HomeMy WebLinkAbout2007-09-10 - Minutes• ADVERTISING AND PROMOTION COMMISSION
REGULAR MEETING
September 10, 2007
Commissioners Present: Neal Crawford, Bob Davis, Pat Gazzola, David McGeady, and
Maudie Schmitt.
Commissioners Absent: Dan Coody and Robert Rhoads
Staff Present: Marilyn Heifner, Allyson Twiggs, and Willistine Smith, and Brittany Shell
Chairman Pat Gazzola called the regular monthly meeting of the Fayetteville Advertising and
Promotion Commission to order on September 10, 2007 at the Fayetteville Town Center at
2:00 p.m.
MINUTES
Moved by Davis, second by Crawford to approve the minutes of the August regular meeting.
Motion carried.
HMR COLLECTIONS
Total collections of HMR tax in August (July sales) were $160,560, almost exact collections
for last August. Year to date decline in HMR revenues is -2.35%
• Hotel revenue collected in August was up 1.49%. Hotel revenue year to date is almost equal
with last year .O1 %. Restaurant revenue is down year to date -5.60%. However collections in
August were down -10.08% for restaurants.
FINANCIAL REPORT
John McKinney from William P. Cook and Assoc. presented the July financial statements.
Moved by Crawford, second by Davis to approve the financial statements. Motion carried.
CITY ATTORNEY
Marilyn reported for Kit Williams that the City Prosecutor's office collected $1,960.84 last
month in overdue HMR taxes. Many of the delinquent restaurant collectors have paid in full
or paid current taxes collected. Year to date the City Prosecutor has collected a total of
$403466.15.
Commissioners questioned why several of the restaurants on the monthly collections list
haven't paid in 2 months.
DIRECTOR'S REPORT
Marilyn Heifner reported that written inquiries are down 27% year to date, however, almost
1,000 Visitor's Guides are being distributed at the airport. Brian will report on the internet
statistics.
•
• Significant activities include
1) Entertaining a NATO assembly delegation from Liberia
2) Meeting with planners of a Fulbright College UA Ceramics Symposium
3) Meeting with First Night representatives regarding Hog Drop
4) Meeting wit Steve Gray regarding Barbara Fairchild Veteran's Day event
5) RFQ's for Advertising agencies were sent out and received
6) Investigation of medical coverage options
7) Parking lease for spaces at Visitor's Bureau
CONVENTION VISITORS BUREAU
Allyson Twiggs reported that the CVB was handling BBBQ reservations for the fairgrounds.
They have booked 103 rooms this month for BBBQ on Travel Hero, their highest room
bookings. The AAO Sports festival had good attendance. Shelly is organizing a meeting
planners showcase with the Town Center staff for UA meeting planners on September 26.
The wall map at the Visitor Center Store will be unveiled on Tuesday and the Store will be
open next week.
TOWN CENTER
Willistine Smith reported that collections were up 39% in August and sales were up 2%.
Year to date sales and collections are down.
CLINTON HOUSE MUSEUM
• Brittany Starr said the Museum had had a lot of media coverage during the month. The road
work on Clifornia Drive is complete. She had hosted several groups. The monthly revenue
represents a 190% increase over last year. A lot of visitors came to the Museum before the
first Razorback football game.
AGENCY REPORT
Brian Clark reported that KTHV, the CBS affiliate in Little Rock, had done a live broadcast
from Fayetteville prior to the first Fayetteville game. It is part of a series called Amazed by
Arkansas. The production featured the Clinton House Museum, the Arkansas Air Museum,
Farmer's Market, the Fine Arts Festival and the Sports Festival.
Jade Hart presented the print creative from the Agency showing new photography of the
entertainment district and the outdoors creative. She said the fall campaign had been
launched.
Allison Leigh presented the web stats and talked about the e -newsletter and its results.
NEW BUSINESS
A. Employee Health Insurance
Joe Harriman from Walker Brothers discussed the option of choosing a new medical
insurance company. After looking at 5 different potential plans, the one that most closely
resembles our present plan is the United 4AD with H9.
A'
0
• The estimated premium on that plan based solely on number of people covered is $2,324.19
versus $4,572.41 with our present plan. He said that employee information had been sent to
the company for rate information based on our employees. The maximum they can go up on
the original estimate is 66%. Even with that number our premiums will decrease
significantly. The recommendation is that the program begin October 1. Marilyn has asked
him to also investigate dental insurance premiums. They have not been received yet.
Moved by
Crawford,
second by Schmitt to give Marilyn Heifner
the authority to complete
paperwork
and make
decisions of switching plans if savings can
be made.
B. DMAI Accreditation
DMAI (Destination Marketing Association International) is a national organization which
provides accreditation to CVB's or tourism organizations. Marilyn recommended that the
Fayetteville A & P Commission start a self-assessment for the accreditation. The self-
assessment will be good for the organization and will make the A & P Commission a better
working operation. The Commission can then decide if they want to apply for accreditation.
C. Commission By -Laws
By-laws were presented by Marilyn Heifner. Moved by Bob Davis, second by Crawford to
approve the by-laws with the following correction: CHANGES TO THE BY-LAWS, Section
2. "With ten (10) days notice, a special meeting can be called if the written amendment has
been given to all Commissioners." Motion carried.
• D. Emnlovee Handbook
Marilyn presented the employee handbook and asked for Commissioners to look over the
handbook and give her any corrections that they felt should be made to it. She has asked the
City Human Resources office to review it as well. David McGeady will send his from the
hotel.
OLD BUSINESS
A. Advertising Agency RFO's
RFQ's were received from Butterfield Ad Group, The C3Group, Sells Clark and Taylor Mack
Advertising. After discussion, it was moved by David McGeady and second by Neal
Crawford to bring in all four groups at the next meeting for a 10 minute presentation with 5
minutes held for discussion. Motion carried.
There being no further business, the meeting was adjourned.
Respectfully submitted,
Marilyn Heifner
• Executive Director