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HomeMy WebLinkAbout2012-08-16 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, August 16, 2012 — 8:00 a.m. CVB Headquarters Grapevine, Texas AGENDA I. CALL TO ORDER II. OATH OF OFFICE III. APPROVAL OF MINUTES IV. OLD BUSINESS A. GRAPEFEST REPORT V. NEW BUSINESS A. MEETING CALENDAR B. MEETING TIME C. RENTAL OF GRAND HALL D. ART EXHIBIT AGREEMENT CONTRACT E. BOARD MEMBER APPOINTMENT—ART COMMITTEE F. PHOTO POLICY G. NASH FARM IMPROVEMENTS VI. SALES & MARKETING REPORT VII. HOTELS /ATTRACTIONS ACTIVITIES VIII. LIAISON UPDATES A. HERITAGE FOUNDATION ACTIVITIES B. CHAMBER OF COMMERCE ACTIVITIES IX. ADJOURNMENT State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, August 16, 2012 at 8:00 a.m. at the Grapevine Convention & Visitors Bureau Headquarters, Grapevine, Texas with the following persons in attendance: Paul Slechta Chairman Tom Cherry Board Member LuAnn Chapman Gatts Board Member Lance Marrin Board Member Dennis Roberts Board Member Dan Weinberger Board Member Sharron Spencer Council Liaison Pat Stinson Heritage Foundation Liaison Paul W. McCallum Executive Director Absent: John Imaizumi Board Member Joe Szymaszek Board Member Doug Lawson Chamber Liaison Jennifer Hibbs Assistant City Manager George Kakos Assistant Executive Director CALL TO ORDER Chairman Slechta called the meeting to order. OATH OF OFFICE Laura Simmons administered the oath of office to reappointed board member, Paul Slechta. APPROVAL OF MINUTES A motion to approve the minutes from the July 19, 2012 meeting was made by Dan Weinberger and seconded by Tom Cherry. Motion carried. NEW BUSINESS Meeting Calendar The draft meeting calendar for fiscal year 2013 was presented. Board members were asked to review the dates and the calendar will be voted on at the next meeting. Meeting Time CVB Board meetings have been held in the late afternoon, during lunch and as a breakfast meeting. After discussion the board chose to retain the 8 a.m. meeting time. Board of Directors Meeting August 16, 2012 Page 2 of 4 NEW BUSINESS cont. Rental of Grand Hall Mr. McCallum stated that the Grand Hall is there for use for city projects that are mainly driven by the mayor and council. He asked for board consideration of outside rentals of the facility. The room would be rented inside a 30-day window with the right to move a meeting to another location should a conflict arise. Training meetings and wedding would be restricted. After discussion the board agreed that if you have an asset that can generate revenue you need to consider the rental. With this endorsement, staff will research rates and bring a formal proposal back to the board for approval. Art Exhibit Agreement Contract The Art Exhibit Agreement Contract was presented to the board. A recommendation was made to combine paragraphs 4 and 9. Tom Cherry made a motion to approve the Art Exhibit Agreement Contract with the proposed change; Dennis Roberts seconded and the motion carried. (0, Mr. McCallum reported that we have received word that the first major Smithsonian Exhibit, Mail Call, will be in Grapevine in 2014. Other exhibits that are scheduled include The Way We Worked, a railroad photographic exhibit, Texas Sculpture Association, Heritage Center Artist Holiday Show, Nature's Best Photography, and an exhibit from the International Porcelain Artists & Teachers. Staff plans to have a steady stream of exhibits for the display areas. Board Member Appointment— Art Committee Paul Slechta reported that an art committee to review the art shows comprised of Lisa Dalton, Paul W. McCallum and a board member would be established. If there were a questionable exhibit the board chairman and council liaison would be included in the decision, and if that group felt it was necessary full board approval would be sought. Mr. Slechta asked for a volunteer from the board and LuAnn Chapman Gatts agreed to serve. Photo Policy The photo policy was presented to the board. Discussion followed and it was recommended to include a premium price for post business hours as it would require extra staff. LuAnn Chapman Gatts made a motion to approve the policy with the addition; Dennis Roberts seconded and motion carried. Nash Farm Improvements Mr. McCallum reported that regarding the suit with Horak et al we are under a Rule 11 Agreement. The final details are being worked out. Proposed improvements to Nash Farm include fencing the property, leveling the Farm Board of Directors Meeting August 16, 2012 Page 3 of 4 NEW BUSINESS cont. Nash Farm Improvements cont. House and putting in base stone work, moving the Soil Conservation building onto the property, making improvements to the Soil Conservation building for use as an educational facility, and repairs and renovations to the barn. The total for these projects is in the $110,000 to $125,000 range. LuAnn Chapman Gatts made a motion that the CVB proceed with the proposed improvements to Nash Farm as stated and Dan Weinberger seconded the motion; Motion carried. SALES AND MARKETING REPORT During the month of July, Convention Sales produced 36 leads representing 34,604 potential room nights and 13 million in potential economic impact. They assisted with seven definites representing 3,079 room nights and $2.2 million in potential economic impact. They conducted four site inspections. Tourism sales produced nine leads representing 1,216 potential room nights. They assisted with eight definites with approximately 1,200 room nights. 63,000 brochures were distributed and 5,000 guests were assisted at the Visitor Information Center. Destination Services provided registration and information assistance to seven groups representing 5,825 delegates. The Grapevine Visitor Shuttle carried 7,197 passengers, the highest ever for the second month in a row. The Convention Center had 39 future bookings with approximately 12,000 attendees and the Palace Arts Center had 16 future bookings with approximately 4,500 attendees. The Concourse has five future bookings. There were 118,234 unique visitors to the web site of which 19% used a mobile device to access the website. There were seven convention group ad insertions and 15 on-line ad insertions, 56 consumer print publication ad insertions and 71 TV/radio spots. Public relations generated over $177,000 in print and $60,000 in electronic for a total public relations value of$236,000. Staff just completed a successful American Society of Association Executives convention. Grapevine showed well with the golf tournament and the evening event at Cowboy Stadium. HOTELS /ATTRACTIONS ACTIVITIES • Board member Dennis Roberts received the Hall of Honor Lifetime Achievement Award at the Texas Festivals and Events Association Conference. • Certificates of Occupancy were granted to Crowned by Grace, a retail boutique located at 601 S. Main and to For Your Perusal, retail space located at 411 S. Main. Board of Directors Meeting �r August 16, 2012 Page 4 of 4 HOTELS /ATTRACTIONS ACTIVITIES cont. • The Garden Manor B&B is no longer hosting weddings; they have converted the space into their 5th accommodation space, the Carriage House. • Staff attended the Texas Festivals and Events Association annual conference and brought home 5 marketing awards. • Giddens Gallery of Fine Art in the downstairs lease space hopes to be open by GrapeFest. • Grapevine ranked # 19 on Cvent's List of Top 50 meeting destinations in the country. • Copies of the report on the recent Sister City Mission to Parras were distributed. LIAISON UPDATES Heritage Foundation Activities Pat Stinson reported that the Historic Preservation Commission recently approved the Historic Overlay for the Lazy Bones Pub, which was destroyed by fire. The Commission is also working with Gary Hazelwood on a project for the 100 block of South Main. The Historic Preservation staff and Heritage Foundation Board are gearing up for the festival store during GrapeFest. Nash Farm will start off September with a Labor Day Campfire Cooling Camp. Registration is $15 per person. Staff is also working on the 12th Annual Fall Round-Up for October 20th from 10 a.m. — 3 p.m. Chamber of Commerce Activities Paul Slechta reported that the YEA! Program is currently soliciting sponsors and volunteers for the Young Entrepreneur's Academy, a 30-week program for 24 middle and high school students. They are also looking for volunteers to work the booth for GrapeFest. The Chamber Golf Classic is September 24th and is sold out. The Business Retention program will begin again in September with one on one business visits as well as 12 at 12 luncheons. The Annual Awards Banquet is scheduled for January 24th Adjournment LuAnn Chapman Gatts made a motion to adjourn seconded by Tom Cherry. Motion carried. ATTEST: DATE: ,GRAPEVINE •tT E :1 S I I = N0 4 vts'� Photography Request Policy Grapevine Convention&Visitors Bureau Headquarters/Glockenspiel Clock Tower Building 636 South Main Street Grapevine, Texas 76051 U.S.A. Fees: • $750— 1St 3 hours, $150 each additional hour Requirements: • Sessions must be booked 14 days in advance. • Sessions are booked based upon availability. o The Grapevine Convention&Visitors Bureau building is a working office environment and open during normal business hours. On occasion, special events and meetings will be held after business hours. The building will not be closed to the public during any photo sessions. • Photographers must provide the total number of individuals attending photo shoot 48 hours ,, in advance. No more than ten(10) individuals and only children who are scheduled to be photographed. Some exceptions may be granted. • Photographers must also specify all equipment that will be brought into the building. No props such as an archway or trellis permitted. • Not pets other than guide or service dogs. • No food and drinks other than water are permitted. Designated areas for the photo shoot include: • Staircase • Lobby • Second Floor Atrium Excluded are: • Outside balconies • Grand Hall • Offices of the Convention&Visitors Bureau Public restrooms are available; however, private changing and dressing facilities are not available. Professional photography sessions must be coordinated with the Visitor Services Supervisor at 817-410-3593. These would include bridal and family portraits and other similar photography requests. All media inquiries will be directed to the Communications Manager at 817-410-3195. These include all types of commercial photo shoots, news stories and filming. GRA' VINE. -T TO1F1- (1111, n o ti+ vis't DRAFT ART EXHIBIT AGREEMENT BY AND BETWEEN THE CONVENTION & VISTIORS BUREAU OF GRAPEVINE, TEXAS, AND (Artist) This Art Exhibit Agreement ("Agreement") is made and entered into this day of , by and between the Convention & Visitors Bureau of Grapevine, Texas ("CVB") , a Home-Rule Municipal Corporation, and ("Artist") on the terms and conditions set forth below. WHEREAS, the Exhibition is anticipated to be held from through and any additional dates agreed to in writing; and WHEREAS, the Exhibition will be located at Grapevine Convention & Visitors Bureau, 636 South Main Street, Grapevine, Texas ("CVB") ; and WHEREAS, in exchange for the promotion of the arts, Artist desires to lend, at no cost to CVB, his/her Artwork (hereinafter defined) for display at the (kW Exhibition as set forth below; and WHEREAS, CVB has investigated and determined that it would be beneficial and in the best interests of the City of Grapevine and its citizens to allow the Artist to place the artwork at galleries in the gallery of the Grapevine Convention & Visitors Bureau to promote visual arts in the City of Grapevine on the terms and conditions set forth below. NOW, THEREFORE, for and in consideration of the premises and the mutual promises, covenants, and agreements hereinafter set forth, Artist and CVB agree as follows: 1. Artwork and Agency. Artist agrees to, at no cost to CVB, lend his/her Artwork, as more particularly described and/or depicted on Exhibit A, attached hereto and incorporated herein for all purposes, for display at the Exhibition ("Artwork") . All modifications or additions to Exhibit A shall be in writing, signed by both parties, and attached to this Agreement. Artist and CVB agree that CVB is not, under any circumstance, acting as Artist's agent, dealer and/or exclusive seller. The parties acknowledge and agree that the Exhibition is the sole and exclusive event of the CVB in its promotion of public art. 2. Delivery/Loan Period. Artist hereby agrees to loan the Artwork to CVB from through . Artist shall, at his/her sole cost and expense, be responsible for delivery and removal of the Artwork from the Exhibition, said removal to occur no later than ("Removal Date") . Artist acknowledges and agrees that space is limited in CVB gallery and that all artwork submitted for display during the Exhibition is subject to the review and approval of the CVB Art Committee. 3. Installation and Curatorship. Artist shall deliver the Artwork in a form that is ready for immediate display. Two-dimensional ("2D") Artwork shall be wired for hanging and three-dimensional ("3D") artwork must be ready for installation immediately upon delivery to the Exhibition. Artist shall tape the following information on the back of 2D pieces and attach temporarily to 3D pieces: Artist's name, title of piece, and medium. ART EXHIBITION AGREEMENT - Page 1 of 7 The Artwork must be approved, in its sole discretion, by the CVB's Art Committee. 4. Artist Assumption of Liability and Waiver/Removal of Artwork. Artist acknowledges and agrees that CVB will not provide any security for the Exhibition, including, without limitation, set up, operation and teardown of the Exhibition, and CVB shall not, for any reason, be liable for any lost, stolen and/or damaged Artwork and/or the related materials, equipment and/or any other items associated and/or used in conjunction with the Artwork and/or Exhibition. ARTIST HEREBY RELEASES CVB, ITS BOARD MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, HE/SHE MAY HAVE WITH REGARD TO LOST, STOLEN AND/OR DAMAGED ARTWORK AND/OR RELATED MATERIALS, EQUIPMENT AND/OR ANY OTHER ITEMS ASSOCIATED AND/OR USED IN CONJUNCTION WITH THE ARTWORK AND/OR EXHIBITION. Should Artist fail to remove the Artwork by the Removal Date, CVB shall have the right to dispose of the Artwork and any other items related thereto in any manner deemed appropriate solely by CVB. Artist shall be responsible for any and all costs and expenses associated with CVB's removal of the Artwork and/or the related materials, equipment and/or any other items associated and/or used in conjunction with the Exhibition as provided in this Paragraph. ARTIST HEREBY RELEASES CVB, ITS BOARD MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, HE/SHE MAY HAVE WITH REGARD TO, CVB'S REMOVAL OF THE ARTWORK AND/OR RELATED MATERIALS, EQUIPMENT AND/OR ANY OTHER ITEMS ASSOCIATED AND/OR USED IN CONJUNCTION WITH THE EXHIBITION AS PROVIDED IN THIS PARAGRAPH. 5. Photographic Rights. Artist hereby grants permission to CVB to photograph and/or videotape and/or to authorize others to photograph and/or videotape the Artwork and Exhibition for any non-commercial use, including but not limited to, installation documentation, publicity of the Artwork and/or Exhibition, record keeping and additional non-commercial purposes such as, among others, educational, public relations and promotion of the arts. 6. Representations and Warranties Regarding Copyright. Artist hereby warrants and represents that the Artwork is an original creation of Artist and will not infringe the copyright, trademark or other intangible rights of any third party. 7. Termination/Waiver of Damages. This Agreement may, at any time, be terminated for any reason or no reason at all. Should CBV terminate this Agreement, ARTIST HEREBY RELEASES CVB, ITS BOARD MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, HE/SHE MAY HAVE WITH REGARD TO CVB'S TERMINATION OF THIS AGREEMENT, INCLUDING WITHOUT LIMITATION, ACTUAL AND/OR CONSEQUENTIAL DAMAGES. 8. Conflicting Events. Grapevine Convention & Visitors Bureau will coordinat the scheduling of the Exhibition so as not to conflict with any event and/or function of the CVB. Should a conflict arise between the Exhibition and an event and/or function of the CVB, the CVB's event and/or function shall take precedence over the Exhibition. ART EXHIBITION AGREEMENT - Page 2 of 7 9. No Security/Waiver of Damages/Liability. Artist acknowledges and agrees that CVB will not provide any security for the Exhibition, including, without limitation, set up, operation, viewing by the public and/or removal of the Artwork at the conclusion of the Exhibition, and CVB shall not be liable for any lost, stolen and/or damaged property, materials, equipment and/or the Artwork and any other items associated and/or used in conjunction with the Exhibition and/or Artwork. ARTIST HEREBY RELEASES CVB, ITS BOARD MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, IT MAY HAVE WITH REGARD TO LOST, STOLEN AND/OR DAMAGED PROPERTY, MATERIALS, EQUIPMENT AND/OR THE ARTWORK AND ANY OTHER ITEMS ASSOCIATED AND/OR USED IN CONJUNCTION WITH THE EXHIBITION AND/OR ARTWORK. 10. Indemnification. ARTIST SHALL DEFEND, INDEMNIFY, HOLD HARMLESS, AND EXEMPT CVB, ITS BOARD MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES, AND EMPLOYEES FROM AND AGAINST ALL LAWSUITS, ACTIONS, LEGAL PROCEEDINGS, CLAIMS, DEMANDS, DAMAGES, COSTS, EXPENSES, AND ATTORNEYS' FEES INCIDENT TO THE PERFORMANCE OF THIS AGREEMENT AND/OR THE SET UP, OPERATION, VIEWING BY THE PUBLIC AND/OR REMOVAL OF THE ARTWORK AND ARISING OUT OF A WILLFUL AND/OR NEGLIGENT ACT AND/OR OMISSION OF THE CVB AND/OR ARTIST, THEIR RESPECTIVE OWNERS, OFFICERS, PARTNERS, AGENTS, REPRESENTATIVES, CONTRACTORS, SUBCONTRACTORS, VOLUNTEERS AND/OR EMPLOYEES. This Paragraph shall survive the termination of this Agreement. 11. Entirety of Agreement, Governing Jurisdiction and Mediation. This Agreement constitutes the entire Agreement between the parties. No modification will be enforceable except in writing and signed by both parties. This Agreement is governed by the laws of the State of Texas. In the event that any dispute arising under this Agreement results in litigation or mediation, such action or proceeding will be brought exclusively with the state court of Tarrant County, Texas. 12. Reference to Artist. When referring to Artist herein, this Agreement shall refer to and be binding upon Artist, his/her agents, representatives, employees, volunteers and assigns. 13. Reference to CVB. When referring to CVB herein, this Agreement shall refer to and be binding upon the CVB, its Board Members, officers, agents, representatives, employees and assigns. 14. Compliance with Laws. Artist shall comply with any and all local, state and federal ordinances, rules, laws and regulations, as they currently exist, may be amended or in the future arising. 15. Default. In the event Artist fails to comply with any of the provisions of this Agreement, CVB shall have the following remedies, in addition to CVB's other rights and remedies: ART EXHIBITION AGREEMENT - Page 3 of 7 a. to immediately terminate this Agreement without any liability to CVB as previously provided herein; and/or b. to require the immediate cessation of the set up, operation and/or removal of the Artwork and/or Exhibition. 16. Miscellaneous Provisions. a. No Third Party Beneficiaries. Nothing in this Agreement shall be construed to create any right in any third party not a signatory to this Agreement, and the parties do not intend to create any third party beneficiaries by entering into this Agreement. b. Assignment. This Agreement is not assignable without the prior written consent of CVB. c. Notices. Any notice provided or permitted to be given under this Agreement must be in writing and may be served by depositing same in the United States Mail, addressed to the party to be notified, postage pre-paid and registered or certified with return receipt requested, or by delivering the same in person to such party via a hand-delivery service, Federal Express or any courier service that provides a return receipt showing the date of actual delivery of same to the addressee thereof. Notice given in accordance herewith shall be effective upon receipt at the address of the addressee. For purposes of notice, the addresses of the parties shall be as follows: If to Artist, to: Artist Attn: 41W If to Grapevine Convention & Visitors Bureau, to: Attn: Lisa Dalton, Visitor Services Supervisor Grapevine Convention & Visitors Bureau 636 South Main Street Grapevine, Texas 76051 d. Sovereign Immunity. The parties agree that CVB has not waived its sovereign immunity by entering into and performing its obligations under this Agreement. e. Entire Agreement. This Agreement contains the entire agreement of the parties with respect to the matters contained herein and may not be modified or terminated except upon the mutual written agreement of the parties hereto. ART EXHIBITION AGREEMENT - Page 4 of 7 f. Execution. This Agreement is executed by the parties hereto without coercion or duress and for substantial consideration, the sufficiency of which is forever confessed. g. Counterparts. This Agreement may be executed in a number of identical counterparts, each of which shall be deemed an original for all purposes. A facsimile signature will also be deemed to constitute an original if properly executed. h. Authority to Execute. The individuals executing this Agreement on behalf of the respective parties below represent to each other and to others that all appropriate and necessary action has been taken to authorize the individual who is executing this Agreement to do so for and on behalf of the party for which his or her signature appears, that there are no other parties or entities required to execute this Agreement in order for the same to be an authorized and binding agreement on the party for whom the individual is signing this Agreement and that each individual affixing his or her signature hereto is authorized to do so, and such authorization is valid and effective on the date hereof. i. Binding Effect. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, legal representatives, successors and assigns, as allowed herein. j . Savings/Severability. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision thereof, and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. k. Miscellaneous Representations. Each signatory represents this Agreement has been read by the party for which this Agreement is executed and that such party has had an opportunity to confer with its counsel. 1. Miscellaneous Drafting Provision. This Agreement shall be deemed CIF drafted equally by all parties hereto. The language of all parts of this Agreement shall be construed as a whole according to its fair meaning, and any presumption or principle that the language herein is to be construed against any party shall not apply. Headings in this Agreement are for the convenience of the parties and are not intended to be used in construing this document. m. Waiver. Waiver by either party of any breach of this Agreement, or the failure of either party to enforce any of the provisions of this Agreement, at any time, shall not in any way affect, limit or waive such party's right thereafter to enforce and compel strict compliance. n. Work Received. Attach inventory of work received to show to this agreement. IN WITNESS WHEREOF, the parties have executed this Agreement and caused this Agreement to be effective on the latest day as reflected by the signatures below. ART EXHIBITION AGREEMENT - Page 5 of 7 CVB: Lisa Dalton, Visitor Services Supervisor Grapevine Convention & Visitors Bureau 636 South Main Street Grapevine, Texas 76051 ARTIST: By: Title: ART EXHIBITION AGREEMENT - Page 6 of 7 EXHIBIT "A" ARTWORK Crf Title Description Medium [Depiction attached] ART EXHIBITION AGREEMENT - Page 7 of 7