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Agenda - 01/09/2002 - Hotel Convention and Visitors Committee DECEMBER 28, 2001 VILLAGE OF OAK BROOK 1200 Oak Brook Road • Oak Brook, Illinois 60523 NOTICE JANUARY 2002 TUESDAY REGULAD OFAPPEALS MEETING 7:30 P.M. JANUARY 1 HOLIDAY STING RESCHEDULED— SEE BELOW THURSDAY, HOTEL, COIfhtffRS COMMITTEE 5:00 P.M. JANUARY 3 MEETING C4 L TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. JANUARY 8 Village Commons-Samuel E. Dean Board Room WEDNESDAY, REGULAR ZO PEALS MEETING 7:30 P.M. gft JANUARY 9 MEETING CAN WEDNESDAY, OAKBROOK SAFETY PATHWAY COMMITTEE 7:30 P.M. JANUARY 9 Village Commons—Upper Level Conference Room W URSDAY, OAK BROOK 2001 AUTUMN FESTIVAL COMMITTEE 7:00 P.M. UARY 10 Oak Brook Bath and Tennis Club-800 Oak Brook Road MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. JANUARY 21 Village Commons-Samuel E. Dean Board Room MONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. JANUARY 21 Village Commons-Upper Level Conference Room AGENDA 1. Roll Call 2. Approval of Minutes 3. Forest Preserve District of DuPage County-Amend Special Use Ordinance S-841 to Include Areas in the Retreat Wing Adjacent to the Mansion to Allow ADA access to the Mansion. 4. Village of Oak Brook-Zoning Ordinance Review Project-Text Amendment-Title 13 of the Village Code-Chapter 11-Sign Regulations 5. Other Business TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. JANUARY 22 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. 9 NOTE: Changes to this schedule will be noticed separately. MTG-NOT-2002-JAN VE OF U4R ! 6 o� a e} rn O.' COUNT1 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 January 11, 2002 Community Development 630.990.3045 FAX 630.990.3985 Engineering Mr. Robert McKinley Department CREATIVE MARKETING, a division of 630.990.3010 FAX 630.990.3985 General Marketing Associates, Incorporated 3100 Dundee Road, Suite 107 Fire Department Northbrook, IL 60062 630.990.3040 4 630.990.2392 Dear Mr. McKinley: Police Department 63030.99 .7 The Village Board of Trustees, at their Regular Meeting of January 8 2002, FAX 630.990.7181 g S g ar}' , approved an AGREEMENT FOR ADVERTISING & MARKETING"RETAINER Public Works FEE" SERVICES BETWEEN THE VILLAGE OF OAK BROOK AND Department CREATIVE MARKETING for the 2002 Marketing g Cam al n P �g Enclosed is a fully FAX 630.472.0223 executed copy of the above-mentioned agreement. I look forward to working with you during this campaign. Oak Brook Public Library Sincerely, 1112 Oak Brook Roadell Oak Brook,IL 60523-1623 , 630.990.2222 FAX 630.990.0170 Michael A. Crotty Oak Brook Sports Core Assistant Village Manager Rath&Tennis Club MAC/jr 700 Oak Brook Road Enclosure Oak Brook,IL 60523-4600 630.990.3020 FAX 630.990.1002 cc: Oak Brook Hotel, Convention and Visitors Committee Golf Club 6 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 02mac.doc CREATIVElid MARKETING ADVERTISING GRAPHIC DESIGN MULTIMEDIA Nftic RELATIONS AGREEMENT FOR ADVERTISING & MARKETING "RETAINER FEE" SERVICES BETWEEN THE VILLAGE OF OAK BROOK AND CREATIVE MARKETING The following outlines an agreement for advertising and marketing fee services between The Village of Oak Brook (The Client) and Creative Marketing, a division of General Marketing Associates, Incorporated. MONTHLY RETAINER The following monthly retainer fees will apply for The Village of Oak Brook • under this agreement dated December 28, 2001: $3,200.00 per month based on first twelve months of the agreement. Start date of January 1, 2002 Listed below are those services to be provided under an agency of record retainer fee services arrangement. Services not outlined in this agreement may be subject to additional fees as required. Account Service All time required for the account service team to effectively service the Client. This includes all time spent with the Client in person or by telephone, as well as time required to communicate the needs of the Client to other agency personnel. Conference Time All time spent conferring with, or regarding, the Client. Travel All time spent in transit on behalf of the Client. In this regard, we encourage face-to-face meetings as they provide more meaningful opportunities to discuss in-depth issues and problem resolution. Creative Marketing will use all means possible to obtain the least expensive travel and airline fees available when business travel is required. 1IN DUNPUE ROAD.SUITE 107 • NOKTH1111�.VK,IL 60062 •847.498.5133 - FAX:847.498.5134 •WWW.cREATiVEMKTG.cOM A IM\bliIN ON GENERAL MARAETINU A\V0c1ATE;,INC. • Creative Marketing Retainer Fee Agreernent/Page2 Strategic Planning All time spent to properly evaluate Client needs, determine strategic direction, and to summarize and convey findings and recommendations to the Client. Research All time required to research and compile information necessary to properly market the Client products and services. This does not include the utilization of outside research firms, if necessary. Utilization of outside firms require advanced client approval. Marketing Plan Assistance Creative Marketing will develop the Client's annual marketing plan working closely with the Oak Brook Hotel, Convention & Visitors Committee and its Marketing Subcommittee as requested by the Client. In addition, we will provide assistance in updating and evaluating the marketing plan on an as needed basis throughout the year. • Client Consultation/On Site Meeting Creative Marketing's standard consultation fees shall be waived for Client for all Chicagoland based meetings. Media Research All media research fees for all retainer fee agreement hotels are waived and is considered fee inclusive. Research results for all media evaluations are reported by summary report which includes an agency recommendation. Media research is available for all primary market segments and other niche markets. Media Planning Creative Marketing will develop a comprehensive annual media plan for the Client and update the plan on an ongoing basis. All media plans will be designed to conform to the budget of the Client as outlined. All media selected for purchase will be negotiated at the lowest possible rate for each participating project. Media Call Screening Client marketing personnel are often inundated with calls from media representatives attempting to solicit business. Creative Marketing will accept all media calls on behalf of the Client and report any qualified media . opportunities on a regular basis. Creative Marketing Retainer Fee Agreement/Page3 TERMS OF AGREEMENT Agency Of Record Creative Marketing shall be named the advertising agency of record for the Client. As the agency of record, Creative Marketing shall have the right and responsibility to execute advertising and marketing funds established, as approved by the Client. Creative Marketing's responsibilities include, but are not limited to advertising, direct marketing, creative materials production, in-house marketing, promotional signage and merchandising. Confidentiality Creative Marketing shall not at any time, including post termination, reveal, use or make available to any other individual or organization confidential information regarding the Clients customers, methods of ope-.tion, marketing plan, etc. without written permission from the Client. • Project Estimates For each individual Client project, one or more estimates will be provided as soon as possible after the project's initiation. All fees and expenses estimated reflect approximate costs only. Final costs shall be shown when the invoice is rendered. In no event shall cost for projects exceed those listed in the total columns as indicated in the approved 2002 marketing plan, unless such costs have been authorized by client. Requested Revisions The Client shall be responsible for making additional payments, if any, for changes from original job assignments as directed by the client. However, no additional payments shall be made for any revisions required due to a Creative Marketing error or omission. Media Placement Creative Marketing will effect media placement for the Client at the lowest available net rates. Creative Marketing Retainer Fee Agreemenr/page4 Project Cancellation For whatever reason, any approved work cancelled by the Client while in progress, shall be compensated for on the basis of work completed and expenses incurred at the time of cancellation. Administrative And Travel Expenses All costs for administrative expenses such as postage, express delivery, telephone charges, fax, e-mail, laser proofs, xeroxes, etc. are billed at a flat 5% of total creative and production costs for each project. All project related automobile travel expenses will be charged at the rate of .33 cents per mile. All charges for automobile parking will also be expensed as required. Administrative and travel expenses will be included in all project estimates. Additionally, these expenses will not be charged for any fee related services. Out Of House Expenses The Client shall nre-approve in writing all purchases made on its behalf before they are incurred. Ownership Of Materials All materials produced by Creative Marketing, commissioned by the Client under this agreement, shall upon full payment of all outstanding charges, be the property of the Client. At such time, the Client will have exclusive ownership of those materials. It is understood that work commissioned by Creative Marketing from third party vendors including, but not limited to, photographers and illustrators, is subject to different ownership and usage rights which will be determined on a case-by-case basis. Invoice Payment Policy Invoices are payable promptly within thirty (30) days of issuance. Late payments are subject to a 1.5% per month interest penalty. Invoices unpaid after a period of (60) days will result in the immediate suspension of all Client support services, including fee services, collateral production, media research and placement, printing and related marketing purchases. Length Of Agreement This agreement will be in effect for twelve months beginning January 1, 2002. All agreements are subject to cancellation notice as outlined below. • Creative Marketing Retainer Fee Agreement/Page5 Termination Of Agreement This agreement may be cancelled, for whatever reason, by either party with ninety (90) days written notice. The signatures below ind' ate an agreement between the Client and Creative Oarketing for s rvices and terms outlined in this letter. For The Client Date ' 1 2— For For Creative Marketing, a division of Gen ral Marketing, Inc. Date Village of Oal0ok Hotels �t. 2002 Marketing Plan 6-Dec•01 Group ( e 1) ]an i Feb Mar Apr May ]un Jul Aug Sept j Oct Nov Dec Total Publication 7 II tt 16 4 11 Is 2S 4 II ns gs 1 t 5 11 H. It 10 17 I to 17 11 I / Is 12 r 1 11 t1 16 1 1 t6 11 70 7 N It to 11 Id !1 1 1 IL 1l se { { { { { Successful Meetings March June Dec 4-panel,4/C preprinted insert $5,315 $5,315 $5,315 $15,945 Artwork due date: 1/29. 4/29. 10/29. Special issue/editorial: Greater Illinois Zoned to Illinois only(6,000 circ.) Chicago rFall/Winter rt Negotiated rate Meeting Guide to the Midwest Summer/Fall 1/2 page(7'x 4.3/4')4/C $3,226 226 $6,452 Artwork due date: { 3/15. 812K DuPa a CVB rate ! { I { { { { { Midwest Meetings Spring/Summer Fall/Winter 1/2 page (7.2/5'x 4-9/10')4/C $2,000 $2.125 $4,125 2x rate. Artwork due date: 1/12. 7/12. Special issue: Illinois Meetiniz Destination Guide-DuPape CVB i I I { { ( { { { { { Illinois Meetings&Events Spring/Summer Fall 1/2 page (7'x 4-7/8')4/C $2.899 $2.899 $5,798 2x rate. Artwork due date: 3/15. ' 8/15. Special section: DuPa a CVB co-op a Direct Mail Merge&purge a list of corporate 1 $12,000 12000 I $36,000 meeting planners who plan meetings in the Chicago area with a targeted list of local businesses. Response Premium $3,000 $3,000 $9,000 Telequalifying the local businesses 2000 $1,000 ( Total•Grou (page 1) 0 { $17,000 { $7,315 { 0 { $2,879 { $21,541 { 0 { 0 $17,125 1 $2,R99 { SO $9,541 $79,320 Village'oE Oajwk Hotels We 2 2002 Marketing Plan 6-Dec-01 Group ( e 2) Jan Feb Mar Apr May Jun Jul Aug to Sept Oct Nov Dec Total Publication 1 1. b 11 is I$ tl Ie ISt e 11f 10 ) 1/ 22t7 r + Ie 21 b 1 14 11 181 4It to ist + le is sorI) m It H DuPage CVB Destination Guide Annual'02-'03 Full page 4/C $5,000 $5,000 Artwork due date: 9/13. MPI -Chicaeo Area Chapter 'News&Views'Newsletter March/April MayQune July/August Sept/Oct Nov/Dec Full page(7-1/4'x 9-1/2')B/W $919 $919 $929 $929 $929 $4,646 3x rate. Artwork due date: 1/17, 3LZ 1. -5/16. 7/18. 2L19. MPI-CAC Membership Directory Annual'02-'03 Tab page(8-1/2'x I1')4/C $1,628 $1,628 Member rate. Artwork due date: 4/19. HTML E-Mail Broadcast Approx. 1,800 meeting planners $710 $710 $720 $720 $720 $3,600 that live in Illinois Ad Production(group) $13,450 $2,000 $7,000 $1,000 $0 $500 $8,950 $1,000 $2,500 $0 $500 $0 $36,900 i Total -Group (page 2) $13,J50 $2,720 17,929 11,720 12,557 11,220 19,879 f $1,000 14,149 0 10 $51,774 Total-GROUP 13 SO $19,720 $15,244 $1,720 $5,456 $24,761 !9,879 1,000 $21,274 $2,899 t $7,149 ? $8,541 $131,094 Village of Oaak Hotels age 3 2002 Marketing Plan 6-Dec-01 Leisure Transient (gage 1) Jan Feb MarApr May Jun Jul Aug Sept Oct Nov Dec Total Publication t 141Ais 4 n 181114 a art s it rt r+ s it to rt t to n rt 1 s it tr tr t it n a t + u tt to t u n is 4 n is tt t r u tt to DuPage CVB Visitors Guide Annual'02 Full page(4.1/1'x 7-1/2')4/C $3,400 $3,400 Artwork due date: 2[20. ' Chicaeo Tribune 3 col.x 7' (5-3/4'x 71 B/W ❑ ❑ ❑ ❑ ❑ ❑ m 11x rate. Friday Section $4,221 ( $6,332 $6,332 $4,221 $4,432 $4,432 $2,111 $32,080 Zoned to Chicago&west suburbs 5 line listing 'Inns&Resorts'Travel Directory $804 $804 $1,005 $804 $804 $1,005 $804 $1,055 $844 $844 $1,055 $9,819 Runs in Sunday Travel&Weds. i € € Daily Herald ❑ ❑ �❑ ❑ 3 col.x 7'(6' x 1')B/W $787 $1,181 $787 $1,181 $394 $1,181 $394 $5,904 12x rate. Timeout section Zoned to DuPage/S.Kane County Preprint Publishing supplements Illinois Adventures insert ❑ { 1/4 page formatted ad + brochure $4,650 $4,650 Run date: 4/21. Theses plcmenu are placed through the DuPore CVB ' ! t Artwork due date: 1/25. i1 Illinois Holiday Guide insert ❑ 1/4 page formatted ad +brochure $3,650 i $3,650 Run date: 10/27. Artwork due dace: 8/9. Total-Leisure Transient ( a a 1) 0 # # $5,812 $16,567 # 8 # $8,124 $6,206 $1,055 $9,320 # $6,457 $3,559 $59,512 Village of OaWk Hotels age 4 t 2002 Marketing Plan 6-Dec-01 Leisure Transient ( e 2) ]an Feb IMar i Apr May Jun Jul Aug Sept Oct i Nov Dec Total Publication 7 14 It 13 4 ti It ts, t II 11 is l t is tt „ 6 Is to 21 s 10 It t/ 1 t Is 22 r s It 19 t� 1 Ii I1 b t I4 tl is s II is tf t 1 16 as 30 'Chicago Fall Break' insert 1 1/4 page(4.3/4'x 4-3/4')4/C ads $2,166 $2,166 Drop date: 9/8. Artwork due date: 6/24. Midwest Living Maynune July/August Sept/Oct 1/6 page(2-1/4'x 4-7/8')4/C $3,799 $3,799 $3,799 $11,397 Artwork due date: 3/1. 5/1. .. 7/1. Special section: Summer Travel Travel Planner Fall Getaways Illinois Banner-DuPa e CVB # # # Home&Away(IL/No.1N edition) March/April Sept/Oct 1/6 page(2-1/4'x 4-7/8')4/C E $2.340 $2,340 $4,680 Artwork due date: 1 15. 7/1. Illinois Banner-DuPa e CVB # f I i I Direct Mail 10000 10000 $10,000 Co-op mailing list-Includes sources like Morton Arboretum,Oak Brook Mall, I Brookfield Zoo,AMEX transactions,etc. Ad Production(leisure transient) $4,100 $1,400 $1100 5400 $0 $500 $1,300 $800 $0 $1,300 $400 1 $0 $21,800 # Total-Leisure Transient (page 2) $4,100 1 23 9 R299 500 $5,099 800 $8305 ! $11,300 ! 0 $60,043 TOTAL-LEISURE TRANS'T 100 $2,204 $29352 $16,967 I $4,603 $1,304 $13,223 $7,006 $9,360 # $20,620 # $6,857 i $3,559 $119,555 Village of Oa Wk Hotels We 5 2002 Marketing Plan 6-Dec-01 Agency Services Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Tracking Service $2,000 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $7,000 Call Management $450 $450 $450 $450 $450 $450 $450 $450 $450 $450 $450 $450 $5,400 Fulfillment Services $800 $800 $800 $800 $800 $800 $800 $800 $800 $800 $800 $8,800 (group&leisure brochures Web Maintenance $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $5,500 t Web Hosting $200 $200 $100 $200 $100 $200 $200 $200 $100 $200 $200 $200 $2.400 Retainer Fee/Media Services $3,200 $3,200 $3,200 $3,200 $3,200 $3,200 $3,200 $3,200 $3,200 $3,200 $3,200 $3,200 $38,400 Total-Agency Services $3,850 $7,150 $5,650 $5,650 $5,650 $5,650 5,650 5 650 $5,650 $5,650 $5 650 $5,650 567,500 Village of Oa elk Hotels We 6 t 2002 Marketing Plan 6-Dec-01 MEDIA SCHEDULE TOTALS Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Group $13,450 $19,710 $15,244 $1,720 $5,456 $24,161 $9,879 $1,000 $21,274 $1,899 $7,149 $8,541 $131,094 Leisure Transient $4,100 $1,204 $29,752 $16,967 $4,603 $1,304 $13,223 $7,006 $9,360 $20,620 $6,857 $3,559 $119,555 Agency Services $3,850 57,150 55,650 55,650 55,650 55,650 $5,650 $5,650 $5,650 $5,650 $5,650 $5,650 $67,500 MEDIA SCHEDULE TOTALS $21,400 # $29,074 # $50,646 $24,337 # $15,709 # $31.715 $28,752 $11-756 . $136 28 1 $29,169 1 $19,656 $17,750 5318,149 GROUP ' Successful Meetings Emq: Monthly it : 75,296, qualified Summary: This is one of two major monthly full-color magazines serving the meetings industry. It is mailed to qualified meeting planners, trainers, and developers throughout the United States. Its objective is to empower its subscribers to be proficient and effective as meeting, incentive travel, and convention planners. Completely redesigned in January 2001, Successful Meetings aims to educate, inform, inspire, and entertain. Rec: One benefit to this popular meeting industry magazine is that an insert can be zoned to reach only circulation within the state of Illinois. An insert in the local issues of Successful Meetings will stand out from the rest of the advertisers in the magazine and really catch the attention of the local Chicago area meeting planners. Meeting Guide to the Midwest Feg: Semiannual Irs: 20,000, controlled SummaEy: The meetings industry trade publication Meeting News publishes this resource guide twice each year. The full-color, glossy Meeting Guide is circulated to all Meeting News • subscribers in the Midwestern states (Illinois, Wisconsin, Indiana, Michigan, Ohio, Kentucky, Missouri, Iowa, Minnesota, Kansas, Nebraska, South Dakota, & North Dakota), as well as to executives at thousands of meeting-intensive firms and regional & state associations. The guide includes meeting facility listings and advertisements in an easy-to-use, reference format. ec: The Meeting Guide to the Midwest hits your regional meeting planner marketplace, so it would be a good place to inexpensively promote the Oak Brook hotels' meeting facilities. The DuPage CVB will be subsidizing advertising in this publication in 2002. Midwest Meetings re : Semiannual Circ: 29,000, direct-mailed Summary: Midwest Meetings promotes the Midwest's meeting facilities and services to local, regional, and national meeting planners. Meeting planners use the directory as a resource guide when considering the Midwest as a destination for their meeting or convention. It is mailed directly to the meeting planners for corporations and associations. Rec: It targets the right market - Midwest meeting planners - and since it is printed just twice a year, each issue has quite a long shelf life. The most useful part of this magazine is the Directory Listing, a chart of advertising facilities at the back of the magazine that includes address, phone number, and meeting & reception information. The Spring/Summer 2002 �- edition is especially relevant as it will feature the Illinois Meeting Destination Guide, and the DuPage CVB will be subsidizing advertising under a "Destination DuPage" feature. Page 2 • Illinois Meetings & Events ' re : 3x/year it . 20,000, qualified mm : This is a relatively new magazine whose first issue was published in April 1999. There is a total distribution of 20,000 copies: 15,000 copies to qualified corporate and association meeting planners within Illinois & to key feeder markets surrounding Illinois, and 5,000 copies to members of professional associations such as ASAE, MPI, etc., who are located in the Midwest. Editorial focuses on promoting Illinois destinations and industry events to meeting & event planners within the state and key outside feeder markets. Advertisers are supplied with qualified leads. I like this magazine because it specializes in providing information about Illinois meetings and facilities. Readers will be interested in this editorial that is very local to them. The DuPage CVB will be subsidizing advertising in the Fall 2002 issue. Direct Mail We propose a mailer with an offer and/or premium item giveaway to entice meeting planners to book their meetings at the Oak Brook hotels. We can merge & purge targeted lists of corporate meeting planners with a list of local businesses. Vendors for the meeting planner list include Successful Meetings, Meetings & Conventions, Salesman's Guide, and MPI. The list of local businesses is purchased through the major database information company, InfoUSA. Possible criteria for the meeting planner list include: Meetings that are booked in Chicago area; season meetings are booked; number of meetings booked each year; corporate vs. association meetings; attendance; room rate; and type of facility used. Possible criteria for the list of local businesses include: Geography; annual sales volume; employee size; and SIC classification. The plan includes a cost to telequalify the contact person at the local businesses to ensure we are accurately sending the mailer to the person who plans that company's meetings. DuPage CVB Destination Guide meq: Annual cir-Q: 10,000, mixed requested & controlled Summary: Targeted to meeting planners and the group tour industry. The DuPage County CVB sends this guide to requests from those expressing an interest in planning a meeting in the county, and it is also distributed at local shows and to a database of potential business. Rec: This annual guide is the most targeted advertising vehicle available to reach planners that are thinking of holding their meetings in DuPage County. A full page 4/C ad in the guide ensures that these planners will know about the Oak Brook hotels' meeting facilities & amenities. Page 3 The Business Ledeer ' Eeq: Biweekly Circ: 11,000, mixed paid & controlled um a : The Business Ledger provides business news for and about DuPage County, Northwest Cook County, and the Fox Valley region. Editorial is slanted towards local coverage of news that affects this western suburban area of Chicago. Circulation is 11,000 copies, and readership is estimated at about 66,000 each month. 66% of Business Ledger readers are owners, presidents, or CEOs. 86% are college graduates. Rec: This newspaper may not be as targeted a publication for group as some of the other media vehicles on the plan, but it is good for reaching the very local business leaders in your backyard. Although they are not meeting planners by title, many of these business people are responsible for planning their company's small corporate meetings. MPI-Chicago Area Chapter Newsletter & Directory Freo: Newsletter - Bimonthly Directory - Annual Circ: 1,000, mailed to MPI-CAC members Summary: An extremely targeted and inexpensive vehicle to get your message in front of the core professional corporate meeting planners in the Chicagoland area. A display ad in the newsletter and directory show that you support and recognize the importance of MPI-CAC. Rec: One of the best ways to target your local professional meeting planners who are members of MPI. HTML Meeting Planner E-Mail Blast Another effective way to hit the meeting planners where they work is with a targeted HTML e-mail broadcast. These e-mail messages work best with a message that includes a call-to- action. We can target the meeting planners by state, and there are approximately 1,800 planners in Illinois. LEISURE TRANSIENT DuPaee CVB Visitors Guide Frea: Annual Circ: 100,000, requested Summary: Published annually, this comprehensive directory features member attractions, accommodations, facilities, and visitor services, and is distributed to a number of locations including the DCVB Visitor Centers and other prime locations. �'- Rec: A must for the Oak Brook hotels - Reaches those leisure travelers who have specifically requested information about DuPage County before visiting the area. Page 4 Chicago Tribune ' Eeg: Daily Circ: 674,603 weekday & 1,026,407 Sunday (440,318 Chicago & west suburban :ones), paid SummaEy The dominant daily newspaper serving Chicago and surrounding area. j&: More than anything else, the Tribune gets the phone ringing. The Friday Section is where people look to make weekend plans, and it is especially effective because it can be zoned to target those areas of Chicagoland that are most likely to stay at an Oak Brook hotel. The media schedule proposes three flights of large display ads during the year to promote seasonal rates & packages. Also included is a constant presence in the "Inns & Resorts" Travel Directory, which is printed in the Travel Section on Sunday & Wednesday. Daily Herald req: Daily Circ: 155,000 (45,000 DuPage/S. Kane County zone), paid um a : Daily general information newspaper that specifically caters to Chicago's western suburbs. They run a "Timeout" section on Fridays that is a weekend entertainment guide. jam: The Herald is especially good at reaching people in the affluent western suburbs. Readership of the Daily Herald is almost mutually exclusive from Tribune readers; i.e.. most people that read the daily Herald newspaper do not read the Tribune, so it is good to complement a Tribune advertising campaign with one in the Herald as well. As reflected on the media plan, advertising can be zoned to reach just those areas around Oak Brook that are most likely to stay at the hotels. Illinois Adventures meq: Annual it 1,725,000, paid SummaEy: This advertising insert circulates within the Sunday Travel section of various Midwest newspapers, but only to subscribers who have household incomes of$60,000+, a college degree, and a propensity to travel within the Midwest: Bloomington-Normal Pantagraph, Cedar Rapids Marion Gazette, Champaign-Urbana News Gazette, Chicago Daily Herald, Chicago Sun-Times, Chicago Tribune, Davenport-Bettendorf Quad City Times, Des Moines Register, Evansville Courier Press, Ft. Wayne Journal Gazette, Grand Rapids Press, Green Bay Press Gazette, Madison State Journal, Moline/Rock Island Dispatch, Paducah Sun, Peoria Journal Star, Rockford Register Star, South Bend Tribune, Springfield-Lincoln State Journal Register, St. Louis Post Dispatch, Suburban Chicago Newspapers, and Toledo Blade. R4: An inexpensive way to reach your feeder markets via their daily newspapers when they are looking for a summer getaway. The DuPage CVB will be subsidizing advertising in this insert in 2002. Page 5 Illinois Holiday Guide Er g: Annual -CIM: 1,250,000, paid Summary: This insert circulates within the Sunday Travel section of Midwest newspapers, but again only to subscribers who have household incomes of$60,000+, a college degree, and a propensity to travel within the Midwest: Bloomington-Normal Pantagraph, Champaign-Urbana News Gazette, Chicago Daily Herald, Chicago Sun-Times, Chicago Tribune, Davenport- Bettendorf Quad City Times, Decatur Herald & Review, Dubuque Telegraph, Ft. Wayne Journal Gazette, Green Bay Press Gazette, Madison State Journal, Moline/Rock Island Dispatch, Peoria Journal Star, Quincy Herald Whig, Rockford Register Star, South Bend Tribune, Springfield-Lincoln State Journal Register, Suburban Chicago Newspapers, and Terre Haute Tribune Star. &_q: An inexpensive way to reach your feeder markets via their daily newspapers when they are looking to travel for the holidays. The DuPage CVB will also be subsidizing advertising in this insert in 2002. Chicaeo Fall Break meq: Annual Circ: 200,000, paid Summa[y Yruduced in conjunction with the City of Chicago, "Chicago Fall Break" is a newspaper insert designed to showcase Chicagoland to residents of the Midwest, and to bring ithem to Chicago during the fall months. The supplement will be formatted as a 24-page, full- color magazine and will include editorial on the festivals & events taking place in Chicago in the fall. It will be inserted into daily newspapers in 8 Midwest markets: Indianapolis, Milwaukee, Grand Rapids, Peoria, Champaign, Springfield, Davenport, and South Bend. Be : Another inexpensive way to reach your feeder markets via their daily newspapers when they are looking to travel in the fall, traditionally a slow time for Chicago area leisure travel. Midwest Living EM: Bimonthly CLr.Q: 828,899, paid SummaEy: Midwest Living is a magazine that caters to the interests of Midwesterners, including culture, outdoor adventures, vacations, lodging, dining, and attractions. It focuses on the twelve states that make up America's heartland: Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, and Wisconsin. Total readership is 2,449,000 people; 75% of readers are female; 75% of readers took a domestic trip in the last year; median age is 44.5; median household income is $51,872. &.g.: Midwest Living is an upscale, well-read lifestyle magazine with a loyal following. An ad in the Traveler's Guide under the Illinois banner at the back of the magazine allows for frequent presence in the magazine with a user-friendly way to showcase the Oak Brook hotels. Reader service listings are included in the price of the ad. The DuPage CVB will be subsidizing advertising in Midwest Living in 2002. Page 6 Nome & Away E=: Bimonthly Qiw. 408,135 (IL/No. IN edition), controlled Summary: Magazine sent to AAA members in the Midwest and Great Plains states (Illinois, Indiana, Kentucky, Iowa, Minnesota, North Dakota, South Dakota, Nebraska, Kansas, Oklahoma, Colorado, Montana, and parts of Ohio). Editorial focuses on travel throughout the U.S. highlighting destinations, attractions, travel tips, suggested itineraries, tours etc. 58.9% of readers are female, 41% are between the ages of 45 and 64 and the average household income is over $70,000. Over 82% take weekend trips and 80.6% stay in hotels. Advertising can be zoned geographically; the media plan reflects the rates for the Illinois / N. Indiana edition. Bg.r.: With its data base of AAA members, this magazine definitely reaches the area leisure travelers. Current hotel advertisers in the magazine are all promoting special discounted rates for AAA members. The DuPage CVB will be subsidizing advertising under the Illinois banner in the Spring and Fall 2002 issues. West Suburban Living EM: Bimonthly it : 25,000, mixed paid & controlled Summa : West Suburban Living is a bimonthly entertainment guide to the western suburbs of Chicago. The magazine highlights things to do and places to go in the area, including an extensive calendar of events and activities in DuPage and the Fox Valley. There are also features focusing on the people, places, and issues that are distinctive to the region. It is direct-mailed into the homes of their targeted mailing list (new movers, patrons of the arts, subscribers to other magazines, etc.), and it is also bought on newsstands. Primary readers are females between the ages of 25 and 55; 33% dine out 5+ times a month. Re_q: I like this magazine because it reaches people in your local area that will be looking for things to do and places to stay in your neighborhood. Direct Mail A leisure mailer can be sent to lists supplied by your co-op partners, such as Morton Arboretum, Oak Brook Center mall, and Brookfield Zoo. Since people on these lists are known to frequent the Oak Brook area, an incentive may entice them to stay at the Oak Brook hotels next time they are planning to visit. Page 7 OTHER CONSIDERATIONS ' Chicago Official Visitors Guide re : 3x/year Q-rr.: 333,000, requested Summary: Digest sized pocket guide printed 3x/year. Mailed out as the leisure fulfillment piece via the new 877-Chicago call center, the www.choosechicago.com web site, Visitors Centers, and Navy Pier. It is the exclusive publication in convention delegate packets and at McCormick Place, concierges at 37 top Chicago hotels, and Midway & O'Hare airports. Rte: Targeted mostly to people who will be staying at one of the downtown city hotels, not the suburbs. The DuPage CVB is much more targeted in terms of reaching those people that are coming to the west suburban area. Chicago Magazine EM: Monthly (jim: 175,000, paid Summary: Chicago Magazine's editorial reports on local issues & events, personalities & politics, arts, dining, home furnishings, fashion, entertainment, nightlife, culture, and other aspects of the city and suburbs. There are regular columns that explore the quality of life in the Chicago area and reviews of theater, books, and art. The magazine's "Events" section describes and evaluates things to do, see, and hear each month in the Chicago area, and the monthly Dining section offers comprehensive listings and reviews of recommended restaurants. Average household income is $116,590; median age is 48.9 years; 70% have graduated a 4-year college or more; 75% own their own residence. Rec: Too expensive without a very targeted readership for the Oak Brook Hotels. You could run a call-to-action ad in Chicago Magazine, but I would strongly suggest a zoned ad in the Chicago Tribune's Friday section instead, which is more targeted and would be a much more efficient use of available dollars. Chicago Destination Plannine Guide E=: Annual h: 30,000, requested SummaEy: This is the Chicago Convention and Tourism Bureau's fulfillment piece for meeting and event professionals who are looking to book meetings in the Chicagoland area. Inside is a listing of meeting facility specs for Chicago area hotels and other venues. There is also detailed information about Chicago and the suburbs, including listings of convention industry services & suppliers, restaurants, nightlife, attractions, and retailers. tie The professional meeting and event planners who receive this publication will most likely be looking to book their business in the Chicago downtown area. Also, advertising is -, rather expensive. The DuPage CVB Destination Guide is a much more targeted vehicle to reach the planners who may be considering a meeting in Oak Brook. Page 8 Complete Event Planner ' f r g: Annual it : 20,000, controlled mm : This is Where Chicago's newest publication, whose first edition was published in the middle of October 1999. It is similar to the Chicago Destination Planning Guide except that it targets the "non-traditional" meeting planner. These are the employees of companies who coordinate sales meetings, client events, public relations activities, and staff holiday parties. These "non-traditional" event planners are behind up to 85% of the events and meetings that take place in Chicago. The publication is mailed out to a database of people who have been identified as planning their companies' meetings. Rec: As with the Chicago Destination Planning Guide described above, most of the recipients of the Complete Event Planner will be looking to meet in downtown Chicago, not in the western suburbs. Also, this is a newer publication with a direct-mail circulation, so it is not entirely clear whether people are actually using it. Cable One way to complement a print campaign is to mirror it with a cable advertising flight as well. The message would be hitting your target market twice — while they read the newspaper and watch television — so it can be effective in reaching people in the western suburbs. Cable channels to consider would include Lifetime, USA, E!, Travel, and The Weather Channel. However, cable advertisingbecomes almost prohibitively expensive when you include the P production costs to concept, storyboard, videotape, and edit the spot. We feel it would be better to use these dollars instead to increase frequency in the advertising vehicles included on the marketing plan. Horsetradine A Creative Marketing barter media program where publications trade out advertising space for room night credits at the hotel. We mail out an ad slick with a letter explaining the program to all publications within a specified radius of the hotel. When the papers run the ad, they supply the hotel with a tear sheet as proof of the ad and trade out the open rate cost of the ad for your rack rate in room credits (based on availability). The best thing about horsetrading is that most of the trade credits are never even used, so the hotel receives advertising at no cost. The publications that agree to horsetrading are going to be in the smaller towns, not the larger cities. For these small-town papers, it is prestigious just to have a big city hotel as an advertiser. Unfortunately, since it is a co-op ad running, the logistics of fulfilling the barter agreements would become difficult. If one person could centralize the information gathering and barter fulfillment, I would recommend the Oak Brook Hotels try out the horsetrading program. Page 9 Hotels of Oak Brook Strategic Objectives MEDIA PLANNING OBJECTIVES • Concentrate all efforts on group and leisure transient market segments. • Whenever possible, utilize vehicles which primarily target the Chicagoland area with an emphasis on areas surrounding Oak Brook. • Employ targeted vehicles with the least amount of"waste"coverage. • Choose frequency over reach. • Utilize vehicles which afford the greatest tracking opportunities. • Center distribution around key need periods. • When feasible, market in"flights" for greatest market penetration. • Utilize color and size to provide greater impact and flexibility of message. • Hotels of Oak Brook Key Learnings-Overview FACTS • 80%of hotels' business originates in Chicagol and area. • Competitive markets: Lisle/Naperville, Woodfield, Downtown, and O'Hare. • Downtown provides primary leisure competition. • Downtown has more "hidden" costs with higher taxes, high parking fees and gratuities. • 60/40 Transient to Group mix is average. • Bad months for leisure travel—Dec, Jan, Feb, late June,July,Aug. Good—April, Oct,Nov. • Small group considered 10-50 room nights. Business can book 1-3 months out. In current market,meetings are booking with short-term notice of 1-2 weeks at times. • Hotels accommodate meetings from 4 to 400 attendees. • Hotels often interact with Administrative staff and Office Managers when booking small group business. Decision making by these contacts is rate driven. COMMON ELEMENTS AMONG HOTELS • All have service for breakfast, lunch and dinner. All serve a brunch. • All have pools and fitness facilities. • All offer free parking and free transportation within a 5-mile radius. • All have business centers and teleconferencing. • Over 1,000 rooms available among the hotels. ADVANTAGES • Restaurants can be considered exceptional and competitive with offerings off-site. ff-site. P P g • Convenience of central location: All hotels approximately 10 miles to O'Hare, 15 miles to Midway, 20 miles to downtown. • Convenient to 188, 1294,and Rt. 83. • All have rental car counters. • Easy access to exclusive shopping and a variety of sporting and entertainment options. VILLAGE OF OAK BROOK HOTEL/ MOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF DECEMBER 31, 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 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 2,971.31 7,382.91 8,644.53 3, 515.57 $22, 514.32 TOTAL $42,450.93 $113,307.63 $105,861.73 $52,769.50 $314,389.79 VILLAGE OF OAK BROOK HOTEL/ MOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF JANUARY 24,2002 WYNDHAM MONTHS DRAKE HYATT MARRIOTT RENAISSANCE TOTAL January-02 2,220.01 5,453.76 5,700.99 $13,374.76 February-02 March-02 April-02 May-02 June-02 July-02 August-02 September-02 October-02 November-02 December-02 TOTAL $2,220.01 $5,453.76 $0.00 $5,700.99 $13,374.76 • • 6�OF 04�r P d �' 90 o H O f �2 �COUN7't \� 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, February 7,2002 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 DECEMBER 6, 2001 MINUTES 0 630.990.2392 OLD BUSINESS Police Department 630.990.2358 FAX 630.990.7484 NEW BUSINESS: Public Works Quarter Receipts A. Release of Fourth TRi is to DCVB Department Q p 630.990.3044 FAX 630.472.0223 B. 2002 Marketing Campaign Update 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. ift 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, February 7, 2002 Meeting Upper Level Conference Room Oak Brook Village Hall Present: Chairman John Merrill Ralph Maxson Tony Mira Absent: Laurie Adams Chuck Fleming Ted Selogie Also Present: Assistant Village Manager Michael Crotty Steve Thayer, Wyndham Drake Denise Brownell, Marketing Subcommittee Chair Sandy Dispensa, DuPage Convention and Visitors Committee Kristie Sup, Creative Marketing, Inc. Chad Neff, Creative Marketing, Inc. Meeting was called to order at 2:11 p.m. APPROVAL OF DECEMBER 6, 2001 MEETING MINUTES Moved by Tony Mira and seconded by Ralph Maxson to approve the minutes of the December 6, 2001 meeting as submitted. Motion passed 3-0. OLD BUSINESS: None. NEW BUSINESS: A. Release of Fourth Quarter Tax Receipts to DCVB: Motion by Ralph Maxson, seconded by Tony Mira to recommend that the Village Board release 20% of the 4th Quarter 2001 tax receipts to the DuPage Convention and Visitors Bureau. Motion passed 3-0. B. 2002 Marketing Campaign Update: Kristie Sup and Chad Neff of Creative Marketing Inc. presented several marketing pieces that have been designed for the 2002 campaign. Sup indicated that the question of using individual logos from the hotels still needed to be resolved. Chairman Merrill reminded the group that formal assurances are needed that logos will not be used without the formal consent of the individual properties. Maxson indicated that the Wyndham corporate logo does not include reference to the "Drake", and that most residents identify that property as the Drake. Page 1 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: February 7,2002 Maxson inquired as to how Creative Marketing will track the individual • advertisements and their success. It was noted that the responsibility is on the individual hotel to note that the caller mentioned the advertisement at the time of booking. Chairman Merrill indicated that the ads cannot identify a specific rate, but must be worded as "rates starting at...". OTHER BUSINESS Chairman Merrill asked that campaign status information be presented to show comparisons of budget to expenditure on a project by project basis. He also asked that tax receipts be presented to show year-to-year comparisons. Assistant Village Manager Crotty indicated that he will work on those presentations for future meetings. Steve Thayer was introduced as the new General Manager of the Wyndham Drake, and his official appointment to the Committee will occur at a February Village Board meeting. ADJOURNMENT Moved by Ralph Maxson and seconded by Tony Mira to adjourn the meeting at 3:28 p.m. Motion passed 3-0. ATTEST: f Michael A. Crotty Assistant Village Manager APPROVED: May 2, 2002 Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: February 7,2002 pGE OF 044, d � 90 o - w O �2 v �OOUNTI \� 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 Development 630.990.3045 FAX 630.990.3985 Engineering Department 630.990.3010 FAX 630.990.3985 NOTICE OF CANCELED MEETING Fire Department 630.990.3040 0 630.990.2392 NOTICE IS HEREBY GIVEN that the regularly scheduled Police Department 630.990.2358 FAX 630.990.7484 Oak Brook Hotel, Convention and Visitors Committee Meeting of Public Works ThursdayMarch 7 2002 has been CANCELED. Department > > 630.990.3044 FAX 630.472.0223 Oak Brook Public Library VILLAGE OF OAK BROOK 1112 Oak Brook Road Oak Brook,IL 60523-4623 630.990.2222 FAX 630.990.0170 Oak Brook Sports Core 03-01-02 Bath&Tennis Club 700 Oak Brook Road Oak Brook,IL 60523-4600 630.990.3020 FAX 630.990.1002 iftGolf Club 06 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 \PVE 0 F0 q � o w O `2 �OOUNTV '\ 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 Development 630.990.3045 FAX 630.990.3985 Engineering Department 630.990.3010 FAX 630.990.3985 NOTICE OF CANCELED MEETING Fire Department 630.990.3040 1*630.990.2392 NOTICE IS HEREBY GIVEN that the regularly scheduled Police Department 630.990.2358 FAX 630.990.7484 Oak Brook Hotel, Convention and Visitors Committee Meeting of Public Works Department Thursday, April 4, 2002 has been CANCELED due to the lack of a 630.990.3044 FAX 630.472.0223 quorum. Oak Brook Public Library 1112 Oak Brook Road Oak Brook,IL 60523-4623 VILLAGE OF OAK BROOK 630.990.2222 FAX 630.990.0170 Oak Brook Sports Core Bath&Tennis Club 700 Oak Brook Road Oak Brook,IL 60523-4600 04-01-02 630.990.3020 FAX 630.990.1002 *Golf Club 06 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 v�OF 04t P ego Cr ,�� CO .14 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,April 4, 2002 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 FEBRUARY 7, 2002 MINUTES 0 630.990.2392 Police Department OLD BUSINESS: 630.990.2358 FAX 630.990.7484 A. 2002 Marketing Campaign Update Public Works Department NEW BUSINESS 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 Golf Club 06 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 VILLAGE OF OAK BROOK HOTEUMOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF MARCH 21, 2002 WYNDHAM MONTH DRAKE HYATT MARRIOTT RENAISSANCE TOTAL January-02 2,220.01 5,453.76 12,022.16 5,700.99 25,396.92 February-02 2,387.40 4,221.54 5,875.29 2,336.82 14,821.05 March-02 6,746.46 2,767.54 9,514.00 April-02 May-02 June-02 July-02 August-02 September-02 October-02 November-02 December-02 TOTAL $4,607.41 $9,675.30 $24,643.91 $10,805.35 $49,731.97 s • • VILLAGE OF OAK BROOK HOTEL/MOTEL TAX RECEIPTS #21-4120 YEARLY COMPARISON CASH BASIS MONTHS 1998 1999 2000 2001 2002 JANUARY 21,889.45 32,681.87 21,255.73 29,051.62 25,396.92 FEBRUARY 26,877.23 19,060.55 27,749.19 19,715.67 14,821.05 MARCH 21,087.76 29,751.99 19,952.34 21,441.34 9,514.00 (mo to date) APRIL 22,888.49 24,204.92 27,710.25 24,877.16 MAY 26,065.57 26,279.46 26,585.64 27,197.72 JUNE 29,242.52 30,680.46 28,254.57 31,368.39 JULY 25,864.86 29,991.29 35,466.38 32,911.20 AUGUST 22,760.38 28,706.12 26,549.08 19,119.61 SEPTEMBER 40,015.93 30,598.69 41,264.33 14,315.62 OCTOBER 29,258.04 28,897.57 28,609.81 38,734.74 NOVEMBER 31,969.34 36,203.77 41,235.03 33,142.40 DECEMBER 25,240.51 26,037.95 30,911.23 22,514.32 TOTAL 323,160.08 343,094.64 355,543.58 314,389.79 49,731.97 OF 044,690 � o is y 0 � \r 600UN71 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, May 2,2002 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 FEBRUARY 7, 2002 MINUTES 0 630.990.2392 OLD BUSINESS: Police Department 630.990.2358 FAX 630.990.7484 A. 2002 Marketing Campaign Update Public Works Department NEW BUSINESS 630.990.3044 FAX 630.472.0223 A. Release of First Quarter 2002 Tax Receipts to DuPage Oak Brook Convention and Visitors Bureau--$11,241.69 Public Library OTHER BUSINESS 1112 Oak Brook Road Oak Brook,IL 60523-4623 ADJOURNMENT 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 FAX 630.990.1002 Coordinator, at (630) 990-5738 as soon as possible before the meeting date. jftGolf 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, May 2, 2002 Meeting Upper Level Conference Room Oak Brook Village Hall Present: Chairman John Merrill Chuck Fleming Ralph Maxson Tony Mira Steve Thayer Absent: Laurie Adams Ted Selogie Also Present: Assistant Village Manager Michael Crotty Skip Stritmatter, DuPage Convention & Visitors Committee Denise Brownell, Marketing Subcommittee Chair Kristie Sup, Creative Marketing, Inc. Katie Kozlicki, Creative Marketing, Inc. Meeting was called to order at 2:05 p.m. APPROVAL OF FEBRUARY 7, 2002 MEETING MINUTES • Moved by Ralph Maxson and seconded by Tony Mira to approve the minutes of the February 7, 2002 meeting as submitted. Motion passed 5-0. OLD BUSINESS: A. 2002 Marketing Campaign Update: Representatives from Creative Marketing updated the Committee on activities undertaken so far in 2002. An insert including a giveaway for meeting planners seeking to book meetings in Oak Brook was distributed to the Committee. The insert provides an entry to win an Ultimate Oak Brook Shopping Weekend. Chuck Fleming pointed out that in some parts of the insert, there are references to Oakbrook Center and in others the references are to Oak Brook Shopping Weekend. It was clarified that the grand prize is an overall Oak Brook shopping weekend, while the first and second prizes are Oakbrook Center Ultimate Shopping Excursions. The insert will be corrected to make that distinction. A direct mail piece for groups was also distributed and will be mailed to approximately 6,300 meeting and convention subscribers. An "e-mail blast" that will go to 2,000 meeting planners via the Internet is also planned. Chairman Merrill asked whether precautions have been taken to • address privacy concerns. Kristie Sup indicated that she believed the list Pagel of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: May 2,2002 was of meeting planners who have registered to receive such information, • and that in any event, that would be confirmed before the activity was conducted. It was reported that not much has changed regarding the leisure campaign since the last meeting. The Shop & Stay Package is still in effect and ads have been placed in Midwest Living, the Chicago Tribune and The Daily Herald. It was also reported that DCVB is now receiving calls for fulfillment work regarding the various campaigns. NEW BUSINESS: A. Release of First Quarter Tax Receipts to DCVB: Motion by Ralph Maxson, seconded by Tony Mira to recommend that the Village Board release 20% of the 1 S` Quarter 2002 tax receipts to the DuPage Convention and Visitors Bureau. Motion passed 5-0. ADJOURNMENT Moved by Chuck Fleming and seconded by Steve Thayer to adjourn the meeting • at 2:50 p.m. Motion passed 5-0. ATTEST: 'j'"i a - L'�v Michael A. Crotty Assistant Village Manager APPROVED: August 8, 2002 • Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: May 2,2002 VILLAGE OF OAK BROOK • HOTEL/MOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF APRIL 25, 2002 WYNDHAM MONTH DRAKE HYATT MARRIOTT RENAISSANCE TOTAL January-02 2,220.01 5,453.76 12,022.16 5,700.99 25,396.92 February-02 2,387.40 4,221.54 5,875.29 2,336.82 14,821.05 March-02 2,074.27 4,402.21 6,746.46 2,767.54 15,990.48 April-02 2,449.35 8,136.56 3,250.41 13,836.32 May-02 June-02 July-02 August-02 September-02 October-02 November-02 December-02 TOTAL $9,131.03 $14,077.51 $32,780.47 $14,055.76 $70,044.77 • • i • VILLAGE OF OAK BROOK HOTEL/MOTEL TAX RECEIPTS #21-4120 YEARLY COMPARISON CASH BASIS MONTHS 1998 1999 2000 2001 2002 JANUARY 21,889.45 32,681.87 21,255.73 29,051.62 25,396.92 FEBRUARY 26,877.23 19,060.55 27,749.19 19,715.67 14,821.05 MARCH 21,087.76 29,751.99 19,952.34 21,441.34 15,990.48 APRIL 22,888.49 24,204.92 27,710.25 24,877.16 13,836.32 (mo to date) MAY 26,065.57 26,279.46 26,585.64 27,197.72 JUNE 29,242.52 30,680.46 28,254.57 31,368.39 JULY 25,864.86 29,991.29 35,466.38 32,911.20 AUGUST 22,760.38 28,706.12 26,549.08 19,119.61 SEPTEMBER 40,015.93 30,598.69 41,264.33 14,315.62 OCTOBER 29,258.04 28,897.57 28,609.81 38,734.74 NOVEMBER 31,969.34 36,203.77 41,235.03 33,142.40 DECEMBER 25,240.51 26,037.95 30,911.23 22,514.32 TOTAL 323,160.08 343,094.64 355,543.58 314,389.79 70,044.77 vt OF OAK °o t y f O V F00UN11 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 Development 630.990.3045 FAX 630.990.3985 Engineering Department 630.990.3010 FAX 630.990.3985 NOTICE OF CANCELED MEETING Fire Department 630.990.3040 630.990.2392 NOTICE IS HEREBY GIVEN that the regularly scheduled Police Department 630.990.2358 FAX 630.990.7484 Oak Brook Hotel, Convention and Visitors Committee Meeting of Public Works Thursday,June 6 2002 has been CANCELED. Department 630.990.3044 FAX 630.472.0223 Oak Brook Public Library VILLAGE OF OAK BROOK 600 Oak Brook Road Oak Brook,IL 60523-2200 630.990.2222 FAX 630.990.4509 Oak Brook Sports Core 05-31-02 Bath&Tennis Club 700 Oak Brook Road Oak Brook,IL 60523-4600 630.990.3020 FAX 630.990.1002 06 olf Club York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 JUNE 28,2002 VILLAGE OF OAK BROOK 1200 Oak Brook Road Oak Brook, Illinois 60523 • NOT/CE JULY 2002 TUESDAY, REGULAR ZONING BOARD OF APPEALS MEETING 7:30 P.M. JULY 2 HOLIDAY—MEETING RESCHEDULED— SEE BELOW THURSDAY, HOTEL, CON I /IRS COMMITTEE 2:00 P.M. JULY 4 HOLIDAY— L L ED TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. JULY 9 Village Commons-Samuel E. Dean Board Room WEDNESDAY, OAK BROOK SAFETY PATHWAY COMMITTEE 7:30 P.M. JULY 10 Village Commons-Samuel E. Dean Board Room THURSDAY, OAK BROOK 2002 AUTUMN FESTIVAL COMMITTEE 7:00 P.M. JUL Y 11 Oak Brook Bath and Tennis Club-800 Oak Brook Road THURSDAY, REGULAR ZONING BOARD OF APPEALS MEETING 7:30 P.M. JULY 11 Village Commons-Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes • 3. Wollensak'-3604 York Road -Variation-Front Yard Setback 4. DuPage Housing authority"-3400 St.Paschal Drive-Text Amendments and Special Use in the CR Distnct to Convert the Existing Friary Building into a Senior Citizen Assisted Living Facility 5. Other Business 6. Adjournment MONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. JULY 15 Village Commons-Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. TropinskUJachimowicz Resubdivision-808 and 806 Coventry Lane-Preliminary and Final Plat of Subdivision-Resubdivision of Two Lots 4. Village of Oak Brook-Zoning Ordinance Review Project-Text Amendment- Title 13 of the Village Code-Chapter 3 General Zoning Provisions-Section 13-3-6-B Fences 5. Other Business 6. Adjournment MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. JULY 22 Village Commons-Samuel E. Dean Board Room TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. JULY 23 Village Commons-Samuel E. Dean Board Room '!tern 3 on the Zoning Board of Appeals Agenda-Legal Notice for public hearing was published in the Daily Herald on April 12, 2002 n4 on the Zoning Board of Appeals Agenda-Legal Notice for public hearing was published in the Daily Herald on April 12, 2002 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. hl r0-N0T.;0o:JULY - a vF O F 0 �' 99 O ® A' _ y O f �2 V ,��. VILLAGE OF OAK BROOK �COUNT HOTEL, CONVENTION AND VISITORS COMMITTEE Village of Oak Brook Rescheduled Meeting 1200 Oak Brook Road Thursday,August 8, 2002 Oak Brook,IL 60523-2255 Upper Level Conference Room -2:00 P.M. Website Village Hall www.oak-brook.org 1200 Oak Brook Road Administration Oak Brook, Illinois 60523 630.990.3000 FAX 630.990.0876 Community Development AGENDA 630.990.3045 FAX 630.990.3985 Engineering MEETING CALLED TO ORDER Department 630.990.3010 APPROVAL OF MAY 2,2002 MINUTES FAX 630.990.3985 Fire Department OLD BUSINESS: 630.990.3040 to630.990.2392 A. Review of 2002 Marketing Campaign Police Department 630.990.2358 NEW BUSINESS FAX 630.990.7484 Public Works A. Release of Second Quarter 2002 Tax Receipts to DuPage Department Convention and Visitors Bureau--$14,098.99 630.990.3044 FAX 630.472.0223 B. 2003 Budget Oak Brook C. Committee Structure Changes Public Library OTHER BUSINESS 600 Oak Brook Road Oak Brook,IL 60523-2200 630.990.2222 ADJOURNMENT FAX 630.990.4509 Oak Brook Sports Core Bath&Tennis Club In accordance with the provisions of the Americans with Disabilities Act, 700 Oak Brook Road any individual who is in need of a reasonable accommodation in order to Oak Brook,IL 60523-4600 participate in or benefit from attendance at a public meeting of the Village FAX .990. 01002 3020 of Oak Brook should contact Michael Crotty, the Village's ADA Coordinator, at (630) 990-5738 as soon as possible before the meeting olf Club date. 6 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 Oak Brook Hotel, Convention & Visitors Committee Minutes of Thursday,August 8,2002 Meeting Upper Level Conference Room Oak Brook Village Hall Present: Chairman John Merrill Laurie Adams Ralph Maxson Ted Selogie Steve Thayer Absent: Chuck Fleming Tony Mira Also Present: Trustee John Craig Acting Village Manager Michael Crotty Skip Stritmatter, DuPage Convention &Visitors Committee Denise Brownell, Marketing Subcommittee Chair Beth Brophy, Creative Marketing, Inc. Meeting was called to order at 2:02 p.m. APPROVAL OF MAY 2, 2002 MEETING MINUTES • Moved by Ralph Maxson and seconded by Steve Thayer to approve the minutes of the May 2, 2002 meeting as submitted. Motion passed 5-0. OLD BUSINESS: Review of 2002 Marketing Campaign: Beth Brophy from Creative Marketing indicated that she has taken over the account from Kristie Sup, and provided an update on the status of the 2002 campaign. She indicated that the group mail project has been successful with a 6% response rate (1- 2% is considered successful in the industry). Also implemented since the last update were an e-mail blast to meeting planners, follow-up letters with groups, and a fulfillment piece sent to leisure travelers requesting information. NEW BUSINESS: A. Release of Second Quarter Tax Receipts to DCVB: Motion by Ralph Maxson, seconded by Laurie Adams to recommend that the Village Board release 20% of the 2"a Quarter 2002 tax receipts to the DuPage Convention and Visitors Bureau. Motion passed 5-0. Page 1 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: August 8,2002 • B. 2003 Budget: Chairman Merrill indicated that at this point in time, receipts are approximately $31,000 less than at the same time last year. Acting Village Manager Crotty indicated that the 2003 budget for the marketing campaign will not be affected since there is a significant fund balance in the Hotel Tax Fund. The Committee discussed the relationship with Creative Marketing, and indicated that at this point, the Committee is pleased with the work and desire to continue working with the agency for the 2003 campaign. Motion by Laurie Adams, seconded by Ted Selogie to recommend that the Village Board authorize staff to negotiate a contract with Creative Marketing for the development and implementation of the 2003 Marketing Campaign. Motion passed 5-0. C. Committee Structure Changes: Acting Village Manager Crotty informed the Committee that an amendment to the ordinance outlining the structure of the Committee was going to be considered by the Village Board. The amendment is necessary to accommodate two new members, one from McDonald's Lodge and the other from the Residence Inn. OTHER BUSINESS: Chairman Merrill asked the Committee to consider nominations or volunteers to serve as the Chairman of the Hotel, Convention and Visitors Committee, noting that he originally accepted his appointment for a period of one year. ADJOURNMENT Moved by Ralph Maxson and seconded by Steve Thayer to adjourn the meeting at 2:49 p.m. Motion passed 5-0. ATTEST: Michael A. Crotty Acting Village Manager APPROVED: ,October 3_, 2002 Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: August 8,2002 0 .r VILLAGE OF OAK BROOK HOTEL/MOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF July, 31 2002 WYNDHAM HYATT HYATT MONTH DRAKE REGENCY MARRIOTT RENAISSANCE LODGE TOTAL January-02 2,220.01 5,453.76 12,022.16 5,700.99 - 25,396.92 February-02 2,387.40 4,221.54 5,875.29 2,336.82 - 14,821.05 March-02 2,074.27 4,402.21 6,746.46 2,767.54 - 15,990.48 April-02 2,449.35 5,908.33 8,136.56 3,250.41 - 19,744.65 May-02 3,276.61 7,310.68 8,391.76 3,509.28 - 22,488.33 June-02 3,316.73 11,449.83 9,299.60 4,195.81 - 28,261.97 July-02 3,805.40 9,244.10 8,921.75 3,757.45 2,502.99 28,231.69 August-02 September-02 October-02 November-02 December-02 TOTAL $19,529.77 $47,990.45 $59,393.58 $25,518.30 $2,502.99 $154,935.09 VILLAGE OF OAK BROOK HOTEL/MOTEL TAX RECEIPTS #214120 YEARLY COMPARISON CASH BASIS MONTHS 1998 1999 2000 2001 2002 JANUARY 21,889.45 32,681.87 21,255.73 29,051.62 25,396.92 FEBRUARY 26,877.23 19,060.55 27,749.19 19,715.67 14,821.05 MARCH 21,087.76 29,751.99 19,952.34 21,441.34 15,990.48 APRIL 22,888.49 24,204.92 27,710.25 24,877.16 19,744.65 MAY 26,065.57 26,279.46 26,585.64 27,197.72 22,488.33 JUNE 29,242.52 30,680.46 28,254.57 31,368.39 28,261.97 JULY 25,864.86 29,991.29 35,466.38 32,911.20 28,231.69 AUGUST 22,760.38 28,706.12 26,549.08 19,119.61 SEPTEMBER 40,015.93 30,598.69 41,264.33 14,315.62 OCTOBER 29,258.04 28,897.57 28,609.81 38,734.74 NOVEMBER 31,969.34 36,203.77 41,235.03 33,142.40 DECEMBER 25,240.51 26,037.95 30,911.23 22,514.32 TOTAL 323,160.08 343,094.64 355,543.58 314,389.79 154,935.09 August 30,2002 VILLAGE OF OAK BROOK 1200 Oak Brook Road Oak Brook, Illinois 60523 NOTICE SEPTEMBER 2002 TUESDAY, REGULAR ZONING BOARD OF APPEALS MEETING 7:30 P.M. SEPTEMBER 3 Village Commons-Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. Oak Brook Club Subdivision —Oak Brook Club Drive-Variation—Fence* 4. Other Business 5. Adjournment THURSDAY, HOTEL, CONY T ftJffS COMMITTEE SEPTEMBER 5 MEETING CA L LLJJ TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. SEPTEMBER 10 Village Commons-Samuel E. Dean Board Room WEDNESDAY, OAK BROOK SAFETY PATHWAY COMMITTEE 7:30 P.M. SEPTEMBER 11 THURSDAY, OAK BROOK 2002 AUTUMN FESTIVAL COMMITTEE 7:00 P.M. SEPTEMBER 12 Oak Brook Bath and Tennis Club—800 Oak Brook Road ONDAY, REGULAR PLAN COMMISSION MEETING 7:30 P.M. SEPTEMBER 16 Village Commons—Samuel E. Dean Board Room AGENDA 1. Roll Call 2. Approval of Minutes 3. Parille—214 Forest Trail—Flood Plain Special Use to Allow Driveway and Portion of Garage in the Flood Plain 4. John G. Stob Subdivision—3050 Hunt Club Lane—Preliminary and Final Plat Two-Lot Subdivision 5. Village of Oak Brook—Zoning Ordinance Review Project— Text Amendment**— Title 13 of the Village Code—Chapter 3 General Zoning Provisions—Section 13-3-6-B Fences 6. Other Business 7. Adjournment MONDAY, COMMITTEE-OF-THE-WHOLE MEETING 7:30 P.M. SEPTEMBER 23 Village Commons-Samuel E. Dean Board Room TUESDAY, REGULAR BOARD OF TRUSTEES MEETING 7:30 P.M. SEPTEMBER 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 August 9, 2002 In accordance with the provisions of the American with Disabilities Act, any individual who is in need of a reasonable accommodation or der to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the ge'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-2002-SEP Vt OF 0q4 �P e90 O e �I h Q) F �.��2 VILLAGE OF OAK BROOK cou"T� HOTEL, CONVENTION AND VISITORS COMMITTEE Village of Oak Brook Regular Meeting 1200 Oak Brook Road Thursday, October 3, 2002 Oak Brook,IL 60523-2255 Upper Level Conference Room -2:00 P.M. Website Village Hall www.oak-brook.org 1200 Oak Brook Road Administration Oak Brook, Illinois 60523 630.990.3000 FAX 630.990.0876 Community Development AGENDA 630.990.3045 FAX 630.990.3985 Engineering MEETING CALLED TO ORDER Department 630.990.3010 APPROVAL OF AUGUST 8,2002 MINUTES FAX 630.990.3985 Fire Department OLD BUSINESS 630.990.3040 to 630.990.2392 NEW BUSINESS: Police Department l R A. Release of Third Quarter 2002 Tax Receipts to DuPa e 630.990.2358 AQ 1� g FAX 630.990.7484 Convention and Visitors Bureau--$14,694.84 Public Works B. Discussion: Advice Concerning Use of Hotel Tax Receipts Department 630.990.3044 for Beautification FAX 630.472.0223 OTHER BUSINESS Oak Brook Public Library ADJOURNMENT 600 Oak Brook Road Oak Brook,IL 60523-2200 630.990.2222 FAX 630.990.4509 In accordance with the provisions of the Americans with Disabilities Act, 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 700 Oak Brook Road Coordinator, at (630) 990-5738 as soon as possible before the meeting Oak Brook,IL 60523-4600 date. 630.990.3020 FAX 630.990.1002 W6olf Club York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 r , r • Oak Brook Hotel, Convention & Visitors Committee Minutes of Thursday, October 3, 2002 Meeting Upper Level Conference Room Oak Brook Village Hall Present: Chairman John Merrill Chuck Fleming Ralph Maxson Tony Mira Absent: Laurie Adams Terry Kelodzie Ted Selogie Steve Thayer Also Present: Acting Village Manager Michael Crotty Skip Stritmatter, DuPage Convention&Visitors Committee Meeting was called to order at 2:01 p.m. APPROVAL OF AUGUST 8, 2002 MEETING MINUTES Moved by Ralph Maxson and seconded by Tony Mira to approve the minutes of . the August 8, 2002 meeting as submitted. Motion passed 4-0. OLD BUSINESS: Chairman Merrill indicated that the Marketing Subcommittee was moving forward with the development of the 2003 Marketing Campaign, and that the Committee would like to incorporate tie-ins with Oakbrook Center. NEW BUSINESS: A. Release of Third Quarter Tax Receipts to DCVB: Motion by Chuck Fleming, seconded by Ralph Maxson to recommend that the Village Board release 20% of the 3rd Quarter 2002 tax receipts to the DuPage Convention and Visitors Bureau. Motion passed 4-0. B. Discussion: Advice Concerning Use of Hotel Tax Receipts for Beautification: Acting Village Manager Crotty indicated that during its discussion concerning the 2003 — 2007 Five Year Financial Plan, the Village Board raised the possibility of using hotel tax receipts for beautification efforts in the Village, and also indicated its interest in obtaining the opinion of the Hotel, Convention and Visitors Committee as to whether or not beautification would be considered an acceptable use of Page 1 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: October 3,2002 these funds (i.e. serve to promote overnight stays in the Village of Oak Brook). Mira indicated that he had never had any guest complain about the appearance of the town, and stated that whether or not using hotel tax receipts for Village beautification would depend on what was planned. Mira also questioned whether using hotel tax receipts for Village beautification meant that responsibility for the beautification would rest with the Committee. Fleming indicated that from his standpoint, he considers the question of what brings people to Oakbrook Center. He indicated that he believed it would be difficult to place a direct correlation between plantings and overnight stays in Oak Brook. He also indicated that he would be concerned about spending hotel tax funds for beautification on residential streets, but if the funds were used to create some special amenity that would be a public relations statement in a central area, the idea may be more appropriate. Maxson indicated that the issue poses more questions than answers, and that he is concerned that funding will be taken away from marketing efforts. Chairman Merrill suggested that if hotel tax receipts were used for beautification, that fact could be used as a public relations boost by publicizing that the Hotel, Convention and Visitors Committee are participating in the effort. But he also noted that it would be difficult to tie overnight stays to such an effort. He also indicated that given the current economic downturn and its effect on the hotel industry, every dollar that can be earmarked for marketing efforts may be better spent on such marketing. It was the consensus of the Committee that Chairman Merrill prepare a letter from the Committee indicating its opinion on the matter, and that Acting Village Manager Crotty would make that available to the Village Board. OTHER BUSINESS: Chairman Merrill asked the hotel general managers to meet with their sales directors to discuss their wishes for the 2003 Marketing Campaign. ADJOURNMENT Moved by Chuck Fleming and seconded by Ralph Maxson to adjourn the meeting at 2:48 p.m. Motion passed 4-0. ATTEST: Michael A. Crotty Acting Village Manager APPROVED: November 7, 2002 Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: October 3,2002 OgXB � 90 O y G � UNTY \\. VILLAGE OF OAK BROOK Interoffice Memorandum DATE: September 30, 2002 TO: Oak Brook Hotel, Convention and Visitors Committee FROM: Michael A. Crotty, Acting Village Managerlwt/ SUBJECT: Use of Hotel Tax Receipts for Beautification During the Village Board's discussion concerning the 2003 — 2007 Five Year Financial Plan, a question was raised regarding the use of hotel tax receipts for beautification efforts in the Village. The Board indicated its interest in obtaining the opinion of the Hotel, Convention and Visitors Committee as to whether or not beautification would be considered an acceptable use of these funds (i.e. serve to promote overnight stays in the Village of Oak Brook). As such, I am placing this question on the Agenda for the October 3, 2002 regular meeting of the Hotel, Convention and Visitors Committee. /mac use of tax advice VILLAGE OF OAK BROOK , HOTEL/MOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF September 26, 2002 WYNDHAM HYATT HYATT MONTH DRAKE REGENCY MARRIOTT RENAISSANCE LODGE TOTAL January-02 2,220.01 5,453.76 12,022.16 5,700.99 - 25,396.92 February-02 2,387.40 4,221.54 5,875.29 2,336.82 - 14,821.05 March-02 2,074.27 4,402.21 6,746.46 2,767.54 - 15,990.48 April-02 2,449.35 5,908.33 8,136.56 3,250.41 - 19,744.65 May-02 3,276.61 7,310.68 8,391.76 3,509.28 - 22,488.33 June-02 3,316.73 11,449.83 9,299.60 4,195.81 - 28,261.97 July-02 3,805.40 9,244.10 8,921.75 3,757.45 2,502.99 28,231.69 August-02 3,442.12 6,817.55 8,305.23 4,190.45 4,068.66 26,824.01 September-02 3,531.08 8,919.06 3,994.24 1,974.11 18,418.49 October-02 November-02 December-02 TOTAL $26,502.97 $54,808.00 $76,617.87 $33,702.99 $8,545.76 $200,177.59 VILLAGE OF OAK BROOK HOTEL/MOTEL TAX RECEIPTS #21-4120 YEARLY COMPARISON ' CASH BASIS MONTHS 1998 1999 2000 2001 2002 JANUARY 21,889.45 32,681.87 21,255.73 29,051.62 25,396.92 FEBRUARY 26,877.23 19,060.55 27,749.19 19,715.67 14,821.05 MARCH 21,087.76 29,751.99 19,952.34 21,441.34 15,990.48 APRIL 22,888.49 24,204.92 27,710.25 24,877.16 19,744.65 MAY 26,065.57 26,279.46 26,585.64 27,197.72 22,488.33 JUNE 29,242.52 30,680.46 28,254.57 31,368.39 28,261.97 JULY 25,864.86 29,991.29 35,466.38 32,911.20 28,231.69 AUGUST 22,760.38 28,706.12 26,549.08 19,119.61 26,824.01 SEPTEMBER 40,015.93 30,598.69 41,264.33 14,315.62 18,418.49 OCTOBER 29,258.04 28,897.57 28,609.81 38,734.74 NOVEMBER 31,969.34 36,203.77 41,235.03 33,142.40 DECEMBER 25,240.51 26,037.95 30,911.23 22,514.32 TOTAL 323,160.08 343,094.64 355,543.58 314,389.79 200,177.59 pGE OF 044.e � 90 o � f - h O V� �COUNTV •� 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 n eerie NOTICE IS HEREBY GIVEN that the regularly scheduled Pa 630.990.3010 FAX 630.990.3985 Oak Brook Hotel, Convention and Visitors Committee meeting of Fire Department 630.990.3040 Thursday, November 7, 2002 has been rescheduled from 2:00 p.m. to to630.990.2392 3:00 p.m. in the Upper Level Conference Room of the Village Police Department 630.990.2358 FAX 630.990.7484 Commons. Public Works Department 630.990.3044 FAX 630.472.0223 Oak Brook VILLAGE OF OAK BROOK Public Library 600 Oak Brook Road Oak Brook,IL 60523-2200 11/01/02 630.990.2222 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 * olf Club 6 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 CSE OF 044, P �9 o N O F VILLAGE OF OAK BROOK ou"�v `� HOTEL, CONVENTION AND VISITORS COMMITTEE Village of Oak Brook Regular Meeting 1200 Oak Brook Road Thursday, November 7, 2002 Oak Brook,IL 60523-2255 Upper Level Conference Room -3:00 P.M. Website Village Hall www.oak-brook.org 1200 Oak Brook Road Administration Oak Brook, Illinois 60523 630.990.3000 FAX 630.990.0876 Community Development AGENDA 630.990.3045 FAX 630.990.3985 Engineering MEETING CALLED TO ORDER Department 630.990.3010 APPROVAL OF OCTOBER 3,2002 MINUTES FAX 630.990.3985 Fire Department OLD BUSINESS: 630.990.3040 0 630.990.2392 1) 2002 Marketing Campaign Status Police Department 630.990.2358 NEW BUSINESS: FAX 630.990.7484 1) 2003 Marketing Campaign Public Works Department 630.990.3044 OTHER BUSINESS FAX 630.472.0223 ADJOURNMENT Oak Brook Public Library 600 Oak Brook Road In accordance with therovisions of the Americans with Disabilities Act Oak Brook,IL 60523-2200 p 630.990.2222 any individual who is in need of a reasonable accommodation in order to FAX 630.990.4509 participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Oak Brook Sports Core Coordinator, at (630) 990-5738 as soon as possible before the meeting Bath&Tennis Club date. 700 Oak Brook Road Oak Brook,IL 60523-4600 630.990.3020 FAX 630.990.1002 W6If Club York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 • Oak Brook Hotel, Convention & Visitors Committee Minutes of Thursday, November 7,2002 Meeting S. E. Dean Board Room Oak Brook Village Hall Present: Chairman John Merrill Laurie Adams Tony Mira Ted Selogie Steve Thayer Absent: Chuck Fleming Ralph Maxson Also Present: Acting Village Manager Michael Crotty Julie Coker, General Manager—McDonald's Hyatt Lodge Denise Brownell,Marketing Subcommittee Chair Skip Stritmatter, DuPage Convention&Visitors Committee Rob Grusin, Creative Marketing Beth Brophy, Creative Marketing Meeting was called to order at 3:02 p.m. • APPROVAL OF OCTOBER 3, 2002 MEETING MINUTES Moved by Tony Mira and seconded by Laurie Adams to approve the minutes of the October 3, 2002 meeting as submitted. Motion passed 4-0. OLD BUSINESS: 1. 2002 Marketing Campaign Status: Beth Brophy of Creative Marketing distributed a status update of the 2002 Marketing Campaign(attached to minutes). She indicated that there were 24,982 sessions logged on the hotels of oak brook website. Steve Thayer requested that detail be provided concerning what visitors are looking at on the web site. Brophy indicated that she would be able to provide access to that information. NEW BUSINESS: 1. 2003 Marketing Campaign: Creative Marketing presented its proposed marketing campaign for 2003 based on 2002 results and its work with the Marketing Subcommittee. Changes made from the 2002 campaign include placing emphasis on two distinct flights of group media (once in spring and once in fall), beginning media earlier, eliminating the Chicago Tribune "Inns & Resorts" Travel Directory listing, eliminating Home & Away magazine from the 2003 Plan, and increasing the number of placements in Midwest Page 1 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes:November 7,2002 . Living and bumping up the ad size to a full page cooperative ad with Oakbrook Center. It was moved by Tony Mira and seconded by Ted Selogie to recommend that the Village Board award a contract to Creative Marketing for the implementation of the 2003 Marketing Campaign, and authorize the Village Manager to execute the necessary agreements. Motion passed 5-0. OTHER BUSINESS Chairman Merrill asked for nominations for Committee Chairman to be effective in 2003. Laurie Adams moved and Steve Thayer seconded that Tony Mira be nominated Chairman. Motion passed 5-0. Tony Mira will serve as Chairman beginning in January 2003. ADJOURNMENT Moved by Ted Selogie and seconded by Steve Thayer to adjourn the meeting at 4:08 p.m. Motion passed 5-0. ATTEST //may/f Michael A. Crotty Acting Village Manager APPROVED: December 5 , 2002 Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes:November 7,2002 Ik CREATIVE Z'1 MARKETING ADVERTISING GRAPHIC DErIGX tULTNEPIA PCRLIC RELATIONS VILLAGE OF OAK BROOK MEETING AGENDA November 7, 2002 I. 2002 Marketing Campaign Status 1. Group Market Leads to date: 977 Drawing Complete: All prizes have been mailed i Direct Mail New creative/promotional offers: BRC and site visit incentive Drop date: 11/05/02 Successful Meetings Insert Timing: November issue r E-mail blast Timing: to be distributed 11/18/02 2. Leisure Market Fulfillment to date: 6,356 i "The Hyatt Lodge" fulfillment insert American Express Direct Mail Drop date: 11/12/02 (in process) 3. Website Review hits to date Updates completed: on-line BRC, new offer, special events Updates currently in progress: adding The Hyatt Lodge ll. 2003 Marketing Campaign i 2003 proposed schedule Discuss contract 1,7 • N,,K-,iii+R,Y,K. IL hllh_ • `17.40,,ti.)I >i • F.\.\: �4 .4Uy.51'54 • A\X*\. RE. TE.,IKT(i.k:0.%1 .. I. ,.FiIFjr, A-,:\rF,.I'., Hotelsik Brook Page I 2003 toting Plan 6,No%,,02 Grimp (pag'. 1) Jan Feb Mar Apr May j jun j Jul Aug Sept Oct Nov j Dec Total Publication 7 II 1 gni 4 11 1 2i 4 11 1 1 h i i -1 6 11 Y .17 1 10 17 24i 1 h 15 22 29 i I I H 26: 2 9 16 11 )C 7 14 21 2n4 11 In Zi 1 9 16 23 IF Successtul Meetings hl:uch Sept 4-panel,4/C preprinted insert 111,441 Artwork due date: SIVcial ismie/rdit-orial: Zoned to Illinois only(8500 circ.) Negotiated rate Meeting Guide to the Midwest WjiitQSpriiij Sumnier/Fall'03 Winter/Spr. 112 page (7" x 4-3/4I VC $3,137 $3,137 $6,275 Y va, Artwork due date: 16M/03/15 8/22 2oOl rate Midwest Meetings Fallvwi4e ,Ovo;3 Spring/Surruner'03 Fall/Winter'03-'04 1 $2,100 $2,100 $4,200 112 page (7-2/5"x 4-9/10")4/C (already placcay 2x rate. Artwork due date: 1/15 8/1 .4, Illinois Meeting Destination Guide Special issue: n Illinois Meetings&Events Winter'03 Spring/Summer'03 Fall'03 112 page (7"x 4-7/8")VC $3,064 $3,064 $3,064 $9,193 Ix rate. Artwork due date: 11/18/02 3/11 7/30 Special section: DuPage County destination Hotels of Oak Brook;DuPage Direct Mail Merge&purge a list of corporate $12,000 $12,000 $24,000 meeting planners who plan meetings in the Chicago area with a targeted list of local businesses. Response Premium Prize Incentives $2,000 $1,000 $500 $2,000 $1,000 $500 $7,000 Telequalifying the local businesses $2,000 $500 $2,500 J'Yotal-Group (page 1) $3,004 $0 $23,823 $1,000 1 $3,564 i $3,137 $0 $0 $22,323 $4,064 $500 $3,137 1 Costs for publications without 2003 rate cards include an estimated 5%rate increase. I lotclOak Brook P3�1'C 2 200 ting Plan 6,Nov-02 (;rotip (page 2) J-111 Feb : Mar Apr j May junjul Aug Sept Oct Nov Dec Total I Publication 4 11 In 1S 4 it 11 !i I I Ii 11 111 1 10 17 Ni1 h Ii 2.1 N: i 12 19 2,,: 2 Y to !1 10 7 14 21 4 11 113 25: 1 9 16 11 S. MI'll -Chic eo Area Chapter "News& Views" Newslcuer Mar/Apr Sept/Oct Prcprinted supplied insert $1,100 $1,100 2,2L Artwork due date: 1/16 7/15 MPI-CAC Membership Directory Annilat'02-'03t Annual'03-'04 Tab page (8.1/2" x 11")4/C (already pWed) $1,628 $1,628 Member rate. Artwork due date: 6/14/02 6/13 HTML E-Mail Broadcast El Approx. 2,000 meeting planners $2,300 $2,300 $4,600 that live in Illinois Fulfillnicni Piece $21,000 $8,000 ProdUCH011(gr0Uj)) $1,000 $8,000 $2,000 $2,000 $2,000 $2,000 1 $2,000 $8,000 $2,000 $2,000 $2,000 $1,000 $34,000 I -C-,roup (page 2)oral $1 00 $16,000 $5 0 $2,000 $2.000 $2,000 $2,000 $9.628 $5L400 -�2000 $2,000 $1,000 _j ]PTr7 ,T7)t-aF-mlou P $4,064 i $16,000 i $29,222 i $3,000 $5,564 i $5,137 i $2.000 i $9,628 i $27,722 i $6,064 i $2,500 1 $4.137 'UT07 Costs for publications without 2003 rate cards include an estimated 5%rate increase. Hotels ak Brook S Page 3 2003 sting Plan 6-N,-)%-02 Leisure Transient (page 1) J.111 Fcl, Mar Apr 7ta�Y -.—j t I I I Jul Aug Sept Oct i Nov Dec Total Publication 7 14 !1 !ai 4 11 18 1$:: 4 11 la S 1 4 Ii 21 11 t0 7 W 17 24E 1 a 15 11 19i 5 12 19 W 2 9 16 23 30: 7 14 21 21SI: 4 11 18 IS: 2 9 16 23 30 DuPage CVB Visitors Guide Annual'03 Full page(4-1/2"x 7-1/2")4/C k, $3,570 $3,570 Artwork due date: 2/20 Chicaeo Tribune 3 col.x 7" (5.3/4"x 7") B/W ED M El I I M m11 m 11 12x rate. Friday Section $4,435 $6,653 $4,435 $6,653 $4,657 $4,657 $2,328 $33,818 Zoned to Chicago&west suburbs Daily Herald ED ED 0 1 ED M D 1 III ID El 3 col.x 7" (6" x 7") BIW $819 $1,229 $410 $1,229 $410 $410 $1,229 $410 $6,143 12x rate. Tirneout section Zoned to DuPage/S. Kane County Preprint Publishing supplements Illinois Adventures insert 1/8 page formatted ad $4,043 $4,043 Run date: 4/27 These supplements are plied through the DuPaeg CVB Artwork due date: 1/31 Illinois Holiday Guide insert 1/8 page formatted ad $4,216 $4,216 Run date: 10/26 Artwork due date: 8/8 1 $410 $0 $9,282 uta - Leisure Transient (page 1) $0 $0 $5.254 $15.494 $0 $4,845 $7,88 $5,886 $2.738 6;..� 1 $51,7 Costs for publications without 2003 rate cards include an estimated 5%rate increase. I lotels�ak Brook Page 4 2003 NWeting Plan 6-Nov-02 I CiMlre Transient (page 2) )an Fell Mar 7: Apr May j Jun Jul Aug Sept Oct i Nov Dec Total Publication 7 14 21 2MI 4 11 16 25 4 11 1.4 21 1 5 IS 11 29: o 11 10 22i 1 W 17 24: 1 8 IS 22 2.): S 12 19 26: 2 9 16 23 )01: 7 14 21 Zdi 4 11 Id 25 1 9 16 23 )e Midwest Living Mar/Apr May/June July/August Sept/Oct Nov/Dec Full page 4/C(co-op ad with 013C) $7,500 $7,500 $0 $15,000 1/6 page(2-1/4"x 4")4/C $3,799 $3,799 $7,598 Artwork due date: 112 3/5 4/30 7/1 9/1 1 )x+ rate. Special section: (co-op with 013 Center) Advertorial Pr gm. Banner Program I(co-op with OB Center) I Banner Program Illinois Banner- DuPage CV13 (5th ad is free!) Direct Mail $12,000 $12,000 $12,3C-0-1 $36,000 Co-op mailing list Fulfillment Piece $12,000 Production(leisure transient) $1,200 $1,200 $1,200 $1,200 $1.200 $1,200 $1,200 $1,200 $1.200 $1,200 $1,200 $1,200 $14,400 Total, Leisure I ransient (page 2) 1 .$1,200 $1,200 i $20,700 i $13,200 i $4,999 s $13,200 s 999 1 $1,200 i $8,700 $13,200 $1,200 11,200 :$84,998 rf=-L- LE =WNS-7 1 $1,200 $1,200 i $25,954 ! $28,694 1 $4,999 $18,045 $12,880 1 $1,610 $8,700 $22,482 $7,086 $3,938 Costs for publications without 2003 rate cards include an estimated 5%rate increase. tlutelak Brook � Page 5 2003 Meting Plan 6-Nov-02 Agency Services Jan Feb Mar j Apr j May Jun Jul Aug Sept Oct i Nov Dec Total Tracking Service $500 $500 $2,000 $500 $500 $500 $500 $500 $500 $500 $500 $500 $7,500 Fulfillment Services $850 $850 $850 $850 $850 $850 $850 $850 $850 € $850 $850 $850 $10,200 Call Management $100 $100 $100 $100 $100 $100 $600 Web Maintenance $500 $500 $500 $500 $500 $500. $500 $500 $500 $500 $500 $500 $6,000 Web Hosting $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $2,400 Retainer Fee/Media Services $3,400 $3,400 ': $3,400 $3,400 € $3,400 $3,400 $3,400 ':• $3,400 $3,400 $3,400 $3,400 $3,400 $40,800 Iota[- Agency Services $5,550 $5,550 $7.050 $5,550 $5,550 $5,550 $5,450 $5,450 $5,450 $5,450 $5,450 $5,450 Costs for publications without 2003 rate cards include an estimated 5%rate increase. Ilotclak Brook � Page 6 ` 2003 hWeting Plan 6-Nov-02 MEDIA SCIEEDULE TOTALS )An Fcb Mar Apr May Jun Jul Aug Sept Oct j Nov Dec Total Group $4,064 $16,01) $29.222 $3,000 $5,564 $5,137 $2,000 $9,628 $27,722 $6,064 $1,500 $4,137 $115,040 ' Leisure Transient $1,200 $1,200 ' $25,954 $28,694 $4,999 $18,045 $12,880 $1,610 $8,700 $22,482 $7,086 $3,938 $136,788 Agency Services $5,550 $5,550 $7,050 $5,550 $5,550 $5,550 $5,450 $5,450 $5,450 $5,450 $5,450 $5,450 $67,500 $10,814 : $22,750 $62,227 : $37,244 $16,113 : $28,732 i $20,330 € $16,687 i $41,872 ; $33,996 : $15,036 i $13,525 319,327 Costs for publications without 2003 rate cards include an estimated 5%rate increase. VILLAGE OF OAK BROOK _ HOTEL/MOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF October 31, 2002 WYNDHAM HYATT HYATT MONTH DRAKE REGENCY MARRIOTT RENAISSANCE LODGE TOTAL January-02 2,220.01 5,453.76 12,022.16 5,700.99 - 25,396.92 February-02 2,387.40 4,221.54 5,875.29 2,336.82 - 14,821.05 March-02 2,074.27 4,402.21 6,746.46 2,767.54 - 15,990.48 April-02 2,449.35 5,908.33 8,136.56 3,250.41 - 19,744.65 May-02 3,276.61 7,310.68 8,391.76 3,509.28 - 22,488.33 June-02 3,316.73 11,449.83 9,299.60 4,195.81 - 28,261.97 July-02 3,805.40 9,244.10 8,921.75 3,757.45 2,502.99 28,231.69 August-02 3,442.12 6,817.55 8,305.23 4,190.45 4,068.66 26,824.01 September-02 3,531.08 8,919.06 3,994.24 1,974.11 18,418.49 October-02 3,763.62 17,862.14 7,809.46 3,470.68 3,726.10 36,632.00 November-02 December-02 TOTAL $30,266.59 $72,670.14 $84,427.33 $37,173.67 $12,271.86 $236,809.59 s s • VILLAGE OF OAK BROOK HOTEL/MOTEL TAX RECEIPTS #214120 YEARLY COMPARISON CASH BASIS MONTHS 1998 1999 2000 2001 2002 JANUARY 21,889.45 32,681.87 21,255.73 29,051.62 25,396.92 FEBRUARY 26,877.23 19,060.55 27,749.19 19,715.67 14,821.05 MARCH 21,087.76 29,751.99 19,952.34 21,441.34 15,990.48 APRIL 22,888.49 24,204.92 27,710.25 24,877.16 19,744.65 MAY 26,065.57 26,279.46 26,585.64 27,197.72 22,488.33 JUNE 29,242.52 30,680.46 28,254.57 31,368.39 28,261.97 JULY 25,864.86 29,991.29 35,466.38 32,911.20 28,231.69 AUGUST 22,760.38 28,706.12 26,549.08 19,119.61 26,824.01 SEPTEMBER 40,015.93 30,598.69 41,264.33 14,315.62 18,418.49 OCTOBER 29,258.04 28,897.57 28,609.81 38,734.74 36,632.00 NOVEMBER 31,969.34 36,203.77 41,235.03 33,142.40 DECEMBER 25,240.51 26,037.95 30,911.23 22,514.32 TOTAL 323,160.08 343,094.64 355,543.58 314,389.79 236,809.59 GE OF 044- P d e '® h r `? FVILLAGE OF OAK BROOK ou"Tr �� HOTEL, CONVENTION AND VISITORS COMMITTEE Village of Oak Brook Regular Meeting 1200 Oak Brook Road Thursday, December 5, 2002 Oak Brook,IL 60523-2255 Upper Level Conference Room - 2:00 P.M. Website Village Hall www.oak-brook.org 1200 Oak Brook Road Administration Oak Brook, Illinois 60523 630.990.3000 FAX 630.990.0876 Community Development AGENDA 630.990.3045 FAX 630.990.3985 Engineering MEETING CALLED TO ORDER Department 630.990.3010 APPROVAL OF NOVEMBER 7, 2002 MINUTES FAX 630.990.3985 Fire Department OLD BUSINESS 630.990.3040 0630.990.2392 NEW BUSINESS: Police Department 1 Discussion: Advice Concerning Use of Hotel Tax Receipts 630.990.2358 ) $ p FAX 630.990.7484 for the Independence Day celebration Public Works OTHER BUSINESS Department 630.990.3044 FAX 630.472.0223 ADJOURNMENT Oak Brook Public Library In accordance with the provisions of the Americans with Disabilities Act, 600 Oak Brook Road y Oak Brook,IL 60523-2200 an individual who is in need of a reasonable accommodation in order to 630.990.2222 participate in or benefit from attendance at a public meeting of the Village FAX 630.990.4509 of Oak Brook should contact Michael Crotty, the Village's ADA Oak Brook Sports Core Coordinator, at (630) 990-5738 as soon as possible before the meeting date. Bath&Tennis Club 700 Oak Brook Road Oak Brook,IL 60523-4600 630.990.3020 FAX 630.990.1002 olf Club 6 York Road Oak Brook,IL 60523-4602 630.990.3032 FAX 630.990.0245 ' R f • Oak Brook Hotel, Convention & Visitors Committee Minutes of Thursday, December 5, 2002 Meeting S. E. Dean Board Room Oak Brook Village Hall Present: Chairman John Merrill Laurie Adams Chuck Fleming Ralph Maxson Tony Mira Steve Thayer Absent: Julie Coker Ted Selogie Also Present: Acting Village Manager Michael Crotty Skip Stritmatter, DuPage Convention &Visitors Committee Meeting was called to order at 2:04 p.m. APPROVAL OF NOVEMBER 7, 2002 MEETING MINUTES Moved by Laurie Adams and seconded by Steve Thayer to approve the minutes of the November 7, 2002 meeting as submitted. Motion passed 6-0. OLD BUSINESS: None. NEW BUSINESS: A. Discussion: Advice Concerning Use of Hotel Tax Receipts for the Independence Day Celebration: Acting Village Manager Crotty indicated that the Village Board is seeking the opinion of the Hotel, Convention and Visitors Committee as to whether or not using Hotel Tax Funds for the Independence Day celebration would be considered an acceptable use of the funds (i.e. serve to promote overnight stays in the Village of Oak Brook). Mira indicated that he does not believe that the Independence Day celebration puts heads in beds, especially since the Western Open occurs at the same time and is responsible for filling the hotels. Thayer agreed, stating that while the Wyndham Drake does hold a function for viewing the fireworks display, the attendees are local and usually return home rather than stay at the hotel. Chairman Merrill agreed to prepare a letter for the Village Board outlining the Committee's opinion. Page 1 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes: December 5,2002 OTHER BUSINESS None. ADJOURNMENT Moved by Ralph Maxson and seconded by Chuck Fleming to adjourn the meeting at 2:33 p.m. Motion passed 6-0. ATTEST: Michael A. Crotty Acting Village Manager APPROVED: February 6 , 2003 Page 2 of 2 Oak Brook Hotel Convention&Visitors Committee Meeting Minutes:December 5,2002 �16ti pf 0ABB9 O y G O V 00 Nz*4 VILLAGE OF OAK BROOK Interoffice Memorandum DATE: November 27, 2002 TO: Oak Brook Hotel, Convention and Visitors Committee FROM: Michael A. Crotty, Acting Village Manager 111 /v SUBJECT: Use of Hotel Tax Receipts for Independence Day Celebration Recently, the Village Board discussed the question of using hotel tax receipts to offset the cost of the Village's annual Independence Day celebration (the total cost of the event is budgeted to be $75,000 in 2003). As it had when this question came up concerning beautification, the Board indicated its interest in obtaining the opinion of the Hotel, Convention and Visitors Committee as to whether or not supporting the Independence Day celebration would be considered an acceptable use of these funds (i.e. serve to promote overnight stays in the Village of Oak Brook). As such, I am placing this question on the Agenda for the December 5, 2002 regular meeting of the Hotel, Convention and Visitors Committee. /mac use of tax advice fireworks M VILLAGE OF OAK BROOK HOTELIMOTEL TAX RECEIPTS #21-4120 CASH BASIS AS OF November 26, 2002 WYNDHAM HYATT HYATT MONTH DRAKE REGENCY MARRIOTT RENAISSANCE LODGE TOTAL January-02 2,220.01 5,453.76 12,022.16 5,700.99 - 25,396.92 February-02 2,387.40 4,221.54 5,875.29 2,336.82 - 14,821.05 March-02 2,074.27 4,402.21 6,746.46 2,767.54 - 15,990.48 April-02 2,449.35 5,908.33 8,136.56 3,250.41 - 19,744.65 May-02 3,276.61 7,310.68 8,391.76 3,509.28 - 22,488.33 June-02 3,316.73 11,449.83 9,299.60 4,195.81 - 28,261.97 July-02 3,805.40 9,244.10 8,921.75 3,757.45 2,502.99 28,231.69 August-02 3,442.12 6,817.55 8,305.23 4,190.45 4,068.66 26,824.01 September-02 3,531.08 8,919.06 3,994.24 1,974.11 18,418.49 October-02 3,763.62 17,862.14 7,809.46 3,470.68 3,726.10 36,632.00 November-02 3,959.72 8,167.46 9,338.06 4,465.71 3,605.23 29,536.18 December-02 TOTAL $34,226.31 $80,837.60 $93,765.39 $41,639.38 $15,877.09 $266,345.77 VILLAGE OF OAK BROOK HOTEL/MOTEL TAX RECEIPTS #21-4120 YEARLY COMPARISON CASH BASIS MONTHS 1998 1999 2000 2001 2002 JANUARY 21,889.45 32,681.87 21,255.73 29,051.62 25,396.92 FEBRUARY 26,877.23 19,060.55 27,749.19 19,715.67 14,821.05 MARCH 21,087.76 29,751.99 19,952.34 21,441.34 15,990.48 APRIL 22,888.49 24,204.92 27,710.25 24,877.16 19,744.65 MAY 26,065.57 26,279.46 26,585.64 27,197.72 22,488.33 JUNE 29,242.52 30,680.46 28,254.57 31,368.39 28,261.97 JULY 25,864.86 29,991.29 35,466.38 32,911.20 28,231.69 AUGUST 22,760.38 28,706.12 26,549.08 19,119.61 26,824.01 SEPTEMBER 40,015.93 30,598.69 41,264.33 14,315.62 18,418.49 OCTOBER 29,258.04 28,897.57 28,609.81 38,734.74 36,632.00 NOVEMBER 31,969.34 36,203.77 41,235.03 33,142.40 29,536.18 DECEMBER 25,240.51 26,037.95 30,911.23 22,514.32 TOTAL 323,160.08 343,094.64 355,543.58 314,389.79 266,345.77