Arkansas Administrative Code
Agency 013 - Department of Parks and Tourism
Division 06 - Tourism Division
Rule 013.06.95-001 - Regional Matching Fund Grant Program Guidelines FY 1995/1996
Current through Register Vol. 49, No. 2, February 2024
FY 1995/1996 REGIONAL MATCHING FUNDS DEADLINES
At its June 1994 meeting, the State Parks, Recreation and Travel Commission requested a monthly report, by region, on compliance with Matching Funds Deadline Requests.
FRIDAY, JUNE 2,1995 :
* Overall Regional Budget and Project Priority Budgets due.
All associations will submit an overall Regional Budget and a Priority Budget (Form 1) for 1995/96.
SATURDAY, JULY 1, 1995
* Fiscal Year 1995/1996 opens.
* Regional Budgets and Project Priority Budgets approved by Parks and Tourism.
FRIDAY, AUGUST 4, 1995
* Parks and Tourism Trade and Travel Show listings mailed to regions.
A listing of all Trade and Travel Shows, which Parks and Tourism" will be attending for FY 95/96 will be mailed to each region.
FRIDAY, AUGUST 11, 1995
* Monthly information for July due in Tourism Development.
FRIDAY, SEPTEMBERS, 1995
* Monthly information for August due in Tourism Development.
FRIDAY, OCTOBER 13, 1995
* Monthly information for September due in Tourism Development.
FRIDAY, OCTOBER 27, 1995
* Regional Travel Show brochure commitments due in Research.
Regional Associations will commit quantities of brochures for participation in these shows, in writing to the Research and Information Director (Charles McLemore).
FRIDAY, NOVEMBER 10, 1995
* Monthly information for October due in Tourism Development.
FRIDAY, DECEMBER 8, 1995
* Monthly information for November due in Tourism Development.
FRIDAY, DECEMBER 29 ,1995
* Mid-Year dose. All projects on the Project Priority Budget must be accounted for and reported to Tourism Development on Form 3. This form will be faxed to your regional contact person on Friday, December 1, , 1995.,
*Deadline to amend budgets with new, funded projects.
*Unobligated funds will be reallocated to regions.
FRIDAY, JANUARY 12, 1996
* Monthly information for December due in Tourism Development.
FRIDAY, FEBRUARY 9, 1996
*Monthly information for January due in Tourism Development.
FRIDAY, MARCH 8, 1996
*Monthly information for February due in Tourism Development.
FRIDAY, APRIL 12, 1996
*Monthly information for March due in Tourism Development.
FRIDAY, MAY 10, 1996
*Monthly information for April due in Tourism Development.
FRIDAY, MAY 24, 1996
*Copies of Regional Documents (990, Board of Directors, and current Constitution and Bylaws) need to be submitted.
- A copy of IRS Form 990 "Return of Organization Exempt From Income
Tax" (Forms Section).
-A copy of the region's updated Board of Director's listing.
-A copy of the region's current Constitution and Bylaws.
FRIDAY, May 31, 1996
*Final Requests for Payments due in Tourism Development.
Final Regional Matching Funds Requests for Payments due to the Tourism Development Manager (Daniel Rozyskie). Requests received after this date may not be processed prior to fiscal year end funding cutoff (Friday, 6/28/96).
Regional Association Overall Budgets will be submitted to the Tourism Development Manager (Daniel Rozyskie) along with a copy of a Project Priority Budget (Form 1).
FRIDAY, JUNE 28, 1996
* Fiscal Year 1995/1996 closes.
ELIGIBILITY
A. To be eligible for matching funds, a regional tourist promotion agency shall first be incorporated as a non-profit corporation under Act 176 of 1963. The corporation shall be open to all interested citizens and residents of counties comprising a natural planning region of this state. The membership in the corporation shall represent counties comprising not less than 50% of the total population of the region.
B. A regional tourist promotion agency has been established in each of the twelve regions, including all of Arkansas 75 counties, and provides that any two or more natural planning regions may merge to form a single regional area of the respective regions. But no more than one non-profit corporation will be designated as the regional tourist promotion agency for ; the combined regions.
C. A county in one natural planning region may, upon approval of the Department of Parks and Tourism and the State Parks, Recreation, and Travel Commission, join an adjacent natural planning region if and when the county tourist values are more closely identified with the other region.
D. A copy of incorporation papers, constitution and bylaws of the regional tourist promotion agency, along with a letter of application to be recognized as the tourist promotion agency, will be sent to the Tourism Division of the Arkansas Department of Parks and Tourism. When the Department of Parks and Tourism determines that the constitution and bylaws are in compliance with the rules and regulations established by the Department, that applying corporation will be designated as the participating agency for matching funds in the region.
E. A region may change its name by a majority of its Board of Directors and approval from the State Parks, Recreation and Travel Commission. However, no region may change its name more than once within a five year period.
F. In order to be eligible for participation in the Regional Matching Funds Grant Program, the Regional Tourist Associations agree to comply with all applicable regulations as set forth in the AR Nonprofit Corporation Act of 1993, the Publicity and Tourism Act, and the Regional Guidelines as approved by the State Parks, Recreation and Travel Commission.
PERFORMANCE BASED INCENTIVE PLAN FISCAL YEAR 1995/1996
GOAL: To enhance the timely communication of performance, marketing, and operational data from the regional tourism associations to Parks and Tourism for planning, analysis, and distribution to the regions in a format that will benefit regional strategic planning and information needs.
PROCEDURE: MONTHLY REGIONAL INFORMATION
Once a month, regional associations will be asked to forward the following information to Parks and Tourism. This data must be received by the deadlines listed so Parks and Tourism staff has the time to analyze and distribute the information to interested to individuals.
On the deadline date at 3:00 PM, each region is eligible for a $297.87 matching fund increase, if the information requested above is received in proper form and content. (See attached form, page 5).
Should the region choose not to submit this data after being contacted by Tourism Development, their entire regional matching fund may be frozen until information is received.
GENERAL TOURISM DEVELOPMENT REQUESTS AND DEADLINES
From time to time, regional association's input is requested from Tourism Development on a variety of topics. These requests, along with the deadlines listed in the Regional Guidelines, will be included as qualifiers for the monthly communications increase. Parks and Tourism requests will be reasonable and necessary. Requests from Tourism development beyond the agreed upon deadlines will not exceed 1 per month, or 12 per fiscal year.
USE OF FUNDS BROCHURES
Date and quantity printed, the words "Printed in USA" and the statement, "This brochure is paid for with a combination of state funds and private regional association funds." EXAMPLE: If 100,000 brochures or folders are printed, codification would read: 12-95 100M, Printed in USA.
IN-REGION BROCHURES
Brochures produced for use in the region must meet the criteria outlined above with the exception that two-color designs are acceptable.
IN-REGION ADVERTISING MEDIA
Newspapers, magazines, television, and radio will be eligible for matching funds on project-by-project basis. Each project must be approved by the Arkansas Department of Parks and Tourism prior to initiating the program. Advertising in out-of-region newspapers, magazines, television, radio and other media that has a circulation or distribution into the State of Arkansas shall not be considered in region advertising.
OUTDOOR POSTERS OR SIGNS
Each project will be considered individually by the Arkansas Department of Parks and Tourism upon submission of proposed design and location.
MEDIA KITS
Will contain photographs, news releases, and other promotional materials.
TRAVEL RESEARCH PROJECTS
Will be designed to provide accurate data on travel patterns, volume, and expenditures. All information shall be furnished to the Department of Parks and Tourism for its use.
MEMBERSHIP FEES
In national and/or regional tourist organizations, such as the Arkansas Travel Council and Arkansas Tourism Development Foundation.
MOVIES, FILM STRIPS, OR SLIDES
Each project will be considered individually by the Department of Parks and Tourism upon submission.
OTHER ADVERTISING AND PUBLICITY PROJECTS
Approved by the Regional Advertising Committee (see section V.A), provided written approval is obtained from the Department of Parks and Tourism prior to the start of the individual project. All projects not listed above shall be submitted in writing for consideration;
TRAVEL SHOW PARTICIPATION
The Department of Parks and Tourism will participate in specified out-of-state travel shows. The booth will be staffed by Parks and Tourism employees and regional tourist promotion agency members if they desire to participate.
The current daily allowance for In-State meals and lodging is $55.00 without including taxes. For out-of-state meals and lodging the daily allowance is $65.00 without including taxes. When using a private vehicle for travel on official business the current rate is $.25 per mile.
OTHER TRAVEL/TRADE SHOWS
Regional tourist promotion agencies may choose to exhibit at any tourism oriented travel/trade shows by contracting with a show producer or the Department directly.
Matching funds will be allowed for the following:
FESTIVAL PROMOTIONS
Regional matching funds may be utilized for promotion and advertising of a festival, or festivals, by a regional tourist promotion agency. These projects must be approved on a project-by-project basis by the Department of Parks and Tourism.
PROFESSIONAL CONTRACTS
The usual advertising agency commission, artist, photographer, auditors, or other professional contracts such as those dealing with accountability, membership development, coordination, increased exposure, financial management services, and legal services will be allowed since professional knowledge can help the region maximize its resources.
RECRUITMENT MATERIALS
Any approved membership recruitment materials, including postage.
ADMINISTRATIVE EXPENSES
Such as salary, telephone, stationary, office rent, or office supplies up to 10% of the total matching funds available for each region will be allowed. Invoices for supplies, or payroll documentation, will be required.
NOT ELIGIBLE FOR MATCHING FUNDS
HOW TO PROCEED
APPLICATION FOR PAYMENT
GENERAL GUIDELINES
Upon completion of an approved project, the Regional Advertising Committee will submit to the Tourism Development Manager, at Parks and Tourism, the following documentation:
FORM 020 RMF 911 - REQUEST FOR PAYMENT
In order to process your request for payment, the date, name of the Association, address, city, zip code, and counties which comprise your region must be filled in.
Next list the project(s) which you are requesting payment for. These projects (s) will come from your Project Priority Budget, as approved by the Parks and Tourism, and need to be listed one per line. Several projects may be listed on the same "Request for Payment" form.
The total cost for each project will come from the invoice you receive from the vendor for this particular project, and needs to be listed following the project for which it applies. This invoice amount may be more, or less, than the amount requested for approval.
To calculate the total matching share amount requested, take the total cost, divided by 3, and multiplied by 2. Round to the nearest cent. Total cost of projects is the sum of all approved projects costs. List this amount in the appropriate place.
Next, take the total cost of the project's figure, divide it by 3 and multiply this number by 2. Round to the nearest cent. This result is the amount of the matching funds being claimed on this application. Place this figure in the appropriate space on the request. Verify this figure by adding your matching share column. These two figures should match.
To complete this form, obtain the signature of the Association's President and Secretary/Treasurer.
INVOICES
Every form 020 RMF 911 will be accompanied by an invoice, or itemized statement, of some sort. This is required for your request to be processed.
Invoices vary greatly, but there is information contained on every invoice which Parks and Tourism needs in order to move your request. This information is:
Should you deal with a vendor that issues statements, but no invoices, the statement will need to contain the same data listed above for an invoice. Specifically, statements must be itemized.
A COPY OF THE REGIONAL ASSOCIATION'S CHECK
No request for payment is complete without a photocopy of the regional association's check, cashier's check. Regardless of which form of payment your region prefers, all invoices to which this check applies must be clearly listed, and individually itemized on the front of every check.
Regi onal Associations will submit a copy of a check with their Request for Payment. This photocopied check, by law must indicate payment of at least 1/3 of the invoice to which it applies, and needs to include the front and back sides of the check.
Another form of payment acceptable to Parks and Tourism is the cashier's check. In this case, a photocopy of the front of the cashier's check (not the back), and an actual copy of the cashier's check, is all that is needed to fulfill the payment requirement.
Documentation of payment by check from organizations other than the regional association will not be allowed. In other words, the check submitted as payment for a project must be drawn on the regional association's account.
DOCUMENTED PROOF OF PERFORMANCE
In most cases, documentation proving a project submitted for matching funds has been completed is as simple as a copy of the article, ad, brochure or spot. This documentation will accompany your request for payment to Parks and Tourism.
As there are different media to advertise and promote your region, so are there different requirements concerning the various proofs of performance needed to process your request.
In general, any printed advertisement submitted will include the date, name of publication and copy of the ad. For example, a page from the newspaper, a copy of the magazine or a section from a tabloid. Photocopies of print ads will not satisfy the documentation requirement.
When advertising with audio/visual communications, a video tape, a cassette of the spot, or a hard copy of the spot, would be submitted with your request.
The four most common advertising mediums are discussed below, with examples of each following. When in doubt as to what documentation is needed, call the Tourism Development Manager for clarification.
NEWSPAPER
When advertising in a newspaper, documentation will show the publication date, publication name and a copy of the ad to be reimbursed. This may include more than one page, or several sections.
MAGAZINE
Documentation requirements for magazine advertising mirrors newspaper advertising. In other words, a copy of your advertising which includes the publication name and date, is necessary to fulfill documentation requirements.
RADIO
When advertising on radio, two forms of documentation are necessary: a script, or cassette, of the advertisement, and an affidavit of performance, or ad agency invoice. This affidavit must be notarized, and contain the signatures of the Notary Public and the Station Manager. If you advertise 3 messages on 5 stations, then 3 copies of the ad, and 5 signed, dated affidavits of performance are needed.
If radio spots are purchased through an advertising agency, an ad agency invoice would take the place of the affidavit of performance. A script or cassette would still be required.
TELEVISION
When advertising on television, two forms of documentation are necessary: a script, or video of the advertisement, and an affidavit of performance. Again, this affidavit must be notarized, and contain the signature of the Notary Public and Station Manager. As with radio advertising, if the regional television advertising is purchased through an ad agency, the ad agency invoice will take the place of the affidavit of performance and a script or cassette of the ad would still be required.
PROJECT SUMMARY REPORT
This form gives Tourism Development, Parks and Tourism and the State Parks, Recreation and Travel Commission a better idea of what each region is attempting to achieve with their advertising the actual result of this effort, and allows the region to track their advertising effectiveness.
This form will accompany your Request for Payment Packet after the completion of each Project.
