Loading...
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