Arkansas Administrative Code › Agency 013 - Department of Parks and Tourism › Division 06 - Tourism Division › Rule 013.06.13-001 - Regional Tourist Association Grant Program Rules

Current through Register Vol. 49, No. 6, June, 2024
FISCAL YEAR 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.
MAY - WEDNESDAY FOLLOWING THIRD FRIDAY
. Regional Budgets due to the Department of Parks and
				Tourism.
All associations will submit a Matching Funds Budget for Fiscal
				Year (Form 1, page XX) and a Regional Annual Operational Budget (detailed
				projection of all estimated income and expenses for the fiscal year.)
JULY 1
. Fiscal Year opens.
. Regional Matching Funds Budgets approved by the Department of
				Parks and Tourism on or before the second Tuesday in July.
JULY - THIRD FRIDAY
. Monthly information for June due to the Department of Parks
				and Tourism.
AUGUST - THIRD FRIDAY
. Monthly information for July due to the Department of Parks
				and Tourism.
SEPTEMBER - THIRD FRIDAY
. Monthly information for August due to the Department of Parks
				and Tourism.
OCTOBER - THIRD FRIDAY
. Monthly information for September due to the Department of
				Parks and Tourism.
NOVEMBER - THIRD FRIDAY
. Monthly information for October due to the Department of
				Parks and Tourism.
DECEMBER - THIRD FRIDAY
. Monthly information for November due to the Department of
				Parks and Tourism.
DECEMBER - THIRD FRIDAY
. Mid-Year close. All projects on the Region Matching Funds
				Budget must be accounted for and reported to the Department of Parks and on
				Form 3. A reminder will be sent to your regional contact person two weeks
				before deadline.
* Letter to request additional funds should be on file by this
				date.
* Deadline to amend Region Matching Funds Budget with new,
				funded projects.
* Un-obligated funds will be reallocated to eligible regions,
				with no one region receiving in excess of 20% of the funds.
JANUARY - THIRD FRIDAY
* Monthly information for December due to the Department of
				Parks and Tourism.
FEBRUARY - THIRD FRIDAY
* Monthly information for January due to the Department of
				Parks and Tourism.
MARCH - THIRD FRIDAY
* Monthly information for February due to the Department of
				Parks and Tourism.
APRIL - THIRD FRIDAY
* Monthly information for March due to the Department of Parks
				and Tourism.
MAY - THIRD FRIDAY
* Monthly information for April due to the Department of Parks
				and Tourism.
MAY - THIRD FRIDAY
* 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"
- A copy of the region's updated Board of Directors' listing
				with Executive Committee members and Advertising Committee members
				identified.
- A copy of the region's current Constitution and
				Bylaws.
- A copy of employment letter.
MAY - WEDNESDAY FOLLOWING THIRD FRIDAY
* Regional Association Annual Operational Budget for the
				upcoming fiscal year and a Matching Funds Budget for the upcoming fiscal year
				(Form 1 on page XX) are due to the Department of Parks and Tourism.
* End-of-Year close. All projects on the Region Matching Funds
				Budget must be accounted for and reported to the Department of Parks and
				Tourism on Form 4 (page XX).
* Un-obligated funds will be reallocated to eligible regions,
				with no one region receiving in excess of 20% of the funds.
* Final Requests for Payments due to the Department of Parks
				and Tourism.
- Requests received after this date run the risk of not being
				processed prior to the fiscal year end. (For example, if you inadvertently
				leave out necessary documentation, there may not be enough time for you to
				gather it and send it to Parks and Tourism.)
JUNE - THIRD FRIDAY
* Monthly information for May due in to the Department of Parks
				and Tourism.
JUNE
30
* Fiscal Year ends.
ELIGIBILITY
A.C.A. &
				15-11-401
				et seq.)
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's 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 vote of
			 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 Arkansas
			 Nonprofit Corporation Act of 1993, the Publicity and Tourism Act of 1937 (and
			 subsequent revisions), and the annual Regional Rules and Regulations as
			 approved by the State Parks, Recreation and Travel Commission.
G. A regional tourist promotion agency must
			 have at least one board member from each of the counties composing a region.
			 Each board member must either reside, own a business, or be employed in the
			 county he/she represents.
PERFORMANCE BASED INCENTIVE PLAN
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 individuals. A Performance Based
				Incentive Form is provided on page XX.
* Minutes of all regional association membership, board of
				directors and executive board meetings;
* Notification of the date, time and location of the next
				scheduled meeting, submitted on the form provided;
* The number of inquiries received, submitted on the form
				provided; and,
* A membership update, submitted on an approved form.
At the first of the fiscal year, a matching grant allocation is
				available to each region. The amount is equal for each region and subject to
				budget decisions by the Arkansas State Legislature and the Arkansas Department
				of Parks and Tourism and approval by the State Parks Recreation and Travel
				Commission. If the documentation requested above is received in proper form and
				content by 5:00 p.m. on the deadline date of each month, the region's grant
				will remain at the above stated figure. If the region does not provide the
				complete documentation requested by the deadline established, the region's
				budget will be suspended until complete information is received.
Should the region choose not to submit this data after being
				contacted by the Department of Parks and Tourism, its entire regional matching
				fund may be suspended until information is received.
GENERAL REQUESTS AND DEADLINES
At any time, the Department of Parks and Tourism may ask a
				regional tourist association for proof of its compliance with the Arkansas
				Nonprofit Corporation Act (&
				4-28-201 et seq. and &
				4-33-101 et seq.)
				Additionally, the Department may request input on a variety of topics
				throughout the year. A regional tourist association will be expected to provide
				information specific to its region on tourism related matters.
USE OF FUNDS
It is the responsibility of the regional associations to ensure
				that the rules and regulations are followed for each project before submitting
				applications for funding.
REGION BROCHURES
(see also page XX)
1.
			 Brochures promoting and advertising the recreation and travel attractions of
			 the region should be in full color. A brochure will be considered by the
			 Department of Parks and Tourism as an entire unit. The unit must be clearly
			 travel promotion oriented, designed to promote the entire region. No industrial
			 promotion may be made part of any brochure unless the advertisement or
			 promotion is clearly intended to promote tourism, travel, or vacation business
			 within the region.
2. Out-of-state
			 advertising may be accepted if the following conditions are met:
a. Regions may allow out-of-state ads only if
			 the out-of-state facility is in a county that borders the region.
b. Ads from another state tourism office will
			 not be allowed.
c. Any out-of-state
			 ad must be in good taste and approved in advance by the region's Board of
			 Directors.
3. In order to
			 insure that regional tourist promotion agency brochures are in full compliance
			 with the minimum legal requirements of the Matching Funds Program, it is
			 mandatory that the printer's proofs of all regional agency brochures be
			 submitted to and approved by the Arkansas Department of Parks and Tourism prior
			 to printing and shall include all editorial and private sector
			 content.
4. The brochure's content
			 shall contain no less than 40% editorial. Of the 60% advertising, up to 10% can
			 be two-color.
5. The outside front
			 cover of the regional tourist promotion agency brochures will be for display of
			 non-paid advertisement of a major tourist attraction or scenic view of the
			 region. The cover must be previously approved by a majority of the Board of
			 Directors within the specific association and submitted along with the brochure
			 printer's proofs to the Department of Parks and Tourism prior to printing for
			 approval.
6. All brochures must
			 contain in a prominent location an outline of the state with the individual
			 region comprising all counties clearly defined. This map will indicate major
			 interstate routes and primary roads into the region.
7. Without exception, the Arkansas state
			 outline with region counties and major routes indicated will be made a part of
			 regional materials using matching funds. This codification must contain the
			 following information in a prominent location:
* Date
* Quantity printed
* The words "Printed in USA"
* The statement in 8 point type in final production, "This
				brochure is paid for with a combination of state funds and private regional
				association funds." Regional tourist association name may be substituted for
				the words "private regional association."
(EXAMPLE: If 50,000 brochures or folders are printed in
				December of 2011, codification would read: 12-11 50M, Printed in
				USA)
8. All printer's proofs
			 must also be approved by the Arkansas Department of Parks and Tourism prior to
			 publication.
PRINT AND BROADCAST ADVERTISING
(see also page XX)
Print and broadcast advertising placed outside of the region
				will be eligible for matching funds.
INTERNET
(see also page XX)
1.
			 Internet sites promoting and advertising the recreation and travel attractions
			 of the region will be allowed. The website will be considered by the Department
			 of Parks and Tourism as an entire unit. The unit must be clearly travel
			 promotion oriented, designed to promote the entire region. No industrial
			 promotion may be made part of any website unless the advertisement or promotion
			 is clearly intended to promote tourism, travel, or vacation business within the
			 region.
2. Out-of-state advertising
			 may be accepted if the following conditions are met:
a. Regions may allow out-of-state ads only if
			 the out-of-state facility is in a county that borders the region.
b. Ads from another state tourism office will
			 not be allowed.
c. Any out-of-state
			 ad must be in good taste and approved in advance by the region's Board of
			 Directors.
3. In order to
			 insure that regional tourist association websites are in full compliance with
			 the minimum legal requirements of the Matching Funds Program, it is mandatory
			 that a draft copy, print or electronic, of the home page and all additional
			 pages be submitted to and approved by the Arkansas Department of Parks and
			 Tourism in advance and shall include all editorial and private sector
			 content.
4. The website's content
			 shall contain no less than 40% editorial.
5. All websites must contain in a prominent
			 location an outline of the state with the individual region comprising all
			 counties clearly defined. This map will indicate major interstate routes and
			 primary roads into the region.
6.
			 Without exception, the following codification must be made a part of regional
			 materials using matching funds. The website must contain the following
			 information in a prominent location:
* Date created.
* The statement in 8 point type in final production, "This
				website is paid for with a combination of state funds and private regional
				association funds." Regional tourist association name may be substituted for
				the words "private regional association."
*
IN-REGION ADVERTISING MEDIA
(see also page XX)
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. Advertising based
				in-region will be considered on a project-by-project basis when the following
				is submitted to the Department of Parks and Tourism prior to the start of the
				project:
* Name of the media outlet
* Business address of the media outlet
* Media coverage map (print publications and television
				broadcast)
* An affidavit from the radio station stating that it meets the
				minimum power requirements of 500 watts for AM stations or 3,000 watts for FM
				stations (radio broadcast)
In-region advertising projects for regional tourist
				associations comprised of 15 or more counties will be considered on a
				project-by-project basis when submitted to the Department of Parks and Tourism
				prior to the start of the project.
OUTDOOR MEDIA
(see also page XX)
Each project will be considered individually by the Arkansas
				Department of Parks and Tourism upon submission of proposed design and location
				prior to initiating the program. Billboards need not have the statement "This
				ad is paid for with a combination of state funds and private regional
				association funds." Regional tourist association name may be substituted for
				the words "private regional association."
PRINT AND DIGITAL MEDIA KITS
(see also page XX)
Will contain photographs, news releases, videos, and other
				promotional materials designed to promote the entire region in either hard copy
				or digital format. The project must be approved by the Department of Parks and
				Tourism prior to initiating the program.
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
Membership fees in national and/or regional tourist
				organizations, such as the Arkansas Travel Council and Arkansas Tourism
				Development Foundation, will be eligible for matching funds.
VIDEOS/ PHOTOGRAPHY
Each project will be considered individually by the Department
				of Parks and Tourism upon submission.
TRAVEL/TRADE SHOWS
Regi onal tourist promotion agencies may choose to exhibit at
				any tourism oriented travel/trade shows by contracting with a show
				producer.
Matching funds will be allowed for the following:
1. Booth and banner design and
			 construction.
2. Expenses incurred
			 for registration, rental space, services such as electricity, carpet, and
			 Wi-Fi, and shipping cost for the booth, brochures, and other promotional
			 materials. Copies of registration form, rental contract, service contracts, and
			 shipping contracts along with a canceled check from the association must be
			 submitted with request for payment.
3. Travel expenditures incurred by the
			 regional representatives who attend travel/trade shows. The Department of Parks
			 and Tourism will only match the authorized rate for meals, lodging, and mileage
			 for stale employees. In the event expenses exceed the daily allowance, approval
			 for the exception must be given by the Director or Deputy Director of the
			 Tourism Division prior to travel.
When submitting travel expenses, such as meals, lodging, and
				mileage, the Travel Expense Reimbursement Form (020 RMF 910) will need to be
				filled out and submitted with your Regional Tourist Association Matching Fund
				Application Request for Payment (Form 020 RMF 911). In the event that you
				exceed the daily allowance for lodging, the bottom half of this form (020 RMF
				910) will need to be filled out also. In general, the only exception to exceed
				the maximum lodging rate shall be those instances in which the hotel rate where
				the meeting or conference is held exceeds the maximum allowable lodging rate
				for that area. There are no exceptions to the maximum meal rate.
For travel expense reimbursements, please check with the
				Department of Parks and Tourism about rates or view Domestic Per Diem rates on
				the U.S. General Services Administration website at
www.gsa.gov/
.
FESTIVAL/SPECIAL EVENT PROMOTIONS
(see also page XX)
Regi onal matching funds may be utilized for promotion and
				advertising of a festival or event by a regional tourist promotion association.
				Festival and event promotion and advertising will be matched only if it is
				placed outside the region to attract visitors to the event. Promotional items
				used within the region and promotion at the festival site will not be eligible.
				All printed materials must contain the statement in 8 point type in final
				production, "This ad paid for with a combination of state funds and private
				regional association funds." Regional tourist association name may be
				substituted for the words "private regional association." These projects must
				be approved in advance on a project-by-project basis by the Department of Parks
				and Tourism.
PROFESSIONAL CONTRACTS
The customary (15%) advertising agency commission, artist,
				photographer, auditor, or other professional contracts such as those dealing
				with accountability, membership development, coordination, increased exposure,
				website development, social media management, financial management services,
				and legal services will be allowed since professional knowledge and expertise
				can help the region maximize its resources.
MEMBERSHIP RECRUITMENT MATERIALS
Any printed or digital (i.e. CD, DVD) membership recruitment
				materials, including brochures and postage, approved prior to production by the
				Department of Parks and Tourism.
INQUIRY RESPONSE
Postage for inquiry fulfillment, regional tourist association
				website hosting expenses, and telephone expenses will be allowed. To qualify, a
				landline/cell phone must be registered in the regional tourist association name
				and identify the association name in its voicemail. Up to 50% of personal cell
				phone bills that are used for regional tourist association business will be
				allowed if the association name is identified in its voicemail and the number
				is identified as belonging to the association in promotional materials.
IN-ROOM
ADVERTISING
Each in-room advertising project (i.e. concierge books and
				hotel closed circuit informational videos) must be submitted to the Arkansas
				Department of Parks and Tourism in writing prior to beginning the
				program.
ADMINISTRATIVE EXPENSES
Such as net salary (amount after withholdings), stationery,
				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. A letter of employment is required to be
				eligible for payroll matching funds (See example letter on page XX). Salary
				checks must be written at the end of each pay period.
OTHER ADVERTISING AND PUBLICITY PROJECTS
All projects not listed in the Use of Funds section shall be
				submitted in writing for consideration to the Department of Parks and Tourism
				in advance of the start of the individual project. Value of each project will
				be assessed at reasonable fair market value by the Department of Parks and
				Tourism and only that portion considered to be a reasonable cost will be
				eligible for matching funds.
NOT ELIGIBLE FOR MATCHING FUNDS
1. Any projects not approved in
			 advance.
2. Meeting
			 expenses
3. Registration and other
			 associated expenses incurred through attendance at the Annual Governor's
			 Conference on Tourism
4. Local (i.e.
			 in-region) media receptions.
5.
			 Familiarization tours, including Department of Parks and Tourism promotional
			 blitzes. Familiarization tours for Department of Parks and Tourism staff are
			 not eligible. When approved in advance, food expenses and activity fees (i.e.
			 fishing guide services) will be eligible for media familiarization tours
			 coordinated by the Regional Tourist Association or the Department of Parks and
			 Tourism.
6. City maps. When
			 submitted for approval prior to beginning the project, Regional Tourist
			 Association ads placed on city maps will be considered on an project-by-project
			 basis.
7. Postage not used for
			 inquiries or membership
8. Envelopes
			 not used for inquiries or membership
9. Donations to any individual or
			 organization
10. Any items produced
			 for re-sale
11. Ads placed in
			 regional tourist association brochures
12. Postage for any entity other than the
			 regional tourist association
13.
			 Brochures, flyers, posters for local businesses
14. Sponsorships
15. Scholarships