HomeMy WebLinkAbout1991-09-30 - Minutes•
GROUP: A & P COMMISSION
DATE: SEPTEMBER 30,11991
PRESIDING: MICHAEL GREEN, CHAIRMAN
Present: Coy Kaylor, Pat Henry, Jim Waselues, Mike Green, Mayor Vorsanger, Joe
Fennel.
w
Others Present: Bob Ginnaven, Tom Trevino, Ernest Lancaster, Bill Walker, Richard
Shewmaker, Bill Mitchell, Mrs. Decker, Tony Hannold, Art Hollenbeck, Ben Mayes,
Steve Davis, M. B. Lohr, Tom Sissom, Jim Blair, Steve Ward, Ed Barham, Michelle
Galloway.
The Advertising & Promotion Commission Contract with the Fayetteville Chamber of
Commerce for convention and visitor's development was discussed. Motion made by Coy
Kaylor to adopt this contract for $99,000 ($15,000 for remainder of 1991 and $84,000
for 1992.) Motion seconded by Pat Henry. Motion was passed unanimously.
Locomotive Discussion - Mike Green asked that discussion be postponed until the City
Attorney, Jerry Rose, and Kevin Crosson give their opinion of what to do with the
locomotive.
Arkansas Air Museum Funding - Art Hollenbeck, representing the Air Museum, asked
for $50,000 from the Commission for funding of the Museum. Mayor Vorsanger
motioned to fund the Air Museum $50,000 m 1992. Pat Henry seconded the motion.
MenOtA Ge1/420-4 �.
Ed Barham passed out MAPS book #3 - fmal version.
1992 Media Plan was distributed. Proposed Media Plan A = $264,238
Proposed Media Plan B - $212,200
No Action Taken.
•
Richard Shewmaker proposed a plan for the financing of the Downtown and University
Corridor Revitalization Plan. Commission members decided to defer a decision on the
improvements on Dickson Street until they have had the opportunity to look at the R M
Plan.
Mike Green requested Mayor Vorsanger to appoint another City Director to the A & P
Commission to replace Director Din Coody. Mr. Coody had asked to be replaced as a
member of the commission.
The next meeting will be held October 8, 1991 at 2 p.m., City Hall, Room 326.
Meeting adjourned.
•
THIS AGREEMENT made
AGREEMENT
and entered into on this .3DYe-_ day of
, 1991, between the Advertising & Promotion
Commission of Fayetteville, Arkansas, hereinafter called "A&P", and
the Fayetteville Chamber of Commerce, a non-profit corporation,
hereinafter called "Chamber";
WITNESSETH
WHEREAS, the A&P, recognizing the need for continued
development of Convention and Visitor activities, with increased
employment opportunities and expanded tax base and improved quality
•
of life for its citizens, wishes to provide for a coordinated
effort to encourage, foster, and promote Convention and Visitor
development for the City and its environs; and
WHEREAS, the Chamber has actively promoted Convention and
Visitor development within the city for the purpose of creating
jobs, and as a result thereof has attained certain knowledge and
expertise in this field of endeavor; and
WHEREAS, it is the desire of the parties hereto that the
entities involved in furthering the economic well being combine and
coordinate their efforts for such purpose and provide an effective
Convention & Visitors Development Program for Fayetteville, to be
operated as hereinafter provided;
NOW THEREFORE, in consideration of the covenants and
conditions stated herein, and in consideration of the mutual
benefits which will accrue to each of the parties hereof, as well
as the general citizenry of Fayetteville and its environs, the
parties have agreed and do hereby agree as follows:
1. CONVENTION AND VISITORS COUNCIL
1.0 Creation.-- There shall be created a Convention and
Visitor Council, hereinafter called "COUNCIL". The Council shall
be composed of six (6) members, who shall be: the Chairman of the
A&P Commission of Fayetteville; the Mayor of the City of
Fayetteville; a commissioner from the A&P of Fayetteville, as
appointed by the A&P Commission; the Chief Executive
Officer/President of the Chamber; Chairperson of the Convention and
Visitors Committee; and the Chairman of the Board of the Chamber.
1.1 Terms of Office.-- The council members shall serve for
a term to run with this agreement. If a council member elects not
to serve or is unable to serve, the Chamber Board or A&P may
• designate their respective replacement.
• 1.2 Authority of Council.-- The council shall direct activity
and establish procedures for management and operation of the
Convention and Visitors Development Program, hereinafter called
"PROGRAM". The President of the Chamber or his designate shall be
responsible for the day-to-day operations and the general
supervision and management of the business affairs of the program
under this agreement.
2. CONVENTION & VISITORS DEVELOPMENT PROGRAM
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:
(a) For the period October 1, 1991 to December 31, 1991,
2
compensation shall be in an amount up to but not to exceed fifteen
thousand dollars ($15,000.00).
(b) For the period January, 1, 1992 to December 31,
1992, compensation shall be in an amount up to but not to exceed
eighty-four thousand dollars ($84,000.00), 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 forty-two thousand dollars ($42,000.00), shall be
paid on or about the fifteenth day of January. The second
installment, in an amount up to but not to exceed twenty-one
thousand dollars ($21,000.00), 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 twenty-one thousand ($21,000.00)
• 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.
2.1 Staffing.-- The Chamber agrees to provide a qualified and
competent staff assigned to recruit and assist conventions
recruitment, to develop and implement programs designed to attract
new visitors, to encourage expansion of existing festivals and to
carry out and further the goals, duties and responsibilities as set
out otherwise in the agreement. It is understood and agreed by all
parties hereto that any and all persons working for the Chamber, in
any capacity whatsoever, shall not be considered as employees of
the A&P, and that any liability which should arise under the
Workers Compensation laws of the State of Arkansas due to injury of
3
any employee of the Chamber, the same shall be the sole liability
of the Chamber.
2.2 Services.-- The goal of the Program shall be "To promote
Fayetteville as a Convention and/or Visitor site for out of town
travelers while maintaining and improving our quality of life."
To further this goal the Chamber shall provide management and
administrative services necessary to present a viable and
competitive program. Additionally, in this regard, the Chamber
shall focus on, but not be limited to the following activities:
attract sports, trade and travel shows; convention and conference
recruitment; advertisements in trade publications; develop and
print brochures for convention and bus tour recruitment; festival
development; the gathering and dissemination of information; and
provide promotional programs. The Chamber and its Convention and
Visitors Program staff shall represent the A&P's interest in
recruiting conventions, and promotion of tourism for Fayetteville.
The Chamber understands that its operation under this agreement is
to work for the general public for the purpose of promotion of
conventions and tourism within the City and its environs.
2.3 Reporting.-- The Chamber agrees to render the following
reports to the A&P: (1) Quarterly activity and financial reports,
including documentation of expenditures, related to the Program.
Such reports shall be due to the chairman of the A&P no later than
April 15, July 15, October 15, and January 15 of each year. (2) A
comprehensive annual report which shall include, but not be limited
to a balance sheet, statement of revenues and expenditures, and
4
program performance. This report shall be due to the Chairman of
the A&P no later than February 15 of each year.
IT IF FURTHER understood that the A&P has the right, at any
time, to review and audit Chamber books and financial records
concerning funds paid the Chamber under this agreement.
2.4 Miscellaneous.-- The Chamber agrees to provide office
space in the Chamber office building including all furnishings,
equipment, and utilities necessary in order to effectively carry
out the functions of the Convention and Visitors Development
Program.
3. TERMINATION
3.0 Notification.-- The A&P or Chamber may terminate this
contract at any time and for any reason. The terminating party
shall give written notice of termination by certified mail.
Termination shall become effective thirty (30) days after receipt
of the written notice. Notice shall be addressed to the Chairman
of the A&P, in the event the Chamber elects to terminate, and
addressed to the President of the Chamber, in the event the A&P
elects to terminate.
In the event of termination by either party, the Chamber shall
refund to the A&P, funds in excess of documented expenditures
incurred by the Chamber pursuant to this agreement. Records shall
be subject to immediate audit.
IT IS AGREED between the parties that this agreement is not
assignable. This agreement shall commence on the 1st day of
October, 1991 and shall terminate on December 31, 1992, with the
5
•
•
•
A&P having the option to renew yearly for four (4) additional one
(1) year terms. Notice of intent to renew shall be given by letter
ninety (90) days prior to the end of the contract term and shall be
subject to the A&P Commissions approval of the yearly budget.
WITNESS our hands on the 30day of /-c/;w , 1991,
at Fayetteville, Arkansas. v
ATTEST:
A&P COMMISSION OF FAYETPEVILLE
--`. � </�id JHt<.
Chairman
CHAMBER OF CO
fifes dent