HomeMy WebLinkAbout2015-01-12 - MinutesADVERTISING AND PROMOTION COMMISSION
REGULAR MEETING
January 12, 2015
Commissioners Present: Matt Behrend, Tim Freeman, Bobby Ferrell, Adella Gray and Ching Mong.
Commissioner Absent: Matthew Petty and Hannah Withers
Staff Present: Marilyn Heifner, Sandra Bennett and others
The meeting was called to order at 2:05 p.m. at the Fayetteville Town Center by Chairman Ching
Mong.
Mong welcomed to the Commission Adella
Gray.
Gray will
represent the City Council on the
Commission. She replaces Justin Tennant.
ELECTION OF CHAIRMAN FOR 2015
Moved by Ferrell, second by Freeman to elect Ching Mong chairman of the Commission for 2015.
Motion carried.
REPORTS
Approval of Minutes for November and December
Mong requested that November 14 minutes (page 2, 3rd paragraph) be amended to read "That is
not to say that down the road, a contract with the Chamber might be considered." He emphasized
that the Chamber and the A & P both have economic development in common. However at the
present time, only the Executive Director would be taking care of the A & P agenda.
Moved by Ferrell, second by Freeman to approve the minutes of the November 14 special meeting
(with changes above), December 1 special meeting, December 3 special meeting, December 6
special meeting and December 8 regular meeting. Motion carried.
Financial Report
Commissioners were presented with preliminary year end numbers for 2014. Sally Fisher pointed
out that not all of the Town Center revenue was recognized and she would have to get with city to
determine those figures. Audit will be conducted at eh end of March.
Motion to approve financials by Mong, second by Behrend. Motion carried.
HMR
Marilyn reported that November and December were great months for HMR collections.
November showed a 9.19% increase and December showed a 12.60% increase. Year end 2014
Increase over 2013 was 4.70%.
Marilyn reported that the A & P did not have to pay bond payment in November because of the
payoff of the Town Center bonds and the WAC/Parks bond was not yet due. Therefore, additional
revenue was in the bank.
Delinquent Tax Collection Efforts
Prosecutor collected only $200 in December; however year total collections were $55,226.29.
Since 2001, Prosecutor has collected $845,632 in delinquent taxes.
DEPARTMENTAL REPORTS
Clinton House Museum
Museum unveiled a new Mobile APP. A total of 131 visitors were hosted at the Museum in
December.
CVB
Definite bookings of 18 motor coach groups (economic value of $94,006) were realized.
Completions of 16 groups hosted netted $263,616 in economic impact.
Six hundred three Insider Guides were mailed out to potential visitors. Illinois and Missouri were
top states for requests.
The CVB has run into some problems with a new ordinance regarding for profit companies who
want to have events on the trails. Following explanation and discussion of the issue, Freeman
moved, second by Ferrell that the A & P Commission submit a formal request to the City Council
for exemption for the company wanting to have a Color Run race on the trails on May 2. Motion
carried. Staff will work to clarify this ordinance so that it won't inhibit our ability to recruit events
in the future.
Town Center
Sandra Bennett reported a 97% increase in sales for the year for the Town Center (from 154 to
303). Completed Events were up 103% (from 221 to 448). Sales were up 30% from $332,812 to
$418,253). Collections were up 23% and executed contracts were up 32%.
Commissioner Behrend asked if staffing was sufficient to handle increase demand at the Town
Center. Staffing was appropriate at the present time. Contract labor is used for setup and we
have just entered into an agreement with Lifestyles for cleaning the public areas 15-20 hours a
week.
Operational items discussed were retiling of the Peace Prayer Fountain. Workers are waiting for
warmer weather to seal and do the retiling. Lights in the meeting room have all been switched to
LEDs and they are presently working to change lights in offices, service alley, and remainder of
the facility to LEDs.
AGENCY REPORT
Drew Finkbeiner announced that it was time for the Insider's Guide to start planning again. He
asked if anyone had any content changes for the new book to email or call him. He also said
work was about to begin on an update of the Fayetteville city map.
Mike Sells addressed the web analytic numbers. Aside from a spike in numbers from 2013 on
November 21-23, web numbers for 2014 are up. He indicated that he would have handouts or
would put information in the agenda for the next meeting.
OLD BUSINESS
None
NEW BUSINESS
Delta Dental contract amendment
Moved by Mong, second by Gray to amend the contract with Delta Dental to define "SPOUSE" in
section 2.04 of the certificate of coverage as "the individual to whom the subscriber is legally
married in accordance with the laws of the state or other jurisdiction where the marriage
ceremony was performed, and as recognized under federal law, including same-sex marriages.
Common law marriages, as the meaning of that term is generally recognized, are not covered
under this definition of SPOUSE.
A SPOUSE who is newly eligible as a result of this Amendment may apply for coverage within 15
days of the effective date of this Amendment.
DEPAR and/or the Plan Administrator may, in their discretion, require documentation evidencing
a legal marital relationship including, but not limited to, a valid marriage license or certificate
which is fully signed, witnessed and executed by the proper authorities of the state or other
jurisdiction where the marriage ceremony was performed."
Motion carried.
Resolution to transfer powers of Executive Director
Moved by Ferrell, second by Gray to transfer power of Executive Director from Marilyn Heifner to
Kym Hughes beginning January 19, 2015. This includes all responsibility necessary to properly
administer the business of the Commission and its agencies within policies set by the
Commission. This includes all signatories on all bank accounts and credit card accounts. Motion
carried.
OTHER BUSINESS
Change of Meeting Date
Because of a monthly conflict, Gray moved that the monthly meeting of the Commission be
moved from the 2nd Monday of the month to the 3,dMonday, second by Ferrell. Motion carried.
FOIA SEMINAR
Kit Williams reviewed the Freedom of Information laws for the Commissioners including Open
public meetings and Executive Sessions. He indicated that he would do individual sessions for
Petty, Withers, Tennant and Hughes because they were absent.
There being no further business, the meeting adjourned.
Respectfully submitted,
Marilyn Heifner
Executive Director, Fayetteville A & P Commission