HomeMy WebLinkAbout1991-12-02 - MinutesGROUP: A & P COMMISSION
DATE: DECEMBER 2, 1991
PRESIDING: MICHAEL GREEN, CHAIRMAN
PRESENT: Mike Green, Joe Fennel, Coy Kaylor, Fred Vorsanger,
-.Pat Henry.
OTHERS PRESENT: Ed Barham, Randy Rhine, Shellie Melson, Wayne
Woods, Tom Brennan, Steve Ward and Michelle Galloway.
CALL TO ORDER:
Meeting was called to order by Mike Green.
APPROVAL OF MINUTES:
Coy Kaylor motioned to approve the minutes with one correction: the
minutes should state that there is a swim competition in
Fayetteville August 4 - 7, 1992 instead of 1991. Joe Fennel
seconded the motion. Motion carried.
BUSINESS:
Financial Report - Michelle Galloway gave the October 1991
Financial Report to the Commission for review.
Activity Report - Michelle Galloway gave the October 1991 Activity
Report to the Commission and announced that the Swim Competition in
Fayetteville has been changed to August 8 - 10, 1992. A convention
presentation was made to the Arkansas Department of Parks & Tourism
for the 1993 Governor's Conference on Tourism. The 1993 Conference
will be in Little Rock; however, Fayetteville will bid again next
year for the 1994 or 1995 Conference.
OLD BUSINESS:
Replacement Photo Recommendation - Ed Barham said he would like to
use a photo from the University of Arkansas Athletic Department.
Pat Henry motioned that Ed continue work on that photo
recommendation. Mike Green seconded the motion. Motion Carried.
Locomotive Update - Michelle Galloway gave report on the costs
involved with transporting the locomotive to Siloam Springs to use
for Tourist Information; because of the costs involved, the
Commission decided to not pursue that option any further. Coy
Kaylor motioned to advertise a Request for Proposals through the
City's Purchasing Department; Fred Vorsnager seconded the motion.
Motion Carried. The Request for Proposals will stipulate that the
intended purpose of the locomotive will be to advertise and promote
the City of Fayetteville for a period of eighteen months. After
the eighteen months, the Commission will look at either continuing
•
ownership or selling the locomotive.
MRGH Update - Ed Barham told the Commission about working with the
Returned Peace Corps Volunteers in their direct marketing campaign
that is inviting members to Fayetteville for the Conference in
1992. Ed Barham is also working with Michelle Galloway on the
development of a Dining and Lodging Guide, Shopping Guide, and City
Brochure. The proofs of these brochures are expected to be
available at the January 6, 1992 Commission meeting.
NEW BUSINESS:
CCE Funding Request - Randy Rhine presented a request for $25,508
to advertise the Center for Continuing Education in Successful
Meetings magazine in 1992. The Commission unanimously agreed that
CCE should be advertised in order to promote Fayetteville to the
corporate market that is currently not being targeted with
advertising. Coy Kaylor motioned to approve the funding request of
$25,508 from HMR Reserves; Pat Henry seconded the motion. Motion
Carried.
CJRW - Wayne Woods made a presentation to the Commission for their
participation in a special 16 page Arkansas Section of Southern
Lxvinq's "All South" insert in September 1992. Mr. Woods requested
the Commission purchase a one page advertisement at a cost of
$29,995 with a circulation of 1,230,000. This section will be a
once in a life time opportunity for Fayetteville, as well as
Arkansas, to be introduced to new markets. These new markets
represent industries which may locate in Arkansas, students who may
decide to enroll in our state's colleges and universities, families
which may decide to vacation in Arkansas and investors who may
decide to invest in Arkansas -owned companies. Ed Barham said that
MRGH would provide the creative and production of the one page
advertisement at no cost to the Commission. Coy Kaylor motioned to
approve the request for $29,995 from the HMR Reserves; Pat Henry
seconded the motion. Motion Carried.
OTHER BUSINESS:
Michelle Galloway introduced Tom Brennan of Preview Magazine. Mr
Brennan invited the Commission to use his publication as a vehicle
to reach visitors and residents of Fayetteville to notify them of
happenings in Northwest Arkansas.
The next meeting will be Monday, January 6, 1991 at 2:00 p.m., City
Hall.
Meeting Adjourned.
RESPECTFULLY SUBMI'i"PhD:
Michelle B. Galloway
Convention & Visitor's Development Director
h
ACTIVITY REPORT
December 1991
800 NUMBER
Complete: 108
Incomplete: 0
YTD: 14,968
YTD: 34,234
INQUIRY RESPONSES
December: 79 YTD: 30,424
CONVENTION ACTIVITY
Presentations: 0 Recruited: 0
HMR COLLECTION COMPARISON
December 1990: 47,998 December 1991: 39,160
Percent Decrease: 19%
YTD 1990: 555,694 YTD 1991: 575,438
Percent Increase: 4%
HMR SUMMARY
December Actual YTD Actual Annual Budget
Tax Revenue 39,160 575,438 537,900
Other 28,486 366,898 341,700
TOTAL 67,646 942,336 879,600
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Symphony
Society
of North Arkansas
P.O. Box 1243 Fayetteville, AR 72702 501/521-4166
1. Name: North Arkansas Symphony/Music Festival of Arkansas
2. Contact: Constance L. Hendrix, Executive Director
26 West Center
Fayetteville, AR. 72701
Phone: 521-4166
3. Purpose: The proposed use of funds requested from the
Fayetteville Chamber of Commerce will be directed to
publicity and public relations campaigns. As a non-
profit organization, our budget does not allow for
an extensive media campaign to attract both locals
and potential tourists to this Festival. The
proposed budget pays mainly for the travel and
performance salaries of visiting performers as well
as housing expenses of student performers. Our 1992 budget
will pay for only the following: student posters, promotional
brochures to area residents, and Festival program books. If we
are to attract tourist dollars to this area, we will need the
Chamber funds for video, regional print media, and electronic
advertising.
4. Even€ Date(s): June 11-28 (actual performances will
begin on June 13, 1992).
5. Location Site: Walton Arts Center, Fayetteville.
6. Background and history: The Music Festival of Arkansas was
founded in 1982 by Dr. Carlton R. Woods, who had come to
Fayetteville the previous fall to be the conductor of the
North Arkansas Symphony Orchestra and a professor at the
University of Arkansas. The Festival's original goals included
bringing nationally recognized artists to the culturally
remote communities of Northwest Arkansas, while showcasing
diverse artists in a cooperative effort for several weeks of
intensive music making.
The Festival also provides an opportunity for career -
oriented college students to study and perform with
experienced and polished professionals.
•
••
Each summer, the Festival has successfully achieved its
programming goals, playing to a growing and varied audience. The
Festival schedule currently includes four full orchestra
concerts, seven chamber music programs, and several jazz
concerts. In alternating years, the Festival has also presented
a Composers' Forum and a Choral Institute, a Children's Music
Camp, a Children's Opera, and several blues concerts. The
Festival still hopes to incorporate its one last goal, that of an
"All -Arts" Festival for Northwest ARkansas.
The Music Festival merged with the North Arkansas Symphony
during the summer of 1991 and is under the guidance of a
volunteer Board of Directors with an executive director.
7. Expected Visitor Draw: We draw approximately 5,000 people to
this 13 -day event, from a radius of about 100 miles.
8. Media Exposure: Due to the nationally recognized artists and
the unusual content of the musical programming, television and
radio coverage have found the Festival to be particularly
attractive for inclusion in an everyday news coverage format.
9. Image: The Music Festival of Arkansas has become one of the
•better known events of its type in this area, not only because
• of the quality of the performers, but because the Festival
lends credence to the belief that Northwest Arkansas is
supportive and nurturing of its artists.
10. Marketing Plan: This year, the NASO/Music Festival of
Arkansas plan to use the Walton Arts Center as a central
meeting spot for all concerts and rehearsals. The natural
curiosity of the public for the newly -finished facility will
be played upon as a central theme. The Festival will also
begin segmenting its audiences, with mailings of the jazz
concert highlighted to the general public. Ticket holders
to both the Ozark Chamber Players and the North Arkansas
Symphony will receive advance publicity on the quality
of the visiting artists.
We need additional funds to target state and regional
audiences, through placement of Festival advertisements in
area newspapers, and printing of special brochures to be
placed in area hotels. We would also like to
work on a joint tourism package with local hotels for the
Festival, such as free transportation to the WAC for
performances. Local restaurants may wish to participate in a
dinner/bus package which would target the retired populations
of Bella Vista and surrounding areas.
1.
1•
•
11. Marketing Plan Budgets: (see attachment A)
12 Funding Request: In 1991, we received $5,000 for additional
advertising to promote the Music Festival for both locals
and tourists. This year, we request $6,000 to cover
costs for advertising in both print and electronic media.
13. Full Financial Disclosure: See attached 1991 audit.
•s
y
ATTACHMENT A
REVENUE AND SUPPORT
Season Ticket Sales
Single Tickets
Contracted Concerts
Music Festival - AAC
Music Festival -MAAC
Music Festival -Misc
Total Revenue & Support
CONCERT PRODUCTION EXPENSES
Musicians Wages
Musician Travel & Lodging
Guest Artists Fess
Guest Artist Travel & Lodging
Artist Per Diem
Music Librarian
Production Expenses
Auditorium Rental
Miscellaneous Costs
Marketing/PR/Photography
$4,000
$8,500
$1,000
$10,400
$1,800
$7,000
$32,700
$20,000
$ 5,000
$ 5,000
$ 2,500
$ 3,000
$ 1,000
$ 2,000
$ 7,000
$ 6,400
$ 2,000
TOTAL EXPENSES: $53,900
Administrative Cost*
The Music Festival of Arkansas and North Arkansas Symphony merged
during the summer of 1991. Therefore, administrative costs have
been prorated into the Symphony budget for this year.