HomeMy WebLinkAbout1992-08-13 - MinutesConvention & Visitors Committee
Autust 13, 1992
10:00 a. m.
•
I. Call to Order
II. Minutes
III. Committee Reports
A. ADR/Occupancy Report - Dede Ellis
B . Autumnfest
C. Television Visitor's Guide - Diane Bostick
D . Newspaper Column - Ann Sugg
E . City convention video. update - Randy Rhine
F. A & P Report
IV. Old Business
A. Mayor's Conference - Sept. 28-29 - Susan
Stirewalt.
B . Calendar of Events
C. Governor's Conference bid for 1994 and 1995
V. New Business
A. Tour and Travel Shows 1993 - appoint
subcommittee
B . Chamber giveaway - appoint subcommittee
C. Objectives for 1993
D . Walton Arts Grand Opening September 25-26
E . Groundbreaking, Tourist Information Center,
Siloam Springs; August 31
VI. Other Business
A. Mt. Sequoyah video
•
City of Fayetteville, Arkansas
Advertising & Promotion Commission
Financial Report — Expenditures
For the Eight Months Ended August 31, 1992
\A&PEXP
Annual YTD
Budget Expenses
Public Notification $ 176,205 $ 89,332
Publications & Dues 100 0
Audit Expense 500 46
Collection Expense 21,400 16,939
Promotional Activities
Successful Meetings 25,508 21,216
Southern Living — All South 29,995 0
Springfest 6,000 0
Other 10,000 0
Special Projects 16,750 0
fra New Brochures 52,200 25,528
800 Telephone Number 15,500 5,333
Music Festival 5,600 5,300
Air Museum 50,000 50,000
409,758 213,694
Chamber of Commerce Contract 84,000
84,000
$ 493,758 $ 297,694
City of Fayetteville, Arkansas
Monthly HMR Tax Collections 1990-1992
1990 1991 1991 1992 1992
Total Total Change Over Total Change Over
HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year
January $ 40,918 $ 41.613 1.70% $ 50,826 22.14%
February 37,040 39,210 5.86% 44,489 13.46%
March 44,111 45,080 2.20% 48,140 6.79%
April 44,839 47,017 4.86% 58,202 23.79%
May 45,541 50,832 11.62% 55,172 8.54%
June 49,583 48,803 —1.57% 55,826 14.39%
July 46,845 49,145 4.91% 55,276 12.47%
August 51,797 47,284 —8.71% 55,539 17.46%
September 49,057 57,079 16.35% 0
October 49,132 47,951 —2.40% 0
November 48,833 51,254 4.96% 0
December 47,998 53,080 10.59% 0
Total $ 555,694 $ 578,348 4.08% $ 423,468
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70
HMR Tax Collections By Month
60 -
50 -
40 -
30
20
10-
0
January I March May July Septembe November'
February April June August October December
1990 1991 1992
1"El E
F:1 1 N ILLS
THE CITY OF FAYETTEVILLE, ARKANSAS
e•
TO: Fayetteville Advertising & Promotion Commission
FROM: Ben Mayes, Administrative Services Director
DATE: August 18, 1992
RE: Collection Rate for Hotel/Motel/Restaurant Taxes
At the August meeting of the Fayetteville Advertising & Promotion Commission meeting
a question was raised concerning the collection rate for the City's Hotel/Motel/Restaurant
(HMR) tax. The purpose of this memo is to provide information relating to that request.
As of June 30, 1992 there were ten businesses paying the HMR tax that would considered
hotels or motels. In addition, there were 131 establishments paying the restaurant portion
of the HMR tax. At the end of June none of the hotels or motels were in a delinquency
status and only six establishments were more than one month behind. It should be noted
that the establishments that are behind in tax payments tend to be those that are doing a
minimal amount of business. At this time, it is estimated that approximately $5,000 in
delinquent HMR taxes are owed to the City. This would represent less than 1% of
projected HMR tax revenues that are more than one month delinquent.
If you should have any further questions concerning this matter, please feel free to
contact me. Thank you.
BRM/bts
113 WEST MOUNTAIN 72701 501 521-7700
TO: FAYETTEVILLE ADVERTISING AND PROMOTION
COMMISSION
FROM: AUTUMNFEST, INC.
RE: FUNDING
CONTACT PERSON: BILL WALKER
PURPOSE: TO ADVERTISE AND PROMOTE THE GROWING
SUCCESS OF AUTUMNFEST
DATE OF EVENT: OCTOBER 9, 10, & 11
LOCATION: FAYETTEVILLE SQUARE
BACKGROUND AND HISTORY: 11 YEAR ANNUAL EVENT TO PROMOTE AND
DRAW REGIONAL ACTIVITY FOR THE
FAYETTEVILLE DOWNTOWN MERCHANTS
VISITOR DRAW: 15,000 PEOPLE
MEDIA EXPOSURE: REGIONAL RADIO, TELEVISION, AND
NEWSPRINT
IMAGE: NORTHWEST ARKANSAS' BEAUTIFUL AND UNIQUE
TRAVEL EXPERIENCE
MARKETING PLAN: TO EXPAND AUTUMNFEST INTO A STATEWIDE
AND REGIONAL DESTINATION POINT FOR
OVERNIGHT STAYS AND ENTERTAINMENT
MARKETING PLAN BUDGETS: SEE ATTACHED ENCLOSURE
FUNDING REQUEST: SPECIFICALLY EXPANDING THE ADVERTISING
AND PROMOTING THE EVENT SO THAT PROCEEDS
COULD BE USED IN AIDING THE DOWNTOWN
SQUARE FLOWER PROJECT, LOCAL CHARITIES,
AND AUTUMNFEST CONTINUATION. AMOUNT
REQUESTED: $6,000
General / Administrative
Advertising
Arts and Crafts
Chicken Cookoff
Concessions/vendors
Little Mr. & Miss Contest
Moonshiner Madness Marathon
T -Shirts
Steer roast, corporate
relays, kid's art
TOTALS
NET INCOME (Expense)
SURPLUS CASH 1990
CONTRIBUTIONS
CASH IN BANK
CONTRIBUTIONS TO DATE:
VCR TO NURSING HOME
IleUNITED WAY
DOWNTOWN ROTARY
1991 AUTUMNFEST
LNCOMF AND EXPENSES
JANUARY 24, 1992
Income Expenses
$0.00
1,350.00
1,450.00
0.00
4,956.67
330.00
850.00
2,640.10
$3,075.38
14630
0.00
100.00
1,884.67
0.00
483.21
4,301.59
$11,576.77 $9,991.55
$1,585.22
1,102.61
1,081.34
$1,606.49
$234.04
403.0
443A0
$1,081.34
Net
. ^.
($3,075.38)
$1,203.30
$1,450.00
($100.00)
$3,072.00
$330.00
$366.79
($1,661.49)
$1,585.22
........ ......
...............
........ ......
>i i$S:451:35
PROPOSAL TO:
PROPOSAL FROM:
SITUATION
Advertising & Promotion Commission
City of Fayetteville
Convention & Visitors Development Committee
Diane L. Bostick, Subcommittee Chair
Fayetteville Chamber of Commerce
September 2, 1992
The Convention & Visitors Development Committee recognizes a need to provide information to
visitors to Fayetteville as well as residents of our city about the interesting, educational and fun
places to visit right here in Fayetteville. The "attractions" we have in Fayetteville need to be publi-
cized, and visitors to the city need to know what there is to do and how to get there.
PROPOSAL
The Convention & Visitors Development Committee proposes to produce a television "Vis tors
Guide" of approximately 5-6 minutes in length which will highlight several Fayetteville attractions.
The video will be broadcast on ACCESS 4 television at regularly scheduled times, and as 'fill-in"
when time is available. The goal of the video is to acquaint (1) visitors to Fayetteville and (2)
residents of Fayetteville with places of interest they may want to visit.
The Committee consensus is that if we "introduce" people to our attractions by way of a video we
can show them why they will enjoy visiting these places, which will increase their interest and
motivation to do so.
PLAN OF ACTION
The Committee plans to use these attractions in the video:
1. University of Arkansas Museum
2. Walton Arts Center
3. Arkansas Air Museum
4. Fayetteville Square/Farmers Market
5. Headquarters House
6. Old Main
Our goal is to keep the video, including introduction and conclusion, under 6 minutes. We will add
seasonal events, such as Autumnfest and Springfest, to the video on a quarterly basis.
The Committee has discussed the project with the City Cable Administrator, who will continue to be
involved as the project progresses. The Board of ACCESS 4 has been informed of the Committee's
intentions to produce the video, and both the Cable Administrator and the ACCESS 4 Board agree to
make the video broadcast possible on a regularly scheduled basis, and as possible when other times
may be open on the public access channel.
We will also work with the Fayetteville hotels to make sure that either the cable video is accessible
to guests, or that a copy of the video will be given to the hotel to run on their in-house channel or
VCR setup.
(more)
Proposal to Advertising & Promotion Commission
September 2, 1992
Page Two
The video will be produced in a "tour" format, with a tour guide who will narrate the video, showing
how you get to each attraction, and then taking the TV viewer through a short tour of the highlights
of each location. The guide will also provide information on times/days of operation, prices where
appropnate, and phone numbers for further information.
TIMELINE FOR PROJECT
September/October: Write script and storyboard the video
November: Produce the video
November/December: Begin airing the video
May 1993: Evaluate the effectiveness of the video, and report back to A&P
Bid Requests for production of the video were sent to Ozark Film & Video, KHOG TV 29, KFSM
TV 5, Fayetteville Open Channel, and ACCESS 4. Bids were received from Ozark Film & Video,
Fayetteville Open Channel, and ACCESS 4. We propose to have ACCESS 4 produce the video,
since they were the lowest bidder on the project.
41110 BUDGET FOR THE TV VISITORS GUIDE
1. Writing the script and storyboarding the video:
2. Tour guide talent
3. Production of the video:
4. Copies of the video:
5. Append additional footage
Total Cost
$ 0.00 (by committee members)
$ 250.00
$ 526.50
$ 160.00 (ten copies)
$ 63.50
$ 1,000.00
BENEFITS OF PROJECT
1. The Fayetteville attractions will receive publicity which will increase visits to their locations.
2. Fayetteville residents will become more informed about what is available to do here. This will
provide these benefits:
1. More Fayetteville residents will visit the attractions.
2. Residents will be knowledgeable about the attractions, and can pass this information on to
visitors.
3. Visitors will have more information on what there is to do in Fayetteville.
OilThe Convention & Visitors Development Committee respectfully requests that the Advertising &
Promotion Commission consider funding of this project.
AN APPEAL FROM THE WASHINGTON COUNTY HISTORICAL SOCIETY
The Washington County Historical Society lays claim to being the
source of some of the main tourist attractions in Fayetteville, and we
need monetary help to continue our work.
Through our efforts, we were the main driving force in getting the
Washington/Willow Historic District designated --hope you've all noticed
the superb restorations that have been accomplished there by individuals.
We take credit for saving
than $20,000 and hundreds
til the county sold it to
great job of restoration.
the Old Jail from being razed, costing us more
of volunteer labor hours to keep it intact un -
some entrepreneurs from Rogers who did their
By the way, we received no remuneration from
the county for our efforts.
We raised the funds (receiving some monies through a Federal grant)
to buy and restore Ridge House, reputedly the oldest home in Fayetteville.
It is now a self-sustaining rental property on Center Street. The pre-
sent clapboard structure covers a log cabin purchased by Sarah Ridge
when she fled Oklahoma Territory, following the assassination of her
husband who was blamed for the Trail of Tears journey out of Georgia
by the Cherokee and other tribes into the desolation of the government's
gift of land to them. All this history was destined to become a parking
lot for the church and funeral home west and east of it.
In 1986 we began what we called "Future Heritage". The grounds at
118 East Dickson Street were in sad shape, the front walk laid of the
original bricks made on the grounds in 1853 was becoming a daring
challenge for visitors to navigate. Our endeavor was to make a
gardened landscape based on a diary by Marian Tebbetts Bane, daughter
of Jonas Tebbetts who built the home. We started to raise $100,000,
planning to leave us $50,000 as an endowment to maintain our effortts
into the future.
Page 2
We fell short of our goal, raising about $65,000, so with cost
overruns we were never able to have a "kitty" to help with our mainten-
ance problems. These, of course, have risen over the years. Original
projections led us to believe we could get by with $350 a month to
keep the grounds up to their attractive best. But funds needed now
are $6,500 a year, including watering during drought conditions.
The years 1991-92 presented us with another preservation opportunity.
We were given Archibald Yell's law office/library by the Bryan Walker
estate. Fayetteville Historic Preservation, Inc. granted us $5,000 for
the move only. The Society has spent $8,000 to date. We have yet to
complete restoration of the exterior siding and rebuilding the porch,
plus painting the structure and redoing the landscaping thereabouts.
Built in 1834 approximately, it is one of the oldest extant shelters
in Arkansas, and being connected with the life of one of our state's
most famous citizens makes it an enticing tourist attraction. We've
estimated we need an additional $4,925 to do a proper job by Mr. Yell.
This year has devastated our budget. At 118 East Dickson Street
a huge maple was blown over and had to be removed. Our famous Princess
Tree, believed to be the largest and oldest in Arkansas, was stripped
of two large limbs by one storm. What remained threatened a triangle
of telephone and power lines, so SWEPCO cut it down for us. Both
trees will have to be replaced for the continuing beauty of our his-
toric grounds.
Through a donation from a generous member and an exceptionally
low bid from a painter, Headquarters House is getting a very much
needed paint job. Our 22nd Annual Ice Cream Social provided a most
disappointing return for our efforts in August.
The whole point of this appeal is to present our case as an
Page 3
outstanding tourist attraction for Fayetteville. Our guest lists show
we attract people from all over. Members of the Society live in all 50
states. They and their friends take advantage of our genealogy service
and photo collection on visits to see these historic sites. School
children are excited by actually going through and touching history.
We sorely need help to continue. We've been denied assistance by
the Arkansas Historic Preservation group in Little Rock. Reason given:
this year's fund was not to be used for building projects, but for
educational purposes only. This decision came to us after they had
all but granted the money for the Yell restoration as we entertained
them and the President's Commission on Civil War Battlefields one Friday
evening at Headquarters House.
For many years we received an annual stipend from Washington County
Quorum Court, but in the last five years the J. P.s have denied us any
help because we do not serve any social service by their definition.
Our most urgent needs can be covered by $11,425. As we have
stated, this has been as bad a twelve month financial ordeal as we
have endured since being activated in 1951.
If you have any questions about our needs and/or plans for these
funds, please ask us.