HomeMy WebLinkAbout2002-09-09 - Minutes• GROUP: ADVERTISING & PROMOTION COMMISSION DATE: September 9, 2002 PRESENT: Bob Davis, Joe Fennel, Pat Gazzola, Ching Mong, Kevin Santos, Curtis Shipley, and Manlyn Johnson. ABSENT: John Gilliam 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 Shipley, second by Davis to approve the minutes of the July 15 meeting with the correction that Ching Mong was in attendance. Motion carried. FINANCIAL REPORT Marilyn reviewed the financials for the Town Center and the A & P Commission for July. Shipley moved to approve financials for July, second by Mong. Motion carried. Manlyn reported that total collections for July were $128,606.96, a 17.75% increase and • collections for August were $119,425.51, a 5.92% increase. • Kit Williams reported that $13,500 in back taxes were collected in July and $1,200 in August. A total of $87,518.82 was collected in the last nine months. Amendment 3, which will be voted on in the next regular election was discussed. DIRECTOR'S REPORT Marilyn Johnson reviewed activities for the July and August. CVB Staff Onentation and Training was completed. CVB Marketing Plan was developed. Town Center policies and procedures manual was revised. Peace Fountain is tentatively scheduled for dedication in November. CONVENTION AND VISITORS BUREAU REPORT Allyson Twiggs reviewed CVCB Marketing Plan and reported on contacts with future conventions. Fayetteville was awarded the bid for the Governor's Conference on Tourism in 2004. The Arkansas Economic Development Conference will be here in 2003 with headquarters at the Radisson. Allyson has visited with Judy Kimbrell regarding moving the Arkansas Poultry Festival here in 2003. Commissioners requested that she schedule a CVB Advisory Committee meeting to continue the dialog regarding tourism with members. 2 • TOWN CENTER REPORT Denise Bembenek reported that August had the highest number of contracted events and the highest average income per event. The Town Center is still having problems with the air conditioning. A meeting of all involved has been scheduled. Unresolved deficiencies on One Year Warranty Review are still being addressed. • • Shipley requested a list of income by month for Town Center parking. AGENCY REPORT Brian Clark with Sells/Clark, Inc. reviewed inquiries. They are working on fall color and finalizing placement for Lights of the Ozarks. OLD BUSINESS Brumley Gospel Sing Update Impact of Brumley Gospel Sing on Fayetteville and problems incurred with Barnhill were reviewed. Marilyn requested approval of $10,150 to pay transportation costs for three buses, which ran from hotels on bypass to alleviate some of the parking congestion. Moved by Shipley, second by Santos to approve transportation costs. Motion earned. NEW BUSINESS Top 100 Committee proposal Allyson requested funding to cover bidding on hosting the Top 100 Committee meeting. NTA (National Tour Association) meets in June of each year to judge entries and select the Top 100 Events in North America. Moved by Shipley, second by Davis to allocate $3,590 for the Committee of 100 proposal. Town Center Policies and Procedures Update Denise requested that alcohol service be given exclusively to one outside vendor and relieve the Town Center of its liability and responsibility because of limited manpower to provide proper service. Commissioners requested that we take bids on "exclusive" alcohol service. "Exclusive" would provide • liability policy of $2 million p • provide one point of contact for Town Center • set period of time, with option to renew • keep alcohol on premise • refrigeration equipment built into lease • specific glassware Shipley requested that staff put a package together and bring bid specs to Commissioners in September. Ozark Classic Cup Soccer Request Ozark Classic Cup soccer has requested that the A & P pay Town Center so that they can have room at no cost to them for registration for their soccer tournament. Commissioners felt this was a precedent they did not want to start. They suggested getting a hotel to provide space. 3 KUTAK ROCK A & P received a letter from Kutak Rock law firm stating that Ken Shemin was no longer affiliated with them and asking if Commission wanted to transfer our Town Center files to Ken or if we wanted them to retain files. Shipley moved that files be transferred to Shemin, second by Davis. Motion carried. David Miller commissioned work for Lights of the Ozarks Environmental artist David Miller will present a special work of art of the downtown Square for Lights of the Ozarks. The artist will be in Fayetteville on November 15 for a signing and his art will exhibit throughout the weekend before the exhibit starts a national tour. There being no further business, the meeting was adjourned. Respectfully submitted, iThaA-dr) 94-4-141 Marilyn Johnson Director, Convention and Visitor Development 4