HomeMy WebLinkAbout2009-12-14 - MinutesADVERTISING AND PROMOTION COMMISSION
REGULAR MEETING
December 14, 2009
Commissioners Present: Bob Davis, Neal Crawford, Lioneld Jordan, Brandon Karn, Robert Rhoads
and Maudie Schmitt.
Commissioners Absent: Tim Freeman
Staff Present: Sandra Bennett, Allyson Twiggs Dyer, and Marilyn Heifner
CALL TO ORDER
Mayor Lioneld Jordan called the regular monthly meeting of the Fayetteville Advertising and
Promotion Commission to order on December 14 at the Fayetteville Town Center at 2:00 p.m.
MINUTES
Moved by Davis, second by Crawford to approve the minutes of the November 9 with the following
correction:
FUNDING REQUESTS — Walton Arts Center Artosphere - $30,000 should read "earmarked
for Broadway series contingent on Peter Lane coming in to talk to A & P Commission."
Motion carried.
• Marilyn will check with Lane and Commissioners to determine a date and time to meet in January.
HMR COLLECTIONS
HMR collections were down 3.50% in November, collections were $190,887. Year to date they are
approximately even.
FINANCIAL STATEMENTS
Keith Glass reported that CVB and Clinton House Museum had no significant changes — all funds are
stabilized in Oct. 09 financials. A & P revenue shows $100,000 less than a year ago. Expenses mirror
image of last year. Town Center revenue is down about the same amount as before.
Move to approve financials by Davis, second by Rhoads. Motion carried.
CITY ATTORNEY
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•City Attorney Kit Williams reported that Prosecuting Attorney collected $2,388.73 for the month.
Three cases were closed and 8 forms were not turning in.
Regarding forms not turned in, the council is looking into a business registry with a business license.
Part of that registry would be a requirement to complete all A & P forms. The penalty would be a loss
of their business license and them not being allowed to operate or sell alcohol. Enforcement could be
through the city prosecutor (ordinance violation) or civil enforcement procedure (injunction).
REPORTS
CLINTON HOUSE MUSEUM
Marilyn reported 59 visitors in November at the Museum. The Museum also hosted two bus
tours which were highly successful. Planting continues in the First Ladies Garden.
VISITORS BUREAU
Allyson reported that the Fayetteville Public School will host the National School Boards
Association (about 100 people) in March. She has submitted a bid for the 2012 Governor's
Conference on Tourism. USSSA will host a tournament in late August for 2 nights with 40-50 teams.
Premier baseball will be here again in July — we are seeking to execute a long term contract with them
for the 16 and under teams.
TOWN CENTER
Sandra reported revenue for the Town Center was up 17% over last November with total
•revenue at $39,114.53. The fire alarm system was tested and a successful opening night for the 540
film festival was at the Town Center.
AD AGENCY REPORT
Mike Sells presented the media recommendations for 2010. It broadens the tight focus for media in
2009 because of the economy. Visitor Guide downloads were up significantly in 09.
Moved by Rhoads, second by Crawford moved to approve the media recommendations for 2010.
Motion carried.
OLD BUSINESS
None
NEW BUSINESS
CONTRACTS
Marilyn presented a list of A & P contracts with other entities. Commissioners discussed the procedure
for procuring those contracts and formalizing the procedure. Suggestions were that three telephone
quotes be required for contracts from $1,000 to $20,000. When there is the sole source of an item,
quotes will not be required.
Marilyn will bring back to the commission policies and procedures for all operations which will
include a formal contract procedure.
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.EXECUTIVE SESSION
Commissioners went into executive session for the purpose of reviewing the Executive Director.
Commissioners reconvened after discussion. Moved by Kam to give Marilyn Heifner a $3500 raise,
second by Rhoads. Motion carried. Total salary of Executive Director will be $75,500.
There being no further business, the meeting was adjourned.
Respectfully submitted,
A Marilyn HeX e4
Executive Director
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