HomeMy WebLinkAbout1994-03-14 - Agendas - Final �. MEETING NOTICE
The Advertising and Promotion Commission will meet on Monday ,
March 14 , 1994 at 2 : 00 p . m . in the Chamber of Commerce
Conference Room ,
ADVERTISING AND PROMOTION COMMISSION
March 1*, 1994 2 : 00 p . m . Chamber of Commerce
I . Call to Order
II . Reports
A . Approval of Minutes
B . Financial - Ben Mayes
Co Convention and Visitor Activity - Marilyn Johnson
D . Blackwood/Martin Agency Report - Susan Stirewalt
E . Convention Center Study Committee - Bill Clodfelter
III . Old Business
Q't'
A . $ 20 , 000 loan to Lights of the Ozarks —
B . Continuing Education Center request - $ 200 , 000 — Ld
9 � N9tte-r �
IV . New Business
• A . Washington Regional Medical Foundation - Bill
t Rogers
V . Adjourn
y<
GROUP : ADVERTISING 6 PROMOTION COMMISSION
• DATE : February 10 , 1994
PRESENT : Coy Kaylor Woody Bassett
Joe Fennel Steve Ward
Fred Hanna Marilyn Johnson
Bill Clodfelter Ben Mayes
Jim Waselues Susan Stirewalt
Linda McBride
ABSENT : None
CALL TO ORDER :
The meeting was called to order by Chairman Coy Kaylor at
2 : 00 p . m , at the Chamber of Commerce .
INTRODUCTION OF COMMISSIONER
Coy Kaylor introduced Linda McBride as a member of the
Advertising and Promotion Commission . She replaces Fred
Vorsanger .
MONTHLY REPORTS :
MINUTES
• Moved by Hanna , second by Fennel to approve the minutes of
E . the January meeting . Motion carried .
FINANCIAL
Ben Mayes presented the financial report for January . HMR
collections were $ 71 , 070 in January , an increase of 31 . 258
over 1993 collections . This can be attributed to the Lights
of the Ozarks , the basketball games in Walton Arena , and the
movie " Frank and Jesse " which used Fayetteville as its
headquarters . The only budget total expenses for January
were $ 50 , 000 for the Chamber of Commerce contract . For
informational purposes the revised 1994 budget with rollovers
from 1993 budget was included in the agenda . It will be
presented to the Council on March 1 .
Motion by Hanna , second by Waselues to approve the financial
report . Motion carried .
ACTIVITY REPORT
Marilyn Johnson reviewed January activities of Convention
Visitor Development . 800 number inquiries indicated an
increase in calls over 1993 . Total inquiry responses for
January were 959 , an increase of 81 . 68 over last year .
Johnson reviewed upcoming conventions and festival activity .
• Placement in January was noted . She will be attending Travel
South and meeting with tour operators regarding including
-' Fayetteville in their destinations .
Moved by Clodfelter , second by Hanna to approve the
Convention Visitor Report . Motion carried .
BLACKWOOD MARTIN AGENCY REPORT
Susan Stirewalt reviewed agency activity . They are in the
middle of placement now . New parks brochure was distributed .
Motion by Waselues , second by Clodfelter to approve Agency
report . Motion carried .
CONVENTION CENTER STUDY SUBCOMMITTEE
Bill Clodfelter reviewed the work of the committee and their
recommendation that a study of the financial feasibility ( Can
we afford to build an exhibit hall / convention center with
present HMR income ? ) be conducted . The committee had
interviewed the three firms which submitted an RFP and chosen
Wittenberg , Delony & Davidson , Inc . to perform the work .
Bassett asked about waiting until March 1 to do the study to
see if Hammonds exercises his option on the land in
Springdale . Fennel said the study was needed now to
determine if we can afford to even talk about building a
convention center . We need to build something which will
generate income . Kaylor indicated if the study showed that
neither Fayetteville or Springdale can afford to do a
a facility , then other options might have to be pursued . The
study will put us in a good bargaining position .
McBride asked if funds could be co-mingled between cities .
Clodfelter said this is the most conservative thing we can do
besides wait . We have one basic question - Can we afford to
build it ? Kaylor said if the economic impact is so great , we
need to know where we go from here .
Motion by Fennel , second by Clodfelter to hire Wittenberg ,
Delony & Davidson , Inc . to perform a limited scope financial
feasibility study for $ 10 , 750 . 00 . Attached amended proposal
request is attached . Motion carried unanimously .
OLD BUSINESS :
LIGHTS OF THE OZARKS LOAN
Marilyn Johnson requested that the commission make a decision
of the loan for Lights of the Ozarks festival since there had
been discussion subsequent to the loan that it be made a
grant . Commissioners requested that George Smith appear at
the next meeting and see what the Lights committee want to do
with the loan .
•
NEW BUSINESS :
• NCAA WOMEN ' S MIDEAST REGIONAL '
Bill Smith and Kelly Hyne of the University Women ' s Athletic
Department requested $ 1500 to pay for T- shirts for NCAA
Regional Tournament t- shirts which will be presented to
participants .
Motion by Bassett , second by Hanna that the A & P Commission
pay for the shirts which will advertise Fayetteville at the
four schools which participate . Motion carried .
JOE MARTIN MEMORIAL STAGE RACE
John Lewis made a presentation for the Fayetteville Wheelmen .
266 racers and their families attended the race last year and
they are expecting more than 300 this year . Fennel mentioned
that attaining the status of a sanctioned race puts this race
back on course . Moved by Clodfelter , second by Hanna to fund
$ 1 , 955 . 00 for an ad in Velo News , direct mail to 2400
potential riders . Motion carried .
HENRY AWARDS CONTRIBUTION
A letter was received from Bob Purvis , Eureka Springs Chamber
of Commerce requesting support from the Fayetteville
Advertising and Promotion Commission for the Henry Awards to
be presented at Governor ' s Conference . Motion by Joe Fennel
to send them $ 500 , second by Linda McBride . Motion carried .
• OTHER BUSINESS
Linda McBride inquired if we had looked into a private
investor to build a convention center and hotel . We have not
at this time . Coy assigned Linda to the Exhibit Hall /
Convention Center subcommittee .
Commissioners were asked to respond to Marilyn by Friday if
they wished for her to make reservations for Governor ' s
Conference in Ft . Smith for them .
There being no further business , the meeting was adjourned at
3 : 00 p . m .
Respectfully submitted ,
Marilyn Johnson
Director
Convention and Visitor Development
City of Fayetteville, Arkansas
Monthly HMR Tax Collections 1992- 1994
1992 1993 1993 1994 1994
Total Total Change Over Total Change Over
HMRTaxes HMR Taxes Prior Year HMR Taxes Prior Year
January $ 50,826 $ 543149 6.54% $ 71 ,070 31 .25%
February 44,489 512929 16.72% 60,389 16.29°%o
March 48, 140 54,606 13.43% 0
April 582202 61 , 155 5.07% 0
May 55, 172 58,564 6. 15% 0
June 55,826 57,092 2.27% 0
July 552276 58,219 5.32% 0
August 552539 70,637 27. 18% 0
September 592275 68,287 15.20% 0
October 55,410 67,710 22.20% 0
November 68,243 74,385 9.00% 0
December 52,797 59,364 12.44% 0
• Total $ 659, 193 $ 736,097 P11 .67% $ 131 ,459
80 HMR Tax Collections By Month
70
60
50
0
40
r
F
30
20
10
0 January February March April May June July August September October November December
D 1992 D 1993 1994
1H M RTAX
Advertising & Promotion Commission
Financial Report - Expenditures
For the Month Ending February 28, 1994
• 1994 YTD February
Budget Item Budget Expenses Remaining Expenses
800 Telephone Number (Chamber of Commerce) $10,000 $2,500 $7,500 $2,500
Air Museum 50,000 129500 37,500 12500
Audit Expense 100 100
Chamber of Commerce Contract 100,000 509000 502000
Collection Expense 30,000 5,258 24,742 21416
Convention Development 47,500 479500
Convention Folders 6,474 31927 21547 3,927
Convention Services 51000 51000
Public Notification (BMA Contract) 200,000 22,004 177,996 22,004
Trolley Program - Ozark Public Transit 71 ,500 21235 69,265 21235
Trolley Purchase 52,500 219705 30,795 21 ,705
Festival Support:
Springfest 93000 9,000
Music Festival 91000 11428 71572 1 ,428
Autumnfest 91000 91000 0 91000
Lights of the Ozarks 91000 91000
Brochures:
University Museum 49555 41555
• Parks Brochure 6,842 61842
Brochures 23, 158 23, 158
Special Projects:
4 Corners Ancestor Fair 21000 21000 0 • 2,000
Airport Brochure Rack 257 257
American College Theatre Festival 31000 31000
Am. Legion Mid - South Regional Tournament 13, 120 13, 120
City Entrances 29100 21100
Fay. Lakes Restoration Project 259000 25,000 0 25,000
File Photo Updates 21500 313 29187 313
Girl's Softball Tournament 10,000 10,000
Henry Awards Contribution 500
Joe Martin Memorial Stage Race (Fay. Wheelmen) 11955
Lights of Ozarks - Dismantling 170 100 70 100
Mayors Conference on Tourism (Carryover) 31000 39000
NCAA Women's Regional T-Shirts 11500
Sound System - Downtown Square 10,000 10,000
Square Gardens/Dickson Street Parking Maint. 40,000 40,000
Walton Arts Center Advertising 49000 41000
Unallocated 94,170 94, 170
TOTAL $856,901 $157,971 $694,975 $105, 128
ACTIVITY REPORT
• e 1994
800 NUMBER
February 1994 : 370 YTD 1994 : 658
February 1993 : 248 YTD 1993 : 393
February 1992 : 198 YTD 1992 : 306
INQUIRY RESPONSES
Feb . 94 Tourist - 231 1994 YTD - 428
Feb . 93 Tourist - 329 1993 YTD - 618
Feb . 94 Advertising Response - 217 1994 YTD - 641
Feb . 93 Advertising Response - 366 1993 YTD - 429
Feb . 94 Relocation - 339 1994 YTD - 677
Feb . 93 Relocation - 555 1993 YTD - 731
February 1994 Total Inquiries - 787
February 1993 Total Inquiries - 1250
CONVENTION ACTIVITY
Conventions - White Rock Enduro & 2 day I . S . D . E . Qualifier ,
sponsored by Razorback Riders , Inc .
NCAA Women ' s Mideast Regional Basketball
4 Corners Ancestor Fair
Japanese Tour Group
Festivals - Lights of the Ozarks meeting with Springdale ,
Rogers , Siloam Springs
Meetings - Convention Center Feasibility Study committee
meetings
Business After Hours -Chamber
Fayetteville AM - Chamber
Northwest Arkansas Hospitality Association meeting
Northwest Arkansas Tourism Association meeting
Downtown Fayetteville Unlimited meeting
Conferences - Arkansas Festival Association ( Hot Springs )
Misc . - Travel South Showcase ( Nashville , Tennessee )
Brochure Ambassadors
Meeting with Jose ' s re : brochures and employee
training
Monthly master Calendar of Events printed in Northwest
Arkansas Times
Media Relations - Southeastern Group Tour Magazine ( spring
• issue
Media ( January placement ) - Arkansas Alumni
Arkansas Tour Guide
Convention South
Democrat Gazette
Destinations
Ft . Smith SW Times Record
Southern Living Travel Guides
Trip
Vista USA
HMR COLLECTION COMPARISON
February 1994 : $ 60 , 389 February 1993 : $ 51 , 929
Percent Increase 16 . 298
YTD 1994 : $ 131 , 459 YTD 1993 : $ 106 , 078
Percent Increase 23 . 928
APPLICATION FORM
For appointment to City Boards , Cortaissions , and Coanittees
1or, \
***Please Print or Type all Answers•
V '•
• NAME : �• I� AVII� S O YI / Stn5An1 soe . sec . i y -) �7 - -10 - zZ93
( If married, please give spouse ' s first name )
eAS? AYE.NV6 Curcul uon: ( Do not write in this spate . )
.Resident Street Address
1
�Ay6 1WV) 0 72 01
City IZip Code
Terminate :
5 rot Yn 17 Appointed:
Mailing Address Zip Code Tern Expires :
// Replaced:
TELEPHONE NUMBER : Home : 15EjZ442 ^ SSSS
Business : 514 hl.} � REFERENCES : / 1'
OCCUPATION/EMPLOYER NAME : f7Ayt fB V+ ULE ); L' ro /Y Wax .1 ) D !i T��iLplrk
LENGTH OF RESIDENCY IN FAYETiEVILLE 1r+ Dn� ns Address S 1DI�X �ALLS � 5
,] ll�� l Phone
MMCbcs� '33� - 231 I
CHOICE OF COITTEE : 1 -Y'1tJ` 1S112A Y Ybrn-04) V Mex 1'Yl '.NA6L YYI111LL619D1�
LOMm75S � 6 5 Address W ) �}171g2r mN
Phone�blz � z3s — 6 o G a
1 . what are your qualifications for serving on this committee, including education and expertise in the subject
matter? l
• �LEt456 RE'F�14 � Pr � cttso fL6oenxg
• 2 . why would you tike to be considered for appointment to this comittee7 -
P Lv 145re R�•F'�z. '�a R-'NNC �.� •2�SA�rS�
RETURN THIS APPLICATION TO: Sherry Thomas, City Clerk' s Office, 113 W. Mountain St . , Fayetteville . If you have
any questions , call 575.8523.
if you are not appointed, your application will be kept for one year and will autoamtically be resutiitted
during that time. After a year if you want to be considered for a position, you will need to reapply.
The following are responses to items 1 and 2 from the preceding Advertising and
Promotion application form .
1 . Attached is a brief history of my past employment and associated activities .
I served in a similar capacity in St . Cloud , Minnesota , where I was a
commissioner of the first Tourism and Convention Development Commission and
participated in the creation of the criteria and application requirements . Being
a new member of the community , as well as a "new player" in the region ' s
hospitality industry , I inherit a vested interest in the city ' s advertising and
promotion effort . I have had many opportunities in recent years to be associated
with various civic events , as well as conventions and conferences and feel I can
offer valuable information to the challenges that the commission is faced with .
2 . I would like the opportunity to be involved in enhancing the Fayetteville
area ' s promotion effort . My family and I are very excited to be in this area and
have valued the wonderful experiences Fayetteville has to offer . As a hotelier ,
directly affected by Fayetteville ' s overall success , I want to have the
opportunity to play a part in it ' s continuing development .
•
IRuffM%m
®I7l� �II o ®IIT 727w
WORK EUERIENCE
GENERAL MANAGER
9 / 90 - 9 /92
Sunwood Inn and Convention Center
St . Cloud , Minnesota
230- room full - service convention center in central Minnesota
generating 3 . 6 million in annual revenue .
ASSISTAAT GENERAL ?TANAGER
11 /89 - 9/ 90
Best Western Ramkota Inn
Sioux calls , South Dakota
240- room full - service convention center in eastern South Dakota
generating 5 . 6 million in annual revenue .
ASSISTANT GENERAL MANAGER/ FOOD & BEVERAGE DIRECTOR
11 / 87 - 11 /89
• Canterbury Inn
Shakopee , Minnesota
175- room full-service hotel generating 2 . 8 million in annual
revenue .
ASSISTANT GENERAL MANAGER
7/85 - 11 /87
Holiday Inn
Burnsville , Minnesota
147- room full -service hotel generating 2 . 7 million in annual
revenue .
NIGHT AUDITOR/ FRONT DESK SUPERVISOR
6/ 83 - 7/ 85
Best Western Thunderbird Hotel
Bloomington , Minnesota
257-room full-service convention hotel .
NIGHT AUDITOR
2/83 - 6/ 83
Red Roof Inn
Burnsville , Minnesota
85- room limited service property .
•
EDUCATION
Reede Gray Elementary School
Redwood Falls , Minnesota
Redwood Falls High School
Redwood Falls , Minnesota
F & B Management Program
Holiday Inn University
Olive Branch , Mississippi
ACCOMPLISHMENTS
*Certified Food & Beverage Executive through Educational Institute
*Steering committee member for Educational Institute
*Advisory Board member for Educational Institute
*St . Cloud Area CSB Advisory Board member
*St . Cloud Tourism and Convention Development Commissioner
*Minnesota Hospitality Association Joint Legislative Cmte member
*Municipal Metro Affairs Division member
*Legislative Affairs Division member
•
^ _ • •O _ 'u ^ n P V 9 1 N ^ ^ ^
I N V qP •'i b O
.-. .^. ry n 1 .. 1 ^ .N.. V 1 .•. ON N N I ?.•-1 N ^ N ^ n N � ".v vvN _ v 1 CI
• ✓1 /'. V •"I 1 N V 6� N K v v O`+ y N
V 1 r• N N Q 1 N n N 1 m N W Y P 0 C a
1 v N v 1 4 K v V m
c O v P 4 N L F N V N L O O
O O � _ K �. � C 0 E e
QL = 9 ^ m C P O 1 w 1
0 L O O O M w O O Y U 6 O
O N M o O Iq O N � f O N
QQ m b Vi f m M A N O O h f O M N -
C N
O
6 w
G �
e 8
� a
u
. E
1 K
a v
H L
Y b
G O
Y 9
� O d
Ip 6
pa p
W C V O O F
r N 9 3 G m
aG
3 N L L 1• 'O
Y 9
O Y
4 J
n pAl pm l
N yQV
e E CW 1 o C
11,
00 E ¢
OT 1
l�
■ p � S 3
_ Adm
z �z �
03�ozwzlo
da
v 3� fi g O Ta G IBJ Z a
�tl C C � 5 � oc N .y X3� KO
C =q G O Z >
t ¢ n O m c c
U O CP15
N
c �p
CnN
tyi ■ tp °8 0
ca
j N O
� a ✓ c w
0
C N ^ ^
O O 1 N ^ v
N I �
• Q � •N ^ O N '� ✓ � N l ^1 N O b N V N V N _ •C V �
•y � N N fA m C E N N N N _
••' O O N � _N t i - N 10 W O] � < Cf O C
V C n1 Y `E
- •1 C !O C 4 O N N f ydj
`.r• S � � 1 J N ,.. } K L Y F O K O .may �- � f a
FAYETTEVII,LE ADVERTISING AND PROMOTION COMMISSION
FUNDING REQUEST
NAME OF ORGANIZATION OR EVENT:
Washington Regional Medical Foundation Presents "An Evening With The
Smothers Brothers. "
CONTACT PERSON/ADDRESS AND PHONE NUMBER
Mr. Bill Rogers
Washington Regional Medical Foundation
P.O. Box 356
Fayetteville, AR 72703
(501) 444-9888 -
PURPOSE AND STATUS
Washington Regional Medical Foundation and Washington Regional Medical System
are both non-profit entities.
Proceeds from "An Evening With The Smothers Brothers" will be used to fund the
establishment of a Cancer Support Home, the first of its kind in Northwest Arkansas.
. EVENT DATE
Tuesday, April 26, 1994
EVENTS
Walton Arts Center, Baum-Walker Hall
BACKGROUND AND HISTORY
This event marks the first of what we would like to see as annual performance galas
sponsored by Washington Regional Medical Foundation.
EXPECTED VISITOR DRAW
We anticipate a sell-out crowd of 1 ,200.
The majority of persons attending will be from within an approximate 45 mile radius.
ANTICIPATED MEDIA EXPOSURE
Due to the name recognition factor of The Smothers Brothers, we expect a lot of
media excitement surrounding this event. KFSM-TV5 has agreed to be our
television sponsor. Ads will be run in The Northwest Arkansas Times, The Morning
News, and the Benton County Daily Record beginning March 20. Local print
publications such as ArtCetera and InVision Magazine have committed to run articles
on the event. Posters have been designed to be displayed throughout Washington
and Benton County. Other media channels are still being explored.
Fayetteville Advertising and Promotion Commission
Funding Request
Page 2
IMAGE
Washington Regional Medical System and Washington Regional Medical Foundation
both have superior images throughout the Northwest Arkansas .area. The idea of a
Cancer Support Home has been well received by the community and is an attractive
feature of this event.
MARKETING PLAN
3,000 teaser postcards were mailed the end of January to prospects. Follow-up letters
were mailed to approximately 400 of these persons who we felt might be interested in
sponsorship. In mid-March, formal invitations will be sent to this prospect list of
3,000. The first of April, general publicity will step into high gear until the
performance date.
MARKETING PLAN BUDGET
We are currently planning on running seven, 2 X 10 print ads in the three newspapers
listed previously. These ads run approximately $ 120 each for a total of $2,520.00
(Note: if all tickets are sold prior to the performance date, the later ads will probably
not run). Posters will run $200.00 Television coverage will be provided in return for
• sponsorship benefits by KFSM-TVS.
FUNDING REQUEST
A $2,000.00 sponsorship is being requested. See attached Sponsorship Proposal for
more information.
WASHINGTON REGIONAL MEDICAL FOUNDATION PRESENTS
"AN EVENING WITH THE SMOTHERS BROTHERS"
SPONSORSHIP PROPOSAL FOR
FAYETTEVILLE ADVERTISING & PROMOTION COMMISSION
Washington Regional Medical Foundation is pleased to host the timeless comedy team of
Tom and Dick Smothers, also know as the Smothers Brothers, on Tuesday, April 26, 1994 at
the Walton Arts Center. This event will tie many elements together to make it a one of a
kind evening for Northwest Arkansas residents. The schedule below describes the activities
planned around "An Evening with the Smothers Brothers" .
6:30 p. m. : Reception for all ticket holders.
7:30 p.m. : Presentation of the 1994 Eagle Award.
8:00 p.m. : The Smothers Brothers perform.
Post Performance: VIP reception with the Smothers Brothers for $1 ,000.00
and up sponsors and select guests.
Proceeds from "An Evening with the Smothers Brothers" will go to support a new and very
worthy project. This special project is the establishment of a Cancer Support Home. The
Cancer Support Home would be a facility designed to address the social and emotional needs
of today's cancer patients, their family and friends. Services available would include a
cancer resource library, a room for private prosthesis fitting, a wig styling and fitting room,
and meeting space for support groups.
By participating as a $2,000.00 sponsor, Fayetteville Advertising & Promotion Commission
will receive billing as a sponsor in all event publicity prior to and following the event. In
addition, Fayetteville Advertising & Promotion Commission will receive the following:
Listing in the commemorative program and public recognition at the performance.
Permanent recognition on the WRMC donor wall of honor.
Six tickets to the performance and general reception.
Four backstage passes and tickets for the VIP reception.
Preferential seating at the event.
Two valet parking passes.
Your $2,000 sponsorship will be used to help underwrite event expenses. The amount over
expenses will be used to directly support the establishment of the Cancer Support Home.
• We believe "An Evening with the Smothers Brothers" and this sponsorship package offer a
mutually beneficial relationship for Fayetteville Advertising & Promotion Commission and
Washington Regional Medical Foundation. Your consideration of this unique project is
greatly appreciated.