HomeMy WebLinkAbout2001-09-10 - Minutes• GROUP: ADVERTISING & PROMOTION COMMISSION
DATE: September 10, 2001
PRESENT: Bob Davis, Joe Fennel, John Gilliam, Ching Mong, Denise Bembenek, and
Marilyn Johnson.
ABSENT: Curtis Shipley and Kevin Santos
The regular meeting of the Advertising and Promotion Commission was called to order at the
Fayetteville Town Center conference room at 2:00 p.m. by Chairman Joe Fennel.
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MINUTES
Moved by Davis, second by Mong to approve the minutes of the August 13, 23, and 28 meeting.
Motion carried.
FINANCIAL REPORT
Steve Davis presented the financial report for August. Collections for the month were up 6.95%
with total collections of $112,743. Year to date collections total $838,307, a 1.17% increase.
August expenses were $246,223, with largest expenditures for furniture, fixtures, and equipment.
Moved by Davis, second by Gilham to approve the financial report Motion carried.
CONVENTION AND VISITOR DEVELOPMENT REPORT
Cougar Mountain Software — In Light of the City of Fayetteville's request that the A & P
Commission maintain their own accounting, Marilyn is investigating Cougar Mountain software
package. It has a strong base in non -profits and will fit into the city's system for audit. Ted
Webber has been workmg with Manlyn in all the systems needed including encumbering,
purchase orders, budget control payroll. It also does direct deposits. Marilyn has ordered a 30 -
day trial of the software.
Caterers delinquent in paving HMR - Marilyn informed the Commission that they had a situation
where a caterer who was delinquent in his HMR taxes who was used for a meal function in the
Town Center. She asked that a policy be adopted by the Commission to deal with this situation.
Moved by Gilliam, second by Davis that those delinquent in paying their HMR taxes would not
be allowed to use the Town Center facility. Motion carred.
Hog Wild Events — Marilyn reviewed first Hog Wild event. Attendance was sparse and she
recommended that events be cancelled except for Homecoming Week that is in connection with
U of A Student Alumni Board activities. Moved by Gazzola to cancel except for Homecoming
events, second by Mong. Motion earned.
Denise reviewed activities related to Town Center sales, a 25% increase in contracted income
from last month. 58 events have been held in Town Center thus far. $88,197.43 in contracted
sales this month. Year to day income is $51,447.36.
• Temporary carpet provided a noticeable difference. Carpet will be installed week of September
18. Music is being played in the plaza gardens.
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BLACKWOOD/MARTIN/CJRW REPORT
Sue Blake reviewed current publications where ads are being run. Every ad has a response
vehicle. She circulated magazines containing the ads.
Old Business
Structure ofA & P and Town Center
Marilyn reviewed the relationship ofA & P Commission and staff of Town Center. Job
descnptions were provided to Commissioners for personnel.
Commissioners recommended a contract formalizing tax collections with the city.
Website update
History of website design and changes in structure was reviewed for Commission. Blackwood
Martin was instrumental in cost effective changes in website and in accomplishing changes in a
positive manner.
New Business
RFO for Advertising Agencies
Gilliam moved that we issue a Request for Qualifications for advertising agency and schedule a
meeting to decide what areas we want to promote, second by Davis. Motion carried.
Other Business
Mandatory 2 night stay for football games
Confusion with some hotels regarding pledge for no two -night minimum requirements for
football weekends was brought up. Bobby Ferrell and the Chamber worked with hotels in
quieting the confusion. All hotels except one agreed to uphold their pledge.
Announcements
The Town Center staff will report to the City Council regarding lease agreement as to
performance of Town Center.
Parking — Sharon Crosson announced that there were 38 parking spaces rented in the Town
Center deck. There are 12 spaces left. An advertising campaign was suggested.
There being no further business, the meeting was adjoumed.
Respectfully submitted,
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Marilyn Johnson
• Director
Convention and Visitor Development