HomeMy WebLinkAbout2002-02-11 - Agendas - Final MEETING NOTICE
The Advertising and Promotion Commission will meet on Monday, February 11 , 2002 at
2 :00 p.m. at the Town Center Conference room.
AGENDA
ADVERTISING AND PROMOTION COMMISSION
February 11 , 2002 2 :00 p.m. Town Center
I. Call to Order
II. Reports
A. Approval of Minutes for January 14, 2001
B. Financial Report
1 . HMR Revenues
2. Financials - Tom Lonon, Scarbrough and Murtishaw
3. End of the Year Financials from Chamber of Commerce
4. Update from City Attorney on Delinquent Tax Collection Efforts
5. Budget Adjustments from City for 2001
C. Convention and Visitor Activity — Marilyn Johnson
• D. Town Center Report — Denise Bembenek
E. Agency Report — Brian Clark, Sells/Clark, Inc.
III. Old Business
A. Acoustic Solutions for Town Center
IV. New Business
A. Town Center Parking Deck — Sharon Crosson
B. Contract with City to collect HMR tax
V. Other Business
A. Executive Session — for personnel matter (annual review of Marilyn Johnson)
VI. Adjourn
Informational Item — North Little Rock's business permits
•
GROUP: ADVERTISING & PROMOTION COMMISSION
DATE: January 14, 20OZ
PRESENT: Bob Davis, Pat Gazzola, John Gilliam, Ching Mong, Curtis Shipley, Kevin
Santos, and Marilyn Johnson.
ABSENT: Joe Fennel
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 Commissioner Curtis Shipley.
MINUTES
Moved by Gazzola, second by Davis to approve the minutes of the December 10 meeting.
Motion carried.
FINANCIAL REPORT
Marilyn Johnson reviewed the financial report for December. Collections for the month were the
largest ever collected in a month, up 28.84% with total collections of $ 125,971 . This figure
includes $ 14,000 in delinquent collections. Year to date collections total $ 1 ,316,096, a 4.93%
increase. December expenses were $61 ,654, with largest expenditures for Town Center
equipment and furnishings and Town Center operating expenses.
• City attorney Kit Williams presented the report of the City Prosecutor's office regarding
delinquent HMR collection action through his office. Kit will check to see if the restaurants paid
individually for the first two Razorback games. Moved by Gazzola, second by Santos to approve
the financial report. Motion carried. Commissioners requested accountant to be here at the next
meeting to present balance sheet and explain new procedures.
CONVENTION AND VISITOR DEVELOPMENT REPORT
Marilyn Johnson presented the Convention and Visitor Development annual report.
Town Center Activity
Denise Bembenek reviewed activities related to Town Center year end figures — 98 contracted
events and $ 140,688.90 in contracted event sales.
AGENCY REPORT
Brian Clark with Sells/Clark, Inc. presented the 2002 Marketing Report. They have done a
situational analysis, established objectives and 10 specific goals for 2002. Internet marketing
will be targeted and tracked through a splash page on the website which will direct the visitor
and we will know from which publication the inquiry originated. Davis moved, Mong seconded
to approve the 2002 media recommendations. Motion carried.
•
2
• OLD BUSINESS
Additional Acoustical Treatment of Exhibit Hall
When Michael Green of Green Anderson Engineering calculated the acoustical solution for the
Town Center Exhibit Hall, it was much worse than anticipated. Richard Alderman has redrawn
panels to meet acoustical numbers provided by Green. Procedures are being followed to go out
for bids on ceiling cloud and wall panels including installation.
Lights of the Ozarks Funding Request
Marilyn has scheduled a meeting with Connie Edmonston, Parks and Recreation Director, to
discuss new plans for Lights since the Parks Department will be in charge of putting lights up
this year. The request will be held until after that meeting.
NEW BUSINESS
Letter from Off Street Parkin Dg evelopment District
Following discussion of the letter, Curtis Shipley requested that we find cost of a pay-as-you-exit
system. Sharon Crosson will present figures at the next meeting as well as a survey of empty
spaces.
Renew contract with City for Parking Deck leases/maintenance
Moved by Santos, second by Gilliam to renew the contract for parking deck leases and
maintenance with the City. Motion carried.
• Budget adiustments for 2001
Commissioners requested that the budget accounts and fund amounts be presented at the next
meeting.
OTHER BUSINESS
SEC and NCAA Indoor Track Championship
Moved by Gazzola, second by Santos to sponsor the track championship through a premium
package. Motion carried.
There being no further business, the meeting was adjourned.
Respectfully submitted,
Marilyn Johnson
Director
Convention and Visitor Development
•
3
Advertising and Promotion Commission
For month of January 2002
HMR revenues collected $125,718.33
Interest revenue 57112.65
Misc. revenue 0.00
Total Revenues $130,830.98
Collection expense (2,514.37)
CEC Bond Payment ($31 ,526.46)
Town Center Bond Payment (30,952.71 )
Total Expenses ($64.993.54)
Total Check to A&P $652837.44
•
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City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year Department: Date Requested Adjustment p
2001 Division: Advertising a promotion 12/31/2001
• Program:
Project or Item Requested: Project or Item Deleted:
Reallocation of previously approved funding . None .
Justification of this Increase: Justification of this Decrease•.
Some expenses have to be classified Total budget remains the same . This
in particular accounts . The funding adjustment is administrative only .
was budgeted in one account until the
classifications could be determined .
Increase Expense (Decrease Revenue)
_ Account Name _ Amount Account Number Project Number
Office Supplies 1 , 176 2120 9120 5200 00
Insurance veh/Bldgs . 6 , 122 2120 _9120 5312 00
Collection Expense _ _ 322 2120 9120 5333 00
Minor Equipment 1 , 193 2120 9120 5890 00
Decrease Expense (lscrease Revenue)
Account Name Amount Account Number Project Number
Transfer to Chamber 8 , 763 2120 9120 5703 00
Approval Signatures Budget Office Use Only
Requested By Date Type: A B C D E
Budget Manager - Date Date of Approval
Department Director Date Posted to General Ledger
-- - -----'- - .._ . . .._.._..._..__. _............. ....
Admin. Services Director Date Posted to Project Accounting
Mayor Date Entered in Category Log
Blue Copy: Budget & Research / Yellow Copy: Requerier H. IBUDGE7IPROJECTSIBUD ADABA 1001V&P-YRED. WK
7
ACTIVITY REPORT
February, 2002
INQUIRY RESPONSES
Tourist Inquiries
January 2002 — 86 Year to date 2002 — 86
January 2001 — 83 Year to date 2001 — 83
Advertising Responses
January 2002 — 657 Year to date 2002 — 657
January 2001 — 413 Year to date 2001 — 413
Relocation Inquiries
January 2002 — 93 Year to date 2002 — 93
January 2001 — 76 Year to date 2001 — 76
January Total Inquiries
2002 — 836 2001 — 572
Year to Date Total Inquiries
2002 — 836 2001 — 572
• ACTIVITY
Conventions and Meetings — Brumley Gospel Sing
Governor's Community Forum
Coaches Clinic and All-Star Games — Dick Johnson
University Foreign Relations Reunion — Debbie Clark
Associated Builder's and Contractors convention — Larry Nixon
Bus Tours — Kaleo Tours(Glenda Carr)
Texas Travel (Joyce Williams)
Travel Transport Group Travel — Sarah Stone
Tourist Activities — Bikes, Blues, and BBQ
Lights of the Ozarks meeting with Parks and Recreation Department
Ray Dotson — carriage rides ..
U of A Museum — Nancy Simpkins
Mardi Gras parade — A. J. Bellard
Mardi Gras — Dixie Rhyne
0
Relations with Other Tourism — Northwest Arkansas Tourism Association
Rebecca Hubbell — rental of trolleys
• Arts and Crafts Fairs — Tracy (Bentonville A & P)
Arkansas Hospitality Association — Rita Walker
8
• A & M Railroad — Brenda Brown
Main Street Rogers — Marge Wolfe
Betty Sloan, Jonesboro — HMR Tax and Arts funding
Relations with Media — Northwest Arkansas Times progress edition (Jen Long)
NWA Times progress edition (Matt Wagner)
Arkansas Business — Rosemary Britton (Newcomer's Guide)
NWA Times progress edition (Will)
Where to Retire "10 Best College Towns to Retire In" — Mary Ann Vendel
Jack Hill — Little Rock
Town Center Staff/Operations — Set-up of Simple IRA plans
Health Insurance — Joe Hamman
L & M Office — repair furniture and replace 2 conference room chairs
City Water Department — water bill
Campbell Electric — lighting on plaza and ceiling outlets
Synthetic Design — Mark Diehl, repair wall damage
Miscellaneous — Meeting Planner Guide updated & printed
Chamber Chat
Construction and Developer's Meeting
Retail Committee Meeting
• Political Animals
Chamber Membership Luncheon
Tulsa Boat, Sport, and Travel Show
Holly Levy — hotels in Washington and Benton County
Sassafras — Laura Grover
TOP HMR COLLECTIONS
Red Lobster
Chartwell's
Shorty Small 's
Clarion
Jose's
Chili 's
Radisson
Applebee's
Ryan's
A Q Chicken
McDonald's — Joyce
Ozark Brewing Company
Catfish Hole
•
9
Relocation Inquiry 2002 - Chamber
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL
AL 1 1
• AK 0
AZ 1 1
AR 14 14
CA 1 1
CO 2 2
CT 0
DE 0
DC 0
FL 4 4
GA 2 2
HI 0
ID 0
IL 2 2
IN 1 1
IA 2 2
KS 1 1
KY 0
LA 1 1
ME 1 1
MD 1 1
MA 0
MI 1 1
MN 1 1
MS 2 2
MO 7 7
• MT 1 1
NE 1 1
NV 0
NH 0
NJ 0
NM 11 1 1
NY 2 2
NC 0
ND 0
OH 1 1
OK 5 5
OR 0
PA 2 2
PR 0
RI 0
SC 1 1
SD 1 1
TN 4 4
TX 10 10
UT 0
VT 0
VA 11 1
WA 1 1
WV 0
WI 2 2
• WY 1 1
APO 0
CAN 0
FOR 1 1
80
TOTAL 80 0 0 0 0 0 01 01 01 01 01 01 80
/0
RELOCATION 2001
JAN FEB MAR APR MAY JUN JUL AUG SEP OCTNOV DEC TOTAL
AL 0
• AK 0
AZ 0
AR 1 1
CA 4 4
CO 0
CT 0
DE 1 0
DC 0
FL 0
GA 0
HI 0
ID 0
IL 0
IN 0
IA 0
KS 1 1
KY 0
LA 0
ME 0
MD 0
MA 0
MI 0
MN 0
MS 1 1
MO 1 1
• MT 0
NE 0
NV 0
NH 0
NJ 0
NM 0
NY 1 1
NC 0
ND 0
OH 0
OK 1 1
OR 0
PA 0
PR 0
RI 0
SC 0
SD 0
TN 1 1
TX 2 2
UT 0
VT 0
VA 0
WA 0
WV 0
WI 0
• WY 0
APO 0
CAN 0
FOR 0
13
TOTAL 13 0 0 0 0 0 0 0 0 0 0 0 13
• ADVERTISING INQUIRIES - 2002
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL
Tourist
AY 0
BT 0
FC 1 1
H&A 0
ML 147 147
MT 0
MVG 0
NATA 119 119
OK 0
Parade 0
MC/Rosie 0
SL 390 390
SNI 0
ST 0
TA 0
TM 0
USA 0
MN 0
TOTAL 657 0 0 0 0 0 0 0 0 0 0 0 657
• 657
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
/ Z
• Advertising Inquiries Pubs by State - January 2002
AY FC ML MVG NATA MC/Rosie OkT SL SNI MN USA VG TOTAL
AL 18 18
AK 0
AZ 1 4 5
AR 8 8 19 35
CA 1 14 7 22
CO 2 3 5
CT 1 2 3
DE 0
DC 1 1
FL 1 6 19 26
GA 21 21
HI 0
ID 0
IL 25 6 15 46
IN 14 5 5 24
IA 12 4 8 24
KS 5 2 6 13
KY 6 7 13
LA 3 24 27
ME 1 1 2
MD 1 2 3 6
MA 2 1 3
MI 11 6 5 22
MN 13 4 1 18
MS 1 1 20 22
• MO 3 6 23 32
MT 1 1
NE 8 1 9
NV 1 1 2
NH 0
NJ 5 5
NM 1 2 3
NY 2 4 4 10
NC 1 13 14
NO 1 1 2
OH 8 2 5 15
OK 3 5 24 32
OR 2 1 3
PA 2 2 11 15
RI 0
SC 1 6 7
SO 3 3 6
TN 6 2 18 26
TX 1 2 13 63 79
UT 0
VT 0
VA 1 2 12 15
WA 1 1
WV 5 5
WI 8 6 3 17
WY 0
APO 0
CAN 0
• FOR 2 2
TOTAL 0 1 147 0 119 0 0 390 0 0 0 0 657
13
• Monthly Advertising Inquiries by State - 2002
JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL
AL 18 18
AK 0
AZ 5 5
AR 35 35
CA 22 22
CO 5 5
CT 3 3
DE 0
DC 1 1
FL 26 26
GA 21 21
HI 0
ID 0
IL 46 46
IN 24 24
IA 24 24
KS 13 13
KY 13 13
LA 27 27
ME 2 2
MD 6 6
MA 3 3
MI 22 22
MN 18 18
MS 22 22
MO 32 32
• MT 1 1
NE 9 9
NV 2 2
NH 0
NJ 5 5
NM 3 3
NY 10 10
NC 14 14
ND 2 2
OH 15 15
OK 32 32
OR 3 3
PA 15 15
RI 0
Sc 7 7
SD 6 6
TN 26 26
TX 79 79
UT 0
VT 0
VA 15 15
WA 1 1
WV 5 5
WI 17 17
WY 0
APO 0
CAN 0
FOR 2 2
• TOTAL 657 0 0 0 0 0 0 0 0 0 0 0 0 657
Tourists Inquiry 2002 - Chamber
JAN FEB MAR APR MAY JUN JUL AUG SEP OC NOV DEC TOTAL
AL 0
AK
• AZ 1 1
AR 11 11
CA 4 _ 4
CO 1 1
CT 0
DE 0
DC _
FL 1 1
GA 1 1
HI 0
ID 0
IL 1 1
IN 0
IA 1 1
KS 2 2
KY 0
LA 0
ME 0
MD 0
MA 0
MI 1 1
MN 0
MS 0
MO 2 2
MT
• NE 2 2
NV
NH 0
NJ 0
NM 0
NY 1 1
NC 0
ND 0
OH 1 _ 1
OK 3 3
OR 0
PA 0
PR
RI
Sc 1 1
SD
TN 0
TX 2 2
UT 1 1
VT
VA _ 0
WA 0
WV
WI 0
WY 0
• APO
CAN 0
FOR 0
37 01 01 01 01 01 01 0 0 0 37
15
TOURIST INQUIRIES 2002
JAN FEB MAR JAPR MAY IJUN JUL AUG SEP OCT NOV DEC TOTAL
AL 0
AK 0
• AZ 0
AR 5 5
CA 5 5
CO 0
CT 0
DE 0
DC 0
FL 3 3
GA 0
HI 0
ID 0
IL 4 4
IN 4 4
IA 1 _ 1
KS 3 3
KY 0
LA 2 2
ME 0
MD 0
MA 0
MI 1 1
MN 1 1
MS 1 1
MO 2 2
MT 0
• NE 0
NV 0
NH 0
NJ 0
NM 0
NY 1 1
NC 0
ND 0
OH 2 2
OK 3 3
OR 1 1
PA 1 1
PR 0
RI 0
Sc 1 1
SD 0
TN 1 1
TX 5 5
UT 0
VT 0
VA 0
WA 1 1
WV 0
WI 1 1
WY 0
• APO 0
CAN 0
FOR0
$00 0 049 00 0 0 01 01 01 0 49
FAYETTEVILLE TOWN CENTER
ACTIVITY REPORT — January 1 , 2002 to January 31 , 2002
}�f, OWN, Previous Month Current Month YTD
Number of_Contracts frornl11 /02 P :lemss r t }<=i 45 45
Num64i from1/1/02 -NOW-zt 9 9
Contracted dli s from 1/1 /027' -Ar '< a" = 74,523.97 74,523.97
Collection wiffon axatile ° Z r i'. f �,,zw�w 11 ,455.75 11 ,455.75
50.00 50.00
Collections="Taxes, s > ' _ t-tea" 4.06 4.06
Cre �N �� .a 1� � ,Nj' 00.00 00.00
11656.09 1 ,656.09
Avera " a Income er,event' char' es%contacts „
t N y�,c ^gra;v-s4c
Proposals sent -
38 38
Contracts sent . 13 13
General Activity
• Employee Retirement, bids - Edward Jones and First National Bank
NWA Bride Fair — vendor, magazine contributor
• Acme Janitor Service — local paper and cleaning supplier
• SWB Datacom, Brad Sheppard — consolidating phone, video conf and internet services — one point of
contact.
• Chamber of Commerce reception for Marilyn Johnson
• Photos for Active Years magazine
• Walker Brothers ' Insurance, Joe Harriman — employee benefits administration
• A&P Commission Meeting
• Edward Jones Investments, Amy Knight — Retirement orientation and enrollment
• Proctor and Gamble, tour for Administrative Assistants
• Amex — application
• Exchange Club — speaker
• FTC Inventory
• Superior Linen, Terry DuBois — review contract and service. Credit given for overcharges
• Cox Cable — working with Campbell Electric for installation
• Richard Alderman — final walk-thru pending release of retainer
• Becky Bull, LeAnne Bull — planning
• Staff planning session for potential Children's ticketed event
• PBS, Kraft Brother's booking, Cox Communications for potential children's ticketed event
• Follow up with Synthetic Designs, City of Fayettteville re: stucco damage on building from trash truck
• Bob Beumer — UA Women's Athletic Dept info re: alcohol service
• The Event Group, Shellie Morrison — planning session for potential Women's Show — 2003
• Acoustic Bids — legal notice placed , faxed info and bid forms to local providers,
Uark bowl, Nedra Forest — tour
• Employee orientation for medical , dental, group life insurance.
• Sharon Crosson — Parking solutions
/ 7
Fayetteville Town Center
Activity Report, January 2002
Page 2
Onts
• Ho/Swope Reception
• Bowen/Fundyk Reception
• Proctor & Gamble Business Meeting
• Sarah Simmons Reception
• Sarah Arnold Reception
• Lewis Automotive Group board meeting
• BetaRubison Investment Seminar
• White Wedding Reception
• Task Force on Methamphetamine
•
•
/8
I \IjC r
idmn
Date - Account Name ` i_ ,;...'..i ' Contact Name .,¢ ; ; ' a,IActlon ;• ,�' ;; ,,+"ax, . � . Notes v',�-ivi;.;;, `;,a�;„; ;�
1/7/02 Taunya McLarty Proposal Wedding
Jennifer Foster Proposal Wedding
Shawn Kesner Proposal Wedding
• Jamie Pickard Proposal Wedding
Cassady Craig Proposal Wedding
Ark Support Network Diana Fisher Proposal Luncheon
Jennifer Stell Proposal Wedding
UA Grad School Karla Clark Proposal Mixers
Necia Priddy Proposal Wedding
Michelle DeWitt Proposal Wedding
Sarah Carrell Proposal Wedding
Zeta Tau Alpha Sorority Leah Higgs Proposal Winter Formal
Delta Sigma Theta Carolyn Scott Proposal Banquet
Tyson Cheryl Cancel Shareholder banquet
Shiloh Christian Julie Roetzill Proposal Prom
Ozark Adventist Academy Ron Phipps Proposal Prom
UA Inteior Design Dept Jennifer Webb Proposal Reception
Lewis Automotive Group Tom Lewis Contract Jan 18 quarterly meeting
Sen Hutchins Campaign Jonelle Fulmer Proposal May 17th fundraiser
1/10/02 Gina Rust Quote Sept 14 wedding recp.
State Farm Liz Jarvis Proposal Banquet-Jan 26
Wedding—didn't have the date she needed, but she is
Kim Story Quote checking alternative dates.
Ark Realtors Assoc. Miki Bass Follow up LMTC re: Oct 3&4 dates.
The Event Group Shellie Proposal Wail list for Nov 9, '02.
Coldwell Banker Faucette Joanie-Stell Proposal Feb 21 , '02 Banquet
Michelle Ferguson Contrail Feb 15, welcome home party for husband
Stephanie Litzinger Proposal Oct 6, '02 Wedding Recp.
Heather Milholland Cancel May 25th tent.
1/11/O2
• 1/21/02 Zeta Tau Alpha Sorority Leah Higgs Contract Feb 9, '02
White Wedding Holly Smith Contract - 26-Jan
Caroline Laney Proposal
Lisa Copely reception Proposal
Christine Yeager Proposal
Rep. Jan Judy Breakfast Marilyn Johnson Contract
P & G Julia Mills Contrail Holiday party Dec 13, '02
Jeff Woody Proposal Wedding Reception
Poole/Schaap Recetion Janet Pool Proposal Wedding Reception
Shiloh Christian Julie Roetzill Contract 10-May
Tonya Standifer CXL
Della Sigma Theta Carolyn Scott Contract
UA Military Reunion Debbie Clark Hold
1/28/02 SCJohnson Wax Diego Palmieri Hold April event
Gerry Todd Proposal Daughter Laura's wedding reception
Jeff Woody Contract -
Sarah Carrell Contract signed, deposit given
Lisa Hall Proposal appt on Jan 29
Alpha Phi Frat Sherman Mull Proposal Feb 14.
Schmeiding Produce Teresa Moore Quote Holiday Party, Nov 30
Junior Cottillion, Inc. Pam Jones Proposal Still working on dates
Mental Health Prof. Ron Freeman Proposal May 3rd
Amy Trung Proposal Wedding Reception
Use Hall CXL
Cecelia Gaucin Proposal Wedding
SCJohnson Wax Diego Palmieri Contract +
American Cancer Society Susan Foley Proposal Feb 26 luncheon, appt on Feb 1
Christon Price Proposal Wedding, appt on Feb 1st
• Fayetteville Public Schools Glenda Quote appreciation luncheon
UA Museum Nancy Simkins Quote
Debbie Akers Proposal
Caroline Laney Contract ' Wedding Reception
/9
UA Interior Design DeptContract, 11 -May
Hospice Fundraiser Donna Hamilton Proposal
Chaney Sukthary I lQuote
The Event Group lbnttney lProposal Metro Area Realtors Holliday
•
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ao
Jan 29 02 10 : 28a _ p _ 10
DOCUMENT 00400
FAYETTEVILLE TOWN CENTER BID FORM
• ACOUSTICAL PANELS
FAYETEVILLE, ARKANSAS
JOB #95059
Proposal of Built-Well Construction company
(hereinafter called "Bidder "): (Strike Out Following Inapplicable Items)
1 . Ani Arkansas
Corporation,
(State)
Z . A , or
3 . An � Otal9cxs:
To: Ms. Marilyn Johnson
Executive Director, Convention & Visitors Bureau
Fayetteville Town Center
Fayetteville, Arkansas
• Gentlemen:
Bidder, in compliance with bid solicitation and the Bid Packet for Acoustical Panels in the
Fayetteville Town Center and having carefully examined the plans and specifications with related
documents and the site of the proposed Work, and being familiar with all conditions surrounding
proposed project, including availability of materials and labor, hereby proposes to furnish Labor,
materials, and supplies, and complete the project in accordance with Contract Documents , within time
quoted therein, and at prices stated below. Prices are to cover all expenses incurred in performing
Work required under the Contract Documents, of which this proposal is a part.
BASE BID: Bidder agrees to perform all Work described in the Project Manual and shown on the
Drawings for the sum of:
g 77 , 800 . 00
(dollar amount is to be shown Numerically
TIME BID: Bidder agrees to perform all Work described in the Project Manual and shown on the
Drawings for the Base Bid as stated above and within the following number of days after award of the
work:
65
• (time is to be shown Numerically) Days
Fayetteville Town Center - Job#95059
00400 - Bid Form
Jan 29 02 10 : 29a p . 11
• Bidder understands and agrees that Owner reserves the right to reject any and/or all bids , for any
reason. Bidder agrees bid shall be good and may not be withdrawn for period of forty-five (45) days
after scheduled closing time for receiving bids.
Bidder understands and agrees that upon receipt of written notice of acceptance of bid, Bidder will
execute a formal Purchase Order with the Owner and will within ten ( 10) days deliver copies of the
Performance & Payment Bond and copies of Insurance Requirements as required in the Bid
Documents . Bid security attached in amount of 5 % of base bid is to become property of Owner in
event the bonds and insurance policies are not executed as stated above. The bidder will then
commence work within fifteen ( 15) days of completion of the Purchase Order and delivery of the
Bonds and Insurance Requirements and will complete the workfully in the number of days bid above.
,
Should the undersigned fail to fully complete the work within the time bid abovethe Bidder shall pay
the owner as fixed, agreed and liquidated damages and not as a penalty, the sum t One Hundred
Dollars ($ 100.00) a day for each and every calendar day of delay until the work o completed and
accepted by the Owner.
Date: 02 /04 /02 By:
(Signature)
Ark. License No. 0003401002 / President
(Title)
P . O. Box 1216
(Business Address)
Bentonville , AR 72712
(Seal - If bid is by a Corporation)
END OF DOCUMENT 00400
Fayetteville Town Center - Jobfl95059 00400 - Bid Form
as
DOCUMENT 00400
BID FORM
FAYETTEVILLE TOWN CENTER
• ACOUSTICAL PANELS
FAYETEVILLE, ARKANSAS
JOB #95059
Proposal of Snrinadale Acoustics , Inc .
(hereinafter called " Bidder") : (Strike Out Following Inapplicable Items)
1 . An Arkansas Corporation,
(State)
2. A Partnership, or
3 . An Individual doing business as :
To : Ms . Marilyn Johnson
Executive Director, Convention & Visitors Bureau
Fayetteville Town Center
Fayetteville, Arkansas
Gentlemen:
• Bidder, in compliance with bid solicitation and the Bid Packet for Acoustical Panels in the
Fayetteville Town Center and having carefully examined the plans and specifications with related
documents and the site of the proposed Work, and being familiar with all conditions surrounding
proposed project, including availability of materials and labor, hereby proposes to furnish labor,
materials , and supplies, and complete the project in accordance with Contract Documents , within time
quoted therein, and at prices stated below . Prices are to cover all expenses incurred in performing
Work required under the Contract Documents , of which this proposal is a part.
BASE BID: Bidder agrees to perform all Work described in the Project Manual and shown on the
Drawings for the sum of:
$ Seventy-nine Thousand Six Hundred Twenty Dollars ($79 , 620 . 00 )
(dollar amount is to be shown Numerically
TIME BID: Bidder agrees to perform all Work described in the Project Manual and shown on the
Drawings for the Base Bid as stated above and within the following number of days after award of the
work:
70 (Seventy) Calendar Days from approval of shop drawings . Days
• (time is to be shown Numerically)
Fayetteville Town Center — Job#95059 00400 - Bid Form
o23
Bidder understands and agrees that Owner reserves the right to reject any and/or all bids , for any
• reason. Bidder agrees bid shall be good and may not be withdrawn for period of forty-five (45) days
after scheduled closing time for receiving bids .
Bidder understands and agrees that upon receipt of written notice of acceptance of bid, Bidder will
execute a formal Purchase Order with the Owner and will within ten ( 10) days deliver copies of the
Performance & Payment Bond and copies of Insurance Requirements as required in the Bid
Documents . Bid security attached in amount of 5 % of base bid is to become property of Owner in
event the bonds and insurance policies are not executed as stated above . The bidder will then
commence work within fifteen ( 15) days of completion of the Purchase Order and delivery of the
Bonds and Insurance Requirements and will complete the work fully in the number of days bid above .
Should the undersigned fail to fully complete the work within the time bid above, the Bidder shall pay
the owner as fixed, agreed and liquidated damages and not as a penalty , the sum of One Hundred
Dollars ($ 100.00) a day for each and every calendar day of delay until the work is completed and
accepted by the Owner.
Date: 2-5-02 By ;
- Lk .4 if Q� A 7A
• (St nature)
Ark. License No . 0039550602 vice President
(Title)
1939 Commerce Park Drive
(Business Address)
Springdale , AR 72764
.(Seal - If bid is by--a Corporation)
• END OF DOCUMENT 00400
Fayetteville Town Center - Job#95059 00400 - Bid Form
a�
' Jan 29 02 11 : 35a
DOCUMENT 00400
BID FORM
FAYETTEVILLE TOWN CENTER
• ACOUSTICAL PANELS
FAYETEVILLE, ARKANSAS
JOB #95059
Proposal of Commrcial Drywall and Acoustical , Inc .
(hereinafter called "Bidder") : (Strike Out Following Inapplicable Items)
1 . An Arkansas Corporation,
(State)
2 . A Partnership, or
3 . An Individual doing business as:
To : Ms. Marilyn Johnson
Executive Director, Convention & Visitors Bureau
Fayetteville Town Center
Fayetteville, Arkansas
Gentlemen:
• Bidder, in compliance with bid solicitation and the Bid Packet for Acoustical Panels in the
Fayetteville Town Center and having carefully examined the plans and specifications with related
documents and the site of the proposed Work, and being familiar with all conditions surrounding
proposed project, including availability of materials and labor, hereby proposes to furnish labor,
materials, and supplies, and complete the project in accordance with Contract Documents, within time
quoted therein, and at prices stated below. Prices are to cover all expenses incurred in performing
Work required under the Contract Documents, of which this proposal is a part.
BASE BID: Bidder agrees to perform all Work described in the Project Manual and shown on the
Drawings for the sum of:
$ 102 , 219 . 00
(dollar amount is to be shown Numerically
TIME BID: Bidder agrees to perform all Work described in the Project Manual and shown on the
Drawings for the Base Bid as stated above and within the following number of days after award of the
work:
Approx . 6 weeks delivery - 5 weeks install Days
(time is to be shown Numerically)
• Fayetteville Town Center - Job#95059 00400 - Bid Form
... ........ ... ... ... . - . _ . . . . .. .... . . ......- --- - - __�� - - ---. . .. .. 5
Bidder understands and agrees that Owner reserves the right to reject any and/or all bids, for any
reason. Bidder agrees bid shall be good and may not be withdrawn for period of forty-five (45) days
• after scheduled closing time for receiving bids.
Bidder understands and agrees that upon receipt of written notice of acceptance of bid, Bidder will
execute a formal Purchase Order with the Owner and will within ten (10) days deliver copies of the
Performance & Payment Bond and copies of Insurance Requirements as required in the Bid
Documents. Bid security attached in amount of 5 % of base bid is to become property of Owner in
event the bonds and insurance policies are not executed as stated above. The bidder will then
commence work within fifteen (15) days of completion of the Purchase Order and delivery of the
Bonds and Insurance Requirements and will complete the work fully in the number of days bid above.
Should the undersigned fail to fully complete the work within the time bid above, the Bidder shall pay
the owner as fixed, agreed and liquidated damages and not as a penalty, the sum of One Hundred
Dollars ($ 100.00) a day for each and every calendar day of delay until the work is completed and
accepted by the Owner.
Date: 02-06-2002
(Signator
• Ark. License No. 0008301102
(Title)
PO Box 23396 Barling AR 72923
(Business Address)
(Seal - ff bid i£ by a Corporation)
END OF DOCUMENT 00400
• Fayetteville Town Center - Job#95059 00400 - Bid Form
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• AGREEMENT
This Agreement, made and entered into this day of 2002,
by and between the City of Fayetteville, Arkansas, a municipal corporation, hereinafter called
the City, and the Fayetteville Advertising and Promotion (A&P) Commission, 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 agreement shall remain in full force and effect for an initial term of three
years from the above date. Upon completion of the initial tern, the needs of the
parties shall be re-evaluated.
2. The Commission shall agree to pay 2% of the A & P portion of the Hotel, Motel,
Restaurant (HMR) taxes collected by the City in consideration of the following
duties and obligations to be performed by the City
• a. Provide reporting forms and handle all communications with the tax remitters
concerning the HMR tax .
b. Receive tax reports and remittances from the tax remitters.
c. Check tax reports for accuracy and timely reporting.
d. Invoice tax remitters for underpaid taxes and/or penalties and interest if
applicable.
e. Perform collection efforts in accordance with established procedures as
described in Appendix A.
f. Disburse funds to Bond Trustees for debt service on outstanding bonds
supported by the Commission's portion of the HMR taxes.
g. Provide a monthly accounting of all revenues collected for the previous
month and remit the collections less the bond payments and collection fees
to the A & P Commission by the 15`h of the month.
h. Invest funds not needed for immediate expenditures as part of the City's
pooled investments and allocate interest on the basis of percentage of
• ownership in the pool.
3 . Neither party may assign any of its rights or obligations under this agreement,
without the express written consent of the other.
4. The parties agree and understand that this Agreement is exclusive of any and all
other agreements, and that it in no way alters, amends or abridges any rights,
obligations or duties of the parties contained in such agreements.
5 . A waiver by either party of any of the terms or conditions herein shall be limited
to that particular instance, and shall not be construed as a general waiver of any
other breaches by either party.
6. This Agreement constitutes the entire understanding of the parties, and no
modification or variation of the terms of this agreement shall be valid unless
made in writing and signed by the duly authorized agents of the City and the
Commission.
IN WITNESS WHEREOF, the City and the Commission have executed this
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:
ATTEST:
• By.
• City of Fayetteville
A& P Commission Agreement
Appendix A
HMR Collection Procedures
At the end of each month, after balancing collections with General Ledger accounts:
Analyze listing of payments received for the year to determine which establishments are
delinquent.
Send letters to all establishments that are two months or more delinquent in their HMR
remittances. A second notice is sent at three months.
Prepare a list of all establishments that are four months or more delinquent. Indicate on the
list if the delinquent establishment also has an alcoholic beverage permit. If an establishment
has a private club or an on premises consumption permit, also indicate if they are delinquent
in their supplement beverage tax payments. A notice is sent advising establishment of the
• date delinquent taxes must be paid to avoid formal collection efforts. Discuss the list with
the Accounting Coordinator to determine the next step to be taken to collect the delinquent
taxes.
For establishments that do not have an alcoholic beverage permit, the Prosecuting
Attorney may be contacted about filing charges.
For establishments that have an alcoholic beverage permit, either the Prosecuting
Attorney or the Alcoholic Beverage Control may be contacted to request their
assistance.
•