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HomeMy WebLinkAbout1998-12-14 - Agendas - Final • MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, December 14, 1998, at 2 :00 p.m. at City Hall in City Council Chambers. ADVERTISING AND PROMOTION COMMISSION December 14, 1998 2 :00 p.m. City Hall Council Chambers I Call to Order II. Reports A. Approval of Minutes for November 14 B. Financial Report C. Convention and Visitor Activity - Marilyn Johnson D. Blackwood/Martin/CJRW Report III. Old Business A. Approval of contract with Chamber of Commerce B . Approval of 1999 Budget IV. New Business V. Adjourn Informational Items — Trolley Operations Report GROUP: ADVERTISING & PROMOTION COMMISSION DATE: November 16, 1998 PRESENT: Joe Fennel, Fred Hanna, Alex Jerde, Carl Maguire, Curtis Shipley, Jim Waselues, Kit Williams, and Marilyn Johnson ABSENT: None 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 Hanna, second by Jerde to approve the minutes of the October 12 meeting. Motion carried. FINANCIAL REPORT Kevin Crosson presented the financial report. Collections for October were $95,649, up 0.65% over last October. Year to date collections are $907,471 , a 9.96% increase. October expenses were $74,942. Moved by Shipley, second by Maguire to approve the financial report. Motion carried. • CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn Johnson reviewed activity report in agenda packet. ADVERTISING AGENCY REPORT Susan Stirewalt introduced Brad Ruth of the agency who presented the 1999 Media Plan. HMR collections were up 9.9% YTD. Inquires were down 20%. 1999 objectives are to have a continued increase in the HMR tax, and a 5% increase in inquiries. '99 considerations include opening of I-540, opening of XNA, Town Center. Media recommendations were reviewed. Motion to approve media recommendations by Shipley, second by Waselues. Motion carried. NEW BUSINESS TOWN CENTER Bond Sale Dennis Whitaker reported that the Town Center bonds were sold on Wednesday, November 4 with closing on November 24. Soil test bid Shipley moved to approve contract with McClelland for $ 12,500 + 10% contingency fee, second by Williams with approval of contingency with Fennel. Motion carried. Time line and schedule for nroiect Richard Alderman presented the time line for the Town Center project with occupancy in September 2000. Shipley moved to accept the schedule as presented, second by Hanna. Motion carried. A copy of the time line is attached. • • 1999 BUDGET Jerde indicated concern about using funds out of the reserve fund and the uncertainty of HMR collections and loss of revenue. Williams was not in favor of taking money out of the regular budget for marketing manager or FF&E. Jerde and Fennel requested a pro-active approach in regard to a marketing manager and having sufficient funds for proper equipping of Town Center. Shipley wants to put money in reserve because we may not have help from anyone else. He said we should not exceed spending over revenues. Shipley moved to approve a balanced budget with income and expenses expected and let staff come back with recommendation. No second was received. Trolley/regional airport discussion — Williams has reservations about subsidizing free enterprise. He said it's bad for the regional airport and recommended giving the city $40,000 instead of the $50,000 they are asking for. Jerde said we need a passenger service. We have a responsibility to passengers. Williams said next year is the key time. It's not the time to encourage people to leave Drake Field. Shipley said we shouldn't be in the transportation or parking business. We should joint venture with others in the interest of the consumer. The public has needs there also. He also likes the trolley. Jerde recommended funding %: of trolley allocation. Hanna moved to cut everything from the special project recommendations of the subcommittee 20%, second by Williams. Motion carried. Williams moved to fund Walton Arts Center information booth the • full $ 1200 and take additional from Soccer Tournament, second by Maguire. Motion carried. Marilyn will calculate exact amounts and final budget for approval at December meeting. There being no further business, the meeting was adjourned. Respectfully submitted, Marilyn Johnson 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 $ 731809 -3.82% $ 82, 157 11 . 31 % February 681507 73,099 6.70% 831759 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% 97,309 11 .57% June 79,880 84,417 5.68% 98,318 16.47% July 83,337 79,784 -4.26% 94,621 18.60% August 781651 84,099 6.93% 91 , 336 8.61 % September 85, 514 82,984 -2.96% 931903 13. 16% October 801031 951030 18.74% 95,649 0.65% November 891882 881147 -1 .93% 98,784 12.07% December 80, 107 791492 -0. 77% 0 0 Total $ 956,093 $ 992,939 3.85% $ 1 ,006,254 10.16% HMR Tax collections By Month 120 100 80 i 60 0 F 40 20 0 January February March April May June July August September October November December O 1996 ® 1997 t 1996 • \HMRTAX Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending November 30, 1998 • 1998 YTD November Budget Item Budget Expenses Remaining Expenses Chamber of Commerce Operations Contract $1005000 $100,000 $0 Collection Expense - City of Fayetteville 202500 20,548 (48) 12976 Audit Expense 150 150 0 800 Telephone Number (Chamber of Commerce) 10,000 10,000 0 Public Notification (BMA Contract) 225,000 191 ,819 33,181 55 Trolley Operations 40,000 32,379 73621 Convention Support 51000 3,873 11127 Town Center/Exhibit Hall 374,351 74,351 300,000 Brochure Development 16,859 61408 10,451 Air Museum 40,000 40,000 0 Square Gardens 21 ,920 20,148 11772 21919 Special Projects AAA American Legion Tournament 21000 2,000 0 AAA State Baseball Tournament 21000 21000 0 Ark. State Gymnastics Competition 600 548 52 Autumnfest 2,500 21500 Fay. Public Library Genealogical Collection 35,522 35,355 167 First Nite 7,000 71000 Gary Hampton Memorial Tournament 500 500 0 HAWKS AAU Basketball Tournament 21000 23000 0 Holiday Hoops 123000 123000 0 129000 Joe Martin Memorial Stage Race 23000 11746 254 Univ, of Arkansas Museum 55724 51724 Wood Bat Classic 11985 11985 0 TOTAL USES $927,611 $557.810 $369,801 $16,950 \A&PEXP98 ACTIVITY REPORT NOVEMBER, 1998 INQUIRY RESPONSES November 1998 Tourist - 114 1998 Year to Date — 2,982 November 1997 Tourist - 70 1997 Year to Date — 3, 144 November 1998 Advertising Response — 693 1998 Year to Date — 22,962 November 1997 Advertising Response — 2,619 1997 Year to Date — 31 ,721 November 1998 Relocation — 107 1998 Year to Date — 1 ,666 November 1997 Relocation — 92 1997 Year to Date — 1 ,932 November 1998 Total Inquiries — 914 November 1997 Total Inquiries — 2,781 Year to Date 1998 — 27,610 Year to Date 1997 — 36,797 CONVENTION ACTIVITY • Conventions — International Women' s Forum, Arkansas Chapter North American Youth Basketball Miscellaneous — Arkansas Alumni Assoc. Strategic Planning Session Arkansas Antique Trail guide Northwest Arkansas Alumni Lights of the Ozarks Media Relations — Active Years Morning News Arkansas Times Northwest Arkansas Business Journal Smart Choice, Selective Cities — National Strategy Group Top HMR Collections — October Hilton Clarion Ryan' s Red Lobster A.Q. Chicken Chili's • Tourist Inquiries - 1998 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL AL 4 3 4 5 4 7 3 3 9 1 0 AK 1 0 AZ 4 4 4 1 3 6 2 6 1 0 AR 43 32 71 31 27 36 23 45 68 76 33 CA 8 9 30 16 4 10 11 10 11 8 3 CO 3 4 5 1 1 2 1 1 CT 1 1 1 0 DE 2 0 DC 1 1 0 FL 5 2 4 9 5 5 6 6 5 9 4 GA 3 3 5 4 2 5 3 2 1 2 HI 1 0 ID 1 1 1 1 0 IL 10 9 67 13 13 15 10 10 22 4 7 IN 4 3 26 4 6 5 2 8 5 6 2 IA 8 7 24 10 5 1 8 7 12 7 3 KS 5 6 19 11 17 9 11 11 19 7 4 KY 2 1 1 2 4 1 1 7 2 2 LA 4 7 23 15 16 14 12 15 15 6 3 ME 2 1 1 2 MD 1 4 2 1 0 MA 4 1 2 1 1 2 1 1 MI 5 3 26 10 5 6 2 6 9 7 1 MN 5 10 34 12 3 8 9 5 8 4 5 MS 5 3 5 5 1 1 3 6 7 3 0 • MO 6 19 45 21 21 13 9 27 32 11 11 MT 1 1 1 NE 1 1 17 7 6 1 3 5 2 2 NV 1 1 1 NH 1 1 0 NJ 3 1 3 2 4 3 2 3 1 1 1 NM 1 2 4 3 1 1 2 1 0 NY 6 6 3 2 2 3 1 4 3 1 3 NC 1 5 2 3 5 3 2 2 1 ND 3 1 1 1 2 0 OH 3 4 20 9 5 3 6 5 8 3 2 OK 11 9 32 21 26 20 11 38 30 20 5 OR 1 2 2 4 1 1 1 2 1 0 PA 1 4 7 6 3 5 1 4 10 1 1 PR 1 0 RI 1 1 0 Sc 1 2 1 1 1 2 2 2 2 0 SD 1 8 2 1 1 TN 4 1 4 6 2 5 2 7 8 1 1 TX 12 35 47 38 35 37 32 42 39 21 2 LIT 1 1 2 0 VT 0 VA 3 2 1 2 2 0 WA 3 2 2 4 3 3 1 3 1 WV 1 1 1 0 WI 5 16 49 9 3 4 6 7 6 1 6 WY 2 1 1 1 0 APO 1 1 2 1 1 1 1 0 • CAN 1 1 4 2 1 1 3 1 1 FOR 1 2 1 1 1 190 220 615 294 246 239 196 293 360 215 114 • ADVERTISING INQUIRIES JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Tourist ACW 25 3 6 7 5 3 5 4 AY 74 BH 38 534 154 125 52 47 411 157 56 CWT 2 10 18 5 6 7 4 12 4 D FC 1 11 109 42 23 4 4 114 8 HT 60 27 17 30 12 3 H&A 37 187 57 183 155 162 14 MC 186 456 298 97 12 ML 32 48 59 2 550 742 668 706 472 531 155 MVG/TMG 275 1232 211 293 NG NTG 123 191 448 368 457 365 192 217 189 242 51 OK 17 12 79 35 49 117 SL 14 16 472 139 217 223 108 355 124 376 53 SMI 35 1131 235 95 57 24 33 1159 86 9 TA 13 18 209 98 35 215 163 63 TJ TM 182 64 171 429 86 77 9 69 377 227 8 USA 35 471 1392 154 189 • Meetings SM 2 3 2 2 TOTAL 384 359 2653 3729 3614 2397 1369 1687 3399 2651 693 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 - November, 1998 ACW AY BH CWT FC HT H&A ML NTG OT SL SMI SM TA TM USA TOTAL AL 1 1 4 1 7 AK 0 AZ 5 2 2 1 1 11 AR 1 61 1 5 1 3 72 CA 1 1 1 2 2 1 3 1 12 CO 2 2 CT 2 1 3 1 7 DE 0 DC 0 FL 2 2 3 1 5 8 3 24 GA 1 1 1 5 8 HI 1 1 ID 1 1 IL 1 4 1 1 3 38 4 2 55 109 IN 1 19 1 3 4 28 56 IA 4 1 2 2 9 KS 1 1 5 1 1 1 5 15 KY 2 2 4 LA 2 4 1 2 1 2 12 ME 0 MD 1 1 1 1 1 5 MA 1 1 2 MI 1 1 15 3 3 27 50 MN 1 1 2 11 1 1 2 11 30 MS 1 3 1 5 • MO 2 6 11 2 3 2 2 20 48 MT 1 1 NE 2 2 1 5 NV 1 1 NH 1 1 NJ 1 1 1 1 3 7 NM 1 1 NY 3 1 1 4 9 NC 2 1 1 4 NO 1 1 OH 1 2 1 3 12 2 1 2 35 59 OK 3 1 2 1 1 1 1 10 OR 1 1 2 PA 2 1 2 2 3 1 11 RI 0 Sc 2 2 1 5 SD 1 1 TN 1 1 3 3 8 TX 1 1 8 1 7 12 2 2 5 39 UT 1 1 2 VT 1 1 VA 2 1 1 1 5 WA 1 1 3 5 WV 0 WI 3 15 1 1 20 WY 0 APO 1 1 CAN 1 1 • FOR 1 1 1 3 TOTAI 4 74 56 4 8 3 14 155 51 0 53 9 2 63 8 189 693 1 • Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec TOTAL AL 1 1 ' 1 1 2 1 2 AK 1 1 1 1 0 AZ 3 5 6 2 4 8 4 5 2 5 1 AR 24 23 27 31 18 28 18 28 26 26 15 CA 19 5 25 10 8 24 6 11 9 13 8 CO 1 1 4 6 7 2 3 3 2 2 4 CT 1 1 2 1 1 0 DE 1 0 DC 0 FL 4 5 6 7 6 9 6 5 4 6 4 GA 1 2 1 2 2 6 2 1 6 1 HI 1 2 1 0 ID 1 1 1 1 1 0 IL 10 3 9 12 5 5 5 4 6 3 4 IN 2 4 1 2 1 1 1 3 1 1 IA 7 3 5 1 2 3 4 5 7 3 KS 3 2 7 2 5 5 2 5 3 1 1 KY 2 2 1 1 1 1 1 LA 1 6 11 7 5 3 2 9 7 5 5 ME 1 1 1 MD 2 4 1 1 1 MA 1 2 1 2 1 1 1 MI 4 8 2 3 2 4 2 8 1 MN 4 4 6 4 3 3 3 2 2 1 2 MS 3 4 4 4 1 1 4 2 1 3 • MO 8 5 10 8 11 9 7 6 8 9 5 MT 2 1 1 NE 3 1 3 4 2 2 1 1 1 2 NV 2 2 1 4 3 3 1 2 2 NH 1 0 NJ 1 1 3 4 2 3 2 NM 1 2 2 1 2 2 2 3 1 NY 1 3 2 3 2 2 3 2 7 8 7 NC 1 2 2 2 1 1 1 1 3 1 ND 1 2 0 OH 2 1 5 3 1 2 1 5 1 OK 10 4 3 5 7 8 8 9 7 11 3 OR 1 1 3 2 2 1 2 0 PA 2 1 5 3 2 2 1 1 1 1 PR 1 0 RI 0 SC 1 2 1 2 1 1 3 SD 2 1 TN 3 3 11 6 1 4 4 1 5 5 0 TX 15 15 21 21 11 15 19 31 31 24 14 UT 1 1 1 1 VT 1 VA 3 2 2 2 2 1 2 0 WA 3 2 4 6 2 1 2 3 1 1 0 WV 6 1 1 1 0 WI 2 7 4 4 2 3 3 2 3 1 2 WY 1 3 2 1 1 0 • APO 2 1 1 1 1 1 0 CAN 1 1 0 151 128 223 175 133 164 126 151 155 153 107 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 41 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 1999 . • 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 five ( 5 ) additional one ( 1 ) year terms . Notice of intent to renew shall be subject to the A • & P Commission ' s approval of the yearly budget . • RENEWAL : The A & P exercises the option of renewal contained in the Agreement between the A & P and the Chamber dated January 4 , 1993 , as hereby amended , for a one ( 1 ) year period commencing on January 1 , 1999 , and terminating on December 31 , 1999 . 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 , 1999 , to December 31 , 1999 , compensation shall be in an amount up to but not to exceed One • Hundred Twenty - one Thousand Two Hundred Forty Dollars ( $ 121 , 240 . 00 ) , subject to the A & P ' s approval of the yearly budget . Said compensation is to be paid in three ( 3 ) installments . The first 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 Thirty - five Thousand Six hundred twenty Dollars ( $ 35 , 620 . 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 Thirty - Five Thousand Six hundred twenty Dollars ( $ 35 , 620 . 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 to 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 199_ , at Fayetteville , Arkansas . ADVERTISING AND PROMOTION COMMISSION Chairman • FAYETTEVILLE CHAMBER OF COMMERCE President CEO ATTEST : Title : • 800 Telephone Number $10,000 Audit Expense $150 Brochure Development $17,000 Chamber contract (including Mkt mgr.) $1219240 Collection Expense $22,500 Convention Support $5,000 Public Notification $225,000 Town Center Equipment and Furnishings $1007000 Special Projects $140,942 TOTAL EXPENSES/A & P Budget $641 ,832 Transfer - Arts Center Bonds $125,000 Transfer - CEC Bonds $25,500 Transfer - Town Center Bonds $395,000 TOTAL EXPENSES $1 ,187,332 • • • SPECIAL PROJECTS Requested A&P FINAL Arkansas Air Museum $40,000.00 $32,000.00 AR High School AAAAA Basketball $4,000.00 $39200.00 AR High School Baseball Coaches $3,400.00 $800.00 AR Overall H. S. Baseball Finals $29000.00 $13600.00 AR State Boys Golf Tournament $500.00 $400.00 AR State Cross Country Championship $1 ,500.00 $1 ,200.00 B.C.I. State Basketball Tournament $2,000.00 $800.00 Botanical Garden Society of Ozarks $25,000.00 $83000.00 Downtown/Dickson Enhancement Project $4,687.50 $0.00 Fay. Library Genealogical Collection $32, 101 . 19 $21 ,094.00 Fayetteville Wood Bat Classic $19984.99 $800.00 • First Night $22,500.00 $23800.00 Gary Hampton Girls Youth NIT $2,000.00 $13600.00 H.A.W.K.'s AAU Basketball Tournament $2,000.00 $13600.00 Holiday Hoops $21 ,500.00 $91600.00 Joe Martin Memorial Bicycle Race $1 ,746.27 $960.00 North Arkansas Symphony Society $43500.00 $1 ,248.00 Ozark Classic Cup XVII Soccer Tournament $75750.00 $2, 160.00 Razorback Sams $4,775.00 $3,480.00 Square Gardens $20,000.00 $169000.00 Trolley Program $50,000.00 ` Regional Airport Transportation System $209000.00 Walton Arts Center $1 ,200.00 $1 ,200.00 Washington County Historical Society $13,000.00 $101400.00 • TOTAL $268, 144.95 $140,942.00 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 1 ,600 23.50 68.09 Feb. 11029 22.00 46.77 1 ,609 22.00 73. 14 March 11191 23.50 50.68 11630 24.00 67.92 April 1 ,097 24.00 45.71 11728 24.00 72.00 May 11131 23.50 48. 13 11804 22.50 80. 18 June 1 ,327 23.00 57.70 11857 24.00 77. 38 July 1 ,442 24.00 60.08 11930 23.00 83.91 Aug. 1 ,289 23.50 54.85 11844 23.50 78.47 Sept. 1 ,359 23.00 59.09 11678 23. 00 72.96 Oct. 11727 25.50 67.73 1 ,973 24.50 80.53 Nov. 1 $ 37 23.00 58. 13 Dec. 1 ,472 23.00 64.00 15.292 279. 50 54.53 17.653 234.00 75.46 Average Trips Per Day 100 • 80 60 40 20 i 0 ' Jan. March May July Sept. Nov. Feb. April June Aug. Oct. Dec. n1997 ©1998 Trip Summary of Other Trolley Trips (October 1998) Count Baptist Student Union 96 West Campus Tech Center 30 Baptist Student Union 84 Mount Sequoyah 32 Baptist Student Union 58 Chili Pepper Festival 441 Fayetteville Airport 68 Baptist Student Union 65 • TOTAL - OTHER TROLLEY TRIPS 874 \TROLLEY