HomeMy WebLinkAbout1993-05-10 - Minutesr
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GROUP:
DATE:
PRESENT:
ADVERTISING & PROMOTION COMMISSION
May 10, 1993
Coy Kaylor
Bill Clodfelter
Joe Fennel
Jim Waselues
Fred Hanna
ABSENT: None
Fred Vorsanger
Woody Bassett
Steve Ward
Marilyn Johnson
Susan Stirewalt
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Ben Mayes
OTHERS PRESENT: Gary Weidner, Todd Bruck, Ron Wood, Jennifer
Pennington, Eugene Payton, Smitty O'Laughlin, Don Bearden,
Bill Mitchell, Susan Jones-Cearley
CALL TO ORDER:
The meeting was called to order by Chairman Coy Kaylor at
2:10 p.m. at City Hall, Room 326.
MONTHLY REPORTS:
MINUTES: Motion by Vorsanger, second by Hanna to approve the
minutes as mailed. Motion carried.
FINANCIAL: Ben Mayes presented the financial report. HMR
collections were up 5.7% over March, 1992 collections.
Year to date increase is up about 9%. Year to date
expenses are $201,834. Marilyn Johnson reported that
bills in the amount of approximately $38,000 have been
submitted to be processed since the end of March.
Motion by Kaylor, second by Vorsanger to approve the
financial report. Motion carried.
After discussion of new brochure costs, a motion was
made by Clodfelter, second by Hanna for a budget
adjustment to move $15,000 from Special Projects to New
Brochures. Motion carried. New brochures budget will
now be $30,000.
Motion by Vorsanger, second by Bassett to subsidize
Northwest Arkansas Tourism Association (NATA) Tour Guide
advertising for HMR taxpayers 30% of ad costs for a
maximum of 3 pages of advertising. Fayetteville A & P
will have one full page ad in addition to this.
ACTIVITY REPORT: Marilyn Johnson reported on the following:
1) March 800# calls had 1328 calls compared with last
year's 870 calls. This reflects the increase for 24
hour coverage with Voice Mail. Year to date calls
show an increase of 791 calls (38%) over last year.
2) Convention activity included providing information
packets for conventions in town. Bid assistance was
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provided for '96 Altrusa convention, '94 Regional
American Legion Baseball Tournament, and Alphi Chi
Sigma (chemistry fraternity) convention.
3) A Production Services Guide was completed for the
Arkansas Motion Picture Office.
4) Assistance was provided and volunteers were
recruited for the Arkansas Hospitality Trade Show in
April which was held at the Springdale Holiday Inn.
5) Travel writers from Reno, Nevada were hosted.
6) Ozark Experience Tours, All Season Trail, and Dining
and Lodging Guides were revised.
7) Six volunteers were recruited to stuff envelopes to
fulfill 5,000 requests when new brochure was
delivered on April 30.
Motion by Hanna, second by Vorsanger to approve activity
report. Motion carried.
BLACKWOOD MARTIN AGENCY REPORT - Susan Stirewalt reported for
the agency that the Headquarters for the Ozark Experience
brochure was complete. The All Seasons Trail and the Ozark
Experience Tours brochures will be delivered on May 17. The
Dining and Lodging guide is having the cover designed.
Motion by Bassett, second by Waseleus to accept Agency
report. Motion carried.
OLD BUSINESS:
Joe Fennel expressed concern for the amount of funds which
the A & P was investing in individual conventions which have
requested assistance. He asked that the request for funding
criteria be reviewed. Steve Ward suggested that a formula
based on occupancy or funding per person might be considered.
A recap on expenditure of funds should be required.
Kaylor appointed a committee to review the process. Fennel
will chair committee. Members are Waselues, Clodfelter, and
Kaylor.
Vorsanger asked that the committee consider what happens if
after A & P commission provides seed money the organization
makes a profit?
NEW BUSINESS:
NORTHWEST ARKANSAS HORSESHOE PITCHING ASSOCIATION - Eugene
Payton presented a funding request for $2,800 to pay for
construction materials to build 20 horseshoe pits at Walker
Park. They will host the state horseshoe pitching tournament
in Fayetteville on Labor Day weekend (September 4-6) and
expect 450 people. Motion by Bassett, second by Vorsanger to
approve request. Motion carried.
AUTUMNFEST - Marilyn Johnson presented a proposal from the
• Autumnfest Committee requesting the A & P Commission provide
$10,768.61 for regional advertising. Discussion followed
regarding funding as compared with Springfest funding.
Motion by Bassett, second by Vorsanger to fund $6,000 of the
request since that is the amount Springfest was funded.
Motion carried.
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AIRPORT BROCHURE RACK - Quote was presented for display rack
at the airport ($495). Motion by Hanna, second by
Clodfelter to allocate funds not to exceed $495 for airport
brochure rack. Motion carried.
AGENCY REVIEW - Susan Stirewalt reviewed material included in
agenda regarding agency activity July 1992 -April 1993 for
Commissioners. Commissioners indicated they were pleased
with the performance of the agency. Motion by Bassett to
retain Blackwood Martin as the A & P agency, second by
Vorsanger. Motion carried.
Motion to adjourn by Hanna, second by Fennel. Motion
carried. Meeting adjourned at 3:35 p.m.
Respectfully submitted,
Yleithitt-rj9544-114-ter-r—d
Marilyn Johnson
Director
Convention and Visitor Development