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Home My WebLink About2023-02-23 Regular MeetingCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, February 23, 2023 — 8:00 a.m. CVB Headquarters Boardroom 636 S. Main Street Grapevine, Texas AGENDA 1. Call to Order 2. Citizen Comments Any person who is not scheduled on the agenda may address the Convention & Visitors Bureau Board under Citizen Comments or on any other agenda item by completing a Citizen Appearance Request form with staff. A member of the public may address the CVBB regarding an item on the agenda either before or during the Board's consideration of the item, upon being recognized by the Board Chair or upon consent of the CVBB. In accordance with the Texas Open Meetings Act, the CVBB is restricted in discussing or taking action during Citizen Comments. 3. New Employee Introduction 4. Approval of Minutes 5. Sales & Marketing Report A. Trade Shows B. Sales Leads 6. Ongoing Business A. St. Patrick's Sales Mission Update B. New Vintage Wine and Gallery Trail Update C. Concourse Update D. Shuttle Update 7. New Business A. Nash Farm Barn Roof Replacement Grant B. Nash Farm Equipment Shed Expansion Grant 8. Hotels / Attractions / Activities A. Main Street Fest 9. Adjournment If you plan to attend this special public meeting and have a disability that requires special arrangements at the meeting, please contact the Grapevine Convention & Visitors Bureau at (817) 410-3185 at least 24 hours in advance of the meeting. Reasonable accommodations will be made to assist your needs. In accordance with Texas Government Code, Chapter 551.001 et seq, Acts of the 1993 Texas Legislature, the Grapevine Convention & Visitors Bureau Advisory Board Meeting agenda was prepared and posted on this the 17th day of February, 2023 by 5:00 p.m. ea� rcky Roberson xecutive Assistant County of Tarrant City of Grapevine State of Texas MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met in Regular Session on Thursday, February 23, 2023 at 8:00 a.m. at the Stephen W. Stinson Boardroom of the Grapevine Convention and Visitors Bureau, 636 S. Main Street, Grapevine, Texas with the following persons in attendance: Joe Szymaszek Mark Terpening Dan Weinberger Cynthia Blankenship Debi Meek Board Chair Board Vice Chair Board Member Board Member Alternate Board Member Constituting a quorum, with the following liaisons and staff members present: Paul W. McCallum Executive Director Leigh Lyons Managing Director of Sales, Marketing & Communications Becky Roberson Assistant to the Executive Director Sharron Rogers Council Liaison Absent: Chuck Pacioni, Corinna Wenks, lain Scouller, and Mike Oakley :CALL TCI.00RD,ER Board Chairman, Joe Szymaszek called the meeting to order at 8:03 a.m. Chairman Szymaszek also shared that the May meeting will be moved to May 18, 2023 rather than May 25, 2023 to accommodate the IPW Conference. APPROVAL OF MINUTES Motion by Mark Terpening and seconded by Debi Meek, the minutes from the January 19, 2023 meeting were approved. N.EW., EMPLOYEE:.INTRODUCTION, Paul W. McCallum, Executive Director of the CVB, introduced Theatrical and Events Coordinator, Brandy Bailey. SALES AND MARKETING REPORT Mrs. Lyons shared that members of the CVB Sales Team have recently attended tradeshows including Team Texas Religious Conference Managers Association Annual Conference, Southwest Showcase in Austin, Texas, and Meet New York. She shared print articles from New Zealand and Australia which highlighted Grapevine. Upcoming sales missions include Go West Alaska where Heather Egan has 55- scheduled appointments and Pharma Forum in New York which Codi Missimo will attend and Connie Ash will attend Conference Direct in Kentucky. The Sales Team generated 124 leads in January with over 15,000 definite room nights. Fiscal year to date, lead volume is up 75% and definite room bookings are up 28%. ONGOING. BUSINESS __ Mr. McCallum shared an overview of the 351 St. Patrick's Day Sales Mission which will be held in New York. The Sales Team will be joined by seven stakeholders, including six hotel partners and representatives from Meow Wolf. The goal is to create a mini trade show showcasing all Grapevine has to offer. The expectation is that the event will host between 75 and 100 clients. He went on to share that the St. Patrick's Day Sales Mission of 2022 produced to 9,721 booked room nights, most of which have already been consumed, and equats to two million in room revenue. Mr. McCallum also shared the The Blessing of the Vines and New Vintage Wine and Gallery Trail .will highlight six local wineries and Llano Escatdo. Art Patron Show is a new addition to New Vintage Wine and Gallery Trail .which will take place the evening of Friday, April 14. The tickets will cost $75 and will grant exclusive access and the first viewing of the participating artists and their works, wine, craft brew, floating appitizers from Chez Fabian and live music. The proceeds from the Art Patron Show will go towards the procurement of public art. Some time ago it was requested that the Concourse and Pro Shop be combined renovation. The Facilities Committee stated their approval. On February 7, the City Council approved Phase 1- Schematic Design by Oxley, Williams and Tharp. The goal is to create a functional outdoor space that overlooks the golf course and can host tournament events, weddings, banquets, large gatherings along with an updated indoor space that becomes a multi -purpose space including renovated restrooms . small offices, a large banquet room, storage space and a green room. Once Phase 1 is completed, an update will be given to both the City Council and the CVB Advisory Board. Shuttle ridership is returning for both leisure and event driven events. Some shuttles will be temporarily moved to 204 W. Dallas St. due to the Service Center needing all available space to accommodate repairs from the tornado damage N.EWUBUSINESS Staff is preparing for the 391h annual Main Street Fest scheduled for May 19, 20 and 21. The Craft Brew Experience will be moved to the Cotton Belt Depot District and offers an expansion for more brews. Liberty Park Plaza will host the Taste of Texas Brews of the Lone Star State, along with a VIP experience. Plans are being finalized for a Brews and Bites Workshop which will focus on food and craft brew pairings. This will be a new event which will be ticketed and offer an hour-long educational presentation. The proposed location is the Lancaster. The Friday night headliner has been confirmed and the Saturday night headliner should be confirmed within days. Main Street Fest Co-chairs are Barney and Claudine Annis. The Steering Committee meeting dates have been set and shared with committee members. Director McCallum presented a grant request for the replacement of the Nash Barn. The roof is over 120 years old and has several missing shingles and considerable wear and tear. The traditional roof for this structure is a shake roof. A shake roof for this size of structure can cost as much as $98,000 or more as there could be a need for repairs to rafters. Festival proceeds are used for restoration of historical buildings. Thanks to profitable previous festivals and responsible stewardship the funds are available. There is currently a grant that has been approved for $30,000 that would cover a portion of the repair. Mr. McCallum asked that the members consider a grant of $75,000 to subsidize the monies raised and ensure that the roof is restored to its historical accuracy and reinforced to make the most of the restoration. Chairman Szymaszek called for a motion to put $75,000 towards the Nash Barn roof repair. Motion: Cynthia Blankenship Second: Mark Terpening Approved 6-0 Mr. McCallum then informed the members that the shed at Nash Farm was close to 20 years old and although the structure had served the historic site well that there was now a need for a larger structure. Nash Farm serves the community and beyond as a living history program. Wagons were an integral part of farm life and in order to preserve the wagons he recommended that current structure be extended by thirty feet and enclosed. This expansion project would be two -fold. It would allow room for additional wagons as well as space to present to groups for teaching and hands on trainings. Most importantly it would also ensure that current and future wagons would be preserved for years to come. This request has been approved by the Nash Farm Committee and the Heritage Foundation Board. If approved by this board, it will then be presented to the Heritage Preservation Commission and to the neighborhood where Nash Farm resides. The request was made for a grant not to exceed $60,000. Chairman Szymaszek called for a motion to put up to $60,000 towards the Nash Farm Shed Expansion. Motion: Dan Weinberger Second: Debi Meek Approved 6-0 HOTEiS,/ArrRACTIO NACTI VITI ES Grapevine is welcoming a variety of new restaurants. Velvet Taco recently opened. Son of a Butcher is preparing to open within weeks. Chama Gaucha will hold their soft opening tomorrow, February 24. Mister 01 Extraordinary Pizza is finalizing the interior and will open soon. Heaven on Main Spa has been working on the project for a couple of years and is now open. Talking Animal Bookstore will hold their Ribbon Cutting with the Grapevine Chamber of Commerce next Tuesday. Harvest Hall will welcome Brisket Rules, Dock Local, Pizza By Luigi and Firebawks Hot Chicken. ADJOURNMENT, Chairman Szymaszek called for a motion to adjourn the meeting at 9:03 a.m. Motion: Dan Weinberger Second: Debi Meeks Approved 6-0 ATTEST: Becky Rq6--- n Executive Assistant APPROVED: aszek airman