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HomeMy WebLinkAbout2001-09-10 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, September 10, 2001 at 2:00 p.m. at the Town Center Conference room. AGENDA ADVERTISING AND PROMOTION COMMISSION September 10, 2001 2:00 p.m. Town Center Conference Room I. Call to Order II. Reports A. Approval of Minutes for August 13, August 23, and August 28 B. Financial Report C. Convention and Visitor Activity — Marilyn Johnson D. Town Center Report — Denise Bembenek E. Blackwood Martin/CJRW Report — Sue Blake III. Old Business A. Review structure of A & P and Town Center B. Website update IV. New Business A. RFP for advertising agency V. Announcements Hog Wild Parties September 7 — Hunkr Down September 14 — Groove Kings October 26 — Tyrones November 7 — Ultra Suede November 16 — Earl's Garage VI. Adjourn • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: August 13, 2001 PRESENT: Bob Davis, Joe Fennel, John Gilliam, Ching Mong, Curtis Shipley, Kevin Santos, Steve Davis, Denise Bembenek, and Marilyn Johnson. ABSENT: None The regular meeting of the Advertising and Promotion Commission was called to order at the Fayetteville Town Center conference room at 2:00 p.m. by Chairman Joe Fennel. MINUTES Moved by Davis, second by Shipley to approve the minutes of the July 9 meeting. Motion carried. FINANCIAL REPORT Steve Davis presented the financial report for July. Collections for the month were up 5 . 13% with total collections of $ 109,223 . Year to date collections total $725,563, a 0.32% increase. July expenses were $ 179,967, with largest expenditures for advance to Chamber of Commerce to cover salaries for the Town Center staff. Moved by Gazzola, second by Davis to approve the financial report. Motion carried. The collection process is not working as well as it should. Several restaurants are not paying that have ABC permits. Davis said most of those have been turned over to the city prosecutor. Kit Williams will check with prosecutor and get a report to the A & P next month. Williams said the city of the A & P could notify the ABC of delinquent taxpayers. CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn Johnson reviewed her work on convention visitor activity for the month. The Brumley Gospel sing was a great success with many out of town visitors here. Fayettevilletourism.com website is up and running. Questions regarding website updating of old site was raised. Marilyn reported that there was a snag in getting the site registered and that the old site was being put up in some instances. Denise reviewed activities related to Town Center sales, nine events in the Center this week. She acknowledged dealing with the noise problem in the Exhibit Hall. BLACKWOOD/MARTIN/CJRW REPORT Sue Blake said they are preparing a Lights of the Ozarks ad for Active Years, 2002 one-time ads, fall newspaper insert, NATA and Arkansas Tour Guide ads. Old Business CVB . Marilyn indicated that those issues regarding CVB would be covered at next month's meeting. • TOWN CENTER Final Change Order Moved by Santos, second by Gilliam to approve the final change order for the Town Center in the amount of $20,326 to be added. Motion carried. Parking Moved by Shipley, second by Santos to approve a contract with the city to manage the parking deck and to lease 50 spaces for monthly parking. Motion carried. Moved by Davis, second by Mong to lease each space for $50 per month. Motion carried. New Business None Announcements A press conference will be held at 11 : 15 a.m. on Wednesday morning for the purpose of announcing a grant from Southwestern Bell to the Town Center. R�esspeecttfullly, submitted, ' Marilyn Johnson Director Convention and Visitor Development • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: August 23, 2001 PRESENT: Bob Davis, Joe Fennel, John Gilliam, Ching Mong, Curtis Shipley, Kevin Santos, Steve Davis, Denise Bembenek, and Marilyn Johnson. ABSENT: None A special meeting of the Advertising and Promotion Commission was called to order at the Fayetteville Town Center conference room at 3 :00 p.m. by Chairman Joe Fennel to address the problem of acoustics in the Town Center. Marilyn Johnson reviewed the problem of acoustics and the unfinished surface of the exhibit hall floor. Marilyn recommended the purchase of carpet to help the sound problem and completely eliminate the chair-screeching problem. Our client base is different from what we projected three years ago. The Mayor has requested that the noise problem be solved prior to his meeting on September 11 . Pat Gazzola said the hallway noise was intolerable in addition to the exhibit hall noise. Richard Alderman reviewed the carpet samples under consideration (a Neyland carpet, an Axminister carpet, and a Durkan carpet). Tom January of Tom January Floors evaluated the samples also and explained carpet backing to commission members. Santos requested that the commission see a larger sample of the Neyland carpet with a unitary backing before making a decision. Have the architect make a recommendation to completely solve the acoustical problem. It was suggested that we get an acoustical consultant. Alderman said a mural at the end of the entryway would solve some of the noise problem as well as final treatments in the hallway. Renting carpet for the entire facility for September 11 would be $4900. Shipley said we needed to accommodate the Mayor's event on September I 1 that carpet be rented at no cost to the event. Bob Davis moved to get a sample of all three styles of carpet presented and get an acoustical engineer to make a recommendation, second by Gilliam. Motion carried. Other items on the agenda were not addressed. Respectfully submitted, l Marilyn Johnson Director Convention and Visitor Development • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: August 28, 2001 PRESENT: Bob Davis, Joe Fennel, Pat Gazzola, John Gilliam, Ching Mong, Curtis Shipley, Kevin Santos, Denise Bembenek, and Marilyn Johnson. ABSENT: None A special meeting of the Advertising and Promotion Commission was called to order at the Fayetteville Town Center conference room at 1 :00 p.m. by Chairman Joe Fennel to address sound problem issues at the Town Center. Issues related to U of A concessionaires at football games and HMR taxes were discussed. Joe Fennel requested Kit Williams to follow up on process of vendor operation at stadium. Denise Bembenek reviewed issues regarding acoustic problems and carpeting solution. Motion by Davis, second by Gilliam to waive competitive bidding requirements and purchase mid-level carpet from Ozark Floors at a price of $41 ,422. Staff will choose carpet. Motion carried. Ozark Floors should be able to get delivery in 2 — 3 weeks and it will take 2-3 days to install. 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 August 31, 2001 • - - . - - - - - --- - - YTD -- August Budget Item ___Buudgdg _et _ Expenses Remaining _ Expenses _ 800 Telephone Number (Chamber of Commerce) S 10,000 $ 5,000 $ 5,000 S Audit Expense 150 150 0 Brochure Development 46,864 37,461 9,403 Chamber of Commerce Operations Contract 100,000 100,000 0 Collection Expense - City of Fayetteville 26,000 16,766 9,234 2,255 Convention Support 5,512 4,390 1 , 122 417 Public Notification (BMA ContracUAirport.) 265,311 121 ,633 143,678 1 ,200 Town Center Architectural Services 43,063 41 ,367 1 ,696 9,927 Town Center Equipment & Furnishings 375,000 279,274 95,726 213, 174 Town Center Operating Expenses 240,740 121 ,724 119,016 13,592 Special Projects Air Museum 20,000 15,000 5,000 Airfest 2001 3,000 3,000 0 Ark. State High School Cross Country Championships 1 ,200 1,200 Bikes, Blues, and BBQ 3,500 3,500 0 Botanical Garden Society - Master Plan 1 ,532 1 ,532 Brumley Gospel Sing 7,000 1 ,558 5,442 1 ,558 DDEP Festival Support Project 6,000 6,000 •First Night 1 ,600 1 ,600 Hog Wild 7,500 7,500 Holiday Hoops 9,000 9,000 0 Joe Martin Memorial Stage Race 500 500 0 500 Lights of the Ozarks - Replacement Lights 4,000 4,000 North Arkansas Symphony Brochure Support 3,600 3,600 0 3,600 Professional Services - Legal Fees 29,000 29,000 Saturday of Champions 2,400 2,400 0 State Track & Field Finals 2,400 2,400 Town Center Grand Opening 10,000 9,518 482 Walton Arts Center - Brochures 1 ,200 600 600 Washington County Historical Society - Brochure _ 2,000 2,000 Subtotal Special Projects __ 115,432 48,676 _ 66,756 5,658 TOTAL USES $ _1 ,228,072_ $ _=776 441 S _ 451,631 $ 246,223 • H:\BUDGET\PROJECTS\HMR-TAX\HMRTAX.WK4 City of Fayetteville, Arkansas Monthly HMR Tax Collections 1999-2001 1999 2000 2000 2001 2000 1• Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 890125 $ 100,334 12.58% $ 98,397 -1 .93% February 88,757 91 ,330 2.90% 95,810 4.91 % March 91 ,271 102,971 12.82% 104,748 1 .73% April 94,588 108,747 14.97% 107,624 -1 .03% May 96,120 107,975 12.33% 103,545 -4.10% June 104,709 107,963 3.11 % 106,217 -1 .62% July 102,279 103,894 1 .58% 109,223 5.13% August 103,688 105,417 1 .67% 112,743 6.95% September 97,609 104,980 7.55% October 95,824 105,820 10.43% November 109,561 117,106 6.89% December 96,583 97,771 1 .23% Total $ 1 ,170,114 $ 1 ,254,310 7.20% $ 8382307 1.17% • 1 HMR Tar Collections By Month 140 170 F RK sor @ I N60 F e \ a RI n 40 '— \ R 20 �Q January February March April May June July August September October November December O 1999 KM 2000 CD 2001 Additional collections from caterers, concession stands, take-out locations, etc. for this month: $3,281 .00 • H:\BUDGET\PROJECTS\HMR TAX\HMRTAX.WK4 _ FAYETTEVILLE TOWN CENTER FF&E ESTIMATE Actua, Quanti Item Est. Cost Actual Cost 1 1 Conference table - Room 409 $ 2,500 2 12 Conference Chairs - Room 409 $ 41200 0 2 Breakroom tables $ 800 0 12 Breakroom Chairs $ 960 0 10 Show Manager/Breakout Chairs $ 800 0 3 Office - systems furniture $ 19,500 5 3 Office - Systems Work Stations $ 109500 6 6 lateral files $ 3,000 8 5 Guest Chairs $ 875 0 1 Sofa $ 750 $ 43,885 $ 26,096 100 125 Round dining tables $ 569250 100 3 x 6 rectangular tables 75 75 Lecture Tables $ 529500 8 Serpentine tables $ 1 ,200 5 Trucks for rectangular tables $ 750 5 Trucks for round tables $ 1 ,000 $ 111 ,700 $ 40,970 850 1000 Stacking Banquet Chairs $ 60,000 15 20 Chair Dollies $ 4,000 $ 64,000 $ 35,974 1 1 Parking System $ 27,000 $ 27,000 $ 409541 1 1 Cabling System $ 199256 1 1 Sound System $ 51000 3 3 TV/VCR Rack Systems $ 31000 1 1 Video Projection System $ 10,000 3 3 Projection Screens $ 41500 $ 22,500 $ 60,318 5 3 Computer Stations $ 31600 1 1 Network Printer $ 800 $ 4,400 $ 99371 1 1 Signage Systems $ 30,000 $ 30,000 $ 11 ,704 1 1 VCR,Tape Deck, CD Player,micro. $ 500 $ 500 $ 491 Plant materials $ 29,000 $ 28,000 $ 15,075 Irrigation system $ 91000 $ 9,000 Sprinkler Irrigation sleeves $ 7,965 $ 71965 Christmas lights elec. $ 7,304 _ $ 71304- 1 1 Telephone System $ 359000 $ 9,000 $ 81656 Scissor Lift $ 51000 $ 51100 $ 7,199 Pipe and Drape $ 10,000 $ 10,000 delete Copy Machine $ 31000 lease Sub Total $ 410,254 $ 3569085 $ 2999919 2 2 Pallet Jack $ 61000 $ 6,000 delete 1 Vendor Cart $ 15,000 $ 15,000 delete 1 1 Riser/Platform/stage $ 51000 $ 59000 $ 24,454 2 AV Presentation Stands $ 538 $ 538 3 2 Speaker Stands $ 21100 $ 2,100 $ 19594 Sweeper $ 2,500 $ 21500 Carpet $ 429000 $ 42,000 $ 68,586 _V-443-181 $ 429,223 1 $ 368,505 • Health Department Approved Food Establishments not Paying HMR Tax 9/5/01 3 Friends Catering and Cafe Cindy Sullins Aaron Shave Ice 112 Stadium Drive Aldi Foods - 76 705 Appleby Road American Legion Post 27 1195 S. Curtis Asbell Concession Lewis Street Auntie Anne's NWA Mall Avalon Nutrition - Indian Food 1388 N. College Barnhill Arena U of A Bassett Food Mobile P. O. Box 1194 Baum Baseball Stadium 1255 Razorback Road Bejams Expresso M Student Union - U of A Betty Jo's Convenience Store 3315 Wedington Drive Bill's Hickory House P. O. Box 8013 Breaker's Sports Bar #45 Colt Square Bud Walton Arena University of Arkansas Cajun Gypsy 535 W . Poplar Cajun Lilys 1819 S. School Candy Creations 4201 Shiloh Drive - Unit 10 Canteen Vending Cafeteria 1100 W. 15th Chuck's Cake Shoppe 407 N. College Cowboy Bar-B-Que 3730 Huntsville Crossover Station 1940 N. Crossover Doc Murdock's 620 N. College Dollar Tree Store 3943 Mall Ave. • Domino's Pizza Store 5300 1000 N. Garland Downhome Cookin and Concessions 231 E. North E Z Mart 102 3408 S. School E Z Mart 103 2012 W . 6th E Z Mart 384 1616 N. College E Z Mart 402 2341 N. College E Z Mart 405 Leverett & Poplar E Z Mart 422 Hwy 62 W. E Z Mart 424 1417 W. 6th Street E Z Mart 433 4026 Wedington Drive E Z Mart 434 1540 S. 15th Electric Cowboy 2127 W. 6th St. Elkhorn Station 2405 N. Center Elks Lodge 1987 4444 Crossover Road Exxon Family Shop 3060 W. Wedington Fast Trax 1240 N. Garland Fast Trax 3 3010 N. College Suite Fayetteville Municipal Pool Wilson Park Gary Hampton Park Concessions 2790 N. Salem Road Gloria Jean's Gourmet Coffee NWA Mall Great American Cookie Company 4201 N. Shiloh Drive Green Room 326 N . West 16 Highland's Convenience Story 13528 Hwy 16 W. Hog Wash Grocery 20 S. University • Holiday's Mobile Unit 4560 Huntsville Rd. Jack and Jim's Concession 10382 Campbell Loop • Kirsty's Place 1905 E. Mission Kobie Cakes 725 Skelton Ladyback Softball Field Razorback Road Lake Fayetteville Ball Park Hwy 71 North Lewis Soccer Field Concessions Lewis Street Little Mexico 1115 S. School Street Lokomotion 4520 N. College Mini-Mart 758 W . North Street NAVCO 9 Mobile 2406 N. Gregg St NG Conoco & Deli 1130 N. Garland Northwest Arkansas Vending Township Road Nut Hut NWA Mall Quittin Time 3300 W. 6th Radar 9 S. School Randall Tyson Track Center 1380 S. Beechwood Street Razorback Family Shop 2333 W. 6th Street Razorback Stadium Food Sodexho Mariott Roger's Rec Tavern 406 W. Dickson Ron's Place 523 W. Poplar Ryleigh's 313 W. Dickson S T One Stop 2229 E. Huntsville Schlegel's Bagel Caf6 Inc 2901 E. Zion Rd., Suite Seoul Oriental Fods 729 S. School Shakeys Frozen Custard 2050 W. 6th Shakeys Frozen Custard 2835 N. College • Smoothie King 309 W. Dickson Soccer Field House Garland & 6th Southern Exposure 309-B Dickson St. Summerhill Racquet Club 3480 N. Summerhill Drive Sunny's 5674 E. Huntsville Tables and Ale 102 N. Block Taco Shack 2657 White Oak Road Teriyaki Quick Stop 20 S. University The Iceman Cometh 1247 W. Comfort Road Thunder Valley Speedway 301 E. Willowby Road Tienda La Durangnena 2155 W. 6th Tobo's 66 1200 W. Wilson Total 4009 357 N. College Total 4010 2518 W. 6th U of A Outdoor Track Concessions Razorback Road U of A Student Union Garland Avenue Waiving Wheat 1806 N . Crossover Road Walgreen's 300 N. Township White River Baseball Complex 1820 S. Armstrong White Star Tavern 3000 S. School St. Willco One Stop Mart Hwy16 W. Lenny's Sub Shop • Blue Parrot Shorty Small's TOURIST INQUIRIES 2001 JAN FEB I MAR IAPR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL AL 1 2I 21 21 11 1 1 1 1 1 1 8 AK I 1 I I I I I AZ 1 31 1 1 1 1 11 1 21 1 1 1 6 • AR 1 251 41 481 181 311 131 231 361 1 1 1 198 CA 11 11 21 5 1 51 31 5 1 1 1 22 CO 21 21 21 1 11 31 1 1 11 CT 1 2 1 1 3 DE 1 1 DC FL 1 11 3 7 1 1 2 16 GA 2 1 1 1 2 7 HI 1 1 ID 21 1 1 4 IL 1 21 11 81 51 6 1 1 ( 24 IN 1 11 1 51 2 -21 11 1 1 11 IA31 1 101 zI 1 1 11 I 1 I 19 KS 1 21 1 51 41 51 61 41 3 I I 30 KY I 1 31 11 1 11 1 5 LA 31 11 101 11 91 31 41 4 1 1 1 1 35 ME I 1 11 MD 1 1 11 11 1 3 MA I 1 1 11 1 2 MI 1 11 10 1 1 14 MN 2 71 1 10 MS 2 5 2 1 1 11 MO 8 2 111 11 7 8 8 10 65 MT I I I NE 11 1 61 2 1 11 1 1 11 NV I I I I I 1 11 11 I I I NH 1 11 1 1 1 1 11 1 1 I 2 NJ 1 11 I 1 11 1 I 11 1 1 3 NM 1I 1 11 2 1 21 1 1 1 7 NY I 11 1 21 1 1 1 1 1 7 NC I 2 2 1 5 ND 1 1 OH 11 11 61 2 2 3 15 OK 1 91 31 31 12 7 1 9 8 52 OR 1 1 1 1 3 PA 1 I 1 1 1 3 PR 1 1 RI I I SC 1 11 1 11 1 1 1 1 1 1 2 SD I 1 I I I I I I TN 1 11 11 31 1 21 1 21 7 1 11 17 TX 1 51 61 131 10 171 8 161 22 1 1 97 UT 1 21 2 VT VA 1 21 1 1 3 WA 1 1 1 2 WV WI 11 61 2 1 3 13 WY 1 1 APO CAN 11 1 11 I 3 FOR 1 21 11 1 1 21 11 11 1 1 1 7 I I I I I I I I I I I I 1 831 261 1761 971 1161 611 871 1191 01 01 01 01 01 765 • ADVERTISING INQUIRIES - 2001 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist AY 163 137 104 141 405 154 1104 BT 0 FC 207 909 769 588 244 23 2740 H&A 0 ML 30 41 316 972 612 419 196 31 2617 MT 1133 1133 MVG 894 881 56 1831 NATA 111 133 251 232 171 206 157 150 1411 OK 91 63 107 31 2 294 Parade 2278 1473 3751 MC/Rosie 2 363 77 489 332 68 1331 SL 18 10 48 232 143 65 83 472 1071 SNI 2246 288 60 2594 ST 0 TA 0 TM 0 USA 187 1428 235 6 0 MN 9 TOTAL 413 384 4494 7844 3945 2685 1021 956 0 0 0 0 21742 AY - Active Years BT - Budget Travel FC - Family Circle H & A - Home and Away MC - McCalls ML - Midwest Living NM - Meeting News MT - Midwest Traveler MVG - Midwest Vacation Guide NATA - NATA Tour Guide OK - Oklahoma Today Parade - Parade SL - Southern Living SNI - State Newspaper Insert ST - Southern Traveler TA - Travel America TM - Texas Monthly TM G-Travel Marketing Group USA - USA Today VG - Vacation Guide • Monthly Advertising Inquiries by State - 2001 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL AL 1 2 13 67 32 19 15 25 174 AK 4 1 3 9 2 2 2 23 AZ 2 3 15 24 10 11 15 4 84 AR 22 33 740 312 198 72 53 56 1486 CA 27 20 64 100 105 75 54 34 479 CO 8 5 22 32 18 9 7 3 104 CT 1 2 6 18 15 24 9 75 DE 1 1 1 4 2 3 12 OC 2 1 1 1 1 6 FL 20 18 35 200 75 74 49 52 523 GA 2 4 28 56 33 30 11 31 195 HI 2 1 5 2 2 1 13 ID 1 3 7 2 2 15 IL 18 31 398 1114 780 269 89 42 2741 IN 12 10 147 628 228 168 44 31 1268 IA 8 9 171 478 183 99 27 16 991 KS 8 15 103 182 63 79 35 32 517 KV 5 4 18 82 38 33 20 13 213 LA 8 7 138 105 65 47 21 68 459 ME 1 7 3 6 5 3 1 26 MD 1 10 21 16 14 15 8 85 MA 2 1 9 25 24 19 8 5 93 MI 15 12 214 763 351 318 28 36 1737 MN 16 13 65 404 227 81 32 22 860 MS 6 6 45 79 27 25 14 47 249 MO 21 18 765 474 173 220 43 36 1750 MT 4 2 6 2 3 1 2 20 NE 9 8 40 163 94 26 10 3 353 NV 3 1 4 10 4 8 0 3 33 NH 1 8 4 0 0 13 NJ 7 4 24 36 36 50 23 8 168 NM 1 7 14 7 6 2 4 41 NV 10 4 43 98 58 82 39 7 341 NC 1 3 34 100 30 44 27 19 258 NO 1 2 4 42 28 2 0 79 OH 18 18 111 895 359 243 37 18 1495 OK 52 39 360 274 96 72 20 41 954 OR 6 1 11 8 12 9 7 2 56 PA 9 6 30 81 58 52 38 23 277 RI 1 3 1 1 5 11 SC 2 1 6 40 17 14 13 27 120 SD 1 1 3 37 21 6 1 70 TN 7 4 122 126 55 57 29 33 433 TX 36 39 483 276 176 128 89 155 1382 UT 2 1 6 10 7 5 0 3 34 VT 1 4 4 5 0 14 VA 2 3 23 37 31 27 12 12 147 WA 4 3 11 22 18 10 8 7 83 VJV 2 2 8 331 14 5 4 2 368 WI 13 20 135 257 110 115 45 20 715 WV 1 2 4 2 2 1 12 APO 2 0 0 2 CAN 1 2 4 3 2 3 1 16 FOR 11 5 1 5 5 13 4 5 49 TOTAL 413 364 4494 7844 3945 2685 1021 956 0 0 0 0 0 21742 Vertical 21742 Horizontal • Advertising Inquiries Pubs by State - August , 2001 AY FC ML MVG NATA MC/Rosie OkT SL USA MN TOTAL AL 5 2 18 25 AK 1 1 2 AZ 2 1 1 4 AR 9 1 2 26 17 55 CA 12 12 1 3 28 CO 2 7 1 10 CT 0 DE 0 DC 0 FL 14 4 4 30 52 GA 2 1 1 27 31 HI 1 1 ID 0 IL 6 2 2 8 9 3 12 42 IN 4 2 4 5 6 2 8 31 IA 4 1 4 1 4 2 16 KS 5 2 7 7 4 7 32 KY 1 1 1 1 1 8 13 LA 5 1 11 1 50 68 ME 1 1 MD 1 1 1 2 3 8 MA 2 3 5 MI 8 4 15 2 1 6 36 MN 7 1 5 6 2 1 22 MS 1 1 4 1 40 47 M 4 1 1 10 8 1 11 36 MT 1 2 3 NE 0 NV 2 1 3 NH 0 NJ 1 3 4 8 NM 2 2 4 NY 2 1 2 2 7 NC 1 1 1 2 14 19 ND 0 OH 2 1 4 4 1 4 16 OK 1 3 1 5 2 2 27 41 OR 1 1 2 PA 8 2 1 5 7 23 RI 0 Sc 2 3 22 27 SD 0 TN 2 4 1 26 33 TX 27 2 16 6 104 155 UT 2 1 3 VT 0 VA 1 4 1 6 12 WA 1 1 4 1 7 WV 1 1 2 WI 9 2 3 1 1 4 20 WY 0 APO 0 CAN 1 1 FOR 2 1 2 5 TOTAL 154 23 31 56 150 68 2 472 0 0 956 I I I I I RELOCATION 20011 1 1 1 IJANIFEBIMAR IAPRIMAY JUNIJULIAUGISEP OCTINOVIDEC ITOTAL AL I I 11 11 11 1 31 1 1 1 1 6 • AK I I 1 I I I 1 1 AZ 21 11 21 11 21 11 4 13 AR 141 5 221 9 211 6 131 20 110 CA 5 2 5 2 7 3 4 7 35 CO 4T 2 3 2 1 2 2 16 CT 1 1 1 1 DE 1 0 DC 1 0 FL 1I 31 5 51 41 5 7 30 GA 1 11 21 11 I 21 11 11 11 1 1 9 HI 1 1 1 1 1 1 i 3 ID 0 IL 21 1 5 2431 2 2 17 IN 1 5 IA 2 4 1 2 1 4 17 KS 4 2 6 2 3 5 23 KY 2 2 LA 1 5 1 11 21 41 21 11 31 I 18 ME I 11 1 1 1 1 MD I I I1 0 MA ' I 1I 1I 1 11 1 21 1 6 MI 1 1 1 1 11 5 MN 1 1 2 2 1 1 8 Ms 2 1 2 2 4 4 2 17 MO 5 1 2 3 3 2 5 2 23 • MT 21 2 4 NE I 2 1 1 1 5 NV 1 1 11 21 1 11 11 1 6 NH I I I 0 NJ I I 1 1 I 1 NM 1 1 1 1 I 4 NY 1 1 1 1 4 NC 11 31 11 1 3 2 1 12 ND 11 1 1 1 2 OH 21 11 11 3 2 1 10 OK 41 1 91 2 4 2 5 4 30 OR 11 11 1 2 1 6 PA 11 2 1 1I 3 8 PR I 0 RI I I 0 sc I 11 11 2 SD 1 1 1 TN 2 1 31 2 11 11 1 10 TX 7 41 91 4 9 7 111 14 65 UT 1 1 VT 1 0 VA 1 11 1 1 21 11 1 1 5 WA I I 0 wV I I I 0 wI 11 31 1 11 2 1 31 1 1 1 11 WY I i 0 APO 1 1 CAN 1 1 FOR 0 555 TOTAL 761 301 98 44 92 49 74 92 0 0 Fo1 0 1 555 • ACTIVITY REPORT August, 2001 INQUIRY RESPONSES Tourist Inquiries August 2001 — 119 Year to date 2001 — 765 August 2000 — 101 Year to date 2000 — 2352 Advertising Responses August 2001 — 956 Year to date 2001 — 21742 August 2000 — 991 Year to date 2000 — 24497 Relocation Inquiries August 2001 — 92 Year to date 2001 — 555 August 2000 — 68 Year to date 2000 — 759 August Total Inquiries 2001 — 1167 2000 - 1161 Year to Date Total Inquiries 2001 — 23062 2000 — 27608 • ACTIVITY Conventions and Meetings — Brumley Gospel Sing & evaluation meeting LeadAR Parks and Tourism Commission meeting Arkansas Activities Association meeting on Coach's Clinic & All Star Festival U of A Track 2002 Coach's Clinic - Coach Williamson Dick Johnson Horseshoe Tournament Tourist Activities — Bikes, Blues and BBQ Hog Wild Parties on Dickson Lights of the Ozarks — Tracy Lamar March of Dimes — Lee Batson Relations with Other Tourism — Arkansas Hospitality Association, Northwest Arkansas chapter meeting XNA Tourism Information Booth U of A Guest Services — Kerry Shepherd U of A Orientation for Graduate School Jan Watson — Eureka Springs Bed and Breakfast • Autumnfest — Cindy Kulkey (beer garden) • Little Rock C. V. B. — Barry Travis (ordinance giving them the ability to close business for delinquent HMR taxes) Eunice Noland — I-540 & Hwy 71 Scenic Loop Relations with Media — John Gore (NWA A & P Commission article) Morning News Jenni Marberry — Morning News Justin — Arkansas NBC Trip South — Dwight Irwin Business Journal — Kyle Moody Discover America — Wendy Town Center — Interviews with final Event Coordinator applicants Steve Litzsinger — scissor lift Southwestern Bell press conference regarding 51 ,600 grant for videoteleconferencing Parking leases City bookkeeping requirements — Marsha Farthing Rotary meeting — John Williams Kaminsky Fountain — Dianne Boyd Sound problem solutions — Mike Green & Audio Acoustics Miscellaneous — Meeting with Anita Scism (WAC) regarding Archer fountain Downtown Parking meeting • Positive Ideas — website development Chamber membership luncheon Political Animals Jim Gilbert — Arkansas Highway Transportation Dept. — complaint Don Kerr & Joe Bailey — Farmington Chamber of Commerce Historic Walking Brochure — Sue Blake • ACTIVITY REPORT is August 10, to September 7, 2001 Town Center Activity Number of Contracted Events 58 Contracted Income less credits 88, 197 .43 YTD Income from events 51 ,447.36 collected less credits Credits 1 ,456.69 Outstanding as of 9/1 //01 11245. 15 collection letters sent Average Income perevent 11545.76 Proposals sent 32 Contracts sent 24 Town Center Activity — General Activitv • Special Sessions of A& P Commission to discuss carpeting exhibition area. • Research issue and made presentation to A&P Committee • • Facilitate carpet order and coordinate preparation for installation (Darragh Co. and Nabholz Construction) • Update schematic and reservation softwares • Compiling TC Employee handbooks • Orders placed for AV carts, staging, dance floor and lectems • Train UA Intem, Brandi Fox-Freedle • Installation of permanent facility signs Town Center Activity - Events • New Teacher's Reception, Fayetteville Public Schools • New Library Presentation, Fayetteville Public Library • Board Meeting, Lewis Auto Group • Business Meeting, AR Parks and Tourism • Sales Meeting, DataForms • National Science Foundation Banquet, UA Dept of Mechanical Engineering • Investing Workshop, Beta-Rubicon • Board Meeting, Metro Area Board of Realtors • Disaster Relief Seminar, Washington County • Reception, UA Law School • HR Staff Retreat, Cargill • Wedding Reception, Todd and Tara Call • Faith Banquet, University Baptist Church • • Wedding and Wedding Reception, Katie and David Mettey • Reception, Huckabee Campaign Committee � ) � � \ ) ) ƒ ¢ I \ \ , I e ! § ® § ) ) \ i \ § - E [ k } ] § ) Ou : e 6 • 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 group — leisure traveler, group tours, convention and meetings. Provide liaison for local hotel/motel accommodations with the tourism and travel industry and city of Fayetteville. 4. Directs the advertising agency relationship in procuring needed fulfillment pieces, promotiona • 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 Commissior, 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 representativ 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 abilitie required by this job. include close vision. The employee is occasionally required to lift up to 50 pounds. • • TOWN CENTER/EXHIBIT HAIL 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 modern 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. 11 . 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 ADMINISTRATIVE ASSISTANT 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. • S. 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 I . 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. • • Mark Blackwood-City We Site History -'--- "'- - - pa`e 11 • City Web Site History October 1999 - Original site created, launched and hosted by Blackwood/Martin. - Site connected to Chamber site by "splash window. " - Site created as a template so calendar and regular changes could be made by Chamber and "seasonal' changes (photos, general design) could be made by Agency. - Initial calendar of events runs 10/99-9/2000. November 1999 - Chamber has existing Web contact with Tim Lee of Net Design. Lee captures site from Blackwood/Martin host and convinces Steve Ward to allow him to host site. Agency is told to point Web address to Tim Lee's servers. December 2000 - Agency is concerned about time involved in loading site and tries to make changes to site. Agency cannot access site. January 2000 • After lengthy negotiations and failed attempts to access site, Agency is told access is granted. Agency discovers that changes can no longer be made easily and that the Chamber must buy new software to be able to make regular changes. Steve Ward will not approve expenditure for new software. February 2000 - In light of the Chamber's inability to update site, Agency submits bid to handle all maintenance of site in conjunction with Red Fossil Communications. Red Fossil is owned by Steven Cassar, a former Blackwood/Martin employee who created the original site. Bid is ultimately turned down due to budget constraints. May 2000 - Red Fossil registers new sites www.fayettevilletourism.com and www.twncenter.com in anticipation of creation of new sites separate from Chamber site. July 2000 - Agency and Marilyn meet with Imazing! CJRW to discuss Imazing's ideas for pigtrail.com. Imazing makes bid to create "under construction" page for Town Center, and has informal discussion about costs for creating ,new sites for Fayetteville tourism and Town Center. August 2000 Agency begins work on new ad campaign: "Fayetteville. For the Fun of It. " •