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Home My WebLink About1996-12-09 - Agendas - Final y d MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, December 9 , 1996 at 2 : 00 p . m , at the Chamber of Commerce , ADVERTISING AND PROMOTION COMMISSION December 9 , 1996 2 : 00 p . m . Chamber of Commerce I . Call to Order II . Reports - A . Approval of Minutes for November 13 meeting Be Financial - Ben Mayes C . Convention and Visitor Activity - Marilyn Snapp D . Blackwood/Martin Agency Report - Susan Stirewalt E . Trolley Operations Report ( informational item ) • III . Old Business A . Budget Items for 1996 1 . Release funds for Holiday Hoops 2 . Release funds for Lights of the Ozarks IV . New Business A . Agreement between Chamber of Commerce and A & P Commission V . Miscellaneous VI . Adjourn T GROUP : ADVERTISING & PROMOTION COMMISSION DATE : November 13 , 1996 PRESENT : Curtis Shipley Marilyn Snapp Woody Bassett Ben Mayes Fred Hanna Susan Stirewalt Alex Jerde Steve Ward Jim Waselues Brad Ruth Joe Fennel ABSENT : Coy Kaylor CALL TO ORDER : The meeting was called to order by Joe Fennel at 2 : 00 p . me at the Chamber of Commerce office . MONTHLY REPORTS : MINUTES It was moved by Shipley , second by Hanna to approve the minutes of the October 24 meeting . Motion carried . FINANCIAL Ben Mayes presented the financial report for October . • The HMR collections were $ 80 , 031 , an increase of 3 . 11 % over October 1995 collections . Year- to -date total is $ 786 , 104 , a 2 . 58 % increase over 1995 . October expenditures were $ 186 , 490 . Moved by Shipley , second by Bassett to approve the October financial report . Motion carried . ACTIVITY REPORT Marilyn Johnson reviewed October activities of Convention Visitor Development . Inquiry responses year to date are 61 , 039 and continue to be above last year . Large increase is due to contest in Home and Away magazine . Moved by Jerde , second by Shipley to approve the Convention Visitor Report . Motion carried . AGENCY REPORT Susan Stirewalt reported that the agency has finished placement of 1996 Lights of the Ozarks ads with Springfield and Tulsa markets . They are pleased with the response for October . Moved by Bassett , second by Hanna to approve the agency 40 report . Motion carried . TROLLEY OPERATIONS REPORT Report was presented as an informational item . • OLD BUSINESS : EXHIBIT HALL/TOWN CENTER Shipley reported on the Town Center meeting with the Downtown Parking Improvement District commissioners . They are enthusiastic about the project and are willing to help find the best way to do that . They should have answers back in early December . BUDGET ITEMS FOR 1997 1 . Brad Ruth presented the advertising plans for 1997 . Demographic target of baby boomers traveling 4 . 8 nights , 400 miles by car for 3 - 7 days . Placement was presented for consumer magazines , newspaper , and trade magazines . 2 . Brochure request was presented for $ 50 , 000 for redesigning and printing 4 new brochures . FUNDING REQUESTS FOR 1997 Comments regarding funding for special projects were received . Request from the Ridge House Museum was withdrawn . Following discussion , it was moved by Shipley , second by Bassett , to fund the 1997 budget items as follows : Special Projects - 1 . , AAAA State Basketball Tournament - $ 3 , 000 2 . Arkansas Air Museum - $40 , 000 . Shipley requested 96 budget figures and attendance figures . Bassett said the message should be clear that this amount is ok for now but A & P may not be able to continue this level of funding in the _*- .," future . Jerde indicated that the museum should be self - sufficient . Waselues challenged the Air Museum Board to raise funding from other sources . 3 . Trolley - $ 65 , 000 . This includes operating funds and matching funds for new trolley . Challenge to city to come tip with $ 25 , 000 for the trolley . 4 . City Square Gardens - $20 , 000 . Challenge Parks & Recreation to pick up the $ 20 , 000 and use our funds to lay grounds for Town Center expansion of gardens . 5 . Fayetteville Public Library - $ 31 , 175 . For addition of 1910 U . S . Federal Census to the Genealogical Collection . 6 . University Museum Dinomania - Commission requested University Museum to request Springdale A & P Commission to split the cost requested from Fayetteville A & P since the exhibit will be at the Mall and they will reconsider the request . Public Notification BMA Contract ) - reduce funding to $ 225 , 000 and requested Brad Ruth to identify ways to meet that figure . Brochure Development - $ 40 , 000 Convention Services - Commission requested list of spending for 1996 to be considered at the next meeting . Other items. - Chamber tems -Chamber of Commerce contract - $ 100 , 000 Northern Tourist Information Center - $ 29 , 172 800 Telephone Number - $ 10 , 000 Collection Expense - $ 19 , 560 Audit Expense - $ 150 There being no further business , the meeting was adjourned . Respectfully submitted , �ilyCZ n Snap Director , Convention and Visitor Development • City of Fayetteville, Arkansas Monthly HMR Tax Collections 1994- 1996 1994 1995 1995 1996 1996 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 71 ,070 $ 749927 5.43% $ 76,738 2.42% February 60,389 71 ,046 17.65% 68,507 — 3.57% March 64,306 68,254 6.14% 72,521 6.25% April 70, 193 73,027 4.04% 82,155 12.50% May 72,787 78,599 7.98% 78,771 0.22% June 73,001 80,875 10.79% 799860 — 1 .23% July 71 ,576 80,211 12.06% 83,337 3.90% August 78,508 81 ,416 3.70% 78,651 — 3.40% September 76,833 80,376 4.61 % 85,514 6.39% October 76,400 77,619 1 .60% 80,031 3. 11 % November 79,328 91 ,076 14.81 % 89,882 — 1 .31 % December 71 ,862 75,490 5.05% • Total $ 866,253 $ 932,916 7.70% $ 875,986 2. 16% Jm FRAR Tax Collections By Month 80 60 0 0 i; 40 20 0 January February March Aprd May June July Aupa September October November December • D 1994 ® 1995 1996 1HMRTAX Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending November 30, 1996 6 1996 YTD November Budget Item Budget Expenses Remaining Expenses Public Notification (BMA Contract) $257,364 $252,909 $49455 $26, 128 Audit Expense 150 150 0 Trolley Operations 45,900 40,354 5,546 31115 Collection Expense 38, 100 17,520 20,580 11798 Convention Services 5,000 5,929 (929) 2, 185 Brochure Development 409000 29,843 10, 157 800 Telephone Number (Chamber) 10,000 10,000 0 Lights of the Ozarks 20,300 49550 15,750 41550 Autumnfest 5,000 51000 0 51000 Music Festival 21000 2,000 0 Air Museum 40,000 40,000 0 Chamber of Commerce Contract 100,000 100,000 0 Exhibit Hall/Town Center 1000000 96,028 39972 Park Improvements (Crystal Springs) 279,000 276, 101 2,899 90,720 Landscape Materials (Square Gardens Maint.) 20,000 109895 91105 21464 Special Projects •Airfest '96 (Air Museum) 11000 11000 0 City Entranceway Enhancements 2, 100 21100 Fay. Public Library Genealogical Collection 26,360 26,267 93 269267 Fay. Wood Bat Classic 1 ,983 1 ,983 0 Fly Fayetteville Marketing Campaign 11719 11719 0 11171 Gary Hampton Memorial Tournament 1 ,788 11788 Holiday Hoops 21 ,500 21 ,500 Joe Martin Memorial Stage Race 5,555 51555 0 Northern Tourist Information Center 29, 172 29, 172 0 Replacement Festival Lights - Square 1 ,000 214 786 214 Square Gardens Maintenance 282 281 1 Wash. County Historical Society 10,000 81350 11650 TOTAL USES $1 ,065,273 $965 ,820 $99,453 $163 ,612 • W&PEXP96 City of Fayetteville - Trolley Operation Regular Route 1995 Activity 1996 Activity - Average Average Trip Days of Trips Per Trip Days of Trips Per Month Count Operation Day Count Operation Day Jan. 666 22.00 30.27 963 19,50 49.38 Feb. 714 22.00 32.45 11010 22.50 44.89 March 650 24.00, 27.08 931 22.50 41 .38 April 783 23.00 34.04 11045 24.50 42.65 May 11012 24.00 42.17 11056 24.00 44.00 June 983 24.00 40.96 11149 23.00 49.96 July 11070 24.50 43.67 11218 24.00 50.75 Aug. 11096 24.00 45.67 19270 24.50 51 .84 Sept. 1 ,040 25.00 . 41 .60 19113 21 .50 51 .77 Oct. 1 ,348 24.50 55.02 1 ,065 25.00 42.60 Nov. 11190 22.00 54.09 Dec. 773 20.00 38.65 11 ,325 279.00 37.36 10,820 231 .00 46.92 Average Trips Per Day • 60 40 P is 20 I. H t i x 0 Jan. March May July Sept. Nov. Feb. April June Aug. Oct. Dec. 1995 ■ 1996 Trip Summary of Other Trolley Trips (October, 1996) Count . U of A Fall Symphony Fundraiser 2 Autumnfest 335 TOTAL - OTHER TROLLEY TRIPS 337 \TROLLEY December 1 , 1996 TO : A & P Commissioners FROM : Holly Smith RE : Lights of the Ozarks funds Because of the damage of a large number of lights for the Square , Lights of the Ozarks funding had to be diverted from our original request . We used 600 additional strands of lights on the Fayetteville Square . Replacement luminarias for the Veteran ' s Hospital were necessary because of the damage to them during last year ' s snow . A new sweatshirt was designed for the festival at. a cost of • approximately $ 1 , 000 . Cost of reinstallation of the carousel on the downtown square was approximately $ 2 , 000 . Jingle Bell Jog shirts , light sticks , and bells were approximately $ 2 , 500 . Brochure and insert costs were approximately $ 3 , 000 . For these reasons , we request that funds for the festival be released to cover these and additional unexpected costs . • AMENDMENT TO THE AGREEMENT BETWEEN THE ADVERTISING AND PROMOTION COMMISSION OF FAYETTEVILLE, ARKANSAS, AND THE FAYETTEVILLE CHAMBER OF COMMERCE DATED JANUARY 4, 1993 WHEREAS, the Advertising and Promotion Commission of Fayetteville, Arkansas, hereinafter called "A & P" and the Fayetteville Chamber of Commerce, a nonprofit corporation; hereinafter called "Chamber" , entered into a contract on January 4, 1993, to combine and coordinate efforts to provide and support an effective Convention & Visitors Development Program for Fayetteville; and, WHEREAS, the parties desire to amend the contract to provide for one additional renewal term for the year 1997. NOW, THEREFORE, IN CONSIDERATION OF THE COVENANTS AND • CONDITIONS set forth herein, and in consideration of the mutual benefits which will accrue to each of the parties hereof, as well as to general citizenry of Fayetteville and its environs, the parties have agreed and do hereby agree as follows: 1 . TERM : The last paragraph of the contract between the A&P and the Chamber dated January 4, 1993 is hereby deleted and the following shall be inserted in its stead: IT IS AGREED between the parties that this agreement is not assignable. This agreement shall commence on the January 1 , 1993 , and shall terminate on December 31 , 1993, with the A&P having the option to renew yearly for four (4) additional one (1) year terms. Notice of intent to renew shall be given by letter ninety (90) days prior to the end of the contract term and shall be subject to the A&P Commission's approval of the yearly budget. 2. RENEWAL: The A&P hereby exercises the option of renewal contained in the • Agreement between the A&P and the Chamber dated January 4, 1993, as hereby amended, for h . . a one (1) year period commencing on January 1 , 1997, and terminating on December 31 , 1997. 2 . FUNDING: Paragraph 2.0, Funding, of the contract between the A&P and the Chamber dated January 4, 1993, is hereby deleted and the following shall be inserted in its stead: 2.0 Funding.-- Subject to the terms and conditions set forth in this agreement, the A&P shall compensate the Chamber for services rendered as follows: For the period January, 1 , 1997, to December 31 , 1997, compensation shall be in an amount up to but not to exceed One Hundred Thousand Dollars ($100,000.00), subject to the A&P's approval of the yearly budget. Said compensation is to be paid in three (3) installments. The fust installment, in an amount up to but not to exceed Fifty Thousand Dollars ($50,000.00) shall be paid on or about the fifteenth day of January. The second installment, in an amount up to but not to exceed Twenty-five Thousand Dollars ($25,000.00) shall be paid on or about the • fifteenth day of April. The third and final installment, in an amount up to and not to exceed Twenty-five Thousand Dollars ($25,000.00) shall be paid on or about the fifteenth day of July. Any monies that are not expended for documented authorized expenditures shall revert back fe w the A&P. 3. RE-ADOPTION OF TERMS OF AGREEMENT DATED JANUARY 4, 1993. With the exception of the changes set forth herein, the agreement between the A&P and the Chamber dated January 4, 1993 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 HAND on the — day of 1996, at Fayetteville Arkansas. ADVERTISING AND PROMOTION COMMISSION Chairman CHAMBER OF COMMERCE President ATTEST: Title: • � R ARKANSAS AIR MUSEUM 10 11 uuu 4290 S. SCHOOL STREET FAYETTEVILLE, ARKANSAS 72701 (501) 521-4947 1996 Budget INCOME Cash on Hand $ 29 , 000 . 00 A & P Commission 40 , 000 . 00 Air Museum Operations 32 , 500 . 00 Gifts & Grants 41000 . 00 Total Income $ 105 , 500 . 00 • EXPENSES Salaries $ 40 , 000 . 00 Office 7 , 000 . 00 Insurance 81200 . 00 Building & Grounds 11700 . 00 Museum Publicity & Advertising/Tourism 51000 . 00 Display/Acquisition/ Library 81100 . 00 Foundation Account 10 , 000 . 00 Contingency Fund 12 , 500 . 00 Miscellaneous ( cokes , Howard Project , Board expenses ) 4 , 000 . 00 Gift Shop 91000 . 00 Total Expenses $ 105 , 500 . 00 x � R ARKANSAS AIR MUSEUM mm.., ,nto 4290 S. SCHOOL STREET FAYETTWLLE, ARKANSAS 72701 (501) 521-4947 ATTENDANCE 1996 MONTH NUMBER OF VISITORS January 483 February 764 March 1632 April 1537 May 4029 * June 2907* July 2178 August 1537 September 1034 October 1416 November 1035 .* December - - . 18 , 552 *Constellation visit , May *Airiest and Barnstormer visit , June