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HomeMy WebLinkAbout2022-11-17 Regular MeetingCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, November 17, 2022 — 8:00 a.m. CVB Headquarters 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 6. Ongoing Business A. CVBB 2023 Calendar B. Southwest Bluegrass Club C. Grapevine Prairie Agricultural Equipment Display 7. New Business A. CCOT Barricades B. Grant -in -Aid — Frontier Brigade Band Hotels / Attractions / Activities A. Southwest Bluegrass Club 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 14th day of November, 2022 by 8:00 a.m. %Becky Roberson Executive Assistant State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met in Regular Session on Thursday, November 17, 2022 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: Mark Terpening Board Vice Chair Dan Weinberger Board Member Chuck Pacioni Board Member Debi Meek Alternate Board Member Chuck Pacioni Board Member Sharron Rogers Board Member Corinna Wenks Board Member Mike Oakley Alternate Board Member Constituting a quorum, with the following liaisons and staff members present: Paul W. McCallum Executive Director Becky Roberson Executive Assistant Leigh Lyons Managing Dir of Sales, Marketing & Communications Absent: lain Scouller, Cynthia Blankenship and Joe Szymaszek CALL TO ORDER Board Vice Chair, Mark Terpening called the meeting to order at 8:03 a.m. NEW EMPLOYEE INTRODUCTION Mr. McCallum introduced Kim Dobecka, the Volunteer Programs Supervisor, Latonjia Williams, Controller and Leigh Lyons, Managing Director of Sales, Communications and Marketing. APPROVAL OF MINUTES Motion by Dan Weinberger and seconded by Corinna Wenks, the minutes from the October 27, 2022 meeting were approved. SALES AND MARKETING REPORT Mr. McCallum reported the Sales Team had 162 leads with the potential of 224,787 room nights. Those leads converted to 28,250 definite room nights, equating to 9 million in potential economic impact. Staff had 14 site inspections which have the potential to convert to 24,575 room nights in stakeholder hotels. The team has multiple missions coming up including Connect DC, US Sports Conference, Meeting Professionals International and Destination Texas. Leisure Sales will host an International Travel Agent FAM December 1-8, 2022. The goal is to encourage all incoming guests to spend at least their first and last night of their stay in the country in a stakeholder hotel. The proximity to the airport as well as the exciting yet quaint charm of Grapevine will be highlighted. With the recently added non-stop flight from DFW to Auckland, New Zealand, the team has focused heavily on reaching out to international travel agents. The Qantus inaugural non-stop flight from DFW to Melbourne is weeks away and the plan is to share Grapevine as both a destination but also a long layover for visitors coming to the United States. Research shows that 78% of New Zealanders travel internationally. ONGOING BUSINESS The proposed CVB Board Meeting dates for 2023 were once again reviewed. Vice Chair, Terpening asked for a show of hands in approval. All members raised their hands. Mr. McCallum shared that the Southwest Bluegrass Club had a successful six shows at Ted Ware Plaza. The group reported that 70% of the guests to the shows were from out of town. Thanks to the strategic timing of the shows, guests stayed in Grapevine for lunch and shopping. Some came from far enough away that they stayed overnight in Grapevine hotels. The Southwest Bluegrass Club wrote a heartfelt letter of gratitude and appreciation to the CVB for supporting their efforts to share their music, including highlighting the shows in social media and welcoming their posters and flyers in the CVB building. Mr. McCallum reinforced that the Grapevine Prairie Agricultural Equipment Display was ever more important with the closing of Master Made Feed Store. This project allows Main Street to show the history of Grapevine's agricultural past by showcasing the 1932 Grain Truck, the Steam Traction Engine and Miss Grapevine, the iconic grape crusher that often participates in parades and festivals. He went on to explain that with the addition to the Founders Building there would be the ideal setting for viewing the glockenspiel atop the CVB Headquarters. Member Rogers asked if the project would include repaving the area in front of the Founders Building and Mr. McCallum agreed that it would likely require repaving. Vice Chair Terpening asked for a motion to support the project. Motion: Chuck Pacioni Second: Debi Meek Ayes: Weinberger, Rogers, Wenks and Oakley Nays: None Approved 6-0 NEW BUSINESS Mr. McCallum shared that the team was considering the rental of French barricades. He explained that the use of French barricades during CCOT would better maintain safety of visitors and better support the Main St. businesses as they provide a protected and enlarged sidewalk area. The barricades aid in protecting and controlling pedestrian traffic, allowing guests to safely walk up and down the Historic Main St. area. Discussion by board members led that the board can approve grant funds from festivals for the support of the Historic District. CVB staff had received quotes as high as $60,000 and as low as $18,000. Vice Chair Terpening called for a motion for the use of $20,000 for a grant for CCOT barricades. Motion: Debi Meek Second: Corinna Wenks Ayes: Weinberger, Rogers, Pacioni and Oakley Nays: None Approved 6-0 Mr. McCallum reported that bands have a rich history in Grapevine. Once upon a time, farmers came from rural communities throughout the region to Grapevine to play together. The Frontier Brigade Band, also performing as the Grapevine Coronet Band, has played at various events in recent history and have gained a following. He shared the list of previous shows that were made possible by the Board's previous grant and shared that the Frontier Brigade Band was requesting a grant of $5,000 for 6 shows. The amount of the grant request was explained by ASCAP fees and other fees that the band incurs. Based on the attendance of previous shows, the band feels that the monies used for the grant will come back to the community many times over. Vice Chair Terpening called for a motion for a $5,000 grant to the Frontier Brigade Band. Motion: Dan Weinberger Second: Debi Meek Ayes: Wenks, Rogers, Pacioni and Oakley Nays: None Approved 6-0 HOTELS/ATTRACTIONS/ACTIVITIES Mr. McCallum reported that Peace Plaza Ice Rink was moving along and expecting a successful season. He shared video of the 55 foot live Christmas tree as it was cut and moved by a helicopter and then pictures of it being placed at its new home at Peace Plaza. He highlighted the Gaylord Texan as the official kick off of the Holiday Season and praised everything our stakeholders do to support the community at large and the Christmas Capital of Christmas. He reported that the annual Turkey Pardoning was in the final stages of review and that staff was fully supporting the Carol of Lights expansion scheduled for Monday,_November 21, 2022. CVB Staff was working alongside Parks & Rec with signage and man power. The expansion will include two firework displays at City Hall, one at 7:30 and the second at 8:30. The tree lighting would take place at 6:30 and professional ice skaters would perform on the ice rink. Dan Weinberger added that he loved the addition of the stringed lights above the ice rink and felt like it added an extra layer of ambiance. ADJOURNMENT Motion to adjourn the meeting at 9:02 a.m. Motion: Chuck Pacioni Second: Corinna Wenks Ayes: Weinberger, Rogers, Meek and Oakley Nays: None Approved 6-0 ATTEST - Becky Robson Executive Assistant APPROVED: Joe Szymaszek Chairman �i`�� j� j�/ Gf✓%r1�2j