HomeMy WebLinkAbout2001-10-08 - MinutesGROUP: ADVERTISING & PROMOTION COMMISSION
DATE• October 8, 2001
PRESENT: Bob Davis, Joe Fennel, Pat Gazzola, Curtis Shipley, Kevin Santos, Denise
Bembenek, and Marilyn Johnson.
ABSENT: John Gilliam and Ching Mong
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.
MINUTES
Moved by Davis, second by Shipley to approve the minutes of the September 10 meeting.
Motion carried
FINANCIAL REPORT
Steve Davis presented the financial report for September. Collections for the month were up
10.27% with total collections of $115,765. Year to date collections total $954,072, a 2.19%
increase. September expenses were $85,576, with largest expenditures for advertising agency
contract and furniture, fixtures and equipment. Moved by Shipley, second by Davis to approve
the financial report. Motion carried.
Delinquent HMR taxpayers were noted. A list is attached. City Attorney Kit Williams reported
on actions of the prosecutor regarding collection of those account.
CONVENTION AND VISITOR DEVELOPMENT REPORT
Marilyn reported on contacts she had made during the month including Terry's Tours (Houston),
Hwy71/I540 Scenic Loop, and the successful Bikes, Blues and BBQ festival
Town Center Activity
Denise reviewed activities related to Town Center — 68 contracted events and $91,044.08 in
contracted event sales. Year to date collections are $59,347.42. Sound issues seem to be
resolved. Parking revenues as a cost center were discussed. Denise made the annual
presentation to the City Council as required in the lease agreement.
BLACKWOOD/MARTIN/CJRW REPORT
Sue Blake reviewed current publications, Midwest Living and Oklahoma Today. Fayetteville
will get a full page advertorial in Meetings South in the November issue. Southern Living is
providing a website link for Fayetteville and a full-page reader response card will be included in
their publication. We will have a banner advertisement in arkansastourguide.com with a direct
link to our website.
OLD BUSINESS
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Financial Reporting System for A & P
Marilyn reported that she and Denise had been working with the City to determine accounting
systems that will be needed to comply with governmental accounting practices. A & P is a
separate legal entity from the City. As of December 30, 2001 the A & P must accumulate and
consolidate financial information from their accounts at the City, the Chamber and the Town
Center accounts for presentation.
Three options are available for centralized accounting and resultant financial reporting: 1)
contract with service provider, 2) A & P invest in its own software and build its own, or 3)
partner with another local government entity and share costs of hardware and software.
The Cougar Mountain Software system was discussed.
Commissioners will discuss at October 22 meeting.
NEW BUSINESS
Town Center Policies and Procedures
Denise and Marilyn presented proposed policies and procedures manual for Town Center
personnel. Commissioners asked for clarifications regarding several issues. They will approve at
October 22 meeting.
Furniture, Fixture and Equipment Needs
Unexpected costs relative to installation of carpet left several items still needed to be purchased
for daily operation of Town Center. Marilyn requested a budget adjustment of $20,000 to cover
these costs with reallocation coming from Professional Services — Legal Fees.
Planning Session for 2002
A planning session for 2002 which will address Town Center policies and procedures, 2002
budget, advertising direction and CVB will be held on Monday October 22 at noon at the Town
Center.
Funding Requests for 2002
Presentations will be heard on Wednesday, October 24 at 2:00 p.m.
There being no further business, the meeting was adjourned.
Respectfully submitted,
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Manlyn Johnson
Director
Convention and Visitor Development