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:
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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.
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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