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HomeMy WebLinkAbout2023-02-27 - Minutes -Fayetteville Advertising and Promotion Commission Minutes February 27, 2023 Fayetteville Town Center Commissioners Chair Todd Martin, Tourism & Hospitality Representative Present: Andrew Prysby, Commissioner at -large Sarah Bunch, City Council Representative Sonia Harvey, City Council Representative Katherine Kinney, Tourism & Hospitality Representative Commissioners Elvis Moya, Tourism & Hospitality Representative Absent: Chrissy Sanderson, Tourism & Hospitality Representative Staff: Molly Rawn, CEO; Jennifer Walker, VP of Finance Chair Martin called the meeting to order at 2:00 pm. Old Business A. Chair Martin asked commissioners to review the November minutes and asked if there were any additions or revisions. Commissioner Harvey made a motion to approve the minutes which was seconded by Commissioner Kinney. Minutes were approved unanimously. III. New Business A. CEO Report. Rawn began with an update on the commission's upcoming open seat. Commissioner Kinney has reapplied and because we did not have a large number of candidates who are eligible, we have asked for an extension on the deadline. The EF sales team are at Governor's Conference on Tourism in El Dorado and will facilitate a state wide sales meeting on Wednesday. Rawn pointed out Tina Archer - Cope being selected as one of 6 emerging tourism stars, Cope will be recognized at an e-tourism summit in Las Vegas. Julie Pennington has secured group tours for Walton Arts Center's Broadway series. Rawn stated that they've utilized almost all of their groups and meetings budget for 2023. In Community Engagement, Chloe Bell plans to have First Thursday vendor applications online in the coming days. The town center had 9 events since the commission met on February 6th and Rawn stated that the Black Expo was well attended this last weekend. She also stated that the FTC lease renewal is on the agenda for today. In talking about HMR data, Rawn stated that for the March meeting she would plan to ask Kinney to talk through RevPar (revenue generated per available room) and that it would be added to the HRM data points. Rawn ended by stating we did not meet our budget projections for January but we are below our expenditures. B. Financial Report. Jennifer Walker, VP of Finance Walker stated that January financials are in the commission agenda packets. At the end of January, our revenue and expense target are 8% and we are at 7% for revenue and 5% for expenditures. HRM tax collections came in $381,681 for January collections. Our net operating Income is $57,000 to date. Our Cash and Investments are at 4.7 million dollars and the town center is at $105,000 for unearned revenue for the year. With no questions, Walker concluded her report. C. Marketing Report. Molly Rawn, CEO Rawn shared our partnership with Razorback Athletics Website and stated that it was our number one referral source to our website. We will continue to get and analyze data from this partnership. Rawn reviewed some material related to Fayetteville Restaurant Week and stated we would have a full report at the March meeting. Restaurant Week kicked off with a mayoral proclamation at the original Slim Chickens as they were celebrating their 2011 year anniversary. Rawn said we'd be doing a survey to get feedback from restaurants, and she also asked commissioners to give any feedback while it was on their mind. She also shared the various purchased media that accompanied this event and showed the ads produced for this campaign. Rawn also listed the various events where Vanny has been and stated that Vanny may be taking a break for a few weeks after returning from Governor's Conference. Chair Martin asked if there was an update on a re -fresh of the Vanny wrap with the goal of aligning it a little more with the red color of the Razorbacks so that it will fit in when attending Razorback events. Rawn said that yes, we are looking at a re -fresh for this purpose. D. Vote. Sells Agency Contract Extension. The contract with Sells Agency, FA&P's advertising agency of record, has lapsed. The CEO is seeking authority to extend the contract the original contract for a term of one year beginning January 1, 2023 and concluding December 31, 2023. Rawn said that with the change in marketing leadership last fall, we wanted to allow the new VP of Marketing and Communications to be involved in the creation of an RFP for a new contract with an agency of record. There was no questions and Commissioner Kinney made a motion to extend the CEO the authority to extend the contract for one year and it was seconded by Commissioner Bunch. It was approved unanimously via a roll call vote. E. Vote. Fayetteville Town Center lease. The existing FTC lease has expired and both parties have reached agreement on a new lease. Proposed lease and memo attached. CEO Rawn opened up by thanking Taylor Kinney with Quattlebaum, Grooms & Tull PLLC for drafting this lease. We had three goals with the renewal: • Clarifying the lease terms • Combining the lease for the parking deck and event center into one lease • Shift responsibility for replacement and upgrading of major systems such as HVAC etc to the city while regular maintenance items would be the responsibility of Fayetteville A&P. In working on this project, Rawn noted that there was a lot clarification concerning the term "replacement" and noted that the spirit of the lease is in the right place and it is her recommendation that we sign the lease. Commissioner Bunch made a motion to authorize Rawn to sign the lease as presented to the commission and Commissioner Kinney seconded it. Chair Martin asked if there was any discussion. Taylor Kinney said it was a 10 year renewal. Rawn mentioned that we added the ability to call a meeting if we or the city determine something wasn't addressed in the lease. With no other discussion, Chair Martin called for a vote and it was approved unanimously. D. Vote. Folk School of Fayetteville lease. Approval of lease with Folk School Fayetteville for Walker Stone House. Proposed lease and memo attached. Rawn reviewed the lease and began with something that is different than what was discussed at the last meeting. She stated that she had assumed that the Folk School would assume utilities and put them in their name. While this will be the case, the A&P will offer a reimbursement of up to $8,000 in total for the year for all the utilities. This reimbursement option is only offered for the first year. Rawn pointed out the noise ordinance language and said it was explicitly put into the lease to acknowledge the tenants will have a neighbor who operates a funeral home. Parking was also discussed with the expectation the tenant's guests would not park in neighbors parking but would utilize public parking lots. Additionally, it was noted that the tenants requested that they could have first right of refusal if someone requested to purchase the property. The commissioners agreed it was a kind thing to include in a lease or in a separate letter of agreement. Chair Martin asked if we could include the wording of first right of refusal in an amendment if we wanted to approve the lease. Rawn requested if the commissioners were comfortable agreeing on a certain duration of time to give the tenants for first right of refusal. The duration of 10 days was discussed. It was also noted that while the commission doesn't plan to pursue a buyer while we have this lease in place, that the commission would need to plan on being a good steward of resources if a buyer materialized. It was also discussed that while the lease doesn't clarify a schedule for pest control, we recognized that we would provide regular pest control with spraying. Chair Martin requested a motion to authorize Rawn to offer the lease and Commissioner Harvey made a motion with Commissioner Prysby seconding it and Chair Martin reiterated the motion as such: The A&P commission approves the CEO to extend the lease to Folk School of Fayetteville as proposed and have the authority to extend first right of refusal to Folk School of Fayetteville if the commission decides to sell it for a period of 10 business days after we receive an offer. The motion was unanimously approved. E. Adjourn Chair Martin requested a motion to adjourn with Commissioner Kinney making the motion and Commissioner Prysby seconding it. The motion passed unanimously, and the meeting was adjourned at 2:53 p.m. Minutes submitted by Amy Stockton, Director of Operations, Experience Fayetteville