HomeMy WebLinkAbout1994-07-11 - Agendas - Final MEETING NOTICE
The Advertising and Promotion Commission will meet on Monday ,
July 11 , 1994 at 2 : 00 p . m . in the Chamber of. Commerce
Conference Room ,
ADVERTISING AND PROMOTION COMMISSION
July 11 , 1994 2 : 00 p . m . Chamber of Commerce
I . Call to Order
II . Reports
A . Approval of Minutes
B . Financial - Ben Mayes
C . Convention and Visitor Activity - Marilyn Johnson
D . Blackwood /Martin Agency Report - Susan Stirewalt
III . Old Business
A . High School Invitational Basketball Tournament
B . Lake Fayetteville Project
IV . New Business
• A . League of Women Voters brochure - $ 5 , 000
B . Razorback signs - $ 1505
V . Adjourn
A copy of a agreement to renew the advertising agreement
between the A & P Commission and Blackwood /Martin &
Associates is attached .
•
• GROUP : ADVERTISING 6 PROMOTION COMMISSION
DATE : June 13 , 1994
PRESENT : Coy Kaylor Susan Stirewalt
Joe Fennel Ben Mayes
Woody Bassett Marilyn Johnson
Jon Davidson Steve Ward
Linda McBride
Jim Waselues
ABSENT : Fred Hanna
CALL TO ORDER :
The meeting was called to order by Chairman Coy Kaylor at
2 : 00 p . m . at the Chamber of Commerce .
MONTHLY REPORTS :
MINUTES
Moved by McBride , second by Waselues to approve the minutes
of the May meeting . Motion carried .
• FINANCIAL
Ben Mayes presented the financial report for May . HMR
collections were $ 72 , 077 in May , an increase of 23 . 088 over
1993 collections . Total year to date collections are
$ 338 , 036 , an increase of 20 . 55 % . May expenditures were
$ 253 , 707 . Year to date expenditures $ 544 . 612 .
Motion by Fennel , second by Davidson to approve the financial
report . Motion carried .
ACTIVITY REPORT
Marilyn Johnson reviewed May activities of Convention Visitor
Development . 800 number calls received in May totaled 892
calls . Year - to -date calls are up 36 % over 1993 . Inquiry
responses for April were 4 , 251 . Year to date inquiries
received are 18 , 803 .
Convention activity has been strong in May . Articles have
been submitted for the American Bus Association Top 100
Events in North America and the SEC Preview Magazine for
Basketball and football . NATA advertising sales and NATA
fall calendar of events have received assistance .
A relocation guide is being bid for printing . - The design
will coordinate with our other brochures .
• Moved by McBride , second by Waselues to approve the
Convention Visitor Report . Motion carried .
• AGENCY REPORT
Susan Stirewalt introduced Shelly Reinders who will be the
account assistant . The Agency is proceeding with placement
approved by the A & P Commission at its last meeting . They
are waiting on sales of the NATA ads to determine whether
they will have 1 or 2 pages for the Fayetteville ad . They
are working on a press release of fall activities and a
separate press release on Lights of the Ozarks .
After discussion , a motion was made by Waselues to extend the
agency contract for one year beginning July 1 , 1994 , second
by Fennel . Motion carried .
OLD BUSINESS :
RECONSIDERATION OF REQUEST FROM ASSOCIATION OF INTERNATIONAL
EDUCATORS
Jon Davidson moved to reconsider request from Association of
International Educators for promotional train ride used as a
drawing card for participants to conference , November 2 - 4 ,
1994 . Expected attendance is 260 people for 2 1 / 2 days .
Overall impact of conference is $ 125 , 000 . Davidson explained
that he felt this was a true use of A & P dollars to promote
Fayetteville , to increase travel , and a way to increase
attendance at the conference . Motion died for lack of a
• second .
NEW BUSINESS
HIGH SCHOOL INVITATIONAL BASKETBALL TOURNAMENT
FHS Coach Barry Gebhart presented a proposal for host a high
school invitational basketball tournament in December of
1995 . Profits from the tournament would be used to upgrade
high school sports facilities . $ 50 , 000 was requested to pay
for brochures , t - shirts , newspaper advertising , tv , radio and
other media .
McBride requested that Coach Gebhart identify specifics of
where money will be spent . Fennel said tournament could be
added to Lights of the Ozarks festival . Bassett said the
third week in December was an excellent time to boost hotel
and motel revenue . Gebhart was requested to come back with a
more detailed plan . Fennel said a group should be put
together and that group should visit Bristol , TN tournament .
GARY HAMPTON MEMORIAL GIRLS SLO-PITCH SOFTBALL TOURNAMENT
McBride noted that money was to be spent advertising and
promoting the tournament that the request should be submitted
in advance of the tournament which was June 4 - 5 . No motion
was received regarding the request for $ 2 , 000 .
• LEAGUE OF WOMEN BROCHURES
No one was present to discuss the League request . No written
materials were received .
• NCAA CHAMPIONSHIP BANNERS
John Cox , operations supervisor at Drake Field request that
the Advertising and Promotions Commission pay $ 495 for 2
double - sided vinyl banners to celebrate the Razorback NCAA
championship victories in basketball and track and field . The
University will pay $ 835 .
Waselues moved to provide $ 495 for 2 banners , second by
Davidson . Motion carried .
CCE REQUEST
Donnie Dutton reported that bids would be open tomorrow on
audio editing system ( $ 40 , 000 - $ 50 , 000 ) . They are writing
specs for mixing board and video editing system .
Fennel reflected that the HMR tax was passed to build the
CCE . There does not seem to be sentiment to support building
another convention center if Springdale builds one . CCE
proved that they can build convention business and increase
profits to Fayetteville . Support of CCE by taking care of
what we have and paying back some of the $ 1 . 1 million dollars
in state turnback money which the CCE has generated deserves
a look for uses of the reserve funds .
Bassett said the CCE has been a great thing . It was
• .impressive that Dutton has already matched the money
allocated by A & P . It is fair to consider more money for
CCE .
McBride would like to consider CCE . The A & P Commission
needs to set priorities of large amounts of funds needed .
She suggested a " think tank " to talk about long term needs .
Kaylor said he could appoint a committee to look at the big
picture . No action was taken on CCE request .
OTHER BUSINESS
Bassett said he wanted more time before voting to spend money
on specific projects but he wanted to move money from present
escrow for convention center .
He said the city is strapped for funds . It is faced with
a tremendous growth of city . There are few uses legally of A
& P funds . Public recreation funds and square gardens are
legal uses .
Bassett introduced Susan Driver , chairman of the Parks and
Recreation Board . She discussed the 5 year projected needs
for ball facilities . Funds from A & P would allow Parks and
• Recreation to complete the projects in the 5 year period .
The plan is for organized sports only . They are turning
teams away because of the lack of fields . There will be no
deficit costs for A & P and will provide revenue year after
• year for A & P .
Bassett moved that the commission remove $ 700 , 000 in escrow
and that the money be freed up for other purposes , second by
McBride .
Bassett indicated that he would wait until July for a
specific proposal on how to spend the money in escrow .
Fennel said that $ 600 , 000 was short term progress for
Fayetteville . The City Council needs to go to the city
voters for money . The parks problems is a problem for the
city of Fayetteville not an Advertising and Promotion
problem . The issue needs to be looked at from a broad
perspective not just for baseball . Look at basketball as an
example .
Bassett said he was not personally wedded to any particular
sport He was just trying to get money for public
recreation . The city has debt problems , growth needs . It is
an excellent point " asking the public to look long range . "
Steve Ward inquired about Lyn Edens proposal for 1 mil
property tax ' to be used for parks and recreation . It was
reported that it was on the agenda .
Davidson said he was concerned about his two young children
• who were approaching the age of playing sports . However , he
was also concerned about what would happen to HMR revenues in
the future . He preferred maintaining a small escrow for the
next 2 - 3 years to see if the regional airport would be built
and what its effects would be on the A & P budget .
Fennel said that based on 210 , 000 passengers at Drake Field
and 80 % of those going to Wal -Mart , Fayetteville would lose .
There are economic things to look at .
Motion carried .
PRIORITIES MEETING
McBride moved that a meeting be held to set priorities with
the reserve money , second by Fennel . Motion carried .
Marilyn was instructed to set day long meeting on Saturday or
Sunday for commissioners to sit down and plan .
Diane Bostick , chairman of Convention Visitor Committee of
the Chamber of Commerce , said her committee had been
discussing such a meeting and would like to be involved in
long range plan to market Fayetteville and to set long range
goals .
• Davidson said the Hilton was preparing target market for
next 3 years and was looking for convention business to
replace lost corporate travelers . A new airport removes
Fayetteville from the focus of the target market . He
anticipates having to replace a significant loss of business .
Kaylor said there was still to come a push for the Clinton
Presidential Library . There would be a certain economic
benefit to having that here .
John Kalagias announced the acquisition of a TBM avenger from
Pensacola which was approved by the Air Museum Board . The
next step is getting approval of the airport board to
construct a building to house the plane in a natural setting
as it sat on the floor of Lake Michigan .
There being no further business , the meeting was adjourned .
Respectfully submitted ,
� r I aAl&t.) 94AA&,1
Marilyn Johnson
Director
Convention and Visitor Development
•
City of Fayetteville, Arkansas
Monthly HMR Tax Collections 1992- 1994
0 1992 1993 1993 1994 1994
Total Total Change Over Total Change Over
HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year
January $ 50,826 $ 54, 149 6.54% $ 719070 31 .25%
February 440489 51 ,929 16.72% 609389 16.29%
March 489140 54,606 13.43% 64,306 17.76%
April 58,202 61 , 155 5.07% 70, 193 14.78%
May 55, 172 58,564 6. 15% 72,787 24.29%
June 55,826 57,092 2.27% 73,001 27.87%
July 551276 58,219 5.32% 0
August 55$ 39 70,637 27. 18% 0
September 59,275 68,287 15.20% 0
October 55,410 67,710 22.20% 0
November 68,243 749385 9.00% 0
December 52,797 590364 12.44% 0
• Total $ 659, 193 $ 736,097 11 .67%' $ 411 ,746
go
HMR Tax Collections By Month
70
l
6031
50
.,i
9 40
30 31
i
I
i
20
10
i
0 January February March April May June July August September October November December
• D 1992 I ! 1993 1994
\HMRTAX
Advertising & Promotion Commission
Financial Report - Expenditures
For the Month Ending June 30, 1994
• 1994 YTD June
Budget Item Budget Expenses Remaining Expenses
800 Telephone Number (Chamber of Commerce) $10,000 $5,000 $5,000
Air Museum 50,000 25,000 25,000
Audit Expense 100 100
Chamber of Commerce Contract 100,000 75,000 25,000
Collection Expense 30,000 16,470 13,530 21920
Convention Development 47,500 11 ,257 36,243 51857
Convention Folders 61474 3,927 2,547
Convention Services 51000 19565 3,435 11565
Public Notification (BMA Contract) 200,000 120, 119 79,881 229616
Trolley Program - Ozark Public Transit & Misc. 71 ,500 12, 112 59,388 21449
Trolley Purchase 52,500 22, 179 30,321
Festival Support:
Springfest 91000 91000 0
Music Festival 91000 91000 0 643
Autumnfest 91000 91000 0
Lights of the Ozarks 299000 20,000 91000
Brochures:
University Museum 49555 49555
• Parks Brochure 61842 6,035 807
Brochures 23,158 11 ,946 11 ,212 11 ,946
Special Projects:
4 Corners Ancestor Fair 2,000 21000 0
AAU Region IX Track Meet Advertising 550 391 159 391
Air Museum - Aircraft Transportation 3,500 21988 512 2,988
Airport Brochure Rack 257 257
American College Theatre Festival 39000 31000
Am. Legion Mid -South Regional Tournament 132120 12, 120 11000 12,120
Ark. Federation of Gymnastics T-Shirts 11500 19425 75 11425
City Entrances 21100 2,100
CEC Equipment Replacement 200,000 200,000 0
Fay. Lakes Restoration Project 25,000 25,000 0
File Photo Updates 21500 313 21187
Henry Awards Contribution 500 500 0
Joe Martin Memorial Stage Race (Fay. Wheelmen) 11955 11955 0
Lights of Ozarks - Dismantling 170 100 70
Mayors Conference on Tourism (Carryover) 31000 39000
NATA Co -op Advertising 61048 6,048
NCAA Championship Banner 495 495
NCAA Women's Regional T- Shirts 19500 1 ,500 0
Sound System - Downtown Square 10,000 10,000
Square Gardens/Dickson Street Parking Maint. 40,000 40,000
Walton Arts Center Advertising 41000 31657 - 343
• Washington County Historical Society 12,500 12,500 12,500
WRMC Benefit Gala Advertising 21000 2,000 0 2,000
Unallocated 77,577 77,577
TOTAL $1 ,076,901 $624,061 $452,840 $79,421
ACTIVITY REPORT
• JUNE , 1994
800 NUMBER
June 1994 : 614 YTD 19994 : 4565 3 7
June 1993 : 493 YTD 1993 : 3395
June_1992 : 349 YTD 1992 : 2016
INQUIRY RESPONSES -
June 94 Tourist - 282 1994 YTD 2465
June 93 Tourist - 316 1993 YTD - 2937
June 94 Advertising Response - 1313 1994 YTD - 15 , 984
June 93 Advertising Response - 2047 1993 YTD - 13 , 738
June 94 Relocation - 387 1994 YTD - 2336
May 93 Relocation - 358 1993 YTD - 2306
June 1994 Total Inquiries - 1982
June 1993 Total Inquiries - 2721
YTD 1994 Total Inquiries - 20 , 785 C0
YTD 1993 Total Inquiries - 18 , 981
CONVENTION ACTIVITY
Conventions - Good Sam ' s Camper Meeting ( bid for 95 )
American Legion baseball tournament
Hoopin ' It Up in the Ozarks
Women ' s Basketball Association
Jet Tours
Economics and Tourism Trade Show - Arkadelphia
Arkansas Municipal League
Industrial Developers of Arkansas
Meetings - Lights of the Ozarks
Chamber Business After Hours
Autumnfest
Wendy ' s grand opening
Walton Arts Center season rollout
Convention Visitor Committee
Meeting with architect on Exhibit Hall
Northwest Arkansas Tourism Association
Downtown Fayetteville Unlimited
Chamber Quarterly Luncheon
Northwest Arkansas Hospitality Association
Monthly master Calendar of Events printed in Northwest
Arkansas Times
Media Relations - Relocation guide prepared and printed
• Canadian Business News - August issue
Ozark Guide Book - Stuart Silverman
Statesman - article on tourism
f Mike Echols - book on CPT Program
11 Corporate Meetings and Incentives - Dianne
Voris
New Choices Magazine - Terest Brain
U of A Journalism - video on tourism
Media ( June placement ) - Arkansas Alumni
Arkansas Tour Guide
Friendly Exchange
Tri
HMR COLLECTION COMPARISON
June 1994 : $ 73 , 001 June 1993 : $ 57 , 092
Percent Increase 27 . 878
YTD 1994 : $ 411 , 746 YTD 1993 : $ 337 , 495
Percent Increase 22 . 00 %
MAY Top 10 HMR COLLECTIONS
Hilton
Clarion
Ryan ' s
Chili ' s
Kirby ' s
• Jose ' s
Red Lobster
A . Q . Chicken
McDonald ' s 50 ' s
Taco Bell
AGREEMENT TO EXERCISE THE OPTION TO RENEW
THE AGREEMENT BETWEEN THE ADVERTISING AND PROMOTION
COMMISSION OF FAYETTEVILLE , ARKANSAS AND
BLACKWOOD/MARTIN & ASSOCIATES , INC . DATED 12 JUNE 1994
WHEREAS , the Agreement made and entered into between the
Advertising and Promotion Commission of Fayetteville , Arkansas ,
hereinafter called " Client " and the Blackwood/Martin & Associates ,
Inc . , hereinafter called "Agency" , dated 12 June 1992 provides that
the contract is for a period of one year beginning July 1 , 1992 ,
and that the Client shall have the option to renew the contract
under the same terms and conditions for two additional one year
periods ; and ,
WHEREAS , the aforementioned agreement was extended by the
Client for a period of one year beginning July 1 , 1993 ; and ,
• WHEREAS , the Client wishes to exercise said option and extend
the term of said agreement for the remaining one year period .
NOW , THEREFORE , IN CONSIDERATION OF THE COVENANTS AND
CONDITIONS stated herein , and in consideration of the mutual
benefits which will accrue to each of the parties hereof , the
parties have agreed and do hereby agree as follows :
1 . 0 Renewal , The Client hereby exercises the option of
renewal contained in the Agreement between the Client and the
Agency dated 12 June 1992 for a one ( 1 ) year period commencing on
the 1st day of July 1994 and terminating on June 30 , 1995 ,
2 . 0 Re-adoption of terms of agreement dated 12 June 1992 ,
The Agreement between the Client and the Agency . dated 12 June 1992
is hereby re-adopted and agreed to by the parties and is attached
hereto and made a part hereof as if set forth herein , word for
word .
WITNESS OUR HANDS on the c;?3 day of 94ii„ 1994 ,
at Fayetteville , Arkansas .
ADVvnTISING P OMOT ON COMMISSION
-
Chairman
CK OOD/ A CIATES , INC .
President
ATTEST :
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