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Home My WebLink About2012-10-08 - Minutes• ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING October 8, 2012 Commissioners Present: Ching Mong, Bob Davis, Bobby Ferrell, Hannah Mills, Maudie Schmitt and Justin Tennant. Commissioner Absent: Bill Lyle 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 October 8, 2012, at 2:00 p.m. MINUTES Moved by Davis, second by Ferrell, to approve the September minutes of the Commission. Motion carried. FINANCIAL REPORTS HMR Revenue - Marilyn reported that HMR revenue for September is up 10.35%, $215,653. Year to date increase is 10.89%. • Financial Statements - Keith Glass reviewed financial statements for August. HMR Revenue is up almost $200,000, retnal income is up $21,000, visitor guide ad sales is up $22,000 over this time last year. Expenses are down $150,000 year to date. Big drop on repair and maintenance costs. Wages are up. Ferrell asked if accounts could be sorted in such a manner to capture cash flow at a glance. Delinquent Tax Collection Efforts - Marilyn gave Kit Williams report on collection efforts. Prosecutor collected $1,169 in overdue HMR taxes. Seven of 17 cases show a delinquent balance and four of the seven cases were closed. DEPARTMENTAL REPORTS Clinton House Museum - Museum opened the Fay Jones exhibit and it will be on display for the remainder of the year. Increase in group tours and rented the facility out for a fund raiser. CVB - The store sales decreased again this month. The Fayettechill t -shirts items are being sold elsewhere where last year we were the only carrier. Town Center - Town Center completed events, sales, contracts, collections, and average per event sales areas are all down slightly. Executive Director's Report - 1.) Personnel. Trevon Smith was hired for the Maintenance position and Kami Langhorn was hired for the part time position at the Visitor 0 • Center. Cassie Montgomery is interning at the CVB and working on Trick or Treat on the Square event. 2. Brochures - Update of the tearoff map is being done. Postcards for the Pigshibition pigs were distributed. 3. Facilities - Everything is working. 4. Other - A) Last First Thursday was held. Great event, great sponsors, great participation by the public. B) We lost the bid for the Governor's conference in 2014 to Texarkana. C) America in Bloom symposium was a great success. Fayetteville won five blooms in our population division (highest award you can get), won the criteria award for Heritage Trails program (includes work on Trail of Tears, Butterfield Overland Mail route, and Civil War Trails). Marilyn won the John Holmes Community Champion award. D. We had a FAM tour for all Arkansas Tourist Information Center personnel. E) Another successful Bikes, Blues and BBQ. F) 35th anniversary of the A & P celebration will be after the December A & P meeting. G) Funding request presentations will be at the next meeting. Budgets for 2013 will be presented, including additional personnel for convention development, event manager, and accountant. Commission discussed making Bikes Blues and Bbq opportunities for other parts of the city. • Davis asked if it would be possible to get an audit after April which would make it much cheaper for the Commission. Heifner will check on timeframe for city. ADVERTISING AGENCY REPORT Mike Sells reported on HMR compared with the state which is up only 4.6% year to date through July. Bentonville lodging is up 22.4% and restaurants is up 16.8%- over up 20.2%. Drew Finkbeiner said the Motorcycle Guide will be ready before BBBQ. They are working on campaign development and marketing plan to present in December. OLD BUSINESS UNIVERSITY OF ARKANSAS REQUEST No response from the Attorney General. DMAP Matt reviewed Section 5 - Marketing Section and Financial policies. Moved by Ferrell, second by Tennant to approve the Marketing and Financial Sections of the application. NEW BUSINESS - WALTON ARTS CENTER - Marilyn read a letter from the Walton Arts Center releasing the money pledged to the AMP. Commissioners asked that the WAC site the AMP in Fayetteville. Fayetteville and its citizens committed to the arts through the WAC before it was a popular and worthwhile investment for a new AMP.