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Home My WebLink About1998-11-16 - Agendas - Final • MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, November 16, 1998, at 2:00 p.m. at City Hall in City Council Chambers. ADVERTISING AND PROMOTION COMMISSION November 16, 1998 2 :00 p.m. City Hall Council Chambers I Call to Order II. Reports A. Approval of Minutes for October 12 B . Financial Report C. Convention and Visitor Activity - Marilyn Johnson D. Blackwood/Martin/CJRW Report — Susan Stirewalt III. Old Business IV. New Business • A. Town Center 1 . Report of Bond Sale 2 . Time line and schedule for project 3. Soil Borings bids B. 1999 Budget 1 . Special Project Requests for 1999 V. Adjourn Informational Items — Trolley Operations Report • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: October 12, 1998 PRESENT: Joe Fennel, Fred Hanna, Alex Jerde, Carl Maguire, Curtis Shipley, Jim Waselues, Kit Williams, and Marilyn Johnson ABSENT: None The regular meeting of the Advertising and Promotion Commission was called to order at the City Hall Council Chambers at 2:00 p.m. by Chairman Joe Fennel. MINUTES It was moved by Shipley, second by Jerde to approve the minutes of the September 14 meeting. Motion carried. FINANCIAL REPORT Brian Swain announced that Ben Mayes was no longer with the City. Kevin Crosson is taking his place as Administrative Services Director. Swain presented financial report for September. HMR collections were $93,903, an increase of 13. 16% • over September, 1997 collections. Year to date collections are $811 ,814, an 11 . 17% increase over 1997. September expenditures were $8,953. Moved by Shipley, second by Hanna to approve the report. Motion carried. CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn Johnson reviewed activity report in agenda packet. She reported that responses to ad placement were up for the first time over 1997 monthly figures. Bid for first activity in Town Center was submitted to Arkansas State Square Dance Federation for their fall dance in 2001 . ADVERTISING AGENCY REPORT Susan Stirewalt reported that they were finishing 1998 ad placement. Duratran for regional airport was approved and ready for placement in airport. OLD BUSINESS On-premise consumption on Sunday Election Joe Fennel announced election issue passed with 2,226 voting FOR (75. 12%) and 735 voting AGAINST. He commended work of John Gilliam to get the issue passed which will benefit restaurants and hotels. He also thanked Marilyn for her work on the election. Town Center Architect to proceed with complete design development After discussion, Shipley moved to authorize Wittenberg, Delony and Davidson to proceed with complete design development and set a schedule for the rest of the project. Second by Maguire. Motion carried. Kelly Sutterfield (WDD) indicated that they would proceed with construction documents and construction could start in April or May. • Soil borings Moved by Shipley, second by Jerde to authorize soil borings for the site of the Town Center. WDD will get prices and bring back information to the Commission. • NEW BUSINESS 1999 Budget Brian Swain explained resources available to A & P for 1999. Town Center bonds will be sold sometime between October 20 and November 4; therefore transfer is estimate. Fennel requested that a line item holding $ 100,000 reserve for furnishings for the Town Center be made in budget. Commission allocated preliminary amounts for the following Chamber contract 100,000 Collection expense 22,500 Audit expense 150 800 Number 10,000 Public Notification 225,000 Convention Support 59000 Brochure Development 163859 Special Projects will be considered separately in special meeting on November 9. Marilyn will notify all those who have received funding in the past. Regular A & P Commission meeting will be delayed one week until November 16. There being no further business, the meeting was adjourned. Respectfully submitted, Marilyn Johnson Director Convention and Visitor Development • City of Fayetteville, Arkansas Monthly HMR Tax Collections 1996-1998 AD 1996 1997 1997 1998 1998 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 76,738 $ 73,809 -3.82% $ 82, 157 11 .31 % February 68$ 07 73,099 6.70% 83,759 14.58% March 72,521 763808 5. 91 % 801815 5.22% April 82, 155 88,050 7. 17% 89,603 1 .76% May 78,771 87,221 10.73% 97,309 11 .57% June 79,880 84,417 5.68% 98,318 16.47% July 831337 79,784 -4.26% 94,621 18.60% August 760651 841099 6.93%0 910336 8.61 % September 85,514 82,984 -2.96% 93,903 13. 16% October 800031 95,030 18.74% 95,649 0.65% November 89,862 881147 -1 .93% 0 December 80, 107 791492 -0.77% 0 i Total $ 956,093 $ 992.939 3.85% $_ 907.471 9.96% HMR Tax Collections By Month 120 100 80 i g 60 g c 40 20 0 IS January February March April May June July August September October November December [11,1996 ® 1997 CM 1998 \HMRTAX Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending October 31 , 1998 • 1998 YTD October Budget Item Budget Expenses Remaining Expenses Chamber of Commerce Operations Contract $100,000 $100,000 $0 Collection Expense - City of Fayetteville 20,500 181157 2,343 11913 Audit Expense 150 150 0 800 Telephone Number (Chamber of Commerce) 10,000 10,000 0 21500 Public Notification (BMA Contract) 225,000 191 ,762 33,238 50,954 Trolley Operations 40,000 32,379 7,621 41090 Convention Support 5,000 3,873 1 ,127 564 Town Center/Exhibit Hall 3741351 74,351 300,000 Brochure Development 16,859 61408 10,451 31478 Air Museum 40,000 40,000 0 10,000 Square Gardens 21 ,920 17,229 4,691 11443 Special Projects AAA American Legion Tournament 23000 21000 0 � IIIW~ State Baseball Tournament 21000 2,000 0 Ark. State Gymnastics Competition 600 548 52 Autumnfest 21500 21500 Fay. Public Library Genealogical Collection 35,522 35,355 167 First NRe 71000 7,000 Gary Hampton Memorial Tournament 500 500 0 HAWKS AAU Basketball Tournament 22000 21000 0 Holiday Hoops 12,000 12,000 Joe Martin Memorial Stage Race 21000 19746 254 Univ. of Arkansas Museum 5,724 5,724 Wood Bat Classic 12985 19985 0 TOTAL USES $927,611 $540,443 $387,168 $74,942 • \ABPEXP98 • ACTIVITY REPORT OCTOBER, 1998 INQUIRY RESPONSES October 1998 Tourist - 215 1998 Year to Date — 2,868 October 1997 Tourist - 197 1997 Year to Date — 33074 October 1998 Advertising Response — 2,651 1998 Year to Date — 22,269 October 1997 Advertising Response — 1 ,835 1997 Year to Date — 29, 102 October 1998 Relocation — 153 1998 Year to Date — 1 ,559 October 1997 Relocation — 154 1997 Year to Date — 1 ,840 October 1998 Total Inquiries — 3,019 October 1997 Total Inquiries — 2, 186 Year to Date 1998 — 26,696 Year to Date 1997 — 34,016 CONVENTION ACTIVITY • Conventions — Arkansas Game and Fish Commission Arkansas Parks and Recreation, Southwest conference meeting Soccer tournament Miscellaneous — Arkansas Festival Association FHS Homecoming Arkansas Alumni Assoc. strategic planning committee Lights of the Ozarks Nothwest Arkansas Tourism Association Good Sams Fayetteville Public Library — master planning session Arkansas Volksmeisters Hospitality in a Heartbeat — Dr. Kenton Ross Bedford Camera & Video — Jeff Beauchamp Bus Tours — Southwest Baptist Seniors (Oklahoma City) Media Relations — Active Years (Bev Wittenberg) Ozark Gazette (Carol Tarvin) Magnolia Graphics, Jackson, MS — (Darla) Arkansas Democrat Gazette — Mike Whiteley • • Top HMR Collections — September Hilton Clarion Red Lobster Chili's Rio Bravo Applebee' s A.Q. Ryan's Ozark Brewing Company McDonald' s 50's Jose's Taco Bell El Chico • • • Tourist Inquiries - 1998 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL AL 4 3 4 5 4 7 3 3 9 1 AK 1 AZ 4 4 4 1 3 6 2 6 1 AR 43 32 71 31 27 36 23 45 68 76 CA 8 9 30 16 4 10 11 10 11 8 CO 3 4 5 1 1 2 1 CT 1 1 1 DE 2 DC 1 1 FL 5 2 4 9 5 5 6 6 5 9 GA 3 3 5 4 2 5 3 2 1 HI 1 ID 1 1 1 1 IL 10 9 67 13 13 15 10 10 22 4 IN 4 3 26 4 6 5 2 8 5 6 IA 8 7 24 10 5 1 8 7 12 7 KS 5 6 19 11 17 9 11 11 19 7 KY 2 1 1 2 4 1 1 7 2 LA 4 7 23 15 16 14 12 15 15 6 ME 2 1 1 MD 1 4 2 1 MA 4 1 2 1 1 2 1 MI 5 3 26 10 5 6 2 6 9 7 MN 5 10 34 12 3 8 9 5 8 4 MS 5 3 5 5 1 1 3 6 7 3 MO 6 19 45 21 21 13 9 27 32 11 • MT1 1 NE 1 1 17 7 6 1 3 5 2 NV 1 1 NH 1 1 NJ 3 1 3 2 4 3 2 3 1 1 NM 1 2 4 3 1 1 2 1 NY 6 6 3 2 2 3 1 4 3 1 NC 1 5 2 3 5 3 2 2 NO 3 1 1 1 2 OH 3 4 20 9 5 3 6 5 8 3 OK 11 9 32 21 26 20 11 38 30 20 OR 1 2 2 . 4 1 1 1 2 1 PA 1 4 7 6 3 5 1 4 10 1 PR 1 RI 1 1 SC 1 2 1 1 1 2 2 2 2 SO 1 8 2 1 TN 4 1 4 6 2 5 2 7 8 1 TX 12 35 47 38 35 37 32 42 39 21 LIT 1 1 2 VT VA 3 2 1 2 2 WA 3 2 2 4 3 3 1 3 WV 1 1 1 WI 5 16 49 9 3 4 6 7 6 1 WY 2 1 1 1 APO 1 1 2 1 1 1 1 • CAN 1 1 4 2 1 1 3 1 FOR 1 2 1 1 190 220 615 294 246 239 196 293 360 215 • ADVERTISING INQUIRIES JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Tourist ACW 25 3 6 7 5 3 5 BH 38 534 154 125 52 47 411 157 CWT 2 10 18 5 6 7 4 12 D FC 1 11 109 42 23 4 4 114 HT 60 27 17 30 12 H&A 37 187 57 183 155 162 MC 186 456 298 97 12 ML 32 48 59 2 550 742 668 706 472 531 MVG(TMG 275 1232 211 293 NG NTG 123 191 448 368 457 365 192 217 189 242 OK 17 12 79 35 49 117 SL 14 16 472 139 217 223 108 355 124 376 SMI 35 1131 235 95 57 24 33 1159 86 SV TA 13 18 209 98 35 215 163 TJ TM 182 64 171 429 86 77 9 69 377 227 USA 35 471 1392 154 • Meetings SM 2 3 2 TOTAL 384 359 2653 3729 3614 2397 1369 1687 3399 2651 ACW-Am. Civil War BH-Better Homes & Gardens CWT-Civil War Times D-D Magazine FC-Family Circle HT-Historic Traveler H&A-Home and Away MC-McCalls ML-Midwest Living MVG-Midwest Vacation NG-Nati Geog Traveler NTG-NATA OK-Oklahoma Today SL-Southern Living SMI-State Mag. Insert SM-Successful Meetings SV-Summer Vacation TA-Travel America TJ-Texas Journal • • Advertising Inquiries by State - October, 1998 ACW BH CWT FC HT H&A ML NTG OT SL SMI TA TM TMG USA TOTAL AL 5 4 2 2 20 1 4 1 39 AK 1 1 1 2 5 AZ 2 2 1 3 2 1 1 1 2 15 AR 4 4 6 23 1 16 32 3 89 CA 12 4 1 1 11 10 1 8 2 16 3 69 CO 3 2 1 2 2 2 3 15 CT 2 1 1 1 5 DE 0 DC 0 FL 6 1 4 1 3 9 27 11 3 1 66 GA 3 3 4 30 2 1 43 HI 1 1 1 1 1 1 6 ID 1 1 1 3 IL 2 10 1 5 1 40 109 16 6 1 14 16 30 251 IN 2 5 8 45 3 5 4 4 76 IA 2 1 10 39 1 3 3 59 14 132 KS 4 3 6 34 2 2 3 1 3 49 13 120 KY 1 1 2 1 10 4 5 4 1 2 31 LA 6 3 1 3 11 34 2 7 1 68 ME 2 1 2 5 MD 2 2 1 5 3 5 1 19 MA 1 1 1 4 1 8 MI 10 2 7 1 51 8 1 3 1 4 1 7 8 104 MN 5 3 22 23 7 1 3 1 1 29 27 122 MS 3 1 3 26 2 2 37 MO 4 3 49 15 1 11 12 5 1 84 31 216 • MT 1 1 1 1 4 NE 2 1 4 9 5 1 1 23 NV 2 1 3 NH 2 2 1 5 NJ 1 2 2 3 5 2 4 2 21 NM 1 1 2 1 3 8 NY 6 7 3 7 1 3 6 1 1 35 NC 4 2 6 1 3 2 12 1 31 ND 1 1 2 OH 8 1 2 26 50 3 2 4 7 103 OK 7 3 11 3 17 92 8 13 3 3 13 173 OR 2 3 2 1 2 2 1 13 PA 7 5 9 5 6 12 3 1 48 RI 1 1 2 SC 2 2 1 3 14 2 24 SD 2 1 3 TN 1 2 2 2 21 2 4 1 35 TX 7 7 7 53 1 77 16 13 179 1 361 UT 1 1 1 1 4 VT 2 2 VA 3 1 5 4 8 5 6 1 33 WA 3 3 1 1 5 13 WV 4 1 2 2 9 WI 4 1 1 20 42 5 3 1 1 1 1 44 9 133 WY 1 2 1 1 1 6 APO 1 3 1 1 6 CAN 1 1 • FOR 1 2 1 2 6 TOTAI 5 157 12 114 12 162 531 242 117 376 86 163 227 293 154 2651 REL0.6)9VON - 1949 • Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec TOTAL AL 1 1 1 1 2 1 AK 1 1 1 1 AZ 3 5 6 2 4 8 4 5 2 5 AR 24 23 27 31 18 28 . 18 28 26 26 CA 19 5 25 10 8 24 6 11 9 13 CO 1 1 4 6 7 2 3 3 2 2 CT 1 1 2 1 1 DE 1 DC FL 4 5 6 7 6 9 6 5 4 6 GA 1 2 1 2 2 6 2 1 6 HI 1 2 1 ID 1 1 1 1 1 IL 10 3 9 12 5 5 5 4 6 3 IN 2 4 1 2 1 1 1 3 1 IA 7 3 5 1 2 3 4 5 7 KS 3 2 7 2 5 5 2 5 3 1 KY 2 2 1 1 1 1 LA 1 6 11 7 5 3 2 9 7 5 ME 1 1 MD 2 4 1 1 MA 1 2 1 2 1 1 MI 4 8 2 3 2 4 2 8 MN 4 4 6 4 3 3 3 2 2 1 MS 3 4 4 4 1 1 4 2 1 • MO 8 5 10 8 11 9 7 6 8 9 MT 2 1 NE 3 1 3 4 2 2 1 1 1 NV 2 2 1 4 3 3 1 2 NH 1 NJ 1 1 3 4 2 3 NM 1 2 2 1 2 2 2 3 NY 1 3 2 3 2 2 3 2 7 8 NC 1 2 2 2 1 1 1 1 3 NO 1 2 OH 2 1 5 3 1 2 1 5 OK 10 4 3 5 7 8 8 9 7 11 OR 1 1 3 2 2 1 2 PA 2 1 5 3 2 2 1 1 1 PR 1 RI SC 1 2 1 2 1 1 SD 2 TN 3 3 11 6 1 4 4 1 5 5 TX 15 15 21 21 11 15 19 31 31 24 UT 1 1 1 VT VA 3 2 2 2 2 1 2 WA 3 2 4 6 2 1 2 3 1 1 WV 6 1 1 1 WI 2 7 4 4 2 3 3 2 3 1 WY 1 3 2 1 1 • APO 2 1 1 1 1 1 CAN 1 1 151 128 223 175 133 164 126 151 155 153 McCLELLAND P.O. Box 1229 MCECONSUL TING Fayetteville, Arkansas 72702- 1229 INC 501 -587- 1303 OFSIG.vfD r0 SERVE ENGINEERS, • MATERIALS LABORATORY FAX 501 -443-9241 GEOTECHNICAL INVESTIGATION SCOPE AND FEE SCHEDULE TOWN CENTER FAYETTEVILLE, ARKANSAS for FAYETTEVILLE ADVERTISING & PROMOTION COMMISSION FAYETTEVILLE, ARKANSAS November 4, 1998 Item No. Iltem Description I ASTM Designation I Quantity Units I Unit Price IExtended 1 Equipment Mobilization and Demobilization 1 LS $150.00 5150.00 Subtotal $150.00 2 Boring Setup Charges 14 EA $25.00 $350.00 Boring Layout 1 HR $60.00 $60.00 Subtotal $410.00 3 Soil Drilling and Sampling, ASTM D-1586 & ASTM D-1587 Soil Drilling in Building Area ( 14 Borings - 40 feet max. ) 250 LF $8.00 $2,000.00 Rock Drilling 20 LF $12.00 $240.00 Diamond Core Drilling 50 LF $30.00 $1 ,500.00 Subtotal $3,740.00 • 4 Soil and Rock Laboratory Testing . . ASTM D-2216, Moisture Content Determination 110 EA $8.00 $880.00 ASTM D-4318, Liquid and Plastic Limit of Soils 20 EA 545.00 $900.00 ASTM D-422, Gradation Analysis of Soils (6 Sieves ) 20 EA $50.00 $1 ,000.00 ASTM 0-2166, Unconfined Compressive Strength of Soils 40 EA $40.00 511600.00 ASTM D-2166, Dry Unit Weight of Soil Specimens 40 EA $8.00 $320.00 Triaxial (Unconsolid., Undrained multi-stage one sample) 2 EA $150.00 $300.00 Remolding Triaxial or Permeability Samples 2 EA $50.00 $100.00 Subtotal $5, 100.00 5 Geotechnical Engineering Report and Recommendations Engineering Supervision (Project Manager) 8 HR $95.00 $760.00 Engineering Analysis & Recommendations (Project Engr.) 20 HR 565.00 S1 ,300.00 Boring Log Preparation (Senior Draftsman) 16 HR $55.00 $880.00 Boring Plot Plan Preparation (Draftsman) 2 HR $40.00 580.00 Report Preparation (Clerical) 2 HR $30.00 $60.00 Subtotal $3,080.00 ESTIMATED GEOTECHNICAL INVESTIGATION AND ENGINEERING $129480.00 QUOTE Not to exceed $12,500.00 SUBMITTED BY: ' lllfi'4AJ11114�� WAYIqE, ONE , , .E. • Vice Pre ant C:\DATA\GE0TECH\T0WNCT.WB2:wj AIA5HTO Accredited - Inspected by AMRL & CCRL MCEMcCLELLAND P.O. Box 1229 CONSULTING Fayetteville, Arkansas 72443- 29 ENGINEERS, INC. 501-443-23 77 NE DESIGD TO SERVE FAX 501 -443-92419241 November 4, 1998 FY983800 Ms. Marilyn Snapp Fayetteville Advertising & Promotion Commission 113W. Mountain St. - Fayetteville, AR 72701 RE: Geotechnical Investigation Fayetteville Town Center Dear Ms. Snapp: We are pleased to present a Proposal for the Geotechnical Investigation for the proposed Town Center to be located south of the Square in Fayetteville, Arkansas. We propose to perform a geotechnical investigation consisting of 14 borings within the proposed building area (to include 5-20 foot, 5-25 foot and 440 foot borings), as requested by the Architect and Structural Engineer; sampling of surface and subsurface materials; determine the engineering properties of the soils encountered; perform engineering analyses of soil strata based on laboratory data; and develop a written geotechnical report to include foundation • recommendations and bearing capacity recommendations. We propose to perform these geotechnical services for a fee not to exceed $12,500.00. We appreciate the opportunity to provide this Proposal to you and look forward to working with you on this project. We are ready to proceed with this work, within one week of your written notice of acceptance, and will have the report completed within three weeks of drilling . If this Proposal is acceptable, please sign and return a copy or a Purchase Order to our office. If there are any questions regarding this Proposal , please contact us. Sincerely, McC LLAND CON UL ING ENGINEERS , INC . ayne nes, ice Pre ent Enclosure: Scope of Services and Fee Schedule McClelland Consulting Engineers, Inc. , is authorized to proceed in accordance with this Letter of Proposal, consisting of one page. • Signature Title Date C�TAI EOT WC . l M City of Fayetteville, Arkansas Advertising & Promotion Fund • 1999 Schedule of Resources Available 11 /10/98 Item Amount 1999 Projected Beginning Fund Balance $ 11095 , 633 Projected Income - 1999 Projected 1999 HMR Tax Revenue $ 1 , 0907000 Projected 1999 Interest Earnings 901500 Total Projected 1999 Income $ 1 , 180 , 500 Projected Expenses - 1999 Operating Budget • Transfer - Arts Center Bonds 1259000 Net Transfer - CEC Bonds 25 ,500 Transfer - Town Center Bonds 3951000 Total Projected 1999 Expenses 5459500 1999 Income Over (Under) Expenses $6351000 Projected Fund Balance at 12/31 /99 $ 127302633 • W&PRES Advertising 8 Promotion Commission 1999 Budget Worksheet 1997 1998 1998 1999 1999 • Budget Item Actual Budget Estimated Requested Budget 800 Telephone Number (Chamber of Commerce) 10,000 10,000 10,000 10,000 10 000 Audit Expense 150 150 150 150 150 Brochure Development 48,297 16,859 16,859 17,000 17,000 Chamber of Commerce Operations Contract $95,054 $100,000 $100,000 $100,000 $100,000 Collection Expense - City of Fayetteville 19,859 20,500 21 ,760 22$ 00 22,500 Convention Support 5,087 5,000 5,000 5,000 5,000 Public Notification (BMA Contract) 227,040 225,000 225,000 225,000 225,000 Town Center Architectural Services 59,692 372,082 372,082 0 0 Town Center Equipment 8 Furnishings 100,000 100,000 Town Center Marketing Manager (Salary/Expenses) 317860 311860 Special Proiects AAA American Legion Tournament 0 2,000 2,000 0 AAAA State Baseball Tournament 0 2,000 2,000 0 AAAA State Basketball Tournament 3,000 0 0 41000 4,000 Air Museum 40,000 40,000 40,000 40,000 40,000 Ark. High School Baseball Coaches All-Star Game 0 0 0 31400 1 ,000 Ark. Overall High School Baseball Finals 0 0 0 29000 2,000 Ark. State Boys Golf Tournament 0 0 0 500 500 Ark. State Gymnastics Competition 0 600 548 0 Ark. State High School Cross Country Championships 2,000 0 0 11500 1 ,500 • Autumnfest 0 2,500 2,500 0 Basketball Congress Int. State Basketball Tournament 0 0 0 2,000 1 ,000 Botantical Garden Society - Master Plan 0 0 0 259000 10,000 DowntownlDickson St. Enhancement Proj. - Brochures 0 0 0 41688 Fay. Public Library Genealogical Collection 30,877 35,522 35,355 323101 26,368 First Night 0 71000 7,000 22,500 3,500 Gary Hampton Memorial Tournament 11999 500 500 21000 2,000 HAWKS AAU Basketball Tournament 2,000 2,000 2,000 21000 21000 Holiday Hoops 21 ,500 12,000 12,000 21 ,500 12,000 Joe Martin Memorial Stage Race 2,566 2,000 1 ,746 11746 1 ,200 North Arkansas Symphony Society 0 0 0 41500 1 ,560 Northern Tourist Information Center (WAC) 29,172 0 0 0 Ozark Classic Cup XVI Soccer Tournament 0 0 0 7,750 3P000 Razorback SAMS 0 0 0 41775 4,350 Square Gardens 26,668 21 ,920 21 ,920 20,000 20,000 Trolley Operations 40,913 40,000 40,000 50,000 25,000 Univ. of Arkansas Museum 0 5,724 0 0 Walton Arts Center - Brochures 0 0 0 1 ,200 1 ,200 Washington County Historical Society - Roof Repl. 2,000 0 0 13,000 13,000 Wood Bat Classic 1 ,983 1 ,985 11985 1 ,985 1 ,000 Subtotal Special Projects 204,678 175,751 169,554 2689145 ) 1 (0 -179? • TOTAL USES $669857 $925,342 $920.405 $779,655 687. 688 148PEXP99 November 4, 1998 TO: Advertising and Promotion Commission FROM: Marilyn Johnson RE: Personnel for Town Center In looking at the proposed schedule for construction for the Town Center, we probably need to address hiring a Marketing person shortly after the construction begins in order to be able to have the facility booked when we open. Please consider the following for hiring a Marketing person beginning in April : Salary $24,000/yr FICA 1 ,488 Medicare 348 State Unemp. 216 Federal Unemp. 56 • Health Ins. 39180 401K 1 ,200 TOTAL Salary and benefits for 1 year = $30,488 Expenses can be figured for lodging, meal allowance, and mileage at $ 1 ,000 per month. Based on hiring in April (9 months), we need to budget $31 ,860 for 1999. $22,860 for salary. 9,000 for expenses • • Requested Marilyn Subcommittee Arkansas Air Museum $40,000.00 $40,000.00 $40,000.00 AR High School AAAAA Basketball $4,000.00 $47000.00 $4,000.00 AR High School Baseball Coaches $3,400.00 $1 ,000.00 $1 ,000.00 AR Overall H. S. Baseball Finals $2,000.00 $13000.00 $2,000.00 AR State Boys Golf Tournament $500.00 $500.00 $500.00 AR State Cross Country Championship $1 ,500.00 $1 ,500.00 $1 ,500.00 B.C.I. State Basketball Tournament $2,000.00 $1 ,000.00 $11000.00 Botanical Garden Society of Ozarks $25,000.00 $0.00 $10,000.00 Downtown/Dickson Enhancement Project $49687.50 $21500.00 $0.00 Fay. Library Genealogical Collection $32, 101 . 19 $269367.96 $26,367.96 Fayetteville Wood Bat Classic $1 ,984.99 $17000.00 $1 ,000.00 First Night $22,500.00 $3,500.00 $39500.00 • Gary Hampton Girls Youth NIT $2,000.00 $23000.00 $2,000.00 H.A.W.K.'s AAU Basketball Tournament $2,000.00 $29000.00 $2,000.00 Holiday Hoops $21 ,500.00 $12,000.00 $121000.00 Joe Martin Memorial Bicycle Race $1 ,746.27 $1 ,200.00 $11200.00 North Arkansas Symphony Society $43500.00 $1 ,560.00 $1 ,560.00 Ozark Classic Cup XVII Soccer Tournament $7,750.00 $0.00 $33000.00 Razorback Sams $4,775.00 $4,350.00 $4,350.00 Square Gardens $20,000.00 $0.00 $20,000.00 Trolley Program $50,000.00 $25,000.00 Either/Or Regional Airport Transportation System $25,000.00 $50,000.00 Walton Arts Center $1 ,200.00 $13200.00 $1 ,200.00 Washington County Historical Society $13,000.00 $6,500.00 $13,000.00 • TOTAL $268, 144.95 $1631177.96 $201 , 177.96 • 1995 SPECIAL PROJECTS Trolley Operation 30,498 Lights of the Ozarks 19,982 Autumnfest 7,500 Springfest 7,500 Music Festival 7,500 Fayetteville Horseshoe Association 703 Youth Center Tri-State Swimming Conf 500 Ark. Water Resources Conference 5,000 University Museum Dinosaur Days 4,789 American Legion State Conference 3,500 Northern Tourist Information Center 29, 172 Holiday Hoops 212500 Replacement Festival Lights 500 Gary Hampton Tournament 500 Joe Martin Memorial Stage Race 1 ,955 American College Theatre Festival Adv. 2,600 Square Gardens Maintenance 445226 NCAA Cross Country Advertising 6,000 Washington County Historical Society 12,500 Arkansas Air Museum — plane transportation 13400 TOTAL $207,825 • 1996 SPECIAL PROJECTS Trolley Operations 42,767 Lights of the Ozarks 20,300 Autumnfest 5,000 Music Festival 23000 Air Museum 20,000 Crystal Springs Park Improvements 2792000 Square Gardens Maintenance 20,281 Air Museum Airfest 19000 Fayetteville Pub. Library Genealogical Collection 26,267 Fay. Wood Bat Classic 12983 Fly Fayetteville Marketing Campaign 1 ,719 Gary Hampton Memorial Tournament 11788 Holiday Hoops 21 ,500 Joe Martin Memorial Stage Race 5,555 Northern Tourism Information Center 292172 Replacement Lights — Square 983 Washington County Historical Society 8,350 TOTAL $467,665 • • 1997 SPECIAL PROJECTS Trolley Operations 40,913 Music Festival 29000 Air Museum 402000 Square Gardens 263668 AAAA State H. S. Basketball Tournament 32000 Fay Pub. Library Genealogical Collection 30,877 Fay. Wood Bat Classic 13983 Gary Hampton Memorial Inv. Tournament 13999 H.A.W.K.S. Basketball Tournament 2,000 Holiday Hoops 21 ,500 Joe Martin Memorial Stage Race 2,566 Northern Tourist Information Center 29,172 State High School Cross Country Meet 22000 Wash. County Historical Society Brochures 2,000 TOTAL $206,678 • 1998 SPECIAL PROJECTS AAA American Legion Tournament 2,000 AAAA State Baseball Tournament 22000 Air Museum 407000 Arkansas State Gymnastics 548 Autumnfest 2,500 Fay Public Library Genealogical Collection 35,522 First Night 7,000 Gary Hampton Memorial Tournament 500 HAWKS AAU Basketball Tournament 2,000 Holiday Hoops 12,000 Square Gardens 21 ,920 Trolley Operations 40,000 U of A Museum 52724 Wood Bat Classic 1 ,985 TOTAL $ 173,699 • i • November 9, 1998 TO: 'A & P Commissioners FROM: Marilyn Johnson RE: Recommendations for funding special projects Requested Recommendation Arkansas Air Museum 40,000.00 40,000.00 (Tourist facility providing information for out of town visitors — good hours of operation). Arkansas High School AAAAA State Basketball $ 4,000.00 4,000.00 (Brings visitors into town, 250 rooms used) Arkansas H. S. Baseball Coaches All-Star Game 39400.00 13000.00 (This is the 8`s event, all lodging provided, no infusion of new money) Arkansas Overall High School Baseball Finals 22000.00 1 ,000.00 (Brings visitors into town, limited number of rooms) • Arkansas State Boys Golf Tournament 500.00 500.00 (Recommend school buy tent for use with golf and track tournaments — good publicity for Stone Bridge Meadows as outstanding facility to bring in visitors) Arkansas State Cross Country Championships 13500.00 1 ,500.00 (at least 150 rooms will be used) B.C.I State Basketball Tournament 2,000.00 13000.00 (Looks like a deficit budget from the start) Botanical Garden Society of the Ozarks 25,000.00 0 (A & P Commission has not in the past funded feasibility studies) Downtown/Dickson Enhancement Project 42687.50 21500.00 (Really looks like a costly piece, recommend single color and more of them) Fayetteville Public Library Genealogical Collection 32, 101 . 19 26,367.96 (This is the last year they should be able to receive funds — completes collection of 1880 census and storage cabinets) Fayetteville Wood Bat Classic 12984.99 11000.00 • (9'" year, good publicity for Fayetteville) • First Night 22,500.00 3,500.00 (Funded 7,000 in 1998- community support should pick up) Gary Hampton Memorial Girls Youth NIT 22000.00 23000.00 (Summer event brings in 2,000 people) H. A. W. K.'S AAU Basketball Tournament 22000.00 2,000.00 (P tournament, Slow time for hotels, could not determine how many teams were local) Holiday Hoops 212500.00 122000.00 (Recommend same level of funding as in 98) Joe Martin Memorial Bicycle Race 1 ,746.27 11200.00 (600 people, 40 rooms?) North Arkansas Symphony Society 42500.00 1 ,560.00 (Easter Request — other request is not eligible (1998). Symphony spent 28,000 in conductor search) Ozark Classic Cup XVI Soccer Tournament 7,750.00 0 (Request is for 98 tournament -16`h tournament, without help, not eligible for funding) • *Razorback Sams 43775 .00 4,350.00 (Recommend funding of buses for tours) • This request was received before the deadline and inadvertently left out of your packet. Square Gardens 202000.00 0 (Recommend this request be forwarded to Parks and Recreation with recommendation that they fund) Trolley Program 50,000.00 25,000.00 (Recommend asking city to fund partly; use additional funds to establish transportation system between regional airport and hotels) Walton Arts Center 1 ,200.00 1 ,200.00 (Excellent means of providing advertising for Fayetteville — in the past, we've had some problems in getting them to notify us when they were out of materials) Washington County Historical Society . 137000.00 6,500.00 (This facility is open on limited basis — to serve as a tourist attraction needs to be more accessible — recommend funding half of roof replacement) TOTAL 268,145.00 1389177.00 • Airport Transportation,system $25,000 1639177.00 ,E Razorback Sams A Chapter of the National Good Sam Club Jim Wimberly, 1345 E. Township, Fayetteville, Ar. 72703, ph. 587-8051 • To: Marilyn Snapp, Director October 23, 1998 Fayetteville Advertising & Promotion Commission Fayetteville Chamber of Commerce 123 West Mountain, Fayetteville, Ar. 72701 From: Jim Wimberly Re: Funding Request The local chapter of the National Good Sam Club, the "Razorback Sams" is responsible for the local arrangements for the 1999 Fall Samboree of the Arkansas Good Sam Club. With this in mind the Razorback Sams are making the following funding request: 1 . Name QLevent "Fall Samboree of the Arkansas Good Sam Club" 2. Contact Person: Jim Wimberly, 1345 E. Township, Fayetteville, Ar. 72703, ph 587-8051 3. Purpose ofevent: To host a week- long meeting of approximately 400 Recreational Vehicles who are members of the National Good Sam Club. During that time approximately 800 Good Sam members from all over Arkansas, as well as many other • states (30 states often present) and Canada. They will gather for meetings, seminars, tours, shopping, entertainment and socializing. They will visit local areas, shop at malls, stores, gas and vehicle repairs, and eat most all meals in local restaurants. During the previous Samboree, they added $481 ,507 to the local economy. The Razorback Sams Good Sam Club is a non profit club. 4. Period of Operation: one week, early October 1999. 5. Location Qf event: Washington County Fairgrounds 6. Back: Members of the Razorback Sams attend Samborees in various states, as well as a spring and a fall Samboree in Arkansas. For the past 4 years, the fall Samboree has been at the Washington County Fairgrounds in Fayetteville. Previous to this, the fall Samboree was held in Jonesboro. The spring Samboree is held in Texarkana, Ar. The location of a Samboree is chosen based on the facilities and support a location has to offer. 7. E tpea d visitor draw: For the past four years, 716 to 834 visitors (358 to 417 RV's) were present. This is expected to increase. Approximately 60% are from allover Arkansas, the others are from various states, including Alaska, and several from Canada. 8. Image This event is scheduled for Fayetteville because of the many and unique Razorback Sams A Chapter of the National Good Sam Club • Fun Wimberly, 1345 E. Township, Fayetteville, Ar. 72703, ph. 587-8051 attractions Northwest Arkansas, and particularly Fayetteville, have to offer. We are fortunate to have many great restaurants, a suitable fairgrounds, and the support of local businesses and organization. The full support of the city of Fayetteville and its Chamber of Commerce is crucial to the success of this event. 9. Marketing Plan: Good Sam members across the United States and Canada receive monthly publications of the Good Sam Club and RV'ing. In these publications the fall 1999 Samboree will be advertised. A state Good Sam monthly publication will also advertise this Samboree. Also of importance, is the splendid reputation we have for providing a great enjoyable Samboree in a friendly and hospitable enviroment. 10. Media exposure: The local papers have run articles about the Samboree, which help attract local prospective members. We plan to use the TV media also in 1999. (Remember this will be the last Samboree of the century). 11 . Marketing plan buaeW: We are fortunate to have free advertising in the national and state RV and Good Sam publications. 12. Funding Request: One of the major attractions for the Samboree is the free local tours we have provided in the past. We conducted only 6 tours last year, restricting the • numbers based on the tour buses capacity. In all cases we had twice as many signed up for tours as available bus capacity. We had many requests for more tours. Last years tours included trips to Bud Walton Arena, Fayetteville Historic Tour, the Jones Center in Springdale, and Terra Studios in Durham, Due to the demand, we will be offering many more tours for the Samboree in October 1999. This will bring more Good Sam members to Fayetteville who will spend more money while here for a week. Funds requested: a. transportation for tours (bus rental) $4350 b. cost of tours and quides -425- c. total $ 4775 13. Financial Disclosure: The Razorback Sam club (a non profit group) consists of 18 members, each with an annual membership dues of $ 10 (of which $5 goes to the state organization). The club collects and sells aluminum cans, and accepts voluntary contributions to support its charity work. All of the clubs funds are used to support charity programs, including the local battered women's program, the local children's Christmas program and local food bank. Most members do voluntary work in the community. We also support the national Dogs for the Deaf program. The annual budget of the club varies, usually between $300 to $500. For the past several years, part of the • clubs cost of supporting the fall Samboree was covered by the financial support of the City of Fayetteville, and the Fayetteville Chamber of Commerce. • Razorback Sams Financial Report Sept. 1997 till Oct. 1998 Starting Balance $793.26 Income: 1 . Member Dues $ 180.00 2. Contributions 172.60 3. Refund for Samboree Expense 146.59 4. Other Gifts Farm Bureau 50.00 5. Total Income 549. 19 Expenses: 6. State Good Sam Club $ 54.00 7. Children's Christmas Program 225.00 8. Battered Women's Program ( by indidivals) 9. Food Bank ( 94 ) 10. Flowers 178.32 11 . Anniversary & Birthday Exp. 57.08 12, Donation First Christian Church 155.00 • 13. Postage 15.08 14. 1998 Samboree Expenses 192. 14 15. Total Expenses 876.62 12. Balance 465.83 Note: Our checking account is with Superior Federal Bank, Northwest Arkansas Mall, Fayetteville, Ar. • Access statistics for www.fayettevillear.wm (last 12 month) hup://www.Fayette%il]cAR.com/stats/ . Access statistics for www.fayettevillear.com Summary period: last 12 month Last updated: 14/Sep/1998 03:34 ats/Files/ jites/ ' i a ;wcn by month < s ----------------------------------------- _ U I 6 I r z w m � N N N Y L U 4 4� 4 t� 0 U Sep 97 Oct Nay Dec Jen Feb Mer Rpr May Jun Jul Aug Sep 98 • ° ' "Current statistic for Se [ember 98 u dated more frequently) " --- x ..ont .'t September 98 15775' 13331 I 678 84280; ;August 98 38745'^ 34374 1488 212555! .... ..... ..... ..... ... .. July 98 36273, 31177 1443: 187889. : ;June 98 33620 ; 29725 1529, 178415 ;May 98 30942 ; 27740 1317.r163921: An 32927 26734 ) 1380 ( 159067: March 98.. ...... 095935528 ; 29316 1517: 17770T i February 98 1 .... 1 ', 8500:1 504; 53375: :..... January 98 20115 10438 90: 649.1 576 ;December97 20183, , ...... 8905 .......... 568 . . ._,.,..,._ 49502; November 97 30685 13039 ) 571 76023: :October 30790.' 11860F77 452: 67576' _ < Totat 336542 T 145134 12096 1468000; ........................................................... .... ....... ......................................... .............._........... ...I....... ................... Full statistics for 1997 142 10/14/98 3: 12 PM Access statistics for i w .faycttcvillcaccom (last 12 month) http://w .17aycttexiIleAR.com/stats/ Access statistics for www.fayetteviIlear.com • Summary period: last 12 month Last updated: 15/0ct/1998 08: 13 ........._............... .... ..... .............................. :i s/Files/5ites%ii abvA.eo by month i:E a t U I Q H IZ 4i N �a N T P LY L d N O N V € Oct 97 Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct 98 > Current statistic for October 98 u dated more freuentl itis %^ z oot t de ite s aent .. . . ....... . ... .. .. ....... . . .. .. ....... .. .7� .,,m, . . .. October 98 20547 . 17790 998 110245; ............. . Seotember98 41507 . 35811 ' 1626,; 223625. ........ .. ..: :: .. . .. .. .....::. . .........................: August 98 38745. 34374 , 1488 , 212555. ............ ..........._._..............................................__........................__........................... July 98 36273 : 31177 1443 : 187889, ':June 98 33620, 29725 : 1529 178415; ..... ...: ....... .:: ........ - .... ..... ..................., Ma 98 ............... April 98 32927; 267341 1380': 159067, ..............................: .._._..............._......... ._._...._........- - .......; ............... .-- ......;;............................................... '. ::March 98 35528::....................29316::.................... 1517::....................................177707 ................. ................................................................... .................................................... Webruary 98 10959 8500 504 53375: ......... . . . .. .. ... ... ...... . January 98 ':. 20115. ___.._._ 10438 ..._.__. 649: _ 57690; .......: .. ................................ .- ....................- - .. ............ December 97 20183:: 8905'. 568,. 49502: ....... . `November 97 30685 13039. 571 ' 76023: Notal 52031273549k 135901 ...'.Hz „ "v x1650014 ::..:..:::::. ::.:...:..:..:::. :. :::::. :::::•:::.....:...::. :. :::::: :::.:..:...........::::::::.....::::.:..:..:...:..:..... :. : ::::: ..:..:....: ......:.........:................................. Full statistics for 1997 1 of 2 10/15/98 2: 15 PM