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Home My WebLink About2000-05-08 - Agendas - Final • MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, May 8, 2000, at 2:00 p.m. at the Chamber of Commerce office. ADVERTISING AND PROMOTION COMMISSION May 8, 2000 2 :00 p.m. Chamber of Commerce office I Call to Order II. Reports A. Approval of Minutes for April 10 B. Financial Report C. Convention and Visitor Activity - Marilyn Johnson D. Blackwood/Martin/CJRW Report — Susan Wallace III. Old Business A. Town Center — Richard Alderman 1 . Change Orders • 2. Parking Deck 3 . Town Center Rates B. Botanical Gardens — Donna Porter IV. New Business V. Adjourn Informational Items — 1 . Trolley Operations Report • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: April 11 , 2000 PRESENT: Curtis Shipley, Heather Daniel, Fred Hanna, Alex Jerde, Ching Mong, John Gilliam, Lisa Lee and Marilyn Johnson ABSENT: Joe Fennel The regular meeting of the Advertising and Promotion Commission was called to order at the Chamber of Commerce conference room at 2:00 p.m. by Commissioner Curtis Shipley. Shipley welcomed John Gilliam as a new commissioner. Lisa Lee was introduced. MINUTES Moved by Jerde, second by Hanna to approve the minutes of the March 13 meeting. Motion carried. FINANCIAL REPORT John Maguire presented the financial report. Collections for March were $ 102,971 , a • 12.82% increase. Year to date collections are $294,636, a 9.47% increase. Expenses for the month were $72,835 . Moved by Hanna, second by Jerde to approve the financial report. Motion carried. CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn Johnson reviewed March activity from her office. A FAM Tour for representatives of Group Tour Magazine was completed. Holiday Rambler State Rally will be held here in September. Recent conventions included the National Council of Architectural Registration Boards, a Women's Group of 200, and the Altrusa regional convention. Conversations are ongoing with the Albert Brumley Memorial Gospel Sing. Bikes, Blues and BBQ festival plans are ongoing. Mardi Gras Parade 2000 was assisted. Marilyn worked with PKF Consulting, Houston regarding siting a hotel in Fayetteville or Lowell. Various media publications have received information regarding tourism and Fayetteville. Marilyn attended the Northwest Arkansas Tourism Association Board meeting, the Governor' s Conference on Tourism meeting which was held in Bentonville, and a Meeting Planner seminar in Little Rock. The Town Center Sales Manager interviews were conducted and Lisa Lee was hired for the position. She has been involved in an orientation program and is working on research for the Town Center Marketing plan. Marilyn has attended in Parking meetings and • Construction meetings. Planning for a Sales Blitz of Tulsa is underway with 12 people presently planning on attending. The Hospitality in a Heartbeat program has been given to several businesses and 5 people completed the Train the Trainer program. ADVERTISING AGENCY REPORT Susan Wallace presented the new logo design and theme, "Fayetteville — for the fun of it." The four-color brochure design was presented. Jane Garrison has allowed us to us her painting of Dickson Street for the cover at no charge. Brochure is scheduled to be completed on May 5 . OLD BUSINESS Town Center Richard Alderman reported that the first elevated concrete slab was poured. Change orders will be presented next month. Commissioners were invited to tour the site following the meeting to see the brick and provide their input regarding that issue. • It is time to start considering F.F.& E. (furniture, fixtures, and equipment). The architect will put that together on a percentage basis of cost of FF & E. (4-5%). Following discussion, Marilyn was asked to look at WDD, RFP, and other options and recommend to the Commission at the May meeting. WDD will do colors of the walls, flooring. Consideration needs to be given to basic AV equipment, telephone system, computers, etc. Lisa needs drawings for perspective clients. Lisa, Marilyn and Richard will consult and take out of office supply rollforward funds. NEW BUSINESS Funding Requests Arkansas Air Museum John Kalagias requested $3,000 for partial funding of the third annual Airfest 2000. Airfest is the Museum's major fundraiser. Moved by Hanna, second by Daniel to approve $3,000 for Airfest. Motion carried. Botanical Garden Society of the Ozarks The Commission requested that Donna Porter attend the May meeting and report their progress. 40 Downtown/Dickson Enhancement Project After discussion, Hanna moved to allocate $ 19,700 + 15% indirect costs ($22,655 total) for the Fine Arts Festival and Autumnfest, second by Daniel. Motion carried. There being no further business, the meeting was adjourned. Respectfully submitted, IIA Marilyn Johnson Director, Convention and Visitor Development • • City of Fayetteville, Arkansas Monthly HMR Tax Collections 1998-2000 • 1998 1999 1999 2000 2000 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 82, 157 $ 89, 125 8.48% $ 100,334 $ 12.58% February 83,759 88,757 5.97% 91 ,330 2.90% March 80,815 91 ,271 12.94% 102,971 12.82% April 89,603 94,588 5.56% 108,747 14.97% May 97,309 96, 120 -1 .22% 0 June 98,318 104,709 6.50% 0 July 94,621 102,279 8.09% 0 August 91 ,336 103,688 13.52% 0 September 93,903 97,609 3.95% 0 October 95,649 950824 0.18% 0 November 98,784 109,561 10.91 % 0 December 88,266 96,583 9.42% 0 Total $ 1 ,094,521 $ 1 .170,114 6.91 % $ 403.383 • FAA Tax Collections By Month 120 100 80 i t t i a{ 60Ifi - January a0T 1 200 I f February March April May June July August Septembe October November December Fal-998 ® 1999 E:3 2000 • H:\BUDGET\PROJECTS\HMR_TAX\HMRTAX.WK4 Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending April 30, 2000 • 2000 YTD April Budget Item Budget Expenses Remaining Expenses 800 Telephone Number (Chamber of Commerce) $ 10,000 $ 5,000 $ 5,000 $ 2,500 Audit Expense 150 0 150 Brochure Development 63,531 18,701 44,830 4,940 Chamber of Commerce Operations Contract 100,000 75,000 25,000 25,000 Collection Expense - City of Fayetteville 25,000 81068 16,932 2, 175 Convention Support 7,357 1 ,002 6,355 1 ,002 Public Notification (BMA Contract) 250,779 91 ,010 159,769 18,935 Town Center Architectural Services 124,399 59,889 64,510 46,750 Town Center Equipment & Furnishings 200,000 0 200,000 Town Center Marketing Manager (Salary/Expenses) 57,040 27,900 29,140 27,900 Special Proiects AAAAA State Basketball Tournament 0 0 0 Air Museum 25,000 12,500 12,500 6,500 Air Museum Airfest 2000 31000 0 3,000 Annual Champions Day (State High School Championship) 3,000 0 3,000 Ark. State High School Cross Country Championships 1 ,200 0 1 ,200 Botanical Garden Society - Master Plan 5,000 51000 0 Downtown Dickson 22,655 0 22,655 • First Night 2,000 0 2,000 Committee for Mardi Gras 500 500 0 Historic District Commission - Brochures 2,000 0 2,000 Holiday Hoops 10,000 0 10,000 Professional Services - Legal Fees 50,000 0 50,000 Joe Martin Memorial Stage Race 500 0 500 North Arkansas Symphony Society 2,000 0 2,000 Razorback SAMS 2,000 0 2,000 Square Gardens 8,776 5,579 39197 19222 Trolley Operations 15,000 210 14,790 70 USSSA - Arkansas Chapter 3,000 0 3,000 U of A Athletic Department - Track & Field 5,000 51000 0 Walton Arts Center - Brochures 1 ,200 600 600 300 Washington County Historical Society - Brochure 2,000 0 21000 Wood Bat Classic 500 0 500 Subtotal Special Projects 164,331 29,389 1349942 8,092 TOTAL USES $ 1 .002.587 $ 315.959 $ 686.628 $ 737294 • H:\BUDGET\PROJECTS\HMR_TAX\A&P2000.WK4 • ACTIVITY REPORT April, 2000 INQUIRY RESPONSES April 2000 Tourist - 990 2000 Year to Date — 1820 April 1999 Tourist - 230 1999 Year to Date — 1255 April 2000 Advertising Response — 12,350 2000 Year to Date — 17,284 April 1999 Advertising Response — 7, 188 1999 Year to Date — 11 ,060 April 2000 Relocation — 91 2000 Year to Date — 405 April 1999 Relocation — 175 1999 Year to Date — 548 April 2000 Total Inquiries — 13 ,431 April 1999 Total Inquiries — 7,593 Year to Date Total Inquiries 2000 — 19,508 Year to Date Total Inquiries 1999 — 12,720 ACTIVITY Bus Tours — Ft. Smith Visitor Center Tour Group Arkansas Tour of Lights FAM — Dec. 5 • FAM Tour — Sept. 7 (Tour of Headquarters House) Conventions/Meetings — Elderhostel (2 sessions) State Historic Preservation Alliance convention — Missy McSwain Brumley Gospel Sing Mid American Lumberman's Association — fall conference John Swaim — military reunion Tourist Activities - Bikes, Blues, and BBQ Com Maze — David Dewer Relations with Media — Tammy Saxson — Breck Pacific — publishing restaurant guides Southwest Times Record — Chad Gay KIX 104 — Julie Trible Northwest Arkansas Times — Matt Wagner Relations with other Tourism - Brad Atchley — new Holiday Inn Express Sales Manager XNA airport meeting regarding information kiosk Sales Blitz to Tulsa NATA advertising committee Meeting with Greg Taylor — Taylor Displays NATA annual meeting • Meeting with Connie Edmonston regarding baseball t tournaments • State Calendar of events submitted Jr. League calendar and events submitted NATA Calendar of events submitted Beth Olsteen (Camden) A & P tax for parks A.S.A. Softball — Ken Stuckey meeting Better Bones Tour — Wayne Flora Tyson Center — fire rating Hospitality in a Heartbeat — Pine Bluff Town Center — Construction Meeting Meeting with Hank Kamenski, Bootsie Ackerman regarding sculpture Tour with U of A architectural class Parking meetings Rough ins for Archer Fountain Demo for computer software Miscellaneous — Tearoff maps revised and ordered New four color brochure finalized and sent to press Tate Wolf— linking restaurants with Fayetteville.com Chamber A. M. breakfast and Business After Hours Chris Wright — feasibility study for bar & grill on Dickson 700`h Ordnance Maintenance Co. Reunion • Relocation packets for MBA Students — Diane Bostick U of A Children's Choir — Donna Wiggins Top HMR Collections — March Hilton Clarion Red Lobster Jose's Chili's Ryan's Applebee's Chartwell Dining Ozark Brewing Co. McDonald's 50's A. Q. Chicken Rio Bravo • • Advertising Inquiries by State - April , 2000 BT FC H&A MC ML MT MVG NATA Parade SL SNI ST USA TOTAL AL 1 12 10 1 3 13 30 70 AK 2 1 3 AZ 1 6 6 3 1 3 20 AR 2 37 20 3 1 34 1 13 26 31 70 238 CA 8 38 1 32 11 1 1 10 2 8 1 1 1 115 CO 7 4 7 3 2 2 1 1 1 28 CT 1 11 8 2 1 3 1 27 DE 4 5 9 DC 1 3 4 FL 10 31 25 12 1 2 6 9 113 209 GA 2 16 20 1 2 8 40 89 HI 1 1 1 3 ID 1 2 3 1 2 3 12 IL 7 36 32 30 195 35 175 9 1353 5 1 353 2231 IN 3 30 13 11 91 69 7 907 7 159 1297 IA 2 16 5 23 56 57 4 373 1 146 683 KS 2 19 10 20 44 22 73 14 3 2 42 251 KY 12 15 6 1 1 10 5 40 90 LA 4 25 24 1 10 1 13 3 33 66 180 ME 3 2 1 1 1 8 MD 1 10 8 2 5 3 29 MA 2 10 8 2 1 2 25 MI 3 37 32 109 103 2 772 3 147 1208 MN 1 26 34 19 66 105 6 274 2 121 654 MS 9 11 3 4 2 13 1 12 45 100 MO 2 29 39 85 197 265 20 19 8 14 126 804 • MT 3 3 3 1 2 12 NE 8 14 4 21 1 3 184 1 26 262 NV 1 3 3 3 2 12 NH 4 1 1 6 NJ 3 15 14 2 4 5 1 44 NM 1 5 3 3 12 NY 9 47 42 5 4 9 2 118 NC 1 35 23 2 3 14 70 148 ND 4 4 3 1 75 6 93 OH 2 30 28 29 70 34 2 585 3 190 973 OK 1 31 34 21 3 1 16 9 9 129 254 OR 11 7 2 5 1 1 27 PA 6 32 1 38 3 5 20 3 3 111 RI 2 1 3 Sc 1 10 14 1 8 36 70 SD 1 1 4 1 18 18 43 TN 1 14 19 7 2 5 10 8 65 131 TX 7 55 71 10 19 6 41 10 132 351 UT 6 1 1 2 10 VT 0 VA 16 16 3 1 6 4 46 WA 1 13 5 2 3 1 1 2 28 WV 9 5 3 4 21 WI 3 22 40 18 106 86 7 718 1 153 1154 WY 1 3 4 1 1 10 APO 1 1 CAN 1 5 2 1 1 10 • FOR 2 3 1 1 5 1 13 TOTAI 105 812 238 714 937 256 973 215 5381 222 76 77 2344 12350 • ADVERTISING INQUIRIES - 2000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist BH 0 BT 163 105 268 FC 115 480 812 1407 H&A 91 238 329 MC 48 376 714 1138 ML 57 37 383 937 1414 MT 256 256 MVG 973 973 NATA 54 113 237 215 619 OK 39 39 Parade 5381 5381 SL 16 30 494 222 762 SNI 1605 76 1681 ST 77 77 TA 0 TM 27 2 4 33 USA 302 2344 2646 VG 261 261 Meetings SM 0 • TOTAL 154 345 4435 12350 0 0 0 0 0 0 0 0 17284 BH-Better Homes & Gardens BT-Budget Travel FC-Family Circle H&A-Home and Away MC-McCalls ML-Midwest Living MT-Midwest Traveler MVG-Midwest Vacation Guide NTG-NATA OK-Oklahoma Today Parade-Parade SL-Southern Living SNI-State Newspaper Insert SM-Successful Meetings ST-Southern Traveler TA-Travel America TM-Texas Monthly USA-USA Today VG-Vacation Guide • ADVERTISING INQUIRIES BY STATE - 2000 • JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC Tourist Reloo TOTAL AL 3 3 53 70 129 AK 0 2 5 3 10 AZ 4 4 14 20 42 AR 8 20 636 238 902 CA 5 16 73 115 209 CO 0 7 17 28 52 CT 1 2 18 27 48 DE 0 4 9 13 DC 0 1 3 4 8 FL 5 e 97 209 317 GA 1 5 52 89 147 HI 2 1 3 6 ID 0 1 10 12 23 IL 17 27 310 2231 2585 IN 6 14 106 1297 1423 IA 1 12 177 683 873 KS 4 7 126 251 388 KY 2 3 54 90 149 LA 5 11 166 180 362 ME 0 1 3 8 12 MD 1 5 21 29 56 MA 0 1 12 25 38 MI 3 16 109 1208 1336 MN 6 7 89 654 756 MS 4 7 73 100 184 MO 7 14 510 804 1335 MT 0 7 12 19 NE 2 3 60 262 327 NV 0 1 11 12 24 NH 1 3 7 6 17 NJ 0 8 35 44 85 NM 0 3 8 12 23 NY 3 8 60 118 189 NC 2 5 55 148 210 • NO 0 2 e 93 101 OH 4 8 138 973 1121 OK 4 17 334 254 609 OR 2 8 15 27 52 PA 1 13 49 111 174 RI 0 0 3 3 SC 1 1 42 70 114 SO 0 12 43 55 TN 3 13 139 131 286 TX 29 39 528 351 947 UT 0 10 10 20 VT 0 1 3 0 4 VA 3 5 32 46 Be WA 2 3 22 28 55 WV 3 1 11 21 36 WI 7 11 100 1154 1272 WY 0 1 3 10 14 APO 0 0 1 1 CAN 0 1 7 10 18 FOR 2 4 13 19 TOTAI 154 345 4435 12350 0 0 0 0 0 0 0 0 0 17284 • • I I I I (Tourist Inquires 2000 Jan Feb Mar jApr IMay IJun IJul (Aug Sep Oct Nov iDec TOTAL AL 2 2 31 7 AK 1 0 AZ 1 4 21 7 AR 31 31 56F 591 177 CA 5 6 121 31 26 CO 1 3 41 8 CT 1 0 DE 0 DC 0 FL 21 15 GA 2 3 91 4 18 HI 1 1 ID 2 1 3 IL 2 8 621 12 84 IN 2 1 261 10 39 IA 31 311 111 45 KS 61 171 61 29 KY 4 51 9 LA 2 5 81 91 24 ME 11 1 MD 2 1 1 3 MA 1 1 1 3 MI 1 241 81 33 MN 1 2 31 51 39 MS 2 5 7 31 17 MO 4 8 481 181 1 1 1 78 • MT 1 1 NE 11 81 21 11 NV 0 NH 1 1 NJ 1 3 1 5 NM —T 2 1 1 1 1 1 2 NY 11 1 2 21 1 6 NC 1 1 31 4 ND 1 1 3 1 3 OH 1 31 31 15 81 1 1 1 29 OK T 51 181 25 171 1 1 1 65 OR 1 1 41 1 1 4 PA 1 2 4 1 7 PR 0 RI 0 SC 1 2 3 6 SD 2 2 TN 31 51 6 2 16 TX 111 141 51 21 97 UT 1 1 VT 0 VA 1 31 31 1 6 WA 11 21 1 3 WV ? 1 3 WI 2 3 32 S 42 WY 0 APO 1 1 CAN1 2 3 • FOR 2 2 2 6 990 841 1451 5171 2441 0 0 =0 . OF-0 990 RELOCATION INQUIRIES 20001 I I Jan ( FebMar Apr May ( June July Aug Sep ( Oct Nov Dec (TOTAL AL 3 1 11 11 6 AK I 1 1 1 • AZ 4 4 4 3 15 AR 13 18 16 11 58 CA 13 5 6 3 27 CO 1 4 2 2 9 CT 1 1 2 DE 0 Dc 1 a FL 1 1 56 3 15 GA 2 3 3 8 HI 1 1 ID 21 11 1 1 4 IL 1 2 61 41 4 1 1 16 IN 1 1 1 3 IA 1 1 3 1 6 KS 21 2 4 KY 1 1 LA 7 3 3 3 16 ME 0 MD 11 1 MA 0 MI 2 11 2 1 5 MN 7 2 1 1 3 1 7 MS 1 4 21 21 3 1 11 MO 1 6 61 51 7 1 24 MTI0 NE 2 31 2 7 NV 1 1 21 4 • NH 1 2 1 2 NJ I 1 1 6 NM 1 21 11 4 1 1 7 NY j7--1 a 6 NC 1 3 4 1 1 8 ND 1 0 OH 1 3 4 OK 3 6T--5F-3 17 OR 1 2 21 3 7 PA 2 5 1 8 PR 0 RI 0 SC 1 1 SD 1 1 TN 3 1 3 7 TX 101 15 11 11 47 UT 21 2 VT 0 VA 1 1 31 1 6 WA 1 4 21 1 1 8 wV 1 1 WI 2 4 8 2 16 WY 0 APO 1 1 CAN 0 FOR 0 I TOTAL 89 117 108 91 [EO 0I 0 0 0 0 0 0 405 • 05/03/00 05 : 32 NO . 033 1?02 WITTENBERGa DELONY & DAVIDSON, INC . QHANGE ORDER Northwest Arkansas Office i 100 West Center , Suite 102 Fayetteville , AR 72701 Tel : 501 - 443 - 6666 Fax : 501 - 443 - 9515 • PROJECT : CIANGE ORDER NO : FAYETTEVILLE TOWN CENTER AND EXHIBITION HALL PROJECT NO : 95059 j FAYETTEVILLE , ARKANSAS TO : DATE : 5 - 01 - 2000 NABHOLZ CONSTRUCTION CORPORATION CONTRACT DATE : 7 - 29 - 1999 P . O . BOX 277 ROGERS , ARKANSAS CONTRACT FOR : General Construction i �I j You are directed to make the following change ( s ) in this Contract : 1 ) Changes on Level 2C < $ 1 , 296 . 00 > deduct 2 ) waterproofing Changes < $ 33 , 514 . 00 > deduct Rock in Structural Piers $ 5 , 547 . 00 add 3 ) Revisions to east side of Plaza per PR#2 $ 971 . 00 add 4 ) Delete Sand & Oil Separator t $ 2 , 614 . 007 ae164A0 5 ) Shoring Pier Rock $ 53 , 921 . 00 add •6 ) Change FPHB - 1 to Woodford Model 16 < $ 98 . 00 > deduct 7 ) Change RPC size at Service Drive $ 640 , 00 add 8 ) Change L - 1 & H1 - 1 Lavatories $ 320 . 00 add 9 ) Pier Length Adjustments < $ 8 , 163 . 00 > deduct Total Changes $ 20 , 942 . 00 add CONTRACT RECAP The original Contract sum was : $ 7 , 346 , 408 . 00 Net change by previously authorized Change Orders : 984 , 978 . 00 The Contract Sum prior to this Change Order : $ 8 , 331 , 386 . 00 The Contract Sum will be increased by this Change Order : $ 20 , 942 . 00 The new Contract sum including this Change Order will be : $ 8 , 352 , 328 . 00 The Contract Time will be unchanged by zero ( 0 ) days . goc valid unci : signed by both the Purer and Architect . signature of the Contractor indicates his agreement herewith, including any adjustment in the Contract sum or Contract Time . 19 WITTENBERG. OELONY 8 DAVI N, INC. NABHOLZ CONSTRUCTION CITY OF FAYETTEVILLE 100 West Center, Suite 102 P.O. Box 277 113 West Mountain at Fayetteville. AR 72701 Rogers, Arkansas 727 Fayetteville, Arkan 72701 BY: BY: BY: GATE: DAT DAT TOWN CENTER PROPOSED RATE SHEET • Yearly Convention Sales Rates: Rates High Shoulder Low Room 1 : 118x 115 (13750 sq. ft) Flat Rate per day $7,200.00 $2,500.00 $2,000.00 Government Rate $3,500.00 $2,500.00 $2,000.00 Social Rate $3,000.00 $2,500.00 $2,000.00 Non Profit Rate $2,300.00 $2,200.00 $2,000.00 Special Incentive Rate $2,200.00 $2,100.00 $2,000.00 Room 2: 66 x 120 (7926 sq. ft) Flat Rate per day $4,200.00 $1 ,450.00 $1 ,100.00 Government Rate $2,000.00 $1 ,450.00 $1 ,100.00 Social Rate $1 ,750.00 $1 ,450.00 $1 ,100.00 Non Profit Rate $1 ,250.00 $1 ,250.00 $1 ,100.00 Special Incentive Rate $1 ,250.00 $1 ,200.00 $1 ,100.00 Room 3: 52 x 62 (3224 sq. ft) Flat Rate per day $1 ,700.00 $600.00 $450.00 Government Rate $800.00 $600.00 $450.00 Social Rate $700.00 $600.00 $450.00 Non Profit Rate $525.00 $525.00 $450.00 Special Incentive Rate $525.00 $475.00 $450.00 . Room 4: 33 x 48 (1584 sq. ft) Flat Rate per day $825.00 $300.00 $250.00 Government Rate $400.00 1 $300.00 $250.00 Social Rate $350.00 $300.00 $250.00 Non Profit Rate $250.00 $250.00 $250.00 Special Incentive Rate $250.00 $250.00 $225.00 Conference room 1 : 22 x 17 1/2 (385 sq. ft) Flat Rate per day $200.00 $70.00 $50.00 Government Rate $100.00 $70.00 $50.00 Social Rate $85.00 $70.00 $50.00 Non Profit Rate $60.00 $60.00 $50.00 Special Incentive Rate $60.00 $50.00 $50.00 Conference Room 2: 16 x 13 (208 sq. ft.) Flat Rate per day $115.00 1 $30.00 $30.00 Government Rate $50.00 $30.00 $30.00 Social Rate $45.00 $30.00 $30.00 Non Profit Rate $30.00 $30.00 $30.00 Special Incentive Rate $30.00 $30.00 $30.00 • • � _ FUNDING REQUEST TO FAYETTEVILLE'S ADVERTISING AND PROMOTIONS COMMISSION 1) ORGANIZATION'S/EVENT NAME Botanical Garden Society of the Ozarks, Inc. -Marketing the Concept of a Botanical Garden 2) CONTACT PERSON Donna Porter, Director Botanical Garden Society of the Ozarks, Inc. PO Box 3079 Fayetteville, AR 72702 443-6638 3) EVENTS PURPOSE/PROPOSED USE OF FUNDS In communicating with people throughout Northwest Arkansas, the Society's Director and Board of Directors have realized and concluded that there is still much misunderstanding regarding this future botanical garden facility. The public does not fully comprehend that this botanical garden will not just be another park, but a place that can serve a variety of functions as well as a variety of people. Educating the public about the botanical garden is essential in • order to move forward. The Society has decided to utilize the experience of a professional marketing firm to assist in building a stronger foundation for future progress. We believe a stronger image and a better understanding of the botanical garden will positively effect future fundraising and public support efforts. Ideas for accomplishing this include web-site enhancement, video production, and a regional public relations campaign. Re-design and enhancement of our current web-site would serve to educate and capture those audiences that utilize the Internet for information. A short 10- 15 minute video would be utilized as a means of directly and succinctly conveying the future plans and beneficial aspects of the Botanical Garden of the Ozarks to the public and other audiences including local corporations, chambers of commerce, civic groups, garden clubs, and government agencies. Public relations effort would include focus group research, and image enhancing television, radio, and newsprint PSA development. We believe retaining the services of an . experienced marketing firm would best serve our needs. 4) PERIOD OF OPERATION/EVENT DATE The Society feels that marketing the botanical garden is an urgent need, but is contingent on the availability of funding. We hope to begin this public relations/marketing campaign by late spring/early summer, completing the major thrust of it by the fall. Many aspects of this campaign will endure throughout our developmental years. 5) LOCATION OR EVENT SITE • Not applicable to this proposal • 6) BACKGROUND AND HISTORY The Botanical Garden Society of the Ozarks, Inc. incorporated in January 1994. It consists of a fourteen member Board of Directors with six standing committees: Education, Plans & Properties, Fund raising, Membership, Finance, and Board Development. A ten member Advisory Council serves to assist the Board of Directors in identifying resources to enhance the organization' s facilities and programs. Members of this Council are John Lewis, Ann Henry, Dan Ferritor, Sarah Burnside, Merlin Augustine, Olivia Sordo, Bill Rogers, Cy Sutherland, Bill Rogers, Carl Totemeier, and Dick Bennett. In 1998, the Society hired it's first paid Director, Donna Porter, who initiated this endeavor in 1993 with a proposal to the Fayetteville Parks Board for the Development of a Botanical Garden in Fayetteville. In September of 1997, after five years of lobbying the Parks Board and City Council, the Society signed a 25-year renewable land/lease agreement with the city of Fayetteville for use of 100 acres of city property on Lake Fayetteville to develop the garden. Phase One Development has begun which entails the initiation of introductory site projects. Phase One also includes Master Planning, which began in June 1999. The organization now has over 400 members who serve to support this effort through their volunteer service and financial giving. The Society' s volunteer program consists of approximately 100 active volunteers organized by a Volunteer Coordinator. Since its inception, the Society has demonstrated its dedication to its educational mission by conducting various educational events for the community. • 7) VISITOR DRAW Botanical gardens are recognized as major tourist attractions not only in the United States, but worldwide. In 1996, 50 million people visited US public gardens. The Botanical Garden of the Ozarks has the potential to attract tens of thousands of visitors each year in its formative years, with those numbers exceeding 100,000 as the garden matures and becomes nationally recognized. To show this enormous potential, the following are 1996's visitation statistics from botanical gardens within closest proximity to Fayetteville: - The Wichita Garden - (opened in 1987) 105,000 visitors/year - Dallas Arboretum and Botanical Garden - (opened in 1984) 331 ,603 visitors/year - Memphis Botanical Garden (opened in 1952) - 130,000 visitors/year - Missouri Botanical Garden (St. Louis) - (opened in 1859) 723,992 visitors/year - Myriad Botanical Garden (Oklahoma City)- (opened in 1988) 90,000 visitors/year - Powell Gardens (Kingsville, MO) - (opened in 1985) 100,000 visitors/year The Botanical Garden of the Ozarks will be a major destination point of travelers from all over the United States, as well as the world over. It will be the first and only botanical garden in Northwest Arkansas, rivaled only by one other botanical garden in the entire state - Garvan Gardens in Hot Springs, Arkansas. The Botanical Garden of the Ozarks will have an everlasting, positive impact on tourism in Fayetteville, and will serve to make Fayetteville a more inviting place to live and to conduct business as well. • 2 • The botanical garden has the potential to exhibit throughout its grounds, outstanding architecture, architectural features, and sculpture, which will in itself attract visitors. Many curious visitors will deviate from their normal or planned routes to satisfy their curiosities about this garden. Special events, such as concerts and annual festivals, will draw visitors from near and far. Specially designed areas for weddings, will not only generate income for the garden, but will again bring in out-of-town guests. The garden will also have facilities to accommodate small business or social group meetings. Christmas plant and flower displays will compliment other holiday activities in Fayetteville, such as the Lights of the Ozarks and First Night, and will keep out-of-town visitors ` in' town even longer. The garden' s winter landscape will be an attraction in the off-season. Spring and summer will welcome hoards of visitors to this gardening and plant mecca. A climate-controlled conservatory can serve as a cool place of refuge in the hot summer months, as well as a warm, lush refuge in the winter months of the year. Cool micro-climates found along the lake' s trail will be a place to escape the summer heat as well. Visitors coming to Fayetteville to cheer on the Razorbacks will find the botanical garden an enjoyable, relaxing place to extend their visit. Visitors will flock to the garden for fall planting demonstrations, fall flower displays, fall colors, and other activities. Regularly scheduled workshops, seminars, classes, and demonstrations will enhance year-round visitation. These activities will bring people from surrounding towns and communities into Fayetteville who may not normally frequent Fayetteville. No other facility in all of Northwest Arkansas will compare to the botanical garden. Botanical • gardens are "living museums" whose collections are plants. These collections and an educational mission are what warrant the name "botanical" to a garden. But, botanical gardens are more than that. Botanical Gardens are not just pretty places. They serve a community in a variety of ways by not only connecting people with plants, but people with people. Much creativity can be unleashed in a garden making it a very artistic experience as well. The Botanical Garden of the Ozarks will be a prime example of a botanical garden for the next century. It has the potential to be one of Arkansas' most visited tourist attractions. 8) IMAGE A botanical garden is very much in line with the image of not only the "Natural State" and the beautiful Ozarks of NW Arkansas, but particularly with Fayetteville. The progressive cultural, environmental and academic implications of this botanical garden are very much attuned with Fayetteville's growing image. Fayetteville is the pioneering city of Arkansas; open to and fostering of innovative and unique ideas. The success of this garden is augmented by its Fayetteville location, because people look to Fayetteville as the place to find innovative activity and advanced facilities. The garden will provide an easily accessible, safe, and affordable source of recreation for people of all age groups and social levels. A & P's support of this projects will help Fayetteville retain this progressive reputation and add to the innovative pool of activities and facilities that will attract more visitors. Your support is an investment in the future and the health of Fayetteville's tourism market. • 3 • 9) MARKETING PLAN Marketing the botanical garden concept has become a priority for the Society. By implementing a major public relations campaign, word of this botanical garden will spread not only across the state, but across state lines. Informing and exciting the public through this campaign can generate much anticipation and support for the botanical garden project. BGSO currently has a web-site, which was designed and maintained by volunteers. Plans to professionally re-design the existing web-site to provide image enhancement will include the addition of a virtual tour that will attract more interest to the project and more understanding of this future facility. To gain additional exposure and create general awareness, a regional public relations campaign will be initiated utilizing newspaper, trade publication, radio, newsletter, television, and Internet media formats. 10) MEDIA EXPOSURE The implementation of a public relations campaign will inevitably include much long-term media exposure. 11) MARKETING PLAN BUDGETS Web-site design, hosting, virtual tour, and maintenance $ 5,000 Video production 6,000 Public Relations 18,000 • - Focus Group Research - PSA Development - Demographic studies $29,000 12) FUNDING REQUESTS The Botanical Gai den Society of the Ozarks is requesting funding in the amount of $29,000 from the Fayetteville Advertising & Promotions Commission for Marketing/Public Relations Services. • 4 Forecasted Revenue for The Town Center Deck Formula based on a 20 day work month, four weeks a month. • No Monthly Rentals: Flat Rate # Spaces Daily A/R Monthly A/R Yearly A/R $2 .00 223 $446.00F $8, 920. 00 $107,040.00 $3.00 223 $669.00 $ 13,380.00 $160,560.00 Monthly Rental Option : Option One: Flat Rate # Spaces Daily A/R Monthly A/R Yearly A/R $2 .00 200 $400.00 $89000.00 $961000.00 $50.00 23 $11150.00 $13,800.00 Total $223.00 $400. 00 $91150.00 $109,800.00 Option Two: Flat Rate # Spaces Daily A/R Monthly A/R Yearly A/R $3.00 200 $600.00 $ 12 ,000.00 $144,000.00 $50.00 23 $19150.00 $13,800.00 Total $223.00 $600.00 $ 13, 150.00 $1579800.00 Option Three: • Flat Rate # Spaces I Daily A/R I Monthly A/R Yearly A/R $3.50 200 $700. 00 $ 14 ,000.00 $1683000.00 $50. 00 23 $ 1 , 150.00 $139800.00 Total $223. 00 $600.00 $ 15, 150.00 $1815800.00 Ordinance #4222, section 2, Rates for Parking in City Parking Garages, (2) Parking garage built or purchased after January 1, 2000, Including the Town Center shall be rented at a market rate not to exceed a uniform fee of $70.00 per month/per space. • City of Fayetteville - Trolley Operation Regular Route • 1999 Activity 2000 Activity Average Average Trip Days of Trips Per Trip Days of Trips Per Month Count Operation Day Count Operation Day January 1 ,457 22.00 66.23 1 ,684 22.50 74.84 February 1 ,529 22.00 69.50 1 ,933 23.00 84.04 March 1 ,899 25.00 75.96 2,517 25.00 100.68 April 11884 24.50 76.90 2,345 22.50 104.22 May 1 ,996 23.50 84.94 June 2,314 24.00 96.42 July 2,276 24.50 92.90 August 2,852 24.00 118.83 September 2,213 24.00 92.21 October 2,343 23.50 99.70 November 2,377 23.00 103.35 December 2,308 23.50 98.21 25.448 283.50 89.76 8.479 93.00 91 .17 Average Trips Per Day 140 120 100 so • so 40 r J 20 e Jammry March May July September November Febnmry April June Augtnt October December O 1999 ® 2000 Trip Summary of Other Trolley Trios (April. 2000) Count Elder Hostel 35 Elder Hostel 36 City of Fayetteville - City Council 14 UofA 58 SL Pauls Episcopal Church 20 Elder Hostel 46 Central United Methodist 139 Central United Methodist 114 City of Fayetteville - City Council 14 Central United Methodist 211 Central United Methodist 324 City of Fayetteville - Planning Commission 19 Walton Art Center 45 Alttusa Club/Nikki Bradley 91 City of Fayetteville - Sister City 14 • TOTAL - OTHER TROLLEY TRIPS 1 .180 H:\BUDGET\PROJECTS\HMR_TAX\TROLLEY.WK4