Minutes - 08/10/2017 - Board of TrusteesMINUTES OF THE AUGUST 10,2017 MEETING OF THE OAK BROOK
HOTEL, CONVENTION AND VISITORS COMMITTEE OF THE
VILLAGE OFttAK BROOK APPROVED AS WRITTEN MAY 10,2018
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 at the Butler Govemment Center and
called to order by Chairman Canfield at l0:02 a.m.
PRESENT: Dr. Abbasy, Norm Canfield, Kristin Duncan, Mort Kouklan, and Valentina Tomov
ABSENT: Melanie Bradshaw, Paul Cardona, Walt Hajduk, Steve Mansmith and Caryn Torres.
IN ATTENDANCE: Rick Ginex, Village Manager, Donna Bettin, Executive Assistant, Trustee
Saiyed, Village Trustee, Jason Paprocki, Finance Director, Megan Martin and
Nilesh Pandey, Hyatt Lodge, Katie Funk and Hamish McDonald, Point B
Communications.
3. APPROVAL OF MINUTES
A. Dr. Abbasy motioned to approve the May ll,2017 Meeting. Seconded by Kristin Duncan.
Voice vote. Motioned carried.
4. UNFINISHED BUSINESS
A. Ratification of Release of Funds to the DuPage Convention and Visitors Bureau - 2017
Second Quarter Hotel Tax Receipts - $22,478.43. Dr. Abbasy motioned to ratify the release
of funds to the DuPage Convention & Visitors Bureau in the amount of $22,478.43. Seconded
by Kristin Duncan. Voice Vote. Motion carried.
Chairman Canfield moved up agenda item 5.B. - Chamber's Hotel Incentive Program Proposal
Valentina Tomov presented an incentive proposal that she would like the Chamber to use as a
tool to gain new businesses, retain existing businesses, group meetings and overnight stays. She
explained that the funds could come from the2oh portion of the Hotel Tax. Discussion ensued.
Manager Ginex explained that if this proposal is something that the Committee wants to try, this
would have to be presented during the upcoming budget meetings. He also stated that he is aware
of the desire to have additional marketing funds as well. Discussion ensued regarding the
mechanics of the program.
Valentina mentioned that there is the Oak Brook Lakes development in Oakbrook Terrace that is
being developed. They are also considering adding a hotel, grocery store, 500 condos and 315
apartments. That is additional people coming to the general Oak Brook area.
Chairman Canfield explained that Neil is no longer with Point B.
B. 2017 Marketing Plan Update - Hamish McDonald from Point B gave an update of the on-
going 2017 Marketing plan. He explained that all numbers are to date. The fall campaign
will be out in September. The media vehicles utilized were Billboards, Sojern (this is new
and having great success), Metra Cards distributed, display banners, Chicago Parent Going
Places, E-blasts, retarget of campaigns is doing well.
OAK BR00K HOTEL COMMITTEE Minutes Page I of3 Mtg of August 10,2017
Hamish explained the Sojourn/Trade Desk program which displays on multiple websites and
is a search engine program that serves up the Hotels of Oak Brook marketing campaign. It is
performing above bench mark.
Print items are harder to track. This year there was 9 outdoor billboards and 165 Metra
Cards placed in trains. Chicago Parent e-blasts have been done in June and July. This is
performing as it should and the click-through rates are good.
The paper clip campaign improved from last year. CVENT is ongoing.
Oak Brook website traffic is growing. There were 6162 visitors and 8,000 page views"
Summer landing page had 5,265 page views, significantly more that they have seen in any
campaign. Average time on the page is 1.46 minutes. Discussion ensued.
C 2Ol7 Polo Update - Polo Update, the next one coming up is August 20th versus the India
Polo Team. Sept. 1Oth is versus Great Britain and one more exhibition game fundraiser for a
polo player who has a spine injury on Sept 17th. Discussion ensued.
5, NEW BUSINESS
A. 2018 Budget Discussion - 2018 Budget Discussion - Jason Paprocki explained that he is
currently configuring revenue projections. He would need to know if additional funding is
needed to be worked into the budget.
Chairman Canfield recommends having Point B come up with2 sets of recommendations for
budget numbers. One with "must-haves" and one with a wish list of items to add. Discussion
ensued.
Hamish McDonald will attend the next Hotel Committee meeting with a couple of budget
proposals and get the Committee's thoughts.
B. Chamber's Hotel Incentive Program Proposal - MOVED UP ON THE AGENDA
6. DU PAGE CONVENTION AND VISITORS BUREAU UPDATE - NONC
7. OTHER BUSINESS
Chairman Canfield asked Manager Ginex his thoughts on the upcoming Hotel Budget.
Manager Ginex explained that the Village will do what we can and the Board may be more open
for additional ideas the Committee is requesting. He continued to report that he is currently
watching the state, which is taking more revenue and now has a special tax on sales tax, that in-
turn takes away more revenue from the Village. Sales tax is currently down a little bit. He feels
there is a different mindset on the Board in that they want to attract more businesses and help
retain existing businesses.
McDonalds Update. He spoke with Jones Lange LaSalle and there is nothing new with the
campus. They are close to signing agreements with 2 clients for the 711 Jorie, building. Nothing
new with the Soccer Fields. They are finalizing things with Gibson's for parking.
Manager Ginex continued to report that another restaurant is coming in by Commerce Plaza. The
Village has not yet seen any final plans yet, but it will be a steak and seafood restaurant.
OAK BROOK HOTEL COMMITTEE Minutes Page2 of 3 Mtg. of August 10,2017
Rock Sugar has started. Franklin Partners who bought the Citibank Building are thinking of
putting in possibly 2 restaurants on the south side of the building.
The Drake has submitted plans for putting in for condos and there will be courtesy meeting in
August with the Village Manager and the Village President to fill them in.
Carvana is going through the process of coming to Oak Brook. Discussion ensued.
Hyatt House is due to be open the end of September.
The Mall has a lot of things going on. They are working to take down the top two floors of the
Sears building and doing renovations. Sears will be occupying the first floor, bringing a Lands
End and a KidsZania.
On Aug. 24ih there will be a Community Enhancement Committee meeting. Caryn Torres from
the Mall will be doing a presentation on Mall updates and someone from Smart Cities will also
do a presentation. The main meeting presentation will be an update on the Community
Revitalization Plan. It includes a lot of updates on infrastructure and pedestrian enhancements
and how we can change some zoning to bring new businesses to Oak Brook. Discussion ensued.
Valentina Tomov talked about Shuttles. They are still waiting on the RTA to come up with a
plan. They have been putting some pressure on the RTA to get it done as the Chamber would like
to report on it at the next Chamber Economic Council meeting in September. It has taken them 4
months and nothing has been proposed yet. They have met with another company, Chariot that
runs shuttles services in California. Chariot has given the Chamber a presentation and has a
system and routes in place that would work well for Oak Brook. The question is will RTA/PACE
extend the grant if the Chamber works with Chariot. Discussion ensued.
ADJOURNMENT
Motion by Kristin Duncan, seconded by Mort Kouklan to adjourn the meeting of the Hotel
Convention and Visitors Committee at 1 1 :16 am.
メρJ∂グ.DATE
Executive Assistant
Village of Oak Brook
nna L. Bettin
OAK BR00K HOTEL COMMITTEE Minutcs Page 3 of3 Mtg. of August 10,2017