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HomeMy WebLinkAbout2023-08-17 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday,August 17, 2023 —8:00 a.m. CV B 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 CV BB. In accordance with the Texas Open Meetings Act, the CVB13 is restricted in discussing or taking action during Citizen Comments. 3. New Employee Introduction 4. Oath of Office S. Approval of Minutes 6. Sales &Marketing Report A. Meeting Professionals International World Education Congress Report B. Cvent Connect Report C. International Tourism and Leisure Report 7. Ongoing Business A. Concourse Update B. 37ffi Annual GrapeFest Update C. Sister City Update D. Christmas Capital of Texas 8. New Business A. Grant-In-Aid * Latinos in Grapevine B. CV BB 2024 Calendar 9. Hotels/Attractions/Activities A. GVRRILibrary Fundraiser B. Southwest Bluegrass Club C. Nash Farm Barn Roof Replacement 10. Adjournment f you plan to attend this special public meeting and have a disability that requires special arrangements t the meeting,please contact the Grapevine Convention&Visitors Bureau at( 17) 10-31 5 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. 01 et seq, Acts of the 193 Texas Legislature, the Grapevine Convention & Visitors Bureau Advisory Board Meeting agenda was prepared and posted on this the 1 lth day of August, 2023 by 5:00 p.m. i -cky Roberson Executive 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, August 17, 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 Board Chairman Mark Terpening Board Vice Chairman Dan Weinberger Board Member Cynthia Blankenship Board Member Debi Meek Board Member Chuck Pacioni Board Member Corinna Wenks 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 Leon Leal Council Liaison Absent: Mike Oakley and lain Scouller CALL TO ORDER Board Chairman Szymaszek called the meeting to order at 8:01 a.m. OATH OF OFFICE Becky Roberson swore in Debi Meek, Corinna Wenks and Dan Weinberger. APPROVAL OF MINUTES Motion by Mark Terpening and seconded by Cynthia Blankenship, the minutes from the June 15, 2023 meeting were approved. NEW EMPLOYEE INTRODUCTION Paul W. McCallum introduced Ashley Craddock, Theatrical and Events Coordinator, Josh Hernandez, Communications Coordinator, Tim Patterson, Accountant II,J. Wylie Haile, Festival and Events Manager and Meghan Settle, Event Coordinator. SALES AND MARKETING REPORT Managing Director of Sales, Marketing & Communications, Leigh Lyons, gave an overview of the Meeting Professionals International World Education Congress 2023 which Sales Manager, Codi Missimo, attended in June. She participated in 17 one-on-one appointments and returned with multiple leads and one request for proposal. Director of Sales,Joe Thompson, attended Cvent Connect in July with representatives from both Gaylord Texan and Silverlake Crossings Complex. He participated in 35 one-on-one appointments and is now following up on promising leads. On the International and Leisure Sales side, Heather Egan, Director, attended the North American Conference of International Association of Golf Tour Operators where she had 30 one-on-one appointments. She is following up on multiple leads and is actively working one lead for November 2023. ONGOING BUSINESS Executive Director, Paul W. McCallum, shared that a proposal for the Concourse renovation was presented to the City Council and it was unanimously approved. He continued with an explanation of the design concept and explained the new opportunities that the renovation will bring. The renovation will open the space allowing a better flow and make it an ideal spot for corporate gatherings, weddings, reunions and more, all with a view overlooking the golf greens. He also presented on the 37th Annual GrapeFest—A Texas Wine Experience presented by Bank of the West. He thanked Chairman Szymaszek for Co-Chairing the event with his wife Christine. He announced that we would once again have festival merchandise on the festival grounds in a separate space, not just the Convention and Visitors lobby and Grapevine Main. He shared an overview of the wide variety of foods that will be served, as well as the activations. There are two new activations to compliment the Charcuterie Workshop. A special wine education class led by esteemed wine maker, Scott Hazeldine will feature wines specific to the Barossa South Australia. There will also be a workshop entitled Texas Wine and Wicks where guests can make their own candle while enjoying wine. He shared that the International Wine Experience sponsored by Gaylord Texan will offer wines from Napa, California and Barossa Australia and will once again host a VIP area with lounge-like seating and snacks. Chicken N Pickle are returning and will host games for players of all ages. Kid's Zone will be supported by 121 Community Church, Paycom and Cook Children's and will offer activities for the youngest of festival guests. Champagne Terrance sponsored by Hilton DFW Lakes, which began at the 25th GrapeFest, will offer live music and expanded seating as both have proven popular. The popular Champagne Cork Shoot-off will return. People's Choice has a new sponsor in Audi Grapevine. GrapeStomp also has a new sponsor, Thryv, and they are eager to support the long- standing tradition. A new and exciting addition is the Rose' Gazebo, .sponsored by Landon Vinery, Messina Hof Winery and Llano Estacado. The biggest change for the upcoming festival is that staff is working with a new partner, PESS, and will implement a FestCard. Coupons will not be used. This change came about as a way to shrink the long lines of patrons waiting to purchase coupons and then wait in another line to purchase food, beverage and such. Credit cards and debit cards will now be accepted at all vendor booths. And for those that want to use cash, a FestCard can be purchased and then used in place of coupons. r. McCallum gave an update on the plans for our International guests that will be here to celebrate the City to City Accord Signing between Grapevine and Barossa South Australia to Formally establish the Sister City Partnership. Anticipated quests will be Barossa Mayor Bim Lange, Texas Secretary of State,Jane Nelson, and the Deputy Director of South Australia Department for Trade and Investment, Regina Johnson. Other Australian delegates and guests, along with delegates From our Sister cities of West Lothian Scotland and Parras de la Fuente Mexico will attend the historic event. He went on to give an update on Christmas Capital of Texas. Tickets for all events went on sale July 25th and it proved to be a record-breaking day as more North Pole Express tickets were sold that ever before. By the end of the first 24-hour period more than 50,000 North Pole Express tickets had sold. The Palace Theatre will host 81 public events between November 10th and December 301h. They will host 27 live shows, Christmas movies and the beloved Cartoon and Crafts for kids. Peace Plaza Ice Rink will main open at Grapevine Main. Additional lighting is planned to enhance the ambiance. NEW BUSINESS r. McCallum reviewed the Grant-in-Aid request for Celebra. With the help of a grant from the Convention and Visitors Bureau, Celebra celebrated National Hispanic Heritage Month last year at Grapevine Main Peace Plaza. The event boasted entertainment, musical performances, traditional dance performances, west speakers and foods to sample. Both local residents and out of town visitors enjoyed the festivities. Once main, Latinos in Grapevine along with the support of 121 Community Church, Grapevine First Baptist Church and the Grapevine Police Department Community Outreach Center is asking for a grant to assist with the cost of the event scheduled for October 7, 2023. To date, Grapevine Colleyville ISD student dance troupes, a Peruvian Folklore dance troupe, a student Marlachi band, Lucha libre, a flash mob experience and Latino food are just some of the highlights planned for the eventThe request for$5,000 was presented to the Board. Some members spoke of their personal experiences from the event last year. Everyone agreed that there was value in honoring the Hispanic population, both local and beyond. As the event brought in guests and those guests were able to experience Grapevine businesses, the members agreed to move forward with a vote. Chairman Szymaszek called for a motion to approve the Grant-in-Aid for Latinos in Grapevine in the amount of$5,000 to be put towards Celebra. Motion: Cynthia Blankenship Second: Dan Weinberger Approved 7-0 Chairman Szymaszek asked that the board review the proposed dates for the upcoming year's Board Meetings. He asked that if anyone have any conflicts to please share them with the board so the proposed calendar could be amended before being voted on at the nest meeting. HOTELS ATTRACTIONS ACTIVITIES Mrs. Lyons shared that the collaborative fundraiser by the Grapevine Library and Grapevine Vintage Railroad and supported by British Emporium. The Southwest Bluegrass Club that was awarded a Grant earlier in the year has had great success at their July 411 Independence Day performance at the Gazebo on Main Street. The group expressed their gratitude for the funding, marketing and support. They are planning another performance on September 30, 2023. The barn roof at Nash Farm, which was paid for by festival revenue as approved by the board some months back, was replaced with period appropriate shake shingles. This replacement was needed for some time as the roof was over twenty years old and the wear and tear had become apparent and was leaking. Pictures were shared. She also shared that the City Council had approved a mas gathering permit and a short-term activation for the Grapevine Mills parking lot. Fun Box is a 40,000 square foot inflatable playscape. It is scheduled to operate from September 15, 2023 through November 13, 2023. ADJOURNMENT Chairman Szymaszek called for a motion to adjourn the meeting at 9:12 a.m. Motion: Dan Weinberger Second: Debi Meek Approved 6-0 Cynthia Blankenship left at 9:08 a.m. ATTEST: APPROVED: M r Becky RIbersonJ 'e Szymaszek ' Executive Assistant Chairman