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Home My WebLink About1994-06-13 - MinutesGROUP: ADVERTISING & DATE: June 13, 1994 PRESENT: Coy Kaylor Joe Fennel Woody Bassett Jon Davidson Linda McBride Jim Waselues PROMOTION COMMISSION Susan Stirewalt Ben Mayes Marilyn Johnson Steve Ward ABSENT: Fred Hanna CALL TO ORDER: The meeting was called to order by Chairman Coy Kaylor 2:00 p.m. at the Chamber of Commerce. MONTHLY REPORTS: at MINUTES Moved by McBride, second by Waselues to approve the minutes of the May meeting. Motion carried. FINANCIAL Ben Mayes presented the financial report for May. HMR collections were $72,077 in May, an increase of 23.08% over 1993 collections. Total year to date collections are $338,036, an increase of 20.55%. May expenditures were $253,707. Year to date expenditures $544.612. Motion by Fennel, second by Davidson to approve the financial report. Motion carried. ACTIVITY REPORT Marilyn Johnson reviewed May activities of Convention Visitor Development. 800 number calls received in May totaled 892 calls. Year-to-date calls are up 36% over 1993. Inquiry responses for April were 4,251. Year to date inquiries received are 18,803. Convention activity has been strong in May. Articles have been submitted for the American Bus Association Top 100 Events in North America and the SEC Preview Magazine for Basketball and football. NATA advertising sales and NATA fall calendar of events have received assistance. A relocation guide is being bid for printing. _The design will coordinate with our other brochures. Moved by McBride, second by Waselues to approve the Convention Visitor Report. Motion carried. • AGENCY REPORT Susan Stirewalt introduced Shelly Reinders who will be the account assistant. The Agency is proceeding with placement approved by the A & P Commission at its last meeting. They are waiting on sales of the NATA ads to determine whether they will have 1 or 2 pages for the Fayetteville ad. They are working on a press release of fall activities and a separate press release on Lights of the Ozarks. After discussion, a motion was made by Waselues to extend the agency contract for one year beginning July 1, 1994, second by Fennel. Motion carried. OLD BUSINESS: RECONSIDERATION OF REQUEST FROM ASSOCIATION OF INTERNATIONAL EDUCATORS Jon Davidson moved to reconsider request from Association of International Educators for promotional train ride used as a drawing card for participants to conference, November 2-4, 1994. Expected attendance is 260 people for 2 1/2 days. Overall impact of conference is $125,000. Davidson explained that he felt this was a true use of A & P dollars to promote Fayetteville, to increase travel, and a way to increase attendance at the conference. Motion died for lack of a second. NEW BUSINESS HIGH SCHOOL INVITATIONAL BASKETBALL TOURNAMENT FHS Coach Barry Gebhart presented a proposal for host a high school invitational basketball tournament in December of 1995. Profits from the tournament would be used to upgrade high school sports facilities. $50,000 was requested to pay for brochures, t -shirts, newspaper advertising, tv, radio and other media. McBride requested that Coach Gebhart identify specifics of where money will be spent. Fennel said tournament could be added to Lights of the Ozarks festival. Bassett said the third week in December was an excellent time to boost hotel and motel revenue. Gebhart was requested to come back with a more detailed plan. Fennel said a group should be put together and that group should visit Bristol, TN tournament. GARY HAMPTON MEMORIAL GIRLS SLO-PITCH SOFTBALL TOURNAMENT McBride noted that money was to be spent advertising and promoting the tournament that the request should be submitted in advance of the tournament which was June 4-5. No motion was received regarding the request for $2,000. • LEAGUE OF WOMEN BROCHURES No one was present to discuss the League request. No written materials were received. • • NCAA CHAMPIONSHIP BANNERS John Cox, operations supervisor at Drake Field request that the Advertising and Promotions Commission pay $495 for 2 double -sided vinyl banners to celebrate the Razorback NCAA championship victories in basketball and track and field. The University will pay $835. Waselues moved to provide $495 for 2 banners, second by Davidson. Motion carried. CCE REQUEST Donnie Dutton reported that bids would be open tomorrow on audio editing system ($40,000-$50,000). They are writing specs for mixing board and video editing system. Fennel reflected that the HMR tax was passed to build the CCE. There does not seem to be sentiment to support building another convention center if Springdale builds one. CCE proved that they can build convention business and increase profits to Fayetteville. Support of CCE by taking care of what we have and paying back some of the $1.1 million dollars in state turnback money which the CCE has generated deserves a look for uses of the reserve funds. Bassett said the CCE has been a great thing. It was impressive that Dutton has already matched the money allocated by A & P. It is fair to consider more money for CCE. McBride would like to consider CCE. The A & P Commission needs to set priorities of large amounts of funds needed. She suggested a "think tank" to talk about long term needs. Kaylor said he could appoint a committee to look at the big picture. No action was taken on CCE request. OTHER BUSINESS Bassett said he wanted more time before voting to spend money on specific projects but he wanted to move money from present escrow for convention center. He said the city is strapped for funds. It is faced with a tremendous growth of city. There are few uses legally of A & P funds. Public recreation funds and square gardens are legal uses. Bassett introduced Susan Driver, chairman of the Parks and Recreation Board. She discussed the 5 year projected needs for ball facilities. Funds from A & P would allow Parks and Recreation to complete the projects in the 5 year period. The plan is for organized sports only. They are turning teams away because of the lack of fields. There will be no deficit costs for A & P and will provide revenue year after • year for A & P. • Bassett moved that the commission remove $700,000 in escrow and that the money be freed up for other purposes, second by McBride. Bassett indicated that he would wait until July for a specific proposal on how to spend the money in escrow. Fennel said that $600,000 was short term progress for Fayetteville. The City Council needs to go to the city voters for money. The parks problems is a. problem for the city of Fayetteville not an Advertising and Promotion problem. The issue needs to be looked at from a broad perspective not just for baseball. Look at basketball as an example. Bassett said he was not personally wedded to any particular sport. He was just trying to get money for public recreation. The city has debt problems, growth needs. It is an excellent point "asking the public to look long range." Steve Ward inquired about Lyn Edens proposal for 1 mil property tax to be used for parks and recreation. It was reported that it was on the agenda. Davidson said he was concerned about his two young children who were approaching the age of playing sports. However, he was also concerned about what would happen to HMR revenues in the future. He preferred maintaining a small escrow for the next 2-3 years to see if the regional airport would be built and what its effects would be on the A & P budget. Fennel said that based on 210,000 passengers at Drake Field and 80% of those going to Wal-Mart, Fayetteville would lose. There are economic things to look at. Motion carried. PRIORITIES MEETING McBride moved that a meeting be held to set priorities with the reserve money, second by Fennel. Motion carried. Marilyn was instructed to set day long meeting on Saturday or Sunday for commissioners to sit down and plan. Diane Bostick, chairman of Convention Visitor Committee of the Chamber of Commerce, said her committee had been discussing such a meeting and would like to be involved in long range plan to market Fayetteville and to set long range goals. Davidson said the Hilton was preparing target market for next 3 years and was looking for convention business to replace lost corporate travelers. A new airport removes Fayetteville from the focus of the target market. He rat • • anticipates having to replace a significant loss of business. Kaylor said there was still to come a push for the Clinton Presidential Library. There would be a certain economic benefit to having that here. John Kalagias announced the acquisition of a TBM avenger from Pensacola which was approved by the Air Museum Board. The next step is getting approval of the airport board to construct a building to house the plane in a natural setting as it sat on the floor of Lake Michigan. There being no further business, the meeting was adjourned. Respectfullylsubmitted, ��/cLv 9W4aJ Marilyn Johnson Director Convention and Visitor Development •