HomeMy WebLinkAbout2001-12-10 - Agendas - Final MEETING NOTICE
The Advertising and Promotion Commission will meet on Monday, December 10, 2001
at 1 :00 p.m. at the Town Center Conference room.
AGENDA
ADVERTISING AND PROMOTION COMMISSION
December 10, 2001 1 :00 P.M. Town Center
I. Call to Order
H. Reports
A. Approval of Minutes for October 24, November 12, November 27
B. Financial Report
C. Convention and Visitor Activity — Marilyn Johnson
D. Town Center Report — Denise Bembenek
III. Old Business
A. Updates on HMR Collection efforts by City Prosecutor
B. Final approval of Town Center and A & P Budget for 2002
• IV. New Business
A. Approval of Contract with Sells/Clark
B. Acoustic Solution for Town Center
V. Retreat Follow-up — Ted Webber, moderator
VI. Other Business
VII. Adjourn
•
GROUP: ADVERTISING & PROMOTION COMMISSION
DATE: October 24, 2001
• PRESENT: Bob Davis, Joe Fennel, Pat Gazzola, Ching Mong, Curtis Shipley, Kevin Santos,
Denise Bembenek, and Marilyn Johnson.
ABSENT: John Gilliam
A special meeting of the Advertising and Promotion Commission for the purpose of hearing
special project requests was called to order at the Fayetteville Town Center conference room at
2:00 p.m. by Chairman Joe Fennel.
Marilyn presented financials and indicated that the prospect for HMR collections was that they
would be flat for 2002 based on September 11 , loss of a number of jobs in industry, and
uncertainty in families who were watching their dollars and cutting back on entertainment.
PRESENTATIONS
Presentations and requested funding amounts were from the following:
Arkansas Air Museum - $30,000
Arkansas High School Coaches All-Star Games - $5,000
Arkansas High School Coaches Clinic - $ 10,000
Arkansas High School Cross Country Championships - $ 1 ,200
Bikes, Blues, & BBQ - $ 15,000
Botanical Garden Society of the Ozarks - $ 21 ,858
• Brumley Gospel Sing - $ 15,000
Committee for Mardi Gras - $500 (changed to $3,575 in presentation)
First Night - $ 159000
Holiday Hoops - $21 ,500
Joe Martin Memorial Stage Race - $ 1 ,000
Mid-America Youth Basketball Tournament - $ 19,926
Saturday of Champions - $ 2,800
State Soccer Championship - $ 1 ,000
Town Center Garden Maintenance - $ 17,500
University Museum - $20,000
Walton Arts Center - $ 1 ,200
Attached sheet details Director Recommendations and Commission final funding decisions.
There being no further business, the meeting was adjourned.
Respectfully submitted,
Marilyn Johnson
Director
• Convention and Visitor Development
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• GROUP: ADVERTISING & PROMOTION COMMISSION
DATE: November 12, 2001
PRESENT: Bob Davis, Joe Fennel, Pat Gazzola, John Gilliam, Ching Mong, Curtis Shipley,
Kevin Santos, Denise Bembenek, and Marilyn Johnson.
ABSENT: None
The regular meeting of the Advertising and Promotion Commission was called to order at the
Fayetteville Town Center conference room at 1 :00 p.m. by Chairman Joe Fennel.
MINUTES
Moved by Davis, second by Santos to approve the minutes of the October 8 meeting. Motion
carried.
FINANCIAL REPORT
Marilyn Johnson reviewed the financial report for October. Collections for the month were up
9.40% with total collections of $ 115,771 . Year to date collections total $ 1 ,069,843, a 2.93%
increase. October expenses were $81 ,245, with largest expenditures for Town Center furniture,
fixtures and equipment. Moved by Shipley, second by Davis to approve the financial report.
Motion carried.
• CONVENTION AND VISITOR DEVELOPMENT REPORT
Marilyn presented the Convention and Visitor Development report. Inquiries are down from
2000. Activities are being finalized for Lights of the Ozarks activities.
Town Center Activity
Denise reviewed activities related to Town Center — 88 contracted events and $118,095.90 in
contracted event sales. Year to date collections are $83,965.62. Town Center is booking some
return business, such as Ozark Cooperative Warehouse and Lewis Auto Group. We are meeting
with Richard Alderman on Tuesday regarding the sound issues in Dogwood and Mockingbird
rooms.
OLD BUSINESS
2002 Funding Requests
Moved by Santos, second by Davis to approve Committee recommendation for special projects
for 2002 for $ 149, 106. Motion carried.
Parking Update
Marilyn reported that $11 ,314.92 in parking revenues has been received including $9,239.92 in
leases. Moved by Shipley, second by Mong to approve parking report. Motion carried.
•
• Plants for Lobby
Moved by Santos, second by Shipley to approve a contract with Westwood Gardens for plant
rental and maintenance for $195 a month. Marilyn will attempt to negotiate a 30-day trial
period.
Printing Costs
Moved by Gazzola, second by Davis to award printing bid to Copy Mart for $ 1 ,356.00. Motion
carried.
Accounting Bid Proposals
Moved by Shipley, second by Santos to award Accounting contract to Scarbrough and
Murtishaw. Motion carried.
RETREAT
Ted Webber led the Commissioners in discussion of mission statement as a basis for the
implementation plan for the Fayetteville Convention and Visitors Bureau.
NEW BUSINESS
Advertisine Mency RFO's
Four agencies will be asked to make 15-minute presentations on Tuesday, November 27 at 1 :00
p.m. They are Forza, Sells/Clark, Taylor Mack, and Wallace. Agencies should answer the
following:
• 1 . Who are you?
2. Are you local and can you do business for us?
3. How can we be more effective?
4. What can you do to for us?
Employee Benefits Proposals
Staff was asked to contact Blue Cross directly and prepare a comparison sheet and
recommendation for Commissioners to make decision at November 27 meeting.
Town Center Policies and Procedures
Moved by Shipley, second by Gilliam to approve Policies and Procedures. Motion carried.
There being no further business, the meeting was adjourned.
Respectfully sJubmitted,
Marilyn Johnson
Director
Convention and Visitor Development
•
• GROUP: ADVERTISING & PROMOTION COMMISSION
DATE: November 27, 2001
PRESENT: Bob Davis, Joe Fennel, John Gilliam, Curtis Shipley, Kevin Santos, Denise
Bembenek, and Marilyn Johnson.
ABSENT: Pat Gazzola and Ching Mong
A special meeting of the Advertising and Promotion Commission was called to order at the
Fayetteville Town Center conference room at 1 :00 p.m. by Chairman Joe Fennel.
EMPLOYEE INSURANCE BENEFIT COVERAGE
Denise Bembenek presented comparisons of 5 insurance companies and coverage for employees.
Moved by Santos, second by Gilliam to accept the proposal of Principal Insurance. Motion
carried with Davis abstaining.
ADVERTISING AGENCY PRESENTATIONS
The following agencies presented qualifications and methods of doing advertising work for the A
& P Commission.
1 . FORZA — Tim Martin
Ashley Parker
Elaine Burks
• Sean Solloway
Sean Harrison
2. Sells/Clark — Brian Clark
Mike Sells
Amy Jackson
3. Taylor Mack — Bill Walker
Greg Mack
Jade Hart
Katie Wilson Dale
4. Wallace Advertising and Media Services — Susan Wallace
Following presentations, directors scored agencies. Sells/Clark received the most first place
votes. Moved by Shipley, second by Davis to extend a one-year contract for $250,000 to
Sells/Clark with option to renew for 2 additional years. Motion carred.
Respectfully submitted,
qgkN-d�
Marilyn Johnson
Director
Convention and Visitor Development
•
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 $ 100,334 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% 109,223 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 95,824 105,820 10.43% 115,771 9.40%
November 109,561 117,106 6.89% 120,282 2.71 %
December 96,583 97,771 1 .23%
Total 5 1 1, 70,114 $ 112542310 7.20% $ 1r1901125 2.90%
r, HMR Tax Collections By Month
140
120
100
80
n
0
� 60
40
20
0
gill
January February March April May June July August September October November December
111111111 1999 RC 2000 O 2001
' Additional collections from caterers, concession stands, take-out locations, etc. for this month: $5,667.11
•
H:\BUDGET\PROJECTS\HMR—TAX\HMRTAX.WK4
Advertising & Promotion Commission
Financial Report - Expenditures
For the Month Ending November 30, 2001
• 2001 YTD November
Budget Item Budget Expenses Remaining_ Expenses
800 Telephone Number (Chamber of Commerce) $ 10,000 $ 10,000 $ 0 $ 5,000
Audit Expense 150 150 0
Brochure Development 46,864 40,003 60861
Chamber of Commerce Operations Contract 100,000 100,000 0
Collection Expense - City of Fayetteville 26,000 23,803 2,197 2,406
Convention Support 5,512 5,298 214 80
Public Notification (BMA Contract/Airport.) 265,311 193,444 71 ,867 20,303
Town Center Architectural Services 43,063 42,146 917
Town Center Equipment & Furnishings 395,000 361 ,769 33,231 3,936
Town Center Operating Expenses 240,740 138,830 101 ,910 5,473
Special Projects
Air Museum 20,000 20,000 0 5,000
Airfest 2001 3,000 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 1 ,532 1 ,498 34 1 ,498
Brumley Gospel Sing 7,000 7,000 0
DDEP Festival Support Project 6,000 6,000 0
Wirst Night 1 ,600 11600 0
Hog Wild 7,500 3,150 4,350 2,150
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
North Arkansas Symphony Brochure Support 3,600 3,600 0
Professional Services - Legal Fees 29,000 59035 23,965 5,035
Saturday of Champions 2,400 2,400 0
State Track & Field Finals 2,400 21400
Town Center Grand Opening 10,000 9,518 482
Walton Arts Center - Brochures 1 ,200 900 300
Washington County Historical Society - Brochure 2,000 21000
Subtotal Special Projects 115,432 78,701 36,731 13,683
TOTAL USES $ 1 .248 072 $ 994.143 $ 253,929 $ 50,880
•
H:\BUDGE'RPROJECTS\HMR TAX\A&P2001A.WK4
• ACTIVITY REPORT
December, 2001
INQUIRY RESPONSES
Tourist Inquiries
November 2001 — 37 Year to date 2001 — 1004
November 2000 - 52 Year to date 2000 — 1804
Advertising Responses
November 2001 — 939 Year to date 2001 — 27662
November 2000 — 770 Year to date 2000 — 29727
Relocation Inquiries
November 2001 — 53 Year to date 2001 — 728
November 2000 — 30 Year to date 2000 — 910
November Total Inquiries
2001 — 1029 2000 — 852
Year to Date Total Inquiries
2001 — 29394 2000 — 32441
• ACTIVITY
Conventions and Meetings —
Bus Tours — Sue Smith Vacations (Hot Springs Village group)
Tourist Activities — Lights of the Ozarks Lighting Night
University Homecoming Block Party
Sam Harmon — Carriage Rides
Relations with Other Tourism —
University of Arkansas Road Hogs
U of A Alumni Focus Group on Student Recruitment
Boston Mountain Hwy 72/1540 Scenic Loop — Eunice Noland and June Jefferson
Bikes, Blue, and BBQ wrap-up meetings
Johnny Gentry — UA Museum
Nancy Hulse — Bartlesville A & P (Custom Camps Car Show)
Tom Ginn — Airport Info Booth
Maria — Aubum-Opelika.com — SEC Coalition (March 3-5)
Steve Gray — Veteran's Day Activities
• Relations with Media —
John Wood — Billboards at Clarksville
• Stephanie Harris — Arkansas Democrat Gazette
Becca Martin — UA Homecoming
Ken Rank — Weather Channel
D Magazine — targeting editorial for regional issues
Lights of the Ozarks publicity
Heather Jones — Active Years
Bill Bowden — Business Journal
Chris Chappel — Parade magazine
Miscellaneous — Employee Reviews
Advertising Agency Selection Process
Video Teleconference Training
Meeting with Tom Lonon, Scarbrough and Murtishaw
Bentonville A & P Commission — Bernie (HMR Collections)
John — L & M Office
Stacy Chilcoat — Community Blood Center
Lisa Pliquet — Cricket
Paul — Bassett Law Firm (Town Center Lawsuit)
Holland Eden — event planner
Nedra Forrest — A Moment's Notice
•
•
TOURIST INQUIRIES 2001
JAN FEB MAR APR MAY JUN JUL AUG SEP OCTNOV DEC TOTAL
AL 1 2 2 2 1 1 9
AK
• AZ 3 1 2 6
AR 25 4 48 18 31 13 23 36 14 23 6 241
CA 1 1 2 5 5 3 5 3 2 1 28
CO 2 2 2 1 1 3 1 12
CT 1 2 3
DE 1 1
DC
FL 1 1 3 7 1 1 2 1 2 19
GA 2 1 1 1 2 1 8
HI 1 1
ID 2 1 1 4
IL 2 1 8 5 6 1 1 9 5 4 42
IN 1 5 2 2 1 3 1 1 16
IA 3 1 10 2 1 1 1 8 3 30
KS 2 1 51 4 5 6 41 3 10 2 2 44
KY 3 1 1 1 6
LA 3 1 10 1 9 3 4 4 2 6 3 46
ME 1 1
MD 1 1 1 3
MA 1 1 2
MI 1 1 10 1 1 6 1 1 22
MN 2 7 1 7 3 2 22
MS 2 5 2 1 1 2 2 2 17
MO 81 21 111 11 7 8 8 10 17 9 4 95
MT I
• NE 1 6 2 1 1 1 1 1 14
NV 1 1 1
NH 1 1 2
NJ 1 1 1 1 4
NM 1 2 1 2 1 1 8
NY 1 2 1 1 1 1 1 8
NC 2 2 1 1 1 7
ND 1 1
OH 1 1 6 2 2 1 31 10 25
OK 9 3 3 12 7 1 9 8 6 2 1 61
OR 1 1 1 1 4
PA 1 1 1 1 4
PR
RI
SC 1 1 2
SD 1 1
TN 1 1 31 21 1 2 7 1 1 19
TX 5 6 131 10 17 8 16 22 11 16 2 126
UT 2 2
VT
VA 2 1 1 4
WA 1 1 1 3
WV
WI 1 6 2 1 3 3 16
• WY 1 1
APO
CAN 1 1 1 3
FOR 2 1 2 1 1 7
83 26 176 97 116 61 87 119 121 81 37 0 0 1004
• 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 9 213
AK 4 1 3 9 2 2 2 3 26
AZ 2 3 15 24 10 11 15 4 2 6 2 94
AR 22 33 740 312 198 72 53 56 513 146 43 2188
CA 27 20 64 100 105 75 54 34 20 19 18 536
CO 8 5 22 32 18 9 7 3 4 22 9 139
CT 1 2 6 18 15 24 9 3 78
DE 1 1 1 4 2 3 2 2 16
DC 2 1 1 1 1 6
FL 20 18 35 200 75 74 49 52 49 41 23 636
GA 2 4 28 56 33 30 11 31 23 22 18 258
HI 2 1 5 2 2 1 3 2 1 19
ID 1 3 7 2 2 1 16
IL 18 31 398 1114 780 269 89 42 202 308 138 3389
IN 12 10 147 628 228 168 44 31 84 126 51 1529
IA 8 9 171 478 183 99 27 16 102 61 27 1181
KS 8 15 103 182 63 79 35 32 80 47 38 682
KY 5 4 18 82 38 33 20 13 13 33 19 278
LA 8 7 138 105 65 47 21 68 101 44 24 628
ME 1 7 3 6 5 3 1 1 27
MD 1 10 21 16 14 15 8 2 7 4 98
MA 2 1 9 25 24 19 8 5 5 3 1 102
MI 15 12 214 763 351 318 28 36 203 191 60 2191
MN 16 13 65 404 227 81 32 22 5 146 39 1050
MS 6 6 45 79 27 25 14 47 57 15 9 330
MO 21 18 765 474 173 220 43 36 354 163 48 2315
• MT 4 2 6 2 3 1 2 1 2 23
NE 9 8 40 163 94 26 10 3 3 26 20 402
NV 3 1 4 10 4 8 0 3 4 3 6 46
NH 1 8 4 0 0 1 1 15
NJ 7 4 24 36 36 50 23 8 5 4 4 201
NM 1 7 14 7 6 2 4 2 2 1 46
NY 10 4 43 98 58 82 39 7 13 12 9 375
NC 1 3 34 100 30 44 27 19 17 24 15 314
NO 1 2 4 42 28 2 0 2 5 2 88
OH 18 16 111 695 359 243 37 16 84 152 43 1774
OK 52 39 360 274 96 72 20 41 314 55 65 1388
OR 6 1 11 8 12 9 7 2 3 1 60
PA 9 6 30 61 58 52 38 23 2 22 7 308
RI 1 3 1 1 5 1 2 14
Sc 2 1 6 40 17 14 13 27 11 13 8 152
SD 1 1 3 37 21 6 1 5 3 7 85
TN 7 4 122 126 55 57 29 33 87 60 23 603
TX 36 39 483 276 176 128 89 155 476 117 55 2030
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 10 184
WA 4 3 11 22 18 10 8 7 7 6 3 99
WV 2 2 8 331 14 5 4 2 2 4 1 375
WI 13 20 135 257 110 115 45 20 37 94 63 909
WY 1 2 4 2 2 1 1 1 14
APO 2 0 0 2
CAN 1 2 4 3 2 3 1 1 1 18
FOR 11 5 1 5 5 13 4 5 2 3 5 59
• TOTAL 413 384 4494 7844 3945 2685 1021 956 2943 2038 939 0 0 27662
• Advertising Inquiries Pubs by State - November, 2001
AY FC ML MVG NATA MC/Rosie OkT SL SNI MN USA VG TOTAL
AL 1 6 1 1 9
AK 0
AZ 1 1 2
AR 8 18 1 10 6 43
CA 7 8 3 18
CO 6 2 1 9
CT 0
DE 2 2
DC 0
FL 2 6 14 1 23
GA 1 1 15 1 18
HI 1 1
ID 1 1
IL 121 1 16 138
IN 34 4 1 12 51
IA 20 7 27
KS 24 1 2 11 38
KY 16 1 1 1 19
LA 2 3 16 2 1 24
ME 1 1
MD 1 3 4
MA 1 1
MI 1 45 3 1 10 60
MN 27 3 1 8 39
MS 1 1 7 9
• M 36 2 1 1 8 48
MT
1 1 2
NE 14 2 4 20
NV 3 2 1 6
NH 1 1
NJ 3 1 4
NM 1 1
NY 2 2 2 1 2 9
NC 15 15
ND 2 2
OH 27 1 2 13 43
OK 11 4 44 3 3 65
OR 1 1
PA 1 4 2 7
RI 2 2
Sc 1 7 8
SD 5 2 7
TN 1 13 2 1 5 1 23
TX 7 12 28 8 55
UT 0
VT 0
VA 1 4 5 10
WA 2 1 3
WV 1 1
WI 1 55 4 3 63
WY 0
APO 0
CAN 1 1
• FOR 1 2 2 5
TOTAL 0 9 495 0 103 0 49 157 23 4 99 0 939
• 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 9 2816
H&A 0
ML 30 41 316 972 612 419 196 31 881 791 495 4784
MT 1133 1133
MVG 894 881 56 407 2238
NATA 111 133 251 232 171 206 157 150 135 110 103 1759
OK 91 63 107 31 2 68 49 411
Parade 2278 1473 3751
MC/Rosie 2 363 77 489 332 68 25 9 1365
SL 18 10 48 232 143 65 83 472 464 280 157 1972
SNI 2246 288 60 1337 110 23 4064
ST 0
TA 0
TM 0
USA 187 1428 235 6 224 99 2179
MN 9 4 13
TOTAL 413 384 4494 7844 3945 2685 1021 956 2943 2038 939 0 27662
• 27662
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 OCTNOV DEC ITOTAL
AL 1 1 1 3 3 9
• AK 1 1
AZ 21 2 1 2 1 4 1 4 18
AR 14 5 22 9 21 6 13 20 2 13 6 131
CA 5 21 5 2 7 3 4 7 2 6 4 47
CO 4 21 31 2 1 2 2 1 2 18
CT 1 1
DE 1 1
DC 1 0
FL 1 3 5 5 4 5 7 1 2 33
GA 1 2 1 2 1 1 1 1 1 1 12
HI 1 1 1 3
ID 1 2 2
IL 2 1 5 2 3 2 2 4 4 2 27
IN 1 41 1 1 7
IA 21 1 41 1 3 2 11 4 3 3 3 26
KS 41 2 61 1 2 31 5 3 3 29
KY 21 1 2 4
LA 51 1 2 4 2 11 3 3 1 22
ME 11 2
MD 1 1
MA 1 1 1 1 2 1 1 8
MI 1 1 1 1 1 3 4 3 15
MN 1 1 21 2 1 1 1 9
MS 2 1 2 2M41 2 1 2 20
MO 5 1 2 3 3 2 1 4 4 32
MT 2 2 1 5
NE 1 2 1 1 6NV 1 2 1 6
NH 0
NJ 1 1
NM 1 1 11 6
NY 1 11 1 11 1 5
NC 1 3 1 1 3 21 1 1 1 1 1 13
ND 1 1 1 2
OH 21 11 11 3 2 1 1 1 21 14
OK 49 2 4 2 5 4 3 5 3 41
OR 1 1 1 1 2 1 6
PA 1 1 21 1 1 3 2 10
PR 1 0
RI 1 0
SC 11 11 2 4
SD I I 11 2 3
TN 21 31 2 11 1 1 2 1 13
TX 71 41 91 4 9 71 111 14 4 8 7 84
UT I I 1 1 2
VT I I I 1 1
VA I 1 1 1 21 1 5
WA 1 1 2
WV I I I 0
WI 1 11 1 31 11 11 21 3 5 1 1 18
WY I 0
APO 1 1
CAN 1 1T-T 1 2
FORI 0
728
TOTAL 761 301 98 441 92 49 74 92 45 751 53 01 728
ACTIVITY REPORT
• November 8, to December 4, 2001
Town Center Activity
Current Previous
Month Month
Number of Contracted Events 90 88
YTD Contracted Sales (room + 122,848.90 1189095.90
incidental rentals
YTD Income from events 89,337.29 83,965.62
Credits (Credits + returned (110862.96) ( 10,543.33)
deposits + tax returns
Outstanding as of 12/04/01 91170.56 11450.00
collection letters sent
Average Income per event 1364.99 11341 .99
Proposals sent 12 16
Contracts sent 16 15
Town Center Activity — General Activity
• Budget Planning • Insurance applications
• Re-Bid — Employee Insurance • A&P Special Meeting
• Video Conference Training, Brad Sheppard • Benchmark planning
and Anne Craft — SWB Datacom Staff mark planning
• Planning — Jr. League of NWA • Regular Staff Mtgs
• Nabholz/Richard Alderman/Cox cable • Risk Assessment design
meeting • Marketing/Sales Brainstorm session — Video
• Wilson/Dale Planning Conferencing
• Calvert/McBride — inventory eval Media contacts — Meetings South, Reunions
• Alderman/Johnson — acoustic solutions mag, Conventions South
meeting Advertising placement — NWA Bride
• Davis/Harriman - Insurance/Employee Magazine and fair
benefits meeting • FTC Policies and Procedures Handbook —
• Glen/copymart — order placement for 2002 final update and distribution (employees)
printing Facility Risk Assessment — Cincinnati
• Scarbrough & Murtishaw, Tommy Lonon Insurance, David Linden
meeting — Accounting transfer
Town Center Activity — Events (67 completed vtd)
• AAHS Hall of Fame • Chancellor's Society • SWB Datacom Training
• Wilson/Brown Reception • Vines/Hagers Reception • Blackwood Martin
• • Veteran's Day Concert • Cisco Training Meeting Holiday Party
• GE Card Svc Training • Campbell 50'" anniv party • Benchmark Holiday Party
• JDRF luncheon • Wilson/Dale Reception • Staffmark Holiday Party
• UA Golf Alumni Reunion • BOF Breakfast
Date JW, Aagount,Name =. Contact,Nama „ =ArLll9 . - Action.MOM
11!7/01 Farmington High School Vickie Nichols Proposal 1
W7101 GE Card Services Robyn Babbitt Contract
• 11/6/01 DolgaslZack Reception Laurie Dolgas Contract
W7101 Wright, Lindsey & Jennings Becky Bien Contract
11!7/01 10/20 Supper Club Marianna Hendrycy Proposal
1177/01 Tau Beta Sigma Mace Springer Proposal '
11/9/01 Tyson Cheryl Colbert-Rodgers Contract
11/9/01 General Mills Angie Hall Contract
•
•
Date; Contact....Name «c,4Actlon_ , i:.c . x. z,,, ; ,: .,::•:? i,-Notes:;a +.;:?.;''z
11/12/01 statknark Holly Davis contract 2002 holiday party
11/13/01 Tonya Standifer contract wedding reception
. 11/16101 Sarah Simmons contract wedding and reception
11/16/01 Airforce ROTC Aletha Edmond proposal *
11/16/01 Jeanne Jensen proposal_ 4 wedding reception
11/15/01 Maxillofacial Surgery Ctr Tonya Shine proposal r 2 day seminar
11/15/01 Cisco Jim Strafus contract re-booked for December
•
•
Dat07MV-'.rrAccount Name.. Contact Name
11/19/01 Procter & Gamble Carolyn Brewer Contract/Proposal d v
11/19/01 Warren Harper Proposal V Date requested unavailable.
• 11/19/01 UALR Sm Bus Dev Ctr Ann Kerksieck ContracUP,roposal q In conjunction w/ Beta-Rubicon Group
1120/01 Bank o1 Fayetteville Fred Shette Contract/Proposal i short meeting on 27th
•
•
Date; Account.Nama ,�t;.,-!,,.K is Contact Name _,yam la' y-s ; Aetlon;„;,g�
12/3/01 Kyle Swope Kyle contract
12/4/01 Turner-Goodson Reception Andy Goodson contract
• 12/4/01 Jennifer McFatter contract
12/4/01 Patsy Campbell Patsy contract
12/3/01 NWA Nursing School Barb Conrad Proposal i
1215/01 Highlands Oncology Group Kristina Rykert Proposal '
•
•
FAYETTEVILLE
THE CIT' OF FAYEWEVILLE. ARKANSAS
CITY ATTORNEY DIVISION
Kit Williams 113 WEST MOUNTAIN, 72701
PHONE: 5018754313
CITY ATTORNEY FAX: 50/87WIS
November 28, 2001
Marilyn Johnson
A & P Commission By FAX: 582-4935
Fayetteville, AR 72701
RE: Updates on HMR collection efforts by City Prosecutor
• Dear Marilyn:
Attached are two memos from the City Prosecutor dated
October 8 and November 15 concerning prosecutions, etc. related to
overdue HMR taxes.
I will try to have a December update for the December "10
meeting.
With kindest regards,
Kit Williams
Fayetteville City Attorney
KW/jh
• Enclosures
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CITY OF FAYETTEVILLE
OFFICE OF THE PROSECUTING ATTORNEY
1
il0 W. ROCK
CLINTON K. JONES `"ten`""' """"6.8377 t
O vNONe: Isot)5164.777
CITY PROSECUTOR Issg51ws76
W. BRANT WARRICK (60II6764775
Is6ry s76•e37s
DEPUTY CITY PROSECUTOR FAX 0 : Isotl s75.8373
TO : Kit Williams
City Attorney - City of Fayetteville
FROM : Clinton K . Jones
Prosecutor - City of Fayetteville
DATE : October 8 , 2001
RE : HMR Tax Collection
• Kit , you wanted the status of the cases involving the
following businesses :
1 . Fat Toney ' s - Mr . Goucher has a trial date of November
28 , 2001 on failure to pay HMR taxes x 2 .
2 . IHOP - Criminal Summons issued to Kathy Lewis . Trial
date is December 51 2001 .
3 . Fat City - A criminal summons is still active for James
Roberts .
ment on
4 Augusta e
27 B2001a There irk did s a pFailure to Appeapear at his lnWarrant
current .
S . Hog city Diner - An agreement was reached with Richard
Bryne . Account to be paid in full by January 31 , 2002 .
6 . Cafe Nibbles - Paid in full September 19 , 2001
7 . Kentucky Fried Chicken , #47 - Criminal Summons has been
issued .
S . Landmark Inn - Criminal Summons has been issued .
• 9 . KJ' a Pizza - Criminal summons has been issued .
0/ Z 30Vd ! fldIU : el 1O - W - AOM � MUSLSIW NUO11V ALIO 311IA3113AV3 30 ALIO : A8 IMS
• °"` '4c CITY OF FAYETTEVILLE
OFFICE OF THE PROSECUTING ATTORNEY
CLINTON K. JONES t10W. RKAN
FArfiT76Ylls7y ARKANSAS 71701
CITY PROSECUTOR PHONE: (307( $75.8777
W. BRANT WARRICK bomo (501( 515.5075
(501) 67sJ774
DEPUTY CITY PROSECUTOR 1501) 3754373
FAX 0 : (551( 5754770
TO : Kit Williams
City Attorney - City of Fayetteville
FROM : Clinton K . Jones
Prosecutor - City of t'ayetteville
DATE : Nov . 15 , 2001
RE : HMR Tax Collection
Status of HMH cases :
• 1 . Corky - Ben Clark served ETAS warrant . Arraignment date
of Nov . 30 , 2001 .
2 . Bog City Diner - Is paying as per agreement .
3 _ Kentucky Pried Chicken - New Owner - to have all forms
and money paid in within 2 weeks .
4 . Landmark inn - J . Curley criminal summons pending . )v
5 . KJFa Pizza - Kenley Johnson served criminal summons on
11 / 1 / 01 .
6 . Schlegel Bagel Cafe - New Owner - taxes paid to State but.
not City . Accountant is filing forms .
7 , Taco Casito - Ms . Underhill paid the returned check of
$ 500 plus lees dud paid the 2 "° installment timely .
• o
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Page 2
Kit Williams / IIMR status
October 8 , 2001
10 . Schlegel Hagei Cafe - Criminal Summons has been issued .
11 . Cafe Santa Fe 6 Cafe Santa Fe East - Criminal Summons
issued for Failure to pay Taxes and violation of City
Order 111 . 03 Selling / Dispensing Alchol . Trial date is
December 19 , 2001 .
12 , Taco CasLto - An Agreement was reached with Marlo
Underhill . She was have account paid in full by December
10 2001 . ( Ms . Underhill ' s check in the amount of $ 500
which represented the first installment was returned from
the bank as " insufficient funds " ) . Hot check charges
have been filed .
• If you have any questions , please call me .
it
•
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• ADVERTISING AND PROMOTION COMMISSION
2001 Schedule of Projected Resources Available
Projection of Year End 2001 and 2002
Amount
2000 Year End Fund Balance $1 ,507,003
2001 Projected HMR Collections $19286,655
Projected Interest Earnings $74,000
Projected Revenue - 2001 $1 ,360,655
Projected Resources Available - 2001 $2,867,658
Expenditures -2001
Operating Budget $1 ,228,072
Bond Debt Service
Transfer - Arts Center Bonds $85,000
Transfer - CEC Bonds (net) $21 ,500
Transfer - Town Center Bonds (net) $341 ,000
• Total Projected Expenditures - 2001 $1 ,675,572
Projected Fund Balance - December 31 , 2001 $1 ,182,086
2002 Projected HMR Collections $1 ,286,655
Projected Interest Earnings $50,000
Projected Revenue - 2002 $1 ,336,655
Bond Debt Service
Transfer - Arts Center Bonds $85,000
Transfer - CEC Bonds (net) $30,000
Transfer - Town Center Bonds $371 ,432
Total Bond Payment Debt Service $486,432
2002 Resources Remaining After Bond Payments $850,223
•
• ADVERTISING AND PROMOTION PROPOSED BUDGET
Budget Item 2001 Budget 2002 Proposed Budge
800 Telephone Number $10,000
Audit Expense $150 $12,000
Brochure Development $46,864 $50,000
Chamber of Commerce Operations Contract $100,000
Salaries and Benefits $77,000
Travel and Meetings $2,500
Car allowance $4,000
Postage $15,000
Professional Fees $5,000
Dues $500
Collection Expense - City of Fayetteville $26,000 $27,400
Convention Support $5,512 $10,000
Public Notification - Advertising Agency Contract $265,311 $250,000
• Town Center Architectural Services $43,063 $0
Town Center Equipment and Furnishings $375,000 fix sound/light plaza
Town Center Operating Expenses $240,740 $0
SSecial Projects $115,432 $149, 106
Unallocated Revenues $247,717
Total Uses $1 ,228,072 $850,223
•
• TOWN CENTER OPERATING BUDGET 2002
Budget Item 2002 Proposed Budget
INCOME
Rental Charges 182 days Q.19/ft x 11 ,150 sq ft
Service Charges $385,567
Parking $779113
$36,000
Total Income $498,680
EXPENSES
Salaries and Bonuses
Commissions $203,000
Utilities $58, 100
Contract Services $96, 180
Repairs and Maintenance $50,000
Materials and Supplies $35,000
Advertising and Promotion $28,800
Insurance $219000
$6,600
• Total Experts, $4989680
•
AGENCY-CLIENT LETTER AGREEMENT
This agreement is made and entered into by and between the Fayetteville Advertising and
Promotion Commission, hereinafter referred to as the "Client", and Sells/Clark, hereinafter
referred to as the "Agency."
Terms and conditions of the Agency's employment, services and compensation are outlined,
hereunder, for the mutual understanding and agreement of the Agency and Client.
The Agency is hereby authorized by the Client to prepare advertising, marketing and public
relations materials as directed by the Client. All services and materials will be prepared under
the terms, conditions, and hourly rates set forth in the Sells/Clark response to the Fayetteville
Advertising and Promotion Commission request for qualifications dated October 31 , 2001 .
Said services may include, but are not limited to, the following:
PART I — SERVICES
A. Account Services
This includes the services of Agency personnel in developing, planning, and
• coordinating a completely integrated program of advertising, marketing, and public
relations and the services of all contact personnel such as the account executive and
other management representatives. Included also are the services of media, traffic,
bookkeeping and clerical personnel.
The agency is compensated for supervision, management, and coordination services at
half the hourly rates as set forth below and/or fees agreed upon in advance by the
Agency and Client.
Account Supervision (Principals) $50 per hour
Account Management (Account Executive) $45 per hour
Account Coordination (Associate Account Executive) $25 per hour
Administrative Support $ 15 per hour
Travel and related expenses will not be billed to the Fayetteville Advertising and
Promotion Commission, unless approved by Client in advance. The Principal or
Account Executive will attend Advertising and Promotion Commission meetings and
special city sponsored events on an as needed basis and will be available for work on
specific projects necessary to the development of advertising programs as directed by
the Client.
B. Creative Services
1 . Art services, including layout, design, photo direction and illustrations, will be
• billed at hourly rates.
• 2. Creative concept and copywriting will be billed at hourly rates.
C. Production Services
1 . Mechanical art, photography, typography, engravings, separations, printing, film,
studio time, talent, music research, and other production costs incurred outside the
Agency purchased on behalf of the Fayetteville Advertising and Promotion
Commission will be billed at Agency cost plus standard 15% agency mark-up.
Where such materials are produced within the Agency, they will be billed at hourly
rates.
2. Broadcast direction will be billed at hourly rates.
3. Production coordination will be billed at hourly rates.
D. Research Services
1 . The Agency, when authorized by the Client, will contract for research services on
behalf of the Client and will bill the Client cost plus standard 15% agency mark-up.
E. Services by Fayetteville or Fayetteville area businesses
Any services not available in-house at Sells/Clark shall be provided by Fayetteville or
Fayetteville area businesses unless Sells/Clark shows to the satisfaction of the Client
• that the utilization of such businesses would be impractical, unfeasible, and/or cost
inefficient.
PART Il — MEDIA/PRODUCTION CHARGES
The financial relationship between the Agency, the Client, and the media/supplier is based on
two fundamental principles:
First, that the Agency shall finance its own service, but not the advertising or its Clients,
and
Second, that the Agency shall not be held by the media/supplier as solely liable for
payment.
Therefore, the Agency will bill the Client for materials and services purchased on Client's
behalf in connection with each project. Client will be billed each month for that month's
services. Payment is due within 30 days except out-of-pocket media/supplier when billed in
advance. The Agency shall make all payments to third parties who are so entitled under the
terms of this agreement. However, the Agency reserves the right to discontinue making such
payments if the Client is in default in any payment to the Agency required by the terms of this
agreement.
•
• A. Agency Placed Advertising
Advertisements placed by the Agency shall be billed at the negotiated rates of the
media. These media, in tum, bill the Agency at the rate less 15% and the difference is
retained by the Agency as commission in lieu of billing for time spent researching,
planning and buying the media.
B. Lower Rates.
If more space or time than contracted for is used, the Agency shall refund to the Client
any excess that may have been paid the Agency in accordance with such refunds made
to the Agency by the media.
E. Failure of the Media
The Agency shall endeavor to the best of the Agency's knowledge and ability to guard
against any loss to the Client through failure of media or supplier's property to execute
their commitments, but the Agency shall not be held responsible for any failure on the
part of the media.
F. Advertising Materials Ownership
Any advertising prepared by the Agency and paid for directly by the Client becomes the
sole property of the Client.
G. Directly Placed Advertising
• Any advertising prepared by the Agency and paid for directly by the Client is
commissionable to the Agency.
H. Prior Client Approval
Drafts of all advertising, marketing and public relations material shall be submitted to
the Client for review at least two weeks before the deadline, when at all possible, for
materials submission for publication and Agency shall receive written confirmation of
acceptance by the Client before costs may be incurred. Written confirmation may be in
the form of a facsimile transmission.
PART III — MISCELLANEOUS CHARGES
A. Client agrees to pay mailing, shipping, telephone, telegram, and publication charges on
its behalf.
B. Should the Agency be called upon to perform any services which are not listed above and
on which a commission is not allowed, the Agency will reach an agreement in advance
with the Client regarding the fee to be charged.
PART IV — GENERAL PROVISIONS
A. Client's Right to Cancel
•
