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Home My WebLink About1993-10-18 - MinutesGROUP: ADVERTISING & PROMOTION COMMISSION RETREAT DATE: October 18, 1993 PRESENT: Woody Bassett Fred Hanna Fred Vorsanger Bill Clodfelter Jim Waselues ABSENT: Coy Kaylor, Joe CALL TO ORDER: Steve Ward Marilyn Johnson Ben Mayes Susan Stirewalt Guests Fennel The meeting was called to order by Steve Ward at 9:00 a.m. at City Hall, Room 326. PROGRAM REVIEW - Marilyn Johnson reviewed the major issues identified by Commissioners in their 1992 retreat for 1993 and progress which made toward attaining those goals. ADVERTISING PLAN FOR 1994 - Susan Stirewalt indicated that the move toward event specific advertising has worked well in 1993. Focus on advertising in 1994 will again center on using the proximity to Branson and the bold newspaper graphic symbols. Blackwood Martin is presently doing a placement analysis. Response to television has not been cost effective. She requested the same advertising amount of $200,000 for 1994 and will present a Spring/Summer 6 month plan. An additional $2500 was requested to update photography. BUDGET REVIEW - Estimated revenue for 1994 is $740,000. FUNDING. REQUESTS FOR 1994 - Fred Vorsanger reminded the Commissioners that there will be no games in Pine Bluff or Little Rock for basketball. Some games will be on national television. Possibly this is a good chance for a weekend package to sell to out-of-town basketball fans. Commissioners reviewed the funding requests with the following recommendations: American College Theatre Festival - $3,000 Arkansas Air Museum - $50,000 Bus/Trolley - $61,500 Continuing Education Center - consider later from Reserve Fund • • Fayetteville Lakes Restoration Project - $25,000 contingent on matching funds Festivals - Autumnfest, Lights of the Ozarks, Music Festival of Arkansas, Springfest - $9,000 each (A determination of $20,000 grant for Lights of the Ozarks will be made in 1994) Sound system for Square - $10,000 Girls Softball Tournament - $10,000 Society for Preservation and Encouragement of Barbershop Singing in America - 0 Square Gardens/Dickson Street Parking Lots - $40,000 contingent on finding someone to be in charge. Representative of DFU, Dickson Street to make presentation Walton Arts Center (restaurant coop) - $4,000 Washington County Historical Society (4 corners ancestor fair) - $2,000 University Museum - $4,555 Contract with Chamber to administer A & P funds $100,000 Brochure reprint - $26,500 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% 67,710 22.20% November 51,254 68,243 33.15% 0 December 53,080 52,797 —0.53% 0 • Total $ 578,348 $ 659,193 13.98% $ 602,348 • 80 70 50 20 10 HMR Tax Collections By Month .111m- It \ HMRTAX January February March April May June July August September Oc ober November December 1991 ., ., 1992 1993 • City of Fayetteville, Arkansas Advertising & Promotion Commission Financial Report - Expenditures For the Ten Months Ending October 31, 1993 \A&PEXP Annual YID Budget Expenses Remaining City Advertising & Promotion (BMA) $ 200,000 $ 154,298 $ 45,702 Audit Expense 500 46 454 Collection Expense 26,972 24,094 2,878 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 AMA State Baseball Tournament 1 400 1,400 0 Henry Awards - Gov. Conference 500 500 0 Joe Marlin 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 Air Museum - Air Birds 1,690 1690 American Legion Wood Bat Classic 1,742 1,742 Girls Slow Pitch Softball Toumament 4,500 4,500 NW Ark. Horshoe Pitching Assoc. 2,800 2,800 Magnet Giveaways 1,313 1,313 NATA Advertising Subsidy 2,934 0 2,934 Museum Committee 2,000 2,019 (1 Lights of the Ozarks - Square Electrical 12,000 0 12,00 Appraisal - Dickson St. Parking Lots 3,000 3,000 Miscellaneous 71 71 Unobligated 4,620 0 4,620 New Brochures 30,000 31,377 (1,377) 800 Telephone Number 10,000 8,332 1668 Hub City Development 5,000 4,534 466 Festival Support Springiest 6,000 6,000 0 Music Festival 7,000 7,000 0 Autumnfest 6,000 6,000 0 Grant - tights of the Ozarks 25,000 5,000 20,000 Lights of the Ozarks - Square 5,760 0 5,760 Other Festival Support 240 0 240 Trol ey Veh cie & Equipment (2 Trolley/Buses) 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 50,000 0 Chamber of Commerce Contract 100,000 100,000 0 TOTAL $ 702 472 $ 425,838 $ 276,634 Advertising & Promotion Commission 1994 Recommended Budget Item 1994 Revenue Generated Year Ending Fund Balance Carryforward 1994 Total Revenue Available 1993 Projected $583,791 135,417 $719,208 1994 Budget $660,000 80,000 $740,000 Expenditures Public Notification (BMA Contract) Audit Expense Collection Expense Convention Development Convention Services 800 Telephone Number (Chamber of Commerce) Hub City Development Air Museum Chamber of Commerce Contract Trolley Program Festival Support: Springfest Music Festival Autumnfest Lights of the Ozarks Other - Brochures: University Museum Brochures Special Projects: Fay. Lakes Restoration Project Walton Arts Center Advertising 4 Corners Ancestor Fair Sound System - Downtown Square City Entrances Girl's Softball Tournament Square Gardens/Dickson Street Parking Maint. File Photo Updates American College Theatre Festival Mayors Conference on Tourism (Carryover) Unallocated Total Expenditure Request $200,000 46 28,734 55,000 0 10,000 4,534 50,000 100,000 84,000 6,000 7.000 6,000 22,760 240 31,377 39,000 $644,691 $200,000 100 30,000 0 5,000 10,000 0 50,000 100,000 61,500 9,000 9,000 9,000 9,000 0 4,555 30,000 25,000 4,000 2,000 10,000 2,100 --e6;QOb' 40,000 2,500 3,000 3,000 111,245 $740,000 v v v 1' v • ACTIVITY REPORT NOVEMBER, 1993 800 NUMBER October 1993: NA September 1992: 717 1993 YTD: 4858 + October 1992 YTD: 4504 INQUIRY RESPONSES Tourist - 249 1993 YTD - 4090 Advertising Response - 1747 1993 YTD - 17,823 Relocation - 303 1993 YTD - 3595 CONVENTION ACTIVITY Convention Information Packets - Ozark Literacy Society invited author Karen Ackerman Assisted Attended - Downtown Celebration of Lights ceremony GEM Downtown Fayetteville Unlimited meeting Interviews with Lois Ramey, Successful Meetings Dixie Walters, Arkansas Business Worked with Lights of the Ozarks Monthly Tours - master Calendar of Events printed in Northwest Arkansas Times Step on guide Wichita's Prairie Homestead Tour groups International Tours -(Tulsa) preplanning for May tour HMR COLLECTION COMPARISON September 1993: $67,710 September 1992: $55,410 Percent Increase 22.20% YTD 1993: $602,348 YTD 1992: $550,453 Percent Increase: 11.93% 1 BM$LA PRODUCTION ESTIMATE 1 (Park Brochure 10/21/93 City of Fayetteville Quantity 10m Phillips Little Rods Capitol 1,722 2,4754 Cont Planning/Research Con pt/copy/Edlt 780 Pre- ction Coord. Vided/Audio Edit/Direct Photo Art Direction Phots Research 520 PR/E nt Coord. Projt t Coord Des' n/ROughs ColoY Comps/Layouts Typefttng Illus t'on 1,040 Mach Joel° 400 1 Cara ra Work/Stats Dellv4ry/Travel 150 Total ency Services -910 Pho raPhY Se tions Ret00Ch Taler1t 2,880 V4s 380 0 0 0 1,850 StyIIrg/Makeup Location/Props Travel/Expenses Audio Production Videt Production Edld g • $ervlcessubtotal Agency Total • • 2,230 0 - 2,880 0 0 Supplier . Grand Total Prspared by Description: Conoept, design, and production fo a 12 x 18 brochure. Will inblude 10 to 12 photographs. Folds to match the size otthe City of Fayetteville brochure. 4 color process both sides on BOIb MOE stock. Subjdot to •/- 10%. Shipping not Included. Estimate subject to change after 30 dayo. Any divisions to approved copy will Incur additional costa. 1,722 0 0 0 0 6,842 Unit Coat 0.68 0 _. 0.00 0 0.00 0'.00 Approved by ; • • 10-21-93 TOTAL P.02 05:27PM P02