HomeMy WebLinkAbout2019-07-18 Regular MeetingCITY OF GRAPEVINE, TEXAS
GRAPEVINE CONVENTION & VISITORS BUREAU
BOARD OF DIRECTORS MEETING
Thursday, July 18, 2019 — 8:00 a.m.
CVB Headquarters
636 S. Main Street
Grapevine, Texas
AGENDA
CALL TO ORDER
2. NEW EMPLOYEE INTRODUCTION
3. OATHS OF OFFICE
4. APPROVAL OF MINUTES
5. LIAISON UPDATES
A. HERITAGE FOUNDATION ACTIVITIES
B. CHAMBER OF COMMERCE ACTIVITIES
6. SALES & MARKETING REPORT
A. MPI-WEC
B. LAMONT & ASSOCIATES ANNUAL MEETING
C. WASHINGTON, D.C.
D. CHICAGO SALES MISSION
7. OLD BUSINESS
A. APPROVAL FY 2019/2020 BOARD MEETING SCHEDULE
8. NEW BUSINESS
A. APPROVE FUNDING OF $55,000 FROM FESTIVAL PROCEEDS
FOR TED R. WARE PLAZA EXTENSION
B. APPROVE FUNDING OF $95,000 FROM FESTIVAL PROCEEDS
FOR INTERNATIONAL SISTER CITY BUILDING RENOVATION
C. APPROVE FUNDING OF $125,000 FROM GVRR FUND
BALANCE ACCOUNT FOR MECHANICAL BODY WORK AND
PAINTING OF TWO GVRR FL -9 UNITS
9. HOTELS /ATTRACTIONS /ACTIVITIES
10.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 12TH DAY OF JULY, 2019 BY 5:00
P.M.
(in y Bell
Assistant to l 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, July 18, 2019 at 8:00 a.m. at the Grapevine Convention and Visitors
Bureau, 636 S. Main Street, Grapevine, Texas with the following persons in attendance:
Joe Szymaszek
Mark Terpening
Debi Meek
Dan Weinberger
Iain Scouller
Board Chair
Board Vice Chair
Board Member
Board Member
Board Member
Constituting a quorum, with the following liaisons and staff members present:
Balla Wright
Heritage Foundation Liaison
Steve Brown
Chamber of Commerce Liaison
Paul W. McCallum
Executive Director
Brady Closson
Managing Director, Sales/Marketing
Lindy Bell
Assistant to the Executive Director
Absent: Sharron Rogers — Council Liaison
Cynthia Blankenship — Board Member
Keith Spinden — Board Member
Chuck Pacioni — Board Member
CALL TO ORDER
Board Chair Joe Szymaszek, called the meeting to order at 8:01 a.m.
NEW EMPLOYEE INTRODUCTION
Mr. McCallum introduced Heather Egan, Director of Leisure and International Sales.
OATH OF OFFICE
Dan Weinberger, Debi Meek and Iain Scouller were sworn in as members of the
Grapevine Convention & Visitors Bureau Board of Directors.
APPROVAL OF MINUTES
Motion by Dan Weinberger, seconded by Mark Terpening approved the minutes from
the June 20, 2019 meeting and prevailed by the following vote:
Ayes: Szymaszek, Terpening, Meek, Weinberger and Scouller
Nays: None
Board of Directors Meeting
July 18, 2019
Page 2 of 6
LIAISON UPDATES
Chamber of Commerce
Steve Brown provided the monthly up -date for the Chamber of Commerce. The
monthly membership luncheon will be in conjunction with the Hurst -Euless- Bedford
Chamber and is scheduled for Thursday, July 19th. The speaker will be Gary Thomas,
President of DART/Cotton Belt Corridor Railroad. Luncheon co-sponsors are Texas
First Bank and Texas Health Harris Southlake. Mr. Brown reported that work on the
Chamber construction expansion is underway. Fundraising is ongoing but has slowed.
A committee will be meeting to discuss fundraising strategies and contacting larger
businesses in Grapevine who have not yet contributed. Grapevine was one of 12
finalists for Chamber of the year recognition at the recent ACCE meeting in Long
Beach, CA. Even though Grapevine did not receive the award, it was an honor to be a
finalist on the first application submittal. Balla Wright recognized Mr. Brown's
contribution to Grapevine/Colleyvile ISD new hire luncheon.
Heritage Foundation Activities
Heritage Foundation Liaison Balla Wright reported that the Heritage Foundation met
Wednesday, July 17, and welcomed new board member, Wendy Nelson. Madison
Tuley, 2019 Grapevine/ColleyviIle ISD graduate and recipient of the Grapevine Heritage
Foundation scholarship was introduced and welcomed. The Foundation continues work
on the 2020 version of its annual calendar. The goal is to have the calendar ready the
first week of November for the Annual Meeting and for gift giving.
Nash Farm
Nash Farm's July 5th Keeping Cool had good attendance with 90. The Saturday, July
13 ice cream social had 575 in attendance and over 35 gallons of ice cream were
enjoyed.
The summer's Grapevine Pioneers program continues through Labor Day weekend.
Field Journals are available with eight hands-on activities and includes a Tuesday and
Wednesday movie matinee.
SALES AND MARKETING REPORT
Mr. Closson reported that for June, the Sales team had 107 sales leads sourced to
stakeholder hotels and assisted with 25 definite bookings with an economic impact of
$21 million. The sales team participated in the following sales missions: MPI WEC;
Lamont & Associates Annual Meeting; SmartMeetings in Washington, D.C.; and
Association Forum in Chicago, Illinois.
Brochure distribution for the month of May was almost 30,000.
Board of Directors Meeting
July 18, 2019
Page 3 of 6
Destination Services assisted 13 groups during the month of June.
The Convention Center, Palace Arts Center and Concourse hosted a combined 71
events with 30 future events booked during the month.
Grapevine Vintage Railroad had 28 excursions representing almost 4,500 riders.
Unique visitors to the website were 111,000 with total website visitation of 142,000.
Online Trade (GROUP) received 40,000 impressions.
Print consumer publications had 25 insertions with a circulation of 1.2 million.
On-line Consumer Advertising had over 3.5 million impressions with 10 insertions.
TV and radio promotions ran in outer markets and included 1,062 spots totaling 8 hours
and 30 minutes of SummerBlast promotion. Core market TV and radio promotions
totaled approximately 250 spots for a total of two hours.
The media team distributed three media releases. Print ad value for the month of June
totaled 11 insertions worth almost $380,000 and a total circulation of 519,500. Online
ad value for June had 23 placements.
TV/radio publicity had two segments: One 16 -second spot on NBC News at 4:00 for 16
seconds and Fox 4 News at 5:00 p.m. for 61 seconds. Both spots covered the live
mermaids at SEA LIFE Grapevine Aquarium.
MPI-WEC — Toronto, Canada
Codi Missimo and Connie Ash attended the June conference. PW McCallum, Brady
Closson, Joe Thompson and Kimber Foster attended the concluding luncheon to
promote Grapevine as the 2020 host site. Twenty one-on-one appointments were held
with five different sales opportunities identified. 31 additional clients were hosted at a
dinner co-sponsored with Embassy Suites and the Gaylord Texan.
Lamont and Associates Annual Meeting — Del Ray Beach, Florida
Codi Missimo attended the second annual Lamont and Associates meeting. There
were 79 attendees, 36 of which were end users and 43 were convention and visitor
bureaus or hotel partners. Education was a component of the meeting as well as a
Corporate Social Responsibility activity. 17 one-on-one appointments were held and a
some Grapevine opportunities identified.
Board of Directors Meeting
July 18, 2019
Page 4 of 6
Smart Meetings — Washington, D.C.
90 planners and 53 suppliers attended the Smart Meetings conference. 14 one-on-one
appointments were held with a potential of eight leads generated representing $2.4
million in economic impact. Some attendees expressed interest in attending the
upcoming GrapeFest fam.
Chicago Sales Mission
Liz Mullis conducted seven appointments representing several thousand potential room
nights and multi-million dollars' worth of economic impact.
Mr. Closson reported to the Board that Grapevine has once again been named to the
CVENT Top 50 meeting locations in the United States coming in at the number 22 spot.
No action was taken by the Board.
OLD BUSINESS
Approval FY 2019/2020 Board Meeting Schedule
Mr. McCallum distributed copies of the proposed 2019/2020 Board meeting schedule.
Motion by Debi Meek, seconded by Iain Scouller to approve the 2019/2020 schedule
was presented. The motion prevailed by the following vote:
Ayes: Szymaszek, Terpening, Weinberger, Meek and Scouller
Nays: None
NEW BUSINESS
Approve Funding of $55,000 From Festival Proceeds for
Ted R. Ware Plaza Extension
Mr. McCallum discussed the extension of the Ted R. Ware Plaza and the Settlement to
City Museum Complex at an estimated cost of $55,000.
Motion was made by Dan Weinberger, seconded by Iain Scouller to approve the
expenditure of $55,000 from Festivals Account 115-44540-350-005 for the stated
purpose. The motion prevailed by the following vote:
Ayes: Szymaszek, Terpening, Weinberger, Meek and Scouller
Nays: None
Board of Directors Meeting
July 18, 2019
Page 5 of 6
Approve Funding of $95,000 from Festival Proceeds for
International Sister City Building Renovation
Mr. McCallum discussed the renovation of the Ruby Moore house for use as an
international Sister City location. The exterior will remain the same and the inside will
be converted to one large room with two bathrooms to be located in the porch area.
The house will serve as an area to display Sister City artifacts and gifts obtained over
the program's history and be part of tours conducted in the Settlement to City Museum
complex.
Following a brief discussion, motion was made by Iain Scouller, seconded by Debi
Meek to approve the expenditure of $95,000 from Festivals Account 115-48840-350-
005 for the stated purpose. The motion prevailed by the following vote:
Ayes: Szymaszek, Terpening, Weinberger, Meek and Scouller
Nays: None
Approve Funding of $125,000 from GVRR Fund Balance Account for
Mechanical Body Work and Painting of Two GVRR FL -9 Units
Mr. McCallum presented information relative to body work and painting of the two FL -9
locomotives to match current GVRR livery colors. The most expensive part of the
project will be the body work. Painting will be conducted on-site with appropriate EPA
controls in place. Mr. McCallum reported that the GVRR fund has a healthy balance
and with the substantial savings realized in the purchase of the two locomotives, those
funds will be used for this payment.
Motion was made by Mark Terpening, seconded by Dan Weinberger to approve the
expenditure of $125,000 from GVRR Account 115-43430-350-007 for the stated
purpose. The motion prevailed by the following vote.-
Ayes:
ote:
Ayes: Szymaszek, Terpening, Weinberger, Meek and Scouller
Nays: None
HOTELS/ATTRACTIONS & ACTIVITIES
Mr. Closson reported that the permit for the Hilton Garden Inn has been approved.
Construction value is estimated to be $15 million and it will add approximately 108,000
square feet of space.
Mr. Closson reported that Great Wolf Lodge has received approval from the City for
changes to their parking lot for more controlled access for their guests.
Board of Directors Meeting
June 20, 2019
Page 6 of 6
Mr. Closson reviewed multiple upcoming events as well as several new stores and
restaurants opening over the coming months in Grapevine.
There being no further business to come before the Board a motion by Mark Terpening,
seconded by Dan Weinberger to adjourn the meeting at 9:04 a.m. prevailed by the
following vote:
Ayes: Szymaszek, Blankenship, Terpening, Weinberger and Scouller
Nays: None
PASSED AND APPROVED BY THE GRAPEVINE CONVENTION & VISITORS
BUREAU BOARD OF DIRECTORS OF THE CITY OF GRAPEVINE, TEXAS ON THIS
19th DAY OF SEPTEMBER, 2019.
OVED:
n
ATTEST:
7 &&- -) -
Lindy
Belf
Assistant to the Executive Director
:ek