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Home My WebLink About2023-11-16 Regular MeetingCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, November 16, 2023 — 8: 00 a.m. CVB Headquarters Boardroom 636 S. Main Street W01420M, 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. Approval of Minutes 4. Sales & Marketing Report .1. Convention Sales B. International Tourism and Leisure Sales C. CCOT Creative 5. Ongoing Business A. Concourse Update C New Business A. Elect Vice Chair 1111,01'r-011 arrangements at the meeting, please contact the Urapevine Uonvention &�T isitors Bureau at (5 17) 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 Legislature, the Grapevine Convention & Visitors Bureau Advisory Board Meeting agenda was prepared and posted on this the I Oth day of November, 2023 by 5:00 p.m. Becky Roberson Executive Assistant The Grapevine Convention & Visitors Bureau Board of Directors met in Regular Session on Thursday, November 16, 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 Debi Meek lain Scouller Mike Oakley Chuck Pacioni iwipA Paul W. McCallum Executive Director Leigh Lyons Managing Director of Sales, Marketing & Communications Becky Roberson Assistant to the Executive Director Leon Leal Council Liaison Kelly Schwartz Chamber Liaison A91111111116-0TO-swil Board Chairman, Joe Szymaszek, called the meeting to order at 8:03 a.m. He then welcomel-, Kelly Schwartz as the Chamber Liaison. Board Chairman Szymaszek called for a motion to approve the minutes from the October 19, 2023 meeting. Motion by Mike Oakley and seconded by lain Scouller, the minutes from the October 19, 2023 meeting were approved. SALES AND MARKETING REPORT Managing Director of Sales, Marketing & Communications, Leigh Lyons, reported that October kicked off the new fiscal year and the Convention Sales Team sourced 140 leads to partner hotels for 140,925 room nights while confirming 19 definite groups for 24,824 room nights. The bookings covered years 2025 through 2028 at a multitude of Grapevine hotels. Mrs. Lyons reported that Champion Energy signed on as the Peace Plaza Ice Rink sponsor and Amazon was confirmed as the Palace Arts Center sponsor for the activation of Christmas Capital of Texas. Mrs. Lyons reported on International Sales and Leisure Sales, sharing that staff had recently completed multiple missions. The Travel Oklahoma Mission to the United Kingdom and Ireland took place October 19 — 27 with staff hosting meetings with tour operators to continue to enhance Grapevine's presence in their group tour offerings. This event immediately followed Brand USA Travel Week in the UK. Staff then participated in the USA Canada Experience in Ziest, Netherlands November 2-5, with one-on-one appointments with 11 tour operators, a presentation to more than 100 travel agents and Grapevine represented by Texas Tourism at the two-day consumer travel show. The Travel Texas Mission to Germany took place November 6-12 and included travel trade training in Frankfurt, Hamburg and Hannover, as well as travel trade and media events and a consumer show to wrap up the week. Meetings with tour operators were held with DERTOUR and DERTOUR Suisse, CANUSA, TUI —Germany, and Reisebotschafter. Staff was interviewed by Texas Travel Radio Show and participated in an evening event with 60 travel trade and media representatives. Mrs. Lyons reported on the comprehensive media outreach and advertising campaign for Christmas Capital of Texas. Director of Communications, Elizabeth Schrack, participated in a regional media mission promoting the Christmas Capital of Texas. The Communications Team continues to drive the message of the Christmas Capital of Texas into the outer markets with staff making appearances in Abilene, Austin, Houston, Oklahoma City, San Antonio and Shreveport, as well as, Good Morning Texas in DFW. Mrs. Schrack also filmed a segment for CBS 11 in DFW. Mrs. Lyons has been to Waco and Wichita Falls. This media mission is in conjuction with the advertising campaign in these markets. Two media segments and the broadcast ad for Christmas Capital of Texas were played ONGOING BUSINESS Executive Director, Paul W. McCallum, shared an update on the Concourse project. He statec that the interior would be vastly different that the exterior would receive a face lift but woul structurally remain the same. The outdoor pavilion is designed to function in unison with the indoor space. Additional restrooms are a top priority. The design and construction documen:1 NEW BUSINESS Chairman Szymaszek reported that a Vice Chairman was slated to be elected. He asked if Mark Terpening was interested in extending his role as the Vice Chairman to which he stated that he would be honored. Chairman Szymaszek called for a motion to re-elect Mark Terpening as the Vice Chairman. Motion by Cynthia Blankenship and seconded by lain Scouller, Mr. Terpening MINT-M Director McCallum directed the board to the grants-in-aid requests in the board packets. The first grant request was submitted by The End of the Runway Players, a non-profit 501(c)3 organization. This request was specific to the 39th season for the group and would run from the fall of 2023 through the summer of 2024. Monies granted would be used for materials, supplies, royalties and promotion. The End of the Runway Players' research shows that Grapevine. Their data suggested that the amount of visitors had a profound economic impact Grapevine. It was also noted that the group is an active supporter of Grapevine festivals and volunteered almost 500 hours for GrapeFest 2023 alone. Chairman Szymaszek called for a motion to fund the Grant -in -Aid of $27,290 to The End of the Runway Players. Motion: Mark Terpening Second: Mike Oakley Approved 7-0 Director McCallum presented a grant request for the Frontier Brigade Band. This group performs at various locations from Peace Plaza to Nash Farm. Historically, the group performs as the Grapevine Coronet Band and has a patriotic therned performance each year. As the Grants-in-Ald program was established to fund the arts and as the Frontier Brigade Band supports the arts for all ages in and around Grapevine, Mr. McCallum turned the discussion to Chairman Szymaszek. Chairman Szymaszek called for a motion to fund the Grant -in -Aid of $5,000 to the Fronti Brigade Band. I Motion: Cynthia Blankenship Second: Debi Meek Approved 7-0 Director McCallum presented a grant request on behalf of the Grapevine Chamber of Commerce specifically related to the Annual Parade of Lights. The Chamber requested $5,000 to go towards the event that supports numerous organizations in Grapevine, various — performing arts groups from Grapevine Colleyville Schools, all while bringing in visitors from gurrounding areas. F191 2 113V1 k--ff91TM'd7I--';7TTh=F =. 11�1 11•!Ll ITIMIPTIT"79 e GrapeTIM 0aitber of Confiterce. Motion: Cynthia Blankenship Second: Debi Meek Approved 7-0 Director McCallum reported that the glockenspiel refurbishment was well underway. During the past ten years of operation, only minor repairs and adjustments were needed. In recent weeks, motor repair, air leaks, gaskets, fuses and tensioners for drive chains had all been addressed. Staff is awaiting a shipment that will supply components that should have the glockenspiel working in prime condition. The time and temperature component of the tower is a separate project and is also undergoing work. _FUF-=, TU page spreaa ff, TUI in the Dallas Morning News. She notified the board that GrapeFest was recently named Best Food & Drink Festival by the Dallas Morning News in their annual Best of DFW, as nominated ?nd voted on by the DIVIN's readers. She reported on leadership changes at stakeholder hotels, including Grand Hyatt, Hyat'll Regency and Embassy Suites. Mrs. Lyons also shared that the design, beautification and buildout of Main Street and Dallas Road was named as a 2023 Great Place in Texas by the American Planning Association in r-ecognition of Grapevine's support of local planning efforts to create and sustain our city. Grapevine Main Station was recognized by Texas Downtown. City Manager, Bruno Rumbelo and Director McCallum attended the Texas Downtown Association's Annual Awards ceremonj to accept the President's Award for Best New Construction. Mrs. Lyons shared that many Grapevine businesses were embraced the Holiday spirit. For the second year, Holly Jolly bar is returning to the Hotel Vin, taking over Third Rail bar. The entertainment venue will be filled to the rim with kitschy holiday decorations, festive craft cocktails and live music and will be open November 20 —January 7. MGM= WEW., oil- 0 Chairman Szymaszek stated that business was strong at Grapevine Mills. It was also reported IIIF �_T IIITW111111k� . . - 1.11 1111 :MWITWIPWMAIJ., Motion: Mike Oakley Second: Mark Terpening Approved 7-0 ATTEST: APPROVED: Becky Roberson to Szymaszek Executive Assistant Chairman