2/20/04, no minutes 1200 Oak Brook Road stating that there was a lack of quorum for the Oak Brook,IL 60523-2255 Website 8/8/01 Hotel, Convention and Visitors Committee www.oak-brook.org were in file. Administration 630.990.3000 FAX 630.990.0876 Community Development 630.990.3045 FAX 630.990.3985 Engineering Department 630.990.3010 FAX 630.990.3985 Fire Department 630.990.3040 FAX 630.990.2392 Police Department 630.990.2358 FAX 630.990.7484 Public Works Department 630.990.3044 FAX 630.472.0223 Oak Brook Public Library 600 Oak Brook Road Oak Brook,IL 60523-2200 630.990.2222 FAX 630.990.4509 Oak Brook Sports Core Bath&Tennis Club 700 Oak Brook Road Oak Brook,IL 60523-4600 630.990.3020 FAX 630.990.1002 Golf Club 2606 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 6t 01 OAK P B9 °o ® 'A - rq O r \� V� FcoUN71 '\ Village of VILLAGE OF OAK BROOK Oak Brook HOTEL, CONVENTION AND VISITORS COMMITTEE 1200 Oak Brook Road Oak Brook,IL 60523-2255 Meeting Website Thursday, September 6,2001 www.oak-brook.org Upper Level Conference Room - 5:00 P.M. Administration Village Hall 630.990.3000 1200 Oak Brook Road FAX 630.990.0876 Oak Brook, Illinois 60523 Community Development AGENDA 630.990.3045 FAX 630.990.3985 MEETING CALLED TO ORDER Engineering Department APPROVAL OF MAY 3,2001 MINUTES 630.990.3010 FAX 630.990.3985 OLD BUSINESS Fire Department 630.990.3040 a. Update on Status of 2001 Marketing Campaign 0 630.990.2392 NEW BUSINESS: Police Department 630.990.2358 FAX 630.990.7484 a. Ratification of Telephone Poll for Authorization to Department Seek Request for Qualifications (RFQ) - DWorks 2002 Marketing Agency Selection Depa 630.990.3044 FAX 630.472.0223 b. Ratification of Telephone Poll for Release of Second Quarter Tax Receipt to DCVB Oak Brook Public Library OTHER BUSINESS 1 I 1 Oak Brook Road ADJOURNMENT Oak Brook,IL 60523-4623 630.990.2222 FAX 630.990.0170 Oak Brook Sports Core In accordance with the provisions of the Americans with Disabilities Act, Bath&Tennis Club any individual who is in need of a reasonable accommodation in order to 700 Oak Brook Road participate in or benefit from attendance at a public meeting of the Village Oak Brook,IL 60523-4600 of Oak Brook should contact Michael Crotty, the Village's ADA 630.990.3020 Coordinator, at 630 990-5738 as soon as possible before thin FAX 630.990.1002 ( ) p osse meeting date. Golf Club 06 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 t Oak Brook Hotel, Convention & Visitors Committee . Minutes of Thursday, September 6, 2001 Meeting Present: Chairman John Merrill Laurie Adams Ralph Maxson Tony Mira Ted Selogie Absent: Chuck Fleming Kerry Mickelson Also Present: Assistant Village Manager Michael Crotty Denise Brownell, Marketing Subcommittee Chair Tricia Lewis, BVK/McDonald Bridget Jones, BVK/McDonald Jeff Pyla, BVK/McDonald Meeting was called to order at 5:06 p.m. APPROVAL OF MAY 3, 2001 MEETING MINUTES • Moved by Ralph Maxson and seconded by Tony Mira to approve the minutes of the May 3, 2001 meeting as submitted. Motion passed 5-0. OLD BUSINESS a. Update on Status of 2001 Marketing Campaign: Tricia Lewis indicated that BVK/McDonald was ready to launch the improved web site by mid- September, and a demonstration of the re-designed site was given. The re- design was completed in consideration of how people use web sites, and is meant to encourage users to return to the site. The site provides the ability to track usage by leisure travelers or meeting planners. Features of the re- design include incorporation of current promotions, inclusion of more area entertainment venues, calendar of upcoming events to change on a quarterly basis, and the ability to build a database of visitors. It was the consensus of the Committee that the Oakbrook Center shopping venue be featured throughout the web site where appropriate. Laurie Adams left the meeting at 5:53 p.m. NEW BUSINESS a. Ratification of Telephone Poll for Authorization to Seek Request for Qualifications (RFQ) — 2002 Marketing Agency Selection: Moved by Page 1 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: September 6,2001 Tony Mira, seconded by Ralph Maxson ratifying the telephone poll • vote to recommend authorization to issue a RFQ for the selection of a marketing agency. Motion passed 4-0. b. Ratification of Telephone Poll for Release of Second Quarter Tax Receipts to DCVB: Moved by Tony Mira, seconded by Ralph Maxson ratifying the telephone poll vote recommending the authorization of a release of funds to the DuPage Convention and Visitors Bureau for 20% of the 2°a quarter tax receipts. Motion passed 4-0. OTHER BUSINESS None. ADJOURNMENT Moved by Ralph Maxson and seconded by Tony Mira to adjourn the meeting at 6:00 p.m. Motion passed 4-0. ATTEST: Michael A. Crotty Assistant Village Manager APPROVED: October 18, 2001 Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: September 6,2001 VILLAGE OF OAK BROOK • HOTEL/ MOTEL TAX RECEIPTS CASH BASIS AS OF AUGUST 30,2001 WYNDHAM MONTHS DRAKE HYATT MARRIOTT RENAISSANCE TOTAL January-01 6,298.31 15,225.76 7,527.55 $29,051.62 February-01 2,634.25 6, 887.94 5,964.80 4,228.68 $19,715.67 March-01 3,036.84 7,963 .52 6, 821.51 3,619.47 $21,441.34 April-01 2,747.58 10,272.27 7,376.96 4,480.35 $24,877.16 May-01 3,572.50 11,510.01 8,200.26 3, 914.95 $27,197.72 June-01 3,754.70 12,185.97 10,678.12 4,749.60 $31,368.39 July-01 8,843.72 10,478.38 9,310.96 4,278.14 $32,911.20 August-01 4,162.46 10,625.86 4,331.29 $19,119.61 September-01 $0.00 October-01 $0.00 November-01 $0.00 December-01 $0.00 TOTAL $28,752.05 $76,222.26 $63,578.37 $37,130.03 $205,682.71 • • SEPTEMBER 28, 2001 VILLAGE OF OAK BROOK 1200 Oak Brook Road • Oak Brook, Illinois 60523 NOTICE OCTOBER 2001 TUESDAY, REGULAR ZONING BOARD OF APPEALS MEETING 7:30 P.M. OCTOBER 2 MEETING CANCELLED THURSDAY, HOTEL, CONVENTION & VISITORS COMMITTEE 5:00 P.M. OCTOBER 4 MEETING CANCELLED TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. OCTOBER 9 Village Commons-Samuel E. Dean Board Room WEDNESDAY, OAK BROOK 2001 AUTUMN FESTIVAL COMMITTEE 7:00 P.M. OCTOBER 11 MEETING CANCELLED MONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. OCTOBER 15 Village Commons-Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes • 3. The Oakland Plat of Subdivision— 121 and 209 Oak Brook Road—Preliminary Plat— Three-Lot Subdivision 4. Village of Oak Brook—Zoning Ordinance Review Project—Text Amendment—Title 13 of the Village Code—Chapter 11—Sign Regulations 5. Village of Oak Brook—Zoning Ordinance Review Project— Text Amendment— Title 13 of the Village Code—Chapter 3—Further Review of Section 13-3-6-B Fences. 6. Other Business MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. OCTOBER 22 Village Commons-Samuel E. Dean Board Room TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. OCTOBER 23 Village Commons-Samuel E. Dean Board Room In accordance with the provisions of the American with Disabilities Act,any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Coordinator,at 630-990-5738,as soon as possible before the meeting date. NOTE. Changes to this schedule will be noticed separately. • MTG-NOT-2001-OCT GtpF 04r P X90 � o t H O r �? V FCOUNT4 Village of VILLAGE OF OAK BROOK Oak Brook HOTEL, CONVENTION AND VISITORS COMMITTEE 1200 Oak Brook Road Oak Brook,IL 60523-2255 Rescheduled Meeting Website Thursday, October 18,2001 www.oak-brook.org Samuel E. Dean Board Room - 2:00 P.M. Administration Village Hall 630.990.3000 1200 Oak Brook Road FAX 630.990.0876 Oak Brook, Illinois 60523 Community Development 630.990.3045 FAX 630.990.3985 AGENDA Engineering Department 630.990.3010 FAX 630.990.3985 MEETING CALLED TO ORDER Fire Department 630.990.3040 APPROVAL OF SEPTEMBER 6,2001 MINUTES 630.990.2392 OLD BUSINESS Police Department 630.990.2358 FAX 630.990.7484 NEW BUSINESS: Public Works A. Release of Third Quarter Tax Receipts to DCVB Department 630.990.3044 FAX 630.472.0223 B. Marketing Agency Presentations Oak Brook OTHER BUSINESS Public Library 1112 Oak Brook Road ADJOURNMENT Oak Brook,IL 60523-4623 630.990.2222 FAX 630.990.0170 In accordance with the provisions of the Americans with Disabilities Act, Oak Brook Sports Core any individual who is in need of a reasonable accommodation in order to Bath&Tennis Club participate in or benefit from attendance at a public meeting of the Village 700 Oak Brook Road of Oak Brook should contact Michael Crotty, the Village's ADA Oak Brook,IL 60523-4600 Coordinator, at (630) 990-5738 as soon as possible before the meeting 630.990.3020 FAX 630.990.1002 date. 0 Golf Club 06 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 Oak Brook Hotel, Convention & Visitors Committee • Minutes of Thursday, October 18, 2001 Meeting Present: Chairman John Merrill Laurie Adams Chuck Fleming Ralph Maxson Kerry Mickelson Tony Mira Ted Selogie Absent: None Also Present: Assistant Village Manager Michael Crotty Denise Brownell, Marketing Subcommittee Chair Joe Hirsch, Wyndham Drake Janice Haeger, Oak Brook Marriott Skip Stritmatter, DuPage Convention and Visitors Committee Meeting was called to order at 2:03 p.m. APPROVAL OF SEPTEMBER 6, 2001 MEETING MINUTES Moved by Ralph Maxson and seconded by Tony Mira to approve the minutes of the September 6, 2001 meeting as submitted. Motion passed 7-0. OLD BUSINESS: None. NEW BUSINESS a. Release of Third Quarter Tax Receipts to DCVB: Moved by Kerry Mickelson, seconded by Ralph Maxson recommending that the Village Board authorize the release of funds to the DuPage Convention and Visitors Bureau for 20% of the P quarter tax receipts. Motion passed 7-0. b. Marketing Agency Presentations: Two marketing agencies were selected through the Request for Qualifications process to conduct presentations to the Oak Brook Hotel, Convention and Visitors Committee for the development and implementation of the 2002 marketing campaign. Bob McKinley and his staff from Creative Marketing outlined that company's proposed strategy for developing a campaign, and discussed the qualifications and experience of Creative Marketing. Following that presentation, Tricia Lewis and her staff from BVK/McDonald presented BVK's proposed strategies and Page 1 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: October 18,2001 reviewed the progress that has been made over their past five year's • experience in working with Oak Brook as the Committee's marketing agency. The Committee considered the proposals, presentations and qualifications of the two agencies, as well as the goals of the Committee for future campaigns. It was moved by Tony Mira and seconded by Kerry Mickelson to recommend that the Village Board authorize staff to negotiate an agreement with Creative Marketing, a Division of General Marketing Associates, Inc., for the development and implementation of the 2002 marketing campaign. Motion passed 7-0. OTHER BUSINESS None. ADJOURNMENT Moved by Ralph Maxson and seconded by Ted Selogie to adjourn the meeting at 4:03 p.m. Motion passed 7-0. • ATTEST: Michael A. Crotty Assistant Village Manager APPROVED: December 692001 Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: October 18,2001 VILLAGE OF OAK BROOK . HOTEL/ MOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF October 04, 2001 WYNDHAM MONTHS DRAKE HYATT MARRIOTT RENAISSANCE TOTAL January-01 6,298.31 15,225.76 7,527.55 $29,051.62 February-01 2,634.25 6,887.94 5, 964.80 4,228.68 $19,715.67 March-01 3, 036.84 7,963.52 6, 821.51 3,619.47 $21,441.34 April-01 2,747.58 10,272.27 7,376.96 4,480.35 $24, 877.16 May-01 3,572.50 11,510.01 8,200.26 3,914.95 $27, 197.72 June-01 3,754.70 12,185.97 10,678.12 4,749.60 $31,368.39 July-01 8, 843.72 10,478.38 9,310.96 4,278.14 $32, 911.20 August-01 4, 162.46 10,625.86 4,331.29 $19, 119.61 September-01 9,809.42 4,506.20 $14,315.62 October-01 3, 807.32 17,632.38 $21,439.70 November-01 $0.00 December-01 $0.00 TOTAL $32,559.37 $86,031.68 $81,210.75 $41,636.23 $241,438.03 • • OCTOBER 26, 2001 VILLAGE OF OAK BROOK 1200 Oak Brook Road • Oak Brook, Illinois 60523 NOTICE NOVEMBER 2001 THURSDAY, HOTEL, COVORS COMMITTEE 5:00 P.M. NOVEMBER 1 MEETING C TUESDAY REGULAR ZON PEALS MEETING 7:30 P.M. NOVEMBER 6 MEETING CAN THURSDAY, OAK BROOK 2001 AUTUMN FESTIVAL COMMITTEE 7:00 P.M. NOVEMBER 8 Oak Brook Bath and Tennis Club-800 Oak Brook Road TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. NOVEMBER 13 Village Commons-Samuel E. Dean Board Room WEDNESDAY, OAKBROOK SAFETY PATHWAY COMMITTEE 7:30 P.M. NOVEMBER 14 Village Commons—Upper Level Conference Room MONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. �OVEMBER 19 Village Commons-Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. Village of Oak Brook—Zoning Ordinance Review Project—Text Amendment—Title 13 of the Village Code—Chapter 11—Sign Regulations 4. Other Business TUESDAY, LIBRARY COMMISSION MEETING 7:30 P.M. NOVEMBER 20 Village Commons-Upper Level Conference Room MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. NOVEMBER 26 Village Commons-Samuel E. Dean Board Room TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. NOVEMBER 27 Village Commons-Samuel E. Dean Board Room In accordance with the provisions of the American with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Coordinator, at 630-990-5738, as soon as possible before the meeting date. NOTE: Changes to this schedule will be noticed separately. • MTG-NOT-2001-NOV 6�O F 0 P e9 y O r �? V �OOUNTI Village of VILLAGE OF OAK BROOK Oak Brook HOTEL, CONVENTION AND VISITORS COMMITTEE 1200 Oak Brook Road Oak Brook,IL 60523-2255 Regular Meeting Website Thursday, December 6, 2001 www.oak-brook.org Upper Level Conference Room - 2:00 P.M. Administration Village Hall 630.990.3000 1200 Oak Brook Road FAX 630.990.0876 Oak Brook,Illinois 60523 Community Development 630.990.3045 FAX 630.990.3985 AGENDA Engineering Department 630.990.3010 FAX 630.990.3985 MEETING CALLED TO ORDER Fire Department 630.990.3040 APPROVAL OF OCTOBER 18,2001 MINUTES 4F 630.990.2392 OLD BUSINESS Police Department 630.990.2358 FAX 630.990.7484 NEW BUSINESS: Public Works A. Discussion - 2002 MarketingCampaign Proposal Department 630.990.3044 FAX 630.472.0223 OTHER BUSINESS Oak Brook ADJOURNMENT Public Library 1112 Oak Brook Road Oak Brook,IL 60523-4623 630.990.2222 In accordance with the provisions of the Americans with Disabilities Act, FAX 630.990.0170 any individual who is in need of a reasonable accommodation in order to Oak Brook Sports Core participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Bath&Tennis Club Coordinator, at (630) 990-5738 as soon as possible before the meeting 700 Oak Brook Road date. Oak Brook,IL 60523-4600 630.990.3020 FAX 630.990.1002 AftGolf Club 6 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 t Oak Brook Hotel, Convention & Visitors Committee • Minutes of Thursday, December 6, 2001 Meeting Present: Chairman John Merrill Laurie Adams (arrived at 2:11 p.m.) Chuck Fleming Ralph Maxson Kerry Mickelson Tony Mira Absent: Ted Selogie Also Present: Assistant Village Manager Michael Crotty Denise Brownell, Marketing Subcommittee Chair Skip Stritmatter, DuPage Convention and Visitors Committee Bob McKinley, Creative Marketing, Inc. Meeting was called to order at 2:05 p.m. APPROVAL OF OCTOBER 18, 2001 MEETING MINUTES Moved by Ralph Maxson and seconded by Kerry Mickelson to approve the minutes of the October 18, 2001 meeting as submitted. Motion passed 5-0. • OLD BUSINESS: None. NEW BUSINESS Discussion — 2002 Marketing Campaign Proposal: Chairman Merrill indicated that the Marketing Subcommittee met with Creative Marketing on Tuesday, December 4 to review and discuss the proposal from Creative Marketing for the 2002 Marketing Campaign and related contract. He indicated that the proposal calls for approximately 30% of the total budget to be paid to Creative Marketing either as retainer or production costs. Bob McKinley distributed the proposal to the Committee and reviewed the various components. The proposal is targeted at both the meeting planners market and the leisure travelers market, and incorporates various media placements in magazines and newspapers, destination guides and newsletters, and several direct mail programs. The proposal also provides for tracking, call center management, fulfillment services for group and leisure brochures, and web site maintenance and hosting. Payment for services is accomplished via monthly retainer for planning, coordinating and placing media, etc., as well as additional costs for creative/production of media pieces. The total cost for the campaign is proposed at $318,149. Page 1 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: December 6,2001 • Chuck Fleming inquired whether the 90 days cancellation clause was too restrictive for the Village, and wanted to clarify whether the contract was a one-year contract or a rolling contract. Assistant Village Manager Crotty indicated that the Village normally does not have contracts in excess of one-year since the Village Board appropriates dollars on an annual basis only. He also indicated that staff would review these provisions of the agreement to ensure that it is acceptable to the Village. Ralph Maxson moved, and Tony Mira seconded that the Village Board approve the 2002 Marketing Campaign and enter into an agreement with Creative Marketing, Inc. for the implementation of the 2002 Marketing Campaign, subject to further staff review. Motion passed 6-0. OTHER BUSINESS Kerry Mickelson of the Wyndham Drake indicated that he would be leaving the Committee, as he has taken a position with the Wyndham in Lisle. His replacement in Oak Brook is scheduled to begin on January 2, 2002. The Chairman thanked him for his service, and wished him well. • ADJOURNMENT Moved by Tony Mira and seconded by Kerry Mickelson to adjourn the meeting at 3:12 p.m. Motion passed 6-0. ATTEST: Michael A. Crotty Assistant Village Manager APPROVED: February 7, 2002 • Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: December 6,2001 1 VILLAGE OF OAK BROOK • HOTEL/ MOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF NOVEMBER 30, 2001 WYNDHAM MONTHS DRAKE HYATT MARRIOTT RENAISSANCE TOTAL January-01 6,298.31 15,225.76 7,527.55 $29,051.62 February-01 2,634.25 6,887.94 5,964.80 4,228.68 $19,715.67 March-01 3, 036.84 7,963.52 6,821.51 3,619.47 $21,441.34 April-01 2,747.58 10,272.27 7,376.96 41480.35 $24, 877.16 May-01 3,572.50 11,510.01 8,200.26 3,914.95 $27, 197.72 June-01 3,754.70 12,185.97 10,678.12 4,749.60 $31,368.39 July-01 8, 843.72 10,478.38 9,310.96 4,278.14 $32,911.20 August-01 4, 162.46 10,625.86 4,331.29 $19,119.61 September-01 9, 809.42 4,506.20 $14,315.62 October-01 7,032.57 10, 134.44 17,632.38 3,935.35 $38,734.74 November-01 3,695.00 9,758.60 16,006.45 3,682.35 $33, 142.40 December-01 $0.00 TOTAL $39,479.62 $105,924.72 $97,217.20 $49,253.93 $291, 875.47 • I