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Home My WebLink About1996-04-22 - Agendas - Final r MEETING NOTICE The Advertising and Promotion Commission will be on Monday, April 22, 1996 at 11 :00 a.m. for a working lunch at the Chamber of Commerce office. Agenda I. Call to Order 11. Budget Requests for Special Project Funding for 1996 Budget III. Exhibit Hall/Town Center • Marilyn will be ordering lunches. If you want a lunch ordered for you, please contact her by 10:00 a.m. on Monday morning. (521 - 1710). Thanks rlei STATUS OF ADVERTISING AND PROMOTION FUNDS AND BUDGET 1 . Unreserved Fund Balance 12-31 -9575 yen I� �{ 3y, DOC7 2. CCE Bond Fund Estimated Income - State Tumback 300,000 Rent - UA CCE 122,000 Interest 26,000 Estimated Expenses CCE Bonds 436,000 Arts Center Bonds 100,000 3 . HMR Budget 1996 Estimated Revenue Interest Earnings 359000 HMR Estimated Revenue 952,500 Carry forward from 1995 Budget 288,746 • 279,000 Girls Softball Complex 2, 100 City Entranceway Enhancements 7,364 Public Notification 282 Square Gardens 1995 Budget Income $9325916 Expenses $713,018 Carryover to 96 budget $7,364 - Public Notification 279,000 - Girls Softball Complex 2, 100 - City Entranceway Enhancements 282 - Square Gardens Tourist Information - $29, 172 (Mall) & $50,000 (Air Museum) Special Projects - 111 ,470 Festivals - $42,500 • ADVERTISING AND PROMOTION COMMISSION *FUNDING SUMMARY The following comments were made by parties requesting funding at the Advertising and Promotion Commission meeting on April 8, 1996. WASHINGTON COUNTY HISTORICAL SOCIETY - Request 12,500 (subcommittee recommendation $ 1 ,500) Herb Lewis and Ann Sugg, representatives. Washington County Historical Society has three main sources of funding: Memberships, Ice Cream Social, and Book Sales. Several thousand will be here for Battle of Fayetteville reenactment this weekend. The Headquarters House is a good tourist attraction. * The WCHS Headquarters House funding has been projected to cost $3,000. The Chamber has found a source to paint the house at no cost to . the WCHS. ARKANSAS MUSIC FESTIVAL - Request $2,000 (subcommittee recommendation NONE) Carlton Woods, representative. Culture represents a portion of the excellent quality of life which we enjoy in Fayetteville. The Arkansas . Music Festival has been taken over by the University of Arkansas (from the Symphony Society) and is being managed this its first year with a budget reflecting the lowest level of projected income possible and the highest expenses. To get the festival reestablished, the following changes have been implemented: better marketing than in the past and reduced to 10 days from 21 . Seven restaurants and a • major sponsorship of one concert have been accomplished. The fund drive material is out in the mail. a 1, goo HOLIDAY HOOPS - Request $20,000 (subcommittee recommendation $ 15 ,000) Larry Bittle, representative. This dream brought Fayetteville a great deal of publicity and a boost to tourism in a down time of the year. Compared with King Cotton Tournament in Pine Bluff, we had better attendance and they've been around longer. 12,000 attendance. They have a goal of a three year period to build to perpetuate for a major regional event and nationally recognized. This is a breakout for the state basketball tournament which brings 47,000 people. Fayetteville should become the basketball center of the state. Alex said the .Hilton was obviously a benefactor of the tournament. AIRFEST '96 - Request $2,000 (subcommittee recommendation $ 1 ,000) John Kalagias, representative. The Air Museum must become event oriented. May 24-25 the Lockheed Constellation will be on display as a preview to AirFest '96. This is the start of an'annual event of a static show. Barnstormer will be doing flights. The Air Museum is open 362 days alyear. Motion by Curtis Shipley, second by Woody Bassett to take the requests for funding under advisement and vote on at a special meeting in Two weeks (April 22), Motion carried. Use of Funds collected • 1 ) For advertising and Promoting the city and its environs 2 ) For constructing , reconstruction , extension , equipment , improvement , maintenance , repair , and operation of a convention center 3 ) For operation of tourism promotion facilities in the city and facilities necessary for , supporting , or otherwise pertaining to , a convention center 4 ) For the payment of the principal of , interest on , and fees and expenses in connection with bonds 5 ) May engage such personnel and agencies and incur such administrative costs that it deems necessary to conduct its business 6 ) If the commission determines that funding of the arts is necessary for or supporting of its city ' s advertising and promotion endeavors , it can use its funds derived from the hotel and' restaurant tax A 7 ) For the operation of tourist- oriented facilities including but not limited to , theme . parks and other family entertainment facilities • 8 ) For the retirement of bonds issued for the establishment and operation of tourist- oriented facilities including , but not limited to , theme parks and other family entertainment facilities . 9 ) For the construction , reconstruction , repair , maintenance , improvement , equipping and operation of public recreation facilities and for the payment of principal bonds Such taxes shall not be used : 1 ) For general capital improvements within the city 2 ) For the cost associated with the general operation of the city . 3 ) For general subsidy of any civic groups or the Chamber of Commerce . However , the A & P Commission may contract with such groups to provide to the commission actual services that are connected with tourism events and conventions . • The authorization and limitations shall be reasonably construed so as to provide funds for promoting and encouraging tourism and conventions while not allowing such special revenues to be utilized for expenditures that are normally paid from general revenues of the city . 'r r- 1996 Budget Requests and Grants to Date 4/1 /96 Requested Amt. Granted Special Projects Trolley Operation $38,000 $35,000 Lights of the Ozarks 20,300 20,300 Autumnfest 5,000 5 ,000 Square Gardens 25,000 20,000 Fayetteville Library Genealogy 962266 269360 Tourist Info Center (Mall) 2nd of three year commitment 29, 172 299172 Air Museum 50,000 40,000 • Total 263,738 175,832 Festivals 25,300 25,300 e 1� • Advertising & Promotion Commission Financial Report — Expenditures For the Month Ending March 31 , 1996 • a 1996 YTD March Budget Item Budget Expenses Remaining Expenses Public Notification (BMA Contract) $257,364 . $531775 $2039589 $20,074 Audit Expense 150 150 Trolley Operations 359000 7,611 27,389 31711 Collection Expense 38,100 41355 33,745 11450 Convention Services 51000 400 4,600 Brochure Development 40,000 40,000 800 Telephone Number (Chamber) 10,000 29500 79500 Lights of the Ozarks 209300 20,300 Autumnfest 50000 51000 Air Museum 409000 10,000 30,000 Chamber of Commerce Contract 100,000 50,000 50,000 Exhibit Hall/Town Center 100,000 15,308 84,692 151308 Park Improvements (Crystal Springs) 279,000 2791000 Landscape Materials (Square Gardens Maint.) 201000 201000 Special Projects q Northern Tourist Information Center 29,172 71293 21 ,879 e Martin Memorial Stage Race 5,555 11632 3,923 y. Public Library Genealogical Collection 269360 26,360 City Entranceway Enhancements 2,100 2,100 Square Gardens Maintenance 282 281 1 Replacement Festival Lights — Square 1•,000 11000 TOTAL USES $1 ,0141383 $153,155 $8619228 $40,544 \A&PEXP96 Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending December 31 , 1995 (REVISED/UNAUDITED) 1995 YTD December Budget Item Budget Expenses Remaining Expenses Public Notification (BMA Contract) $2502000 $2429636 $7,364 $21 ,488 Audit Expense 100 100 0 Trolley Operations 352000 35,000 (0) 61012 Collection Expense 36,000 37,317 (1 ,317) 3,020 Convention Services 4,400 41359 41 Brochure Development 56,827 50, 126 61701 800 Telephone Number (Chamber) 10,000 103000 0 Lights of the Ozarks 20,000 19,982 18 61356 Autumnfest 71500 79500 0 Springfest 71500 7,500 0 Music Festival 7,500 71500 0 Air Museum 50,000 50,000 0 Fixed Assets (Water Line) 800 703 97 Park Improvements (Girls Softball Complex) 2802000 1 ,000 279,000 11000 Chamber of Commerce Contract P 100,000 99,452 548 (548) Special Proiects Youth Center Tri - State Swimming Conf. 500 500 0 Water Resources Center Conference 51000 50000 0 wersity Museum Dinosaur. Days 10,000 10,000 0 51211 Am . Legion Dept. of Ark. State Convention 31560 31500 60 Northern Tourist Information Center 29, 172 29,172 0 Holiday Hoops 21 ,500 21 ,500 0 Replacement Festival Lights/Maint. - Square 19000 989 11 489 Gary Hampton Memorial Youth Invitational 500 500 0 Joe Martin Memorial Stage Race 1 ,955 1 ,955 0 American College Theatre Festival Advertising 21600 2,600 0 Square Gardens Maintenance 44,486 44,226 260 (10) NCAA Cross Country Advertising 6,000 61000 0 City Entranceway Enhancements 2,100 2,100 Washington County Historical Society 12,500 123500 0 Ark. Air Museum - Plane Transportation 1 ,400 1 ,400 0 Unobligated 25,013 25,013 TOTAL 1995 BUDGET • $1 ,032,913 $713,018 $319,895 $43,018 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 z 4 . American Legion State 31560 . 00 31560 . 00 Convention 5 , Northern Tourist Informa - 29 , 172 . 00 29 , 172 . 00 tion Center with Walton Arts Center and NWA Mall 6 . Little 0 ' Oprey 17 , 000 . 00 0 7 . Holiday Hoops 50 , 000 . 00 21 , 500 . 00 8 . Alpha Chi Sigma . Conclave 600 . 00 conv . dev . 9 . OZARTS Gala Preview 10 , 000 . 00 0 10 . Arkansas Air Museum & 50 , 000 . 00 501000 . 00 Tourist Info Center 11 . Additional Trolley 301000 . 00 0 12 . Trolley Program Operations 621500 . 00 Line item 13 . Replacement Festival Lights 21000 . 00 1 , 000 . 00 14 . Square Gardens /Dickson 401000 . 00 0 Street Spring Maintenance 15 . Gary Hampton Memorial Youth 5 , 000 . 00 500 . 00 National Invitation Tourn . $ 347 , 734 . 00 $ 121 , 232 . 00 Festivals 1 . Music Festival of Arkansas 20 ; 000 : 00 71500 . 00 2 . Autumnfest y= 10 , 768 . 61 71500 . 00 3 . Lighfs of the Ozarks 41 , 000 . 00 20 , 000 . 00 4 . Springfest 10 , 000 . 00 71500 . 00 $ 81 , 768 . 61 $ 421500 . 00 az 2 �ttget#ebille �1zhlit `�tiibrttrg 217 EAST DICKSON STREET FAYETTEVILLE, ARKANSAS 72701 TO : Advertisingnd Promotion Committee , City of Fayetteville FR ' Mary Jo Gy , Director , Grace Keith Genealogy Collection of the Fayel a elle Public Library RE : Quarterly Report for the First Quarter of 1996 DT : April 2 , 1996 EXECUTIVE SUMMARY : During this first quarter of the current grant period , progress has centered around four primary objectives : 1 ) preparing the physical space for the acquisition to the Collection ; 2 ) planning for additional promotional activities during this year ; 3 ) initiating cooperative efforts with other libraries and cultural institutions in the region ; and 4 ) conducting a cost comparison and placing orders , from the lowest bidder , for the Census and its storage facility . OBJECTIVE 1 • Prepared the physical space for the acquisition to the Collection . Storage facilities for the new acquisition were determined by , first , inventorying the existing facilities to determine excess capacity . A preliminary plan was developed for moving existing microfilm periodicals 'to the Adult Collection and for clearing a staffed space so that the security of the new microfilm acquisition will be better monitored . OBJECTIVE 2 Began planning the additional promotional activities during this year . A calendar of existing events , reunions , and genealogical workshops was developed . A timeline was developed for the organization and scheduling of four additional workshops during the year so that both current and potential patrons can be made aware of the resources and instructed in their use . Workshops are tentatively scheduled for June , August , September and November . Additionally , the Fayetteville Genealogy Collection and Mullins Library Special Collections are working on a jointly sponsored workshop through the Division of Continuing Education ( see Objective 3 ) . MORE . . . r ' page 2 First Quarter Report Fayetteville Public Library Grant OBJECTIVE 3 Initiated cooperative efforts with other libraries and cultural institutions in the region . To ensure easy public access to genealogical research in our region and to insure no duplication in our respective collections , several meetings have been held during this quarter to initiate cooperative agreements and resource sharing with other libraries and cultural institutions in the region . Especially productive have been meetings with Michael Dabrishus , the Director of Special Collections and with the Director of Government Documents both at Mullins Library , with the Washington County Historical Society and with Bob Beesom , Director of the Shiloh Museum . Discussions have begun about a joint workshop with Mullins Special Collections to be held at Continuing Education the object of which is to acquaint those already interested in genealogy with the resources available at both Special Collections and the Grace Keith Collection . OBJECTIVE 4 Placed the order for the Census and its storage facility . Specs were developed and bids taken for the 1920 Census . Bids were received from the following vendors : National Archives , Washington , D . C . ; Scholarly Resources , Wilmington , Delaware ; American Genealogical Lending Library , Bountiful , Utah . With excess capacity in mind ( see Objective 1 ) , price lists for the needed additional storage facilities were received from the following potential vendors : Demco , Inc . , Madison , Wisconsin ; Gaylord , Syracuse , New York ; Brodart , Williamsport , Pennsylvania ; American Genealogical Lending Library , Bountiful , Utah . The entire 1920 microfilm Federal Census and two high density dedicated 35mm 880 microfilm roll film capacity storage cabinets were ordered on March 21 of this quarter . It is expected that delivery will take place within 60 days or less . • eAs Atchltecture Planning Interior Design Northwest Arkansas Office • 100 West Center / Suite 102 • Fayetteville, AR 72701 • FAX 501/443-9515 • 501/443-6666 FAYETTEVILLE TOWN CENTER PROGRAM WORK SESSION 4-22- 1996 AGENDA 1) STAFFING AND MANAGEMENT OPTIONS 2) FACILITY SIZE 3) PLAZA / ENTRY PROPERTY EXPANSION PROPERTY 4) PARKING REQUIREMENTS Administrative ' Administrative functions include those related to the oversight of the organization, management of facility operations and administration, marketing and finance. Each of these categories are defined in greater detail below. Facility Oversight The responsibility for oversight of a public assembly facility organization is often performed by a board of directors, council or authority as established by the owner of the facility. Examples of responsibilities and activities of the board or authority may include: ■ establishing the mission for the facility and its management; ■ providing management with direction, guidance and oversight; ■ developing high-level strategies to accomplish long-term objectives; ■ developing or approving policies and procedures for the organization, particularly those policies relating to the rental of the facility; ■ monitoring the performance of management; ■ approving operating budgets, rental rates and significant facility • commitments; and, ■ hiring key management. Management Management functions include managing the facility's day-to-day operations and administration. Examples of management responsibilities and activities may include: ■ negotiating contracts and schedules with event organizers; ■ hiring and discharging department heads; ■ maintaining compliance with state and local regulations regarding facility operations; ■ preparing budgets and controlling costs; ■ representing the facility before the board, municipal operating authority or other oversight entity; ■ implementing and adhering to facility policies and procedures; ■ ` addressing risk management issues and maintaining adequate insurance coverage; and, ■ developing action plans for disaster recovery with facility staff and local • authorities. Page t S Marketing . • Marketing functions include coordination and implementation of all sales and promotional efforts for the facility. Marketing responsibility may be undertaken by the Advertising & Promotion Commission or other convention & visitors authority, the facility, or jointly shared, as appropriate under the circumstances. Examples of marketing responsibilities and activities may . include: ■ creating and coordinating advertising efforts using print, radio, television and other advertising mediums, as appropriate; ■ producing and distributing marketing materials; ■ contacting prospective facility users through direct mail, telephone or in-person meetings; ■ responding to potential facility user inquiries; ■ attending industry trade shows to promote the facility; ■ coordinating ticket promotions and sales; and, ■ coordinating media coverage and event publicity. Finance Financial functions include activities associated with the financial operations of the facility. Examples of financial responsibilities and activities may include: ■ maintaining accurate records in accordance with generally accepted accounting principles; ■ establishing and maintaining a system of internal accounting controls; ■ working with management to prepare budgets and manage cash flow; ■ obtaining necessary financial support for special projects, asset management and capital improvements; ■ performing payroll procedures in compliance with applicable laws and regulations; ■ preparing and submitting applicable local, state and federal tax filings; ■ processing purchase orders and payments; ■ preparing and reconciling deposits; ■ settling financial obligations with event promoters at the conclusion of events; ■ reconciling event sales reports and actual receipts; and, • ■ preparing periodic and event-specific financial reports. 4 Page 2 E Facility Operations • Facility operations include a variety of tasks related to several broad categories such as event operations, repair and maintenance, janitorial services, box office operations, security and food service. Each category is defined in greater detail below. Event Operations Event operations include the coordination of various facility activities directly related to events held at the facility. Examples of event operating responsibilities and activities may include: ■ determining the technical and staffing requirements for an event; ■ ensuring that adequate equipment and personnel are available at all times during the course of an event; ■ coordinating the delivery and removal of exhibits and other event-related materials to/from the facility; ■ setting-up the facility for events including the preparation of flooring, staging and special lighting and sound equipment; ■ making repairs to staging, lighting, sound or other equipment to ensure safety and to maintain proper working condition of the equipment; ■ operating various lighting and sound equipment for events, such as spotlights, light controls, sound equipment, video, telecommunication and projection equipment; ■ breaking down equipment and staging; ■ cleaning up the facility following events; and, ■ scheduling 'and supervising full- and part-time personnel including customer service representatives, stage crew, technical staff, food service employees, vendors, security personnel, janitors, ushers and parking attendants, as appropriate. Food Service Food service operations often include the provision of food and beverages for facility users through the use of on-site and off-site facilities. Examples of food service responsibilities and activities may include: ■ catering refreshments for small receptions to full-course meals for large banquets; • providing concessions for event patrons; ■ coordinating the efforts of event organizers, in-house and off-site caterers; Page 3 vs 1 ■ maintaining adequate levels of food service supplies; • ■ preparing food and ensuring food quality; ■ hiring, training and supervising food service staff; ■ complying with local health and fire codes regarding food service and kitchen operations; ■ preparing reports of food service operations; ■ reconciling sales and event receipts; and, ■ resolving food quality and food service complaints. Box Office Certain events which require paid admission, such as theatrical performances, consumer shows and sporting events may require the provision of box office operations at the facility. Box office operations include all tasks associated with the sale and distribution of tickets and event admissions before, during and after events. Examples of box office responsibilities and activities may include: ■ processing telephone ticket orders; ■ maintaining accurate ticket inventory and transaction records; ■ conducting over-the-counter ticket sales with customers; ■ communicating the schedule of events to customers who inquire by phone or in-person; ■ responding to customer inquiries and complaints; ■ coordinating box office policies and operations with marketing and promotional efforts to ensure proper communication of event information to customers; ■ preparing daily and event-related sales reports; and, ■ counting tickets and ticket stubs. Repair and Maintenance Repair and. maintenance operations include preventive and corrective facility maintenance tasks performed through the coordinated efforts of part-time, full-time, or contracted service providers. Examples of repair and maintenance responsibilities and activities may include: ■ ' coordinating the services of full and part-time employees with outside contractors to accomplish necessary repairs and maintenance activities; • performing general plumbing and electrical repairs; Page 4 repairing damage to facility structures and components; • coordinating the efforts of shop employees and tradesmen in the construction of facility equipment and customized staging for various events; ■ inspecting and testing facility systems for damage; • coordinating on-site maintenance support to assist with potential problems during events; and, • maintaining or coordinating periodic inspections for major equipment items such as HVAC systems and elevators. Security Security operations include all aspects of security required to safely conduct events and day-to-day operations at a facility. Examples of security operation responsibilities and activities may include: ■ maintaining security measures throughout the course of events; • guarding and protecting event exhibits and unsecured equipment; ■ controlling access to restricted areas of the facility; ■ providing personal protection for box office and other personnel which transport cash and inventory throughout the facility before, during and after events; ■ coordinating emergency medical services at the facility such as first aid stations and ambulance availability; ■ coordinating the efforts of fire department personnel through facility inspections and planning for emergency situations; regulating vehicle and pedestrian traffic near the facility during periods of peak demand to ensure proper traffic flow and adequate public safety; and, ■ maintaining an appropriate lock and key system to control' authorized facility access. Janitorial Janitorial services include those basic housekeeping tasks required to maintain the overall cleanliness and sanitation of the facility, particularly during times of event activity. Examples of janitorial responsibilities and activities may include: ■ general cleaning throughout the facility including exhibition areas, meeting rooms, offices, etc.; • collecting and disposing of trash in public access areas and offices; Page 5 ■ cleaning and sanitizing iestrooms; • ■ cleaning booths and exhibits during trade shows; and, ■ maintaining adequate inventory levels of cleaning supplies and products. The various job functions required for the proposed facility will depend on the final design of the facility and its expected use. Certain job functions may be provided by departments within the parent organization, departments within municipal government, outsourced to private companies, or combined or delineated, as appropriate to match the expected ability level and work load of various full- and part-time employees. Page 6 0 ca { - w - Q e _ W dp w - • • dp �C i • • a . J w g � m d � � o . � N 0 0 O a •£, of 006 A 1 O 0 I T o pm. m [Ow I rdi j - I � C I O � 1 E n 1 E � 1 y d I rl V � O N • ; N ... ry 1 T rOi 1 W O I - C d I z 3 I c I o u • /VV'//� I I I I I n I I I I y o I I I O1 L • I O Q�.I I LL �E • n �^ O d �r U " • d N ® a . ♦rl/) & n Y V [� 1�1 _ O U 4 n y ; Q n c E a m n o n J J V • 1 I 1 I I E o 1 I I Q d p I I I ur. 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