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HomeMy WebLinkAbout1997-11-10 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, November 10 , 1997. at 2 : 00 p . m . at City Hall Council Chamber . ADVERTISING AND PROMOTION COMMISSION November 10 , 1997 2 : 00 p . m . City Hall Council Chamber I . Call to Order II . Reports A . Approval of Minutes for October 20 meeting B . Financial - Ben Mayes Co 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 . 1998 Media Plan for A & P 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 6 PROMOTION COMMISSION DATE : October 20 , 1997 PRESENT : Curtis Shipley Ben Mayes Carl Maguire Susan Stirewalt Fred Hanna Marilyn Snapp Jim Waselues Joe Fennel Kit Williams ABSENT : Alex Jerde CALL TO ORDER : The meeting was called to order by Joe Fennel at 2 : 00 p . m , in the City of Fayetteville Council Chambers . MONTHLY REPORTS : MINUTES It was moved by Shipley , second by Hanna to approve the minutes of the September 22 meeting and the minutes of the October 10 Committee of the Whole meeting . Motion carried . FINANCIAL Ben Mayes presented the financial report for September . The • HMR collections were $ 82 , 984 , a decrease of 2 . 96 % from September 1996 collections . Total collections year to date are $ 730 , 270 , a 3 . 438 increase . September expenditures were $ 43 , 558 . Moved by Shipley , second by Hanna to approve the September financial report . Motion carried . ACTIVITY REPORT Marilyn Snapp reviewed activity for September and third quarter report . Bid for U . S . Junior Swim Regional ( 1999 ) was lost to St . Louis . I ­ inquiries are down from last year for the quarter ; however , are in line with 1995 . Commissioners requested a list of the number of inquiries received on the Internet and requested Blackwood Martin to research the capabilities of the internet . - 1 Moved by Waselues , second by Shipley to approve the Convention Visitor Director report . Motion carried . AGENCY REPORT Susan Stirewalt reported that the last placement of . advertising for 1997 will be Lights of the Ozarks placement in mid-November in newspapers . They are working on the 1998 plan . They will present media and promo at the November meeting and will present creative in December . • Moved by Hanna , second by Waselues to approve the report . Motion carried . OLD BUSINESS : TOWN CENTER/ EXHIBIT HALL ELECTION Kelly Suterfield reported on meeting with Southside owners . They are close to a final lease agreement . Resolution of the Downtown Parking Authority commissioner issue was scheduled for the City Council ' s next meeting . The issue is still in court . The survey is finished . The next step is to construct a model from survey information received . Williams requested that a subcommittee meeting be held . That meeting will be scheduled before the next A _& _ P meeting . Marilyn Snapp asked that the Commissioners approve a motion to pay $ 10 , 237 . 50 to Wittenburg , Delony , and Davidson . Moved by Shipley , second by Hanna . Motion carried . Ben Mayes noted the timeline on the bond issuance included in • the agenda packet . NEW BUSINESS : FUNDING REQUESTS Dean Donnie Dutton presented a request for the Continuing Education Center . Williams requested a tour before obligating A & P funds for the Center renovation . Hanna said he felt an obligation to keep the building in good repair to attract people . Shipley said he was not unsympathetic to the needs for CCE . He said he was not familiar with the lease agreement with CCE or the sales tax turnback and requested that Ben Mayes do an analysis of the fund . Following that , he said Commissioners could do a thorough review of the whole relationship with CCE . A tour was set for Tuesday , October 28th at 2 : 30 p . m . If Commissioners could not attend , CCE would set individual meetings with them . Moved by Williams , second by Hanna to approve the Committee of the Whole recommendations for funding for 1998 as follows : Arkansas Air Museum - $ 40 , 000 Square Gardens = $ 20 , 000 Trolley ; Program - $ 40 , 000 • U of A Museum - $ 5 , 724 ( contingent on brochure listing other things to do in Fayetteville with A & P logo ) Public Library Genealogical Collection - $ 32 , 522 , 10 MISCELLANEOUS : 1 ) A press conference will be held on Thursday , at 9am for Miss Arkansas USA and Miss Arkansas Teen USA , both from Fayetteville . 2 ) First annual Rolls Royce/Bentley Rally will be held on Saturday morning , October 26 on Mcllroy Plaza , Fayetteville Square . There being no further business , the meeting was adjourned . Respectfully submitted , 70�Aa hi , 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% 87,221 10.73% June 80,875 79,880 -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$ 76 85,514 6.39% 82,984 _ -2.96% October 77,619 80,031 3.11 % 95,030 18.74% November 91 ,076 89,882 -1 .31 % 0 December 759490 80,107 6.12% 0 • Total $ 932,916 $__g56 2.480/9 $ 825,300 4.99% HMR Tax Collections By Month 100 80 60 0 c uR 0 40 20 0 January February March Apnl May June July August September October November December = 1995 ® 1996 ® 1997 • W MRTAX • J Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending October 31 , 1997 • 1997 YTD October Budget Item Budget Expenses Remaining Expenses Chamber of Commerce Operations Contract $100,000 $100,000 $0 Collection Expense - City of Fayetteville 19,560 16,506 31054 11901 Audit Expense 150 150 0 800 Telephone Number (Chamber of Commerce) 10,000 101000 0 21500 Public Notification (BMA Contract) 227,040 199,205 27,835 15,382 Trolley Operations 40,000 30,948 91052 23405 Convention Services 51391 41458 933 23700 Town Center/Exhibit Hall 112,821 609 112,212 Brochure Development 502157 48,297 11860 Music Festival 2,000 21000 0 Air Museum 40,000 30,000 - 10,000 Square Gardens 28,588 26, 162 21426 565 Special Projects AAAA State H.S. Basketball Tournament 3,000 31000 0 •ay. Public Library Genealogical Collection 31 , 175 31 , 175 Fay. Wood Bat Classic 11983 11983 0 Gary Hampton Memorial Inv. Tournament 1 ,999 11999 0 H.A.W. K.S. Basketball Tournament 21000 21000 0 Holiday Hoops 21 ,500 21 ,500 0 21 ,500 Joe Martin Memorial Stage Race 3,620 21566 11054 Northern Tourist Information Center 29, 172 21 ,879 71293 State High School Cross Country Meet 21000 21000 Wash. Co Historical Society - Brochures 23000 2,000 TOTAL USES $7341156 $523,262 $210,894 $46,953 • W&PEXP97 • ACTIVITY REPORT October , 1997 INQUIRY RESPONSES October 97 Tourist - 197 1997 YTD - 31074 October 96 Tourist - 296 1996 YTD - 41854 Oct 97 Advertising Response - 11835 1997 YTD - 29 , 202 Oct 96 Advertising Response - 13 , 207 1996 YTD - 53 , 520 October 97 Relocation - 154 1997 YTD - 11840 October 96 Relocation - 186 1996 YTD - 21667 Oct 1997 Total Inquiries - 21186 Oct 1996 Total Inquiries - 12 , 689 YTD 1997 Total Inquiries - 34 , 116 YTD 1996 Total Inquiries - 61 , 041 Internet Inquiries since Sept . 3 - 6 , 284 CONVENTION ACTIVITY • Conventions - Good Sam ' s Samboree National State Teachers of the Year Miscellaneous - Miss Teen USA Autumnfest Razorback Rolls Royce / Bentley Rally Relations with Hospitality Industry - Hospitality in a Heartbeat Media Relations - KURM - Dianne Democrat Gazette - David Goccha L . A . Times ( travel section ) Ozark Life - Julianne Mills Daily Herald , Chicago - Kathy Rodeghier Southwest Times Record , Ft . Smith Facilities magazine - Stella Johnson Arkansas Business - Jennifer Matthews Successful Meetings - Irene -Korn HMR COLLECTION COMPARISON Oct . 1997 - $ 95 , 030 Oct . 1996 - $ 80 , 031 Percent Increase 18 . 748 YTD 1997 : $ 825 , 300 YTD 1996 : $ 786 , 105 Percent Increase 4 . 998 • • TOP HMR COLLECTIONS - October Rio Bravo Hilton Clarion Red Lobster Chili ' s Applebee ' s A . Q . Chicken Denny ' s Restaurant Ryan ' s Ozark Brewing Company • • 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 3 35 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 37 650 CA 6 8 9 8 13 6 8 5 7 7 77 CO 2 . 3 6 0 3 1 4 2 2 4 27 CT 1 2 1 0 1 0 1 1 1 8 DE 1 1 0 0 1 0 0 1 4 DC 0 0 0 1 0 0 1 2 FL 3 5 6 6 9 2 5 2 5 2 45 GA 2 1 2 4 5 2 1 2 6 2 27 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 9 195 IN 2 2 23 23 8 2 5 2 5 7 79 IA 4 9 26 20 8 3 4 8 14 4 100 KS 3 7 18 12 11 1 13 11 13 5 94 KY 0 2 2 4 3 2 6 4 1 24 LA 5 14 34 10 11 5 17 23 17 4 _ _ 140 ME 1 0 1 1 0 0 0 1 4 MD 1 1 0 2 2 0 0 2 1 9 MA 3 2 2 1 1 0 3 1 1 14 MI 4 4 25 15 5 0 2 2 11 2 70 MN 4 7 22 10 14 4 7 7 18 5 98 MS 2 1 5 6 1 4 3 5 7 4 38 • MO 10 23 39 38 18 5 16 22 27 12 210 MT 0 0 0 0 0 0 0 0 NE 0 4 1 2 10 0 4 4 8 5 38 NV 1 0 0 0 0 1 0 1 1 1 5 NH 1 1 0 0 0 0 0 2 NJ 1 4 4 2 3 0 0 1 2 1 18 NM 2 4 0 3 2 2 0 1 3 17 NY 2 2 10 5 6 0 3 9 1 2 40 NC 2 3 0 2 3 2 0 3 1 3 19 ND 2 2 1 1 1 0 1 2 1 11 OH 3 2 8 9 5 3 4 2 17 4 57 OK 12 20 34 27 34 12 14 22 23 27 225 OR 2 0 1 0 0 1 0 2 6 PA 2 2 5 5 5 0 2 2 2 1 26 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 3 52 TX 16 38 51 40 35 20 37 56 28 21 342 UT 1 0 1 0 1 0 0 2 1 6 VT 0 0 0 0 0 0 0 0 VA 2 1 6 3 4 1 0 1 1 19 WA 0 3 4 1 2 1 3 1 1 1 17 WV 0 0 0 1 0 0 0 1 1 3 • WI 4 8 41 10 12 3 7 12 13 7 117 WY 0 0 1 2 0 0 0 1 1 5 Can 4 4 2 1 1 0 3 2 2 19 FOR 1 0 4 0 0 1 1 7 APO 0 0 0 0 0 0 0 0 1 1 Tot . 183 291 569 421 346 131 258 342 336 197 3074 • e. 0 _ 1 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 2 14 AK 0 1 0 1 0 1 0 3 AZ 9 8 3 5 3 2 11 5 8 10 64 AR 22 26 33 24 22 12 22 29 25 22 237 CA 16 18 16 13 16 9 13 13 12 9 134 CO 7 . 4 6 7 2 2 2 2 5 1 38 CT 0 1 0 1 1 2 3 1 1 1 11 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 7 70 GA 5 0 2 2 3 0 4 3 1 1 21 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 9 117 IN 6 0 3 6 3 3 7 2 3 33 IA 7 1 8 9 4 4 4 11 3 5 56 KS 4 4 8 6 9 5 2 3 4 2 47 KY 4 2 1 2 2 0 0 2 5 18 LA 5 2 7 7 4 4 1 11 6 7 54 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 1 26 MN 5 9 11 11 5 0 4 5 5 7 62 MS 4 0 3 6 2 2 2 2 4 3 28 • MO 12 7 5 11 8 8 5 11 4 4 75 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 1 14 NH 0 0 0 1 0 0 0 1 NJ 5 2 1 1 1 1 1 3 2 17 NM 3 3 2 2 4 3 0 1 2 2 22 NY 1 2 2 5 4 0 3 1 4 1 23 NC 6 2 0 3 4 4 4 11 3 1 38 ND 1 1 1 2 0 0 0 5 OH 5 4 5 2 0 3 0 2 1 22 OK 8 5 4 10 20 4 13 6 3 9 82 OR 3 3 2 1 2 3 4 1 1 2 22 PA 1 4 2 1 2 2 1 1 3 3 20 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 1 15 TN 2 3 3 4 6 1 5 2 26 TX 17 26 25 28 15 13 25 28 16 20 213 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 2 24 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 4 56 WY 1 0 2 0 0 0 0 3 1 7 CAN 0 0 1 0 0 0 0 2 3 APO 1 0 1 0 2 1 1 1 7 FOR 0 0 1 0 0 0 1 1 1 202 188 226 244 191 111 183 190 151 154 1840 Advertising Inquiry by State OCTOBER 1997 BH BY FC H&A ML NTG NI SL TM TA USA TOT AL 2 5 2 9 AK 1 1 1 1 4 • AZ 1 2 2 1 5 11 AR 3 2 12 323 4 4 348 CA 9 2 2 3 10 3 3 22 54 CO 1 1 1 3 CT 2 2 4 DE DC FL 3 1 2 2 4 6 19 37 GA 1 2 1 5 4 5 18 HI 1 1 1 3 ID 1 1 2 IL 3 1 42 32 5 2 4 8 23 120 IN 1 2 25 12 1 8 15 64 IA 1 1 25 3 3 23 56 KS 3 1 10 5 2 1 4 19 45 KY 1 1 17 1 1 2 2 2 27 LA 6 2 2 5 19 4 3 41 ME 1 1 2 MD 1 1 1 5 8 MA 2 1 2 5 MI 3 2 12 5 2 15 10 49 MN 1 1 41 8 2 1 3 47 107 MS 1 2 8 3 2 7 23 MO 5 1 2 1 9 6 5 2 7 23 61 MT 1 1 2 • NE 1 19 1 1 1 1 2 26 NV 1 5 1 7 NH 2 2 NJ 3 2 2 2 3 12 NM 1 1 2 2 6 NY 2 3 2 3 1 2 8 21 NC 1 1 2 6 1 11 ND 3 1 3 7 OH 5 4 44 15 1 1 1 2 8 15 96 OK 3 41 7 28 3 1 11 94 OR 2 1 1 3 7 PA 5 1 1 3 6 16 PR 1 1 RI 2 2 4 SC 1 1 2 4 SD 5 1 6 12 TN 3 1 2 20 6 10 42 TX 10 5 3 1 17 89 19 88 10 242 UT 1 1 VT 1 1 2 VA 2 2 1 1 4 10 WA 5 2 2 2 11 WV 1 1 1 1 1 5 WI 5 1 3 49 9 . 5 2 7 8 89 WY 1 1 2 • CA 1 1 2 AP 2 2 FO 1 1 94 7 46 330 129 105 521 79 107 220 197 TOTAL 1835 11 - 06 - 9 'i 03 : 4014 FROM FAY. AR. CHAMBER P02 NOV- 6-Ul 'I'HU 1136 WNW FAS NO, bU131b41JC r , Ue 1998 ADVERTISING & PROMOTION COMMISSION SURVEY Comminsi n Name Collected From Budget Spent ul . Springdale 10 Lodging $ 1801000 $ 110,000 Brinkley U Food & Lodging 213,500 250000 / �o Eureka Springs 20 All 8900000 474,500 537o Bentonville 1¢ Food 20 Lodging 450,000 400,000 8 9 '70 El Dorado 3¢ Lodging 115,000 70,000' 6/ Vo Fine Bluff 2q Food & Lodging 11178,802 64,619 55 fo Fayetteville 10 Food & Lodging 930,000 225,000 a `/ 70 Blytheville 2¢ Lodging 40,000 20,000 50 90 Little Rock 22 Food & Lodging 10,000,000" 7000000" 7 Yo North Little Rock 24 Food 30 Hotel 380,000 2001000" S3 "70 Sherwood 20 Food 250,000 -0- O % • Heber Springs 20 Lodging 24,750 22,000 895 I4ot Springs U Food & Lodging 4,570,000" 2,0680600 Y 5 9a Cabot 1/2¢ Food 156,000 0 90 Fort Smith 20 Lodging 292,588 125,000 Y3 %o Jonesboro 10 Lodging 75,000' 23,000 3 Hope 14 Food & Lodging 200,000 25,000 / 3 An approximate amount. • �" $3,905,000 is hotel & restaurant tax. The balance is from admissions, gift shop sales, rentals etc. 11 -0e - 57 01 : 50pM F02 NOV-06-1997 12 : 26 501 521 1791 93% P . 02 DELONY & DAVIDSON , • Architecture Planning Interior Design Northwest Arkansas Office • 100 West Center / Suite 1 OZ • Fayetteville, AR 7Z701 • FAX 501 /443-9515 • 501/443-6666 FAYETTEVILLE TOWN CENTER Budget Review 11 - 10- 1997 1 ) BUILDING Main Level 24 ,000 sq . ft. public areas @ $ 150. 00/sq. ft. $ 3007000.00 8 ,000 sq. ft. support areas @ $80. 00/sq. ft. $ 640,000. 00 Service Level 7 ,500 sq. ft. support areas @ $50. 00/sq. ft. $ 37500. 00 Freight Elevator $ 8000.00 Serving Kitchen Equipment $ 50.000.00 $ 4 ,745 ,000.00 2) SITE WORK & PARKING LEVELS Site Work $ 40000. 00 • Parking Levels 220 cars @ $8 ,500.00/car (90,000 sq. ft @ $21 ) $ 1 , 870,000. 00 Exterior Deck Levels 8 ,000 sq. ft. @ $50.00/sq. ft. $ 450.000.00 $ 2 ,72000.00 3) PLAZA Plaza 12 ,000 sq. ft. @ $35 .00/sq. ft. $ 420,000. 00 CONSTRUCTION COSTS $ 7,885,000.00 4) FIXTURES FURNITURE & EQUIPMENT Allowance $ 2005000.00 5) SOFT COSTS Allowance $ 5000. 00 • TOTAL PROJECT COSTS , $ 81585 ,000. 00 WITTENBERG, DELONY &. DAVIDSON,j Architecture • Planning Interior Design Northwest Arkansas Office • 100 West Center / Suite 102 • Fayetteville, AR 72701 • FAX 501 /443-9515 • 501 /443-6666 FEE AMENDMENT October 30, 1997 In accordance with the Agreement dated: November 10th , 1995 Between: THE OWNER: Fayetteville Advertising & Promotion Commission P. O. Box 4216 Fayetteville, Arkansas 72701 THE ARCHITECT: Wittenberg , Delony & Davidson, Inc. 100 West Center, Suite 102 Fayetteville, Arkansas 72701 • FOR THE CONTRACT: Feasibility Study, Schematic Design, and Design Development for a new Town Center and parking facility complex . The fee for Professional Services for this AGREEMENT is AMENDED as follows : Article 12 is amended to recognize the estimated construction costs to be $7,500,000. 00 instead of $4, 950,000.00. Based on the percentage fee of six and one half percent (6 1 /2 % ) the fee amounts for each phase shall be adjusted accordingly . The fee is AMENDED and all other Contract Articles are to remain as stated in the original Agreement SUBMITTED BY : AUTHORIZED BY : s natur�e l ,//�� ,� y� h signature �WV1T /d U title title • 0 _e2t� 61--7 I date date WITTENBERG,,DELONYD • • Architecture • Planning Interior Design Northwest Arkansas Office • 100 West Center / Suite 102 • Fayetteville. AR 72701 • FAX 501 /443-9515 - 501 /443-6666 FEE AMENDMENT October 30, 1997 In accordance with the Agreement dated : November 10th , 1995 Between: THE OWNER: Fayetteville Advertising & Promotion Commission P. O. Box 4216 Fayetteville, Arkansas 72701 THE ARCHITECT: Wittenberg , Delony & Davidson, Inc. 100 West Center, Suite 102 Fayetteville , Arkansas 72701 • FOR THE CONTRACT: Feasibility Study, Schematic Design, and Design Development for a new Town Center and parking facility complex. 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