HomeMy WebLinkAbout2002-11-11 - Agendas - Final .,w r
• MEETING NOTICE
The Advertising and Promotion Commission will meet on Monday, November 11 , 2002
at 2:00 p.m. at the Town Center Conference room.
AGENDA
ADVERTISING AND PROMOTION COMMISSION
November 11 , 2002 2 :00 p.m. Town Center
I. Call to Order •
II. Reports
A. Approval of Minutes for October 14, 2002
B. Financial Report
1 . HMR Revenues
2. Financials - Tom Lonon, Scarbrough and Murtishaw
3. Update from City Attorney on Delinquent Tax Collection Efforts
C. Director's Report — Marilyn Johnsonn�lrrwnf 3
D. Convention and Visitor Activity — Allyson Twiggs
E. Town Center Activity Report — Denise Bembenek
• F. Agency Report — Brian Clark, Sells/Clark, Inc.
11I. Old Business
A. Alcohol Service Lease and Contract
B. Set date for Special Project presentations ow . 2 — ,2 : av pow ,
IV. New Business
A. Proposed 2003 budgets
V. Announcements
VI. Adjourn
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GROUP: ADVERTISING & PROMOTION COMMISSION
• DATE: October 11 , 2002
PRESENT: Bob Davis, Joe Fennel, Pat Gazzola, Ching Mong, Kevin Santos, Curtis Shipley,
and Marilyn Johnson.
ABSENT: John Gilliam
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 Shipley, second by Davis to approve the minutes of the September 9, 2002 meeting.
Motion carried.
FINANCIAL REPORT
Tom Lotion reviewed the financials for the Town Center and the A & P Commission for August
and September. Shipley moved to approve financials, second by Gazzola. Motion carried.
Marilyn reported that total collections for September $ 131 ,412,37 a 13.52% increase.
• Kit Williams reported that $6,948.37 was collected in September. A total of $94,467. 19 was
collected in the last ten months.
DIRECTOR'S REPORT
Marilyn Johnson reviewed activities for the month of September. A photo shoot with Arkansas
Department of Parks and Tourism was successfully completed. Marilyn is working with
Hometown Directory to have David Miller Lights of the Ozarks painting on the cover of the
2003 book. She met with Nancy Smith of the City regarding new city auditors and procedures.
Joyce Wood was hired to man the Airport Information Booth. She and Allyson spoke to the
University Tourism class.
CONVENTION AND VISITORS BUREAU REPORT
Allyson Twiggs reviewed CVB activities for conventions, group tours, relations with local
tourism providers, corporate and University business. A copy of her report is in the September
agenda. We have received All-Star Games and Coach's Clinic for the next five years. A CVB
Advisory Committee meeting has been set.
TOWN CENTER REPORT
Denise Bembenek reviewed the Town Center annual report to the city council. Commissioners
asked that Richard Alderman put manufacturers and installers on notice that the HVAC remains
a warranty issue. Town Center has 17 events in 15 days to close out October. Every weekend
from Thanksgiving through Christmas is booked.
•
2
AGENCY REPORT
• Brian Clark with Sells/Clark, Inc reminded Commissioners that HMR collections are up 16%.
They are working with updating the fall photos. The website is getting phenomenal traffic. A
pop-up page has been added to track traffic. Brian distributed the October 14 issue of Business
Week. In the article, "Pockets of Prosperity", Fayetteville is listed as one of the Dazzling Dozen.
Lights of the Ozarks placement has been finalized and placed.
OLD BUSINESS
Amendment 3 — Removing the tax on food and medicine
Marilyn explained the effect that this tax will have on state and local funding. The HMR tax
could be in jeopardy by as much as 90%. Moved by Shipley, second by Mong that the A & P
Commission oppose the passage of Amendment 3 because of its detrimental effects.
Alcohol Service Lease and Contract
Denise presented proposed contract. Subcommittee met and some changes in language were
suggested. The A & P will review rates of local providers to determine mean pricing for alcohol.
Denise will incorporate changes for Commission approval in November.
NEW BUSINESS
Contract with City to maintain Plaza Gardens
Moved by Shipley, second by Mong to approve five-year contract at the same rate. Motion
carried.
• Date for Funding Requests presentations
October 29 at 1 :00 p.m. was scheduled as date for presentations to A & P Commission acting as
a Committee of the Whole.
Allocation for capital expenditures
Marilyn requested that the Commission approve $24,400 for the following: Glass for conference
table, artificial plants for lobby, a reach-in refrigerator, a safe, bistro tables, a walk-in cooler, a
range top grill, laminator, and a dumpster cart. Moved by Shipley, second by Mong to approve
the request. Motion carried.
ANNOUNCEMENTS
Resignation of John Gilliam
Commissioners were informed that John Gilliam had expressed that he would be unable to
complete his term on the A & P Commission. The vacancy will be advertised.
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 October 2002
HMR revenues collected $ 126,802.28
Interest revenue 31263.33
Town Center Excess 21929. 14
CEC Bond Excess 203,473.87
Misc. revenue 0.00
Total Revenues $3369468.62
Collection expense -$29536.05
Propterty Insurance -$8,848.62
CEC Bond Payment -31 ,381 .67
Town Center Bond Payment -31 , 131 .88
Total Expenses -$73,898.22
Total Check to A&P $2629570.40
•
•
4
City of Fayetteville, Arkansas
Monthly HMR Tax Collections 2000-2002
• 2000 2001 2001 2002 2002
Total Total Change Over Total Change Over
HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year
January $ 100,334 $ 98,397 -1.93% $ 125,718 27.76%
February 91,330 95,810 4.91% 113,207 18.16%
March 102,971 104,748 1.73% 118,209 12.85%
April 108,747 107,624 -1.03% 126,006 17.07%
May 107,975 103,545 -4.10% 115,354 11.40%
June 107,963 106,217 -1.62% 128,998 21.44%
July 103,894 109,223 5.13% 128,607 17.75%
August 105,417 112,743 6.95% 119,426 5.92%
September 104,980 115,765 10.27% 131,412 13.52%
October 105,820 115,771 9.40% 126,802 9.53%
November 117,106 120,282 2.71%
December 97,771 125,971 * 28.84%
• Total 1,254,310 $ 1,316,096 4.93% $ 11233,740 14.38%
•
* Additional collections from caterers, concession stands, take-out locations, etc. for this month: $9,952.26
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5
• DIRECTOR'S REPORT
October, 2002
INQUIRY RESPONSES
Advertising Responses
October 2002 — 1499 Year to date 2002 — 20084
October 2001 — 2038 Year to date 2001 — 26723
Tourist Inquiries
October 2002 — 142 Year to date 2002 — 1474
October 2001 — 81 Year to date 2001 — 967
Relocation Inquiries
October 2002 — 57 Year to date 2002 — 687
October 2001 — 75 Year to date 2001 — 675
September Total Inquiries
2002 — 1698 2001 — 2194
Year to Date Total Inquiries
2002 — 22245 2001 — 28365
•
OCTOBER ACTIVITY
Conventions and Meetings — Upland Oak Ecology seminar
Brumley Gospel Sing — meeting with Bob Brumley, Duane Garren, Sharon
Arkansas USSSA Don Glass Classic Challenge of Champions
Tourist Activities — America in Bloom
Bikes, Blues, and BBQ
BBBQ — Neal Crawford (celebration party)
Lights of the Ozarks/Chamber committee
Lights of the Ozarks — Terry Gulley
Light of the Ozarks — Prairie Grove Enhancement Society
Light of the Ozarks workday
Lights of the Ozarks — David Miller painting, Arte Bella
Fayetteville High School Homecoming
First Night — David Williams
Veteran's Day parade — Paul Bixby
•
• Relations with Other Tourism — Northwest Arkansas Tourism
Tour of Carnall Hall
Montreal Mosaics — Alex Pearl
Botanical Garden Society of the Ozarks — Ron Troutman
Men's Athletics — Josh Hester, recruitment brochure
Relations with Media — At Home in Arkansas, Elizabeth Hammond
Active Years, Heather DeLone
Meetings South — article
Thoma, Thoma, Thoma — Little Rock
Channel 24/51 — Lucas Romine (Amendment 3)
Channel 24/51 — Leslie Wright (America In Bloom)
Brian Cochran — Little Rock (brochure for church)
Morning News - Sarah, Daytripping editor
Lisa Smith, Publishing Concepts — Arkansas State Board of Nursing magazine,
ASBN Update
A & P Operations — Special Projects Funding Requests
Meeting with Marsha Farthing re: CEC final bond payments & University
CVB Operations — 90 day reviews
CVB Advisory Committee
• Town Center Operations — Budget Session
Employee Reviews
Miscellaneous — Construction and Developers Committee (C of C)
Fulbright Statue dedication at University
PACNWA meeting with Jimmie Lou Fisher
Chamber of Commerce Membership Luncheon
Amendment 3 Press Conference
Siloam Springs Chamber of Commerce retreat — Paul Joseph
•
• Monthly Advertising Inquiries by State - 2002
JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL
AL 18 16 14 19 29 46 13 19 25 17 216
AK 3 1 1 2 7
AZ 5 5 7 8 7 6 2 3 11 6 60
AR 35 41 610 136 196 120 40 43 421 161 1803
CA 22 15 28 65 53 28 19 12 24 15 281
CO 5 3 11 15 15 14 12 6 9 6 96
CT 3 1 6 9' 6 3 4 1 2 2 37
DE 4 2 1 4 3 14
DC 1 1 2 1 5
FL 26 29 25 41 46 181 30 32 58 27 495
GA 21 18 19 15 40 63 18 17 17 9 237
HI 2 3 2 1 2 1 1 12
ID 1 2 3 1 1 1 1 10
IL 46 37 299 376 463 300 103 39 319 202 2184
IN 24 15 77 194 209 168 57 21 184 101 1050
IA 24 17 119 166 100 69 38 18 151 68 770
KS 13 10 158 155 67 77 22 22 107 43 674
KY 13 13 25 24 38 54 23 16 24 9 239
LA 27 33 105 29 67 86 31 34 91 25 528
ME 2 1 2 2 3 10
MD 6 7 3 7 12 16 11 7 8 4 81
MA 3 1 4 7 5 4 1 2 5 32
MI 22 16 73 450 165 211 66 21 225 168 1417
MN 18 14 77 268 95 115 30 13 60 90 780
MS 22 23 38 22 25 63 12 28 72 9 314
MO 32 30 622 530 142 109 43 33 387 125 2053
• MT 1 1 1 1 1 1 6
NE 9 2 35 31 54 41 14 8 21 14 229
NV 2 2 2 7 1 2 1 3 1 21
NH 1 4 5 8 1 3 2 24
NJ 5 2 3 26 20 8 8 1 6 6 85
NM 3 6 2 3 4 2 1 3 24
NY 10 7 14 45 30 14 16 10 17 10 173
NC 14 11 22 25 26 60 15 11 29 3 216
NO 2 2 5 2 9 8 3 3 3 9 46
OH 15 14 55 253 216 202 62 15 125 125 1082
OK 32 33 254 71 138 101 29 23 193 24 898
OR 3 6 4 7 5 3 5 33
PA 15 7 11 30 29 22 20 12 8 12 166
RI 2 1 1 1 2 7
Sc 7 15 11 1 13 43 11 9 13 5 128
SO 6 1 8 8 16 20 5 3 11 7 85
TN 26 21 96 11 56 71 25 34 81 20 441
TX 79 56 385 46 181 218 83 95 345 60 1548
UT 2 124 3 2 1 132
VT 8 1 1 10
VA 15 14 6 2 23 20 14 8 23 6 131
WA 1 5 5 15 7 5 5 3 7 53
WV 5 1 1 12 3 4 5 4 2 5 42
WI 17 17 97 11 202 169 64 24 151 82 834
WY 3 196 4 2 1 3 209
APO 1 1 1 1 2 6
CAN 8 4 3 1 1 1 18
FOR 2 1 2 3 6 14 3 1 32
• TOTAL 657 563 3355 3497 2846 2785 974 655 3253 1499 0 0 0 20084
8
• Advertising Inquiries Pubs by State - October 2002
AB AY FC ML MVG NATA MC/Rosie MG OkT SL SNI MN Parad( USA VG TOTAL
AL 1 2 13 1 17
AK 0
AZ 3 1 1 1 6
AR 81 4 7 5 2 5 57 161
CA 5 4 3 2 1 15
CO 1 3 1 1 6
CT 2 2
DE 0
DC 0
FL 1 2 4 1 6 1 7 1 4 27
GA 1 1 7 9
HI 0
ID 1 1
IL 1 5 62 53 4 3 3 12 59 202
IN 1 24 28 1 2 45 101
IA 21 32 1 2 1 4 7 68
KS 3 13 7 3 17 43
KY 1 5 3 9
LA 2 1 5 1 11 4 1 25
ME 2 1 3
MD 1 1 1 1 4
MA 4 1 5
MI 7 39 69 2 1 7 43 168
MN 25 42 1 3 19 90
MS 1 2 1 4 1 9
MO 3 32 45 6 1 7 17 14 125
MT 0
NE 1 6 1 6 14
• NV 1 1
NH 2 2
NJ 3 1 1 1 6
NM 0
NY 4 3 1 1 1 10
NC 1 1 1 3
ND 1 1 7 9
OH 2 20 37 1 4 9 52 125
OK 3 2 2 2 4 11 24
OR 0
PA 1 3 3 2 2 1 12
RI 0
SC 2 3 5
SO 3 4 7
TN 2 3 6 1 4 3 1 20
TX 3 5 2 15 1 12 20 2 60
UT 1 1
VT 1 1
VA 2 1 2 1 6
WA 2 2 1 2 7
WV 1 2 2 5
WI 25 31 3 1 5 17 82
WY 0
APO 1 1 2
CAN 1 1
FOR 0
TOTAI 0 96 66 323 348 71 16 0 0 104 124 1 43 307 0 1499
•
9
. ADVERTISING INQUIRIES - 2002
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL
Tourist
AY 98 96 194
BT 0
FC 1 1 1 4 66 73
H&A 0
MP 1
ML 147 116 706 865 853 320 271 146 670 323 4417
MT 0
MVG 1623 365 348 2336
NATA 119 128 202 195 170 155 147 117 94 71 1398
OK 35 35
Parade 781 165 116 43 1105
MC/Rosie 88 451 298 87 92 37 39 16 1108
SL 390 318 184 141 398 366 274 336 556 104 3067
SNI 1983 222 213 134 1017 124 3693
ST 0
TA 0
TM 191 191
USA 1723 25 11 390 307 2456
MN 8 2 10
TOTAL 657 563 3355 3497 2846 2785 974 655 3253 1499 0 0 20084
• 20083
AY - Active Years
BT - Budget Travel
FC - Family Circle
H & A - Home and Away
MC - McCalls
MG - Meeting Guide
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
•
10
C{�Rµ(3E2 Tourists III quiry 2002
JAN FEB MAR APR MAY JUN JUL AUG SEP OCI NOV IDEC TOTAL
AL 1 1 2
AK
AZ 1 1 2
• AR 11 4 5 7 9 2 7 6 9 6 66
CA 4 2 3 3 2 3 1 1 19
CO 1 2 3
CT 0
DE 1 1
DC 1
FL 1 1 2 1 1 1 1 8
GA 1 1 2
HI 0
ID 0
It. 1 1 1 1 4
IN 1 1 1 3
IA 1 3 1 1 6
KS 2 1 3 1 1 1 9
KY 1 1 1 1 4
LA 1 1 3 3 1 1 10
ME 0
MD 0
MA 0
MI 1 1 1 1 4
MN 1 2 1 4
MS 1 1 2 1 5
MO 2 4 1 3 1 1 2 2 1 1 18
MT
• NE 2 1 3
NV 1
NH 1 1 2
NJ 1 1
NM 1 1 2
NY 1 1 1 3
NC 0
ND 0
OH 1 1 1 3
OK 3 4 3 1 4 3 2 3 4 3 30
OR 1 1 1 1 1 4
PA 1 1 1 1 4
PR
RI 1
Sc 1 1
SD
TN 1 1 1 3
TX 2 5 2 5 6 2 4 5 8 2 41
UT 1 1
VT
VA 1 1
WA 1 1 1 1 4
WV
WI 1 1
WY 0
• APO 1
CAN 1 1
FOR 2 2
TOTAL 37 30 20 32 331 15 31 30 32 21 0 0 0 281
11
A & P TOURIST INQUIRIES 2002
JAN FEB MAR APR MAY JUN JUL AUG SEP OCI NOV DEC TOTAL
AL 11 2 3 2 1 2 21
AK 1 1 2
AZ 1 2 3 1 1 1 9
• AR 5 24 19 11 9 4 17 11 22 122
CA 5 6 4 2 8 2 2 4 3 36
CO 1 2 1 3 1 3 31 14
CT 1 1
DE 0
DC 0
FL 3 2 4 8 5 1 1 1 25
GA 2 2 2 1 1 8
HI 1 1
ID 1 1 1 3
IL 4 4 12 8 13 12 9 1 14 21 79
IN 4 1 3 2 6 6 2 8 7 39
IA 1 3 12 2 8 5 1 2 10 2 46
KS 3 3 37 4 5 6 5 5 11 5 84
KY 1 1 1 3
LA 2 2 2 2 13 7 5 7 4 7 51
ME 1 1 2
MD 2 2
MA 1 1
MI 1 2 5 3 12 4 3 1 14 4 49
MN 1 6 10 4 3 5 1 11 4 45
MS 1 5 2 1 2 1 1 13
MO 2 4 26 8 6 14 3 9 13 5 90
MT 1 1 2 4
• NE 4 4 3 2 2 1 1 17
NV 2 1 3
NH 1 1
NJ 1 1 1 1 1 1 6
NM 2 2
NY 1 4 2 1 3 1 2 1 15
NC 3 2 3 1 9
ND 1 1 2
OH 2 6 4 8 3 1 1 5 4 34
OK 3 4 6 5 9 12 5 13 6 9 72
OR 1 1 2 1 1 6
PA 1 1 1 1 1 1 6
PR 1 1
RI 0
SC 1 1 3 1 1 2 11 1 2 1 1 1 1 10
SD 1 1 1 3
TN 1 2 1 1 4 7 1 1 1 3 22
TX 5 11 7 10 11 20 13 22 21 18 138
UT 1 1 2
VT 0
VA 1 1 1 1 1 4 9
WA 1 1 1 1 2 6
WV 1 1 1 3
WI 1 7 13 2 12 9 5 2 10 6 67
WY 1 1
• APO 0
CAN 1 2 3
FOR 2 2 1 5
49 78 181 109 161 163 72 99 160 121 0 0 0 1193
12
AAA 2 4 1
AARP 3
AR Tourism 6 11 5 21
Brumley 7 15
• e-mail 6 14
Family Circle 2 7 6
internell 1 2 1 41 1
NATA 5 3
Midwest Living 4 2 3
Newspaper Insert 82 5 9 8 7
Parade 12 1 2 1
So.Liv 5 19 7 3 2
Rosie 2 4
USA 22 6 3
Women's Day 1
96 87 31 26 51
•
13
• Relocation Inquiry 2002
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL
AL 1 1 1 3
AK 0
AR 14 11 101 12 17 14 12 13 13 10 126
AZ 1 1 1 1 1 2 2 1 1 11
CA 1 5 5 5 1 1 9 6 5 38
CO 2 3 2 1 2 1 3 14
CT 1 1 2
DC 0
DE 0
FL 4 1 2 2 31 2 1 3 2 4 24
GA 2 1 1 31 1 3 11
HI I I 1 1 1 2
ID 1 1
IL 2 1 2 1 3 2 4 2 3 2 22
IN 1 1 2 1 3 1 9
IA 2 2 2 2 8
KS 1 1 1 1 1 4 5 1 15
KY 2 1 1 1 5
LA 1 2 2 2 1 1 3 12
ME 1 1 2
MD 1 1 2
MA 1 2 3
MI 1 1 1 1 1 5
MN 1 3 1 2 2 31 1 3 16
MS 2 2 2 2 1 2 1 12
• MO 7 2 6 5 4 1 4 3 3 2 37
MT 1 1 2
NE 1 2 1 2 2 8
NV 1 1 2
NH 2 2
NJ 1 1
NM 1 1 3 1 1 7
NY 21 1 1 1 2 1 8
NC 4 1 1 1 1 8
ND 0
OH 1 3 1 5
OK 4 2 4 2 4 2 4 5 4 4 35
OR 2 2 1 5
PA 1 1 1 3
RI 0
SC 1 1 1 3
SD 1 1 2
TN 4 3 2 2 3 1 3 18
TX 10 5 6 7 6 81 131 6 4 7 72
UT 1 1 2 1 1 6
VT 0
VA 2 1 1 4
WA 1 1 2
WV 0
WI 2 1 3 2 1 1 10
WY 1 1 2
APO 1 1
CAN 1 1
• FOR 1 1
Total 1 771 551 531 611 581 45 57 67 58 57 588
14
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18
FAYETTEVILLE TOWN CENTER
ACTIVITY REPORT - October 1 , 2002 to October 31 , 2002
�• �' Y-�h
", ' Prev�ousGoMonth Current Monthw` � 'R, m ; 45 4
a YTD t .
Numbo� ofContiacfs5fromC1'L1/02, ° t tri; ' 21 13 161
Numtie of,Com''I'etedlEvents4rom 111/02 6 ,,r `;.
17 2 128
Cont�actedCha� eshfrom1%1'/02 �xx x �" s`'`: $22,433.74 $23,365.41 $2560840.34
CollectI3ns Non tazabl'iFr'T kj�NWKAW) $23,963.08 $24,297.50 $1559689.54
Collections, MTazaliletF`rrMM W5NN $390.00 $25.00 $3,320.00
Collections ' Tai eSzl ' � Ate' _ $31 .67 $2.0 $268.75
$0.00 $1 ,803. 18 $27930.68
Avera elncomeer event char es/contracts "s $19319.63 $ 1 ,797.34 $1 ,595.28
.n,W,.i• ' 44 't� � t .,. i5Y! F.
Prc osals`�"sent �� f#�.�,��� c� ��tNa����x��' a�.�� , i 12 15 193
Cont�act"s sent ti� '. , trf�54r� a` ? ;
411 131 2 140
General Activity
• Marketing/PR - Pawsitive Connection display
• Marketing/PR - Autumnfest Beer Garden on plaza
• Marketing/PR - Oxford Conference Center interview
Marketing/PR - Carnall Hall Tour
• Marketing/PR - Chamber of Commerce, Government Relations Meeting and CVB Advisory Board
• Sales - Keith Lee, see Event list
• Operations - Employee Reviews
• Operations - HVAC issue - see attached letter.
• Operations - 2003 Budget Meetings
• Operations - Campbell Electric, ceiling outlet installation and west plaza electric feed repair
• Operations - Grinnell Fire Services, sprinkler leak
• Operations - Alcohol Service Provider bid per AP changes
• Operations - Eason Insurance, request review of all insurances for 2003
• Operations - Nabholz, completion of tape and bed in tower and lobby
• Operations - University of Arkansas, negotiate standardized contract
• Operations - Walmart, negotiate standardized contract
• Operations - Research pricing for AP approved equipment and supplies
• Operations - payroll and monthly reports
• Operations - AAA, resolve network and server problems
• Operations - Payroll, monthly reports, management schedules, weekly staff meetings, collections,
employee benefits, process contracts, invoicing/AP
• Planning/Setup or Mgmt - AR Realtors Conference
• Planning/Setup or Mgmt - Fayetteville Public Education Foundation
Planning/Setup or Mgmt - UA Chancellor's Society
• Planning/Setup or Mgmt - UA Fulbright Guest Series
• Planning/Setup or Mgmt - UA Mechanical Engineering
Planning/Setup or Mgmt - KLRC Pastor's Appreciation Dinner
• Planning/Setup or Mgmt - Junior Cotillion
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Events
• Project of Victims of Family Violence
• AR Realtors State Conference
. Godsey/Nye Wedding Reception
• Price/Magee Wedding Reception
• JB Hunt Employee Review meeting
• The Event Group — UA meeting
• Ozark Cup Reception
• AIRE Meeting and Reception
Lewis Ford Quarterly Meeting
• 2002 Hall of Honor
. UA Chancellor's Society
Junior Cotillion
. UA Fulbright Guest Series — German/American Celebration
• WRMC Options Meeting — Smith Nephew
• Executive Women's International Banquet
• 2002 Homecoming Concerts
. Don Michael Wedding Reception
. KLRC Clergy Appreciation Dinner
• UA Mechanical Engineering Banquet
. Kappa Alpha Psi Halloween Party
•
20
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rre FAYETTEVILLE TOWN CENTER
October 19, 2002
Mr. Richard Alderman
Wittenberg, Delony & Davidson Architects
100 West Center Street, Suite 102
Fayetteville, AR 72701
Dear Richard:
This letter will address the next-steps of our meeting on October 1 , 2002 regarding the ongoing
problems we have had with the air conditioning units for both our Ozark (A) and Dogwood (B)
rooms.
• On October 1 , 2002, you and I met with Junior Lopez of Nabholz Construction, Greg Anderson
of Green Anderson Engineering, Jim Bradford of Trane Company, Andy Lyons of Northwest
Controls and Thomas Campbell of Campbell Electric. Upon conclusion of that meeting, I
understand the following actions were to be taken.
1 . Greg, Jim and Andy will meet with the manufacturer, Square D, of the drive unit for
the Trane system to determine if there is a malfunction with the drive.
2. Andy will produce a trending report from the controls system to analyze the dates and
times the units are shutting down.
3. If the problem still cannot be located, then Thomas will contact SWEPCO to install
monitors at the units to determine the amount of electric supply to each unit.
I have a few concerns regarding this issue and have noted them below.
1 . As of today, I know the first step has been completed; however, I am not aware what
other actions have been taken.
2. During our October 151 meeting, I became aware of a modification that Northwest
Controls made to the Trane control system inside the units. If it is determined that
this factors into the malfunction of the units and/or voids any manufacturers warranty,
the Fayetteville Town Center will seek reparation for repair from the appropriate
party-
3.
ly3. Due to the recent seasonal change to cooler weather and the apparent correlation
between extremely hot temperatures and the tendency of the units to shut down, it is
unlikely that we will be able to observe the malfunction, again, until next summer.
4. We have had trouble with these units since August of 2001 . While I have repeatedly
• requested evaluation and repair of the problem, I have been put-off until your
P.O. BOX 4157 • 15 WEST MOUNTAIN • FAYETTEVILLE, AR 72702 -4157
1 -479-587- 9944 • 1 -800- 766-4626 • WWW.TWNCENTER.COM
22
rro
FAYETTEVILLE TOWN CENTER
• intervention at our meeting on October 1 , 2002. Due to this circumstance, this issue
will remain a warranty deficiency of our one-year review, and I must insist that each
contractor continue to treat this malfunction as such. Although I was assured by
everyone involved that this would be the case, I wanted to reiterate, here.
Finally, I want to thank you for your intervention on behalf of the Fayetteville Town Center. I
am confident we will find a solution now that we have concurrence that there is, in fact, a
problem. I also appreciate the willingness of the men involved to work together to devise a
satisfactory fix to our air conditioning troubles.
Respectfully,
L. Denise Bembenek
Facilities Manager
Fayetteville Town Center
LDB/ldb
cc: Junior Lopez, Nabholz Construction
• Greg Anderson, Green Anderson Engineering
Jim Bradford, Trane Company
Andy Lyons, Northwest Controls
Thomas Campbell, Campbell Electric
Marilyn Johnson, Director of Convention and Visitors Development
Fayetteville Advertising and Promotion Commission
•
P. O. BOX 4157 • 15 WEST MOUNTAIN • FAYETTEVILLE , AR 72702 -4157
1 -479-587 - 9944 • 1 - 800- 766-4626 • WWW.TWNCENTER.COM
23
• Request for Qualifications and Proposal
Alcohol Service Lease and Concession
For The Fayetteville Town Center
The Advertising and Promotion Commission of the City of Fayetteville, Arkansas is requesting
proposals from experienced and qualified vendors to provide exclusive rights for alcohol sales
and service to clients renting and/or using space at the Fayetteville Town Center convention
facility (exceptions noted in accompanying specifications).
To be considered for evaluation, written proposals must be received at the Fayetteville Town
Center no later than { Day/Date) at 4:00pm CST in the format set forth in the accompanying
document. Non-responsive or incomplete proposals will not be considered. Proposals received
after the above stated deadline will not be considered. Ten ( 10) copies of the proposal shall be
mailed or hand-delivered in an opaque envelope to the following address:
Ms. Denise Bembenek
Facilities Manager
Fayetteville Town Center
15 W. Mountain Street
PO Box 4157
• Fayetteville, AR 72701 -4157
Telephone: (479) 587-9944
Fax: (479) 582-4935
The envelope must be clearly marked as follows:
Request for Qualifications and Proposal
Alcohol Service Lease and Concession
Fayetteville Town Center
1 . All costs incurred by the proposing party in response to this request shall be the
responsibility of the proposing party. Neither the Fayetteville Advertising and
Promotion Commission nor the Fayetteville Town Center will be liable for
reimbursement of any related expense regardless of outcome.
2. Inquiries and/or explanations regarding this request shall be made in writing via letter
or fax. No oral interpretations or clarifications will be given as to the meaning of any
part of this request. Copies of all inquiries, explanations and responses will be
provided to all firms indicating interest or intention to submit proposals. Names and
contact information of firms indicating interest or intention to submit proposals will
not be disclosed prior to the deadline.
3. All conditions and expectations of the proposing party for the Fayetteville
Advertising and Promotions Commission and/or the Fayetteville Town Center shall
be set forth in the proposal. The Fayetteville Advertising and Promotion Commission
shall not be obligated to accept, adopt or consider any term and/or condition of the
• proposal submitted after the original deadline.
Request for Qualifications and Proposal
Alcohol service Lease and Concession
For The Fayetteville Town Center
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• 4. At the discretion of the Fayetteville Advertising and Promotions Commission and/or
the Fayetteville Town Center, the proposing party may be asked to provide additional
information prior to final ranking. Additional information may include oral
interview.
5. The Fayetteville Advertising and Promotions Commission and/or the Fayetteville
Town Center shall not be responsible for misdirected submissions. Proposing parties
may contact the Director of Convention and Visitor Development to insure timely
receipt of their proposal.
•
•
Request for Qualifications and Proposal
Alcohol Service Lease and Concession
For The Fayetteville Town Center
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• Request for Qualifications and Proposal
Alcohol Service Lease and Concession
For The Fayetteville Town Center
1 .0 BACKGROUND
The Fayetteville Town Center is a municipal convention facility located on the south side
of the downtown square. The facility opened in July 2001 and is governed by the
Fayetteville Advertising and Promotion Commission under the direction of the Director
of Convention and Visitor Development with an operations staff of five, full-time
employees. Containing approximately 14,000 square feet of dividable space, the facility
is available for rent at variable rates.
Since opening, the Fayetteville Town Center has maintained an Arkansas issue Large
Attendance Facility permit to sell and serve alcohol. Under this license, the Fayetteville
Town Center has provided the following alcohol sales and service options.
A. Client may provide their own alcohol and service, or
B. Client may arrange with a vendor or caterer to provide their alcohol service, or
C. Client may contract with a licensed vendor or caterer to sell and serve their
alcohol (this options requires the vendor or caterer to maintain a Satellite Permit
or an Off-premise Catering Liquor Permit), or
• D. Client may obtain a temporary permit to sell and serve their own alcohol (this
provision is restricted to non-profit organizations and must take place on property
not covered by the LAF).
The Fayetteville Advertising and Promotion Commission is requesting proposals from
experienced and qualified vendors to provide exclusive rights for alcohol sales and
service to clients renting and/or using space at the Fayetteville Town Center convention
facility with exceptions noted as follows in section 5. 1 of this document.
2.0 ISSUING DEPARTMENT
This Request for Qualifications and Proposal is issued by the Fayetteville
Advertising and Promotion Commission. Vendor questions regarding this
proposal shall be addressed to Denise Bembenek, Facilities Manager at (479) 587-
9944.
2. 1 Selection Committee
Representatives of the Fayetteville Advertising and Promotion Commission shall
compose the committee designated to review proposals. The Director of
Convention and Visitor Development and the Fayetteville Town Center Facility
Manager shall be ex-officio members of the committee.
•
Request for Qualifications and Proposal
Alcohol Service Lease and Concession
For The Fayetteville Town Center
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• 3 .0 SELECTION PROCESS
In evaluating the qualifications of each proposing party, the selection committee shall
review the following:
3. 1 Oualifications Relating to Specified Service
Indicate specialized experience and competence of the proposing party in
connection with the type of service requested.
3.2 Experience, Competence and Capacity for Performance
Provide names, titles and qualification of major personnel assigned to this service.
List reference clients for like services performed.
3 .3 Past Record of Performance
Indicate methods of cost control, quality of work and ability to meet client needs.
Provide previous evaluations or referrals of past/current customers to include
quality of work, timely performance, diligence, ability to work within varying
budgets and any other pertinent information.
3 .4 Familiarity with Area
Indicate proximity to Fayetteville and familiarity with area.
3 .5 Revenue to Fayetteville Town Center
Regarding the "usage and maintenance fee" as described in section 5.8, indicate
percentage amount of provider payment.
4.0 PROPOSAL EVALUATION
4. 1 In evaluating the qualifications of each proposing party, the review committee
• shall consider the following:
4. 1 . 1 Oualifications Relating to Specified Service — 25 points
4. 1 .2 Experience, Competence and Capacity for Performance — 20 points
4. 1 .3 Past Record of Performance — 15 points
4. 1 .4 Familiarity with Area — 10 points
4. 1 .5 Revenue to Fayetteville Town Center - 30
4.2 The selection committee, or its designee, shall negotiate a contract for the services
to be rendered at compensation determined by the review committee, or its
designee, to be fair and reasonable subject to the approval of the Fayetteville
Advertising and Promotion Commission.
4.3 Initial contract will be limited to one year with option for three, one-year renewal.
4.4 Should the selection committee, or its designee, be unable to negotiate a
satisfactory contract with the proposing party considered to be most qualified, at a
price determined to be fair and reasonable, negotiations with that proposing party
shall be formally terminated. The selection committee, or its designee, shall then
undertake negotiations with the next most qualified proposing party.
4.5 After negotiations, the contract will be reviewed with an attorney acting on behalf
of the Fayetteville Advertising and Promotion Commission to ensure compliance
with City policies and State statutes. The Fayetteville Advertising and Promotion
Commission will then award the contract to the selected party.
•
Request for Qualifications and Proposal
Alcohol Service Lease and Concession
For The Fayetteville Town Center
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• 5 .0 SCOPE OF WORK
The selected party will be expected to perform the following services:
5 . 1 Provide alcohol sales and service to all clients of the Fayetteville Town Center
requesting such service unless the following exceptions apply.
5. 1 . 1 Caterers or vendors, with appropriate off-premise alcohol service permit,
who rent space at the Fayetteville Town Center on behalf of their own
client may provide alcohol service for their client.
5. 1 .2 Non-profit organizations, with verifiable 501C-3 status, may acquire a
Temporary Permit for the sale and service of beer or wine on Fayetteville
Town Center property not covered by the Fayetteville Town Center's
Large Attendance Facility permit
5. 1 .3 Fayetteville Town Center clients with an event contract or a pending event
contract prior to awarding of exclusive rights for alcohol sales and service
shall be permitted to provide alcohol service of their choice by means of
signed agreement to Fayetteville Town Center Policies and Procedures
provided those clients during proposal contract negotiations. A list of
these clients will be available to the selected party at the time of contract
execution. The selected party will have rights to contact and market their
services to these clients.
5.2 Maintain at all times in good standing permits and licenses necessary and required
to sell and serve alcoholic beverages, beer and wine.
5.3 Maintain a minimum alcohol liability policy of $2,000,000 and containing the
• following language, "The Fayetteville Town Center is named as an additional
insured with respect to all services provided by (provider} on the premises of the
Fayetteville Town Center." Insurance should provide for a minimum of premises
bodily injury liability of one million dollars ($ 1 ,000,000) per occurrence.
5.4 Meet all reasonable requests and needs to provide and serve alcoholic beverages,
beers and wines to all Fayetteville Town Center clients at all times including, but
not limited to:
5.4. 1 Provide appropriate and qualified staff for bar service, tray service, wait
staff and cleaning staff for Fayetteville Town Center clients including
dates of multiple functions. Provider to insure all staff meets minimum
server qualifications as determined by the Arkansas Alcohol Beverage
Commission. Provider personnel records to include a signed statement
ABC Qualified Server form for each employee.
5 .4.2 Provide reasonable pricing for alcohol not to exceed mean pricing by local
restaurants and clubs and excluding local hotel banquet pricing.
Fayetteville Town Center will provide pricing guidelines in the attached
document, and the selection committee will review proposed pricing.
5 .4.3 Provide reasonable pricing for alcohol service and bar set-up. Fayetteville
Town Center will provide pricing guidelines in the attached document,
and the selection committee will review proposed pricing.
5 .4.4 Provide a single, accessible point of contact for all Fayetteville Town
Center staff and clients with minimum standards for returned calls (within
1 business day).
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Alcohol Service Lean and Concession
For The Fayetteville Town Center
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• 5.5 Contract directly with the client for all alcohol sales and service which may
include, but is not limited to, host bar, cash bars, glass/service ware and wait staff.
Additionally, provider may, at their discretion, contract with client to provide
other event services.
5.6 Uphold at all times standards and regulations set forth by the laws of the state of
Arkansas, the laws and ordinances of the City of Fayetteville and of Washington
County governing the sale and service of alcohol.
5 .7 Furnish all equipment and supplies which are necessary for the sell and/or service
of alcohol. The selected party will be responsible for removal of all trash and
recycling of recyclable materials relating to sales and service of alcohol for which
it provides.
5.8 Pay to the Fayetteville Town Center a usage and maintenance fee of not less than
3% of the gross receipts.
5.9 Upon contract execution, provider will either;
5.9. 1 Purchase, install and maintain a securable/lockable walk-in, storage cooler
to be located in P2 level of Fayetteville Town Center storage area, or
5.9.2 Reimburse the Fayetteville Town Center at cost for the purchase,
installation and maintenance of a securable/lockable walk-in, storage
cooler to be located in P2 level of Fayetteville Town Center storage area.
5 .9.3 In either case, the securable/lockable walk-in, storage cooler shall remain
the property of the Fayetteville Town Center.
5. 10 Provider will be responsible for and pay for all costs of operation associated with
• exclusive rights for alcohol sales and service at the Fayetteville Town Center.
5. 11 The Fayetteville Town Center will provide to the selected party the following:
5. 11 . 1 Valid Large Attendance Facility permit and city permit
5. 11 .2 Client contact information and event specifications
5. 11 .3 Access to facility
5. 11 .4 On-site, locked storage
5. 11 .5 Marketing and administrative assistance
5. 11 .6 Cooperation with scheduling and operations to achieve maximum revenue.
5. 11 .7 Use of Fayetteville Town Center-owned equipment as needed.
6.0 ADDITIONAL INFORMATION FOR PROPOSING PARTIES
6. 1 Proposing party must submit ten ( 10) copies of the complete proposal including
descriptive literature and/or other materials
6.2 The proposal and all copies must be signed by an official authorized to bind the
proposing party to the resultant contract.
6.3 The vendor's response to this proposal will become a part of any resulting
contract.
6.4 The Fayetteville Advertising and Promotion Commission reserves the right to
award a contract or reject a proposal for any or all line items of a proposal
received as a result of this Request for Qualifications and Proposal. Proposals
may be rejected for one or more reasons including but not limited to the
following:
6.4. 1 Failure of the vendor to submit proposal on or before the deadline date and
• time.
Request for Qualifications end Proposal
Alcohol Service Lease and Concession
For The Fayetteville Town Center
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• 6.4.2 Failure of the vendor to respond to a requirement for oral or written
clarification.
6.4.3 Failure to supply references.
6.4.4 Failure to sign an official proposal document
7.0 PROPOSAL FORMAT
7. 1 Any statement in this document which contains the words "must' or "shall"
means that compliance with the intent of the statement is mandatory. Failure by
the proposing party to satisfy that intent will cause the proposal to be rejected.
7.2 The proposing party must respond to each item in Section 3.0 and acknowledge
the ability and willingness to carry out items listed in Section 5.0
7.3 If the proposing vendor is unable to complete all requested services, any vendor
which is listed as a co-producer must also provide all relevant information
referred to in Sections 3.0 and 5.0.
8.0 PROPRIETARY INFORMATION
Proposals and documents pertaining to this proposal become the property of the
Fayetteville Advertising and Promotion Commission and are subject to the Freedom of
Information Act.
9.0 RESERVATIONS
• 9. 1 This proposal does not commit the Fayetteville Advertising and Promotion
Commission to award a contract, to pay the cost incurred in the preparation of a
response or to procure or contract for services or supplies.
10.0 PROPOSAL OPENING DATE AND LOCATION
10. 1 To be considered, proposals must be received prior to the time and date specified
below at the following address:
TIME: 4:OOpm CST
DATE: {Enter Date}
LOCATION: Ms. Denise Bembenek
Fayetteville Town Center
PO Box 4157
15 W. Mountain Street
Fayetteville, AR 72702-4157
•
Request for Qualifications and Proposal
Alcohol service Lease and Concession
For The Fayetteville Town Center
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