Minutes - 10/10/2013 - Hotel Convention and Visitors Committee G�OF OqV MINUTES OF THE OCTOBER 10, 2013 MEETING OF THE OAK
0 BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE OF THE
VILLAGE OF OAK BROOK UNOFFICIAL UNTIL APPROVED AS
WRITTEN ON MARCH 6, 2014.
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CALL TO ORDER:
The Regular Meeting of the Oak Brook Hotel, Convention & Visitors Committee of the Village
of Oak Brook was held in the Upper Level Conference Room of the Butler Government Center
and called to order by Chairman Norm Canfield at 10:05 a.m.
Chairman Norm Canfield called the roll with the following persons:
PRESENT: Norm Canfield, Mort Kouklan, Jeremiah Drummond and Chuck Fleming.
ABSENT: Chris Johnson, Dr. Abbasy and Martin Schooley.
IN ATTENDANCE: Trustee Mark Moy, David Niemeyer, Village Manager, Krystal Glispie,
Hyatt Lodge, Valentina Tomov, Chamber of Commerce and Skip Strittmatter,
DuPage Convention and Visitors Bureau.
APPROVAL OF MINUTES
A. January 10, 2013 Meeting. A motion was made and seconded, to approve the January 10,
2013 Hotel Committee meeting minutes. Voice vote. Motion approved.
B. January 31, 2013 Special Meeting -A motion was made and seconded, to approve the January
31, 2013 Hotel Committee special meeting minutes. Voice vote. Motion approved.
C. August 8, 2013 Meeting- A motion was made and seconded, to approve the August 8, 2013
Hotel Committee meeting minutes. Voice vote. Motion approved.
D. October 2, 2013 Special Meeting - A motion was made and seconded, to approve the October
2, 2013 Hotel Committee special meeting minutes. Voice vote. Motion approved.
UNFINISHED BUSINESS
A. Ratification of Release of Funds to the DuPage Convention and Visitors
Bureau - 2012 Fourth Quarter Hotel Tax Receipts - $15,962.86. —A motion was made and
seconded to approve the release of funds to the DuPage Convention and Visitors Bureau for
the fourth quarter Hotel Tax receipts in the amount of$15,962.86. Voice Vote. Motion
approved.
B. Ratification of Release of Funds to the DuPage Convention and Visitors
Bureau - 2013 First Quarter Hotel Tax Receipts - $14,687.49—A motion was made and
seconded to approve the release of funds to the DuPage Convention and Visitors Bureau for
the first quarter Hotel Tax receipts in the amount of$14,687.49. Voice Vote. Motion
approved.
C. Ratification of Release of Funds to the DuPage Convention and Visitors Bureau—2013
Second Quarter Hotel Tax Receipts - $16,942.54 - A motion was made and seconded to
OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 4 Mtg.of October 10,2013
approve the release of funds to the DuPage Convention and Visitors Bureau for the second
quarter Hotel Tax receipts in the amount of$16,942.54. Voice Vote. Motion approved.
D. Approval to Release Funds to the DuPage Convention and Visitors Bureau—2013 Third
Quarter Hotel Tax Receipts - $18,121.60 - A motion was made and seconded to approve the
release of funds to the DuPage Convention and Visitors Bureau for the third quarter Hotel Tax
receipts in the amount of$18,121.60. Voice Vote. Motion approved.
E. 2014 Budget Update and Recommendation
Manager Niemeyer explained the two different budgets; 2% and I%. At a special Hotel
Committee budget meeting held the week prior,the discussion for the 2% was based on the
streetscape project for the hotel district. The budget set reflects a continuation of the projects that
the Village has been doing, with the largest one being the pedestrian access projects with some
reimbursable included. In the next few weeks the Village will be sending out commitment letters
to all the property owners in the Spring/Harger and Oakbrook Club area for formal commitments
on the pedestrian access projects. We will also be sending out commitment letters to the
stakeholders south of 22nd street. The reason you do not see this in the budget will be because it
requires extensive review process with IDOT which could cause the project to be pushed into
2015. We will be working the administrative aspects of 3 projects but only expecting to do 2
projects next year. The rest of the 2%budget included the new entry signs, and the continuation
of the two ITEP grant projects. The 1% is towards marketing the Hotels of Oak Brook and a
$10,000 polo sponsorship. With the sponsorship,the Village will come back to the Committee to
discuss the specifics as to what the Hotels of Oak Brook would get for their sponsorship dollars.
The only item in the budget that did not have much discussion on was the Chamber funds.
Krystal Glispie explained that they were going to have Point B do some research on other
communities that have offered polo to see how we can draw additional travel and tourism into the
area in addition to the $172,000 marketing plan for 2014.
Skip explained the DCVB experience with the 2013 polo season. DCVB was a sponsor and
invited several clients who had a great time. They also had a photographer come out to the
Argentinean match and shot Polo videos to include in the Oak Brook video as well as the UK
tourism videos and the leisure and meeting videos. They feel they could help put together a
package with the Hotels, shopping center and Polo, and could market widely in the international
market as well as the stronger market here. DCVB had a great experience, got good results and
several great articles.
Polo discussion was held and included, sponsorships, types of sponsorships, hotel packages,
marketing locally and to international markets, the 2013 season, moving forward with the
program, overnight stays, etc.
Manager Niemeyer explained the proposed budget for 2014. The I%budget total expenditures is
$331,720 and the 2% is $503,085.00.
Chuck Fleming motioned, Jeremiah Drummond seconded, to recommend to the Village Board
the 2014 proposed budget as follows: 1%budget of $331, 720 and the 2%budget of$503,085.
Voice Vote. Motion approved.
OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 4 Mtg.of October 10,2013
F. Polo Update—already discussed.
G. 2013 Marketing Plan Update—Krystal Glispie gave the 2013 Marketing plan update. There is
a site inspection promotion that is currently going on. To-date there has been a total of 12
inquiries, with requests to see all Oak Brook Hotels. Fourth quarter is the shopping packages
again in connection with the Oakbrook Center for the shop and stay leisure packages that will
wrap up the year. The dinosaur promotion went really well, they had about 40 packages that
were sold between all hotels.
Drake Hotel. At this time the Village was informed that it was being sold, but there is no further
information. Discussion ensued.
H. Streetscape Committee Update - Manager Niemeyer explained not much to update at this
time. There was a meeting a few weeks ago with a lot of discussion about long-term projects
such as Route 83 improvements.
NEW BUSINESS
A. Move October Regular Meeting to o September—Every January, the Viilage has to publish the
Village Boards, Commissions and Committee meetings for the year. Rather than call a special
Hotel Committee meeting every year during budget time, we are proposing the Hotel Committee
move the October meeting to late September(third or fourth week in Sept.) so we can then have a
budget discussion at a regular meeting.
DU PAGE CONVENTION AND VISITORS BUREAU UPDATE—Skip Strittmatter reported
they had a busy summer. They produced the meeting planners guide, 35,000 goes into the
Midwest meetings magazine so they get to the meeting planners all throughout the Midwest, and
they also have an additional 5,000 printed that they send out to meeting planners locally. DCVB
fall campaign, which is in collaboration with Chicago Windy City, gets about 60,000 in
distribution. Oakbrook Center sponsors this with the DCVB. This summer they were out
shooting videos, one is a leisure video, one is a meetings video and there will also be 14
individual videos for their supporting communities. Those communities will also get a
customized brochure. They are also doing a program by the State of Illinois called"Brand USA".
It is the organization that promotes the U.S. to the international world. One promotion is titled
"affordable luxury" that will cover shopping and will be hosted by a UK spokes person. DCVB
will be able to use this connection to showcase the video's in the UK. The other promotion is
called"Route 66"that is promoting cross country trips, "Great Roots of Harley". There is a great
market for this promotion in Germany. DCVB also had an opportunity to showcase in a Travel
Media Showcase in Rockford. They hosted a familiarization tour for about 18 people following
this event and have gotten several articles written about that most recently one about the Graue
Mill. The POW WOW event will be in Chicago in April and DCVB will participate. Skip
continued to discuss upcoming year end events and looking into 2014.
GREATER OAK BROOK CHAMBER OF COMMERCE
Valentina Tomov reported that the Chamber has also had a very busy summer. They continue to
look for companies to attract to this area as well as attract meetings to this area. The marketing
outreach is continuing. They continue to utilize the website which is improving as they go along.
OAK BROOK HOTEL COMMITTEE Minutes Page 3 of 4 Mtg. of October 10,2013
ADJOURNMENT
Motion by Jeremiah Drummond, seconded by Chuck Fleming to adjourn the meeting of the Hotel
Convention and Visitors Committee at 11:05 am.
ATTEST:
Leffe�
David J. Niemeyer
Village Manager
March 6, 2014
Date
OAK BROOK HOTEL COMMITTEE Minutes Page 4 of 4 Mtg.of October 10,2013