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HomeMy WebLinkAbout2025-07-16 Regular Meeting� RITAGE AGENDA GRAPEVINE HERITAGE FOUNDATION MEETING Wednesday, July 16, 2025 at 5:00 p.m. 2"d Floor Board Room Grapevine Convention & Visitors Bureau 636 South Main Street Grapevine, Texas 76051 1. Call to Order of Regular Meeting — Chair Melva Stanfield Citizen Comments - Any person who is not scheduled on the agenda may address the Grapevine Heritage Foundation 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 Board regarding an item on the agenda either before or during the Board's consideration of the item, upon being recognized by the Chairman or upon the consent of the Board. In accordance with the Texas Open Meetings Act, the Board is restricted in discussing or taking action during Citizen Comments. 2. Welcome — Melva Stanfield 3. Consider the Minutes of the May 21, 2025 Regular Meeting. 4. Old Business A. Membership Report — David Klempin B. Sponsorship Report — Stephanie Wright C. Palace Theatre Report — Frances Jensen D. Nash Farm Report — Melva Stanfield and Hugo Gardea E. Update on the GHF Strategic Planning Work Plan assignments and committees — Melva Stanfield and David Klempin 5. New Business A. Consider proposed 2025-2026 GHF Budget and take any necessary action — David Klempin and Melva Stanfield 6. Distribution of Liaison Reports A. City Council Report — Grapevine Heritage Foundation Council Liaison Duff O'Dell B. Grapevine Convention and Visitors Bureau Liaison Report — Paul W. McCallum 7. Adjournment The next meeting of the Grapevine Heritage Foundation Advisory Board will be held on Wednesday, August 20, 2025 at 5:00 pm at the Grapevine Convention & Visitors Bureau, 636 South Main Street, Grapevine, Texas. If you plan to attend this public meeting and have a disability requiring special arrangements, please contact the Office of Historic Preservation at 817-410-3185 at least 24 hours in advance. 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 Heritage Foundation Meeting agenda was prepared and posted by the 11 th day of July, 2025 at 5:00 pm. David Klempin, Manager of Heritage Programs and Preservation July 16, 2025 STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The Grapevine Heritage Foundation (GHF) held their regular scheduled monthly meeting at 5:00 p.m. on Wednesday, July 16, 2025 in the 2nd Floor Grand Hall of the Grapevine Convention & Visitors Bureau, 636 South Main Street, Grapevine, Texas 76051. Present were: Melva Stanfield Wendy Nelson Stephanie Wright Balla Wright Austin Kellerman Kim Hale Chairman Secretary Treasurer Board Member Board Member Board Member The above constitutes a quorum, Absent was: Frances Jensen David Stine Courtney Fray Duff O'Dell With the following Convention & Paul W. McCallum Paula Newman David Klempin Hugo Gardea Kayce Vanderpool Vice -Chairman Board Member Board Member City Council Liaison Visitors Bureau staff present: Executive Director CVB Managing Director of Operations Heritage Preservation Programs Manager Assistant Heritage Preservation Programs Manager Heritage Preservation Programs Secretary CALL TO ORDER AND CITIZEN COMMENTS Chairman Melva Stanfield called the meeting to order at 5:03 p.m. Citizen Comments Any person who is not scheduled on the agenda may address the Grapevine Heritage Foundation under Citizen Comments by completing a Citizen Appearance Request form. In accordance with the Texas Open Meetings Act, the Advisory Board is restricted in discussing or taking any action during Citizen Comments. No Citizens present. 2. WELCOME Chairman Stanfield welcomed everyone. 3. MINUTES FOR APPROVAL Balla Wright moved to accept the minutes from the Mav 21, 2025 regular meeting. Kim Hale seconded the motion. Minutes approved with a vote of: Ayes: 6 (Stanfield, Nelson, S. Wright, B. Wright, Kellerman, Hale) Nays: 0 None GHF Minutes July 16, 2025 July 16, 2025 Absent: 3 (Jensen, Stine, Fray) 4. OLD BUSINESS A. Membership Report — David Klempin David Klempin presented the membership report for July. The active memberships total is 172. There were no donations received in July. B. Sponsorship Report — Stephanie Wright Treasurer Stephanie Wright reported the Nash Farm Sponsorship total is $29,250. She said that Beth Marie's Old Fashioned Ice Cream is interested in additional programing sponsorship opportunities and also shared that our Mission Sponsor, NBT Financial- National Bank of Texas is building a branch in Grapevine. C. Palace Theatre Report — Frances Jensen Melva Stanfield reported that the Palace Theatre Summer Programs are in full swing with a lineup of the Summer Movies on Tuesday and Wednesday mornings, Dino Cartoons & Crafts, Thursday Night Movies, weekend features, and the live concerts have been a hit with audiences of all ages and many first timers to the Palace. Thursday evenings have been very successful. June- Mr. Hobbs Takes a Vacation had 114 attendees; Star Wars: Episode IV — A New Hope had 300 attendees; Star Wars: Episode V — The Empire Strikes back had 305 Attendees, Jaws had 252 people attend; Jurassic Park had 196 attendees. July- Star Wars: Episode VI — Return of the Jedi had 201 in attendance; and Sandlot had 224 attendees. The Return of the Jedi screening was made even more memorable thanks to a visit from a group of dedicated volunteers who cosplay as Star Wars characters in licensed vendor costumes and provided photo opportunities for all. The last Thursday night movie will be the Goonies on July 24t". The Texas Tenor's Concert will be on July 25tn - 27tn. Wendy Nelson said she attended the Conway Twitty Show and reported that it was an impressive show with over 300 people. P. W. McCallum said he attended the Amon Carter Show on Saturday night and said it was packed and everyone had a great time. D. Nash Farm Report — Melva Stanfield Chairman Stanfield reported for June, Dairy Day had 425 attendees; there were 8 group tours that had 240 visitors; there were 6 tours with 240 visitors; the Casual visitation to date was 652 and the total visitation so far for June is 1,450 with 11 volunteers with 107 hours. The Dino Dig had 409 participants. To date in July, the Ice Cream Social had 331 attendees and they sold 45 Soda Jerk Experiences and the heavy rain did not stop the Ice Cream from being served but the ice cream was moved to the Dr. Curtis and Linda Ratliff Pole Barn, as soon as the rain slowed down the people were exploring the farm. Balla Wright said that during the Ice Cream Social the house was packed once the rain started. There was 1 tour with 21 participants; the 2 GHF Minutes July 16, 2025 July 16, 2025 casual visitation to date is 595 and total visitation is 947, the Dino Dig has had 227 participants. Kim Hale said she had a niece that participated in the Dino Dig and she was very excited to find a saber tooth tiger's tooth and they also rode the Dino Train, Kim said it was precious. E. Update on the GHF Strategic Planning assignments and committees- Melva Stanfield and David Klempin Chairman Stanfield said everyone is doing great work on their assigned projects. Stephanie Wright gave an update regarding Increasing Attendance to Sell Out and so far that almost all of the events are at sell -out levels. Wendy Nelson said she and Frances Jensen have discussed the Board and Volunteer Guidelines and have created a document to be reviewed with Mr. McCallum and Melva Stanfield before sharing with the board. Kim Hale gave a Funding update, she said she held a subcommittee meeting to discuss the options and they still have a little research and work to do before they can present the plans. Wendy Nelson reported for the Festival Outreach, she and Austin Kellerman did have a GHF table during the Volunteer Dinner and they are planning to do the same at Volunteer Orientation and Grapefest Volunteer Appreciation Dinner and they will have more brochures and possibly an activity to help with engagement to meet with potential members. Austin Kellerman is working with Frances Jensen they are working on ideas for the Porch Party. Balla Wright asked about a short video to play at the Palace Theatre before movies, shows and at local community events. David Klempin said we need to share the Grapevine History to show what we do and this would be a good way. B. Wright also asked if we have a speaker to present, we would need the info updated to have it ready for presentations. P.W. McCallum said we need to keep the membership engaged and share what we do for the city. Melva Stanfield gave a big Thank You! to Mr. McCallum for bring the Grapevine Heritage Foundation to the forefront at the different Festival meetings and other areas of the community that he meets with. 5. NEW BUSINESS A. Consider proposed 2025-26 GHF Budget and take any necessary action — David Klempin and Melva Stanfield David passed out and reviewed the proposed budget and said the Nash Farm Budget is $139,650; The Palace Theatre budget is $5,000 for rental for the First Friday's movies 3 GHF Minutes July 16, 2025 July 16, 2025 The Foundation Operating expenses are $9,950; The GHF budget does not include the many benefits that the Foundation receives through its close association with the Grapevine Convention & Visitors Bureau. These figures are not included within this budget. These include the salaries and benefit packages of our office staff and Nash Farm staff, which is a significant figure. Also, the acquisition of new structures and major maintenance on our facilities comes through the CVB and often includes festival proceeds. Publicity - including social media, television, radio and print publicity — is obtained thought the CVB media team. This is a huge savings and benefit to the Foundation. Printed materials, including our brochures, annual calendar, and Candlelight Tour of Homes booklets are produced by the CVB. Office and meeting expenses including postage and copy expenses are also paid by the CVB. Melva Stanfield asked about getting a P&L Statement for GHF Membership income and asked regarding the revenue and expenses. She questioned the cost of the Annual GHF Calendar and the expense of putting it together. They also want to see if our events are worth putting on, are they breaking even or losing money. The Board requested a correction to the proposed 2025-26 GHF Budget by updating the Actual FY24-25 numbers and adjusting the heading on the revenue & expenses, they also asked for an updated copy to be sent to the GHF board. Corrections to be made, change the heading, revenue to expenses on the second page. Update the Actual FY24 numbers. P. W. McCallum moved to approve the budget with corrections. Stephanie Wright seconded the motion with the corrections noted. 2025-26 Proposed Budget, with corrections approved with a vote of: Ayes: 6 (Stanfield, Nelson, S. Wright, B. Wright, Kellerman, Hale) Nays: 0 None Absent: 3 (Jensen, Stine, Fray) Balla requests we show a report after each event that shows ticket sales and expenses and a report of the income at the Farm Store. 6. LIAISON REPORTS A. City Council Liaison Update — Duff O'Dell No report was given. B. Grapevine Convention and Visitors Bureau Liaison Report — Paul W. McCallum P. W. McCallum reported that this summer is focused on staycations, we have seen a softening on the travel side of leisure. We are focused on "All Tracks Lead to Grapevine" this summer it is a special benefit to families who stay in select service hotels and locals alike. Most of the merchants on Main Street are participating in the dinosaur theme this summer. The Gaylord has the Universe of Light and it is a big hit and doing well. Today, we announced to the public that Wednesday, October 1, 2025 the Santas North Pole Express Train Tickets go on sale at 10 a.m. 4 GHF Minutes July 16, 2025 July 16, 2025 Thursday is the kickoff meeting for Grapefest. The theme is the "Grape Gatsby" it's the 100tn anniversary of the publishing of F. Scott Fitsgerald's, book The Grate Gatsby. The Chairs of the Grapefest are Chuck and Lisa Paccione. Mr. McCallum announced that Kimberly Wageman-Prack has accepted a position as the Executive Director of The Chisom a museum in Kingfisher, Oklahoma. She will be leaving us at the end of July. We are taking application for the Education Coordinator. We also have been interviewing for the Nash Farm Manager. David Klempin shared that we plan to have a Fairwell Reception for Kimberly Prack, Friday, July 25 at 3:30 to 5:30 p.m. in the Grand Hall we plan to have refreshments. We will be sending out invitations to people who have worked with her and volunteered at the farm. Stephanie announced that next week on Thursday and Friday there will be some large groups of YMCA summer campers at the Farm; We will have many different activities for the groups to switch between, but we need many volunteers to help assist with the large groups. David Klempin announced the Past Forward National Trust Conference will be September 15, 16, 17, 18, 2025. It will be held in Milwaukee Wisconsin at the Hilton Milwaukee. Those signed up to attend so far are Melva Stanfield, Curtis Ratliff, Kim Hale, Paula Newman and David Klempin. There will be many sessions to choose from to bring a whole different level of preservation. The Johnson Wax Company and Frank Lloyd Wright's Taliesin tours are some of the tours offered during the conference. 7. ADJOURNMENT Stephanie Wright moved to adjourn the meeting, Balla Wright seconded the motion. The meeting was adjourned at 6:16 p.m. with the following vote: Adjournment approved with a vote of: Ayes: 6 (Stanfield, Nelson, S. Wright, B. Wright, Kellerman, Hale) Nays: 0 None Absent: 3 (Jensen, Stine, Fray) The next regular meeting will be held August 20, 2025 at 5:00 p.m. PASSED AND APPROVED JULY 16, 2025 MINUTES BY THE GRAPEVINE HERITAGE FOUNDATION, ON THIS THE 20TH DAY OF AUGUST, 2025. APPROVED:')' Q ts,-,, `'��� CHAIRMAN 1 ATTEST: V SECRETARY 5 GHF Minutes July 16, 2025