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Home My WebLink About1997-10-20 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday , October 20 , 1997 at 2 : 00 p . m . at City Hall Council Chamber . ADVERTISING AND PROMOTION COMMISSION October 20, 1997 2 : 00 p . m . City Hall Council Chamber I . Call to Order II . Reports A . Approval of Minutes for September 22 meeting and October 10 Committee of Whole meeting B . Financial - Ben Mayes C . Convention and Visitor Activity - Marilyn Snapp D . Blackwood/Martin Agency Report - Susan Stirewalt • III . Old Business A . Exhibit Hall /Town Center IV . New Business A . Funding Requests for 1998 1 , Arkansas Air Museum - $ 40 , 000 2 . Square Gardens - $ 20 , 000 3 . Trolley Program - $ 40 , 000 4 . U of A Museum - $ 5 , 724 5 . Public Library Genealogical Collection - $ 32 , 522 . 10 * * * 6 . Center for Continuing Education - $ 1 , 487 , 000 V . Miscellaneous VI . Adjourn Informational Items - Trolley Operations Report • * * * Information on request from Center for Continuing Education was not included in your packet for Funding Requests . It was received in time for consideration . • GROUP : ADVERTISING & PROMOTION COMMISSION DATE : September 22 , 1997 PRESENT : Curtis Shipley Ben Mayes Alex Jerde Susan Stirewalt Fred Hanna Marilyn Snapp Jim Waselues Joe Fennel ABSENT : Kit Williams , Carl Maguire CALL TO ORDER : The meeting was called to order by Joe Fennel at 2 : 00 p . m . at the Chamber of Commerce office . MONTHLY REPORTS : MINUTES It was moved by Shipley , second : by Hanna to approve the minutes of the August 11 meeting . Motion carried . FINANCIAL Ben Mayes presented the financial report for August . The HMR collections were $ 84 , 099 , an increase of 6 . 938 from August 1996 collections . Total collections year to date are • $ 647 , 287 , a 4 . 31 % increase . August expenditures were $ 39 , 110 . Moved by Shipley , second by Fennel to approve the August financial report . Motion carried . ACTIVITY REPORT Marilyn Snapp reported on bids for U . S . Junior Swimming Championship and National State Teachers of the Year for 1999 conventions . Master Gardeners state meeting will be here in October . Good Sam Samboree will also return this October . Marilyn Snapp presented the August activities of Convention Visitor Development . Moved by Waselues , second by Shipley to approve the Convention Visitor , Director report . Motion carried . AGENCY REPORT Susan Stirewalt discussed the Arkansas Parks and Tourism marketing meeting in Fort Smith . State tourism inquiries are down 3 . 5 % . Mississippi and Missouri are down and Texas is down over 90 , 000 inquiries . Southern Living inquiries are down 48 . Total is down 15 % from 1995 . This can somewhat be • attributed to internet . We need to address internet inquiries which provide more immediacy of information to potential visitors . • Discussion on the feasibility of taking advantage of internet as a joint venture with restaurants . Moved by Shipley , second by Waselues to approve the agency report . Motion carried . OLD BUSINESS : TOWN CENTER/ EXHIBIT HALL ELECTION Richard Alderman discussed the public input design meeting on September 9 . Summary is attached . He also discussed a schedule of construction . Attached . Hanna moved the resolution to authorize WDD to proceed with survey of the land . NEW BUSINESS : TIME AND PLACE OF COMMISSION MEETINGS Moved by Williams to change meeting place to city administration building , second by Shipley . Motion carried . ARKANSAS STATE CROSS COUNTRY CHAMPIONSHIPS • Dick Johnson requested up to $ 2 , 000 to cover related expenses for hosting the Arkansas state high school Cross Country Championships in Fayetteville . Moved by Shipley , second by Hanna to approve funds . Motion carried . MISCELLANEOUS : The A & P Commission will meet as a committee of the whole to consider funding requests for 1998 . There being no further business , the meeting was adjourned . Respectfully submitted , Marilyn Snapp Director , Convention and Visitor Development • • GROUP : ADVERTISING & PROMOTION COMMISSION ( Committee as a Whole ) DATE : October 10 , 1997 PRESENT : Curtis Shipley Ben Mayes Alex Jerde Marilyn Snapp Fred Hanna Carl Maguire Jim Waselues Kit Williams Joe Fennel CALL TO ORDER : The committee meeting was called to order by Joe Fennel 9 : 00 a . m . at the Chamber of Commerce office for the purpose of hearing funding requests for 1998 . Ben Mayes explained City Advertising and Promotion Commission Fund and 1998 Schedule of Resources Available . Presentations were heard from ` the following : ARKANSAS . AIR MUSEUM - John Kalagias requested $ 40 , 000 . SQUARE GARDENS - Susan Ferrell requested $ 20 , 000 . • TROLLEY PROGRAM - Ben Mayes requested $ 40 , 000 . UA MUSEUM - Johnnie Gentry was unable to be present . Request is for $ 5 , 724 for brochures . FAYETTEVILLE PUBLIC LIBRARY - David Malone , Mary Jo Godfrey , Melanie Stockdell , and Lanear Hartsell requested $ 32 , 522 . 20 for 1910 U . S . Federal Census . Hanna recommended funding all requests , second by Williams . Motion carried . Commissioners requested that the proposed budget worksheet be redone for meeting . . It was suggested that a panel be designed as a general Fayetteville panel for brochure requests to cross promote things to do in Fayetteville . Malone said he would like to come back and talk about state funding available for the Town Center . There being no further business , the meeting was adjourned . Respectfully submitted , ? Marilyn Snapp • Director , Convention and Visitor Development City of Fayetteville, Arkansas Monthly HMR Tax Collections 1995-1997 • 1995 1996 1996 1997 1997 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 74,927 ' $ 76,738 2.42% $ 73,809 -3.82% February 71 ,046 68,507 -3.57% 73,099 6.70% March 68,254 72,521 6.25% 76,808 5.91 % April 73,027 82, 155 12.50% 88,050 7. 17% May 78,599 78,771 0.22% 872221 10.73% June 803875 791880 -1 .23% 84,417 5.68% July 80,211 83,337 3.90% 79,784 -4.26% August 81 ,416 78,651 -3.40% " 84,099 6.93% September 80,376 85,514 6.39% 821984 -2.96% October 77,619 80,031 3. 11 % 0 November 913076 89,882 -1 .31 % 0 December 75,490 80, 107 6. 12% 0 • Total $ 932,916 $ 956,093 2.480/6 $ 730,270 3.43% HMR Tax Collections By Month 100 80 60 cc - 'o 40 200 January February March April May June July August September October November December 0 1995 ® 1996 ® 1997 • \HMRTAX Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending September 30, 1997 • 1997 YTD September Budget Item Budget Expenses Remaining Expenses Chamber of Commerce Operations Contract $100,000 $100,000 $0 Collection Expense - City of Fayetteville 19,560 14,605 41955 11660 Audit Expense 150 150 0 800 Telephone Number (Chamber of Commerce) 101000 71500 2,500 Public Notification (BMA Contract) 227,040 1833823 43,217 15,085 Trolley Operations 401000 28,092 113908 5,019 Convention Services 5,391 11758 3,633 Town Center/Exhibit Hall 112,821 609 112,212 Brochure Development 50, 157 48,297 11860 21 ,337 Music Festival 21000 2,000 0 Air Museum 403000 30,000 10,000 Square Gardens 28,588 25,597 21991 458 Special Projects AAAA State H.S. Basketball Tournament 3,000 31000 0 *ay. Public Library Genealogical Collection 313175 31 , 175 Fay. Wood Bat Classic 1 ,983 1 ,983 0 Gary Hampton Memorial Inv. Tournament 11999 11999 0 H.A.W.K.S. Basketball Tournament 21000 21000 0 Holiday Hoops 21 ,500 21 ,500 Joe Martin Memorial Stage Race 3,620 23566 1 ,054 Northern Tourist Information Center 290172 21 ,879 7,293 State High School Cross Country Meet 2,000 20000 Wash. Cc Historical Society - Brochures 27000 21000 TOTAL USES $734, 156 $475 857 $258,299 $43 558 • WBPEXP97 • ACTIVITY REPORT September , 1997 INQUIRY RESPONSES September 97 Tourist - 336 1997 YTD - 21877 September 96 Tourist - 642 1996 YTD - 4 , 528 Sept 97 Advertising Response - 21617 1997 YTD - 27 , 367 Sept 96 Advertising Response - 51824 1996 YTD - 40 , 313 September 97 Relocation - 151 1997 YTD - 11686 September 96 Relocation - 223 1996 YTD - 21481 Sept 1997 Total Inquiries - 3 , 104 Sept 1996 Total Inquiries - 6 , 689 YTD 1997 Total Inquiri'es - - 31 , 930 YTD 1996 Total Inquiries - 47 , 322 CONVENTION ACTIVITY Conventions - Good Sam ' s Samboree U . S . Junior Swim Regional ( 1999 ) lost bid to • St . Louis Arkansas Razorback Rolls Royce /Bentley Rally Midsouth Mile ( ABATE ) Meetings - Arkansas Festival Association , Little Rock A . S . A . E Associate Member Spotlight Campus Planning LOTO Volunteer Recruitment Night Arkansas Parks & Tourism meeting - Ft . Smith Miscellaneous - Town Center Design meeting Autumnfest Arkansas Archaeological Survey , Showcase Arkansas Relations with Hospitality Industry - Hospitality in a Heartbeat Media Relations - Walter Bernard , Successful Meetings Weber BBQ web site - Kelly Paluck Northwest Express - Shirley Matthews Democrat Gazette - Cyd King Ozark Life - Julie Mills USA Today magazine - Dierdre Schwieson • HMR COLLECTION COMPARISON Sept . 1997 - $ 82 , 984 Sept . 1996 - $ 85 , 514 Percent Decrease 2 . 968 YTD 1997 : $ 730 , 270 YTD 1996 : $ 706 , 074 Percent Increase 3 . 438 ADVERTISING INQUIRY 1997 September 30 , 1997 • JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist AAA AT BH 479 1439 684 470 160 187 63 3482 CL 39 26 6 71 D FC 76 711 832 364 230 40 36 123 2412 H&A 158 280 194 346 226 1204 ML 87 73 832 1019 816 499 293 454 324 4073 NI 1371 717 62 41 810 3001 NTG 102 63 425 442 231 328 106 226 224 2147 OU 10 5 15 SL 55 42 559 209 251 300 129 241 266 2052 TM 11 19 88 134 188 162 33 145 67 947 TA 240 332 119 405 98 53"203 1450 OK USA 89 1241 1116 2446 V 21 54 75 VG 18 756 1986 407 311 3478 VUS 14 14 Newspaper ADG SNL • OKT 1 40 43 54 137 Group Travel TDM ABA BY 4 4 NTA GTL MM CS SM 1 1 3 5 TW 3 3 16 8 1 30 343 361 4835 7129 6019 3168 1053 17422617 27043 AAA AAA Car ANI - Arkansas Nwspr TDM-TM Direct Mail AT- AR" Tour Guide ADG- AR Democrat Gaz ABA-ABA Destinatns BH- Better Homes SNL- Springfield News BY- Byways CL- Country Living TW- Tulsa World NTA- NTA Courier D- D Magazine TMG- Travel Mktg G GTL- Grp Travel Ledr FC- Family Circle MM- Motorcoach Mkt H&A-Home & Away CS- Convention So . ML- Midwest Living SM- Successful Mtg . NI - Newspaper Insert ( State ) TW- Travel Weekly NTG- -NATA Tour Guide OK - Oklahoma Today OU - Outside SL- Southern Living • TA- Travel America TM- Texas Monthly USA- USA Weekend V- Vacation VG- Vacation Guide VUS- Vista USA Advertising Inquiry by State SEPTEMBER 1997 BH FC H&A ML NTG NI SL TM TA VG TOTAL AL 2 3 3 2 1 12 4 27 AK 1 1 2 AZ 1 1 2 1 1 1 7 • AR 1 1 2 2 27 217 13 9 272 CA 5 9 5 11 3 3 8 44 CO 1 5 1 1 8 CT 1 3 4 DE 1 1 2 DC FL 2 8 4 4 3 18 11 1 51 GA 2 3 2 1 31 3 42 HI 1 1 ID 1 65 1 67 IL 7 3 34 36 8 4 13 113 218 IN 2 4 9 15 3 1 1 5 11 51 IA 1 29 17 9 9 65 KS 2 9 4 5 3 10 28 61 KY 2 3 1 6 3 15 LA 3 4 22 86 32 3 150 ME 1 1 11` 3 MD 1 2 1 1 3 8 MA 1 4 1 1 1 3 11 MI 2 6 41 3 4 1 56 113 MN 32 22 6 4 1 10 23 98 MS 3 4 24 13 44 MO 3 5 33 19 1 13 11 73 158 MT 1 I NE 2 6 13 8 3 2 34 • NV 1 1 1 3 NH 2 1 2 5 NJ 1 3 2 2 1 9 NM 1 2 2 1 1 7 NY 2 6 3 2 3 1 7 24 NC 1 6 3 5 3 18 ND 2 2 2 6 OH 2 4 28 21 2 4 1 3 2 67 OK 4 3 40 1 11 135 18 13 225 OR 1 3 1 2 1 8 PA 2 6 3 5 1 6 23 PR RI 1 1 1 1 . 4 Sc 1 1 1 1 3 2 9 SD 1 3 1 5 TN 1 1 3 64 13 4 86 . TX 5 7 2 34 ' 269 46 60 20 443 UT 1 1 VT VA 1 1 9 3 14 WA 3 3 1 1 2 10 WV 3 4 7 WI 4 3 23 23 14 11 2 80 WY 3 13 CA • AP 1 1 FO 1 1 2 63 123 226 324 224 810 266 67 203 311 2617 TOTAL 2617 TOURIST INQUIRY 1997 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOT • AL 3 7 3 4 3 0 4 2 6 32 AK 0 0 1 0 0 1 0 2 AZ 2 2 7 4 3 3 1 3 4 29 AR 54 66 90 101 69 26 63 92 52 613 CA 6 8 9 8 13 6 8 5 7 70 CO 2 3 6 0 3 1 4 2 2 23 CT 1 2 1 0 1 0 1 1 7 DE 1 1 0 0 1 0 0 3 DC 0 0 0 1 0 0 1 2 FL 3 5 6 6 9 2 5 2 5 43 GA 2 1 2 4 5 2 1 2 6 25 HI 1 0 0 0 0 0 0 1 ID 0 2 1 0 0 0 1 4 IL 8 15 57 25 25 12 5 22 17 186 IN 2 2 23 23 8 2 5 2 5 72 IA 4 9 26 20 8 3 4 8 14 96 KS 3 7 18 12 11 1 13 11 " '1.3 89 KY 0 2 2 4 3 2 6 4 23 LA 5 14 34 10 11 5 17 23 17 136 ME 1 0 1 1 0 0 0 3 MD 1 1 0 2 2 0 0 2 8 MA 3 2 2 1 1 0 3 1 13 MI 4 4 25 15 5 0 2 2 11 58 MN 4 7 22 10 14 4 7 7 18 93 MS 2 1 5 6 1 4 3 5 7 34 • MO 10 23 39 38 18 5 16 22 27 198 MT 0 0 0 0 0 0 0 0 NE 0 4 1 2 10 0 4 4 8 33 NV 1 0 0 0 0 1 0 1 1 4 NH 1 1 0 0 0 0 0 2 NJ 1 4 4 2 3 0 0 1 2 17 NM 2 4 0 3 2 2 0 1 3 17 NY 2 2 10 5 6 0 3 9 1 38 NC 2 3 0 2 3 2 0 3 1 16 ND 2 2 1 1 1 0 1 2 10 OH 3 2 8 9 5 3 4 2 17 53 OK 12 20 34 27 34 12 14 22 23 198 OR 2 0 1 0 0 1 0 2 6 . PA 2 2 5 5 5 0 2 2 2 25 PR 0 0 0 0 0 0 0 0 RI 0 1 0 1 0 0 0 1 3 SC 0 1 1 1 2 3 1 4 1 14 SD 1 1 8 1 3 1 2 2 19 TN 2 6 6 9 3 1 6 6 10 49 TX 16 38 51 40 35 20 37 56 28 321 UT 1 0 1 0 1 0 0 2 5 VT 0 0 0 0 0 0 0 0 VA 2 1 6 3 4 1 0 1 18 WA 0 3 4 1 2 1 3 1 1 16 WV 0 0 0 1 0 0 0 1 2 • WI 4 8 41 10 12 3 7 12 13 110 WY 0 0 1 2 0 0 0 1 4 Can 4 4 2 1 1 0 3 2 17 FOR 1 0 4 0 0 1 1 7 APO 0 0 0 0 0 0 0 0 Tot . 183 291 569 421 346 131 258 342 336 2877 RELOCATION INQUIRY 1997 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOT • AL 0 2 2 3 0 0 0 2 3 12 AK 0 1 0 1 0 1 0 3 AZ 9 8 3 5 3 2 11 5 8 54 AR 22 26 33 24 22 12 22 29 25 215 CA 16 18 16 13 16 9 13 13 12 125 CO 7 4 6 7 2 2 2 2 5 37 CT 0 1 0 1 1 2 3 1 1 10 DE 0 0 0 0 0 0 0 0 DC 0 0 0 0 0 0 0 0 FL 3 8 7 6 6 4 10 10 9 63 GA 5 0 2 2 3 0 4 3 1 20 HI 1 0 1 0 0 0 2 4 ID 1 3 1 1 0 0 0 6 IL 7 15 19 22 17 9 10 8 7 108 IN 6 0 3 6 3 3 7 2 30 IA 7 1 8 9 4 4 4 11 3 51 KS 4 4 8 6 9 5 2 3 " ' 4 45 KY 4 2 1 2 2 0 0 2 13 LA 5 2 7 7 4 4 1 11 6 47 ME 1 0 0 1 0 0 . 1 3 MD 0 1 6 1 1 0 1 1 11 MA 1 1 0 2 1 1 1 1 8 MI 5 1 3 8 5 0 1 2 25 MN 5 9 11 11 5 0 4 5 5 55 MS 4 0 3 6 2 2 2 2 4 25 • MO 12 7 5 11 8 8 5 11 4 71 MT 0 0 1 0 0 0 1 2 NE 6 2 2 3 2 1 4 3 23 NV 1 2 2 2 1 1 1 1 2 13 NH 0 0 0 1 0 0 0 1 NJ 5 2 1 1 1 1 1 3 15 NM 3 3 2 2 4 3 0 1 2 20 NY 1 2 2 5 4 0 3 1 4 22 NC 6 2 0 3 4 4 4 11 3 37 ND 1 1 1 2 0 0 0 5 OH 5 4 5 2 0 3 0 2 21 OK 8 5 4 10 20 4 13 6 3 73 OR 3 3 2 1 2 3 4 1 1 20 PA 1 4 2 1 2 2 1 1 3 17 PR 0 0 0 0 1 0 0 1 RI 0 0 0 0 0 0 0 0 SC 2 0 1 2 ,1 2 4 12 SD 4 1 2 . 1 1 0 2 2 1 14 TN 2 3 3 4 6 1 5 24 TX 17 26 25 28 15 13 25 28 16 193 UT 2 0 1 2 3 0 0 8 VT 0 0 0 0 0 0 0 2 2 4 VA 2 3 7 2 3 1 1 2 1 22 WA 2 7 4 2 1 0 2 3 21 WV 1 1 0 1 1 0 0 4 • WI 3 3 9 14 3 3 5 7 5 52 WY 1 0 2 0 0 0 0 3 6 CAN 0 0 1 0 0 0 0 1 APO 1 0 1 0 2 1 1 6 FOR 0 0 1 0 0 0 1 202 188 226 244 191 111 183 190 151 1686 City of Fayetteville - Trolley Operation Regular Route 1996 Activity 1997 Activity Average Average Trip Days of Trips Per Trip Days of Trips Per Month Count Operation Day Count Operation Day Jan. 963 19.50 49.38 891 21 .50 41 .44 Feb. 1 ,010 22.50 44.89 11029 22.00 46.77 March 931 22.50 41 .38 11191 23.50 50.68 April 1 ,045 24.50 42.65 11097 24.00 45.71 May 1 ,056 24.00 44.00 11131 23.50 48. 13 June 11149 23.00 49.96 11327 23.00 57.70 July 1 ,218 24.00 50.75 1 ,442 24.00 60.08 Aug. 1 ,270 24.50 51 .84 11289 23.50 54.85 Sept. 11113 21 .50 51 .77 Oct. 11065 25.00 42.60 Nov. 891 21 .00 42.43 Dec. 922 22.00 41 .91 12,633 274.00 ' 46. 13 9,397 185.00 50.67 Average Trips Per Day • 80 60 40 i 20 0 Jan. March May July Sept. Nov. Feb. April June Aug. Oct. Dec. ❑1996 01997 . Trip Summary of Other Trolley Trios (August. 1997) Count Hilton Hotel 50 Hilton Hotel to. Headquarters House (Dr. Sugg) 114 • TOTAL - OTHER TROLLEY TRIPS 164 \TROLLEY City of Fayetteville - Trolley Operation Regular Route 1996 Activity 1997 Activity Average Average Trip Days of Trips Per Trip Days of Trips Per Month Count Operation Day Count Operation Day Jan. 963 19.50 49.38 891 21 .50 41 .44 Feb. 12010 22.50 44.89 1 ,029 22.00 46.77 March 931 22.50 41 .38 11191 23.50 50.68 April 11045 24.50 42.65 11097 24.00 45.71 May 11056 24.00 44.00 11131 23.50 48. 13 June 11149 23.00 49.96 11327 23.00 57.70 July 11218 24.00 50.75 11442 24.00 60.08 Aug. 1 ,270 24.50 51 .84 11289 23.50 54.85 Sept. 11113 21 .50 51 .77 11359 23.00 59.09 Oct. 11065 25.00 42.60 Nov. 891 21 .00 42.43 Dec. 922 22.00 41 .91 12,633 274.00 - 46. 13 10,756 208.00 51 .61 Average Trips Per Day • s0 60 40 20 0 1111111 Pill I - Jan. March May July Sept. Nov. Feb. April June Aug. Oct. Dec. 01996 fl1997 Trip Summarylof Other Trolley Trips (September. 1997) Count None • TOTAL - OTHER TROLLEY TRIPS 0 \TROLLEY DELONY& DAVIDSON, Architecture • Planning Interior Design Northwest Arkansas Office • 100 West Center / Suite 102 • Fayetteville, AR 72701 • FAX 50 . v—t T- : 5 • 1` 1/443-6666 Ms. Marilyn Johnson September 9, 1997 Convention & Visitors Development Director 123 West Mountain Fayetteville, AR 72702 Project #95059 Invoice No. 923 Fayetteville Town Center Fayetteville, AR P.O. #0046069 BASIC SERVICES Probable Construction Cost - Adjusted from Original Budget of $ 4, 9000000 S 7, 5001000.00 'Compensation @ 6. 5 % 487, 500.00 % OF % FEE PHASE EEE EEE COMPLETE EARNED • Schematic Design 15 % $ 73, 125.00 80 % $ 58, 500.00 Design Development 20 % 97, 500.00 0 % - ` Construction Documents 40 % 195,000.00 0% Bidding/Negotiation Phase 5 % 24, 375 .00 0% Construction Phase 20% 97, 500.00 0 % 100 % $ 487, 500.00 $ 58, 500. 00 Prior Invoiced Amounts 48, 262. 50 Compensation Due This Invoice for Basic Services S 10, 237 . 50 REIMBURSABLE EXPENSES (See Attached Recap) Expenses This Period $ 0.00 Amount Due for Reimbursable Expenses 0. 00 TOTAL DUE THIS INVOICE $ 10, 237. 50 These Phases will only be billable when authorized by the Owner. BERG, DELO Y & DAVIDSON, INC. BY OCT-07-1997 17 : 16 P . 02iO4 FAYETTEVILLE TOWN CENTER • PRELIMINARY PROJECT TIME LINE HMR Tax Revenue Bonds, Series 1997 10/6/971:28 PM DATE ACTION RESPONSIBLE PARTY 10/13 Review revised schematic design based on community A&P,FCS,A input, survey and budget input. Receive approval of revised schematic design and move further into detailed design. 10/14 Start review of engineering systems, structure, FCS,A mechanical, plumbing and electrical. Review with City Departments large scale planning, utility connection planning. 10/27 Review proposal for soil investigation engineering FCS,A report. Review Town Center Budget. FCS,A,U 11/4 Approval of Financing Team FCC,FCS 11/7 Distribute First Draft of Bond Documents BC,UC • 11/10 Review 50% detailed design based on engineering A&P,FCS,A input. Present preliminary scheme for exterior design and set concept for exterior design development. 11/12 Court Hearing on the City of Fayetteville's motion to Chancery Court, allow and direct the Parking Authority to sell the FCS Property to the City 11114 Conference Call on Documents FCS,A&PS,BC,U, UC 11/21 Distribute Second Set of Bond Documents BC,UC 11/21 Submit Bond Documents to Rating Agency(ies) BC,UC,U 11/24 Complete City planning process and utility comments. FCS,A Review Town 'Center Budget. FCS,A&PS,U,A 12/1 Contact Rating Agency(ies) about Rating U 12/2 Conference Call on Second Set of Bond Documents FCS,A&PS,BC,U, UC 12/8 Review final detailed design including final plans and A&P,A&PS,FCS A exterior detail drawings. 12/16 Present final design at City Council meeting for FCC,FCS,A • comment and review. OCT-07-1997 17 : 16 P . 03iO4 12/22 Complete outside, independent cost review with cost FCS,A,U • consultant firm. Final Budget Review 1/12 Approve Final Budget, Approve Project for FCC, A&P Construction Documents 1/13 Print Preliminary Official Statement (P/O/S) UC,U 1/14 Mail P/O/S U 1/21 Preliminary Pricing Call FCS,U 1/22 Offer the Bonds U 1 /23 Approve Ordinance and Sign Bond Purchase FCC,A&P,FCS, Agreement A&PS,BC,U 2/24 Pre-Close Bond Issue FCS BC,U,UC,T 2/25 Close Bond Issue FCS,BC,U,UC,T FCC Fayetteville City Council A&P Advertising and Promotion Commission A&PS Advertising and Promotion Staff FCS Fayetteville City Staff BC Bond Counsel • U Underwriters UC Underwriter's Counsel T Trustee A Architect e vlll Raye CHAMBER OF COMMERCE AGENDA FAYETTEVILLE ADVERTISING & PROMOTION COMMISSION Funding Requests for 1998 Friday, October 10, 1997 A. Arkansas Air Museum - $40,000 • B. Fayetteville Square Gardens/City Beautification - $20,000 C. Trolley Program/Operations & Maintenance - $40,000 D. University of Arkansas Museum - $5,724 E. Fayetteville Public Library - Genealogical Collection - $32,522.20 ACCREDITED 123 WEST MOUNTAIN • P.O. Box 4216 • FAYETTEVILLE, ARKANSAS 72702-4216 9 (501 ) 521 -1710 • FAX (501 ) 521-1791 L ARKANSAS .no AIR MUSEUM 4290 S. SCHOOL STREET FAYEITEVILLE, ARKANSAS 72701 (501) 521-4947 September 22, 1997 Fayetteville Advertising & Promotion Commission C/O Chamber of Commerce 123 W. Mountain Fayetteville, AR 72701 RE: FUNDING REQUEST FOR 1998 Dear-Glaai�peesert: The Ark as Air Museum and Tourist Information Center is requesting assistance from the Advertising & Promotion Commission for 1998. The facility is open seven days a week and is unique to this area. Since opening its doors it has gone from a part time to a full time museum. Attendance has grown to 20,000 people per year. We have been tracking visitors who are • seeking information only, and it shows we need to add 20% to the 20,000 figure. The Information Center is more visible and more tourists are stopping. When the A & P commission supports the Information Center it also gets the Air Museum as a tourist attraction. Because of your support we have brought to Fayetteville many touring aircraft such as a Boeing B-29, and B- 17 as well as the P-51 Mustang, B-24 and the C46. The New Standard Bi Plane has visited four years in a row and has drawn goods crowds each year. Air Fest has grown to a two day event. The Arkansas Air Museum has become a well know museum throughout the region. The possibility of a broader scope for the museum holds a bright future for this facility, airport and city. We are requesting that $40,000 continue to be budgeted to the Arkansas Air Museum and Tourist Information Center. This amount will enable us to continue to bring to Fayetteville special events as well as advertise this attraction for local and touring visitors. Sincere) C44 n Kalagias irector • Arkansas Air Museum � R • ARKANSASw., AIA MUSEUM o , .,o 4290 S. SCHOOL STREET FAYETTEVILLE, ARKANSAS 72701 (501) 521-4947 A & P Funding Request Page 1 September 22, 1997 1 ) Arkansas Air Museum FFN 580073673 EIN 581705722 2) John C. Kalagias, Director 4290 S. School Fayetteville, AR 72701 501 -521 -4947 3) The Arkansas Air Museum is a non-profit organization committed to furthering the preservation of Arkansas aviation history, with emphasis on Drake Field, and its ` • history. The Arkansas Air Museum is a non-profit organization under the IRS laws 501 ( c ) 3. 4) The Museum and Tourist information Center is open daily from 9 :30 a.m. to 4 :30 p. m. except for New Year's Day, Thanksgiving and Christmas. 5) The Museum is located at 4290 S. School, on Highway 71 South at Drake Field in Fayetteville, Arkansas. 6) The Arkansas Air Museum has operated for eleven years. We are open seven days a week. The hangar was built in 1944 for the War Training Service. Three training programs were in operation during World War II. Over 3,000 pilots trained here during the war years. The museum has documented the history of Aviation in Fayetteville. One of the first commuter airlines in the USA operated here at Drake Field. The Arkansas Air Museums' more modem type aircraft continues to bring new interest. The library is available for research. A fine collection of aviation books, periodicals, manuals as well as aviation videos is housed here. The Raymond J. Ellis collection is under our care. About one hundred boxes contain the story of aviation and transportation in Northwest Arkansas, including the impact aviation has had on business. . 7) Our attendance is holding steady. Air Fest '97 along with the World War II P-51 fighter saw over 2500 people attend. Over 20,000 people visited the Air Museum in LR • ARKANSAS AIR MUSEUM voun 01110 4290 S. SCHOOL STREET FAYETTEVILLE, ARKANSAS 72701 (501) 521-4947 A & P Funding Request Page 2 September 22, 1997 1996. Approximately 5,000 people have used the Visitor Information Center, bringing the total to 25,000. Our visitors are from many areas of the country and more and more are from overseas. Tourism accounts for 65% of our visitors. The Information Center as been very beneficial to the visitors as they travel or come into the area. 8) The Air Museum enjoys an excellent reputation and is well known throughout the • area. Our Web page has 30 plus pages of information and is getting more attention every month. Touring aircraft are beginning to call us about visiting Fayetteville. A November visit from the B-17 is in the works. Many of the tourist related business community has had very good things to say about the Air Museum. 9) The Director has been active in area schools lecturing on aviation history and has been invited back to teach another Elder Hostel at the Continuing Education Center. Civic clubs have also been on the Director' s list. 10) The media has been very interested in the Air Museum and its impact to the area. Newspaper articles are present and visible. Television coverage has made the Air Museum visible and recognized. The fact that this unique museum is located here in Fayetteville is never overlooked. 11 ) Our budget for 1996 is enclosed. The Aviation Preservation Foundation has been incorporated. The Foundation will be tasked with funding the museum. The Museum Board of Directors has agreed in principle to expand the scope of the museum to include all the forms of transportation. A good deal of information will be in the news as this develops. A new color brochure is being designed. Targeted advertisements will continue to promote the Air Museum. Touring aircraft will continue to draw visitors. These projects must be funded. The Air Museum 0 continues to expand and bring in special events with the requested funds. ARKANSAS AIR MUSEUM 0.1 4290 S. SCHOOL STREET FAYETTEVILLE, ARKANSAS 72701 (501) 521-4947 A & P Funding Request Page 3 September 22, 1997 12) Funding in the amount of $40,000 is requested to continue present operations, staffing the Information Center, advertising and continuing special events and community projects. 13 ) See attached financial statement for 1996. Arkansas Air Museum • Budget 1997 INCOME Door Admissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 22 , 000 . 00 Memberships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : . . . . . $ 21500 . 00 A& P Commission . . , . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . $ 40F000 . 00 Gift Shop ( profits ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 4 , 500 . 00 Grants . , , . . . . . . . . . . . . M . . . . . . . . I . . . . . . . . . . . . . . . . . . $ Gifts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Special Events . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . 5 Air Fest . . . . . . . . . . . . . . . . . . . . . $ Special Promotions . . . . . . . . . . . $ Miscellaneous . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 3 , 500 . 00 Interest . . . . . . . . . . . . . . . . . . . . . $ 1 , 500 . 00 Sales . . . . . . . . . . . . . . . . . . . . . . . . $ Insurance . . . . . . . . . . . . . . . . . . . . $ Meeting Room/ Hanger . . . . . . . . . . $ 21000 . 00 Howard . . . . . . . . . . . . . . . . . . . . . . . $ Copier . . . . . . . . . . . . . . . . . . . . . . . $ Soft Drinks . . . . . . . . . . . . . . . . . . $ TOTAL INCOME . . . . . . . . . $ 72 , 500 . 00 • EXPENSES Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 42 , 000 . 00 Salaries . . . . . . . . . . . . . . . . : . . . . $ 39 , 000 . 00 Payroll Taxes . . , , . , . . . . . . . . . . $ 31000 . 00 Office Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 21950 . 00 Supplies . . . . . . . . . . . . . . . . . . . . . $ 1 , 050 . 00 Telephone . . . . . . . . . . . . . . . . . . . . $ 1 , 400 . 00 Postage . . . . . . . . . . . . . . . . . . . . . . $ 500 . 00 Museum Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 10 , 850 . 00 Audit , . . . . I . . . . . . . . . . . . . . . . . . $ 1 , 200 . 00 Maintenance . . . . . . . . . . . . . . . . . . $ 1 , 400 . 00 Insurance . . . . . . . . . . . . . . . . . . : . $ 71500 . 00 Air Craft . . . $ 61500 . 00 Contents . . . . $ 1 , 000 . 00 Workman ' s Comp . , . . . . . . . . . . 1 - - $ 750 . 00 Acquisitions . . . . . : . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . $ 1 , 500 . 00 Displays . . . . . . . . . . . . . . . . . . . . . $ Library . . . . . . . . . . . . . . . . . . . . . . $ . AdvertisingJPublic Relations . . . . . . . . . . . . . . . . . . . . . . $ 4 , 200 . 00 Advertising , . . . . . . . . . . I . . . . . . $ 31400 . 00 Tourism . , . . . I . . . . . . . . . . . . . - - $ 600 . 00 Dues for organizations . . . . . . . $ 200 . 00 Special Events . . . . . . . . . . . . . . . . . . . 6 . . . . . . . . . . . . . . . . $ 2 , 000 . 00 • Air Fest . . . . . . . . . . . . . . . . . . . . . $ 2 , 000 . 00 Special Projects . . . . . . . . . . . . . $ Miscellaneous . . . . . . . . . . . . . . . . . . . I . . . . . . . . . . . . . . . . . $ • Foundation Account . . . . . . . . . . . . . . . . . . . . . . . . . . . I . . . . $ 91000 . 00 TOTAL EXPENSES . . . . . $ 72 , 500 . 00 • ARKANSAS AIR MUSEUM • FINANCIAL STATEMENT FOR JANUARY 1 - DECEMBER 31 , 1996 RECEIPTS : Interest Income ( 101 ) $ 1 , 519 . 45 Grants /Loans /Gifts ( 102 ) $ 45 , 000 . 00 Door Donations ( 103 ) . $ 21 .1990'. 47 Gift Shop ( 104 ) $ 14 , 828 . 40 Memberships ( 105 ) $ 2 , 535 . 00 Cokes / Copies ( 106 ) $ 393 . 74 Miscellaneous Income - ( 107 ) - 488 . 00 ; ( 303 ) - 100 . 00 ; $ 7 , 979 . 73 ( 308 ) - 2 , 492 . 25 ; ( 310 ) - 369 . 12 ; ( 311 ) - 4 , 241 . 02 ; ( 318 ) - 11 . 45 ; ( 319 ) HOWARD- 277 . 89 Total Receipts $ 94 , 246 . 79 DISBURSEMENTS : Property . Owned ( 8 ) $ 400 . 56 • Salaries ( 300 ) ( Gross Amounts ) $ 34 , 174 : 32 Payroll Taxes ( 301 ) $ 71596 . 77 Foundation Account ( 302 ) $ 8 , 359 . 25 Office Expenses ( Supplies for operations - 303 ) $ 3 , 854 . 37 Telephone . ( 305 ) $ 1 , 228 . 55 Advertising ( 306 ) $ 21040 . 84 Building Maintenance ( 307 ) . $ 21089 . 69 Insurance ( 308 ) $ 7 , 528 . 00 Postage ( 309 ) (All postage for office and Board ) . $ 557 . 56 Displays / Library ( 310 ) $ 9 . 196 . 27 Tourism ( 311 ) $ 4 , 289 . 05 . Gift Shop ( 313 ) $ 10 , 291 . 91 • Cokes / Copier ( 315 ) $ 302 . 63 Dues /Memberships for Tourism Affiliation ( 316 ) $ 375 . 00 Board Expenses ( 317 ) $ 72 . 96 Miscellaneous ( 318 ) $ 21527 . 43 Howard Project ( 319 ) $ _ 0 _ Total Disbursements $ 94 , 885 . 16 FOUNDATION ACCOUNT : Checking Balance $ 21599 . 46 Bank of Fayetteville C . D . ' s $ 72 , 082 . 96 Total Balance to Date : $ 74 , 682 . 42 Bank of Fayetteville FMCA Balance $ 36 , 046 . 56 Bank of Fayetteville Checking $ 11643 . 97 Current Total Balance ( All monies ) $ 112 , 372 . 95 • FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS 0 DEPARTMENTAL CORRESPONDENCE To: Fayetteville Advertising and Promotion Commission Thru: Fred B. Hanna, Mayor PP, Kevin D. Crosson, Director of Public Works From: Susan Ferrall, Square Gardens Manager Date: October 1 , 1997 Re: Fayetteville Square Gardens/City Beautification Once again, the end of another gardening year is around the corner, and it is time to give thanks. The combination of your continued support, excellent weather, and public appreciation enabled us to reach the goals we had set for 1997. • The new benches and trash receptacles are in place, as well as the information kiosk we will begin utilizing in the spring of 1998 . Our collection of new and varied plant material continues to grow. With the construction of our new greenhouse about to begin, we will soon be in a position to expand even further. The gardens were featured in the August issue of Country Living Gardener. We will soon have a full year recorded on film to begin submitting to other publications nationwide for further exposure. As construction of the Town Center draws near, we again ask for your support in maintaining the level of excellence we have become known for. The gardens are Fayetteville's own unique way of saying welcome. To assure our continued success, we request $20,000 for the 1998 season. Thank you for your consideration. The following were made possible with the 1997 A and P funds: Project Cost l . Plants, supplies $ 91100.00 2 . Additional trash cans and ashtrays $ 41500.00 3 , Information Kiosk $ 51000.00 4. Professional Transparencies $ 700.00 Total Cost $ 19, 300.00 1_ • FAYETT EVILLE QE CRY OF FAYEMMLLE, ARKANSAS TO: Advertising & Promotion Commission FROM: Ben R. Mayes, Administrative Services Director DATE: October 1 , 1997 RE: Budget Requests for 1998 Advertising & Promotion Commission Budget The following items are being submitted for your consideration during the discussions concerning the 1998 budget for the Advertising & Promotion Commission : Trolley Program Operations/Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $40,000 The trolley operation has continued to be extremely well received by the downtown and Dickson Street area merchants and patrons. . Ridership figures for the trolley have continued to grow throughout 1997 as compared to 1996. We anticipate its acceptance will continue to grow, especially as a tourist promotion. Currently the trolley operates from 9:30 a.m. to 4:30 p.m. Monday-Friday and 9:30 a.m . to 1 :30 p. m. on Saturdays. The average monthly cost for operating the trolley is projected to remain at $3,333. This equates to approximately $40,000 per year. We are expecting to be able to maintain • operations with the current level of funding due to decreased maintenance costs associated with the two trolley buses which were used to operate the program during the past few years. The purchase of the new trolley in 1997 should serve to further enhance the operations of this program and further enhance ridership totals. We hope you will continue to support this program. Should the Commission have questions concerning the above request, please feel free to contact me. Thank you for your consideration of these requests. B RM/bts • 113 WEST MOUNTAIN 72701 501-521-7700 FAX 501-575-8257 ; UNIVERSITWARKANSAS Museum Building Fayetteville, Arkansas 72701 • Phone (501 ) 575.3466 Fax (501) 575-8766 The University Museum October 8, 1997 Ms. Marilyn Snapp Advertising and Promotion Commission Fayetteville Chamber of Commerce 123 West Mountain Fayetteville, AR 72701 Dear Ms. Snapp: Enclosed is one copy of a porposal from the University Museum, University of Arkansas, Fayetteville, to the Advertising and Promotion Commission. The proposal requests funds to support publication of two different brochures—one a three-panel brochure and the other a single-panel brochure. • If you need additional information or require clarification of any part of the proposal please let me know. Sincerely, v Johnnie L. Gentry c Director • The University of Arkansas is an equal opportunity/affirmative action institution. University Museum University of Arkansas • Proposal to Fayetteville Advertising and Promotion Commission 1 . Name of organization or event General information brochure University Museum University of Arkansas, Fayetteville 2 . Contact person, address, telephone number Johnnie L. Gentry, Director University Museum University of Arkansas Fayetteville, AR 72701 501/575-7925 3 . Purpose of event, tax status A general information brochure and other publicity are essential for supporting the development and promotion of tourism in Fayetteville; for promoting the museum's exhibitions, Discovery Room, and educational activities; and for providing visitors with information for an entertaining and interesting experience while in northwest Arkansas. Supply of the University Museum' s current brochure is almost exhausted. The University of Arkansas is a tax-exempt entity (see attached letter from Ginger Crisp). • 4 . Period of operation or event date From completion until supply is exhausted 5 . Location or event site University Museum on the University of Arkansas, Fayetteville, campus; hotels and motels; and visitor information centers in Arkansas and Oklahoma 6 . Background and history The University Museum is a general museum with collections and exhibits in natural history, anthropology, and history. The collections began around 1873 as the result of scientific investigations by university faculty and students in biology and geology. The collections have since grown to nearly seven mission specimens and artifacts. The museum serves as a state repository for the cultural and natural heritage of Arkansas and the region. Themes of the regular and natural history exhibits center around geology and zoology. Anthropology exhibits cover archeology, Indians of Arkansas, and examples of cultural materials from other peoples of the world. History exhibits focus on the history of the university, northwest Arkansas, and the region as a whole. Special temporary exhibits on a variety of themes supplement and diversify the regular exhibit program. The museum prepares one-case traveling exhibitions for rotation from the museum to several other well secured locations in northwest Arkansas. The museum supports the teaching and research activities of the university. Collections are used to enhance classroom teaching in the natural and social sciences, art, and classics. Exhibits support student assignments in a variety of classes. Researchers from the University of Arkansas and other universities use the museum's collections and their associated documentation to develop significant scientific projects.