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Home My WebLink About1993-09-20 - MinutesGROUP: DATE: PRESENT: ABSENT: ADVERTISING & PROMOTION COMMISSION September 20, 1993 Coy Kaylor Joe Fennel Fred Hanna Fred Vorsanger Bill Clodfelter Jim Waselues CALL TO ORDER: Woody Bassett Steve Ward Marilyn Johnson Brain Swain Susan Stirewalt The meeting was called to order by Chairman 2:00 p.m. at City Hall, Room 326. MONTHLY REPORTS: Coy Kaylor at MINUTES: Motion by Vorsanger, second by Hanna to approve the minutes as mailed. Motion carried. FINANCIAL: Brian Swain presented the financial report. HMR collections increased 22.18% over 1992 with collections of $70,637 in August. Large increase is due in part to payment of HMR tax to the state by a large restaurant and the delayed reimbursement to the A & P. Year to date increase is up about 7%. Budget total expenses to date are $377,901. Motion by Vorsanger, second by Hanna to approve the financial report. Motion carried. ACTIVITY REPORT: Marilyn Johnson requested that Commissioners review Convention Visitor Activity report distributed with their agenda. She reviewed activities of Autumnfest and Lights of the Ozarks. Moved by Hanna, second by Clodfelter to approve the Convention Visitor Report. Motion carried. BLACKWOOD MARTIN AGENCY REPORT - Susan Stirewalt reported for the agency that they have placed fall ads and have worked with Autumnfest and Lights of the Ozarks. Motion by Vorsanger, second by Bassett to approve agenda report. Motion carried. OLD BUSINESS: CONVENTION FEASIBILITY STUDY - Proposals were received from Wittenberg, Deloney & Davidson (Coopers & Lybrand and Thompson Ventulett Stainback & Associates); Hammer, Siler, George Associates; and Perry L. Butcher & Associates (Rosser Fabrap and KPMG Peat Marwick). Kirk Dupps has also offered to sell the A & P Commission the study that was done for the Benton county group. Discussion followed and it was the concensus of the Commissioners that they were not ready to choose a firm at this time. Moved by Vorsanger that the Commissioners come to the next meeting with a plan to proceed. He recommended that the point system tally sheet be provided the commissioners and that they have a report on the Benton county study. Second by Hanna. Motion carried. TROLLEY/FAYETTEVILLE BUS PROPOSAL - Marilyn Johnson reported on a meeting of the "Ad hoc committee on transportation and economic stimulation for historic downtown Fayetteville" as well as a meeting she had with the Mayor, Ron Bumpass and city staff. A proposed two year budget was presented to purchase and operate two buses (handicapped accessible). Motion by Hanna, second by Bassett to allocate up to $87,000 to purchase buses for the first year. Motion carried. DICKSON STREET PARKING PROPOSAL - Richard Shewmaker presented an appraisal for property in proposal. An opinion from City Attorney Jerry Rose was distributed. No legal opinion exists for use of HMR for parking lots not associated with convention facilities. The Mayor suggested that an Attorney General's opinion could be requested. Bassett said he was committed to spending the necessary amount of money for a public sports and recreation complex before considering spending money on parking lots; that he wanted to know where we are going on a convention center proposal; that he was concerned on the legality of the parking lot proposal; that a comprehensive study on long term solutions to the parking problem was needed. Discussion followed. Motion by Bassett to pay $3,000 for appraisal from Associated Appraisers, Inc. Second by Vorsanger. Motion carried. FAYETTEVILLE SONG - Commissioners listened to four songs presented by Frank Starr, Starr Records. No motion was received. MUSEUM COLLECTION VISIT - Kit Williams, Roger Haney, Vince Laubaugh, and Jack Springborn went to California to view collection of Mr. Laubaugh's uncle who has offered the collection to the City. It is anticipated that this will be a joint City/County project with collection being housed in the Old Courthouse. Fayetteville is his first choice, San Diego State is the second choice. • Motion by Vorsanger, second by Hanna to reimburse up to $2,000 for expenses of trip for organizational committee. Motion carried. LIGHTS OF THE OZARKS - The City of Fayetteville requested the A & P to contract with them for $12,000 to have electrical work in Downtown Square area done and to pay for $5,760 for lights and light panels for square area. Motion by Vorsanger to approve request for $17,760, second by Bassett. Motion carried. FESTIVAL FUNDING - Bill Walker requested that the A & P support and endorse festival administration funding through a line item in the Chamber contract. Commissioners were supportive of the concept. Marilyn suggested that this could be done administratively through the Chamber contract. OTHER BUSINESS Bob McKee, a resident of City Lake Road, spoke against locating the Sports and Recreation Complex in the Industrial Park and requested that citizens be notified of the Sports and Recreational Complex plan. He recommended that the best location would be with the population growth to the northwest, smaller clusters of ball parks, and that other sports be considered such as horseback riding, etc. Bassett told him that his concerns were valid and that the plans for the Complex were only preliminary and there was at this time no concrete plans. Lyn Edens is in charge of the city committee investigating the idea. PLANNING RETREAT - Commissioners were reminded that October was traditionally the time for planning directions for 1994 and setting of the budget. Commissioners indicated that they would like to do that on their regular meeting date instead of setting a special meeting. There being no further business, the meeting was adjourned at 4:00 p.m. Respectfully submitted, Marilyn Johnson Director Convention and Visitor Development City of Fayetteville, Arkansas Monthly HMR Tax Collections 1991-1993 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% 58,564 6.15% June 48,803 55,826 14.39% 57,092 2.27% July 49,145 55,276 12.47% 58,219 5.32% August 47,284 55,539 17.46% 70,637 27.18% September 57,079 59,275 3.85% 68,287 15.20% October 47,951 55,410 15.55% 0 November 51,254 68,243 33.15% 0 December 53,080 52,797 —0.53% 0 Total $ 578,348 $ 659,193 13.98% $ 534,638 80 70 50 30 20 10 HMR Tax Collections By Month January February March April May June 3 ly August September October November December \HMRTAX 1991 1992 1993 City of Fayetteville, Arkansas Advertising & Promotion Commission Financial Report - Expenditures For the Nine Months Ending September 30, 1993 \A&PEXP Annual YID Budget Expenses Remaining City Advertising & Promotion (BMA) $ 200,000 $ 140,461 $ 59 539 Audit Expense 500 46 454 Collection Expense 26,972 21386 5,586 Convention Development 90,000 0 90,000 Convention Services 5,000 0 5,000 Special Projects INAF 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 710 710 0 Arkansas Poultry Federation 2,000 2,000 0 Mayor's Conference on Tourism 3,995 1,687 2,308 Headquarter House Brochures 1,200 1,200 0 t Air Museum - Air Birds 1,690 1,690 0 fm Aerican Legion Wood Bat Classic 1,742 1,742 0 Girls Slow Pitch Softball Tournament 4,500 4,500 0 NW Ark. Hotshoe Pitching Assoc. 2,800 2,800 0 Magnet Giveaways 1,313 1,313 0 + NATA Advertising Subsidy 2,934 0 2,934 Museum Committee 2,000 1,728 272 Lights of the Ozarks - Square Electrical 12,000 0 12,000 Appraisal - Dickson St. Parking Lots 3,000 3,000 0 Miscellaneous 71 71 0 Unobligated 4,620 0 4,620 New Brochures 30,000 311377 (1377) 800 Telephone Number 10,000 7,499 2,501 Hub City Development 5,000 4 534 466 Festival Support Springfest * 4170° 6,000 6,000 0 Music Festival4 i31 7,000 7,000 0 Autumnfestt 4,3 00 6,000 6,000 0 Grant - Ughts of the Ozarks + 175/ 75° 25,000 5,000 20,000 Lights of the Ozarks - Square 5,760 0 5,760 Other Festival Support 240 0 240 Trolley Vehicle & Equipment (2TrolleyBuses) 70,000 0 70,000 Gas & Oil (Maintenance) 400 0 400 Salaries & Wages 6,600 0 6,600 Benefits 1,700 0 1,700 Workers Compensation 400 0 400 Uniforms & Personal Equipment 400 0 400 Custom Paint - Trolley(s) 4,500 0 4,500 Air Museum 50,000 37,500 12,500 Chamber of Commerce Contract 100,000 100,000 0 TOTAL 6 $ 702,472 $ 395,669 $ 306,803 • • ACTIVITY REPORT OCTOBER, 1993 800 NUMBER September 1993: 515 1993 YTD: 4858 For several days this month, we because of a change from MCI to September 1992: 810 1992 YTD: 3787 were without 800 service A T & T. INQUIRY RESPONSES Tourist - 307 Advertising Response - 747 Relocation - 333 1993 YTD - 3841 1993 YTD - 16,076 1993 YTD - 3292 CONVENTION ACTIVITY Provided information for state Calendar of Events for 1994 Convention Information Packets - World Championship Striper Tournament - 200 Assisted - Lights of the Ozarks seminars Attended - Life Underwriters - speech Downtown Fayetteville Unlimited meeting Northwest Arkansas Tourism meeting Worked with Autumnfest and Lights of the Ozarks Monthly master Calendar of Events printed in Northwest Arkansas Times HMR COLLECTION COMPARISON September 1993: $68,287 September 1992: $59,275 Percent Increase 15.20% YTD 1993: $534,638 YTD 1992: $482,743 Percent Increase: 10.75%