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Home My WebLink About2017-06-15 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, June 15, 2017 —8:00 a.m. CVB Headquarters 636 S. Main Street Grapevine, Texas AGENDA 1. CALL TO ORDER 2. APPROVAL OF MINUTES 3. LIAISON UPDATES A. HERITAGE FOUNDATION ACTIVITIES B. CHAMBER OF COMMERCE ACTIVITIES 4. SALES & MARKETING REPORT 5. OLD BUSINESS 6. NEW BUSINESS A. GRANTS IN AID B. COACH RESTORATION PAINT PROJECT-GVRR 7. HOTELS /ATTRACTIONS /ACTIVITIES 8. ADJOURNMENT IF YOU PLAN TO ATTEND THIS SPECIAL PUBLIC MEETING AND YOU 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 9TH DAY OF JUNE, 2017 BY 5:00 P.M. �-• dy Bell Assistant to Executive Director State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met in Regular Session on Thursday, June 15, 2017 at 8:00 a.m. at the Grapevine Convention and Visitors Bureau, 636 South Main Street, Grapevine, Texas with the following persons in attendance: Joe Szymaszek Board Member - Chair Mark Terpening Board Member Keith Spinden Board Member Cynthia Blankenship Board Member Dan Weinberger Board Member Iain Scouller Board Member Debi Meek Alternate Board Member Constituting a quorum, with the following liaisons and staff members present: Balla Wright Heritage Foundation Liaison `T Paul W. McCallum Executive Director Paula Newman Managing Director, Administration/Operations Brady Closson Managing Director, Sales/Marketing Lindy Bell Assistant to the Executive Director Absent: Jim Quinn Board Member Sharron Spencer Council Liaison CALL TO ORDER Board Chair, Joe Szymaszek, called the meeting to order at 8:01 a.m. APPROVAL OF MINUTES Motion was made by Dan Weinberger, seconded by Mark Terpening to approve minutes from the May 18, 2017 meeting. Motion prevailed by the following vote: Ayes: Szymaszek, Terpening, Meek, Spinden, Blankenship, Weinberger, Scouller Nays: None Board of Directors Meeting June 15, 2017 Page 2 of 5 LIAISON UPDATES Heritage Foundation Activities Balla Wright reported the Heritage Foundation Board will meet Wednesday, June 21st, for its regularly-scheduled meeting. Nash Farm Ms. Wright reported that Nash Farm's Fal!Round Up is accepting sponsorships. The Farm is hosting Park and Recreation's Goat Yoga sessions each Saturday morning in June. Over 120 visitors attended Dairy Days with many returning visitors checking on the Iambs as they grow. June is hosting tour groups from Arlington, Fort Worth, Flower Mound, Irving and Lewisville. The Farm invited Board members to the July 15th Ice Cream Socialwith ice cream and lawn games from 7:00 p.m. until dark. Farm Manager Cody Jolliff and Tara Harris will be getting married Saturday, June 24th, in Oklahoma and returning to work the following Monday. Reminder was made that the Farm is now open every evening until 8:00 p.m. June events at The Palace Theater include "Father of the Bride" on June 23rd and the "Don't Stop Believing" Jaydan Thompson fundraiser on June 15tH Chamber of Commerce Joe Szymaszek reported that Chamber liaison, Theresa Mason, had her baby on Wednesday June 14tH. Joe provided the Chamber up-date on her behalf and reported the Chamber membership luncheon with featured speaker, Carl Sewell, was scheduled today, June 15th. The July 20th Chamber meeting will be a combined meeting with Hurst, Euless, Bedford Chambers at the Grapevine Convention Center. A best practices visit was taken by Chamber representatives to Rockport Fulton, another five- star Texas Chamber. Rockport Fulton has a population of approximately 10,000 with 762 Chamber members with 90% of the businesses having 10 or less employees. SALES & MARKETING REPORT Mr. Closson reported that for May, the convention and leisure sales team had 89 sales leads with 120,500 potential room nights and a potential economic impact of $66,000,000. 19 groups have been booked representing 13,700 room nights with an economic impact of$6,200,000. There were 14 site inspections representing a little less than 25,000 room nights and $13,400,000 potential economic impact. The team participated in Austin Sales Mission on May 16t and 2nd and met with six State Association meeting planners resulting in one RFP for 2019. Team also attended Conference Direct Annual Partner meeting. Board of Directors Meeting June 15, 2017 Page 3 of 5 The Visitor Information Center, Settlement to City and Depot welcomed over 18,000 guests. Over 163,000 brochures were distributed locally, statewide and nationally. Destination Services assisted 12 groups representing 10,000 attendees with an economic impact of over $9,000,000. Shuttle ridership economic impact was up in May by 4.1% versus last year. The Convention Center, Palace Arts Center and Concourse hosted a combined 70 events and booked 56 new definites with an economic impact of$431,000. The website averaged 125,000 unique visitors in May. The Grapevine Vintage Railroad had a total of 23 excursions for a ridership in May of over 3,600. For marketing, there were six print trade publication insertions. Print consumer publications had 19 insertions representing 2,200,000 circulating impressions. Online advertising realized 80,000 impressions. Communications generated 16 press releases. Main Street Fest was promoted to the core market and media missions were conducted in Abilene, Austin, Houston, Lubbock, Oklahoma City, San Antonio and Shreveport. No action was taken by the Board. OLD BUSINESS Mr. Closson gave a wrap up on Main Street Fest with a thank you to Cynthia Blankenship and Bank of the West as presenting sponsor. Mark and Sonya Terpening were thanked for their hard work as Festival co-chairs. The Brew Sisters from Toronto, Canada were a success including being asked back for a second radio segment by one host. The Craft Brew Experience featured 84 different brews representing 36 breweries from 15 states. Four pre-tasting events were conducted across the Metroplex to promote the Festival. The Rotary Club celebrated its 50th anniversary in Grapevine and dedicated a four-sided clock during the festival. The festival had a total of 35 sponsors including five new participants. The 200th anniversary of the bicycle was celebrated in various ways including bicycle sculptures. Board of Directors Meeting June 15, 2017 Page 4 of 5 Website traffic saw an increase of over 12% while the Festival microsite saw an increase of 10%. The web search for live entertainment was up 70%. Facebook videos generated 14,000 views during the Festival which was a 60% growth over last year. The Sales Fam conducted during the Festival with 17 participants resulted in two RFP's. Thanks was extended to all for their work to make the event such a success. No action taken by the Board. NEW BUSINESS Grants In Aid Request— Oh Look Performing Arts Center Mr. McCallum presented a request from Oh Look Performing Arts Center for a grant in the amount of$23,614. The grant is to fund the 2017 summer season Performances scheduled from June through August. Discussion was held including the amount of the request and grant from last year and the multiple benefits the group provides to Grapevine. Maximum amount available to award as a grant is $15,000. Motion was made by Keith Spinden and seconded by Cynthia Blankenship to award a grant to Oh Look Performing Arts Center in the amount of$15,000. Motion prevailed by the following vote: Ayes: Szymaszek, Terpening, Meek, Spinden, Blankenship, Weinberger, Scouller Nays: None Coach Restoration Paint Project— GVRR Mr. McCallum presented information regarding bids for exterior painting of the passenger coaches of the Grapevine Vintage Railroad. Bids were submitted by three companies. After discussion of merits between the three contractors, it was decided to award the bid to Cherokee Coatings, LLC based in Grove, OK. The total bid to paint both open air and standard passenger coaches totaled $210,234. Motion was made by Dan Weinberger and seconded by Mark Terpening to approve the bid from Cherokee Coatings of$210,234. Motion prevailed by the following vote: Ayes: Szymaszek, Terpening, Meek, Spinden, Blankenship, Weinberger, Scouller Nays: None HOTELS/ATTRACTIONS ACTIVITIES Mr. Closson reported that Outlaw Cider Company, owned by Sloan and Williams Winery, was the site of the quarterly sales reception on June 14th. They have four ciders brewed in-house and carry and an additional 14. Board of Directors Meeting June 15, 2017 Page 5 of 5 Radio and TV advertising is ongoing for SummerBlast with Communications promoting SummerBlast to outer markets. Friday Night Fireworks are held every Friday night. The Grapevine Rails, Rolling through Time exhibit is on display in the Tower Gallery with a theme of Past, Present and Future. A map with participating merchants promoting the exhibit was presented. An increase in merchant participants was seen from 42 to 60 in 2016. ADJOURNMENT Next meeting of the Board will be July 20th. There being no further business to come before the Board, a motion by Mark Terpening and seconded by Cynthia Blankenship to adjourn the meeting at $:49 a.m. prevailed by the following vote: Ayes: Szymaszek, Terpening, Meek, Spinden, Blankenship, Weinberger, Scouller Nays: None PASSED AND APPROVED BY THE GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS OF THE CITY OF GRAPEVINE, TEXAS ON THIS 20TH DAY OF JULY, 2017. PROVED: ", J J a ek Bard air ATTEST: Lin y ell Assistant to the Executive Director