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HomeMy WebLinkAbout2009-10-12 - Minutes•ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING October 12, 2009 Commissioners Present: Bob Davis, Neal Crawford, Tim Freeman, Lioneld Jordan, Brandon Karn, and Maudie Schmitt. Commissioners Absent: Robert Rhoads Staff Present: ^ Sandra Bennett, Allyson Twiggs Dyer, and Marilyn Heifner CALL TO ORDER Tim Freeman called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on October 12 at the Fayetteville Town Center at 2:00 p.m. MINUTES Moved by Davis, second by Schmitt to approve the minutes of the September 14, 2009 meeting. Motion carried. HMR COLLECTIONS HMR collections were down -7.24% in September, collections were $176,463. Year to date they are approximately even. . FINANCIAL STATEMENTS Keith Glass reported that through August, there are no changes in Clinton House Museum expenditures from last year. The Visitor Bureau spent $25,000 in convention development, but it is within budgeted expenses. Town Center revenue is down year to date; however repair and maintenance budget has been maintained. A & P revenue is up $200,000, advertising and marketing is up some. Overall A & P is down $14,000 in expenditures. CITY ATTORNEY City Attorney Kit Williams reported that Prosecuting Attorney collected less than $1,225.50 for the month for a year to date collection of $60,435.11 in overdue 14MR taxes. Commissioners asked the city attorney to look into ordinances to prosecute a manager for not timely submitting tax forms. CLINTON HOUSE MUSEUM REPORT Marilyn reported that the Museum has 109 visitors in September. A fundraiser/rally was held for Secretary of State Candidate Pat O'Brien. Fencing, retaining wall, and dirt work have been completed for the First Ladies Garden. Board of Directors meeting was held September 22, 2009. Osher Lifelong Learning Institute came to the Museum as a part of their Out & About series. The participants toured the home and a lecture was given by Kate Johnson. 0 VISITOR BUREAU •Firefighters Intl group will be in Fayetteville in June 2010. 8"annual Trick or Treat on the Square will be held Oct. 30. Visitor center sales are up. Allyson is helping U of A in bidding on SEC Softball and a I" or 2"d Women's Regional in 2011, 2012. Bikes, Blues, and BBQ attendance appeared to be off from last year; however, camping was up considerably. It appears that people are planning later. BBBQ barbecue cook -off had 53 teams entered including 3 of the top teams in the nation. TOWN CENTER Sandra Bennett reported that the Town Center collected $27,223.93 in revenue in September, making 63% of its yearly goal. The staff is busy planning the Bridal Fair. In cooperation with CAT TV, a fall festival will be held during Trick or Treat on the Square. Town Center met their August goal and collected $37,401.92. EXECUTIVE DIRECTOR REPORT Marilyn met AAA regarding All Stars and Coaches Clinic in the summer of 2010. She traveled to Little Rock and did two early morning television interviews and reached 65,000 households. U. S. News and World Report named Fayetteville "America's Best Undervalued Towns". She has been working with Oxford American Literary Cultural magazine about their "Music of the South" program. ARKANSAS SCHOOL LOTTERY Moved by Schmitt, second by Davis to investigate and pursue the Arkansas School Lottery sales in the gift shop. Motion carried. •AGENCY REPORT Mike Sells discussed the Visitor Guide downloads up from 178 in 2008 to 391 in 2009. The trend is that people are getting more and more information from the web. Jade Gustin discussed the generating of inquiries for the rest of the year through advertising in pay per inquiry on the web. Full media kicks off this week including the live reads and radio spots. Agency is updating the rate card for 2010 media guide. OLD BUSINESS FUNDING REQUESTS FOR 2009 TheatreSouared — Moved by Crawford, second by Jordan to approve $8,000 to reimburse up to $8,000 for marketing outside of Fayetteville to promote their holiday play. Motion carried Lights of the Ozarks — Moved by Davis, second by Crawford to approve $20,000 for LED lights, displays and ornaments for Lights of the Ozarks. Motion carried. Lewis & Clark Adventure Races — Moved by Crawford, second by Schmitt to approve $3,000 for adventure races. Motion carried. First Night — Moved by Davis, second by Schmitt to reimburse up to $3,000 for regional marketing in Mountain Home, Ft. Smith, Siloam Springs, Madison County, and Benton County (100 mile radius) in • newspapers and radio. Motion carried. Botanical Garden of the Ozarks — Moved by Jordan, second by Davis to loan as needed up to $50,000 with 0% interest with the following provisions: 1) that in June or when BGO begins a positive cash flow, that they begin paying back the loan 1/12 per month. 2) BGO must show accountability to A & P in June and 3) they must meet with Marilyn Heifner monthly to get money and give report of how the money is being spent and discussing their financials. Marilyn and the Mayor will check with the city attorney that this A & P is allowed to do this. NEW BUSINESS None There being no further business, the meeting was adjourned. "Re�spectfully submitted, Re , A4V��✓ Mari Executive Director is L] Film Festival — Moved by Schmidt, second by Davis to reimburse up to $8,000 for printing costs •540 and advertising and promotion costs. Motion carried. Botanical Garden of the Ozarks — Moved by Jordan, second by Davis to loan as needed up to $50,000 with 0% interest with the following provisions: 1) that in June or when BGO begins a positive cash flow, that they begin paying back the loan 1/12 per month. 2) BGO must show accountability to A & P in June and 3) they must meet with Marilyn Heifner monthly to get money and give report of how the money is being spent and discussing their financials. Marilyn and the Mayor will check with the city attorney that this A & P is allowed to do this. NEW BUSINESS None There being no further business, the meeting was adjourned. "Re�spectfully submitted, Re , A4V��✓ Mari Executive Director is L]