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Home My WebLink About2020-05-21 Regular MeetingCity of Grapevine, Texas Grapevine Convention & Visitors Bureau Board of Directors Meeting Thursday, May 21, 2020 — 9:00 a.m. CVB Headquarters — Grand Hall 636 S. Main Street Grapevine, Texas Agenda In accordance with Orders of the Office of the Governor of the State of Texas, the Convention and Visitors Bureau Board will conduct its meeting at 9:00 a.m. on May 21, 2020 at 636 S. Main, Grapevine, Texas. The meeting is open to the public or participants may call 1-210-469-4097. The audio conference PIN is 848 164 797#. The public will be permitted to offer public comments telephonically as provided by the agenda and as permitted by the presiding officer during the meeting. Starting at 8:00 a.m. on Wednesday, May 20, citizens can submit a Citizen Appearance request form from the City's website at htt, s:ev_inetexas.cov1891Ac endas-Minutes. During the meeting, the names of those that have submitted a form will be called on to speak in the order the forms were received. The deadline to submit requests will be 5:00 p.m. on Wednesday, May 20. A recording of the telephonic meeting will be made, and will be available to the public in accordance with the Open Meetings Act upon request. 1. Call to Order 2. Citizen Comments 3. Approval of Minutes 4. Ongoing Business A. MPI-WEC Grapevine Update 5. New Business A. COVID-19 Cleaning and Sanitizing Standards B. Event Payment Alternatives C. Come Together Incentives for Sales Promotion D. Grapevine Main — Room Rental Rate Structure E. Grants in Aid Request i. Oh Look Performing Arts Center F. Review September Board Meeting Date 6. Hotels 1 Attractions / Activities 7. 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 15th day of May, 2020 by 5:00 p.m. r � kjdy Bell eAssistant to tExecutive 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, May 21, 2020 at 9:00 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 Sharron Rogers Cynthia Blankenship lain Scouller Chuck Pacioni Dan Weinberger Debi Meek Board Chair Board Vice Chair Council Liaison Board Member Board Member Board Member Board Member Board Member Constituting a quorum, with the following liaisons and staff members present: Paul W. McCallum Executive Director Brady Closson Deputy Executive Director Lindy Bell Assistant to the Executive Director Absent: Balla Wright — Heritage Foundation Liaison LeAnn Brown — Chamber of Commerce Liaison CALL TO ORDER Board Chair Joe Szymaszek, called the meeting to order at 9:02 a.m. APPROVAL OF MINUTES Motion by Mark Terpening, seconded by Dan Weinberger to approve the minutes from the February 13, 2020 meeting prevailed by the following vote: Ayes: Szymaszek, Terpening, Meek, Weinberger, Blankenship, Paciono and Scouller. Nays: None PW McCallum introduced new staff member, Sophia Stoller, to the Board as the Director of Media Relations. Board of Directors Meeting May 21, 2020 Page 2 of 4 ONGOING BUSINESS MPUWEC Grapevine Update Mr. McCallum provided an update regarding the Meeting Professionals International/ World Education Congress. The event was originally scheduled for June 6-9, with an anticipated attendance of 3500 meeting planners and suppliers. Due to the COVID-19 pandemic, the event has a new theme, "Reunite for Recovery" and has been rescheduled to November 3-6. The meeting will consist of a combined in person and virtual format. In person attendance is anticipated to be approximately 1,000. Thanks were expressed to Chuck Pacioni, the Gaylord Texan staff, and the MPI and CVB teams for working through the various technicalities to reschedule. The opening reception will be Tuesday, November 3rd, in the Historic Cotton Belt Depot area with the theme, "Authentic Grapevine. NEW BUSINESS COVID-19 Cleaning and Sanitizing Standards Mr. McCallum introduced the "Global Biorisk Advisory Council" (GBAC) accreditation program. GBAC is a standardized and certified training program to clean and provide disinfection and infectious disease prevention for facilities via a 'train the trainer' program. This program will enable the program to be continued on an ongoing basis. GBAC accreditation is a multiple step process. All steps must be completed in order to become certified. Mr. McCallum proposed the Convention and Visitors Bureau pay the program fee the first year so all venues in Grapevine can achieve the program's rating which will allow Grapevine to promote them as a 'GBAC Star Facility,' and Grapevine be promoted as a safe environment for visitors. After discussion by all Board members, motion was made for approval of the proposed funding by the CVB to pay the first year's fee. Motion was made Dan Weinberger and seconded by Mark Terpening. Ayes: Szmaszek, Terpening, Weinberger, Meek, Blankenship, Scouller and Pacioni, Nays: None Event Payment Alternatives Mr. McCallum presented the concept of Magic Money as an alternative to coupons for a secure, touchless payment method for festivals. A detailed presentation was made and discussion held by Board members of the benefits of converting to such a system. Board of Directors Meeting May 21, 2020 Page 3 of 4 Following discussion by Board members, motion was made by Mark Terpening for its adoption with a second from Dan Weinberger. Ayes: Szmaszek, Terpening, Weinberger, Meek, Blankenship, Scouller and Pacioni, Nays: None Come Together Incentives for Sales Promotion Mr. McCallum reported that a sales rebate program, "Come Together in Grapevine" has been implemented targeting new reservations booked prior to August 31, 2020. To date, the program has resulted in approximately 26,000 room nights currently being worked for booking using the program. Sales managers are using the program to help `seal the deal' with pending groups. No action was taken by the Board. Grapevine Main — Room Rental Rate Structure Mr. McCallum notified the Board there will be a limited number of meeting rooms available to rent on the second floor of Grapevine Main. A proposed rental rate structure was proposed and discussed by the Board. Motion was made for approval of the proposed rate structure by Debi Meek and seconded by Mark Terpening.. Ayes: Szmaszek, Terpening, Weinberger, Meek, Blankenship, Scouller and Pacioni. Nays: None Grants in Aid Request Mr. McCallum told the Board he had been in communication with Jill Lord of the Oh Look Performing Arts Center regarding their Grants in Aid application. Ms. Lord notified Mr. McCallum Oh Look's proposal could be tabled by the Board as they are unable to conduct activities due to the current restrictions regarding the COVID-19 virus. No action was taken by the Board. September Board Meeting Date The Board changed the September meeting date to Thursday, September 24, 2020 Board member Debi Meek left the meeting 10:40 a.m. Board of Directors Meeting May 21, 2020 Page 4 of 4 HOTELS/ATTRACTIONS & ACTIVITIES Mr. McCallum presented a summary of meetings, projects and ongoing activities being held and conducted by CVB staff since the start of the COVID-19 pandemic. Staff has remained productive throughout the quarantine period whether working in the office, at various venues or working from home. Chair Joe Szymaszek reported that Grapevine Mills is open at the mandated 25% of capacity with 120 stores open by next week. Local merchants opened first followed by national retailers. Customers are spending more and the conversion rate since opening is up significantly from the standard rate. There being no further business to come before the Board a motion by Dan Weinberger, seconded by Mark Terpening to adjourn the meeting at 10:55 a.m. prevailed by the following vote: Ayes: Szymaszek, Terpening, Weinberger, Blankenship, Pacioni and Scouller. Nays: None PASSED AND APPROVED BY THE GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS OF THE CITY OF GRAPEVINE, TEXAS ON THIS 18th DAY OF JUNE, 2020. AR ED: A4Z roe S �naszek f� Chairman ATTEST: [ Lindy Bell Assistant to the Executive Director