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Home My WebLink About2001-11-12 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, November 12, 2001 at 1 :00 p.m. at the Town Center Conference room. AGENDA ADVERTISING AND PROMOTION COMMISSION November 12, 2001 1 :00 P.M. Town Center 1. Call to Order 11. Reports A. Approval of Minutes for October 8 B. Financial Report C. Convention and Visitor Activity — Marilyn Johnson D. Town Center Report — Denise Bembenek III. Old Business A. Approve Funding Requests for 2002 B. Parking Update • C. Plants for Lobby D. Printing Costs for Stationery IV. Retreat — Ted Webber, moderator V. New Business A. Advertising Agency RFQ's B. Accounting Bid Proposals e C. Employee Benefits Proposals VI. Other Business VII. Adjourn • • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: October 8, 2001 PRESENT: Bob Davis, Joe Fennel, Pat Gazzola, Curtis Shipley, Kevin Santos, Denise Bembenek, and Marilyn Johnson. ABSENT: John Gilliam and Ching Mong The regular meeting of the Advertising and Promotion Commission was called to order at the Fayetteville Town Center conference room at 2:00 p.m. by Chairman Joe Fennel. MINUTES Moved by Davis, second by Shipley to approve the minutes of the September 10 meeting. Motion carried. FINANCIAL REPORT Steve Davis presented the financial report for September. Collections for the month were up 10.27% with total collections of $ 115,765 . Year to date collections total $954,072, a 2. 19% increase. September expenses were $85,576, with largest expenditures for advertising agency contract and furniture, fixtures and equipment. Moved by Shipley, second by Davis to approve the financial report. Motion carried. • Delinquent HMR taxpayers were noted. A list is attached. City Attorney Kit Williams reported on actions of the prosecutor regarding collection of those account. CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn reported on contacts she had made during the month including Terry's Tours (Houston), Hwy71/I540 Scenic Loop, and the successful Bikes, Blues and BBQ festival. Town Center Activity Denise reviewed activities related to Town Center — 68 contracted events and $91 ,044.08 in contracted event sales. Year to date collections are $59,347.42. Sound issues seem to be resolved. Parking revenues as a cost center were discussed. Denise made the annual presentation to the City Council as required in the lease agreement. BLACKWOOD/MARTIN/CJRW REPORT Sue Blake reviewed current publications, Midwest Living and Oklahoma Today. Fayetteville will get a full page advertorial in Meetings South in the November issue. Southern Living is providing a website link for Fayetteville and a full-page reader response card will be included in their publication. We will have a banner advertisement in arkansastourguide.com with a direct link to our website. OLD BUSINESS • • Financial Reporting System for A & P Marilyn reported that she and Denise had been working with the City to determine accounting systems that will be needed to comply with governmental accounting practices. A & P is a separate legal entity from the City. As of December 30, 2001 the A & P must accumulate and consolidate financial information from their accounts at the City, the Chamber and the Town Center accounts for presentation. Three options are available for centralized accounting and resultant financial reporting: 1 ) contract with service provider, 2) A & P invest in its own software and build its own, or 3) partner with another local government entity and share costs of hardware and software. The Cougar Mountain Software system was discussed. Commissioners will discuss at October 22 meeting. NEW BUSINESS Town Center Policies and Procedures Denise and Marilyn presented proposed policies and procedures manual for Town Center personnel. Commissioners asked for clarifications regarding several issues. They will approve at October 22 meeting. Furniture. Fixture and Equipment Needs Unexpected costs relative to installation of carpet left several items still needed to be purchased • for daily operation of Town Center. Marilyn requested a budget adjustment of $20,000 to cover these costs with reallocation coming from Professional Services — Legal Fees. Planning Session for 2002 A planning session for 2002 which will address Town Center policies and procedures, 2002 budget, advertising direction and CVB will be held on Monday October 22 at noon at the Town Center. Funding Requests for 2002 Presentations will be heard on Wednesday, October 24 at 2:00 p.m. There being no further business, the meeting was adjourned. Ryesspectfully submitted, Q AotiL Marilyn Johnson U Director Convention and Visitor Development • Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending October 31 , 2001 • 2001 YTD October Budget Item Budget Expenses Remaining_ Expenses 800 Telephone Number (Chamber of Commerce) $ 10,000 $ 5,000 $ 5,000 $ Audit Expense 150 150 0 Brochure Development 46,864 40,003 6,861 Chamber of Commerce Operations Contract 100,000 100,000 0 Collection Expense - City of Fayetteville 26,000 21 ,397 4,603 2,315 Convention Support 5,512 5,218 294 Public Notification (BMA Contract/Airport.) 265,311 173,142 92,169 19,367 Town Center Architectural Services 43,063 420146 917 Town Center Equipment & Furnishings 395,000 357,833 37,167 53,501 Town Center Operating Expenses 240,740 133,357 107,383 3,762 SpeciaLProjects Air Museum 20,000 15,000 5,000 Airfest 2001 31000 3,000 0 Ark. State High School Cross Country Championships 1 ,200 1 ,200 Bikes, Blues, and BBQ 3,500 3,500 0 Botanical Garden Society - Master Plan 11532 1 ,532 Brumley Gospel Sing 79000 71000 0 DDEP Festival Support Project 6,000 6,000 0 *First Night 19600 1 ,600 0 Hog Wild 79500 10000 6,500 Holiday Hoops 9,000 9,000 0 Joe Martin Memorial Stage Race 500 .500 0 Lights of the Ozarks - Replacement Lights 4,000 2,000 2,000 2,000 North Arkansas Symphony Brochure Support 3,600 39600 0 Professional Services - Legal Fees 29,000 29,000 Saturday of Champions 2,400 2,400 0 State Track & Field Finals 2,400 2,400 Town Center Grand Opening 10,000 9,518 482 Walton Arts Center - Brochures 1 ,200 900 300 300 Washington County Historical Society - Brochure 2,000 2,000 Subtotal Special Projects 115,432 65,018 50,414 2,300 TOTAL USES $ 12481072 $ 943.263 $ 304,809 $ 81 ,245 • H:\BUDGE-RPROJECTS\HMR TAXW&P2001 .WK4 City of Fayetteville, Arkansas Monthly HMR Tax Collections 1999-2001 • 1999 2000 2000 2001 2000 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 89, 125 $ 1009334 12.58% $ 98,397 -1 .93% February 88,757 91 ,330 2.90% 95,810 4.91 % March 91 ,271 102,971 12.82% 104,748 1 .73% April 94,588 108,747 14.97% 107,624 -1 .03% May 96,120 107,975 12.33% 103,545 -4.10% June 104,709 107,963 3.11% 106,217 -1 .62% July 102,279 103,894 1 .58% 1099223 5.13% August 103,688 105,417 1 .67% 112,743 6.95% September 97,609 104,980 7.55% 115,765 10.27% October 959824 105,820 10.43% 1159771 9.40% November 1099561 117,106 6.89% December 96,583 97,771 1 .23% Total $ 1,170.114 $ 1 ,254,310 7.20% $ 1 ,069.843 2.93% W10 r„k enPA�toZ 1. ppb • HMR Tax Collections By Month 140 120 1 100 0 80 3 € 60 40 20 0 January February March April May June July August September October November December 0 1999 RN 2000 0 2001 Additional collections from caterers, concession stands, take-out locations, etc. for this month: $69178.306) Msa:ril C,.$3 /b • �i � 13,t6o,81 e 1.2� to H:\BUDGE-RPROJECTS\HMR TAX\HMRTAX.WK4 • ACTIVITY REPORT November, 2001 INQUIRY RESPONSES Tourist Inquiries October 2001 — 81 Year to date 2001 — 962 October 2000 — 93 - Year to date 2000 — 1752 Advertising Responses October 2001 — 2038 Year to date 2001 — 26723 October 2000 — 1545 Year to date 2000 — 28842 Relocation Inquiries October 2001 — 75 Year to date 2001 — 675 October 2000 — 65 Year to date 2000 — 880 October Total Inquiries 2001 — 2194 2000 — 1703 Year to Date Total Inquiries 2001 — 28360 2000 — 31474 • ACTIVITY Conventions and Meetings — Foretravel Mid-South Chapter R. V. Rally AIA (architects) — transportation Tourist Activities — Virginia Carroll, promoter Lights of the Ozarks workday Bikes, Blues, and BBQ wrap-up Hog Wild Block Party for Homecoming Relations with Other Tourism — Meetings with Frank Broyles, Katie Hill regarding Track Center/Brumleys NATA — advertising committee meeting Glen Sowder — City Museum Brenda Brown — A & M Railroad Autumnfest Student Alumni Board (UA) — Block Party for Homecoming Lisa Plaquet — Cricket (sponsorship of Jingle Bell Jog) Sam Harmon — carriages for Lights of the Ozarks Nancy Hulse — Bartlesville CVB • Relations with Media — Rhonda Dillard — KUAF • Holland Hayden — Power 105 .7 Sarah Fisher — Northwest Arkansas Times Nancy Mitchell — Arkansas.com Parks and Tourism photo shoot Patricia Rogers — Discover America Stephanie Harris — Arkansas Democrat Gazette Miscellaneous — Bob Davis, insurance F. H. S. Hall of Honor Reception for Bill Ramsey Meeting with Ozark Floor regarding carpet West Campus Advisory Committee Breakfast Reception for Arkansas Highway Commissioners Benefits for T. C. Employees information gathering Jack Kyper — Salvation Army (Lights opening night) Brian Clark — Clark, Sells • • TOURIST INQUIRIES 2001 JAN IFEB I MAR JAPR MAY JUN JULIAUG SEP IOCTINOV DEC TOTAL AL 1 1 21 2 2 1 1 9 AK • AZ 3 1 2 AR 25 4 48 18 31 13 231 36 141 231 2355 CA 1 1 2 5 5 3 5 31 2 1 27 CO 1 2 1 2 2 11 1 3 1 12 CT 1 2 3 DE 11 1 DC FL 1 1 1 3 71 1 1 21 1 17 GA 2 1 1 1 21 1 8 HI 1 1 ID 1 2 1 11 1 4 IL 1 2 1 8 5 6 1 1 9 5 38 IN 1 5 2 2 1 3 1 15 IA 3 1 10 2 1 1 1 8 3 30 KS 2 1 5 4 5 6 41 3 10 2 42 KY 1 3 1 1 5 LA 1 31 11 101 1 9 3 41 4 2 6 43 ME I I 1 11 I 1 MD il 1 1 1 1 3 MA 1 1 2 MI 11 1 101 1 1 61 11 1 21 MN 1 21 71 11 71 3 20 MS 1 21 1 5 21 1 11 21 21 1 15 MO 1 81 2 111 11 71 8 81 10 171 9 91 MT I I I I I I I I • NE 11 1 61 2 11 1 13 NV I I 1 1 11 1 NH I 1I I 1 I 2 NJ 1 1 1 11 1 4 NM 11 1 2 11 2 11 1 1 8 NY 1 1 21 1 11 1 1 1 8 NC 1 2 2 1 1 6 ND11 1 1 OH 1 11 611 21 21 3 1 10 25 OK 1 91 31 31 121 71 11 91 81 6 2 1 1 60 OR I 11 11 1 3 PA I 11 1 1 1 11 4 PR I RI I I SC 11 1 11 2 SD I I 11 TN 11 11 31 21 11 21 71 1 11 1 1 1 18 TX 1 51 61 131 101 171 81 161 221 111 161 1 1 1 124 UT 1 1 21 1 1 1 1 1 1 I 1 1 I 2 VT I I I I I I I I I I VA I 1 21 1 1 1 11 1 1 11 1 4 WA 1 1 I I 1 3 . WV I I I WI ( 11 61 2 11 3 31 1 16 WY I 11 I I 1 APO I I I I I I I I CAN 1 1 I I 1 11 I I 3 FOR 1 21 111 I 1 21 11 11 1 I 1 7 I I I I I 1 831 261 1761 971 1161 611 87 1191 1211 811 01 01 01 967 • Monthly Advertising Inquiries by State - 2001 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL AL 1 2 13 67 32 19 15 25 18 12 204 AK 4 1 3 9 2 2 2 3 26 AZ 2 3 15 24 10 11 15 4 2 6 92 AR 22 33 740 312 198 72 53 56 513 146 2145 CA 27 20 64 100 105 75 54 34 20 19 518 CO 8 5 22 32 18 9 7 3 4 22 130 CT 1 2 6 18 15 24 9 3 78 DE 1 1 1 4 2 3 2 14 DC 2 1 1 1 1 6 FL 20 18 35 200 75 74 49 52 49 41 613 GA 2 4 28 56 33 30 11 31 23 22 240 HI 2 1 5 2 2 1 3 2 18 ID 1 3 7 2 2 15 IL 18 31 398 1114 780 269 89 42 202 308 3251 IN 12 10 147 628 228 168 44 31 84 126 1478 IA 8 9 171 478 183 99 27 16 102 61 1154 KS 8 15 103 182 63 79 35 32 80 47 644 KY 5 4 18 82 38 33 20 13 13 33 259 LA 8 7 138 105 65 47 21 68 101 44 604 ME 1 7 3 6 5 3 1 26 MD 1 10 21 16 14 15 8 2 7 94 MA 2 1 9 25 24 19 8 5 5 3 101 MI 15 12 214 763 351 318 28 36 203 191 2131 MN 16 13 65 404 227 81 32 22 5 146 1011 MS 6 6 45 79 27 25 14 47 57 15 321 MO 21 18 765 474 173 220 43 36 354 163 2267 • MT 4 2 6 2 3 1 2 1 21 NE 9 8 40 163 94 26 10 3 3 26 382 NV 3 1 4 10 4 8 0 3 4 3 40 NH 1 8 4 0 0 1 14 NJ 7 4 24 36 36 50 23 8 5 4 197 NM 1 7 14 7 6 2 4 2 2 45 NY 10 4 43 98 58 82 39 7 13 12 366 NC 1 3 34 100 30 44 27 19 17 24 299 ND 1 2 4 42 28 2 0 2 5 86 OH 18 16 111 695 359 243 37 16 84 152 1731 OK 52 39 360 274 96 72 20 41 314 55 1323 OR 6 1 11 8 12 9 7 2 3 59 PA 9 6 30 61 58 52 38 23 2 22 301 RI 1 3 1 1 5 1 12 Sc 2 1 6 40 17 14 13 27 11 13 144 SD 1 1 3 37 21 6 1 5 3 78 TN 7 4 122 126 55 57 29 33 87 60 580 TX 36 39 483 276 176 128 89 155 476 117 1975 UT 2 1 6 10 7 5 0 3 1 2 37 VT 1 4 4 5 0 2 16 VA 2 3 23 37 31 27 12 12 14 13 174 WA 4 3 11 22 18 10 8 7 7 6 96 WV 2 2 8 331 14 5 4 2 2 4 374 WI 13 20 135 257 110 115 45 20 37 94 846 WY 1 2 4 2 2 1 1 1 14 APO 2 0 0 2 CAN 1 2 4 3 2 3 1 1 17 FOR 11 5 1 5 5 13 4 5 2 3 54 • TOTAL 413 384 4494 7844 3945 2685 1021 956 2943 2038 0 0 0 26723 • Advertising Inquiries Pubs by State - October, 2001 AY FC ML MVG NATA MC/Rosie OkT SL SNI MN USA VG TOTAL AL 2 2 2 1 5 12 AK 0 AZ 1 2 2 1 6 AR 65 3 19 14 12 33 146 CA 1 5 8 4 1 19 CO 20 2 22 CT 0 DE 1 1 2 DC 0 FL 3 4 1 29 1 1 2 41 GA 2 2 2 16 22 HI 2 2 ID 0 IL 2 164 4 3 1 66 68 308 IN 59 1 3 36 27 126 IA 43 1 1 16 61 KS 34 2 1 1 9 47 KY 1 22 8 2 33 LA 1 1 6 30 6 44 ME 0 MD 1 5 1 7 MA 2 1 3 MI 4 75 3 2 40 70 194 MN 1 27 1 1 114 144 MS 1 11 11 2 25 • M 2 81 6 18 45 152 MT 0 NE 24 1 1 26 NV 2 1 3 NH 0 NJ 1 1 1 1 4 NM 1 1 2 NY 1 5 1 5 12 NC 1 2 1 2 18 24 ND 4 1 5 OH 1 1 56 3 2 1 41 47 152 OK 1 3 25 3 11 12 55 OR 0 PA 1 7 3 1 1 8 1 22 RI 1 1 SC 1 1 11 13 SD 3 3 TN 28 1 18 12 1 60 TX 3 4 11 21 56 20 1 1 117 UT 1 1 2 VT 0 VA 1 1 11 13 WA 2 2 2 6 WV 1 1 1 1 4 WI 2 54 7 3 1 21 6 94 WY 1 1 APO 0 CAN 0 • FOR 1 1 1 3 TOTAL 73 34 7911 0 110 9 0 280 1110 0 224 407 2038 • ADVERTISING INQUIRIES - 2001 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist AY 163 137 104 141 405 154 73 1177 BT 0 FC 207 909 769 588 244 23 33 34 2807 H&A 0 ML 30 41 316 972 612 419 196 31 881 791 4289 MT 1133 1133 MVG 894 881 56 407 2238 NATA 111 133 251 232 171 206 157 150 135 110 1656 OK 91 63 107 31 2 68 362 Parade 2278 1473 3751 MC/Rosie 2 363 77 489 332 68 25 9 1365 SL 18 10 48 232 143 65 83 472 464 280 1815 SNI 2246 288 60 1337 110 4041 ST 0 TA 0 TM 0 USA 187 1428 235 6 224 0 MN 9 TOTAL 413 384 4494 7844 3945 2685 1021 956 2943 2038 0 0 26723 • AY - Active Years BT - Budget Travel FC - Family Circle H & A - Home and Away MC - McCalls ML - Midwest Living NM - Meeting News MT - Midwest Traveler MVG - Midwest Vacation Guide NATA - NATA Tour Guide OK - Oklahoma Today Parade - Parade SL - Southern Living SNI - State Newspaper Insert ST - Southern Traveler TA - Travel America TM - Texas Monthly TM G-Travel Marketing Group USA - USA Today VG - Vacation Guide • RELOCATION 2001 JAN FEB MAR APR MAY JUN JUL AUG SEP OC NOV DEC TOTAL AL 1 1 11 1 31 1 31 1 9 • AK 1 1 1 I 11 1 1 1 AZ 1 2 11 2 1 2 1 4 1 14 AR 14 5 22 91 21 6 13 20 2 13 125 CA 5 2 5 2 7 3 4 7 2 6 43 CO 1 4 21 31 1 2 1 21 2 1 1 1 16 CT 1 1 DE 1 1 DC 0 FL 1 1 31 51 51 41 51 7 11 21 1 33 GA 1 1 21 11 1 21 11 11 11 11 11 1 11 HI 11 1 3 ID 2 2 IL 21 1 5 2 31 21 1 21 41 41 25 IN 1 11 1 41 1 1 1 1 1 1 I 5 IA 2 4 11 31 21 11 4 31 31 1 23 KS 4 2 6 11 21 31 3 3 29 KY 2 1 1 12 4 LA 5 11 21 41 21 11 3 31 1 1 21 ME 1 1 1 2 MD1 1 MA 1 1 1 1 21, 1 1 8 MI 11 11 1 11 11 31 4 1 12 MN 11 11 21 21 1 11 1 1 1 9 MS 21 1 11 2 21 41 41 2 1 18 MO 51 11 21 3 3 2 5 2 1 4 28 • MT 1 21 1 21 1 I 4 NE 1 21 1 1 1 1 1 1 6 NV 1 2 1 1 1 6 NH 0 NJ 1 1 NM 1 1 1 1 1 1 1 5 NY 1 1 11 1 5 NC 1 3 1 1 3 2 1 !it, 13 ND 1 1 2 OH 1 21 1 1 3 2 1 it 12 OK 1 41 1 91 2 41 21 51 4 3 5 38 OR 1 1 1 2 1 6 PA 1 2 1 1 3 2 10 PR I I 0 RI I 0 SC 1 1 2 4 SD 1 2 3 TN 21 1 31 2 11 1 11 2 1 12 TX 1 71 41 91 4 9 7 11 1 14 41 81 1 77 UT 1 1 VT 1 1 VA 1 1 21 1 5 WA 1 1 wv I I 1 0 • WI 11 3 qll 1 P2 3 5 1 17 WYi 0 APO I 1 1 1 CANI 11 1 FOR 0 1 1 675 TOTAL 1 76 30 98 44 92 49 741 92 45 75 01 0 675 ACTIVITY REPORT • October 5, to November 7, 2001 Town Center Activity Current Previous Month Month Number of Contracted Events 88 68 Contracted Sales 1187095.90 99, 141 . 15 YTD Income from events 837965.62 59,347.42 Credits 10,543.33 8,097.07 Outstanding as of 10/01 /01 11450.00 1 ,998.44 collection letters sent Average Income perevent 1 ,341 .99 1 ,338.88 Proposals sent 16 15 Contracts sent 15 15 Town Center Activity - General Activity • Budget Planning • Meeting with AR Realtors Association, Micki • • AV Consultation, Mike Hocklander — to be Bass available for TC events • AIA Planning, Sheila Bronfman • Bids — Accounting, Payroll, Printing, • Meeting, Tom Cunningham — Cunningham Employee Insurance Tape & Packaging • City of Fayetteville, Accounting Meeting • Meeting, Brad Sheppard — SWB Datacom • Policies and Procedures Documentation • Planning — Jr. League of NWA • A&P Meeting • Employee Reviews • Fayetteville Leadership Presentation 0 Nabholz/Richard Alderman meeting — • AV Planning (AIA) Completion Order • Transportation Planning (AIA) Risk Assessment design • A&P iBudget and Planning Meeting Town Center Activity — Events (51 completed ytd) • Ozark Cooperative Warehouse Health Expo • American Institute of Architects State • Pennington/Hileman Wedding Reception Conference (3 days) • Autumn Fest Beer Garden • Health South Business Meeting • 70th Birthday Bash — Gaylord • Friends of Fayetteville Trails and • American Heart Association Pink Ribbon Greenways Banquet Luncheon • Fall Legal Institute, Continuing Education • H.O.P.E. Reception Seminar • WRMF Board Retreat • Pastor's Appreciation Dinner • Lewis Automotive Group Board Meeting • Tool Show 0 0 SC Johnson Wax Training Meeting Pal AOeountItfame Contact-flame A_ctlon IVptes 10/29/01 Rodriguez/Snowden Rec Aime Rodriguez Proposal 10/30/01 Mike PeacockMike Peaoock Proposal/Contract Television videography seminar 10/30/01 Patsy Campbell Proposal 50th Wedding Anniversary 10/30/01 Benita Douglas Proposal Wedding reception MW 10/31/01 pgw Systems;p,1�,q9 , Jim Strafuss Contract 11/1/01 Terry Lawson Contract 11/1/01 UA Biological Sciences Velva Kline Proposal 11/3/01 McFatter/Smith Reception Jennifer McFatter Proposal Wedding reception Dated Pceount1,Name .contact.NameA= R=WffAcflon Notal 10/9/01 Christian Life Cathedral Gayle Henderson Proposal For firemen/policemen appreciation luncheon 10/9/01 Big Brothers/Big Sisters Glen Sowder Proposal benefit concert 10/8101 Morgan Stanley Lynn Moore Quote Christmas Party • 10/9/01 Gysha Crihfield Quote 10/10/01 Emily Davdson Proposal 10/10/01 Maiga Bell Proposal 10/10/01 Amber Trumbo Proposal 10/10/01 Ark National Bank Sherree Jackson Proposal 10/11/04 5W.pf Maureen Hoover Contract Town Hall Mewing on Oct 29, '01 10/11/01 JW Diabetes Foundation T4 fleather Fallen Contract Nov Awards Banquet 10/11/01 Ark National Bank Sherree Jackson Cancel Can't afford 10/12/01 Williams-Fenton Recept Amanda Williams Cancel Proposal expired, no communication Will tour and possibly book for next year's women's 10/12/01 St. James Women's Group Maxine Hutchins Inquiry day. • DateAS Aixgi!nUNmq FontacriName?za" FakVKejActlon Notes 1012/07 Leadership Training Institute Lucy Cavanaugh Proposal sent for 2002 10/2/01 Tina Darnell Proposal sent Birthday party • 10/2101 Virginia Tech Univ. John Hillison Inquiry 2004 meeting 10/3/01 Sea Chord Piano m Steve Bird Cancellation October Dates didn't work with his clients 10/3/01 The;EventGroup�JvC` .' .-,-: ahellie Morrison Contract for Lindsey employee holiday luncheon 10/=1 Ozerk,Komen.Afffllate 'r" ,- gulie Robles Contract Pink Ribbon Luncheon 10JW01 Real Estate Consultants Nancy Langbein Proposal sent 10th Anniv. Party Nov 16 Not enough breakout rooms to accommodate the 10/5/01 JB Hunt Amanda Madison Cancellation event Using the Reynolds Center. 10/5/01 SC Johnson Warr." r. -, Diggo Palmieri Deposit RECD signed contract and deposit. 10/5/01 Creative Concepts Alice Walker Cancellation Bridal Fair, still holding date for Kaleidoscope event 1015/01 Dept of Argri. Dr. Hahn Cancellation Using a facility that is free of charge. • Data# t AoeouhtiName Contacti"ame W=Aetlon 10/16/01 Real Estate Consultants Nancy Langbein Cancel 10/16/01 Webster University Jennifer Eichenberg ECancel • 10/16/01 sentinel Group Gordon Propes 10/16/01 ealthkSouthjTLjj*. Dennis Shelby ct 10/16/01 Highlands Oncology Connie Proposal 10/1 ._ L§wip&4gf,Ip p+ Tom Lewis Contract 10/1 7 1 ThwEvent Group1j,.%T It Shellie Contract 10/17/01 Highlands Oncology Connie Cancel 10/17!01 501h`Anntversary•- r,. %?'-' Ginger Campbell Contract 10/18811 Ozark Coop Warehouse . - Linda Pullen Contract 10/1 Norwood•Kindt Receptlogi Suzanne Norwood Contract • • Dat@! A'ccounV&meC.OatacrljftmW=W=AcUonffiWWWotos 1023101 Alpha Delta Pi Sorority Jane Eaves Cancel Cant afford. 51DB 1 Samh,Glass.'; ? Contract 1023/01 Mayor's office Maureen Hoover Cancel Need to have live feed. • • • C O O O O O OO O O O O O O O O O O O O O O O 0 O 0 0 C 0O O C fC C O O O C O O O 0 O O O O O O O O O O O O O O O O O O O O C C O O O N O O O LL! O O O aO O N O N Ln N O O co LO N 7D N E N69 w `% f9 i9 i9 vi 69fA v� » ca is to (a v E E 69 8 � c O O O O o O o O o 0 0 0 o O o 0O 0N 0 0 o O O 0000 0 o O o0 0 Oo 0 0 0 o c 0 0 0 0 0 0 0 0 0m OOO OOO O co OO LOOOO OVO O ON O 01OOO Or V co O C LO LOO < L 69 to NfN 69 lh 1fJ E w w in ami o O o O O co o 0 0 o co 0 0 0 0 o O O O O O LO O O O O O N O O O W O O O N O m O co O Ln OW co O LO N N O LO C W Ln 69 O y m w w r N N fH O NW w r N f9 f9 69 to 69 fA 69 fA EA f9 N V f9 • o N O Q) N O O m 0 0 0 0 0 0 O 3 0 Q C C N LO LO O Uf w O LO qT C C N M VZCM t% va, vz c7i w N j N19 69 M E9 f9 f9 f9 f9 f9 d r O O N CL L y y C Ly O E E N 5 E U -6 m E y a 0 F c U (D m y ) a C c N U Ua Y m y c E ° 0 U y coo n N O c.3 tK m m c v a E v E m u a _� a n • {Qpp 2pp 2 2 C7 o C o l0 y M m m �' E E Z v f d z o N : m m m U iLL 2 2 0) y Imo- • AGREEMENT ADDENDUM This Addendum to the Agreement of the 13h day of August, 2001, made and entered into this day of . 2001, by and between the City of Fayetteville, Arkansas, a municipal corporation, hereinafter called the City, and the Fayetteville Advertising and Promotion Commission, operating as the Fayetteville Town Center, hereinafter called the Commission, WITNESSETH: IN CONSIDERATION of mutual promises of the parties contained herein and other good and valuable consideration, the parties agree as follows: 1 . This Addendum to the Agreement of the 13th day of August, 2001, shall remain in full force and effect concurrently with said Agreement and shall expire with it. 2. In accordance with the provisions of Section 8. of the above-referenced Agreement, this Addendum expands the exchange of services between the parties. The City now agrees to additional cleaning duties to include: • a. Providing a minimum of eight (8) hours of cleaning services per week. b. Providing said services in the following areas: i. All levels of the parking deck; ii. Plaza contracted parking lot (below); iii. Town Center Plaza area (above); and iv. Delivery/ Loading Dock area. c. As used in this Addendum, cleaning services include sweeping; blowing; vacuuming; spot washing of soft drinks, mud, or other spills; and the emptying of trash containers into the dumpster. 3. In exchange for these services, the Commission agrees to provide fifteen (15) additional parking spaces on the deck to be used by employees of the City of Fayetteville, consistent with the provisions of • Section 3. (a.-d.) of the above-referenced Agreement. • 4. The parties agree and understand that this Addendum is supplemental to the Agreement of the 1361 day of August, 2001, and that it does not alter, amend or abridge any of the rights, obligations, or duties of the parties not expressly addressed herein. IN WITNESS WHEREOF, the City and the Commission have executed this Addendum to the Agreement on or as of the date first written above. CITY OF FAYETTEVILLE Dan Coody, Mayor ATTEST: Heather Woodruff, City Clerk • ADVERTISING AND PROMOTION COMMISSION By: Joe Fennel, Chairman lie • Epperly Tropical Foliage and Maintenance 2525 Mt. Comfort Rd. Fayetteville, Ar. 72704 1 -501-442-7430 November 7, 2001 Fayetteville, Town Center P0box 4157 Fayetteville, Ar. 72702 Gentlemen, This is our proposal for maintenance on Tropical Foliage Plants located in the Fayetteville Town Center and owned by Fayetteville Town Center. We propose to fertilize and maintain all your Tropical Foliage Plants subject to the following conditions: 1 . Town Center will furnish water and a suitable location to store our equipment. 2. Epperly will service and maintain all plants at a time between 8:00 AM and 5:00 PM, Monday thru Friday , which causes the least amount of disturbance to your clientele. 3. Epperly will perform all duties necessary to maintain Town Center's plants to their maximum beauty. 4. Epperly will be on call to help with any problems with the above described plants in the event of some sort of accident. • 5. Replacement Plants will be at the expense of Town Center. This agreement will be subject to termination with a 30 day written notice by Town Center or Epperly. Our Fee for this service will $ 100.00 per month, plus sales tax. We recommend the following plants: 4 - 5 to 6 It plants -Ficus, Palms, Draceana, Etc. @ $40.00 ea. 4 - 24" containers @ $25.00 ea. 5 - 4 to 5 ft assorted plants suitable to decor of Town Center @ $30.00. 5 - IV containers @ $18.00. Total for above listed plants and containers - $500.00 plus sales tax. Proposal #2. We will own, supply and maintain the above listed plants and containers for $ 167.50 per month plus sales tax. We will also replace, at our expense, any plant not at it's maximum beauty. This agreement accepted by Fayetteville, Town Center, Title, date OOD C� Main Location East Location STWOOD4324 Wedington Drive 2104 Mission Blvd. Fayetteville, AR 72704 Fayetteville, AR 72703 • ARDENS one: (501 ) 442' Phone: (501 ) 571 -1500 • Fax: (501 ) 442-8701 Fax: (501 ) 442-0220 Nursery and Garden Centers www.westwoodgardens.com an �Itf ZJ`(1C@ NZ'' ` tntaHdrPld .. . txuararrteatlYBaintAnarxelt tiNas.wood GaYdans, Location Fayetteville Town Center Data Contact Name Marylin Johnson Installed: Phone 2 weeks Pot List Plant List Cont. Location Oty Size Plant Ht Price Cost Container Price Cost ' Main 277" Ficus Lyrata 7 8' $204.95 $409.90 20' Cylinder $139.00 $278.00 2 17' Mar inata Staggered 8' $194.95 $389.90 20' Cylinder $139.00 $278.00 2 17' Ficus Monique Braid 8' $250.00 $500.00 20' Cylinder $139.00 $278.00 18 8' Varei ated Algerian Ivy vine $9.95 $179.10 none $0.00 • Total $1 ,478.90 otal $834.00 Total Plants - 1 ,478.90 Total Containers Sub-Total ,312.90 Tax g � 1 . This is the cost of purchasing the materials »» Grand Total $21463.24 2. This is the monthly fee if you purchase the plants and containers »»> Fee (Own/Maintain) $210 3. This is the monthly fee if you lease the materials »» Fee (Lease/Maintain) $295 (with this plan there is no up-front cost) , • �SS ��2�Is ; w�- Ve-� s . oatl • a♦ ♦ • ♦♦♦♦♦ ♦ =:,r.=�:\♦fin¢♦ ♦ �.a:�� u;.: =:a4 . 4x� ��♦♦I�♦G-�.._•J♦♦�EZ•:.�'�.a�♦�I•\nEa�=,=Ea:°,a♦0\::.•�a.:.`.xa�:..r::..aa;♦=�';;�::',�::::.sCieav:'..::'E.:,^:.:.=:nS.j3♦\a��w:.•`;:.;:I�Rf6Fk,1�i .R,,lB.at�its itfg:.. ♦,.'.ri::';.x:•tR.a:.``u.:?ec...�'..?i:<@:.�:rn.a•:•.,.e.•;:s=,r♦•• M6.,:.1"..Yx:S.' t...;c..=:�:. a-.= LM1 Location Fayetteville Town Center Date Contact Name Marylin Johnson Installed: Phone 5R-7- 4`71/4 2 weeks Pot List Plant List Cont. Location City Size Plant Ht Price Cost Container Price Cost Main 2 14' Ficus Lyrata 8' $110.95 $221 .90 16' Cylinder $79.95 $159.90 2 14' Mar inata Staggered 8' $125.95 $251 .90 16' Cylinder $79.95 $159.90 2 14' Ficus Monique Braid 8' $99.95 $199.90 16' Cylinder $79.95 $159.90 18 8' Varei ated Algerian Ivy vine $9.95 $179.10 none $0.00 • I 1�j Total 1 $852.80 [Total $479.70 Total Plants $852.80 Total Containers Sub-Total1 ,332fl Tax 1 . This is the cost of purchasing the materials »» Grand Total 2. This is the monthly fee if you purchase the plants and containers »»> Fee (Own/Maintain) $130 3. This is the monthly fee if you lease the materials »» Fee (Lease/Maintain) $195 (with this plan there is no upfront cost) • Printing Comparison for update of all printed material for Fayetteville Town Center On October 10, 2001 , the Fayetteville Town Center requested bids from the following local printing companies • for pricing on the items specified below. McRoy and McNair, Inc. (attached) Copymart (attached) Arcom (no response) Calvert/McBride (attached) Just Us Printers (no response) InstyPrints (no response) Alpha Graphics (attached) Items were specified using the following criteria: 6000 Letterhead, 8.5 x 11 24# classic bright white (or comparable stock) Standard LH Design w/footer PMS Reflex blue (dark blue) PMS Reflex blue @ 80% screen (lighter blue) • 6000 Envelopes, #10 regular commercial white • Standard Env Design • 3000 Business Cards 3.5 x 2 • Include prep, color and cut for • Niki Avery - 1000 • Denise Bembenek - 500 • • Marilyn Johnson - 500 • Sandra Bennett - 500 • Phyllis Tucker - 250 • Rocky Jones - 250 • 7500 Note cards/invitations, 5.5 • Standard Design • Machine Score 7500 Envelopes, A2 Bid Comparison Business Note Note Letterhead Envelopes Cards Cards Envelopes Total McRoy & McNair 438.90 634.80 233.70 586.00 562.00 2,455.40 Co mart 236.30 259.00 105.00 250.50 505.80 1 ,356.60 Calvert/McBride 520.89 254.82 291 . 10 495.00 540.00 21101 .81 Alpha Graphics 670.06 336.55 166.94 631 .56 851 .07 29656.18 • COPY MOOT S Mailing Station 1155 Wast Sixth Street in Fayetteville, Arkansas 72701 ■ 501.4434474 • fax 443-7041 October 5, 2001 To: Fayetteville Town Center Attn: Denise Bembenek, Facilities Manager Phone: FAX (501) 582-4935 From: Glen O COPY MART Re: Printing Bid specifications: Each item is two-color (Reflex blue, reflex blue O 80%) 61000 Letterhead, 8.5 x 1124# Starbright $236.30 _ 1 • 6,000 #10 Envelopes $259.00 r 31000 Business Cards (lots: l O 1,000; 3 ® 500; 2 A 250) $105.00 7500 Note Card / Invitations (1 side printing) $750.50 (2 side printing) $373.00 7500 A6 Envelopes, white $505.80 Any set-up required will be priced ata rate of$40.00per hour. If camera ready art is provided, there are no additional charges (except applicable taxes) . Thank you for the opportunity to meet your printing and mailing needsl • t'r FAYETTEVILLE TOWN CENTER Memorandum I7 E CENTER P. C • FA1'EMILLE, Ak%. 77701 501.407-7304 . FAX 5o1-447.om To: McRoy and McNair Inc. - fax: I e e - From: Denise Bembenek, Facilities Manager Date: 10/10/01 Re: Bid for 2002 printing The Fayetteville Town Center is preparing for 2002, and we are requesting COMPI.._rc bids for printed • materials. each item wlll have our 2-color logo as noted under letterhead. Please see the following descriptions and return fax your bid to my entlon at (501 ) 582.4935, Ouanri i Description I Amount 6000 I Leramead, 8.5 x 11 24# dassic bright wnite Standard LH Design wifooter PMS Reflex blue (dark blue) PMS Reflex blue ® 80% screen (llghterbtual 6000 I Envelope, #10 regularcommercial white Standard Env Design I 3000 Business Cards 3.5 x 2 80# bright white (6 people) I Inctude Prep, color and art for Nild Avery- 1000 -Ili Denise Bembenek - 500 Marilyn Johnson - 500 3 <L . 'i I �� Sandra Bennett— 000 tI . 41 Phyllis Tucker-2.50 ,), .�15 RockvJones - 250 .. 7500 i Note camsMns vltatio , SS x 8.5 67. Standard Design Machine Score c'� 750D I Elveicoes. A6 Announcement cnvalooes White I ^' I [ L Respecdully Submitted, . / s Denise Bembenek �1 / N J7 J — / " 7�7a Al • Facilities Manager Tne Fayetteville Town Cerner .rrFAYETTEVILLE TOWN CENTER e Memorandum Ta McRoy and McNair Inc. — fax: Copymart — Arcom — CalverVMcBride — Just Us — InstyPrints — Frorm Denise Bembenek, Facilities Manager Date: 10/10/01 Re: Bid for 2002 printing The Fayetteville Town Center is preparing for 2002, and we are requesting COMPLETE bids for printed materials. Each item will have our 2-color logo as noted under letterhead. Please see the following descriptions and return fax your bid to my attention at (501 ) 582-4935. • Quantttv Descripdon gA 6000 Letterhead, 8S x 11 24# classic bright white Standard LH Design wifooter PMS Reflex blue (dark blue) SAO ,PMS Reflex blue ® 80% screen li hterblue)6000 Envelope #10regularc=erdalwhite Standard Env Desi 3000 Business Cards 3.5 x 2 80# bright white (6 people) 49 Include prep, color and cut for Nild Avery- 1000 Denise Bembenek — 500 Marilyn Johnson — 500 Sandra Bennett— 500 Phyllis Tucker- 250 p R Jones - 250 enC < Ii /O 7500 Note canisluwitations, 5.5 x 8.5 67# Standard Design / ��' OD Machine Score 7 7500 Envelopes, A6 Announcement Envelopes White Respectfully Submitted, Denise Bembenek Facilities Manager The Fayetteville Town Center • 1 c�pn�gr�phicc® � � ESTIMATE Printshops of The Future 2870 N . College Avenue Fayetteville, AR 72703 s�' I ".• E#4207 (501 ) 443-3667 ' I I Denise Sembenek Fox (501 ) 443-3666 0� Fayetteville Town Center www. alphogropnicsnwa. com �Tnvsv 15 W. Mountain us482@alphographlcs.com 9/27101 FayePhone: ville 99 72702.4'157 We are leased to respond t0 your request for ricin Phone: 587-9944 p P Y Q pricing, Fax: 521 - 1791 This estimate is based on our best understanding of the specifications for the work described, as well as the nature and condition of the necessary materloi(s) to be provided for production Any changes or inconsistencies between out communica- tion and the actual Job may alter the price and/or the expected delivery date. • AMOUNT 61000 Letterhead, 8.5 x 1124# Classic Crest Writing Bright White 670.06 1 Standard LH Design 1 PMS Ink 123 yellow 6.000 Envelope, 910 Regular Commercial Envelope White 336.55 1 Standard Env Design 3.000 Business cards.1000 Nicky, 500 for 3 people. 250 for 2 people, 3.5 x 2 800 Cover, 1� 66.94 - i Wausau Bright White 1 Prep Customer Files for Press 1 PMS Ink Type Ink Color Here 1 Cut Business Cards - 10 up 7,500 Invitations. 5.5 x 8.5 67# Exact Veil Bristol • 631.56 1 Standard Invite/Ann. Design 7.500 Machine Score 7,500 Envelopes, A6 Announcement Envelopes White 851 .07 • $0°1v Taken by: mlengley Letterhead SUBTOTAL 2.656.18 Account Type: Charge TAX 215.82 SHIPPING TOTAL 2.872.00 This estimate is valid for thirty (00) days. Tams: Open Account (vrilh adgl approved application). Net 30 days from invoice date. q...r dynwr Othanio se a minimum deposit of 50% due when order placed and balance due at the time the order is complete. At major credit cards are gladly accepted. Tv� DATE (OVOTE nCCE>TEO — OK TO ,eu+r) BLACKWOM October 31 , 2001 Marilyn Johnson Fayetteville Advertising and Promotion Commission - 4 -- - -------Town-Center-.. -- - - - - -- -- - - - - 15 West Mountain Fayetteville, Arkansas 72701 Dear Marilyn, Blackwood Martin/CJRW respectfully declines to submit an RFQ to be Agency of I Record for the Fayetteville Advertising and Promotion Commission. We are extremely proud of the role we have played as the Commission's agency, and all that the Commission has accomplished during that tenure. However, we feel that the time has come for a new direction for the Commission. There are many talented communications professionals in our community. And there are many different aspects of our growing community that would benefit from thoughtful and well-conducted communications programs. Perhaps it's time to consider working with more than one agency to satisfy the differing needs of the many community programs. I Further, our agency believes that the Northwest Arkansas region as a whole has much to accomplish from a communications perspective. We are very interested in playingla role with the other communities in this region to promote the collective benefits of Northwest Arkansas. It is for those reasons that we are not submitting an RFQ. We pledge to continue to help the Fayetteville Advertising and Promotion Commission, and their selected agencies in any way we can going forward. We would also like to acknowledge the excellent I leadership and guidance that we have received over the years from Marilyn Johnson, Joe Fennel and the Commission as a whole. �Resppeectfully, V 1 \A, Mark Blackwood and Staff • Blackwood Manin/CJRW 3 East Colt Square Drive . Fayetteville, Arkansas 72703 Post Office Box 1968 . Fayetteville, Arkansas 72702-1968 501-442-9803 . Fax 501-442-3092 American Association of Advertising Agencies . Promotion Marketing Association 1