HomeMy WebLinkAbout172-23 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 172-23
File Number: 2023-938
FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION (SERVICE CONTRACT):
A RESOLUTION TO AUTHORIZE MAYOR JORDAN TO SIGN A CONTRACT WITH THE FAYETTEVILLE
ADVERTISING AND PROMOTION COMMISSION FOR THE FUNDING OF THE DOWNTOWN
FAYETTEVILLE COALITION IN THE AMOUNT OF $60,000.00 FOR SERVICES THROUGH THE END OF
2023
WHEREAS, economic development activity throughout Fayetteville continues to rise, and new public investments in
downtown such as the Ramble provide an opportunity to help shape meaningful and intentional investments that will
provide benefits to existing businesses, help realize the City's goals outlined in numerous master plans, and continue to
increase tax revenue; and
WHEREAS, in May of 2022, the Fayetteville Advertising and Promotion Commission voted to allocate $100,000
toward the creation of a new staff position, a director of downtown initiatives, with the intent a new downtown
organization could be formalized; and
WHEREAS, Experience Fayetteville committed to fund the position for three years, contingent upon additional
financial support from the City; and
WHEREAS, the Fayetteville Advertising and Promotion Commission is seeking an agreement with the City for
funding to support the start-up of the Downtown Fayetteville Coalition; and
WHEREAS, the contract provides for payments of $60,000.00 in 2023, $125,000.00 in 2024, and $125,000.00 in 2025
contingent on budget approval and the City's satisfaction that the contract terms have been fulfilled each year.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign a
contract with the Fayetteville Advertising and Promotion Commission, a copy of which is attached to this Resolution,
for funding of the Downtown Fayetteville Coalition.
PASSED and APPROVED on August 1, 2023
Approved:
Attest:
Page 1
Resolution: 172-23
File Number: 2023-938
Approved:
Page 2
Attest:
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Kara Paxton, City C rk Treasurer $ 1-
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CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF AUGUST 1, 2023
TO: Mayor Jordan and City Council
THRU:
CITY COUNCIL MEMO
2023-938
FROM: Susan Norton, Chief of Staff
DATE:
SUBJECT: Memorandum of Agreement with the Fayetteville Advertising and Promotion
Commission for Collaborative Services to Establish a Downtown Fayetteville
Organization
RECOMMENDATION:
Chief of Staff and the Mayor recommend a Memorandum of Agreement with the Fayetteville Advertising and
Promotion Commission to manage the development of a Downtown Fayetteville Organization to serve as a
point of contact for the city and collaborator among downtown businesses and residents related to matters of
historic and long range planning; collaboration for large scale events in the downtown area, including the
Ramble; infrastructure improvements, parking, mobility, beautification, and safety; and to provide downtown
business advocacy and support. The agreement also provides for an appointment to the Downtown
Fayetteville Coalition as a voting member as the organization embarks on its next phase of strategic planning.
BACKGROUND:
In May of 2019, the City Council passed Resolution 148-19 expressing the City's intent to work with the
Fayetteville Advertising and Promotion Commission to develop a scope of work and contract for the
programming, marketing, operations for the public spaces being designed and constructed in the Cultural Arts
Corridor project in the heart of downtown. Experience Fayetteville began working with the City of Fayetteville's
internal teams through the design of that project, and in September of 2019, the City Council passed
Resolution 197-19 to authorize a contract with Experience Fayetteville to assist with the development of
various aspects of the Cultural Arts Corridor Project, including the naming and branding of the emerging
transformative downtown project, The Ramble. The success of that collaboration with Experience Fayetteville
for The Ramble development has continued to date and since that time, other collaborations continue to occur
on a regular basis. Ongoing collaborations with Experience Fayetteville have included marketing and event
management for the UCI Cyclocross International and other mountain biking events on Centennial Mountain,
as well as downtown Fayetteville events such as First Thursday.
Many changes influenced the direction of collaborative planning with Experience Fayetteville, not the least of
which was COVID. As we all abided the pandemic and the public stayed home, organizational changes were
introduced by the new Chief of Staff within the City. A new Parks, Natural Resources and Cultural Affairs
Director was hired to manage the traditional programs within Parks and to develop new programs to embrace
natural resources and the city's open spaces, as well as its cultural arts scene. The City successfully
established its new Cultural Arts Program, with the support and assistance from the Arts Council, the City
Council, and CACHE. The City hired its first Cultural Arts Director and successfully cut the ribbon on the Lower
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Ramble in Fay Jones Woods, establishing a new Weekend Starts series highlighting artist activations brought
forward through the Arts Council and a music series in collaboration with the University of Arkansas School of
Music. The momentum for an exciting and dynamically changing downtown developed as the public emerged
from lockdown, the Outdoor Refreshment Area promoted opportunities for businesses in the Downtown
Entertainment District to emerge, and the idea for a Downtown Organization took shape as Experience
Fayetteville hired its first Director of Downtown Initiatives in November of 2022.
Since that time, the City has worked in collaboration with Experience Fayetteville to become a contributing
member of the emerging Downtown Fayetteville organization. The Director of Downtown Initiatives has jumped
in and provided outreach and support for a number of city efforts in the downtown area since last Fall, including
coordination and communication with downtown businesses regarding Dickson Street improvements and
downtown entertainment parking system changes that are anticipated to coincide with the opening of the new
parking deck.
DISCUSSION:
Our intent is that the Director of Downtown Initiatives will have a strong role in collaborating with downtown
businesses as our Development Services Long Range Planners roll out the new Downtown Master Planning
initiative in 2024 and 2025. And, as we prepare for the opening of The Ramble in 2024, we are excited to bring
this Memorandum of Agreement to formalize the efforts we find will be mutually beneficial to the downtown
businesses, to the city's tax base, and to the events that add quality of life for the residents of Fayetteville.
Through the City's contributions and assistance in this effort, Experience Fayetteville will be able to continue to
fund the Director of Downtown Initiatives and to support the Downtown Fayetteville organization through its
developmental phase and path to becoming an independent non-profit.
Our Parks, Natural Resources and Cultural Affairs, Economic Vitality, Public Works, Parking/Event
Management, and Development Services Departments all endorse this effort with the belief that better and
stronger coordination and collaboration among our city and our downtown businesses will help us continue to
grow a vibrant and healthy downtown. Downtown hosts the city's largest concentration of businesses,
sales/property tax revenue, and arts/culture organizations. Downtown is the heart of our community and
belongs to all of Fayetteville. The Mayor and staff want to ensure the success of this new downtown
organization for Fayetteville's quality of life and the benefit of all residents and downtown businesses.
BUDGET/STAFF IMPACT:
The initial funding during Q4 of 2023 will come from the Economic Vitality office professional services funds
balance. Subsequent funding for 2024 and 2025 will be brought forward during fiscal year budget discussions.
ATTACHMENTS: SRF Downtown Organization, FAP_Downtown Funding Memo July 2023, Signed Contract
FAP Downtown Coalition
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
== City of Fayetteville, Arkansas
Y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2023-938
Memorandum of Agreement with the Fayetteville Advertising and Promotion Commission for
Collaborative Services to Establish a Downtown Fayetteville Organization
A RESOLUTION TO AUTHORIZE MAYOR JORDAN TO SIGN A CONTRACT WITH THE
FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION FOR THE FUNDING OF
THE DOWNTOWN FAYETTEVILLE COALITION IN THE AMOUNT OF $60,000.00 FOR
SERVICES THROUGH THE END OF 2023
WHEREAS, economic development activity throughout Fayetteville continues to rise, and new public
investments in downtown such as the Ramble provide an opportunity to help shape meaningful and
intentional investments that will provide benefits to existing businesses, help realize the City's goals
outlined in numerous master plans, and continue to increase tax revenue; and
WHEREAS, in May of 2022, the Fayetteville Advertising and Promotion Commission voted to allocate
$100,000 toward the creation of a new staff position, a director of downtown initiatives, with the intent a
new downtown organization could be formalized; and
WHEREAS, Experience Fayetteville committed to fund the position for three years, contingent upon
additional financial support from the City; and
WHEREAS, the Fayetteville Advertising and Promotion Commission is seeking an agreement with the
City for funding to support the start-up of the Downtown Fayetteville Coalition; and
WHEREAS, the contract provides for payments of $60,000.00 in 2023, $125,000.00 in 2024, and
$125,000.00 in 2025 contingent on budget approval and the City's satisfaction that the contract terms
have been fulfilled each year.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan
to sign a contract with the Fayetteville Advertising and Promotion Commission, a copy of which is
attached to this Resolution, for funding of the Downtown Fayetteville Coalition.
Page 1
Susan Norton
Submitted By
City of Fayetteville Staff Review Form
2023-938
Item ID
7/25/2023
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
7/14/2023 CHIEF OF STAFF (070)
Submitted Date Division / Department
Action Recommendation:
Memorandum of Agreement with the Fayetteville Advertising and Promotion Commission for Collaborative
Services to Establish a Downtown Fayetteville Organization.
1010.050.0500-5314.00
Account Number
Project Number
Budgeted Item? Yes
Does item have a direct cost? Yes
Is a Budget Adjustment attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Item Cost
Budget Adjustment
Remaining Budget
Fund
Project Title
$ 71,328.00
Is 71,328.00
$ 60,000.00
11,328.00
Previous Ordinance or Resolution #
Approval Date:
V20221130
Memo P �[AY
To: Mayor Lioneld Jordan
Susan Norton, City of Fayetteville, Chief of Staff
From: Molly Rawn, CEO Fayetteville Advertising and Promotion Commission
Date: July 11, 2023
Re: Support for Experience Fayetteville's Downtown Initiatives
Background
Experience Fayetteville leadership firmly believes that a strong downtown is vital to not only
tourism, but to our city's overall success. A vibrant entertainment district is a critical economic
engine, with the ability to propel Fayetteville forward. It is our city's front door, and shapes
perceptions of Fayetteville to tourists and residents alike. The Dickson Street Merchants, Block
Street Businesses, and now the new Downtown Fayetteville Coalition have done tremendous
work in our downtown by creating, sponsoring and promoting events; promoting our
entertainment district and our ORA; advocating for beautification efforts; and supporting legacy
initiatives like the establishment of the Walton Arts Center and its subsequent expansion, the
construction of Theatre Squared and the soon to be debuted Ramble. Impressively, all of this
has been accomplished largely by volunteers over many years.
Downtown Fayetteville is the heart of our city, home to the highest concentration of bars,
restaurants, and small businesses that, in 2022, employed over 3,000 full time employees and
2,040 part time employees. The State's flagship campus, the University of Arkansas, abuts
downtown and employs nearly 5,000 faculty and full-time staff.
This is an incredibly important time for Downtown Fayetteville. Economic development activity
throughout Fayetteville continues to rise, and new public investments in downtown such as the
Ramble, provide an opportunity to help shape meaningful and intentional investments that will
provide benefits to existing businesses, help realize the City's goals outlined in numerous
master plans, and continue to increase tax revenue.
Experience Fayetteville has been working for several years to lay the ground -work for such an
organization. To this end, in May of 2022, the Fayetteville Advertising and Promotion
Commission voted to allocate $100,000 toward the creation of a new staff position, a director of
downtown initiatives, with the intent a new downtown organization could be formalized.
Experience Fayetteville committed to fund the position for three years, contingent upon
additional financial support from the City of Fayetteville.
A hiring committee made up of representatives from the University of Arkansas, City of
Fayetteville, A&P Commission, Experience Fayetteville staff, and a variety of downtown
businesses was assembled and a nation-wide search was conducted. Kelly Rich was offered
the role of Director of Downtown Initiatives in November of 2022. Since hiring Ms. Rich, the
organization formerly known as the Dickson Street Merchants has officially become the
Downtown Fayetteville Coalition (DFC); the board has expanded to members beyond Dickson
street and new website and related social media channels has launched. Under her leadership,
and with the stability provided by Experience Fayetteville, the Downtown Fayetteville Coalition is
well positioned to bring tremendous success to our city. More details about these
accomplishments is attached.
The Request
The Fayetteville Advertising and Promotion Commission is seeking an agreement with the city
of Fayetteville, to begin August 1, 2023, valued at $125,000 annually for a total budget impact of
$310,000 through the end of 2025.
Experience Fayetteville will use the funds to support the start-up of the Downtown Fayetteville
Coalition, a non-profit organization working for the benefit of our downtown area. Capital
challenges that traditionally hinder the development of similar organizations are mitigated as
Experience Fayetteville is matching the city's investment.
Proposal Deliverables
• The Downtown Organization will support community engagement efforts for the city's
downtown master plan, working closely with the Development Services team.
• Serve as point of contact for the city on behalf of downtown businesses and
residents related to matters of parking, mobility, infrastructure improvement, historic
preservation, long range planning, and beautification and safety.
• Provide downtown small business advocacy and support.
• Administration of the ORA program providing resources, education on compliance,
and marketing support for participating businesses and events.
• Play a role in the city's special event permit approval process including:
o Sign -off for events occurring within the downtown area to ensure
collaboration with the downtown organization when needed
o Ensure permitted events are added to the downtown events calendar
o Support the event notification efforts, helping to ensure downtown
businesses are aware of pending event permit requests
Develop and produce six signature events for the downtown area, conservative
economic impact estimates 5.25 million dollars.
o One event in Q4 2023, estimated 10k attendance and quarter million -
dollar impact
o Spring and Fall events in 2024, estimated 10k attendance and quarter
million -dollar economic impact at each
o Spring and Fall events in 2025, estimated 10k attendance and quarter
million -dollar economic impact at each
o New multi -day festival in 2025, estimated attendance of 20k+ and 4
million -dollar economic impact
Reporting and Metrics
Experience Fayetteville will measure the success of this endeavor by evaluating the
following outputs:
o Completion of a strategic plan
o Number of placemaking projects completed by the DFC
o Number of businesses, organizations and residents served through DFC
as measured by attendance at meetings; audience reach as measured
through website sessions, social media and newsletter; and community
engagement at special events
o Number of new festivals produced in downtown and their associated
economic impact as measured by an industry accepted tool
o Number of residents engaged in outreach efforts for the city's downtown
master plan
o Dollars raised through successful fundraising efforts
Experience Fayetteville will provide an annual report to the city council detailing the
status of each deliverable, key updates, and estimated economic impact of events.
CONTRACT FOR THE FUNDING OF
THE DOWNTOWN FAYETTEVILLE COALITION
Between the City of Fayetteville, Arkansas and
the Fayetteville Advertising & Promotion Commission
WHEREAS, Downtown Fayetteville is the heart of our city, home to the highest
concentration of bars, restaurants, and small businesses that, in 2022, employed over 3,000 full
time employees and 2,040 part time employees; and
WHEREAS, economic development activity throughout Fayetteville continues to rise,
and new public investments in downtown such as the Ramble provide an opportunity to help
shape meaningful and intentional investments that will provide benefits to existing businesses,
help realize the City's goals outlined in numerous master plans, and continue to increase tax
revenue; and
WHEREAS, in May of 2022, the Fayetteville Advertising and Promotion Commission
voted to allocate $100,000 toward the creation of a new staff position, a director of downtown
initiatives, with the intent a new downtown organization could be formalized; and
WHEREAS, Experience Fayetteville committed to fund the position for three years,
contingent upon additional financial support from the City of Fayetteville; and
WHEREAS, a hiring committee made up of representatives from the University of
Arkansas, City of Fayetteville, A&P Commission, Experience Fayetteville staff, and a variety of
downtown businesses was assembled and a nation-wide search was conducted; and
WHEREAS, Kelly Rich was offered the role of Director of Downtown Initiatives in
November of 2022 and, since that time, the organization known as the Dickson Street Merchants
Association, Inc. has been re -branded and registered with the Arkansas Secretary of State to do
business as the Downtown Fayetteville Coalition (DFC); the board has expanded to members
beyond Dickson street; and new website and related social media channels have launched; and
WHEREAS, the Fayetteville Advertising and Promotion Commission is seeking an
agreement with the city of Fayetteville for funding to support the start-up of the Downtown
Fayetteville Coalition.
NOW, THEREFORE, THIS CONTRACT is made by and between the City of
Fayetteville, Arkansas ("City") and the Fayetteville Advertising and Promotion Commission
("A&P Commission"), or the parties, in exchange for the mutual obligations and covenants
contained herein, agree as follows:
A. Term. This contract shall commence on August 1, 2023, and shall expire on December
31, 2025. The contract may be extended upon written agreement of the City and the A&P
Commission.
B. Project Deliverables. The A&P Commission shall utilize the funding provided by the
City for the following:
1. Support community engagement efforts for the city's downtown master plan,
working closely with the City's Development Services team.
2. Serve as point of contact for the city on behalf of downtown businesses and
residents related to matters of parking, mobility, infrastructure improvement,
historic preservation, long range planning, and beautification and safety.
3. Provide downtown small business advocacy and support.
4. Administration of the Downtown Outdoor Refreshment Area program providing
resources, education on compliance, and marketing support for participating
businesses and events.
5. Play a role in the city's special event permit approval process including:
a. Advising the City on events occurring within the downtown area to ensure
collaboration with the Downtown Fayetteville Coalition and its members
when necessary.
b. Ensuring permitted events are included in the downtown events calendar.
c. Supporting event notification efforts, helping to ensure downtown
businesses are aware of pending event permit requests.
6. Develop and produce six signature events for the downtown area including:
a. One event in Q4 2023, estimated 10,000 attendance and $250,000.00
economic impact.
b. Spring and Fall events in 2024, estimated 10,000 attendance and
$250,000.00 economic impact at each.
c. Spring and Fall events in 2025, estimated 10,000 attendance and
$250,000.00 economic impact at each.
d. New multi -day festival in 2025, estimated attendance of 20,000 and
$4,000,000.00 economic impact
7. The A&P Commission may, in its discretion, utilize the funds provided by the
City directly or may work with or through the Downtown Fayetteville Coalition to
meet the above project deliverables.
C. Reporting and Metrics:
1. Experience Fayetteville will measure the success of this endeavor by evaluating
the following outputs:
a. Completion of a strategic plan;
ML-
b. Number of placemaking projects completed by the DFC;
c. Number of businesses, organizations and residents served through DFC as
measured by attendance at meetings; audience reach as measured through
website sessions, social media and newsletter; and community
engagement at special events;
d. Number of new festivals produced in downtown and their associated
economic impact as measured by an industry accepted tool;
e. Number of residents engaged in outreach efforts for the city's downtown
master plan; and
£ Dollars raised through successful fundraising efforts
2. Experience Fayetteville shall provide an annual report to the Fayetteville City
Council detailing the status of each deliverable, key updates, and estimated
economic impact of events.
D. The City of Fayetteville's Rights and Responsibilities:
1. The City shall make a payment in the amount of $60,000.00 after the City is
satisfied, in its discretion, that the project deliverables through the end of 2023
have been met.
2. Funding of $125,000 in 2024 and $125,000 in 2025 shall be contingent upon
annual budget approval by the Fayetteville City Council and satisfaction, in the
City's discretion, that the project deliverables for the previous year have been
met. If funds are not appropriated for any year, this Contract shall be terminated at
the cnd of the then current term. If funds appropriated are less than the full
amount contemplated by this Contract, then the parties shall agree upon amended
Project Deliverables. In the event the parties are unable to reach an agreement on
amended Project Deliverables, then the Contract shall be terminated at the end of
current month.
3. The Mayor of the City of Fayetteville, or the Mayor's designee, shall serve as a
voting member of the DFC board of directors for as long as this contract remains
in effect.
E. Termination
This Agreement may be terminated by mutual consent of the parties. An agreement to
terminate must be in writing, signed by the parties. Any such termination of the
Agreement is without prejudice to any obligations or liabilities of any party already
accrued prior to such termination.
F. Amendment
Changes, modifications, or amendments in scope, price or fees to this contract shall not
be allowed without a prior formal contract amendment approved by both parties in
advance of the change in scope, cost or fees.
3
MC
G. Miscellaneous
1. No transfer or assignment of this Agreement, or any part thereof or interest
therein, shall be made unless both parties first approve such transfer or
assignment in writing.
2. This Agreement constitutes the entire agreement between the parties. There are
no understandings, agreements, or representations, oral or written, not specified
within this Agreement.
IN WITNESS WHEREOF, the parties hereto have caused their signatures to be set by their
authorized representative effective the date set forth below.
FAYETTEVILLE ADVERTISING
AND PROMOTION COMMISSION
By: �k.A_=�I
Molly Raw EO
Dater QOQ3
CITY OF FAYETTEVILLE,
Mayor
Date: n4'4�1I2O23