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HomeMy WebLinkAbout1999-11-08 - Agendas - Final C • MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, November 8, 1999, at 2 :00 p.m. at the Chamber of Commerce office. ADVERTISING AND PROMOTION COMMISSION Nobvember 8, 1999 2 :00 p.m. Chamber of Commerce office I Call to Order II. Reports A. Approval of Minutes for September 24 and October 11 B . Financial Report C. Convention and Visitor Activity - Marilyn Johnson D. Blackwood/Martin/CJRW Report — Susan Wallace III. Old Business A. Approval to pay legal fees for Ken Shemin • IV. New Business A. Job descriptions for Town Center B. Funding Requests for 2000 V. Adjourn Informational Items — Trolley Operations Report The A & P subcommittee on special project funding will meet at 1 :00 p.m. on Monday, November 8 at the Chamber to make final recommendations for consideration of the entire Commission. • • GROUP : ADVERTISING & PROMOTION COMMISSION September 24 , 1999 DATE: PRESENT: Heather Daniel, Joe Fennel, Fred Hanna, Alex Jerde, Carl Maguire, Curtis Shipley, Jim Waselues, Steve Ward and Marilyn Johnson ABSENT: None A special called meeting of the Advertising and Promotion Commission was called to order at the Chamber of Commerce conference room at 2: 10 p.m. by Commissioner Joe Fennel. Commission was informed that the Advertising and Promotion had been named in a lawsuit filed by George Williams and Dorothy Cox concerning the Town Center. No one has been served with the lawsuit but Steve Ward advised Commissioners that they should engage legal services since Judge Gunn has shortened the time of response to the suit and court is scheduled for September 14. Ward had contacted several attorneys and said that two attorneys were qualified to - represent the A & P Commission and could work under the shortened time frame - David • Nixon and Ken Shemin. Moved by Shipley, second by Waselues to hire Ken Shemin subject to negotiation of rates. Motion carried. Ward and Marilyn Johnson will contact Ken Shemin. Discussion regarding honoring all funding requests for 1999 and holding requests for 2000 until this issue is resolved. It was the consensus that those who requested funds from A & P need to understand that these legal issues are tying up their funds. Shipley said Commission should try and recover fees from plaintiffs. The Commission recognized Nancy Hendrix for her play "Second to None", the Mayor for encouraging her to pursue this effort, and Joe Fennel for his acting in the play. There being no further business, the meeting was adjourned. Respectfully submitted, Marilyn Johnson (f Director, Convention and Visitor Development • • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: October 11 , 1999 PRESENT: Heather Daniel, Joe Fennel, Fred Hanna, Alex Jerde, Curtis Shipley, Jim Waselues, and Marilyn Johnson ABSENT: Carl Maguire The regular meeting of the Advertising and Promotion Commission was called to order at the Chamber of Commerce conference room at 2 :00 p.m. by Commissioner Joe Fennel. MINUTES Moved by Shipley, second by Daniel to approve the minutes of the September 13 meeting. Motion carried. FINANCIAL REPORT Kevin Crosson presented the financial report. Expenses in September were $30, 108 with major expenditure for advertising. Collections for September were $97,609, up 6.94% over last September. Year to date collections are $868, 147, up 6.94%. • Moved by Shipley, second by Hanna to approve the financial report. Motion carried. CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn Johnson reviewed activity report in agenda packet. Much time has been spent preparing material for Town Center trial on October 14. ESPN will send a trout guide from Montana in October to do a program on trout fishing in tailwaters of Beaver Lake ADVERTISING AGENCY REPORT Susan Wallace and Elaine Burks presented the media plan for 2000. Moved by Shipley, second by Daniel to accept the media plan and budget for 2000 as presented by Blackwood martin/CJRW. Motion carried. Commissioners will be able to look at web site after the meeting. Target announcement and unveiling is October 20. A press release will be sent to all media. OLD BUSINESS None NEW BUSINESS Funding Requests for 2000 Marilyn recommended waiting on any decisions regarding funding until after Town Center hearing on October 14. Joe Fennel appointed a subcommittee to make a • recommendation at the next A & P meeting. Committee is composed of Alex Jerde, Jim Waselues, Curtis Shipley and Joe Fennel. Marilyn will call and set meeting. • Portable Buildings Joe brought to the attention of portable buildings popping up on Dickson Street. He asked if there was a way an ordinance could be developed to not allow temporary buildings. The Mayor cautioned about how the ordinance was drafted developing guidelines to protect non-profit agencies who temporarily operate businesses, i.e., Lions Christmas trees, Kiwanis apples, Autumnfest, etc. Marilyn will look at other cities and the hospitality association to develop guidelines. Other issues concern parking, taxes being paid, and health concerns. NCAA Championships Mayor Hanna questioned about the date for the NCAA Track Championships and a request from the track coaches for signs at the entrances. There being no further business, the meeting was adjourned. Respectfully submitted, Marilyn Johnson Director, Convention and Visitor Development • • Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending October 31 , 1999 • 1999 YTD October Budget Item Budget Expenses Remaining Expenses 800 Telephone Number (Chamber of Commerce) $ 10,000 $ 7,500 $ 2,500 $ Audit Expense 150 150 0 Brochure Development 17,000 3,469 13,531 Chamber of Commerce Operations Contract 100,000 100,000 0 Collection Expense - City of Fayetteville 22,500 19,279 3,221 1 ,916 Convention Support 6,100 3,743 2,357 693 Public Notification (BMA Contract) 232,375 177,970 54,405 16,635 Town Center Architectural Services 336,784 212,385 124,399 Town Center Equipment & Furnishings 100,000 100,000 Town Center Marketing Manager (Salary/Expenses) 21 ,240 21 ,240 Special Projects AAAAA Slate Basketball Tournament 3,200 3,200 0 Air Museum 32,000 24,000 8,000 Annual Champions Day (State High School Championship) 3,000 3,000 0 Ark. High School Baseball Coaches All-Star Game 800 800 0 Ark. Overall High School Baseball Finals 0 0 Ark. State Boys Golf Tournament 0 0 Ark. State High School Cross Country Championships 1 ,200 1 ,200 • Basketball Congress Int. State Basketball Tournament 800 800 0 Botanical Garden Society - Master Plan 8,000 8,000 0 8,000 Fay. Public Library Genealogical Collection 21 ,094 21 ,094 0 First Night 2,800 2,800 Gary Hampton Memorial Tournament 1 ,600 1 ,600 HAWKS AAU Basketball Tournament 1 ,600 1 ,600 0 Holiday Hoops 9,600 9,600 0 9,600 Joe Martin Memorial Stage Race 960 840 120 North Arkansas Symphony Society 1 ,248 1 ,248 0 Ozark Classic Cup XVI Soccer Tournament 2,160 2,160 Razorback SAMS 3,480 3,342 138 3,342 Square Gardens 16,338 14,944 1 ,394 3,891 Trolley Operations 20,000 18,910 1 ,090 140 Univ. of Arkansas Museum 5,724 5,628 96 4,679 Walton Arts Center - Brochures 1 ,200 600 600 Washington County Historical Society - Roof Repl. 10,400 10,400 0 Wood Bat Classic 800 600 0 Rim Reapers (not to exceed) 4,620 4,620 0 Air Museum (Air Fest) 3,000 3,000 0 Razorback Baseball NCAA Tournament 30001 3,001 0 Subtotal Special Projects 158,625 139,426 19,199 29,651 • TOTAL USES $ 1 ,004 774 $ 663.922 $ 340.852 $ 48 896 M&PEXP99 City of Fayetteville, Arkansas Monthly HMR Tax Collections 1997-1999 • 1997 1998 1998 1999 1999 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 73,809 $ 82, 157 11 .31 % $ 89, 125 8.48% February 73,099 83,759 14.58% 88,757 5.97% March 76,808 80,815 5.22% 91 ,271 12.94% April 88,050 89,603 1 .76% 94,588 5.56% May 87,221 97,309 11 .57% 96, 120 -1 .22% June 84,417 98,318 16.47% 104,709 6.50% July 79,784 94,621 18.60% 102,279 8.09% August 84,099 91 ,336 8.61 % 103,688 13.52% September 82,984 93,903 13.16% 97,609 3.95% October 95,030 95,649 0.65% 95,824 0. 18% November 88, 147 98,784 12.07% 0 December 79,492 88,266 11 .04% 0 Total $ 992,939 $ 1 ,094,521 10.23% $ 963,971 6.23% • HMR Tax Collections By Month 120 100 80 g 60 'o G f 40 20 0 January February March April May June July August septembe October November December O 1997 ® 1998 O 1999 • \HMRTAX • ACTIVITY REPORT October, 1999 INQUIRY RESPONSES October 1999 Tourist — 139 1999 Year to Date — 2549 October 1998 Tourist - 215 1998 Year to Date — 2870 October 1999 Advertising Response — 1258 1999 Year to Date — 25525 October 1998 Advertising Response — 2651 1998 Year to Date — 22269 October 1999 Relocation — 86 1999 Year to Date — 1232 October 1998 Relocation — 153 1998 Year to Date — 1559 October 1999 Total Inquiries — 1483 October 1998 Total Inquiries — 3019 Year to Date Total Inquiries 1999 — 29306 Year to Date Total Inquiries 1998 — 26698 CONVENTION ACTIVITY • Conventions — National Council of Architectural Registration Boards Tourist Activities - RAM Tour and Travel Relations with Media — Cumulous Broadcasting ESPN Trout Program on Beaver Tailwaters Jack Hill Arkansas Democrat Gazette — Sarah Corteau U of A Traveler — Melissa Brown At Home in Arkansas magazine — Sarah Matthews Meetings South — Brain Henden Miscellaneous — Ribbon Cutting, Alumni House Adventure Fun Top HMR Collections — September Hilton Clarion Red Lobster Chili 's • Jose's Ryan's • Tourist Inquiries 1999 I I Jan Feb Mar Apr Ma Jun JulAug Sep Oct Nov Dec (TOTAL AL 3 2 5 11 1 3 2 1 18 AK 1 1 1 3 AZ 2 1 4 4 1 -2 -2 1I 17 AR 461 47 91 431 57 36 52 39 66 27 504 CA 61 11 19 6 9 6 10 6 51 1 79 CO I 3 5 31 4 1 2 11 11 20 CT 1 1 11 2 11 1 2 1I 9 DE 1 1 DC 1 I 1 FL 1 41 21 151 31 71 21 41 21 41 31 1 1 46 GA I 11 4I 11 I 3I 2I 3I 11 412 I 21 HI I I I 11 1 1 1 1 I I I I 1 ID I I I 21 111 I I 3 14 IL I 111 81 661 131 4 31 41 131 81 1 1 144 IN 1 31 21 151 41 101 1 21 21 21 31 1 1 43 IA 2 41 301 6 51 21 2 11 91 31 1 1 64 KS 1 7 101 311 111 141 31 51 91 101 51 1 1 105 KY 1 11 71 51 41 21 11 1 21 11 1 1 23 LA 1 4 10 391 10 171 6I 9I 7I 171 4I 123 ME I I 11 11I I 2 MD 1 21 1 2 31 11 1 t1 1 11 MA 1 1 4 11 21 21 21 1 1 1 1 11 MI 1 4 71 16 3 61 11 21 4 31 1 1 46 MN 1 6 21 33 4 71 21 51 7 4 70 MS 2 4 8 4 5 1 3 7 3 1 38 MO 61 201 4324 29 16 28 211 321 10 229 • MT 3 1 1 5 NE 2 2 4 2 3 3 2 1 19 NV 1 1 1 1 1 5 NH 1 1 2 NJ 1 3 2 21 2 1 11 NM 1 1 1 1 3 1 3 1 1 11 NY 2 21 1 2 3 3 1 13 NC 2 4 1 2 2 2 13 NO 1 1 2 OH 3 5 24 4 7 4 1 2 7 3 60 OK 11 18 39 19 30 13 22 23 22 22 219 OR 1 1 3 1 6 PA 1 31 2 1 1 1 2 2 13 PR 1 2 2 RI 11 1 2 SC 1 1 2 11 1 1 1 7 SD 1 4 3 1 1 9 TN 2 41 10 6 6 3 5 5 6 3 50 TX 191 391 65 29 44 251 27 421 46 22 358 UT2I 1 3 vT 1 1 VA 2 I 1 2 3 2 1 3 14 WA 1 2 21 1 1 1 1 1 1 10 WV I ( 11 1 1 1 4 WI 1 11 29 4 61 211 11 31 131 2 61 WY I I I I I I I 1I o APO I II 1 11 1 I 11 I 2 CAN 1 21 11 31 21 1 1 11 1 10 • FOR I I 1 1 1 2 1 5 I 1 I 1 1 I I I 2549 1 1661 2241 6351 2301 316 1401 2001 2021 2971 1391 oT 01 2549 ADVERTISING INQUIRIES BY STATE - 1999 • JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC Tourist Reloc TOTAL AL 2 2 46 48 42 45 43 33 26 15 302 AK 0 0 1 4 4 4 1 0 1 1 16 AZ 1 3 17 48 32 27 21 8 9 5 171 AR 7 20 547 201 108 162 208 64 387 83 1787 CA 14 17 72 187 120 143 80 38 25 21 717 CO 1 4 14 43 20 24 13 12 13 8 152 CT 0 1 11 26 25 22 9 3 2 1 100 DE 0 1 14 9 8 5 2 1 0 0 40 DC 0 0 3 1 0 5 1 1 0 1 12 FL 8 10 70 165 113 139 83 51 31 24 694 GA 4 5 42 61 46 51 41 27 17 7 301 Al 1 0 22 5 6 12 5 2 3 2 58 ID 0 1 9 10 10 9 2 2 0 1 44 IL 24 18 158 868 438 215 160 72 182 140 2275 IN 11 3 56 346 226 76 47 29 62 62 918 IA 7 13 29 396 158 76 46 22 57 48 852 KS 6 7 47 232 166 61 45 20 102 52 738 KY 4 3 37 63 41 56 30 17 10 15 276 LA 8 13 129 145 81 143 99 69 70 75 832 ME 0 1 4 16 4 8 2 0 0 1 36 MD 3 6 26 53 26 27 16 8 4 7 176 MA 3 3 28 30 30 24 9 2 3 4 136 MI 13 12 63 377 205 104 54 41 66 85 1020 MN 10 6 50 434 214 68 30 22 43 68 945 MS 4 5 64 61 40 57 32 35 50 17 365 MO 16 9 344 572 366 218 133 92 286 176 2212 MT 1 3 4 5 12 6 3 1 1 0 36 NE 4 3 9 90 57 41 17 7 20 21 269 NV 0 0 14 16 8 6 9 1 1 1 56 NH 0 0 10 6 4 6 3 2 0 1 32 NJ 0 5 27 77 47 57 24 10 1 3 251 NM 1 5 11 13 21 20 8 3 9 3 94 NY 5 16 64 155 113 111 60 11 5 6 546 • NC 5 4 60 89 78 78 54 26 9 410 1 NO 0 0 28 18 9 19 6 1 1 5 87 OH 14 7 53 363 243 141 71 32 43 80 1047 OK 23 9 233 244 170 107 52 34 267 20 1159 OR 2 5 15 31 21 27 13 5 6 2 127 PA 4 7 52 114 101 81 42 15 8 11 435 RI 0 0 6 7 4 4 1 1 0 0 23 SC 3 7 35 38 29 37 21 8 9 6 193 SD 1 1 57 46 21 8 7 4 1 8 154 TN 3 7 107 85 64 59 40 52 80 10 507 TX 20 32 476 742 292 310 215 324 543 86 3040 UT 1 2 7 10 16 12 8 3 4 0 63 VT 0 0 7 8 2 4 0 1 1 1 24 VA 1 6 42 60 55 43 36 32 16 5 296 WA 2 3 24 33 29 25 22 6 10 1 155 W V 2 1 17 28 18 16 4 3 4 1 94 WI 14 14 38 469 213 105 41 33 84 54 1065 WY 0 0 4 9 7 4 3 1 3 0 31 APO 0 0 3 2 2 4 0 1 0 0 12 CAN 0 1 3 16 15 10 9 2 5 0 61 FOR 2 2 5 13 14 23 5 4 10 5 83 TOTAI 255 303 3314 7188 4194 3145 1986 1294 2588 1258 0 0 25525 • • ADVERTISING INQUIRIES - 1999 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist 0 ACW 1 1 2 AY 118 118 BH 18 28 26 72 CWT 0 FC 4 500 802 726 1094 396 20 3542 FBT 332 262 313 907 HT 70 10 182 47 36 5 10 1 361 H&A 151 138 43 332 Journey 11 84 65 21 98 21 300 MC 415 446 611 355 290 36 2153 ML 104 87 1429 728 274 233 231 394 431 3911 MT 146 77 19 127 369 MVGITMG 773 535 359 54 1721 NATA 45 167 358 533 245 306 167 238 178 79 2316 OK 21 97 63 107 35 323 SL 43 33 454 383 250 259 130 493 221 116 2382 SNI 1304 183 38 15 1082 2622 ST 66 74 8 99 247 TA 12 12 TM 7 4 160 525 70 20 13 189 88 20 1096 T50&B 58 130 29 217 • USA 1257 399 231 1887 Vac 188 58 39 245 29 31 45 635 Meetings SM 0 TOTAL 255 303 3314 7188 4194 3145 1986 1294 2588 1258 0 25525 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 I • Advertising Inquiries by State - October, 1999 Jou ML MT NATA SNI SL ST TM TMG USA Vac TOTAL AL 2 2 9 1 1 15 AK 1 1 AZ 1 2 1 1 5 AR 6 11 20 8 37 1 83 CA 11 5 2 1 2 21 CO 5 1 2 8 CT 1 1 DE 0 DC 1 1 FL 7 5 7 2 3 24 GA 1 2 3 1 7 HI 1 1 2 ID 1 1 IL 88 9 2 3 4 26 8 140 IN 36 8 2 2 13 1 62 IA 26 2 7 13 48 KS 15 9 2 1 2 6 17 52 KY 6 6 2 1 15 LA 1 3 15 55 1 75 ME 1 1 MD 1 1 1 1 1 2 7 MA 1 1 1 1 4 MI 51 3 2 1 27 1 85 MN 27 1 1 39 68 MS 3 7 7 17 MO 32 100 4 3 4 6 26 1 176 • MT 0 NE 10 1 9 1 21 NV 1 1 NH 1 1 NJ 2 1 3 NM 2 1 3 NY 1 3 1 1 6 NC 3 1 4 1 9 ND 2 3 5 OH 25 2 1 23 29 80 OK 6 3 5 4 1 1 20 OR 1 1 2 PA 3 1 3 1 3 11 RI 0 SC 1 5 6 SD 3 1 4 8 TN 4 2 4 10 TX 19 8 12 3 18 18 1 7 86 UT 0 VT 1 1 VA 1 2 2 5 WA 1 1 WV 1 1 WI 31 2 2 3 15 1 54 WY 0 APO 0 CAN 0 • FOR 4 1 5 TOTAI 21 431 127 79 35 116 99 20 54 231 45 1258 RELOCATION INQUIRIES 1999 I I I Jan Feb IMar jApr IMay June Jul Aug Sep Oct INov IDec TOTAL AL 3 2 31 1 1I 1 1 I 12 AK77 I I I I I I 1 0 • 7 51 51 61 21 21 3 11 11 5 21 1 1 32 AR I 21 161 291 18 ) 261 19 261 211 18 8 202 CA 1 9 71 141 211 101 6 81 51 4 51 89 CO 3 21 6 2 41 1 3 4 5 2 32 CT 1 2 1 1 1 6 DE I 0 DC 0 FL 6 3 5 4 2U51 3 4 48 GA 3 1 1 5 44 3 25 HI 11 2 ID 11 4 IL 5 6 141 7 7 7 21 64 IN 1 11 21 1 1 2 1 1 2 12 IA 41 21 71 2 3 11 3 1 11 21 I 26 KS 11 21 5 2 4 3 3 3 2 I 25 KY 1 3 1 31 11 1 1 31 21 1 41 1I 16 LA 1I 31 41 7 41 51 41 101 11 51 1 44 ME 11 1 1 I 1 2 MD 1 2 1 1 1 6 MA 11 31 1 21 1 1 9 MI 7 41 41 3 3 2 1 1 25 MN 2 5 5I 5 5 1 2 3 3 31 MS 1 2 21 1 3 2 1 12 MO 3 5 6 9 6 3 21 6 6 4 50 MT 1 2I 1 1 5 NE 1 11 1 1 1 3 8 NV 3 1 I 1 1 2 8 • NJ 11 11 21 1 1 11 6 NJ 1 31 2 1 1 2 2 I 12 NM 21 11 11 41 41 1 1 2 31 19 NY 21 21 11 11 1 3 11 21 13 NC 1 11 11 21 1 2 1 11 I 10 NO 1 1 0 OH 6 7 4 1 3 3 2 2 28 OK Z43 8 5 8 7 8 7 59 OR 1 5 PA2 1 2 1 8 PR 0 RI 0 SC 4 3 1 10 SD1 1 2 2 8 TN 11 15 21 11 11 1 I 34 TX 171 101 241 121 301 1 161 171 161 111 I 1 153 UT 11 1 1 1 11 1 1 1 1 z VT 11 11 I I I 1 11 1 3 VA 11 1 21 11 1 z 1 21 11 1 10 WA 1 41 1 1 11 3 1 8 wV 11 11 11 I 1 11 5 wl 2 31 5 21 3 4 4 2 5 21 32 WY 1 1 11 3 APO 1 1 1 3 CAN 3 1 FOR 1 1 T 2 1 1232 • TOTAL 1291 113 176 130 158 95 122 110 13 86 0 0 1232 1 • SHEMIN LAW FIRM ONE EAST CENTER STREET, SUITE 205 FAYETTEVILLE, ARKANSAS 72701 TELEPHONE: (501 ) 973-4442 KENNETH R. SHEMIN FACSIMILE: (501 ) 973-4443 E-MAIL sheininl(Oaol.com I October 20, 1999 Marilyn Johnson Chamber of Commerce P.O. Box 4216 Fayetteville, AR 72702-4216 Re: Williams and Cox v. A&P Commission Dear Marilyn: • Please find enclosed our statement for services rendered and costs incurred in connection with the above-referenced matter. As we discussed, this statement is submitted subject to the approval by the A&P Commission. If you desire any modifications, please do not hesitate to contact us and we will make them immediately. We sincerely appreciate the opportunity to represent the A&P Commission in this matter. Ve Truly Yours, Kenneth R. Shemin KRS/klj Enclosure • SHEMIN LAW FIRM • ONE EAST CENTER STREET, SUITE 205 FAYETTEVILLE, ARKANSAS 72701 TELEPHONE: (501 ) 973-4442 KENNETH R. SHEMIN FACSIMILE: (501 ) 9734443 E-MAILghP,mild(©dOl.com October 20, 1999 For Professional Services Rendered Through 10 / 20 / 99 Page : 1 Fayetteville A&P Commission October 20 , 1999 Little Rock AR Account No : 100 - OON USA • Town Center Fees Hours 09/ 24 / 99 Meeting with Steve Ward and Marilyn Johnson 0 . 75 09/ 27 / 99 Telephone conference with Marilyn Johnson ; meet with clients ; meet with Woody Bassett ; legal research 5 . 70 10/ 01/ 99 Telephone conference with Jerry Rose 0 . 20 10/ 06 / 99 Review City of Fayetteville ' s Answers to Interrogatories and Requests for Production 1 . 70 10/ 09/ 99 Trial preparation 6 . 50 10 / 10 / 99 Trial preparation 8 . 25 10 / 11 / 99 Trial preparation 7 . 75 10/ 12 / 99 Review fax letter to Judge Gunn from Woody Bassett re : City ' s position on pending motions ; telephone conference with Woody Bassett ; trial preparation 3 . 90 4 / 99 Trial preparation ; attend trial 11 . 70 Page : 2 Fayetteville A&P Commission October 20 , 1999 Account No : 100 - OON Town Center • Hours 10 / 18 / 99 Review letter from Terri Chadick 0 . 20 10 /20 / 99 Review Order 0 . 60 Kenneth R . Shemin 47 . 25 09 / 24 / 99 In-office conference with clients re : representation 0 . 70 09/ 27 / 99 Meeting with clients ; out -of -office conference with Woody Bassett and Ken ; review documentation from clients and Woody Bassett 2 . 70 09/ 28/ 99 obtain court file for copying and review pleadings ; telephone conference with Woody Bassett 6 . 30 09/29/ 99 Return court file ; review file ; begin drafting pleadings 5 . 50 09/ 30 / 99 Edit pleadings ; hand-deliver pleadings to Judge Gunn ; letter to client 6 . 20 10 / 05 / 99 Attend meeting at Jerry Rose ' s office ; telephone conference with Marilyn Johnson 1 . 40 06 / 99 Telephone conference with Marilyn Johnson re : A&P minutes 0 . 10 10 / 11 / 99 Conference with Ken Shemin 0 . 10 10 / 13 / 99 Telephone conference with Marilyn Johnson ; prepare and finalize answers to discovery ; prepare for hearing 10 . 20 10 / 14 / 99 Trial preparation ; court appearance on behalf of A&P Commission at motion docket in Williams case 9 . 50 10/ 19 / 99 Draft Order 0 . 30 10/ 20 / 99 Continue preparation of Order 1 . 40 Stacie L . Needham 44 . 40 For Current Services Rendered 91 . 65 9 , 165 . 00 Recapitulation Timekeeper Title Hours Rate Total Kenneth R . Shemin ATTORNEY- K 47 . 25 $ 100 . 00 $4 , 725 . 00 Stacie L . Needham ATTORNEY- S 44 . 40 100 . 00 4 , 440 . 00 � I Expenses 0 / 99 Copying Costs 162 . 50 Total Expenses 162 . 50 Page : 3 Fayetteville A&P Commission October 20 , 1999 Account No : 100 - OON Town Center I i Total Current Fees and Expenses 9 , 327 . 50 Balance Due $ 9 , 327 . 50 • • THANK YOU ! • TOWN CENTER/EXHIBIT HALL EXECUTIVE DIRECTOR JOB SUMMARY This position is responsible for encouraging groups to hold meetings, conventions and trade shows in Fayetteville; to assist those groups with meeting preparations and while their meeting is in progress; and to encourage tourists to visit and enjoy the historic, cultural, and recreational opportunities Fayetteville offers. JOB DUTIES 1 . Works within the guidelines set forth by the Advertising and Promotion Commission and implements policies and procedures that best carry out the goals of the Commission 2. Prepares budget for approval by Commission and controls costs. 3 . Responsible for designing and implementing tourism marketing plan in three marketing groups — leisure traveler, group tours, convention and meetings. Provide liaison for local hoteumotel accommodations with the tourism and travel industry and city of Fayetteville. 4. Directs the advertising agency relationship in procuring needed fulfillment pieces, promotional • ads, billboards, cooperative advertising programs and other advertising and promotional support. 5. Directs public relations effort in the local community through organizational membership, media collaboration, newsletter, speaking arrangements, civic and community involvement. Maintains favorable working relationships within the community. EDUCATION AND EXPERIENCE Bachelor' s degree or higher from accredited college in marketing, business administration, travel and tourism or related industry. Ten years of progressively responsible experience with at least five of those years in hotel management, convention planning, or related tourism field. Work experience should include knowledge of people management, budgeting, and some exposure to the advertising field. DIMENSIONS Personnel: Direct Reports Indirect Reports Facilities Manager Events Coordinator Sales Manager Maintenance Person Full and Part time personnel including • stage crew, technical staff, food service employees, vendors, security personnel, • janitors, ushers, and parking attendants Volunteers NATURE AND SCOPE Major Challenges Major challenges include setting up marketing plan, implementing marketing plan, hiring and motivating staff. Workflow Self assignment of tasks. Work is reviewed by Chamber of Commerce CEO and A & P Commission, subsequently operations are reviewed by City Council. Decision Making Authority Policies and procedures approved by A & P Commission. Sales efforts are reviewed on weekly basis. Monthly operations reviewed. Contacts Internal working relationships with staff of Town Center. Work with community, state and regional contacts. Civic group relations on behalf of the A & P Commission. • Physical Effort and Hazards Work is not generally physically challenging. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must frequently stand, walk, talk, and hear. Occasionally sit; use hands to handle objects, and reach with hands and arms. Specific vision abilities required by this job include close vision. The employee is occasionally required to lift up to 50 pounds. • • ORGANIZATION Advertising and Promotion Commission Chamber of Commerce I Executive Director Group Convention & Leisure TOWN CENTER Tours Visitor Development Travel Facilities Manager Maintenance Sales Secretary Coordin. Manager • • • TOWN CENTER/EXHIBIT HALL FACILITIES MANAGER JOB SUMMARY The Facilities Manager works under the direction of the Executive Director. This position plans, organizes and directs all activities and personnel engaged in operating and maintaining the Town Center. JOB DUTIES 1 . Maintain a safe environment for employees, event planners, patrons, and general public. 2. Negotiate contracts and schedules with event organizers 3. Books and schedules events and event publicity 4. Oversees both permanent and volunteer staff in administration of operations, program development and implementation and marketing/sales responsibilities as relates to the mission statement of the Town Center. • 5. Implements and adheres to facility policies and procedures. 6. Directs public relations effort in the local community through organizational membership, media collaboration, newsletter, speaking arrangements, civic and community involvement. Maintains favorable working relationships within the community. 7. Liaison with local sales staff (attractions & properties). 8. Weekly staff meetings scheduled reviewing groups of the week (their needs, potential problems anticipated, etc.) Potential groups identified and assigned to Sales team. EDUCATION AND EXPERIENCE Bachelor's degree in Business Administration or equivalent experience is required. Minimum of three years experience in managing a multi-use multi-purpose facility is beneficial. Knowledge of convention and trade show sales and trends in the industry is beneficial. Knowledge of building and maintenance is beneficial. • OTHER SKILLS AND ABILITIES The incumbent should possess knowledge of computer systems. The incumbent must have good verbal and written communications skills as well as good organizational skills. Problem solving, and analytical ability are required to perform the duties of this position. Excellent communication and interpersonal skills are also required. The incumbent should have knowledge of modem office practices, procedures, and equipment. Must be proficient in the use of 10-key, WordPerfect, and Lotus. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must frequently stand, walk, talk, and hear. Occasionally sit, stoop, kneel, crouch or crawl and use hands to finger, handle or feel objects. The incumbent must also reach with hands and arms. Specific vision abilities required by this job include close, color, distance and peripheral vision. • The employee is occasionally required to lift up to 50 pounds. • • TOWN CENTER/EXHIBIT HALL SALES MANAGER JOB SUMMARY The Sales Manager works directly under the direct supervision of the Executive Director. This position is responsible for the advertising and promoting Fayetteville and the Town Center/Exhibit Hall to various groups. JOB DUTIES 1 . Contact prospective facility users through direct mail, telephone, or in-person meetings. 2. Responds to potential facility user inquiries 3 . Responds to all inquiries from magazine, ads, and the Arkansas Department of Parks and Tourism 3 . Coordinates FAM trips and other special promotional events. 4. Design and implement special receptions, blitzes, telemarketing campaigns and • other outside projects. 5. Prepare monthly and quarterly sales —update reports. 6. Prospect groups to book open dates and for solicitation 7. Research special markets, i.e. religious, ethnic, military, etc. Other duties as assigned KNOWLEDGE, SKILLS AND ABILITIES 1 . Knowledge of convention/tourism industry 2. Knowledge and above average command of the English language 3 . Basic knowledge of Fayetteville and surrounding area 4. Ability to effectively communicate both orally and in written form. 5. Ability to convince, persuade, and close a sale. • 6. Ability to travel on short notice and/or weekends • 7. Ability to travel to contact potential customers 8. Ability to work under stressful situations 9. Ability to speak before large and small groups 10. Ability to organize, prioritize, and follow-up on assignments on a daily basis. It . Ability to communicate with diverse groups and individuals 12. Ability to delegate when required. 13. Ability to make decision using sound logic 14. Ability to supervise and train, both initial and follow-up EDUCATION AND EXPERIENCE Degree in Marketing or related field preferred; three (3 years) of progressive experience in convention sales or related field. • PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee must frequently stand, walk, talk, and hear. Occasionally sit; use hand to handle objects, and reach with hands and arms. Specific vision abilities required by this job include close and color vision. The employee is occasionally required to lift up to 50 pounds. • • TOWN CENTER/EXHIBIT HALL SECRETARY JOB SUMMARY The Executive Secretary works under the direction of the Facilities Manager. This position assists all staff personnel with administrative, clerical, and special projects. JOB DUTIES 1 . Performs administrative support functions. Screens, routes or responds to calls into the office; greets, refers or responds to visitor seeking information, services. 2. Maintains time records for management. Receives notification of any absences by members of staff; logs and records absences; prepares payroll summary sheets. 3 . Provides financial records management. General accounting, records and manages revenues, process purchases and payables. 4. Performs all receptionist and clerical duties. Responsible for answering phone and visitor reception, processing correspondence and maintaining filing system. Sorts and routes all incoming mail to proper departments. • 5 . Prepared calendar of events. Assembles and distributes calendar 6. Liaison with local sales staff (attractions & properties). Other duties as assigned. EDUCATION and/or EXPERIENCE: Minimum of high school diploma or general education degree (GED); previous secretarial experience is required to handle the duties of this position. Basic accounting and telephone skills are also required. OTHER SKILLS AND ABILITIES The incumbent should possess verbal and written communication skills. Computer and program skills; must posses good organizational skills. Problem solving, and analytical ability are required to perform the duties of this position. Excellent communication and interpersonal skills are also required. The incumbent should have knowledge of modern office practices, procedures, and equipment. PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an • employee to successfully perform the essential functions of this job. • While performing the duties of this job, the employee must frequently stand, walk, talk, and hear. Occasionally sit; use hand to handle objects, and reach with hands and arms. Specific vision abilities required by this job include close and color vision. The employee is occasionally required to lift up to 25 pounds. • • • TOWN CENTER/EXHIBIT HALL MAINTENANCE COORDINATOR JOB SUMMARY The Maintenance coordinator works under the general supervision of the Executive Director. This position has the responsibility for maintaining clean facilities and providing customer assistance with room(s) and exhibit hall set-ups and other forms of support. JOB DUTIES 1 . Maintain responsibility and accountability for all aspects of operating, including personnel, in their respective facilities. 2. Conduct training and informational meetings with staff as required to keep an informed and smooth running facility. 3 . Monitor and tour facilities on a regular basis to determine areas that need attention. 4. Perform administrative duties to include, but not limited to, ordering and • maintaining sufficient supplies/equipment for staff to carry out their duties, reviewing and approving payroll, assisting with budget preparation. 5 . Interact with other Town Center/Exhibit Hall employees in a courteous, cooperative and professional manner. 6. Perform special duties or projects upon request of the Executive Director. KNOWLEDGE, SKILLS AND ABILITIES 1 . Knowledge of housekeeping equipment and supplies. 2. Knowledge of convention center operations. 3 . Ability to supervise. 4. Ability to plan, organize, prioritize and follow-up on assignments on a daily basis. 5 . Ability to make decisions using sound logic and judgement. 6. Ability to communicate effectively both orally and in written form. • • MINIMUM QUALIFICATIONS : High School diploma or its equivalent plus five (5) years of experience in building service with two (2) years being in a supervisory position. • • • Advertising & Promotion Fund 1999 Schedule of Resources Available Item Amount 1999 Beginning Fund Balance $ 11406,845 Projected 1999 Income $ 11150,000 Projected 1999 Interest Earnings $ 65,375 Transfer - Town Center interest $ 23,889 Total Projected 1999 Income $ 1 ,239,264 Projected Expenses - 1999 Operating Budget $ 110043774 Transfer - Arts Center Bonds $ 125,000 Net Transfer - CEC Bonds $ 25,500 Transfer - Town Center Bonds $ 448,592 Total Projected 1999 Expenses $ 1 ,603,866 • 1999 Income Over (Under) Expenses $ (364,602) Projected Fund Balance at 12/31 /99 $ 11042,243 Operating Budget 800 telephone 101000 Audit 150 Brochure Development 17,000 C of C Operating Contract 100,000 Collection Expense 22,500 Convention Support 61100 Public Notification 232,375 Equipment & Furnishings 100,000 Architectural fees 3367784 Town Center Staffing 21 ,240 Special Projects 1581625 TOTAL 11004,774 • I • Advertising & Promotion Fund 2000 Schedule of Resources Available Item Amount 2000 Projected Beginning Fund Balance $ 11042,243 Projected 2000 Income $ 13184,500 Projected 2000 Interest Earnings $ 659500 Total Projected 2000 Income $ 1 ,250,000 Projected Expenses - 2000 Operating Budget $ 733,500 Transfer - Arts Center Bonds $ 105,000 Net Transfer - CEC Bonds $ 259500 Transfer - Town Center Bonds $ 375,000 Total Projected 2000 Expenses $ 112393000 2000 Income Over (Under) Expenses • Projected Fund Balance at 12/31 /00 $ 1 ,042,243 Operating Budget 800 telephone 10,000 Audit 150 Brochure Development 501000 C of C Operating Contract 100,000 Collection Expense 25,000 Convention Support 51000 Public Notification 225,000 Equipment & Furnishings 100,000 Town Center Staffing 35,800 Legal Fees 50,000 Unallocated Revenues 132,550 TOTAL 733,500 • • FAYETTEVILLE ADVERTISING & PROMOTION COMMISSION FUNDING REQUESTS - 2000 Requestor To Be Used For 1999 Recd 2000 Request MJ Rec. Com.Recom Arkansas Air Museum Museum Support $ 32,000.00 $ 40,000.00 $ 259000.00 $ 25,000.00 Fayetteville Athletic Dept. Saturday of Champions $ 31000.00 $ 5,000.00 $ 21500.00 $ 31000.00 Arkansas State Cross Country Championships $ 1 ,200.00 $ 11500.00 $ 11000.00 $ 1 ,200.00 Botanical Garden Society Master Planning Services $ 8,000.00 $ 20,000.00 $ 51000.00 $ 51000.00 Committee for Mardi Gra: Mardi Gras $ $ 11171 .21 $ 500.00 $ 500.00 Downtown/Dickson Staff/Advertising $ $ 50,000.00 $ Enhancement Project Fayetteville.com Web print media campaig $ - $ 91000.00 $ - First Night Fayetteville Advertising support $ 23800.00 $ 61000.00 $ 21000.00 $ 21000.00 Historic District Commiss brochures $ - $ 71371 .00 $ 21000.00 $ 20000.00 • Holiday Hoops tournament $ 9,600.00 $ 21 ,500.00 $ 7,500.00 $ 10,000.00 Joe Martin Memorial Stac cycle event $ 840.00 $ 1 ,000.00 $ 500.00 $ 500.00 North Arkansas Symphor brochure budget $ 1 ,248.00 $ 6, 156.00 $ 21000.00 $ 2,000.00 Arkansas Comets Soccer Ozark Classic Cup Tourn $ 21160.00 $ 4,926.00 $ - Razorback Sams Fall Samboree $ 31480.00 $ 43775.00 $ 21000.00 $ 21000.00 Square Gardens Gardens $ 16,338.00 $ 16,000.00 $ 81000.00 $ 81000.00 Trolley Operations/Maintenance $ 20,000.00 $ 50,000.00 $ - $ 15,000.00 USSSA - Arkansas Chap World Softball Tournamei $ - $ 61000.00 $ 31000.00 $ 31000.00 Wash. Co. Historical Soci brochure $ 10,400.00 $ 21000.00 $ 21000.00 $ 21000.00 Walton Arts Center brochure distribution-Mall $ 1 ,200.00 $ 11800.00 $ 11200.00 $ 11200.00 Wood Bat Classic tournament $ 800.00 $ 11984.99 $ 500.00 $ 500.00 $ 256, 184.20 $ 64,700.00 $ 82,900.00 •