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Home My WebLink About2012-07-09 - MinutesADVERTISING AND PROMOTION COMMISSION REGULAR MEETING JULY 91 2012 Wommissioners Present: Bob Davis, Bobby Ferrell, Hannah Mills, and Maudie Schmitt. Commissioners Absent: Bill Lyle and Justin Tennant Staff Present: Sandra Bennett, Matt Clement, and Marilyn Heifner CALL TO ORDER Maudie Schmitt called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on July 9, 2012, at 2:00 p.m. after a tour of the Chancellor hotel. WELCOME NEW COMMISSIONER Bobby Ferrell was welcomed as a new A & P Commissioner representing the City Council. He will serve an indefinite term formerly held by Mayor Jordan. f;��LrI�I_y>iL•I�I•l�d•L5L`iIb�9I•II '�IDisi!1�I• ►I`C1i1t►`I The resignation of Commissioner Brandon Karn was accepted. It was the decision of the Commissioners to advertise for the open position. Marilyn will advertise for the position and commissioners will vote on Karn's replacement in August. Applicants must be an owner or manager of a hotel, motel, or restaurant, must live in the city limits, and must be a registered voter. •UNIVERSITY OF ARKANSAS REQUEST Chancellor Dave Gearhart reviewed the process which led the UA to decide to build a 700 seat performance hall at the UA. Accompanying him were Rhonda Mains, Music Department head and Mark Powers, vice chancellor. Several facts led the UA to this decision: • The original thought of a UA/City partnership appeared too expensive. • There are not enough days at WAC to handle UA needs • The UA is a Steinway campus • The desire to attract more people to area The architecture firm of Polk Stanley estimate that $14.2 million -$17 million could transform the Field House into a concert hall. Why should the A & P support this project? • It will seat 700 people • It will host a high quality of programs • It will bring in a sizeable number of new folks • 175-200 performances (40 will feature large ensembles) Center for Business and Economic Research says it will bring in $5,960 per year in additional revenue and $38,165 per year in taxes. aThe Chancellor said a lead donor would be announced in the fall. This project will accomplish what the UA, city and WAC wanted, but their original idea was too expensive and the resources aren't there. The facility will bring more money into Fayetteville A & P and more revenue to the City. It will enhance the Walton Arts Center and give them more space for events. It will help the UA Music Department become the best and it complements the Steinway campus. The building will be up and running by the end of 2015. Davis said it's a great opportunity for the city with Crystal Bridges to add venue to the city of Fayetteville. ,"e mentioned SING at other campuses which brings parents in for 2-3 days. Davis that the UA advertise vents so that Fayetteville citizens could have the opportunity to attend. The Chancellor said that many of the events are free and they would like to double the size of the venue so that more people could attend. Marilyn said she had spoken with a representative in the Attorney General's Office and that his opinion was that the A & P had a lot of leeway in deciding how the HMR tax revenues could be allocated. He said that it was acceptable to give funds for the arts and that money could be given to a University or state institution. Chairman Maudie Schmitt recommended tabling the proposal since the full Commission was not present and that those present could have time to think about the request. MINUTES Moved by Davis, second by Ferrell, to approve the April and May minutes of the Commission. Motion carried. FINANCIAL REPORTS HMR Revenue - Marilyn reported that HMR revenue for June was $222,062, a 7.95% increase. Year to date increase is 12,92%. Financial Statements - Keith Glass reviewed financial statements. A & P revenue is up 120,000, TC revenue is up $9,000, CVB store revenue is up $3,000, 151 Thursday revenue is up $3,852, CHM is up $1,000 in revenue. Davis asked if the spread sheet could show last year revenue as well as current revenue. Delinquent Tax Collection Efforts - Kit Williams reported that $10,908.90 was collected by the Prosecutor in June. Thirteen of the 25 cases have zero balances. DEPARTMENTAL REPORTS Clinton House Museum - Matt reported that the Museum had 270 visitors in June. Kate attended a kickoff reception at the Presidential Library for exhibit honoring Bill and Hillary's mothers. The Museum hosted the America in Bloom judges breakfast and has had three group tours through the house. CVB - The store increased sales by 17.1% and had 55.23% increase in visitors. Definite bookings from Affordable Travel and National Federation of the Blind annual conference. Inquiries of 2,065 in June. Town Center - Decrease in average sales per event by 7%. Signed contracts down 7%. Executive Director's Report - 1. Personnel - Matt Clement was hired as Operations Manager. He has met individually with CVB and CHM staff and reviewed their marketing plans. 402. Brochures - Fayetteville Insider Guides were printed and have been distributed. Historic Walking Tour, Trails Guide and All Season's Trail guides were updated and printed. We are working with agency on a zcard for the trails guides, which will fold up and fit in your pocket. 3. Facilities - Roof of the Town Center was repaired - $28,460 from Harness Roofing instead of the original bid of $40,000-$44,000. Ice machine was replaced $6,120. Hail damaged condenser coil was not covered by the city insurance because of increased deductible and was replaced for $8,919.00. 04. Accreditation - Destination Marketing Association International (DMAI) is the world's largest and most reliable resource for official destination marketing organizations. It was founded 100 years ago and has 3500 members. In response to the Commission's request to write down policies and procedures, we feel that this certification process will be the best tool to ensure that we don't forget anything. Commissioners have been given an overview of the standards. We will be asking for approval from the Commissioners for each of the 14 sections at Commission meetings. In Arkansas, only Hot Springs is accredited. We feel like this accreditation will be beneficial in our applying for conventions. The cost for the application cost is $1000. A yearly maintenance fee is $400 and a renewal fee at the end of 4th year is $350. 5. City Audit - Marilyn detailed for the Commissioners the report from the City Auditors. Depreciation from 05-06 has been carried on our books. The auditors asked that we take that off. Town Center remodeling project on the depreciation schedule made us aware of a policy that the City doesn't carry items valued less than $5,000. We have fixed the problems brought up by the auditors. The DMAI accreditation should also help us in this area in the future. ADVERTISING AGENCY REPORT Mike Sells pointed out that the state as a whole in the first quarter of the year was up 9.5% and Fayetteville tax collections were up 15.6%. Most of the media in the marketing plan has been placed. In our goal to drive people to the website, he �reviewed web statistics. He also said the team was looking to adjust the digital and online strategy ased on web stats. The Fayetteville Insider Guide has a lot of new photography which will be used in the future advertising campaigns and will boost our photolibrary. OLD BUSINESS - None NEW BUSINESS - None There being no further business, the meeting was adjourned. ` l Respectfully s"�ubmitted, Pe Marilyn Heifner Executive Director Fayetteville A & P Commission