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Home My WebLink About1998-05-11 - Agendas - Final • MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, May 11 , 1998, at 2:00 p.m. at City Hall in City Council Chambers. ADVERTISING AND PROMOTION COMMISSION May 11 , 1998 2 :00 p.m. City Hall Council Chambers I Call to Order II. Reports A. Approval of Minutes for April 13 B. Financial — Ben Mayes C. Convention and Visitor Activity — Marilyn Snapp D. Blackwood/Martin/CJRW Report — Susan Stirewalt III. Old Business A. Selection of Advertising Agency IV. New Business V. Adjourn • Informational Items — Trolley Operations Report Updated list of A & P Commissioners • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: April 13, 1998 PRESENT: Curtis Shipley, Joe Fennel, Fred Hanna, Alex Jerde, Jim Waselues, Kit Williams, and Marilyn Snapp ABSENT: Carl Maguire The regular meeting of the Advertising and Promotion Commission was called to order at the City Hall Council Chambers at 2:00 p.m. by Chairman Joe Fennel. MINUTES It was moved by Williams, second by Hanna to approve the minutes of the March 9 and March 24 meetings. Motion carred. FINANCIAL REPORT Ben Mayes presented financial report for March. HMR collections were $80,815, an increase of 5.22% over March, 1997 collections. March expenditures were $42,268. Moved by Shipley, second by Jerde to • approve financial report. Motion carried. CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn Snapp presented the Convention Visitor Development report. Inquiries for the month are down from last year. Internet inquiries are the highest since going on line in September, 1997. Several conventions have been assisted during the month and bus tour business has been solicited. Marilyn attended the Governor's Conference on Tourism in Jonesboro. Relocation guide has been updated and reprinted. ADVERTISING AGENCY REPORT Susan Stirewalt reported on decline in advertising inquiries. State co-op insert is running about 1 month later than last year. Packaging Tour information is being advertised and all participants are ready to go. Agency is working on on-going placement and management of account. OLD BUSINESS Town Center/Exhibit Hall Commissioners were informed of Council decisions made at their April 6 Council meetings: 1) City wants to own plaza and empowered Jerry Rose to enter into negotiations to purchase land from Bradberrys. 2) Bond documents were placed on second reading. 3) Council was presented changes in plans and they requested that bid documents include all parking with third level bid as deductive alternate. Mayor expressed his disappointment about the plaza purchase option, his concern regarding the change in plaza from access to full plaza, and his desire to maintain Mr. Bradberry's covered parking for his tenants. Williams indicated that the City Council has not indicated they are interested in funding any part of the Town Center. • Fennel said his real concern was that the City Council has limited itself to one option and seems to be saying that taking someone's property is the right thing to do. Shipley expressed his desire to work with Mr. Bradberry to solve the problems and seek solutions. The A & P is limited in what they can afford to $7 • million. Dickson Street received assistance from the city to build a parking lot and the A & P needs the city to make an investment for the best project we can have. Shipley moved to approve the contract with Wittenberg, Delony and Davidson for completion of the project (construction documents, bidding and negotiations, construction management) at the following rates: 6 %:% for exhibit hall and site work and 5 Y2% for parking deck. Second by Williams. Motion carried. Lease Aereement for Town Center Management Hanna moved to table, second by Shipley. Motion carried. NEW BUSINESS Funding Requests were heard from the following Autumnfest ($8,000) — Bootsie Ackerman Gary Hampton Memorial National Invitational Tournament (3,240) - Botanical Garden Society of the Ozarks ($5,577) — Donna Porter First Night ($ 15,600) 1998 3a American Legion Baseball Tournament ($10,000) Holiday Hoops ($21,500) Subcommittee for funding will meet on April 27 at 2:00 p.m. in Room 326 of City Hall. ADVERTISING AGENCIES Requests for Qualifications were received from Blackwood Martin/CJRW, Taylor Mack, Thompson Eamhart, and Stone and Ward. Presentations will be made on April 20 at 2:00 p.m. in Room 326 at City Hall. Professional selection policy will be followed and a recommendation made to A & P at their May meeting. • There being no further business, the meeting was adjourned. Respectfully submitted, CLI t P,t d,J >&N U Marilyn Snapp Director Convention and Visitor Development • City of Fayetteville, Arkansas Monthly HMR Tax Collections 1996-1998 • 1996 1997 1997 1998 1998 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 76,738 $ 73,809 -3.82% $ 82, 157 11 .31 % February 680507 73,099 6.70% 83,759 14.58% March 72,521 76,808 5.91 % 80,815 5.22% April 82, 155 88,050 7. 17% 89,603 1 .76% May 78,771 87,221 10.73% 0 June 79,680 84,417 5.68% 0 July 63,337 79,784 -4.26% 0 August 78,651 84,099 6.93% 0 September 85,514 82,984 -2.96% 0 October 80,031 95,030 18.74% 0 November 89,882 88, 147 -1 .93% 0 December 80, 107 79,492 -0.77% 0 • Total E 956,093 $ 992.939 3.85ek $ 336,334 7.88% HMR Tax Collections By Month 100 80 m 60 Dq L ~ 40 r a 20 0 January February March April May June Juty August September October November December O 1996 ® 1997 0 1998 • 1HMRTAX Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending April 30, 1998 • 1998 YTD April Budget Item Budget Expenses Remaining Expenses Chamber of Commerce Operations Contract $100,000 $752000 $25,000 $25,000 Collection Expense - City of Fayetteville 20,500 62727 13,773 11792 Audit Expense 1150 150 800 Telephone Number (Chamber of Commerce) 10,000 51000 52000 21500 Public Notification (BMA Contract) 2253000 71 ,537 153,463 61 ,004 Trolley Operations 403000 9,192 303808 2,953 Convention Support 53000 1 ,596 31404 567 Town Center/Exhibit Hall 58,460 24,491 33,969 Brochure Development 16,859 749 16,110 Air Museum 40,000 20,000 20,000 103000 Square Gardens 21 ,920 81822 13,098 41266 Special Projects Fay. Public Library Genealogical Collection 35,522 32,441 33081 • Univ. of Arkansas Museum 51724 52724 AAAA State Baseball Tournament 21000 2,000 HAWKS AAU Basketball Tournament 21000 22000 0 Joe Martin Memorial Stage Race 22000 21000 Ark. State Gymnastics Competition 600 600 TOTAL USES $5851735 $2571555 $328,180 $108,081 • W&PEXP98 • ACTIVITY REPORT APRIL, 1998 INQUIRY RESPONSES April 1998 Tourist - 294 1998 Year to Date — 1 ,319 {� .MmTh 1997 Tourist - 421 1997 Year to Date — 1,464 April 1998 Advertising Response — 3,729 1998 Year to Date — 7, 123 April 1997 Advertising Response — 7, 129 1997 Year to Date — 12,668 April 1998 Relocation — 175 1998 Year to Date — 677 April 1997 Relocation — 244 1997 Year to Date — 860 April 1998 Total Inquiries — 4, 198 April 1997 Total Inquiries — 7,794 Year to Date 1998 — 9, 119 Year to Date 1997 — 15,012 Internet Inquiries April Hits — 44,929 Hits since Sept 3, 1997 — 254,938 • CONVENTION ACTIVITY Conventions — Government Blitz in Little Rock Vaughn Family Reunion Bus Tours — Betty Jones Group, Houston, Texas Tourist Activity — Fayetteville Public Library Genealogy brochure Relations with Hospitality Industry — Nedra Forest (Director of Special Events) The Ballard Group Arkansas Hopsitality Association press conference Arkansas Hospitality Association Trade Show and Awards Banquet Miscellaneous — Tourist speech to P. E. O. organization NATA advertising committee Hospitality in a Heartbeat training sessions at Fayetteville Diagnostic Clinic (9 sessions) NATA Annual Meeting Friends for Fayetteville meeting regarding Town Center Chamber of Commerce Contractor's Committee regarding Lights of the Ozarks Arkansas Festival Association Board meeting Springfest J. Harris Moore radio show Newcomer's Tour Trial Run • Hilton — Worldwide Travel Luncheon • Media Relations - Events Business News (Brian Tuner) Southern Living — Farmer's Market article (Tyler Hardaman) Top HMR Collections — April Hilton Clarion Red Lobster Rio Bravo Chili's Applebee's Ryan's A. Q. McDonald's 50's Jose's Luby's El Chico • • Tourist Inquiries - 1998 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL AL 4 3 4 5 AK AZ 4 4 4 1 AR 43 32 71 31 CA 8 9 30 16 CO 3 4 5 1 CT 1 DE 2 DC 1 FL 5 2 4 9 GA 3 3 5 4 HI ID IL 10 9 67 13 IN 4 3 26 4 IA 8 7 24 10 KS 5 6 19 11 KY 2 1 1 LA 4 7 23 15 ME 2 MD 1 4 MA 4 1 2 1 MI 5 3 26 10 MN 5 10 34 12 MS 5 3 5 5 • M6 19 45 21 MT 1 NE 1 1 17 7 NV NH 1 1 NJ 3 1 3 2 NM 1 2 4 3 NY 6 6 3 2 NC 1 5 2 3 ND 3 1 OH 3 4 20 9 OK 11 9 32 21 OR 1 2 2 PA 1 4 7 6 PR 1 RI 1 Sc 1 2 1 1 SD 1 8 2 TN 4 1 4 6 TX 12 35 47 38 UT VT VA 3 2 WA 3 2 2 4 WV 1 1 WI 5 16 49 9 WY 2 APO 1 1 2 1 CAN 1 1 4 2 FOR 1 190 220 615 294 Relocation Inquiries - 1998 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL AL 1 1 1 AK 1 1 AZ 3 5 6 2 AR 24 23 27 31 CA 19 5 25 10 CO 1 1 4 6 CT 1 1 DE 1 DC FL 4 5 6 7 GA 1 2 1 2 HI 1 ID 1 1 IL 10 3 9 12 IN 2 4 1 2 IA 7 3 5 1 KS 3 2 7 2 KY 2 LA 1 6 11 7 ME 1 1 MD 2 4 MA 1 MI 4 8 2 MN 4 4 6 4 MS 3 4 4 • MO 8 5 10 8 MT 2 1 NE 3 1 3 4 NV 2 2 1 NH 1 NJ 1 1 3 NM 1 2 2 1 NY 1 3 2 3 NC 1 2 2 2 ND 1 2 OH 2 1 5 3 OK 10 4 3 5 OR 1 1 3 2 PA 2 1 5 3 PR RI SC 1 2 1 2 SD 2 TN 3 3 11 6 TX 15 15 21 21 UT 1 VT VA 3 2 2 2 WA 3 2 4 6 WV 6 1 WI 2 7 4 4 WY 1 3 2 • APO 2 1 CAN 1 151 128 223 175 • ADVERTISING INQUIRIES April 30, 1998 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Tourist ACW 25 BH 38 534 CWT 2 10 18 D FC 1 11 HT H&A MC 186 ML 32 48 59 2 MVG 275 1232 NG NTG 123 191 448 368 OK 17 12 79 SL 14 16 472 139 SMI 35 1131 235 SV TA 13 TJ TM 182 64 171 429 USA 35 471 • Meetings SM 2 3 2 TOTAL 384 359 2653 3729 ACW-Am. Civil War BH-Better Homes & Gardens CWT-Civil War Times D-D Magazine FC-Family Circle HT-Historic Traveler H&A-Home and Away MC-Mccalls ML-Midwest Living MVG-Midwest Vacation NG-Nati Geog Traveler NTG-NATA OK-Oklahoma Today SL-Southern Living SMI-State Mag. Insert SM-Successful Meetings SV-Summer Vacation TA-Travel America TJ-Texas Journal • • Advertising Inquiries by State - April, 1998 ACW BH CWT FC MC ML MVG NTG OT SL SMI TM USA TOTAL AL 10 1 1 2 1 6 2 1 1 25 AK 87 1 88 AZ 4 1 2 1 1 11 12 5 37 AR 1 16 1 10 2 43 1 6 4 1 1 86 CA 41 16 32 2 1 16 108 CO 7 12 6 1 1 3 30 CT 5 4 1 1 1 12 DE 1 1 DC 1 1 2 FL 1 22 1 9 13 8 2 4 59 GA 8 1 1 6 1 7 2 1 0 HI 1 2 1 1 5 ID 1 1 2 IL 1 29 2 2 421 10 1 4 10 1 122 602 IN 17 8 6 3 30 64 IA 14 4 1 1 2 31 53 KS 16 1 16 11 1 3 4 5 13 70 KY 3 8 3 2 1 3 1 21 LA 13 1 6 1 11 14 6 8 60 ME 4 1 1 1 1 8 MD 1 5 5 3 1 1 2 18 MA 1 5 2 2 10 MI 1 25 1 179 3 2 2 4 5 47 269 MN 11 5 1 55 8 1 4 8 48 141 MS 1 11 3 6 5 13 39 • MO 1 26 1 4 128 14 1 7 27 3 27 239 MT 2 1 3 NE 8 1 11 1 3 24 NV 2 1 1 2 1 1 8 NH 2 2 NJ 2 16 8 4 2 1 33 NM 2 2 7 11 NY 3 33 2 1 13 5 1 1 8 4 71 NC 1 10 1 1 1 1 7 1 4 27 ND 1 89 2 92 OH 3 16 2 2 6 1 2 4 2 74 112 OK 21 8 36 60 12 1 5 143 OR 5 5 1 1 2 1 15 PA 2 20 1 9 2 4 1 1 1 41 RI 2 2 2 1 7 Sc 3 2 3 2 10 SD 2 1 3 1 2 9 TN 1 6 2 1 6 3 1 6 2 28 TX 1 50 3 2 19 1 66 2 24 27 316 1 512 UT 1 4 2 1 1 9 VT 0 VA 2 10 2 2 1 4 2 23 WA 4 1 4 5 2 1 2 19 WV 3 3 1 2 9 WI 1 20 2 325 12 1 5 2 65 433 WY 1 1 APO 1 1 CAN 1 1 1 1 4 • FOR 2 1 1 4 TOTAI 25 534 18 11 186 2 1232 368 79 139 235 429 471 3729 Access statistics for www:fayettevillear.com (last 12 month} page 1 Access statistics for wwwlayettevilleag com Summary-period: last l2month • List updated::02IlYrayl1998 Ofi:03 W Hits/Files/Sites/Kilobytes by month m r n m' ap N V' May 97. .-Jun Jul Aug. . - - Sep Oct Mw Dec- Jan -febMar Ilpr -May--98 Current statistic for May 98 (undated more frequently) • Month flits Fees sites "ytessent May 98 3154 - 1035 57 6165 ADdI98 44929 36933 1380 219956 March 98 35528 = 29316 =--1517 17TM7 February 98 10959 8500 504 51375 January 98 20115 10438 - 649 57690 December 97 20183 . . : .8905 _ 568 - 49502 November 97 30685 -- - 13039 371 34023 October 97 30790 _ 11860 _-452 69576 Sentember97 60078 - - 15495 -- -473 98782 August 97 517 270 20 3655 July 97 01 01 0 = 0 June 97- 01 --0 0 Total 1 - 2549381 1357911 6191 788331 Full statistics for4997 • -Statistics gen ezated by htto-analyze 1.9e Copyright C41l%_by_itENT-A-G RU@ City of Fayetteville - Trolley Operation Regular Route is 1997 Activity 1998 Activity Average Average Trip Days of Trips Per Trip Days of Trips Per Month Count Operation Day Count Operation Day Jan. 891 21 .50 41 .44 11600 23.50 68.09 Feb. 11029 22.00 46.77 11609 22.00 73. 14 March 11191 23.50 50.68 11630 24.00 67.92 April 1 ,097 24.00 45.71 May 1 ,131 23.50 48.13 June 11327 23.00 57.70 July 12442 24.00 60.08 Aug. 1 ,289 23.50 54.85 Sept. 11359 23.00 59.09 Oct. 11727 25.50 67.73 Nov. 1 ,337 23.00 58. 13 Dec. 11472 23.00 64.00 15,292 279.50 54.53 4,839 69.50 69.71 Average Trips Per Day • 80 60 40 y 20 Jan. March May July Sept. Nov. Feb. April June Aug. Oct. Dec. D 1997 91998 Trip Summary of Other Trolley Trips (March 1998) Count UA Women's Conference 4 Walton Arts Center 352 • TOTAL - OTHER TROLLEY TRIPS 356 \TROLLEY • ADVERTISING AND PROMOTION COMMISSION (5-1-98) JOE FENNEL — Chairman (term expires 4/1/99) Jose's 324 W. Dickson Fayetteville, AR 72701 501-521-0194 (b) 501-521 -0337 (answering machine and FAX) JIM WASELUES — (term expires 4/l/00) Jim's Razorback Pizza 1018 Canterbury Fayetteville, AR 72701 501 -521 -7591 501 -972- 1857 (pager) 501-521-9236 (FAX) CURTJS SHIPLEY — At-large Position (term expires 4/l/9\01) 1132 East Ridgeway Fayetteville, AR 72701 501-442-6067 (b) 501-443-3672 (h) 501-443-2001 (FAX) CARL MAGUIRE — (term expires 4/1/01) Best Western Windsor Suites 1122 S. Futrall Dr. Fayetteville, AR 72701 501-587- 1400 (b) 501-587-8656 (h) ALEX JERDE — (term expires 4/1/02) • Fayetteville Hilton 70 N. East Ave. Fayetteville, AR 72701 501-521-4444 (b) 501-442-2105 (FAX) MAYOR FRED HANNA — (term indefinite) City of Fayetteville 113 W. Mountain Fayetteville, AR 72701 501-575-8330 (b) 501-443-7980 (h) 501-575-5287 (FAX) KIT WILLIAMS — (term indefinite) City of Fayetteville P. O. Box 1772 Fayetteville, AR 72702-1772 501-443- 1772 (b) •