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Home My WebLink About2003-05-12 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, May 12, 2003, at 2:00 p.m. at the Town Center Conference room. AGENDA ADVERTISING AND PROMOTION COMMISSION May 12, 2003 2:00 p.m. Town Center I. Call to Order II. Reports A. Approval of Minutes for April 14, 2003 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 Johnson D. Convention and Visitor Activity — Allyson Twiggs E. Town Center Activity Report — Denise Bembenek • F. Agency Report — Sells/Clark, Inc. III. Old Business A. Kaminsky Fountain IV. New Business A. Norm DeBriyn — announcement V. Adjourn • • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: April 14, 2003 PRESENT: Dan Coody, Neal Crawford, Bob Davis, Joe Fennel, David McGeady, Ching Mong, Curtis Shipley and Marilyn Johnson. ABSENT: Pat Gazzola The April meeting of the Advertising and Promotion Commission was called to order on April 14, 2003, at the Fayetteville Town Center conference room at 2:00 p.m. by Chairman Bob Davis. Joe Fennel was recognized for service to the Advertising and Promotion Commission and thanked for his many years of leadership as Chairman. Neal Crawford was introduced as Commissioner replacing Joe Fennel. MINUTES Moved by Shipley, second by Mong to approve the minutes of the March 10, 2002 meeting. Motion carried. • FINANCIAL REPORT HMR tax collections for March were $ 117,284.77, a decrease of .78% over one year ago. Year to date collections are down 0.93%. Tom Lonon, Scarbrough and Murtishaw presented the financial statements for March, 2003 . Moved by Shipley, second by McGeady to approve the financial statements. Motion carried. City Attorney Kit Williams presented delinquent tax collection efforts. He alerted Commissioners to SB 978, a bill to remove HMR collections reports from Freedom of Information law. Though a sound idea, the bill makes it a crime for anyone to release HMR figures and could hurt enforcement efforts in Fayetteville. Moved by Shipley, second by McGeady to accept Kit's report. Motion carried. DIRECTOR'S REPORT Marilyn Johnson reviewed her activities for the month of March. Inquiries are down from last year based on later placement of state newspaper inserts. The agency is watching inquiries closely and is following up on those which appear to be missing reporting. The response to the AARP May/June article which listed Fayetteville in " 15 Best Places for Baby Boomers to Reinvent Themselves" and the press conference has been positive. Employees from the State Tourist Information Centers will be in Fayetteville on April 30 for a FAM tour. A Lights of the Ozarks photo will be used on the front cover of the Hometown Directory. The auditors for the • city were here in March. Information regarding the burying of utility lines is still pending — waiting on Hugh Earnest to contact cable company. • CONVENTION AND VISITORS BUREAU REPORT Allyson Twiggs reviewed CVB activities. Top 100 Committee from American Bus Association have chosen Fayetteville. Phyllis Tucker has taken over all bus tour business. The break, which we sponsored at the Governor's Conference on Tourism, was a success. Future activities to watch for include: April 22 — Savor the Flavor April 19 — Springfest May 8- 10 — Joe Martin Stage Race April 30 — Arkansas Hospitality Association reception for Northwest Arkansas June 25 — Great Race Allyson has designed a BINGO card for the All Star Coaches to encourage them to experience Fayetteville. She is working with DDEP merchants. Sally Goodsell, our intem has taken a job with Embassy Suites in Rogers. Erin Hughes, our other intem will be working in Rochester, New York this summer. Motion to accept CVB Report by Coody, second by Shipley. Motion carried. TOWN CENTER REPORT Denise Bembenek presented the Town Center report. Completed events in March were up 11 % over last year. Sales are up 111 % for the month and 40% year to date. Out of town caterers • have been contacted regarding HMR taxes due if events are catered in Fayetteville. Moved by Mong, second by Shipley to approve the Town Center report. Motion carried. AGENCY REPORT Michael Clark showed Commissioners ads running in current publication. He addressed inquiry responses. Moved by Coody to accept Agency report, second by McGeady. Motion carried. OLD BUSINESS None NEW BUSINESS Refinancing Town Center bonds Moved by Shipley to approve a resolution authorizing the City Council to proceed with refinancing of Town Center bonds if it is in the best interest of the Advertising and Promotion Commission and the City of Fayetteville. Second by Coody. Motion carred. Requests for Special Project funding After presentations, moved by Shipley, second by McGeady to approve the following expenditures from unallocated revenues: • America in Bloom - $2,500 Bikes, Blues, and BBQ - $8,000 • Downtown Dickson Enhancement advertising — 0 DDEP Fine Arts Festival - $3,000 DDEP Merchant's Guide - $2,000 Fayetteville Farmer's Market - $3,000 First Night - $ 10,000 Ozark Blues Society - $5,000 and an additional $5,000 if Friday night activities were moved to the Walton Arts Center parking lot. Ozark Valley Triathlon - $2,500 Motion carried. There being no further business, the meeting was adjourned. Respectfully submitted, pl � 9944` Marilyn Johnson Director, Convention and Visitor Development • • • Advertising and Promotion Commission For month of April 2003 HMR revenues collected $125,308.97 Interest revenue 71279.58 Misc. revenue 0.00 Total Revenues $132 ,588.55 Collection expense -$2,506. 18 CEC Bond Payment -31 ,381 .67 Town Center Bond Payment -31 , 131 .88 Town Center Arbitrage Calculation -11100.00 Total Expenses -$669119.73 Total Check to A&P $669468.82 • • DIRECTOR'S REPORT April, 2003 INQUIRY RESPONSES Advertising Responses April 2003 — 5146 Year to date 2003 — 8168 April 2002 — 3497 Year to date 2002 — 8072 Tourist Inquiries April 2003 — 363 Year to date 2003 — 1223 April 2002 — 141 Year to date 2002 — 536 Relocation Inquiries April 2003 — 107 Year to date 2003 — 264 April 2002 — 79 Year to date 2002 — 306 April Total Inquiries 2003 — 5616 2002 — 3717 Year to Date Total Inquiries 2003 2002 — 8914 q4 73 • APRIL ACTIVITY Tourism Activities — America in Bloom committee meeting USSSA Cycling coming to Joe Martin — Bruce Dunn Relations with Other Tourism — Northwest Arkansas Heritage Trail Northwest Arkansas Tourism Association Welcome — Race for the Cure FAM for Tourist Information Center personnel Arkansas Hospitality Association reception AARP website Chuck Harralson — Parks & Tourism photographer Andy Gibbs — American College Drama Festival Jan Treat — Ozark Festival Horse Show Philip Steele — Brown Grocery preservation Ann Sugg — Washington County Historical Society Relations with Media — AARP Press conference Joe Martin Memorial press conference Eric Stinnett — Arkansas Democrat Gazette Mary kate Roach — Little Rock Magazine • Lori Houseland — Meetings South Steve Caraway — Morning News • Robyn Roberts - PARS Krystal Dearing — Morning News Heather DeLone — Active Years Alycia Stogner — Arkansas Business A& P — Adam Wallace — HMR tax Stephanie Crew — JBI (restaurant designer) — photos of Fayetteville Town Center/CVB — Interview with Intern 200 amp service for television truck at Town Center Kappa Alpha Psi cancellation of contract Kandra — Care Northwest event Miscellaneous — Chamber Convention and Visitor Committee Festivals and Events — Nancy Smith, city Focus Group on Small Business HMR information to Marsha Dunbar, Arkansas National Bank, Bentonville Top HMR Tax Collectors reported in April for March 2003 sales Olive Garden Red Lobster • Radisson Clarion Chili's Jose's Ryan's Applebee's Noodles Chartwell's Chic-Fil-A (NW Village) McDonald's (Joyce) Shogun Colton's Steak House • • ADVERTISING INQUIRIES - 2003 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist AY 217 217 BT 35 122 157 FC 2 120 777 989 1888 H&A 0 MP 0 ML 203 99 716 547 1565 MN 9 9 MS 6 6 MT 0 MVG 0 NATA 48 137 138 164 487 OK 0 Parade 0 MC/Rosie 0 SL 66 46 393 380 885 SNI 1002 1002 ST 0 TA 0 TH 63 63 TM 0 • USA 1836 1836 VG 43 43 TOTAL 551 402 2059 5146 0 0 0 0 0 0 0 0 8158 8158 AY - Active Years BT - Budget Travel FC - Family Circle H & A - Home and Away MC - McCalls MG - Meeting Guide ML - Midwest Living MN - Meeting News MS - Meeting South 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 TH - Travel Holiday • TM - Texas Monthly TM G-Travel Marketing Group USA - USA Today • Monthly Advertising Inquiries by State - 2003 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL AL 2 6 39 57 104 AK 3 3 5 11 AZ 1 6 12 28 47 AR 189 38 78 434 739 CA 21 12 73 87 193 CO 3 6 25 34 CT 1 3 3 19 26 DE 1 2 3 6 DC 1 2 2 5 FL 9 7 64 235 315 GA 9 5 35 101 150 HI 5 5 ID 1 4 6 11 IL 49 32 233 504 818 IN 15 18 100 236 369 IA 24 8 74 153 259 KS 9 15 55 151 230 KY 4 10 18 68 100 LA 11 10 71 112 204 ME 1 2 4 4 11 MD 3 5 18 24 50 MA 6 7 24 37 MI 25 20 122 282 449 MN 17 13 67 131 228 MS 4 7 33 89 133 MO 30 19 171 409 629 • MT 1 2 5 8 NE 4 1 18 50 73 NV 1 6 14 21 NH 1 2 2 8 13 NJ 4 4 24 52 84 NM 2 6 6 14 NY 8 22 52 92 174 NC 3 8 50 118 179 NO 1 1 3 12 17 OH 12 21 76 245 354 OK 12 6 64 252 334 OR 1 3 8 9 21 PA 4 12 46 63 125 RI 1 1 7 9 Sc 2 5 26 52 85 SD 2 3 4 20 29 TN 13 6 60 128 207 TX 24 13 150 482 669 UT 1 1 7 6 15 VT 1 3 2 6 VA 3 14 36 34 87 WA 2 5 11 21 39 W V 4 3 7 66 80 WI 17 20 86 170 293 WY 1 2 3 APO 3 3 CAN 1 4 16 21 FOR 1 2 12 17 32 • TOTAL 551 402 2059 5146 0 0 0 0 0 0 0 0 0 8158 • Advertising Inquiries Pubs by State - April 2003 AS AY BT FC ML MVG NATA Rosie MG MS OkT SL SNI TH Paradl USA VG TOTAL AL 3 11 7 16 2 18 57 AK 1 4 5 AZ 3 10 4 5 4 1 1 28 AR 5 33 5 24 24 284 57 2 434 CA 13 40 5 7 5 3 7 6 1 87 CO 1 12 2 4 3 1 1 1 25 CT 2 11 2 2 1 1 19 DE 1 1 1 3 DC 2 2 FL 5 41 8 5 24 4 148 235 GA 4 29 1 13 2 52 101 HI 2 1 1 1 5 ID 4 1 1 6 IL 4 52 131 8 10 63 3 233 504 IN 3 33 38 2 7 2 150 1 236 IA 2 22 42 5 5 1 75 1 153 KS 4 16 22 4 6 36 1 57 3 151 KY 13 7 3 5 1 1 35 3 68 LA 1 15 1 3 29 12 51 112 ME 1 2 1 4 MD 4 10 1 4 1 4 24 MA 2 18 3 1 24 MI 11 46 48 6 8 1 2 158 2 282 MN 1 16 35 7 2 1 3 66 131 MS 2 21 1 3 22 6 33 1 89 MO 3 39 62 14 28 192 1 69 1 409 MT 4 1 5 NE 1 8 11 3 1 1 1 22 2 50 NV 2 8 1 2 1 14 • NH 3 2 1 1 1 8 NJ 3 33 3 2 1 6 3 1 52 NM 1 3 1 1 6 NY 6 53 5 3 4 5 11 5 92 NC 1 35 1 1 12 4 2 61 1 118 NO 2 3 1 6 12 OH 3 56 35 2 3 1 3 138 4 245 OK 1 27 2 6 21 125 1 68 1 252 OR 5 3 1 9 PA 2 41 1 1 3 1 11 3 63 RI 1 1 2 2 1 7 SC 1 17 1 4 4 - 25 52 SD 1 3 1 15 20 TN 2 21 6 2 17 31 49 128 TX 8 71 9 15 76 229 6 66 482 UT 1 3 1 1 6 VT 1 1 2 VA 1 21 7 2 2 1 34 WA 1 16 2 1 1 21 WV 11 49 4 2 66 WI 2 27 3 2 1 133 2 170 WY 2 2 APO 1 1 1 3 CAN 1 8 7 16 FOR 4 9 3 1 17 TOTAI 0 0 122 989 547 0 164 0 0 0 0 380 1002 63 0 1836 43 5146 • A & P TOURIST INQUIRIES 2003 JAN FEB MAR APR MAY JUN JUL AUG SEP OCTNOV DEC TOTAL AL 4 3 71 9 23 AK 0 • AZ 1 2 2 7 12 AR 23 28 27 46 124 CA 17 4 9 15 45 CO 3 2 3 3 11 CT 1 2 61 9 DE 0 DC 1 1 FL 7 8 6 12 33 GA 2 7 5 15 29 HI 1 1 ID 1 1 IL 15 16 26 20 77 IN 5 8 12 91 34 IA 12 11 10 6 39 KS 6 13 9 11 39 KY 1 5 8 9 23 LA 9 14 11 8 42 ME 1 2 3 MD 1 1 2 MA 3 1 1 5 MI 6 9 8 12 35 MN 4 12 11 10 37 MS 3 7 6 7 23 MO 12 21 23 11 67 MT 1 1 • NE 2 7 4 13 NV 1 1 NH 1 1 NJ 1 1 1 7 10 NM 21 1 2 5 NY 3 3 5 13 24 NC 1 2 7 8 18 ND 1 1 OH 5 11 10 13 39 OK 7 8 11 12 38 OR 3 4 1 3 11 PA 2 8 7 8 25 PR 0 RI 1 2 3 Sc 2 3 1 4 10 SD 2 1 2 5 TN 10 5 11 9 35 TX 22 29 26 31 108 UT 2 1 3 VT 0 VA 2 2 1 5 WA 1 2 1 4 WV 1 1 1 4 7 WI 5 4 12 13 34 • WY 2 2 APO 0 CAN 3 51 1 6 15 FOR 1 1 2 208 267 297 363 0 0 0 0 0 0 0 0 1135 Jan Feb Mar Apr AAA 2 2 1 3 AARP 3 1 6 AR Tourism 63 60 18 53 • Brumley 5 7 3 6 e-mail 1 19 9 11 17 Family Circle 21 17 8 interne 61 81 91 7 LOTO 1 NATA 1 1 3 2 Midwest Living 5 6 3 Newspaper Insert 2 9 14 Parade ll 3 11 8 5 Rosie USA 451 33 Places Rated 2 4 HGN 1 114 132 119 157 Tour Packets 114 233 • • Tourists III quiry 2003 JAN FEB MAR APR MAY IJUN JUL AUG SEP IOC11NOVIDEC TOTAL AL 1 1 AK • AZ 1 1 AR 1 3 1 5 CA 2 2 CO 2 2 CT 0 DE 0 DC FL 1 2 2 5 GA 1 1 HI 0 ID 0 IL 1 1 1 3 IN 1 1 IA 1 1 KS 3 1 3 7 KY 1 1 LA 1 4 5 ME 0 MD 0 MA 1 1 MI 1 1 31 5 MN 1 1 2 MS 1 1 2 4 MO 2 3 1 1 7 MT • NE 1 1 NV NH 0 NJ 0 NM 1 1 NY 1 1 NC 0 ND 0 OH 1 1 OK 1 6 7 OR 1 1 PA 1 1 2 PR RI Sc 1 1 SD TN 1 1 2 TX 2 1 5 5 13 UT 0 VT VA 0 WA 1 1 WV WI 0 WY 1 1 • APO CAN 1 1 2 FOR 0 TOTAL 13 261 1930 0 0 ol ol ol 01-01--0 0 88 Relocation Inquiry 2003 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL AL 2 2 4 • AK 0 AR 14 6 10 15 45 AZ 1 4 2 1 8 CA 2 2 1 6 11 CO 2 1 1 5 9 CT 0 DC 0 DE 0 FL 2 8 10 GA 1 1 1 1 4 HI 0 ID 1 2 3 IL 4 3 3 3 13 IN 0 IA 2 3 5 KS 3 2 4 9 KY 2 1 1 4 LA 1 1 4 3 9 ME 1 1 MD 1 1 MA 0 MI 1 1 2 MN 1 1 2 4 MS 2 2 4 • M 2 2 4 4 12 MT 1 1 NE 5 2 7 NV 0 NH 0 NJ 1 1 2 4 NM 1 1 2 1 5 NY 2 1 3 31 1 9 NC 1 4 5 ND 1 1 2 OH 1 1 2 OK 21 7 2 3 14 OR 1 1 PA 1 1 2 2 6 RI 0 SC 1 _ 1 SD 1 1 TN 1 1 2 4 TX 6 5 5 11 27 UT 1 1 VT 1 1 VA 1 2 3 WA 5 5 WV 0 WI 2 2 • WY 1 1 2 APO 1 1 CAN 2 2 Total 53 51 53 107 0 0 0 0 0 0 0 0 264 • ° O O Ca C N L � � oYy LD. 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Complaint dropped. • UA, Kay Trotter — information re: our bid process for acoustic panels • Bates Medical Center, Patti VanHouten re: our stonework and planters • Campbell Electric install of service alley electrical box for production trucks. • Overhead Door Co. — repair to east service alley door at freight dock. • Kappa Alpha Psi — Management decision to cancel event based on notices from UA Student Affairs and Regional Kappa Alpha Psi office. Refund of money less fee. • City of Fayetteville, Charlotte Manuel — ongoing update re: HMR collections and notifications • Staff changes — Jamey Goddard, Sales and Events; Rachael Erke, Maintenance and Custodial • Fountain maintenance — schedule attached. • Administration — adjust flex scheduling, phone system changes, LD upgrade, create daily security checklist • Maintenance — Cesco (repair kitchen equipment), Wesche (repair Mock/bathroom door locks), Darraugh Inc. (schedule repair to retractable wall repair), Mountain Mechanical re: alley leak told to call different plumber as no longer under warranty. Event List: • Real Women Project reception • Black Alumni Reunion • Ozark Cooperative Warehouse Food Show • NARTI/UA Basketball banquet • Joe Martin Stage Race press conference • UA Industrial Engineering banquet • FHS Prom • Wolfe/Whitaker wedding reception • UA Towers Event AR Hospitality Reception • UA RIC Student Body banquet American Diabetes Association dinner and auction •Miscellaneous Activity: • Government Relations Meeting, Chamber of Commerce • Event Management, sales, tours, cleaning and building maintenance as needed. • Fountain Maintenance Schedule DAILY 1 . Clean pool of any debris WEEKLY 1 . %z to Ioz Algae All 60 poured directly into pool water. BI-WEEKLY 1 . Fill chlorination feeder with 2 tablets. 2. Clean debris trap in pump system. 3 . Clean main filter as needed. Soak ( lhr. to overnight), rinse and return to system. MONTHLY 1 . Vacuum pool as needed 2. When algae is excessive, shock system using 4 capfuls of Spa Shock poured directly into pool water. NOTES: 1 . TURN SYSTEM OFF before cleaning or adjusting pump. 2. In winter, turn off and drain system prior to first freeze. Depending on weather forecast, • pump may remain turned off until warmer weather. SUPPLIES 1 . Spa Shock (severe algae only) 2. 1 " chlorinating tablets (2 tablets twice a week) 3. Algae All 60 (non-foaming algae preventative) 4. Filter cleaner and degreaser ( l part cleaner to 3 parts water) 5. Pool net • \ 46 w ! ! ! 0 f ! ■ ■ | | / ! J a g ! 2 { 2 E U) | ) in 2 ak m \ $ / LL � k = 2 § m § | CD | $ . (L � 0 ƒ § c e g R ! ! � ) 2 OD = q m ) kk & � � \ = m k �\ co | E ƒ � ; ƒ = Q a Kk § FOUNTAIN CONTRACT ITEMS DEALING WITH TOWN CENTER t • . 6. Site Preparation — A & P had conduit installed for the electrical and water lines. With presentation of invoice(s) they shall be reimbursed by the Artist. 8. Documentation — Within 10 days of completion of installation, Artist shall furnish City with a current professional resume and documentation and visual evidence as Artist finds appropriate. 9. Maintenance — Artist will help establish an effective program of maintenance of the Artwork without additional cost to the City for a period of 12 months. A & P will maintain after the first year. 10. Official Acceptance — Parties shall have 10 days after written notice that installation is complete and the documentation submitted to review and inspect Artwork and documentation. Parties shall either accept or shall submit to Artist written list or report of any deficiencies in Artwork or documentation. Shall allow Artist a reasonable time for correcting any deficiencies. When deficiencies are corrected, parties have 10 days to review and inspect the Artwork and documentation , accept or submit to Artist a written list of deficiencies and give Artist further reasonable opportunity to correct. In the event Parties do not provide an acceptance or list of deficiencies within 10 days, Parties silence shall be construed as official acceptance. _ 11 . Title and Copyright — City may make two dimensional graphic or photographic reproductions, provided that these reproductions attribute artwork to the artist with notice c 2002 by Hank Kaminsky. 12. Attribution — Artist agrees to place sign describing and identifying Artwork, Artist, and Donors. It shall be a permanent bronze sign. Design of sign and wording shall be reviewed by Parties, with final approval by the Donors. • r�� 7B�fi�/zz��r complete (payment according to section 19(d)). The Parties shall have right of (• review of all phases. The Artwork shall be completed in substantial conformity to the original proposal submitted by the Artist and approved by all parties as shown on Exhibit 2, which is attached hereto. Any significant changes in scope, design, size, or material or any change that will significantly affect the Artwork visually or mechanically shall require the prior review and approval of the Artist and the Donors. Any change that will affect site preparation, scheduling or maintenance of the Artwork shall require the prior approval of the Artist and the Donors, the City, and the A & P. 3 , Building. The Artwork is to be created for installation on the Town Center Plaza (the "Site"). Upon request by the Artist, the City and/or its Architect shall provide the Artist with any information reasonably available to the City concerning the construction of the Town Center Building and Plaza that may be necessary for the proper design, fabrication, and installation of the Artwork. 4. Schedule for Completion. The Artist shall complete the fabrication and installation of the Artwork on or before July 14, 2002 unless the Parties agree in writing to an extension, or unless the delay is attributable to a cause other than the Artist. The granting of any extension shall not affect any other provisions of this Agreement. If the Artist fails to complete installation within the time set forth ,uerein and any extensions thereto as a result of delays attributable to the Artist, the Project Manager may at its option deduct five percent (5%) of any balance that remains due under section 19 for each thirty one (31 ) days . the Artwork's installation is not completed after the agreed completion date. 5 . Inspection and Review. The Parties shall have the right to review the Artwork at the artist's studio, after reasonable notification of the Artist, at reasonable times, while the Artwork in any phase of the process of fabrication and installation. The Project Manager may also ask for progress reports from the Artist from time to time as reasonably requested and copies of the progress reports shall be provided to all Parties. 6. Site Preparation. The Parties agree that the most suitable site for the installation of the Artwork is in the basin located on the west side of the Plaza closest to the Building. The Artist will work with the architect in designing the placement of the Artwork at the Building and will monitor the sub-contractors) making any site preparations, etc. The Artist shall be responsible for, and to make all necessary preparations for any necessary changes to the structural integrity of the Site. A & P has had conduit installed for the electrical and water lines, and with presentation of Invoices) shall be reimbursed by the Artist for the expenses said installation. The Artist shall pay for the installation of the electrical and 3 water lines for the Artwork. The Artist shall be responsible for all expenses, labor and equipment associated with the Artwork, which shall include the pump and associated water handling equipment integral to the fountain, the enclosure for said equipment, the masonry basin and the pedestal upon which the Artwork is to rest, and the lighting system for the Artwork. The Artist shall not be responsible for preparation of landscaping, if any, structural footings, public access or public security for the Artwork. The A & P shall provide electricity and water for the Artwork and shall provide the space in the Town Center which has been set aside for the location for the enclosure for the pump and associated water handling equipment integral to the fountain. 7. Installation. The Artist shall be responsible for transportation of the Artwork to the Building and for its installation there. The Artist shall notify the Parties within ten ( 10) working days of when the installation of the Artwork shall begin and within ten ( 10) working days after the date upon which installation is complete. 8 . Documentation. Within ten ( 10) working days following completion of installation, the Artist shall furnish the City with a current professional resume, and documentation and visual evidence as the Artist finds appropriate. 9. Maintenance. The Artist has provided the Parties with a written technical description and maintenance report specifying maintenance J&commended for preservation of the Artwork, as shown on Exhibit 3 , which is attached hereto. This report includes any recommended cleaning procedures, materials to avoid, paint formulas and/or other conservation practices. The Artist will assist the City in establishing an effective program of maintenance of the Artwork without additional cost to the City for a period of twelve ( 12) months following official acceptance of the Artwork by the City. The A & P, or any subsequent Manager of the Town Center, shall be responsible for any maintenance after the first year. The City shall have the right to authorize maintenance and conservation procedures to be performed on the Artwork, however, the City agrees to make reasonable attempts to seek the advice of the Artist before authorizing any procedures not specified in the Artist's maintenance report. The City agrees further to use only qualified conservators and art handlers in performing any conservation work. 10. Official Acceptance. The Parties shall have ten ( 10) working days after they receive written notice that installation is complete and the documentation submitted pursuant to paragraphs 8 and 9 in which to review and inspect the Artwork and the documentation. The Parties shall then either accept - +I� m Artwork and notify the Artist in writing of its acceptance, or it shall submit to 4 WITTENBERG , DELONY & DAVIDSON, INC. CHANGE ORDER 1� ,orthwest Arkansas Office �00 west Center , suite 102 Fayetteville , AR 72701 Tel : 501 - 443 - 6666 Fax : 501 -443 - 9515 PROJECT : CHANGE ORDER NO : 05 FAYETTEVILLE TOWN CENTER AND EXHIBITION HALL PROJECT NO : 95059 FAYETTEVILLE , ARKANSAS TO : DATE : 03 - 09 - 2001 NABHOLZ CONSTRUCTION CORPORATION P . O . BOX 277 CONTRACT DATE : 7 - 29 - 1999 ROGERS , ARKANSAS CONTRACT FOR : General Construction You are directed to make the following change ( s ) in this Contract : 1 ) Increase the Testing Allowance $ 5 , 000 . 00 add 2 ) Revise Plaza per PR # 01 - Revised $ 8 , 470 . 00 add v3 ) Provide Fountain Rough - in per PR 410 $ 12 , 149 . 00 add . 4 ) Change electric heaters to gas per PR # 14 $ < 1 , 972 . 00 > deduct 5 ) Adjust overflow drain requirements per PR # 15 $ < 2 , 241 . 00 > deduct 6 ) Change light fixtures per PR # 16 - Revised $ < 3 , 681 . 00 > deduct 7 ) Change door heights in lobby per PR 417 $ 215 . 00 add iAdd door for electrical room per PR 417 $ 1 , 453 . 00 add Add doors for bathrooms from exterior per PR # 17 $ 2 , 281 . 00 add 1 ) Relocate plumbing at Parking Deck $ 373 . 00 add 11 ) Revise handrail pipe $ c4 , 3s8 . 00 > deduct 12 ) Revise roof drain piping per SI # 53 $ 387 . 00 add 13 ) Add floor drain in Mech 307 ( $ 10765 . 00 - $ 754 . 00 ) $ 11011 . 00 add 14 ) Adjust roofing attachment requirements $ 1 , 062 . 00 add 15 ) Change size of planters $ 3 , 476 . 00 add 16 ) Adjust height of operable partitions $ < 2 , 450 . 00 > deduct Total Changes $ 21 , 175 00 add CONTRACT RECAP The original contract Sum was : $ 7 , 346 , 408 . 00 Net change by previously authorized Change Orders : 1 , 019 , 810 . 00 The Contract Sum prior to this Change Order : $ 6 , 366 , 218 . 00 The Contract Sum will be inereaeed by Chia Change Order : $ 21 , 175 add The new Contract Sum including this change Order will be : $ 8 , 387 , 393 . 00 The Contract Time will nor. change due Co this Change Order . Not valid until signed by both the Ovnet and Artnicetc . 9agnacurt of the Contractor inaicacvi his agretmcnc herewith, inCluding any aCjoe[mcnc In the Contract Sum or contract Tim . WITTENBERG, DELONY & DAVIDSON, INC. NABHOLZ CONSTRUCTION CITY OF FAYETTEVILLE 100 West Center, Suite 102 P.O. Box 277 113 West Mountain Street tayetteville, AR 72701 Rogers, Arkansas 72757 Fayetteville, Arkansas 72701 A&V'•� �• BY: BY: 1, 1ATE: 2C - !L_( DATE: _ �O� DATE: 3 E0 39VCI OOM 9TS6EDbT05 80 :01 E00Z /80/ 10 Exhibit 4 Peace Prayer Fountain Budget r • Studio Expenses Studio Relocation mid improvement Lease new space 5141400 Building Modificatiuns Walls, Lighting. Wiring, plumbing heating S6,500 Utilities 56,000 Insurance 57,464 Total studio expenses 5340364 Materials To build clay original Clay 511200 Plaster 530000 Armature $30720 Other S2,000 To cast in bronze Bronze 550600 Neem Materials $40000 Bearings 51,500 Welding supplies 5600 Other supplies $1,000 `• Installation Pump system, plumbing 5150000 Crane rental, hauling fining S101000 Structural changes to building (including work already done) 5250000 total materials 572,620 Staff expenses Clucf assistant 530,000 Interns and apprentices S15,000 Total staff expenses 545,000 Artists fee 580,000 Contingency fund (8%) slg,g59 TWA for project $250,543 * * Any variance from the Proposed Budget by more than Twenty percent (20%) shall have to have prior approval by the Project Manager. It is the intent of this Agreement that the maximum donation shall be $250,543.00. Any savings under the Budget shall be returned to the Donor. Any expenses over the $250,543.00 shall be taken from the Artist Fee. Twenty five thousand dollars ($25,000.00) of the Artist's Fee shall be paid at the execution of this Agreement; Twenty five sand dollars ($25,000.00) of the Artist's Fee shall be paid at the completion of phase one; as W out in Paragraph 19 of the Agreement; and the final Thirty thousand dollars ($30,000.00) ;minus any expenses over the $250,543.00 budgeted) of the Artist's Fee shall be paid upon womplction of installation and approval of the Artwork by the Parties. 03 ' �3o4tboF-i6 .$fu� ll� (�du4rf isc�q �1om�tion Comni�ssim , Ort �a ot (1F 2r, rn��s' IJlcurkff I want 10 thowk 4m for gow qui rocs $5,0oos a rapriaf ia� .�i�s money will allow us }o purl w aduwr}isi,nq WE 4It , eotLld Not Awwisi. afford Wigs �en,r. Z musF a&Lt Z was ndiue qo urclo Nnti prfs�nfiatian om , �fruu�klu� I a bit nwvous daf -b �h4 �s�nef of the ass W Vldw carwJra . Z didn't- WdMi 6& lhal you CUM+ lo�uf? patrons as WEII Q& Visrlo(s -from 0&1& our area wti n NuriuA M UfAt's a.{fiWcunet . Our Great gda-F on OM ow o.dotqYisonq 46\q ouer 3 ,000 �oplti io tht, do o*u)n *f*vill't �utx� 41-0( h MUR+ s%DA from 4(n gooftmlcr . YYtawq of V oss FAYETIEVILLE s . Rt s AROUND OWNTOWN QUARE = ply who eomi: specifically -For cwm�rs ,uc�xkst +h�crl ff* & d hop in bu§Wtssfs on M fiziw ana &L skmis i so ihosz tslCLblishffi%is 6J4 from our 06tf�SbAq as well . F1&g kmow 4V& Ae, �UAUAq you axe provLdi uq wdl bt Spm4houghfiFc�ll� j and w� o mcs+ gratffUl -or l owr �ppo6 .uM have Yxfxwded ouar Gdur�hsunq oriem Fa- Qwb . ohm, aoa -F r ycx +um' aura Censids�a�ian . S�.Ytc�.rely � City of Fayetteville, Arkansas Monthly HMR Tax Collections 2000-2003 • 2000 2001 2002 2002 2003 2003 Total Total Total Change Over Total Change Over HMR Taxes HMR Taxes HMR Taxes Prior Year HMR Taxe Prior Yea January $ 100,334 $ 98,397 125,718 $ 27.76% $120,555 -4. 11% February 91,330 95,810 113,207 18. 16% $115,941 2.41% March 102,971 104,748 118,209 12.85% $117,285 -0.78% April 108,747 107,624 126,006 17.07% $125,309 -0.55% May 107,975 103,545 115,354 11.40% June 107,963 106,217 128,998 21.44% July 103,894 109,223 128,607 17.75% August 105,417 112,743 119,426 5.92% September 104,980 115,765 131,412 13.52% October 105,820 115,771 126,802 9.53% November 117,106 120,282 135,777 12.30% December 97,771 125,971 • 119.627 -0.05% Total $ 1,254,310 $ 1,316,096 1,489,144 13.15% $479,089 -0.83% • \filename SCARBROUGH MURMHAW, CERTIFIED PUBLIC ACCOUNTANTS, P.A. 2039 Green Acres Rd., Fayetteville, AR 72703.2619 • Telephone (479) 52 14771 • Fax (479) 442-0082 • Home Page: S-MCPAS.com Wesley D. Murtishaty, CPA Tommy L. Lonon, CPA Fayetteville Advertising & Promotion Fayetteville Town Center Fayetteville, Arkansas We have compiled the accompanying balance sheet and income statements of the Fayetteville Advertising and Promotion Commission and the Fayetteville Town Center as of April 30, 2002 and for the four months then ended in accordance with Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants. A compilation is limited to presenting in the form of financial statements information that is the representation of management. We have not audited or reviewed the accompanying financial statements and, accordingly, do not express an opinion or any other form of assurance on them. • Management has elected to omit substantially all of the disclosures and the statements of retained earnings and cash flows ordinarily included in financial statements. If the omitted disclosures and the statements of retained earnings and cash flows were included in the financial statements, they might influence the user's conclusions about the entity's assets, liabilities, equity, income, and expenses. Accordingly, these financial statements are not designed for those who are not informed about such matters. r' r. Scarbrough & Murtishaw, CPAs, P.A. Certified Public Accountants Fayetteville, Arkansas May 6, 2003 • Members: American Institute of CPAs Private Companies Practice Section Arkansas Society of CPAs Fayetteville Advertising and Promotion Commission Balance Sheet As of April 30, 2003 ASSETS Current Assets Cash in Bank of Fayetteville - Town Center $ 14,335.26 Cash in Mcllroy Bank - A & P General 134,519.38 Cash in Mcllroy Bank - A & P Payroll 71537.64 Cash in Bank - Conv & Visitor Bureau 43,963.47 Investments 2,0831146.68 Investment Adjustment to Market 22,933.05 Accounts Receivable 61499.24 Accrued Interest Receivable 10,205.45 Due from City 51667.29 Total Current Assets $ 29328,807.46 Property, Plant, & Equipment at Cost Furniture and Fixtures 91602.98 Building Additions 181 ,875.24 • Equipment 160,725.88 Less: Accumulated Depreciation (54,549.51 ) Net Property and Equipment 297,654.59 Total Assets $ 21626,462.05 LIABILITIES AND CAPITAL Current Liabilities Payroll Taxes Payable $ 341 .28 Accounts Payable 58,467.72 Accounts Payable - Parks HMR 31249.62 Due to Other Funds 659386.73 Total Current Liabilities $ 127,445.35 Capital Unrestricted Fund Balance 21347,192.63 Current Year Earnings 151 ,824.07 Total Capital 21499,016.70 • Total Liabilities and Capital $ 29626,462.05 See Accountants' Compilation Report. Fayetteville Advertising and Promotion Commission Income Statement Actual vs. Budget Month of 2003 Year to Date April 2003 Budget Actual Remaining Actual Revenue HMR Tax Revenue $ 11478,000.00 $ 473,408. 12 $ 11004,591 .88 $ 117,284.77 Refunds 400,000.00 400,000.00 Less Returns & Allowances (400,000.00) - (400,000.00) Total Revenue 1 ,478,000.00 473,408. 12 11004,591 .88 117,284.77 Materials and Supplies Office Expense 31500.00 224.15 31275.85 Total Materials and Supplies 3,500.00 224. 15 3,275.85 General Expenses General Expenses (See. Schedule) 635,455.00 2289025.88 407,429.12 79,720.96 • Capital Outlay Minor Equipment 50,000.00 39325.00 46,675.00 11421 .00 Other Income (Expense) Interest Income - Investments 50,000.00 21 ,456.71 28,543.29 5,955.45 CEC Bond Excess 208,050.39 (208,050.39) 208,050.39 Bonds - CEC (45,000.00) (45,000.00) Bond Payments - Arts Center (85,000.00) (85,000.00) Bond Payments - Town Center (375,000.00) (124,527.52) (250,472.48) (31 , 131 .88) Bond Payments - CEC (380,000.00) (125,526.68) (254,473.32) (31 ,381 .67) Transfers to Other Funds (259,400.00) (85,000.00) (174,400.00) (50,000.00) Total Other Income (Expense) (1 ,094,400.00) (105,547. 10) (988,852.90) 101 ,492.29 Net Income (Loss) $ (305,355.00) $ 136,285.99 $ (441 ,640.99) $ 137,635.10 • See Accountants' Compilation Report. Fayetteville Advertising and Promotion Commission Schedule of General Expenses Actual vs. Budget Month of 2003 Year to Date April 2003 Budget Actual Remaining Actual General Expenses Salaries & Wages $ 60,000.00 $ 18,565.76 $ 41 ,434.24 $ 41641 .44 Payroll Taxes Expense 139200.00 1 ,789.79 11 ,410.21 353.71 Insurance 12,000.00 21989.42 %010.58 751 .78 401 (k) Company Match 11800.00 593.61 11206.39 169.24 Car Allowance 31600.00 1 ,200.00 21400.00 300.00 Publications & Dues 1 ,000.00 991 .95 8.05 295.00 Postage 15,000.00 31556.52 11 ,443.48 19400.92 Professional Services 12,200.00 4,000.00 81200.00 11000.00 Collection Expense 30,000.00 9,468. 16 20,531 .84 21345.70 Miscellaneous Expense - 150.87 (150.87) - Kamensky Fountain Maintenance 3,000.00 21580.64 419.36 21580.64 New Brochures 30,000.00 51272. 19 24,727.81 Travel and Training 29500.00 242.63 21257.37 81 .63 Depreciation Expense - 61363.42 (6,363.42) 1 ,590.85 Air Museum 25,000.00 12,500.00 12,500.00 61250.00 • Bikes, Blues, BBQ 81000.00 (83000.00) 81000.00 Botanical Garden Society 45,000.00 3,250.00 41 ,750.00 Town Center Garden Maintenance 179500.00 21916.66 14,583.34 Walton Arts Center 2,400.00 11200.00 11200.00 11200.00 North Arkansas Symphony 61000.00 61000.00 - H . S. Coaches Clinic 15,000.00 15,000.00 15,000.00 Sturday of Champions 3,000.00 31000.00 - State Soccer Championship 1 ,000.00 11000.00 Holiday Hoops 10,000.00 10,000.00 Joe Martin Stage Race 20,000.00 - 20,000.00 All Star Games 51000.00 81000.00 (31000.00) 81000.00 Ozark Blues Society - 31560.06 (31560.06) 3,560.06 Brumley Gospel Sing 159000.00 15,000.00 Downtown Dickson Enhancement Proj, 17,600.00 81315.00 91285.00 4,850.00 First Night Fayetteville - 10,000.00 (109000.00) 10,000.00 Don Glass Charity Classic 61300.00 - 61300.00 - Hogeye Marathon & Relays 11500.00 11500.00 Natural State Games 975.00 - 975.00 - America in Bloom - 21500.00 (21500.00) 21500.00 City of Fayetteville - Plaza Gardens 41374.99 (41374.99) 4,374.99 Rural Mountain Producers Exchange - 400.00 (400.00) 400.00 Advertising and Marketing 2509000.00 86,578.51 1639421 .49 75.00 Airport Information Booth 41800.00 11200.00 3,600.00 • Interspace Airport Advertising 5,080.00 21465.70 2,614.30 Total General Expenses $ 635,455.00 $ 228,025.88 $ 4071429. 12 $ 79,720.96 See Accountants' Compilation Report.