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Home My WebLink About1998-06-08 - Agendas - Final • MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, June 8, 1998, at 2:00 p.m. at City Hall in City Council Chambers. ADVERTISING AND PROMOTION COMMISSION June 8, 1998 2 :00 p.m. City Hall Council Chambers I Call to Order II. Reports A. Approval of Minutes for May 11 B. Financial — Ben Mayes C. Convention and Visitor Activity — Marilyn Snapp D. Blackwood/Martin/CJRW Report — Susan Stirewalt III. Old Business A. Town Center Update B. Funding Requests IV. New Business A • Borld XPi rBBu`h V. Adjourn • Informational Items — Trolley Operations Report • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: May 11 , 1998 PRESENT: Joe Fennel, Alex Jerde, Carl Maguire, Curtis Shipley, Kit Williams, and Marilyn Snapp ABSENT: Fred Hanna and Jim Waselues 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 Shipley, second by Jerde to approve the minutes of the April 13, 16, and 27 meetings. Motion carried. FINANCIAL REPORT Ben Mayes presented financial report for April. HMR collections were $89,603, an increase of 1 .76% over April, 1997 collections. Year to date collections are $336,334, a 7.88% increase over 1997. April expenditures were $ 108,081 . Moved by Williams, second by Shipley 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 continue to increase with another record setting month. Eleven people participated in Government Blitz in Little Rock and immediate results have been seen. Marilyn is working with the library to develop a genealogy brochure which should be ready by May 17 and for use at the Four Comer Ancestor Fair. Nine sessions of Hospitality in a Heartbeat training were completed in April. The Newcomer's Trolley trial run was held. ADVERTISING AGENCY REPORT Susan Stirewalt reported that they would be promoting packaging promotion via editorial. They are evaluating responses with the state magazine insert and will made adjustments for insertions in media plan at the next A & P Commission meeting. They have begun work on second walking tour brochure which will focus on Dickson and U of A campus. OLD BUSINESS Selection of Advertising Agency Following professional selection policy of city, Selection Committee recommended hiring Blackwood Martin/CJRW as the advertising agency for a three year contract. Moved by Shipley, second by Williams. Motion carried. Town Center Report Williams reported that the City Council voted 7-1 to allow Jerry Rose to negotiate the sale or lease of the Bradberry property. • Subcommittee of Fennel, Jerde, Maguire, and Waselues will meet to look at the lease with the City for operation of the Town Center. • NEW BUSINESS/ANNOUNCEMENTS Fennel reported that several who requested funds from the Commission had called and asked when those funds would be decided on. Commission repeated their desire to wait until the City Council decides on Town Center to give funding requests consideration. Question was raised on date of opening of new regional airport. Tentatively opening is set for October, 1998. Fennel asked Blackwood Martin/CJRW to pull figures together regarding amount of loss and do a what-if scenario (if this happens; we'll do this). City is continuing marketing efforts. John Kalagias announced upcoming Air Museum events. Shipley requested that Marilyn get copies of Special Events and Meeting Planner published by Arkansas Business and distribute to Commissioners and City Council members. It points out the real need for the Town Center since we cannot accommodate groups. There being no further business, the meeting was adjourned. Respectfully submitted, ?-�,&uLL kad;?, 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 68,507 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% 971309 11 . 57% June 79, 880 841417 5.68% 0 July 83,337 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 $ 956,093 $ 992,939 3.85% $ 433,644 8.69% HMR Tax Collections By Month 120 100 80 t c 60 t t- i 40 20 0 January February March April May June Jury August September October November December D 1996 ® 1997 M 1998 • \HMRTAX Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending May 31 , 1998 • 1998 YTD May Budget Item Budget Expenses Remaining Expenses Chamber of Commerce Operations Contract $100,000 $753000 $25,000 Collection Expense - City of Fayetteville 203500 81673 115827 1 ,946 Audit Expense 150 150 800 Telephone Number (Chamber of Commerce) 10,000 51000 5,000 Public Notification (BMA Contract) 225,000 94,120 130,880 227582 Trolley Operations 40,000 13,169 26,831 22885 Convention Support 5,000 1 ,596 31404 Town Center/Exhibit Hall 74,351 74,351 0 49,859 Brochure Development 16,859 952 15,907 203 Air Museum 40,000 20,000 20,000 Square Gardens 21 ,920 9,907 12,013 13085 Special Projects Fay. Public Library Genealogical Collection 35,522 32,441 3,081 • Univ. of Arkansas Museum 51724 51724 AAAA State Baseball Tournament 21000 21000 t HAWKS AAU Basketball Tournament 21000 2,000 0 Joe Martin Memorial Stage Race 2,000 2,000 Ark. State Gymnastics Competition 600 600 TOTAL USES $6011626 $337,209 $264,417 $78,560 • W&PEXP98 ACTIVITY REPORT MAY, 1998 INQUIRY RESPONSES May 1998 Tourist - 246 1998 Year to Date — 1,565 Mary 1997 Tourist - 346 1997 Year to Date — 1 ,810 May 1998 Advertising Response — 3,633 1998 Year to Date — 10,766 May 1997 Advertising Response — 6,019 1997 Year to Date — 18,687 May 1998 Relocation — 133 1998 Year to Date — 810 May 1997 Relocation — 191 1997 Year to Date — 1,051 May 1998 Total Inquiries — 4,012 May 1997 Total Inquiries — 6,902 Year to Date 1998 — 13,141 Year to Date 1997 — 21 ,548 Internet Inquiries April Hits — 6,000 Hits since Sept 3, 1997 — 229,619 • CONVENTION ACTIVITY Conventions — Vaughn Family Reunion NCAA Regional Baseball Tournament Bid Bid letter, Arkansas Press Association summer 2000 outing Bus Tours — Betty Jones Group, Houston, Texas Jefferson Bus Lines Tour - August 8 Tourist Activity — Fayetteville Public Library Genealogy brochure Relations with Hospitality Industry — State Parks, Recreational and Travel Commission Mail merchants meeting Miscellaneous — Tommy Dorsey Band NATA Hospitality in a Heartbeat Newcomer's Tour E. Faye Jones Tour of Homes Arkansas Volkmeisters meeting Springdale Junior Auxiliary Media Relations - Money magazine . C-Span School Bus • Top HMR Collections — April Hilton Clarion Ryan's Red Lobster Rio Bravo A. Q. Chili's McDonald's 50's Ozark Brewing Company Applebee's Jose's McDonald's #1363 El Chico • • • Tourist Inquiries - 1998 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL AL 4 3 4 5 4 AK AZ 4 4 4 1 3 AR 43 32 71 31 27 CA 8 9 30 16 4 CO 3 4 5 1 1 CT 1 1 DE 2 DC 1 FL 5 2 4 9 5 GA 3 3 5 4 2 HI ID 1 IL 10 9 67 13 13 IN 4 3 26 4 6 IA 8 7 24 10 5 KS 5 6 19 11 17 KY 2 1 1 2 LA 4 7 23 15 16 ME 2 1 MD 1 4 2 MA 4 1 2 1 1 MI 5 3 26 10 5 MN 5 10 34 12 3 MS 5 3 5 5 1 • M6 19 421 21 MTT 1 1 NE 1 1 17 7 6 NV 1 NH 1 1 NJ 3 1 3 2 4 NM 1 2 4 3 1 NY 6 6 3 2 2 NC 1 5 2 3 5 ND 3 1 1 OH 3 4 20 9 5 OK 11 9 32 21 26 OR 1 2 2 4 PA 1 4 7 6 3 PR 1 RI 1 SC 1 2 1 1 1 SD 1 8 2 TN 4 1 4 6 2 TX 12 35 47 38 35 UT VT VA 3 2 WA 3 2 2 4 3 WV 1 1 WI 5 16 49 9 3 WY 2 1 APO 1 1 2 1 1 • CAN 1 1 4 2 1 FOR 1 190 220 615 294 246 • 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 4 AR 24 23 27 31 18 CA 19 5 25 10 8 CO 1 1 4 6 7 CT 1 1 2 DE 1 DC FL 4 5 6 7 6 GA 1 2 1 2 2 HI 1 ID 1 1 1 IL 10 3 9 12 5 IN 2 4 1 2 1 IA 7 3 5 1 2 KS 3 2 7 2 5 KY 2 2 LA 1 6 11 7 5 ME 1 1 MD 2 4 MA 1 MI 4 8 2 MN 4 4 6 4 3 MS 3 4 4 4 • MO 8 5 10 8 11 MT 2 1 NE 3 1 3 4 2 NV 2 2 1 4 NH 1 NJ 1 1 3 4 NM 1 2 2 1 2 NY 1 3 2 3 2 NC 1 2 2 2 1 ND 1 2 OH 2 1 5 3 1 OK 10 4 3 5 7 OR 1 1 3 2 2 PA 2 1 5 3 2 PR RI SC 1 2 1 2 1 SD 2 TN 3 3 11 6 1 TX 15 15 21 21 11 LIT 1 VT VA 3 2 2 2 WA 3 2 4 6 2 WV 6 1 1 WI 2 7 4 4 2 WY 1 3 2 1 • APO 2 1 1 CAN 1 151 128 223 175 133 Access-statistics fix-www.fayettevillear:cony(last12 month) Page 1 Access- statistics- for wwwlayetteviffearx m Summary-period:-last 12-mouth • fast updated:-VAKay[1 N M*48 Hits/Files/Sites/Kilobytes by month . r a' m rg m c'S r ftay--47 Jun Jul- Rug: Sep Oct Nay DecDarr Feb flan fif+r :ttay-90 Current statistic for May 98 (undated more freauentivl • Month Hits Files Sites I(Bytessent Mav 98 6000 5148 273 30631 Anril98 14764 12230 683 71566 March 98 355 39316 1517 177707 February 98 10954 8500 504 53375 January 98 -20115 10438 649 51690 December 97 XI :8405 . -368 49SO2 November 97 30685 13 571 .76023 October 97 307 1186D 452 67576 Sentember97 60078 . 15495 473 78782 Antfust 97 517 270 20 1655 July 97 0 0 0 0 7one9T 01 0 01 0 Total 1 22%191 115301 1 57101 664507 Full statistics for 1997 • Statistics generated-by htto-analyze1.9e Copyright01996-by RENT-*--lGDRUS • The following requests were tabled at the April 14 meeting pending action of the City Council on the Town Center: Autumnfest - $8,000 October 9-11 , 1998. Gary Hampton Memorial National Invitational Tournament - $3,420 May 29-31 Botanical Garden Society of the Ozarks - $5,577 Fall planting First Night - $ 15,600 December 31 , 1998 1998 AAA American Legion State Tournament - $ 10,000 July 30-August 3 Holiday Hoops - $21 ,500 December 10- 12, 1998 cdo 67 1Z • Date : May 18 , 1998 To: A & P Commission From : Lisa Turner President of Autumnfest Board of Directors RE : Additional Information I was recently informed that you needed some additional information before proceeding on the decision regarding requested Autumnfest funds . I have attached a copy of the Autumnfest '98 advertising and promotions budget. I respectfully request any financial assistance you can offer. The new Autumnfest Committee has applied for state non-profit status , and plans to incorporate as a 501 (c)3 are underway. If you have any questions or concerns please call me at 443-9361 . • • • Autumnfest '98 Advertising and Promotion Budget Item Quantity Estimated Cost* Aprons 24 60 . 00 T-Shirts/Sweatshirts 61017 . 00 Print Media - Newspaper 1510 . 00 Brochures 51000 1063 . 52 Broadcast Media 1531 . 00 Logo Design 100 . 00 Signage 1000 . 00 TOTAL $ 11 , 281 . 52 "Costs based on Autumnfest '97 actual expenditures. • 5/98 • • 1 . Shelton- Tucker Post 27 1998 Wood Bat Classic 2 . Jim Hawkins 12 E . 28th Circle Fayetteville , AR 72701 ( 501 ) 521 - 1826 3 . 8 ( 16 to 18 year old ) teams from across the midwest part of the United States , 4 . July 9 - 10 - 11 - 12 , 1998 5 . The new Charlie Baum Stadium at George Cole Field Home of the Baseball Razorbacks 6 . This is the 8th year of this tournament . It continues to grow every year . All of the teams are very good . One of the best known tournaments in the Midwest . 7 . We have 100 rooms per night reserved at the Hilton , not counting the other hotels and motels . Burger King , Pizza Hut and others are working on the meals . 8 . All of our visitors will see the new Razorback baseball stadium • and visit downtown Fayetteville and other areas . 9 . We plan to use and have coverage from T . V . , radio and newspaper . • O O D M T a N M 01 J 00 N 00 M tri 00 U O� 0 (? 4} 4} VY N C w � N yroy1 � O xx L Q Nc OM" O J N H O l^ W r o c [L U Y � ao < � z QI � 3d $ J � M m 2 $ w F ' (n LL m eo00 m W F Z N C� CD I N o � w O 0 M Oo ro • u w z $ H � s ° o N o w ¢ o I o h ro ;E: w . o Eni N o p' 'O w I •o N O m LJ •� o 1 01 60 I o w 00 F aC w CI t O w N •.V •.i I •.1 ro N 3 I N a w `� _ A I I •� U i U O W p u O < 0 w O N .94 m y 4. O Z o ¢ 3 e �u 0.1 fA < i • .•+ 3 k .-+ N N v E > N w I W 0 00 z o w w n w wf o ro \ N ro ¢ i r\ � j i W U F W o u a IL City of Fayetteville - Trolley Operation Regular Route • 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 17609 22.00 73.14 March 13191 23.50 50.68 1 ,630 24.00 67.92 April 11097 24.00 45.71 1 ,728 24.00 72.00 May 11131 23.50 48.13 June 1 ,327 23.00 57.70 July 1 ,442 24.00 60.08 Aug. 17289 23.50 54.85 Sept. 1 ,359 23.00 59.09 Oct. 11727 25.50 67.73 Nov. 13337 23.00 58.13 Dec. 1 ,472 23.00 64.00 15,292 279.50 54.53 6,567 93.50 70.28 Average TripPerD • ao 60 40 F 20 0 Jan. March May July Sept. Nov. Feb. April June Aug. Oct. Dec. 01997 01998 Trip Summary of Other Trolley Trips (April 1998) Count University of Arkansas 24 Center for Continuing Education 131 Fayetteville Chamber of Commerce 66 • TOTAL - OTHER TROLLEY TRIPS 221 \TROLLEY City of Fayetteville, Arkansas Advertising & Promotion Fund • 1998 Schedule of Resources Available Item Amount Ending 1997 Fund Balance - A&P $ 1 ,960,470 Less 1998 Transfer for Town Center Construction ( 11000,000) 1998 Fund Balance Available $960,470 Projected Income - 1998 Projected 1998 HMR Tax Revenue $ 1 ,025,000 Projected 1998 Interest Earnings 1001000 Total Projected 1998 Income $ 1 , 125,000 • Projected Expenses - 1998 Operating Budget $602 ,000 Transfer - Arts Center Bonds 1041000 Net Transfer - CEC Bonds 50,000 Transfer - Town Center Debt Service (6 mos. DS) 200,000 Total Projected 1998 Expenses 956,000 1998 Income Over (Under) Expenses 169 000 Projected Fund Balance at 12/31 /98 $ 19129,470 0 W&PRES