HomeMy WebLinkAbout1994-10-10 - Agendas - Final MEETING NOTICE
The Advertising and Promotion Commission will meet on Monday ,
October 10 , 1994 at 2 : 00 p . m . in the Chamber of Commerce
Conference Room .
ADVERTISING AND PROMOTION COMMISSION
October 10 , 1994 2 : OO p . m . Chamber of Commerce
I . Call to Order
II . Reports
A . Approval of Minutes
B . Financial - Ben Mayes
C . Convention and Visitor Activity - Marilyn Johnson
D . Blackwood/Martin .Agency Report - Susan Stirewalt
III . Old Business
IV . New Business
A . Special Projects Funding Subcommittee Report
B . 1995 Budget 4
• V . Adjourn
• e
GROUP : ADVERTISING 6 PROMOTION COMMISSION
• DATE : September 12 , 1994
PRESENT : Coy Kaylor Susan Stirewalt
Joe Fennel Ben Mayes
Woody Bassett Marilyn Johnson
Jon Davidson Steve Ward -
Linda McBride
Fred Hanna
Jim Waselues
ABSENT : None
CALL TO ORDER :
The meeting was calledto order by Chairman Coy Kaylor at
2 : 00 p . m . at the Chamber of Commerce .
MONTHLY REPORTS :
MINUTES
Moved by McBride , second by Hanna to approve the minutes of
the July meeting . Motion carried .
• FINANCIAL
Ben Mayes presented the financial report for July and August .
HMR collections were $ 71 , 576 in July , an increase of 22 . 948
over 1993 collections . August collections were up 11 . 148
with collections of $ 78 , 508 . Total year to date collections
are $ 561 , 830 , an increase of 22 . 148 . July expenditures were
$ 49 , 744 and August expenses were $ 22 , 011 . Year to date
expenditures $ 695 , 815 .
Motion by McBride , second by Waselues to approve the
financial report . Motion carried .
ACTIVITY REPORT
Marilyn Johnson reviewed July and August activities of
Convention Visitor Development . 800 number calls received in
July totaled 528 calls and in August totaled 622 calls . Year-
to -date calls totaled 5715 over 1993 total of 4341 year to
date . Total inquiry responses for July were 1471 and for
August were 1774 . Year to date inquiries received total
24 , 030 .
Convention activity has involved working with conventions in
town during the months of July and August . Assistance has
been provided for Autumnfest and Lights of the Ozarks .
Moved by McBride , second by Waselues to approve the
. Convention Visitor Report . Motion carried .
AGENCY REPORT
• Susan Stirewalt distributed flow charts for media remaining
in 1994 . She displayed fall advertising ads which have been
placed . Susan emphasized the bold graphics and the copy
points emphasizing specific events . Placements out are doing
well . New photography has been placed in Arkansas Tour Guide
and Northwest Arkansas Tour Guide ads .
In response for four color image book , the agency recommends
doing posters at a cost of $ 2 . 91 each for 3 , 000 quantity .
total cost $ 8 , 700 . McBride requested that the agency seek
alternate photography which says Fayetteville .
Motion by McBride to approve the agency report , second by
Hanna . Motion carried .
OLD BUSINESS :
LAKE FAYETTEVILLE PROJECT REPORT
Bill Ackerman reported that $ 11 , 079 . 73 has been spent thus
far . The community has been very supportive and volunteers
have been used . Several community groups are assisting in
the fundraising efforts . A summary of work completed on the
Lake Project and fall and summer projects was distributed .
Hanna commended Bill for the work he has done on the Lake .
• Kaylor said the work completed under Bill ' s direction was
phenomenal . Hanna offered labor and equipment .
The have received grant money for paving the parking lot and
are on the list for funds from the Game and Fish Commission ;
however , those funds have not been released .
NEW BUSINESS
LEAGUE OF WOMEN BROCHURES
Brenda Teale said this brochure on Washington County needs
updating from the 1989 printing . They estimate the printing
last time to have been $ 3 , 000 . It was the concensus of Ms .
Teale and the Commission not to acton this until they both
have more detail .
RAZORBACK ENTRYWAY SIGNS
Hanna moved ' to pay for seven Razorback signs $ 1505 ( $ 210
each ) at the entrances to the city celebrating the NCAA
championships . Second by McBride . Motion carried .
OTHER BUSINESS
• Bassett moved to allocate $ 600 , 000 from the excess HMR
revenue account to use to construct a girls ' softball complex
and the first phase of a Babe Ruth complex . Second by Hanna .
. Discussion followed . Bassett said he went to The Parks and
Recreation Commission for a proposal to send to A & P to
benefit all sports . Questions were raised of legality and
the need to demonstrate that we can attract additional
tourists to Fayetteville . A Study by the Arkansas Recreation
and Parks Association indicates that 5 additional girls '
softball tournaments can raise an additional $ 480 , 000 .
Bassett said that with the excess money on hand , it would be
good and worthwhile to return money to kids , parents , and to
those who have paid in the tax .
Hanna said this Parks and Recreation Commission proposal
would get as many needs met as possible . It is a good use of
A & P money . Citizens voted this tax on themselves . The use
of this money would assist organized sports and recreation
and bring tourists to Fayetteville .
Chuck Yarborough distributed a letter he mailed on June 24
and produced a copy of Sandbagger magazine which illustrated
the number of men ' s tournaments available to come to
Fayetteville . He presented a counterproposal to have all
youth tournaments at the men ' s fields with temporary fences
and a central location of all soccer fields . Have all girls
play at Lake Fayetteville and them get a new men ' s field
• somewhere .
Dale Clark said teams can register with NIT or ASA/USSSA .
They haven ' t registered the girls teams . He took an engineer
to Lake Fayetteville and said moving of the field to
eliminate the positioning problem could be done . The
Yarborough plan leaves no promise of land for adult softball .
They want to keep the little girls in neighborhoods for
practice . Little girls haven ' t had a facility . The focus of
the plan for Parks and Recreation was to do something for
them . Fifty to sixty percent of the adults who play softball
are from outside Fayetteville .
Susan Driver said that her committee had brought a proposal
based on the total Parks and Recreation program and that she
hoped that their proposal would be approved rather than
individual proposals . She promised that A & P Funds would
not be- used in place of funds already designated by the city
for capital improvements .
Kaylor clarified that there were presently no girls center of
play . The Parks proposal was to make 20 acres on Salem Road
five fields for the girls ' center of play . Lake Fayetteville
is not large enough for men ' s tournaments .
McBride said Parks and Recreation was a good place to spend
money . If money goes to Parks and Recreation , the decision
• needs to be made by the . Parks and Recreation Commission on a
firm plan decided by them . She indicated that she would have
a problem voting today on the issue since it wasn ' t
• publicized and it was not on the agenda .
Fennel said it was premature to give money to anyone . It is
not healthy to tend to others ' business . Capital
improvements solve a lot of problems . But no problems are
going to be solved unless citizens band together to do
something for themselves . There are: a lot of dollars to be
made with C . C . E . and with an exhibit hall . The loss of the
airport will cost us money . We are in a Catch 22 - adult
leagues bring money to town but why not do something- for our
kids .
Bassett indicated that he was not going to ask for a vote
today ; some were not prepared to vote , some thought it
premature to make a decision . Unless there is a different
proposal brought forth , he would ask for a vote at the next
meeting . Johnson was asked to see when everyone can meet .
Davidson said the money we have to spent is an investment
dollar . 58 return on that is what he uses in his business .
This is a 368 investment . The airport is great for Northwest
Arkansas . People from hospitality industry in Fayetteville
are going to take a big hit . We ' re going to need to reinvest
to begin growth .
Bassett moved to table the motion until the next meeting ,
• second Davidson . Motion carried .
McBride moved to adjourn , second Hanna . Motion carried .
Respectfully submitted ,
Marilyn Johnson
Director
Convention and Visitor Development
City of Fayetteville, Arkansas
Monthly HMR Tax Collections 1992- 1994
• 1992 1993 1993 1994 1994
Total Total Change Over Total Change Over
HMRTaxes HMR Taxes Prior Year HMR Taxes Prior Year
January $ 50,826 $ 54, 149 6.54% $ 71 ,070 31 .25%
February 44,489 51 ,929 16.72% 60,389 16.29%
March 489140 54,606 13.43% 640306 17.76%
April 58,202 61 ,155 5.07% 70, 193 14.78%
May 55, 172 58,564 6. 15% 72,787 24.29%
June 55,826 57,092 2.27% 73,001 27.87%
July 55,276 58,219 5.32% 71 ,576 22.94%
August 55,539 70,637 27.18% 78,508 11 . 14%
September 59,275 68,287 15.20% 76,833 12.51 %
October 55,410 67,710 22.20% 0
November 68,243 74,385 9.00% 0
December 52,797 59,364 12.44% 0
• Total S 659, 193 $ 736,097 11 .67% $ 638.663
90 IIMR Tax Collections By Month
80
70
60 1
a 50
� eco
I
30
a
20
i
w
10
0 January February March Aprd May June July August September October November December
D 1992 1993 1994
•
1HMRTAX
Advertising & Promotion Commission
Financial Report - Expenditures
For the Month Ending September 30, 1994
• 1994 YTD September
Budget Item Budget Expenses Remaining Expenses
800 Telephone Number (Chamber of Commerce) $10,000 $7,500 $2,500
Air Museum 50,000 37500 12,500
Audit Expense 100 100 0
Chamber of Commerce Contract 1000000 100,000 0
Collection Expense 30,000 25,546 41454 31073
Convention Development 47,500 11 ,308 36,192
Convention Folders 6,474 31927 2,547
Convention Services 51000 11622 31378
Public Notification (BMA Contract) 200,000 142,782 57,218 61869
Trolley Program - Ozark Public Transit & Misc. 71 ,500 16,519 54,981 10069
Trolley Purchase 52,500 22,179 30,321
Festival Support:
Springfest 9,000 9,000 0
Music Festival 96000 9,000 0
Autumnfest 91000 99000 0
Lights of the Ozarks 29,000 29,000 0 9,000
Brochures:
University Museum 4,555 31787 768 21772
Parks Brochure 61842 61035 807
Brochures 23,158 11 ,946 119212
• Park Improvements
Girls Softball Fields 280,000 280,000
Special I Projects:
4 Comers Ancestor Fair 29000 21000 0
AAU Region IX Track Meet Advertising 550 550 0
Air Museum - Aircraft Transportation 39500 21988 512
Airport Brochure Rack 257 257
American College Theatre Festival 31000 31000
Am. Legion Mid-South Regional Tournament 13,120 12,120 11000
Ark. Federation of Gymnastics T-Shirts 11500 11425 75
City Entrances 29100 2,100
CEC Equipment Replacement 200,000 200,000 0
Fay. Lakes Restoration Project 25,000 25,000 0
File Photo Updates 2,500 21445 55 2,132
Henry Awards Contribution 500 500 0
Joe Martin Memorial Stage Race (Fay. Wheelmen) 11955 1 ,955 0
Lights of Ozarks - Dismantling 170 100 70
Mayors Conference on Tourism (Carryover) 3,000 31000
NATA Co-op Advertising 6,048 41840 11208
NCAA Championship Banner 495 495 0
NCAA Women's Regional T-Shirts 17500 11500 0
Razorback Highway Signs 11505 11505
Sound System - Downtown Square 10,000 109000
Square Gardens/Dickson Street Parking Maint 40,000 409000
. Walton Arts Center Advertising 4,000 3,657 343
Washington County Historical Society 12,500 12,500
WRMC Benefit Gala Advertising 2,000 2,000 0
Unallocated 76,072 76,072
TOTAL $1 ,356,901 $720,827 $636,074 $24,915
TOURIST INQUIRY 1994
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
• AL 8 3 8 3 1 10 12 14 16 0 0 0
AK 0 0 0 0 0 1 0 0 0 0 0 0
AZ 1 2 6 0 4 2 1 0 4 0 0 0
AR 49 68 125 45 63 53 48 59 102 0 0 0
CA 7 13 49 23 25 18 19 10 13 0 0 0
CO 3 2 4 6 2 2 1 3 6 0 0 0
CT 0 1 3 1 3 2 4 0 1 0 0 0
DE 0 0 0 1 0 0 0 0 0 0 0 0
DC 1 0 1 0 1 0 0 0 0 0 0 10
FL 6 4 20 15 13 6 5 8 6 0 0 0
GA 0 2 11 7 2 4 2 3 6 0 0 0
HI 0 0 1 0 3 . 1 0 1 0 0 0 0
ID 1 0 4 2 3 0 1 0 0 0 0 0
IL 13 13 66 16 23 7 22 12 .22 0 0 0
IN 2 2 18 4 5 7 8 4 4 0 0 0
IA 7 9 37 10 5 5 6 1 12 0 0 0
KS 4 4 50 11 16 11 13 6 21 0 0 0
KY 2 3 3 2 3 3 2 3 2 0 0 0
LA 6 4 32 39 28 24 26 19 26 0 0 0
ME 0 0 0 0 0 0 1 0 1 0 0 0
MD 0 1 3 2 2 2 2 1 2 0 0 0
MA 2 0 2 1 3 0 1 0 0 0 0 0
MI 5 7 32 8 9 4 4 2 10 0 0 0
MN 4 8 13 2 9 4 6 8 7 0 0 0
MS 2 4 12 5 1 7 5 4 15 0 0 0
MO 11 18 66 12 24 12 15 14 38 0 0 0
MT 1 0 1 1 1 0 0 0 0 0 0 0
NE 1 4 8 5 7 1 4 2 1 0 0 0
NV 1 0 1 1 1 2 1 2 1 0 0 0
NH 0 0 1 2 0 0 1 0 0 0 0 0
NJ 0 0 5 5 7 0 0 3 0 0 0 0
NM 2 0 2 2 3 1 0 1 2 0 0 0
NY 3 5 5 6 4 0 4 4 5 0 0 0
NC 2 1 4 2 2 0 4 2 3 0 0 0
ND 0 0 1 1 0 0 0 0 0 0 0 0
OH 2 3 12 5 5 7 5 2 5 0 0 0
OK 16 13 83 29 42 27 27 22 57 0 0 0
OR 0 0 2 5 1 1 1 3 1 0 0 0
PA 3 3 2 3 9 1 5 2 2 0 0 0
PR 0 0 0 0 0 0 0 0 0 0 0 0
RI 1 0 0 0 0 0 0 0 0 0 0 0
SC 0 0 7 3 4 1 2 2 2 0 0 0
SD 1 1 9 1 1 0 0 1 0 0 0 0
TN 3 4 10 7 3 3 11 8 13 0 0 0
TX 13 21 113 83 84 36 55 46 87 0 0 0
UT 1 0 1 1 1 0 0 1 0 0 0 0
VT 0 0 0 0 0 0 0 0 0 0 0 0
VA 4 4 3 3 3 1 1 1 1 0 0 0
WA 1 0 1 1 2 3 1 3 5 0 0 0
WV 3 0 2 0 1 0 0 2 0 0 0 0
WI 5 4 52 12 11 11 5 2 9 0 0 0
WY 0 0 2 0 0 21 0 0 21 0 0 0
• Tot . 197 231 922 393 440 282 331 281 510 0 0 0
• Advertising Inquiry 1994
September 30
JAN FEB MAR APR MAY JUN JUL AG SEP OT NV DEC
ADG
AI 1965 688 175 24 999
AL
AT 173 668 231 530 303 267 458 260
ATM 148 79 24 13 3
BY
CR
CS
DMN
DS
FE 512 244 30 17 4
KCS
ML 902 697 206 275 228 81
NTG 30 150 45 236 52 53 27 40
SL 53 24 149 451 354 236 53 341 261
SM 6 61 1
SNL
SWTR
. TG 83 187 190 61 1 19
TP 63 6 29 117 3 53 42 5 23
TW
USA 705 3776 497
VP 75 303 288 110 35 27 10
VUS 22
Tot 424 217 3931 6722 3377 1313 756 1117 1700
ADG - AR . DEM , GAZETTE ML - MIDWEST LIVING
AI - AR NEWS . INSERT ( CJ ) NTG - NATA
AL - AR ALUMNI SL - SOUTHERN LIVING
AT - - AR TOUR GUIDE SM - SUCCESSFUL MEETINGS
ATM - AR TIMES SNL - SPRINGFIELD NEWS LEADER
BY - BYWAYS SWTR - SW TIMES RECORD
CR - COURIER TG - SL TRAVEL GUIDE
CS - CONVENTION SOUTH TP - TRIP
DMN - DALLAS MORN NEWS TW - TULSA WORLD
DS - DESTINATIONS USA - USA WEEKEND
FE - FRIENDLY EXCHANGE VP - VACATIONS PUB
KCS - KANSAS CITY STAR VUS - VISTA USA
Advertising Inquiry by State
SEPTEMBER 1994
AT AI FE ML NTG SL TG TP VP ATM TOTAL
AL 4 0 0 0 0 12 1 1 0 0 18
AK 1 0 0 0 1 0 0 0 1 0 3
AZ 4 1 0 0 0 1 0 0 0 0 6
AR 21 485 0 0 1 11 0 0 0 1 519
CA 22 12 2 3 0 6 0 0 0 0 45
CO 1 ' 2 0 1 0 0 0 0 1. 0 5
CT 1 1 0 0 0 1 0 0 0 0 3
DE 0 0 0 1 0 1 0 0 0 0 2
DC 0 0 0 00 0 0 0 0 0 0
FL 10 1 0 '1 4 22 1 0 0 0 39
GA 0 0 0 0 2 13 0 2 0 0 17
HI 0 0 0 0 1 0 0 0 0 0 1
ID 0 1 0 0 0 0 0 0 0 0 1
IL 15 1 0 17 4 3 0 2 1 1 44
IN 3 0 0 6 1 3 0 0 0 0 13
IA 5 0 0 5 0 1 0 0 0 0 11
KS 11 3 0 7 2 5 0 0 0 0 28
KY 0 0 0 0 0 7 1 0 0 0 8
LA 10 3 0 0 0 24 0 3 0 0 40
ME 1 0 0 0 0 1 0 0 0 0 2
MD 2 2 0 0 1 5 1 0 0 0 11
MA 2 0 0 1 1 3 0 1 1 0 9
. MI 5 1 0 4 1 4 0 1 0 0 16
MN 6 0 0 9 1 1 1 0 0 0 18
MS 6 10 0 1 3 11 0 0 0 0 31
MO 8 5 1 12 4 7 2 0 0 0 39
MT 0 0 0 0 0 0 0 0 0 0 0
NE 5 2 0 0 1 1 0 0 0 0 9
NV .1 0 0 0 0 0 0 0 0 0 1
NH 0 0 0 0 0 0 0 0 0 0 0
NJ 2 0 0 0 0 1 1 0 0 0 4
NM 2 0 0 0 0 2 0 0 0 0 4
NY 8 0 0 0 1 1 0 4 0 0 14
NC 1 0 0 0 0 11 0 0 0 0 12
ND 0 0 0 0 0 1 0 0 0 0 1
OH 8 0 0 1 3 1 0 0 1 0 14
OK 16 102 0 0 1 13 0 1 0 0 133
OR 0 1 0 0 0 0 0 0 0 0 1
PA 1 0 0 0 1 5 0 1 2 0 10
PR 1 0 0 0 0 0 0 0 0 0 1
RI 2 0 0 0 0 0 0 0 0 0 2
SC 2 0 0 0 0 7 1 0 0 0 10
SD 0 0 0 0 0 0 0 0 0 0 0
TN 3 73 0 2 0 10 3 0 0 0 91
TX 54 237 0 2 3 56 5 6 0 1 364
UT 0 1 0 0 0 0 0 0 1 0 2
VT 0 0 0 0 0 1 0 0 0 0 1
VA 2 0 0 0 0 7 0 1 1 0 11
WA 1 2 1 2 1 1 2 0 1 0 11
• WV 0 0 . 0 10 0 0 0 0 0 0 0
WI 11 53 0 6 2 1 0 0 0 0 73
WY 0 0 0 0 0 0 0 0 0 0 0
CAN 2 0 0 0 0 0 0 0 0 0 2
260 999 4 81 40 261 19 23 10 3 TOT
1700
RELOCATION INQUIRY 1994
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
• AL 7 2 1 1 4 7 4 3 4
AK 0 2 3 4 4 2 4 1 2
AZ 4 4 10 9 10 7 8 9 6
AR 52 41 51 40 49 52 44 60 46
CA 31 44 64 47 51 46 37 55 .40
CO 4 6 9 6 8 3 8 9 4
CT 0 3 0 2 1 1 3 4 1
DE 0 0 0 1 0 0 0 0 1
DC 0 1 0 0 0 2 0 0 0
FL 21 9 22 12 14 25 19 12 12
GA 3 4 8 2 8 7 3 6 6
HI 2 3 0 1 0 3 1 0 3
ID 0 1 0 1 1 2 3 1 0
IL 7 13 37 19 19 22 9 19 19
IN 6 3 7 5 2 1 6 2 6
IA 5 10 20 7 7 4 6 7 7
KS 10 8 13 6 20 10 14 5 6
KY 0 8 3 0 3 2 3 2 3
LA 9 13 14 15 6 11 18 10 12
ME 1 0 1 0 1 0 1 0 0
MD 3 4 3 2 1 2 5 1 3
MA 1 3 6 4 6 2 0 3 1
MI 4 7 8 6 5 5 10 6 11
MN 11 9 9 10 12 4 5 2 5
MS 5 4 8 8 9 6 11 11 8
• MO 9 12 19 13 12 12 12 16 15
MT 0 1 1 1 1 1 0 0 1
NE 7 2 3 5 3 2 5 0 4
NV 4 2 4 4 5 2 2 3 2
NH 0 0 1 0 1 0 0 0 0
NJ 2 2 4 1 6 6 2 2 1
NM 4 1 10 2 4 5 3 3 4
NY 10 11 19 15 5 13 14 13 9
NC 7 3 6 . 3 7 2 1 6 3
ND 2 1 1 0 2 0 3 1 3
OH 4 13 11 5 6 9 3 7 7
OK 16 7 20 12 20 16 19 13 19
OR 2 2 3 6 1 2 4 2 4
PA 2 2 10 8 2 8 4 4 0
PR 0 0 0 0 0 0 0 0 0
RI 0 1 1 3 0 2 0 1 1
SC 0 2 5 2 0 2 1 5 2
SD 2 0 2 0 5 1 2 0 7
TN 7 5 7 4 11 11 9 10 14
TX 44 42 41 28 73 52 58 48 41
UT 3 1 2 0 0 1 3 1 2
VT 1 0 0 1 1 1 0 0 0
VA 5 4 5 2 8 3 3 2 3
WA 6 6 7 0 7 3 4 3 3
WV 0 1 0 0 0 0 1 3 0
WI 14 15 23 11 13 7 9 5 10
WY 1 1 1 1 0 0 0 0 . 0
• Total 338 339 503 335 434 387 384 376 361
TO : Advertising and Promotion Commission
FROM : Marilyn Johnson
RE : Brochure Development and Reprint , 1995
We will have to reprint / redesign the following :
Four color Fayetteville brochure in 1995 . Estimated- cost for
100 , 000 is $ 26 , 521 .
Dining and Lodging Guide -. Estimated cost for 20 , 000 is
$ 5 , 00.0 .
New Brochure ( Walking Guide of Downtown or Garden Tour ) -
$ 7 , 000
Poster - I would really like to see us do a poster of Lights
of the Ozarks . Estimate for 3 , 000 is $ 8 , 736
Additionally , you have requested that I obtain costs for the
following :
• Dinin and Lodging Book - Estimated cost for 10 , 000 is
$ 19 , 221 I really feel that we can handle this through a
private agency with them handling ad sales , copy , concept and
printing .
Therefore , in the 1995 budget , I would like to request in the
brochure line item account $ 47 , 257 .
•
1 FAME 1 TENT LLE
THE CITY OF FAYETTEVILLE, ARKANSAS
TO: Fayetteville Advertising & Promotion Commission
THRU: Fred B. Hanna, Mayor
Kevin D. Crosson, Public Works Director
FROM: Fayetteville Square Gardens Advisory Board
DATE: October 10, 1994
RE. Recommendation to Rehabilitate Brick Planters.
The beauty of Fayetteville's Square Gardens enhances the quality of life for the citizens of Fayetteville
and is also a valuable asset in attracting visitors to our city. It is the responsibility of the Fayetteville
Square Gardens Advisory Board (Board) to assist and make recommendations for the improvement
and management of the Square Gardens. With this in mind, the board's number one priority is the
• aesthetic improvements to the square gardens including planter rehabilitation, sprinkler system
replacement, additional/replacement plant material, trees, and new plans and specifications regarding
the operating and maintenance of the gardens.
The planter rehabilitation project will repair damaged/broken. brick, furthermore, a limestone cap will
be fitted to the top layer of brick. To adequately repair all the cracks and broken brick, the contractor
will be required to dismantle a large portion of the planter. The limestone cap is a necessary
improvement which will help prevent water damage to the planter walls that can occur from the
expansion and contraction of water, and prevent damage to the top layer of brick which can cause
cracks.
Time is of the essence for the planter rehabilitation project because of weather constraints, pedestrian
traffic at this time of year, project length, and possible disruption of the flower beds during the
growing season. This project requires a relatively dry climate and moderate temperature in order for
work to be done which at this time of year should be adequately provided. The pedestrian traffic
along the square is traditionally light during this period of time, which will minimize any
inconveniences which may occur during planter dismantlement. The project length is estimated to
be six weeks, which is the same amount of time from the end of Autumfest to the beginning of the
Lights of the Ozarks. Finally, disrupting the flower beds during the growing season could shock the
plants and require costly replacements. Knowing these project criteria, it is essential that this project
proceeds as soon as possible.
• Due to previous experiences with this project, the Board is recommending a sole source for this
113 WEST MOUNTAIN 72701 501 521-7700
r
project. The Chamber's Garden Committee previously advertised this project for bid and did not
• receive any bids. The City's Building Maintenance Division investigated hiring and/or contracting
someone to perform this work only to find no interest. The Board, through personal knowledge and
experience, contacted Ed Tannehill to obtain a quote for the project. Mr. Tannehill quoted
$ 12,536.00 which included the repair of all the square garden planters, installation of limestone caps
on each planter, and repair of the brick paver walk way on the south side of the Old Post Office.
The Board recommends Mr. Tannehill on three counts: he has previously performed brick/masonry
work for two of the Board members, experience working on the planters in front of Worthen Bank
on the square, and the competitive quote received. A meeting was held between the Board, the City's
Building Maintenance Division, and Mr. Tannehill to provide personal interaction and evaluation of
the proposed project. All parties involved were in agreement to our recommendation.
The Fayetteville Square Gardens Advisory Board is requesting approval of this sole source project
and the authorization to immediately execute the contract. If you should have any questions, I will
be present at the Advertising and Promotions meeting at 2:00.
l
• October 3 , 1994
TO : A & P Commissioners
FROM : Marilyn Johnson
Director , Convention and Visitor Development
RE : Special Project Funding Requests for 1995 Budget
Enclosed are special projects funding requests which I have
received for your consideration for the 1995 Budget ,
1 , Youth Center Tri - State Swimming Conference - $2012 . 00
450 swimmers + families . July 15 - 16 , 1995
2 . Arkansas Water Resources Center Interdisciplinary
Conference - Animal Waste and the Land-Water Interface -
$ 9 , 600 . 400 attendees + 200 spouses . July 16 - 19 , 1995
3 , University Museum Dinosaur Days ' 95 - $ 36 , 290 . 45 , 000 -
50 , 000 visitors . September 22 -December 3 , 1995 .
4 , American Legion Department of Arkansas . State Convention -
$8 , 000 . 1 , 000 delegates . July 20 - 23 , 1995 ,
5 . Northern Tourist Information Center . Walton Arts Center
• Community Welcome / Information/ Ticketing Booth at
Northwest Arkansas Mall . $ 29 , 172 per year ( 3 year
commitment ) . 5 , 000 , 000 + Yearlong 72 hours / week .
0
6 , Little O ' Oprey - $ 17 , 800 , 20 , 000 visitors for 52 daysS
operation . OR maximum $78 , 300 , 80 , 000 visitors for 220
days 5AC.OL ,y,- &ex0 �vo 'i'* ) &P"7 '46 gyp,,,
7 . Holiday Hoops in conjunction with Lights) of the Ozarks -
$50 , 000 . 5 , 000 to 7 , 000 visitors . December 14 -- 16 , 1995 .
8 , Alpha Chi Sigma 43rd Biennial Conclave . $600 . 200
people . Bid submission in April , 1995 for 1996
conference .
9 . OZARTS Gala Preview - $ 10 , 000 . unknown number of
visitors . June 16 - 17 , 1995 . AWS.
10 . Arkansas Air Museum - $ 50 , 000 . 25 , 000 visitors . Year
round operation .
11 . Music Festival of Arkansas - $ 20 , 000 . 70 students , 18
visiting faculty for three weeks each June + concert
attendees .
12 . Autumnfest - $ 9 , 000 . Expected - 20 , 000 visitors .
October 25 - 25 , 1995 .
•
• 13 . Lights of the Ozarks - $ 41 , 100 . 100 , 000 + visitors .
November 22 , 1995 to January 5 , 1996
AMOUNT TOTAL REQUESTS $ 283 , 574
•
•
;1
October 6 , 1994
• TO : Advertising and Promotion Commission
FROM : Joe Fennel , chairman , special projects funding
subcommittee
RE : Recommendations for 1995 Budget
The Special Projects Funding Subcommittee met on Wednesday ,
October 5 and presents the following recommendations
regarding for requests for funding in the 1995 Budget .
Requested Amt . Granted
1 . Youth Center Tri - State $ 21012 . 00 $ 500 . 00
Swimming Conference
2 . Arkansas Water Resources 91600 . 00 51000 . 00
Center Interdisciplinary
Conference
3 . University Museum Dinosaur 36 , 290 . 00 10 , 000 . 00
Days ' 95
4 . American Legion State 31560 . 00 3 , 560 . 00
Convention
• 5 . Northern Tourist Informa - 29 , 172 . 00 29 , 172 . 00
tion Center with Walton Arts
Center and NWA Mall
6 . Little O ' Oprey 17 , 000 . 00 0
7 . Holiday Hoops 50 , 000 . 00 21 , 500 . 00
8 . Alpha Chi Sigma Conclave 600 . 00 cony . dev .
9 . OZARTS Gala Preview 10 , 000 . 00 0
10 , Arkansas Air Museum & 50 , 000 . 00 50 , 000 . 00
Tourist Info Center
11 , Additional Trolley 30 , 000 . 00 0
12 . Trolley Program Operations 621500 . 00 Line item
13 . Replacement Festival Lights 21000 . 00 11000 . 00
14 . Square Gardens /Dickson 401000 . 00 0
Street Spring Maintenance
15 , Gary Hampton Memorial Youth 5 , 000 . 00 500 . 00
National Invitation Tourn .
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$ 347 , 734 . 00 $ 121 , 232 . 00
Festivals
• 1 . Music Festival of Arkansas 20 , 000. 00 71500 . 00
2 . Autumnfest 10 , 768 . 61 71500 . 00
3 . Lights of the Ozarks 41 , 000 . 00 20 , 000 . 00
4 . Springfest 10 , 000 . 00 71500 . 00
$ 81 , 768 . 61 $ 42 , 500 . 00
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