The URL can be used to link to this page

Home My WebLink About1992-01-06 - MinutesGROUP: DATE: PRESIDING: PRESENT: A & P COMMISSION JANUARY 6, 1992 MICHAEL GREEN, CHAIRMAN Mike Green, Coy Kaylor, Pat Henry, Jim Waselues, Bob Blackston. OTHERS PRESENT: Ed Barham, Steve Holcomb, Connie Hendrix, 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 of the December 2, 1991 meeting; Pat Henry seconded the motion. Motion Carried. MONTHLY REPORTS: Financial Report - Michelle Galloway gave the November 1991 Financial Report to the Commission for review. Activity Report - Michelle Galloway have the November 1991 Activity Report to the Commission for review. OLD BUSINESS: Locomotive Update - There were no proposals received by the January 3, 1992 deadline. However, there were two interested parties who asked for an extension to the deadline in order to submit their proposals. The Commission unanimously decided to extend the deadline for receiving proposals to January 24, 1992. Replacement Photo Selection - Ed Barham presented a photo of a Razorback Football game as`a replacement photo for the nomadic display booth. The Commission was unanimously in favor of the photo selection. NEW BUSINESS: • • MRGH Update - Ed Barham handed out a proof of the City Guide Ad and Cover of the new Fayetteville brochure to the Commission. Covers for the new brochures: Hotel/Restaurant, Shopping, Antiques, Newcomers, Recreation and History were also presented. The layout and contents are presently being worked on; the expected completion date of the brochures is by the next Commission meeting. Music Festival Funding Request Connie Henrix, Executive Director • AT ti of the Music Festival/North Arkansas Symphony, presented a request for $11,300 to help in the promotion of the Music Festival. This amount is $1,000 more than the Commission had already allotted for the Music Festival in 1992. Pat Henry made the motion to approve the funding request for $11,300 ($6,000 from the Public Notification fund and $5,300 from the Special Projects fund). Jim Waselues seconded the motion. Motion Carried. • OTHER BUSINESS: Fred Vorsanger presented a proposal from Mr. Jack Hill. Mr. Hill requested the Commission to sponsor a television program "War Comes to Arkansas". In order to keep within the marketing strategies for 1992, the Commission unanimously agreed not to sponsor the program. Steve Ward notified the Commission of the upcoming deadline for submitting nominees to the Arkansas Parks & Tourism "Henry Awards". Coy Kaylor nominated Dale Christy to the "Tourism Hall of Fame"; Fred Vorsanger seconded the motion. Motion Carried. Coy Kaylor nominated the Music Festival of Arkansas for the "Grand Old Classic Special Event" award; Fred Vorsanger seconded the motion. Motion Carried. - Pat Henry nominated the Arkansas Air Museum for the "Arkansas Heritage Award"; Fred Vorsanger seconded the motion. Motion carried.- • Fred Vorsanger announced to the Commission that MAGIC 107.9 has dedicated 1992 to promoting environmental awareness. Tentatively, MAGIC has planned a free concert in Wilson Park; admission will be a bag of trash. The effort is targeted on cleaning up neighborhoods. The next meeting will be Monday, February 3, 1992 at 2:00 p.m., City Hall. Meeting Adjourned. RESPECTFULLY SUBMITTED: • Michelle B. Galloway Convention & Visitor's Deve opment Director • • • POSITION: Convention & Visitor's Development Director DIRECTOR: Michelle B. Galloway REPORTS TO: Steve Ward, President & CEO FUNCTION: The Director of Convention and Visitor's Development develops and supervises plans to promote Fayetteville as a convention city to area, state, regional and international convention -holding groups and organizations as a center for business, conferences, workshops and sales meetings. DUTIES: The Director develops and supervises plans and procedures to disseminate, by personal visits or letter, information about facilities available in Fayetteville that can support conventions and for greeting executives in charge of associations holding conventions in Fayetteville and for assisting groups in preparing programs and pre -convention literature. • The Director develops and supervises master listings of conventions and exhibits and records required for the efficient functioning of the department. The Director assists in the development and supervises implementation of an annual program of work for the department. The Director develops and supervises plans to promote Fayetteville as an area tourist attraction, works in conjunction with other cities in Northwest Arkansas to create new tourist programs and publicizes the existing tourist attractions. The Director handles inquiries on conventions and tourism and assigns follow-ups to appropriate staff members. The Director meets with association executives at the time of their convention and assists them as required. The Director writes, as required, literature utilized in promoting Fayetteville. The Director contacts association representative by telephone, mail or personal visits to discuss the advantages of holding a convention in Fayetteville. 41,411 The Director contacts association representative by telephone, mail or personal visits to discuss the advantages of holding a convention in Fayetteville. • • • The Director, as assigned staff member of committees, takes minutes of meetings and assists in conducting meetings at the request of the committee chairmen. • •• •• The Director writes annual and quarterly reports of performance. SPECIAL DUTIES: The Director of Convention and Visitor's Development is the coordinator of the Convention and Visitor's Committee. The Director coordinates monthly Advertising and Promotion Commission meetings and preforms duties as assigned by the Commission. The Director is the Advertising and Promotion Commission's advertising agency contact person and coordinates media placement and other special duties as needed. The Director will also assume all other duties as assigned by the President/CEO. • • • •• ti ADVERTISING & PROMOTION EXPENSE RECAP FOR THE PERIOD 10/1/91 - 12/31/91 TOTAL FUNDS RECEIVED FROM THE FUNDS EXPENDED BY THE CHAMBER FOR: SALARIES FICA TAXES WORKMENS COMPENSATION UNEMPLOYMENT TAXES EMPLOYEE INSURANCE CONFERENCE HOSTING POSTAGE TRAVEL PRINTING/SUPPLIES TELEPHONE LD CAR ALLOWANCE PROFESSIONAL TRAINING PROFESSIONAL DUES TRAVEL SHOWS RESEARCH MATERIALS TOTAL EXPENDITURES CITY $15,000.00 BALANCE TO BE RETURNED TO THE $ 7,306.56 547.50 35.78 90.02 1,590.93 754.57 200.00 969.45 354.08 80.58 200.00 77.00 1,455.00 950.00 258.45 14,869.92 CITY $ 130.08 SPECIAL REQUEST FOR FUNDING SPRINGFEST 1992 1. Name of Organization or Event - Springfest. 2. Contact Person/Address and Phone Number - Bill Walker/Michelle Galloway Springfest c/o Chamber of Commerce 123 W. Mountain Fayetteville, AR 72701 3. Purpose. (Proposed use of funds generated by organization or event.) Status (Incorporated, Non -Profit, etc.) - The funds generated by Springfest are delegated between: 1) improvements on Dickson Street 2) donation to Fayetteville schools for computers 3) one other charitable organization (example Special Olympics). 4. Period of Operation or Event Date - April 4, 1992. 5. Location or Event Site - University of Arkansas, Dickson Street and Downtown Square. 6. Background and History - Springfest is currently in its llth year of operation. Historically, Springfest was intended to create activity and promote downtown Fayetteville. 7. Expected Visitor Draw - The expected visitor draw from the three county area is 8,000 - 10,000 people. In recent years the new direction is to broaden regional draw from SW Missouri, Northeast Oklahoma and all of Arkansas. 8. Anticipated Media Exposure - Radio, TV, Newspaper, State Publications, and Department of Parks & Tourism Publications. 9. Image - The image is a "Downtown Fayetteville" environment. Springfest is also working to promote a growing positive image by working with the Chamber of Commerce, the Fayetteville Advertising and Promotion Commission, area businesses and the University of Arkansas. 10. Marketing Plan - 1) Advertising 2) Public Service Announcements 3) Direct Mail - using the Razorback Foundation mailing list. 11. Marketing Plan Budgets - Advertising - $2,000 Public Service Announcements - 0 Direct Mail - $6,000 . • 12. Funding Request - Springfest requests the Advertising and Promotion Commission fund the cost of the Direct Mail flyer (production and mailing costs). The flyer would be used for the circulation of the 35,000 member mailing list provided by the Razorback Foundation. Members of the Foundation have a high level of interest in returning to the Fayetteville area for activities and entertainment. 13. Full Financial Disclosure - see attachment. 1991 SPRINGFEST EXPENSES Advertisement $127.20 Permits 30.50 Postage 148.04 Porta Potties 800.00 T - Shirts 540.00 Coke Booths 480.00 Entertainment 100.00 Miscellaneous 500.00 Insurance 750.00 Directory 58.89 Transportation 900.00 TOTAL $4,434.63 1991 DONATIONS $750 Fayetteville Public Schools $2,500 Dickson Street Improvement Fund $1,000 Administrative Funds $4,250 TOTAL 1• Fayetteville CHAMBER OF COMMERCE February 4, 1992 Michael Green, Chairman A & P Commission Fayetteville, AR Dear Mr. Green: As per the contractual agreement between the A & P Commission and the Fayetteville Chamber of Commerce, to jointly work for convention and visitor development, the first quarter report is attached. This report covers the activities of the Director of Convention and Visitor Development, Michelle Galloway, and the financial accounting of the funds. With this report being the first quarter, it should be noted that Michelle Galloway assumed her new position in the first part of October. Michelle has proven, in this short period of time, her capabilities and enthusiasm for the job. Her qualifications and education have served her well, and her performance on the job is commendable. The attached review of her activities reflect her willingness to accept responsibility and to accomplish the task at hand. In conclusion, I would like to express my personal view that the cooperative effort is paying dividends for Fayetteville and that the 1992 year will reflect, no doubt, positive results for all concerned. If you have any questions or need additional information, please call me at your convenience. Sincerely, even M. Way President/CE• d 123 WEST MOUNTAIN • P.O. Box 4216 • FAYETTEVILLE, ARKANSAS 72702-4216 • (501) 521-1710 • FAX (501) 521-1791 s CONVENTION RECRUITMENT *Attended Group Leaders of America Tour and Travel Show in Atlanta, Georgia. * Coordinated Arkansas City Manager's Conference. *Made 1993 Convention Site Presentation to the Arkansas Department of Parks and Tourism. * Coordinated Arkansas Municipal League Welcome Reception. *Worked with the Returned Peace Corps Volunteers Organization in Planning their 1992 Conference in Fayetteville. * Initiated Contact for the 1994 Airport Managers Conference in Fayetteville. *Worked with the University of Arkansas to Plan the 1992 National Swim Competition in Fayetteville. *Recruited Workers for 1992's Scheduled Tour and Travel Shows. *Began the Coordination of Activities for the 1992 Legislative Weekend. SERVICE TO THE HOSPITALITY INDUSTRY *Developed Meeting Facility Fact Sheet and Compiled Information to Help Promote Fayetteville's Facilities. *Escorted Arkansas Municipal League Participants on a Tour of Terra Studios. *Worked with the Hospitality Industry on Developing a Compromise in the Smoking Ordinance. * Compiled Items from Local Businesses to be Included in "Goody Bags" for the University of Arkansas' Elder Hostel Program. *Ordered Marketing Postcards for Hotel/Meeting Facilities to Thank Visitors to Fayetteville for their Patronage. * Greeted Japanese Visitors of the University of Arkansas Agriculture Department. MARKETING *Worked with the Advertising and Promotion Commission's Ad Agency, Mangan Rains Ginnaven Holcomb, to Place 15 Magazine Ads and 23 Newspaper Ads, Promoting Fayetteville. * Changed the Tourist Information 800 # to a New Number. * Coordinated Special Funding Request for One Page Color Advertisement in 1992's Issue of Southern Living. *Coordinated Center for Continuing Education's Special Funding Request to the Advertising and Promotion Commission for Promoting Their Meeting Facilities. *Distributed New "Fall Foliage" Brochure and New "All Season's Trail" Brochure to Tourist Inquiries (phone and mail). ti SPECIAL PROJECTS * Investigated Options in Putting the Advertising and Promotion Commission's Switch Engine Locomotive into use Promoting Fayetteville as a Destination. RESEARCH *Researched and Compiled Information on Fayetteville in the Following Areas for New Brochure Development: a) General Brochure of Fayetteville b) Hotel/Restaurant Guide c) Shopping Guide d ) New Comer Information e) Recreation Guide f ) Antiques Guide g ) Springs Tours h ) Historical Information * Gathered Information for Regional, as well as Local, Calendar of Events. *Developed Travel Show Evaluation Form. * Created Convention Recruitment Forms for Developing Sales Files. RELATIONS WITH OTHER ORGANIZATIONS *Met with Northwest Arkansas Tourism Association and Began Planning for the 1992 American Association of Retired Persons Travel Show. *Joined the Travel Industry Association of America, the National Association that is Oriented to the Promotion of Travel. *Developed New Format for Advertising and Promotion Commission's Financial and Activity Reports. *Attended Arkansas Department of Parks and Tourism Annual Advertising Meeting in Little Rock, Arkansas. *Worked with the Little Rock Convention and Visitors Bureau, Springdale, Rogers, Bentonville/Bella Vista and Eureka Springs Chambers of Commerce in Researching Methods to Promote the Area. * Continued Contact and Leads Support with the Arkansas Department of Parks and Tourism. COMMUNITY AWARENESS *Attended Chamber of Commerce Business After Hours, Regional Business After Hours, Breakfast and Annual Luncheon. * Gave Presentation at the Annual Chamber Leaders Seminar on the Convention and Visitor's Program Initiated by the Chamber of Commerce. *Wrote Press Release for the Statesman about the Northwest Arkansas "Christmas Crusade for Kids". • • •• ti VOLUNTEER SUPPORT *Worked with the Convention and Visitor's Committee in the following areas: a) Attending Area Bus, Sport and Vacation Shows. b) Developing Convention Recruitment Video Tape. c) Helping Administer a Community Festival. d) Promoting and Encouraging Visitors Associated with the Southeastern Conference. e) Expanding the Convention Recruitment Program and Services with Area Hotels, Restaurants and Center for Continuing Education. *Coordinated and Took Minutes for the Advertising and Promotion Commission. *Participated in the Northwest Arkansas "Christmas Crusade for Kids" Gift/Donation Raising. *Attended Cranford Johnson Robinson Woods / University of Arkansas / Arkansas Industrial Development Commission's "Introduction to the Southeastern Conference" luncheon.