HomeMy WebLinkAbout1993-04-14 - MinutesN
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GROUP: ADVERTISING & PROMOTION COMMISSION
DATE: April 14, 1993
PRESENT: Coy Kaylor Steve Ward
Bill Clodfelter Marilyn Johnson
Joe Fennel Susan Stirewalt
Fred Hanna
Fred Vorsanger
ABSENT: Jim Waselues, Woody Bassett
OTHERS PRESENT: Ron Wood, Phyllis Rice, John Kalaglias,
Smitty O'Laughlin, Don Bearden, Bill Ackerman, Leanne Donner,
and Rick Guyton.
CALL TO ORDER:
The meeting was called to order by Chairman Coy Kaylor at
12:25 p.m. at the Clarion Inn.
MONTHLY REPORTS:
MINUTES: Motion by Vorsanger, second by Fennel to approve
the minutes as mailed. Motion carried.
FINANCIAL: Marilyn Johnson presented the financial report.
All bills are reflected in the report except Blackwood
Martin's bill for March of $30,934.14 that
includes Spring advertising placement. All funds are
within budget. $142,575 remains in unobligated funds
for Special Projects. Moved by Vorsanger, second by
Clodfelter to approve budget. Motion carried.
ACTIVITY REPORT: Marilyn Johnson reported on the following:
1) March 800# calls had 377 calls compared with last
year's 131 calls. Reflection of any increase for 24
hour coverage with Voice Mail will be reflected in
April bill..
2) Convention activity was mainly in providing
information packets for conventions in town.
Activity in soliciting conventions will be increased
in April.
3) She attended the Governor's Conference on Tourism in
Little Rock.
4) Responses to tourist and relocation inquiries showed
a tremendous increase in March. Brochure supply has
been exhausted.
FIRST QUARTER REPORT TO COMMISSION: Steve Ward presented the
report of activities related to the Chamber of Commerce
contract with the A & P Commission.
1) Ten conventions were booked in the first quarter.
2) Marilyn has done an excellent job working with local
facilities and regional activities.
3) Tourism activity video has been completed and
convention recruitment video has been edited.
4) Calendar of events has been developed and networking
with community agencies started.
5) Quarterly budget expenditures are $20,856.02 of
$50,000 allocated.
6) Marilyn is working well with commissioners and has
fit well in Chamber office structure.
Fred Vorsanger commented that this was the best quarterly
report he had seen in the five years he had been on the
Commission. The report was very comprehensive and the
activities completed in 90 days were pretty impressive. He
indicated that to get the Women's NCAA Tournament for March
of '94 his contact had said that the key person in working to
obtain that tournament was Marilyn Johnson. Motion by Hanna,
second by Vorsanger to approve the 1st quarter report.
Motion carried.
BLACKWOOD MARTIN AGENCY REPORT - Susan Stirewalt reported for
the agency on the following:
1) The winner of the Arkansas Times vacation giveaway
was Pamela Perez of Arkadelphia. Though the weather
for Springfest did not cooperate. She and her
husband did enjoy themselves. A Thank You card from
Perez was circulated.
2) Arkansas Times response was 644 inquiries which is
a very cost effective response to the ad.
3) New image brochure was shown. Companion pieces were
shown. Goal is to make one look and tie all
brochures together. Copy for new image brochure was
reviewed.
Motion by Vorsanger, second by Fennel to approve brochure and
concept of companion brochures. Motion carried.
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OLD BUSINESS:
MAYOR'S CONFERENCE ON TOURISM - Marilyn reported on
conference. Format, publicity, and information was great;
however, attendance was not as large as we would have liked.
Good response from participants who attended.. Conference
will be held again in September. Some changes will be made
in scheduling more than one session per day and personal
contact with restaurant and hotel managers to encourage more
attendance. Motion by Vorsanger, second by Fennel to
approve up to $4000 allocation for Mayor's Conference on
Tourism. Motion carried.
NEW BUSINESS:
ARKANSAS POULTRY SYMPOSIUM - Steve Ward presented proposal
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requesting $3000 for help in funding Poultry Symposium at the
Hilton April 12-14, 1993. This request was presented last
year to the Commission; however, minutes did not reflect
Commission action. Motion by Vorsanger, second by
Clodfelter to approve $2000 of request. Motion carried.
AGENCY REVIEW - Commission will review Blackwood Martin at
their regular Commission meeting in May.
AIRPORT BROCHURE RACK - Space has been allocated in the
airport terminal for a rack to distribute Fayetteville
tourism information. Motion by Hanna, second by Vorsanger to
get estimate of cost of building brochure rack. Motion
carried.
OTHER BUSINESS:
WASHINGTON COUNTY HISTORICAL SOCIETY - Because Keith Newhouse
was ill, Fred Vorsanger presented a request from the
Washington Country Historical Society for $1200 to pay for
reprinting 5,000 copies of their Headquarters House brochure.
Motion by Vorsanger, second by Hanna to approve the funding
request and ask the Washington County Historical Society to
update the Fayetteville logo and print "paid for by
Fayetteville Advertising and Promotion Commission" on the
brochure. Historical Society should check with Blackwood
Martin regarding the logo. Motion carried.
ARKANSAS YOUTH CLASSIC NATIONAL INVITATIONAL TOURNAMENT
(Girls Slow Pitch Softball Tournament) - June 5-6, 1993.
Bill Ackerman and Leanne Donner presented a request for $4500
for sanctioning fee, trophies, and expenses for umpires,
scorekeepers, and balls. Motion by Hanna, second by
Vorsanger to approve request and asked that a list of
Fayetteville hotels be sent to registering teams. Motion
carried.
ARKANSAS AIR MUSEUM - John Kalaglias presented a request for
$1690 to pay for fuel for 3 vintage aircraft (B-29, B-24, C-
26) to be at the Air Museum from May 24-30, 1993. Hotels have
donated lodging and rental agencies have donated cars for
pilots from Confederate Air Force. Motion by Vorsanger,
second by Hanna to approve request. Motion carried.
FAYETTEVILLE AMERICAN LEGION WOOD BAT CLASSIC - July 9-10,
1993. Rick Guyton presented a request for $1,742 to pay for
wood bats and empire expenses. Motion by Vorsanger, second
by Fennel to approve request. Motion carried. Guyton
announced that the Hiland Dairy team was the state champion
last year and would play every weekend in June and July on
their home field.
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ANNOUNCEMENTS:
National Tourism Week will be celebrated May 2-8, 1993.
Robert Corotto (The Add Sheet)_ is chairman. He is working
with the Convention and Visitor's Committee.
There being no further business, the meeting was adjourned.
Respectfully submitted,
Marilyn Johnson
Director
Convention and Visitor Development
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City of Fayetteville, Arkansas
Monthly HMR Tax Collections 1991-1993
O.
1991 1992 1992 1993 1993
Total Total Change Over Total Change Over
HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year
January $ 41,613 $ 50,826 22 14% $ 54,149 6.54%
February 39,210 44,489 13.46% 51,929 16.72%
March 45,080 48,140 6.79% 54,606 13.43%
April 47,017 58,202 23.79% 61,155 5.07%
May 50,832 55,172 8.54% 0
June 48,803 55,826 14.39% 0
July 49,145 55,276 12.47% 0
August 47,284 55,539 17.46% 0
September 57,079 59,275 3.85% 0
October 47,951 55,410 15.55% 0
November 51,254 68,243 33 15% 0
December 53,080 52,797 -0.53% 0
ell Total $ 578,348 $ 659,193 13.98% $ 221,839
e
80
70
50
40
30
20
0
HMR Tax Collections By Month
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\HMRTAX
January February Match April M y lune July August September Oc ober November December
1991 ?1992 1993
City of Fayetteville, Arkansas
Advertising & Promotion Commission
Financial Report - Expenditures
For the Four Months Ending April 30, 1993
\A&PEXP
Annual YTD
Budget Expenses Remaining
City Advertising & Promotion $ 200,000 $ 62,134 $ 137,866
Audit Expense 500 0 500
Collection Expense 26,972 8,874 18,098
Convention Development 90,000 0 90,000
Convention Services 5,000 0 5,000
Special Projects
KUAF 2,500 2,500 0
Square Tree Replacement 1,000 1,000 0
AAAA State Baseball Tournament 1,400 1,400 0
Henry Awards - Gov. Conference 500 500 0
**Joe Martin Memorial Stage Race 1,025 1,025 0
Attractions Video Production 1,000 0 1,000
Arkansas Poultry Federation 2,000 2,000 0
Mayor's Conference on Tourism 4,000 1,437 2,563
Headquarter House Brochures 1,200 1,200 0
Air Museum - Air Birds 1,690 1,690 0
American Legion Wood Bat Classic 1,742 1 742 0
Unobligated 131,943 0 131,943
New Brochures 15,000 0 15,000
800 Telephone Number 10,000 3,332 6,668
Hub City Development 5,000 0 5,000
Festival Support
Springfest 6,000 6,000 0
Music Festival 7,000 7,000 0
Other Festival Support 37,000 0 37,000
Air Museum 50,000 25,000 25,000
Chamber of Commerce Contract 100,000 75,000 25,000
TOTAL $ 702,472 $ 201,834 $ 500,638
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ACTIVITY REPORT
May, 1993
800 NUMBER
April 1993: 1328 April 1992: 870
1993 YTD: 2098 1992 YTD: 1307
INQUIRY RESPONSES
Tourist - 832
Advertising Response - 4482
Relocation - 632
1993 YTD - 2297
1993 YTD - 9318
1993 YTD - 1623
CONVENTION ACTIVITY
Convention Gift Packets -
Ozark Triathalon (100)
Elderhostel (300)
Center for Arkansas and Regional Studies (20)
Bid Assistance -
Altrusa - 1996 convention
Regional American Legion Baseball Tournament '94
Alpha Chi Sigma (chemistry fraternity)
Assisted - Arkansas Hospitality Assoc. Spring Trade Show
Hosted travel writers - Adelle and Gene Malott (Reno, NV)
Revised Ozark Experience Tours, All Season Trail, and Dining
and Lodging Guide brochures
HMR COLLECTION COMPARISON
April 1993: $61,155 April 1992: $58,202
Percent Increase 5.07%
YTD 1993: $221,839 YTD 1992: $201,657
Percent Increase: 98
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June 8, 1993
TO: A & P Commissioners
FROM: Joe Fennel, chairman Funding Subcommittee
Our subcommittee met on June 7, 1993 and present the
following recommendations regarding special project funding:
1. Funding for annual events in amounts larger than $2000
will be received in October and reviewed by the
Commission only once a year so that the Commission can
budget accordingly.
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2. Requests for funding will be reviewed by the Director of
Convention and Visitor Development and a recommendation
will be made based on guideline formula. The request will
then be presented to the Funding Subcommittee who will
make a recommendation to the A & P Commission.
3. Only bills will be paid. They will be submitted to the
Director of Convention and Visitor Development. No
checks will be written directly to the organization
requesting assistance.
4. Funding Ceiling Guideline:
$1.30 x persons expected x no. of days
funding
amount of
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Arkansas
Code 26-75-602 reads:
(c) The
any
in t
(A)
(B)
tax authorized in this subchapter shall be upon
one (1) or more of the following, as specified
he levying ordinance:
Hotel, motel rental
The portion of the gross receipts or gross
proceeds received by restaurants, cafes,
cafeterias, delis, drive-in restaurants, carry-
out restaurants, concession stands, convenience
stores, grocery store -restaurants, and similar
businesses as shall be defined in the levying
ordinance, from the sale of prepared food and
beverages for on or off -premise consumption, but
such tax shall not apply to such gross receipts
or gross proceeds of orgnaizations qulaified
under section 501(c)(3) of the federal Internal
Revenue Code.
Fayetteville Ordinance 2310 (the levying ordinance) reads:
Section 1. There is hereby levied, effective April 1, 1977,
a tax of one per cent (the "tax") upon the gross receipts
from the renting, leasing or otherwise furnishing of hotel or
motel accommodations for profit in the City and upon the
gross receipts of restaurants, cafes, cafeterias and all
other establishments engaged in the business of selling
prepared food for consumption on the premises of such
establishments in the City.
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The following are not on the HMR taxpayer list and will not
appear in the 1993 Dining Guide:
Acropolis NWA Mall 443-2261
Chinese Cafe NWA Mall
Domino's 1000 N. Garland 521-3600
Eureka Pizza 826 N. Leverett 443-7777
Good Stuff NWA Mall
Great American Cookie Company NWA Mall
Hot Dog Castle NWA Mall
Lindsey Merchantile Hwy 265 & 45
Little Italy NWA Mall
King Pizza 826 N. Leverett
Little Caesar's Pizza Pizza 908-H Rolling Hills 443-9595
Mai's Express 1525 S. School Ave. 443-0029
Mr. Burger 5
Mrs. Kitty's Kitchen 34 S. Main 442-6491
Rally's 1509 W. 6th 443-9500
Rally's N. College
Soup Salad & Subs NWA Mall 443-6699
Tacos and Spuds NWA Mall 443-0281