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Home My WebLink About1993-05-10 - Agendas - FinalMEETING NOTICE The Advertising and Promotion Commission will meet on Monday, May 10, 1993 at 2:00 p.m. in City Hall, room 326. ADVERTISING AND PROMOTION COMMISSION May 10, 1993 2:00 p.m. City Hall - 326 I. Call to Order II. Reports A. Approval of Minutes B . Financial - Ben Mayes 1. Budget adjustment for brochures 12. NATA brochure coop advertising C. Convention and Visitor Activity - Marilyn Johnson D . Blackwood/Martin Agency Report III. Old Business IV. New Business A. Northwest Arkansas Horseshoe Pitching Association Funding Request B . Autumnfest Funding Request C. Airport brochure rack D . Agency Review V. Other Business VI. Adjourn • N M M GROUP: DATE: PRESENT: ADVERTISING & PROMOTION COMMISSION April 14, 1993 Coy Kaylor Bill Clodfelter Joe Fennel Fred Hanna Fred Vorsanger Steve Ward Marilyn Johnson Susan Stirewalt • ABSENT: Jim Waselues, Woody Bassett OTHERS PRESENT: Ron Wood, Phyllis Rice, John Kalaglias, Smitty O'Laughlin, Don Bearden, Bill Ackerman, Leanne Donner, and Rick Guyton. CALL TO ORDER: The meeting was called to order by Chairman Coy Kaylor at 12:25 p.m. at the Clarion Inn. MONTHLY REPORTS: MINUTES: Motion by Vorsanger, second by Fennel to approve the minutes as mailed. Motion carried. FINANCIAL: Marilyn Johnson presented the financial report. All bills are reflected in the report except Blackwood Martin's bill for March of $30,934.14 that includes Spring advertising placement. All funds are within budget. $142,575 remains in unobligated funds for Special Projects. Moved by Vorsanger, second by Clodfelter to approve budget. Motion carried. ACTIVITY REPORT: Marilyn Johnson reported on the following: 1) March 800# calls had 377 calls compared with last year's 131 calls. Reflection of any increase for 24 hour coverage with Voice Mail will be reflected in April bill. 2) Convention activity was mainly in providing information packets for conventions in town. Activity in soliciting conventions will be increased in April. 3) She attended the Governor's Conference on Tourism in Little Rock. 4) Responses to tourist and relocation inquiries showed a tremendous increase in March. Brochure supply has been exhausted. FIRST QUARTER REPORT TO COMMISSION: Steve Ward presented the report of activities related to the Chamber of Commerce contract with the A & P Commission. 1) Ten conventions were booked in the first quarter. 2) Marilyn has done an excellent job working with local • • N • facilities and regional activities. 3) Tourism activity video has been completed and convention recruitment video has been edited. 4) Calendar of events has been developed and networking with community agencies started. 5) Quarterly budget expenditures are $20,856.02 of $50,000 allocated. 6) Marilyn is working well with commissioners and has fit well in Chamber office structure. Fred Vorsanger commented that this was the best quarterly report he had seen in the five years he had been on the Commission. The report was very comprehensive and the activities completed in 90 days were pretty impressive. He indicated that to get the Women's NCAA Tournament for March of '94 his contact had said that the key person in working to obtain that tournament was Marilyn Johnson. Motion by Hanna, second by Vorsanger to approve the 1st quarter report. Motion carried. BLACKWOOD MARTIN AGENCY REPORT - Susan Stirewalt reported for the agency on the following: 1) The winner of the Arkansas Times vacation giveaway was Pamela Perez of Arkadelphia. Though the weather for Springfest did not cooperate. She and her husband did enjoy themselves. A Thank You card from Perez was circulated. 2) Arkansas Times response was 644 inquiries which is a very cost effective response to the ad. 3) New image brochure was shown. Companion pieces were shown. Goal is to make one look and tie all brochures together. Copy for new image brochure was reviewed. Motion by Vorsanger, second by Fennel to approve brochure and concept of companion brochures. Motion carried. OLD BUSINESS: MAYOR'S CONFERENCE ON TOURISM - Marilyn reported on conference. Format, publicity, and information was great; however, attendance was not as large as we would have liked. Good response from participants who attended. Conference will be held again in September. Some changes will be made in scheduling more than one session per day and personal contact with restaurant and hotel managers to encourage more attendance. Motion by Vorsanger, second by Fennel to approve up to $4000 allocation for Mayor's Conference on Tourism. Motion carried. NEW BUSINESS: ARKANSAS POULTRY SYMPOSIUM - Steve Ward presented proposal 1• requesting $3000 for help in funding Poultry Symposium at the Hilton April 12-14, 1993. This request was presented last year to the Commission; however, minutes did not reflect Commission action. Motion by Vorsanger, second by Clodfelter to approve $2000 of request. Motion carried. AGENCY REVIEW - Commission will review Blackwood Martin at their regular Commission meeting in May. AIRPORT BROCHURE RACK - Space has been allocated in the airport terminal for a rack to distribute Fayetteville tourism information. Motion by Hanna, second by Vorsanger to get estimate of cost of building brochure rack. Motion carried. OTHER BUSINESS: WASHINGTON COUNTY HISTORICAL SOCIETY - Because Keith Newhouse was ill, Fred Vorsanger presented a request from the Washington Country Historical Society for $1200 to pay for reprinting 5,000 copies of their Headquarters House brochure. Motion by Vorsanger, second by Hanna to approve the funding request and ask the Washington County Historical Society to update the Fayetteville logo and print "paid for by Fayetteville Advertising and Promotion Commission" on the brochure. Historical Society should check with Blackwood Martin regarding the logo. Motion carried. ARKANSAS YOUTH CLASSIC NATIONAL INVITATIONAL TOURNAMENT (Girls Slow Pitch Softball Tournament) - June 5-6, 1993. Bill Ackerman and Leanne Donner presented a request for $4500 for sanctioning fee, trophies, and expenses for umpires, scorekeepers, and balls. Motion by Hanna, second by Vorsanger to approve request and asked that a list of Fayetteville hotels be sent to registering teams. Motion carried. ARKANSAS AIR MUSEUM - John Kalaglias presented a request for $1690 to pay for fuel for 3 vintage aircraft (B-29, B-24, C- 26) to be at the Air Museum from May 24-30, 1993. Hotels have donated lodging and rental agencies have donated cars for pilots from Confederate Air Force. Motion by Vorsanger, second by Hanna to approve request. Motion carried. FAYETTEVILLE AMERICAN LEGION WOOD BAT CLASSIC - July 9-10, 1993. Rick Guyton presented a request for $1,742 to pay for wood bats and empire expenses. Motion by Vorsanger, second by Fennel to approve request. Motion carried. Guyton announced that the Hiland Dairy team was the state champion last year and would play every weekend in June and July on their home field. N • ANNOUNCEMENTS: National Tourism Week will be celebrated May 2-8, 1993. Robert Corotto (The Add Sheet) is chairman. He is working with the Convention and Visitor's Committee. There being no further business, the meeting was adjourned. Respectfully submitted, '7Thaa.ir,' C1e`� w`.. -; Marilyn Johnson Director Convention and Visitor Development City of Fayetteville, Arkansas Monthly HMR Tax Collections 1991-1993 1991 1992 1992 1993 1993 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 41,613 $ 50,826 22 14% $ 54,149 6.54% February 39,210 44,489 13.46% 51,929 16.72% March 45,080 48,140 6.79% 54,606 13.43% April 47,017 58,202 23.7936 61,155 5.07% May 50,832 55,172 8.54% 0 June 48,803 55,826 14.39% 0 July 49,145 55,276 12.47% 0 August 47,284 55,539 17.46% 0 September 57,079 59,275 3.85% 0 October 47,951 55,410 15.55% 0 November 51,254 68,243 33 15% 0 December 53,080 52,797 -0.53% 0 0 Total $ 578,348 $ 659,193 13.98% $ 221,839 e 80 70 50 40 0 20 0 HMR Tax Collections By Month \HMRTAX January _t ii February M mh April May June 1991 Ju y August September October November Dec mber 1992 1993 City of Fayetteville, Arkansas Advertising & Promotion Commission Financial Report - Expenditures or the Four Months Ending April 30, 1993 \A&PEXP Annual YTD Budget Expenses Remaining City Advertising & Promotion $ 200,000 $ 62,134 $ 137,866 Audit Expense 500 0 500 Collection Expense 26,972 8,874 18,098 Convention Development 90,000 0 90,000 Convention Services 5,000 0 5,000 Special Projects KUAF 2,500 2,500 0 Square Tree Replacement 1,000 1,000 0 AAAA State Baseball Tournament 1,400 1,400 0 Henry Awards - Gov. Conference 500 500 0 Joe Martin Memorial Stage Race 1,025 1,025 0 Attractions Video Production 1,000 0 1,000 Arkansas Poultry Federation 2,000 2,000 0 Mayor's Conference on Tourism 4,000 1,437 2,563 Headquarter House Brochures 1,200 1,200 0 Air Museum - Air Birds 1,690 1,690 0 American Legion Wood Bat Classic 1,742 1,742 0 Unobligated 131,943 0 131,943 New Brochures 15,000 0 15,000 800 Telephone Number 10,000 3,332 6,668 Hub City Development 5,000 0 5,000 Festival Support Spnngfest 6,000 6,000 0 Music Festival 7,000 7,000 0 Other Festival Support 37,000 0 37,000 Air Museum 50,000 25,000 25,000 ("Chamber of Commerce Contract 100,000 75,000 25,000 TOTAL $ 702,472 $ 201,834 $ 500,638 ACTIVITY REPORT May, 1993 800 NUMBER April 1993: 1328 April 1992: 870 1993 YTD: 2098 1992 YTD: 1307 INQUIRY RESPONSES Tourist - 832 1993 YTD - 2297 Advertising Response - 4482 1993 YTD - 9318 Relocation - 632 1993 YTD - 1623 CONVENTION ACTIVITY Convention Gift Packets - Ozark Triathalon (100) Elderhostel (300) Center for Arkansas and Regional Studies (20) Bid Assistance - Altrusa - 1996 convention Regional American Legion Baseball Tournament '94 Alpha Chi Sigma (chemistry fraternity) Assisted - Arkansas Hospitality Assoc. Spring Trade Show Hosted travel writers - Adelle and Gene Malott (Reno, NV) Revised Ozark Experience Tours, All Season Trail, and Dining and Lodging Guide brochures HMR COLLECTION COMPARISON April 1993: $61,155 April 1992: $58,202 Percent Increase 5.07% YTD 1993: $221,839 YTD 1992: $201,657 Percent Increase: 9%