HomeMy WebLinkAbout2024-12-09 - Agendas - FinalFayetteville Advertising and
Promotion Commission
December 9th, 2024
Location: Fayetteville Town Center, 15 W. Mountain Street
Commissioners:
Staff:
Chrissy Sanderson, Chair, Tourism & Hospitality Representative
Katherine Kinney, Tourism & Hospitality Representative
Todd Martin, Tourism & Hospitality Representative
Elvis Moya, Tourism & Hospitality Representative
Andrew Prysby, Commissioner at-large
Sarah Bunch, City Council Representative
Mike Wiederkehr, City Council Representative
Molly Rawn, CEO
Agenda
I.Call to order at 2:00 p.m.
II.Old Business
A.Review and approval of November minutes
III.New Business
A.CEO Report. Molly Rawn.
B.Presentation and Vote. 2025 Budget. Summary and Appropriation Document
attached.
C.Vote. Furniture purchase for Experience Fayetteville Renovation. Memo and Quote
attached.
D.Additions to the agenda may be added upon request from a majority of the
commissioners.
IV.Adjourn
Fayetteville Advertising and Promotion Commission
Minutes November 18, 2024
Fayetteville Town Center
Commissioners
Present:
Commissioners
Absent:
Staff:
Chrissy Sanderson, Chair, Tourism & Hospitality Representative (virtual)
Elvis Moya, Tourism & Hospitality Representative
Mike Wiederkehr, City Council Representative
Sarah Bunch, City Council Representative
Todd Martin, Tourism & Hospitality Representative
Katherine Kinney, Tourism & Hospitality Representative
Andrew Prysby, At Large Position
N/A
Molly Rawn, CEO; Jennifer Walker, VP of Finance, Sarah King, VP of
Marketing and Communications
I. Commissioner Moya, standing in for Chair Sanderson who was attending virtually, called
the meeting to order at 2:00 pm and declared a quorum.
II. Old Business
A. Commissioner Moya presented the September minutes for approval.
Commissioner Martin made a motion to approve them with Commissioner Kinney
seconding that. The minutes were approved unanimously.
III. New Business
A. CEO Report
Our office renovation is on schedule. Our work with the Coraggio group on our
Destination Master Plan is going well and we anticipate the commission will receive
a detailed report on the work at the January meeting.
FLSA has halted their salary threshold ruling which means we do not have to
reclassify some of our positions. We will continue to monitor the situation.
Sally Fisher, a longtime employee has left the organization to be the Director of
Finance for the Fayetteville Chamber of Commerce, we will post that position in
January.
Rawn listed several of our recent featured coverage including several articles and
visits. She congratulated Herman’s, the first Fayetteville restaurant to be named to
the AR hall of fame.
Rawn congratulated our sales team on two conferences and one state championship
we hosted in October and stated that the combined estimated economic impact of
them was more than $1,300,400.
Occupancy rate for October is up more than 12% from October 2023 and October’s
ADR is up over 18% from October 2023.
There has been reduced visitation in the Visitors Center which is not surprising with
reduced hours. We’ve recently welcomed visitors from England, Canada, Germany,
Spain and France.
Since the cancelled October meeting, the town center has successfully hosted
fifteen events, most notably, a weeklong annual meeting for Harvest Group. The
town center now has a charging doc for electric cars.
B. Financial Report
VP Walker stated that the October financials were in the agenda packets. The
targeted percentage for revenue and expenses is 83% and we are at 85% for
revenue and 77% for expenses.
Net Operating income is $479,879, year to date and our balance sheet shows cash and
investments of approximately $5 million and FTC unearned revenue is approximately
$120.000 for events remaining in 2024 with several thousand dollars in events booked for
next year.
With no questions for VP Walker, the agenda moved on.
C. Marketing Report
VP King opened with introducing Anne Davis with Outright who will give us a brief
overview of our campaign and also talked about some earned media.
Davis gave a reminder of our strategy – an awareness campaign comprised of high -
impact digital media channels, built on the themes of outdoor recreation, food and
drink and arts and culture. The campaign is intended to target those with a non-stop
flight to Fayetteville and also road trippers. Our heavy investment in this campaign
was April – September to capitalize on summer and fall travelers and it is a balance of
digital and more regional print publications. She then recapped the target markets:
Colorado, Chicago, Dallas/Ft Worth and road trippers in a three-hour drive radius.
Performance call outs – this campaign served more than 21 million impressions, which
is 8 million more than we projected. We are also seeing an increase in the average
length of stay through the Arrivalist data. We’ve also seen a 58% increase in organic
traffic to the website.
Davis then talked about the strategic shift away from paid search and the positive
results from that decision with statistics.
Outright has also run some test campaigns including Axios Chicago and Axios Denver
and were pleased with overall approach with over 339,000 newsletter opens.
She presented some secured regional and national media coverage and showed
several examples of both local and national brands we’ve appeared in. More
specially, we’ve really focused on bike packing coverage as we just launched our new
bike packing brochure. Sarah King talked about how while there were many bike
packing routes in the west and a few in the northeast, we are leading the way with a
bike packing route in the south/Midwest. Rawn pointed out that the revenue used for
this project was from the cyclocross legacy fund, which came from the UCI
Cyclocross.
King also shared the results of the Hoptober Challenge, which results in 68 finishers,
i.e those who completed all 8 Fayetteville brewery stops in the month of October.
Commissioner Prysby suggested we do a small test with each new direct flight market
we should have in the coming months, i.e. Utah, Delaware and Philadelphia.
D. FTC Exterior Refresh
VP Wilson shared that we’ve worked with GemStone Design Studio to look at the
exterior of the FTC. The architect reviewed the exterior space and gave some
suggestions to help elevate the look of the center while keeping in the look of the
square.
One of the suggestions is to change the teal color that is throughout the exterior and
interior of the building. He showed several slides that demonstrated the new look the
updated color would give various parts of the center. The purpose of the update was
to ensure the commissioners were informed of proposed changes as the center is
such an integral part of the square.
With no questions, Commissioner Moya thanked Wilson.
E. Vote. Contract renewal with the City of Fayetteville for Collection of HMR Taxes.
Rawn stated that the contract with the city on the collection of HRM taxes has expired
and needs to be renewed. This contract allows for the city to collect the tax and the
2024 budgetary impact is $100,000. This was initially submitted to the commission in
August and it was paused. Rawn said that she and VP Walker had discussed this
and in addition to this contract, she has asked the city if we can create an MOU to
accompany the contract.
The purpose of the MOU will be to address procedures we’d like to include such as
having the due date be on a business day rather than a weekend so HMR partners
would have access to help if needed. Rawn said she felt comfortable moving forward
with the existing contract and creating an MOU to address some customer service
related issues with the new software.
Commissioner Martin stated he would not be able to support this. His restaurants
have had several issues with the new software and he’s concerned with the lack of
support from the city. Martin said that Fayetteville is lucky to have several small
hospitality groups providing excellent dining. He urged that there should be more
support from the city to help restaurants with the software system. He urged the A&P
Commission to work with the city on this issue. Rawn said she respected Martin’s
viewpoints, but this does not change her recommendation for the commission to
approve this contract.
We have made the city aware of the concerns from the restaurants. Commissioner
Moya asked for additional comments and Chair Sanderson said that she agreed with
what Commissioner Martin said but that she would vote in favor of the contract.
Commissioner Moya asked for a motion to accept the recommendation to authorize
Chair Sanderson and CEO Rawn to sign the agreement for the HMR collection
contract. Commissioner Kinney made the motion and Wiederkehr seconded the
motion. Roll Call vote was 6-1 approving with Commissioner Martin voting no.
F. Walker Stone House Lease Renewal
Rawn reminded everyone that in March 2023, the Folk School moved into Walker
Stone House and their 2 year lease ends February 28, 2025. The Folk School would
like to renew the lease for 1 year which is an option in the lease. The right of first
refusal still remains in the lease. Rawn is supportive of this additional one year
renewal of the lease. Folk School has been a great partner and they have
accomplished quite a bit in the last year and a half. She does make this
recommendation with the knowledge that a more in-depth conversation about the
future of Walker Stone House would need to take place prior to this lease expiring.
With no questions, Commissioner Moya asked for a motion to renew the lease and
Commissioner Martin made the motion with both Commissioners Bunch and
Sanderson seconding it. A roll call vote was approved unanimously.
G. With no other business, Commissioner Moya asked if there were any other topics to
add to the agenda and Commissioner Martin said he would like to add the agenda
item of asking for an update on Welcome signage. Commissioner Martin moved to
add this to the agenda and Commissioners Moya and Kinney seconded it. A roll call
to add this to the agenda passed unanimously.
Commissioner Martin began the discussion by saying that he has noticed that our
neighboring cities do have signage and he’d like to also see that in Fayetteville.
Rawn said she’d like to call the signage “monument signage” and she said that
Commissioner Moya and Rawn did meet with staff at the city to talk about this and
she said that she felt like the city should partner with the commission due to cost and
logistics She also talked about the obstacles she encountered with looking at the
signage to include “Home of the Razorbacks” She said she was including money in
the proposed 2025 budget under capital improvements that could be for signage.
Commissioner Martin asked about changing AR Department of Highway signs to
stop using “Joplin” and “Ft Smith” to another city in NWA and Fayetteville instead of
Ft Smith. Rawn said that she thought a good pathway would be to talk with the NWA
Council and or a State Representative.
Commissioner Moya asked Rawn what a good pathway would be to advance the
signage issue. Rawn suggested asking one of our city council members to present
this. Commissioner Bunch requested specifics on what the commission wanted her
to ask as the budget for 2025 was almost complete. With this news, Commissioner
Martin said that perhaps 2025 would be spent defining what we wanted to propose.
Rawn said that the 2025 budget would contain funds to help this plan.
Commissioner Wiederkehr suggested that we could start with the current sign that
needs updating on Cato Springs Road. He also said the A&P could focus on where
the signs could go and what they could look like and that we would ask the city to
help us with determining where the city had land and how easements would be
obtained.
Rawn made an announcement that the next meeting would be to review and vote on
the budget and it was Monday, December 9th. Other upcoming events are the
Lighting of the Square this Friday, November 22 and the Parade on Thursday,
December 5th.
No further announcements, the meeting was adjourned at 3:16pm with a motion from
Commissioner Martin and a second from Commissioner Kinney.
Minutes submitted by Amy Stockton, Director of Operations, Experience Fayetteville
2025 A&P Commission Meeting Schedule
*4th Mondays unless noted:
January 27
February 24 (during the Governor’s Conference on Tourism in Bentonville)
March 24 (Arkansas Spring Break)
April 28
May 19 (*3rd Monday as 4th Monday is Memorial Day)
June 23
July 28
August 25
September 22
October 27
November 24 (week of Thanksgiving)
December 8th (*2nd Monday if needed)
Fayetteville A&P Commission
Consolidated Budget
2025 Proposed Budget One-Page Summary
Account Number Account Name
Consolidated
Budget 2024
Consolidated
Budget 2025
Experience
Fayetteville
Budget 2024
Experience
Fayetteville
Budget 2025
EF %
Change vs
2024
Town Center
Budget
2024
Town Center
2025
FTC %
Change vs
2024
REVENUE
41000 Hotel, Motel, Restaurant Taxes 5,031,000 5,231,140 5,031,000 5,231,140 4% - - 0%
42000 Rental Income 605,255 650,500 - - 0% 605,255 650,500 7%
43000 Event Income 60,000 53,700 46,350 45,000 -3% 13,650 8,700 -36%
44000 Sales 46,500 30,000 46,500 30,000 -35% - - 0%
45000 Parking Revenue 35,000 48,000 - - 0% 35,000 48,000 37%
46000 Advertising Income 4,000 3,500 4,000 3,500 -13% - - 0%
48000 Other Revenue 210,000 206,000 210,000 206,000 -2% - - 0%
49000 Interest Income 55,100 50,100 55,000 50,000 -9% 100 100 0%
TOTAL REVENUE 6,046,855 6,272,940 5,392,850 5,565,640 3% 654,005 707,300 8%
EXPENSE
50000 Rental/and Event Expenses 398,219 299,925 150,719 148,925 -1% 247,500 151,000 -39%
60000 Payroll and Related Expenses 2,060,933 2,228,708 1,397,503 1,419,606 2% 663,430 809,102 22%
71000 Marketing 916,792 1,021,720 896,592 1,004,700 12% 20,200 17,020 -16%
72000 Sales and Development 523,475 460,205 514,325 455,605 -11% 9,150 4,600 -50%
73000 Office and Administrative 228,053 234,808 181,809 192,038 6% 46,244 42,770 -8%
74000 Travel 52,825 55,410 42,925 52,310 22% 9,900 3,100 -69%
75000 IT Expenses 130,727 186,961 115,377 146,021 27% 15,350 40,940 167%
76000 Insurance 34,001 44,080 27,896 36,050 29% 6,105 8,030 32%
77000 Facilities 400,206 391,874 102,500 115,174 12% 297,706 276,700 -7%
80000 Tourism Support 511,500 547,250 511,500 547,250 7% - - 0%
90000 Other Expenses 800,000 802,000 800,000 802,000 0% - - 0%
TOTAL EXPENSE 6,056,731 6,272,940 4,741,146 4,919,678 4% 1,315,585 1,353,262 3%
Net Revenue/(Loss) (9,876) (0) 651,704 645,962 -1% (661,580) (645,962) -2%
77800 Capital Expenditures 971,000 1,081,500 511,000 460,000 -10% 460,000 621,500 35%
Page 1 of 16
2025 Proposed Budget
Appropriation Document
Fayetteville A&P Commission
Consolidated Budget
2025 Proposed Budget for Adoption
Account Number Account Name
Consolidated
Budget 2025
Experience
Fayetteville
Budget 2025
Town Center
Budget 2025
REVENUE
41000 Hotel, Motel, Restaurant Taxes 5,231,140 5,231,140 -
41100 HMR Taxes 5,186,140 5,186,140 -
41200 PY HMR 45,000 45,000 -
42000 Rental Income 650,500 - 650,500
42100 Facility Rental 462,000 - 462,000
42200 Rental Items 46,500 - 46,500
42300 Alcohol Sales 50,000 - 50,000
42400 Rental Services 92,000 - 92,000
43000 Event Income 53,700 45,000 8,700
43100 1st Thursday Income 30,000 30,000 -
43200 LOTO Income 15,000 15,000 -
43400 Other Event Income 8,700 - 8,700
44000 Sales 30,000 30,000 -
44200 Visitor Store Sales 30,000 30,000 -
44210 Regular Store Sales 26,000 26,000 -
44220 Consignment Sales 4,000 4,000 -
45000 Parking Revenue 48,000 - 48,000
45100 Parking Machine Revenue 23,000 - 23,000
45200 Parking Lease Revenue 25,000 - 25,000
46000 Advertising Income 3,500 3,500 -
46200 Banner Income 3,500 3,500 -
48000 Other Revenue 206,000 206,000 -
48200 Other Revenue 125,000 125,000 -
48800 Other Grants / DSAC 81,000 81,000 -
49000 Interest Income 50,100 50,000 100
49001 Investment Account Interest 20,000 20,000 -
49002 Checking Account Interest 30,100 30,000 100
TOTAL REVENUE 6,272,940 5,565,640 707,300
EXPENSE
50000 Rental/and Event Expenses 299,925 148,925 151,000
51000 Rental Expenses 126,000 - 126,000
51200 Linens 13,000 - 13,000
51300 Alcohol and Bar Supply 23,000 - 23,000
51310 Alcohol 18,000 - 18,000
51320 Bar Supplies 5,000 - 5,000
51400 Rental Services 90,000 - 90,000
52000 Event Expenses 146,175 121,175 25,000
52100 1st Thursday Expenses 53,000 53,000 -
52200 LOTO Expenses 36,000 36,000 -
Page 3 of 16
Fayetteville A&P Commission
Consolidated Budget
2025 Proposed Budget for Adoption
Account Number Account Name
Consolidated
Budget 2025
Experience
Fayetteville
Budget 2025
Town Center
Budget 2025
52400 Other Event Expenses 57,175 32,175 25,000
53000 Visitors Center & Museum Store 27,750 27,750 -
53200 Visitors Center 24,150 24,150 -
53210 Goods for Sale 13,500 13,500 -
53220 VC Expenses 10,650 10,650 -
53300 Consignment Sales Expenses 3,600 3,600 -
60000 Payroll and Related Expenses 2,228,708 1,419,606 809,102
61000 Wages 1,677,444 1,120,470 556,974
62000 Payroll Tax Expense 131,594 87,051 44,543
62100 Federal (941) Payroll Taxes 124,094 82,656 41,438
62300 SUTA 7,500 4,395 3,105
63000 Benefits 270,949 188,539 82,410
63100 Health and Other Employee Insurance 189,020 131,529 57,491
63200 Company Retirement Contributions 78,429 53,510 24,919
63300 Car Allowance 3,500 3,500 -
64000 Contract Labor 135,000 15,000 120,000
65000 Payroll Processing Fees 13,720 8,545 5,175
70000 Operating Expenses 2,395,058 2,001,898 393,160
71000 Marketing 1,021,720 1,004,700 17,020
71100 Advertising Expenses 380,900 375,900 5,000
71110 Agency Advertising 300,000 300,000 -
71120 Non-Agency Advertising 80,900 75,900 5,000
71200 Agency Retainer and PR 243,000 243,000 -
71250 Mobile Marketing 13,200 13,200 -
71300 Promotion 216,620 211,100 5,520
71310 Marketing Programs 121,520 121,500 20
71315 Photo and Video 35,500 30,000 5,500
71320 Signage Tourism 10,000 10,000 -
71350 Banners 49,600 49,600 -
71400 Printing 144,800 139,800 5,000
71410 Visitors Guide 120,000 120,000 -
71420 Other Brochures 24,800 19,800 5,000
71500 Website 16,000 14,500 1,500
71600 Mailings 7,200 7,200 -
72000 Sales and Development 460,205 455,605 4,600
72100 Promotional Items 26,500 25,000 1,500
72300 Groups 4,450 4,450 -
72400 Sports and Cycling 161,000 161,000 -
72500 Meetings 88,900 88,900 -
Page 4 of 16
Fayetteville A&P Commission
Consolidated Budget
2025 Proposed Budget for Adoption
Account Number Account Name
Consolidated
Budget 2025
Experience
Fayetteville
Budget 2025
Town Center
Budget 2025
72600 Memberships 33,235 31,335 1,900
72700 Tourism & Client Devel. 146,120 144,920 1,200
73000 Office and Administrative 234,808 192,038 42,770
73100 Office Expenses 58,035 29,015 29,020
73110 Office Supplies 10,400 7,100 3,300
73120 Office Equipment Leases 8,700 6,200 2,500
73130 Office Equipment Purchases 19,670 1,500 18,170
73140 Subscriptions 800 700 100
73150 Employee Relations 10,200 6,900 3,300
73160 Training 6,765 5,265 1,500
73170 Postage & Shipping 1,500 1,350 150
73200 Fees 7,900 2,900 5,000
73210 Bank Service Charges 400 400 -
73220 Credit Card Fees 7,500 2,500 5,000
73400 Business Taxes & Licenses 10,750 2,000 8,750
73500 Accounting, Audit & Legal 53,500 53,500 -
73510 Accounting Fees 14,500 14,500 -
73520 Audit Fees 34,000 34,000 -
73530 Legal Fees 5,000 5,000 -
73900 Collection Expenses 104,623 104,623 -
74000 Travel 55,410 52,310 3,100
74100 Lodging 22,300 21,500 800
74200 Mileage 7,620 6,420 1,200
74300 Transportation 18,790 18,290 500
74400 Meals Out of Town 6,700 6,100 600
75000 IT Expenses 186,961 146,021 40,940
75100 Computer Hardware 21,200 13,700 7,500
75200 Software 101,481 80,721 20,760
75300 IT Support and Consulting 64,280 51,600 12,680
76000 Insurance 44,080 36,050 8,030
76100 Insurance - Building 39,430 31,400 8,030
76200 Insurance - W/C 4,650 4,650 -
77000 Facilities 391,874 115,174 276,700
77100 Rent 21,000 - 21,000
77200 Internet & Telephone 31,305 14,305 17,000
77300 Utilities 119,500 14,000 105,500
77310 Electric 95,800 12,800 83,000
77320 Gas 16,000 - 16,000
77330 Water 7,700 1,200 6,500
77400 Repairs and Maintenance 190,669 82,469 108,200
Page 5 of 16
Fayetteville A&P Commission
Consolidated Budget
2025 Proposed Budget for Adoption
Account Number Account Name
Consolidated
Budget 2025
Experience
Fayetteville
Budget 2025
Town Center
Budget 2025
77500 Janitorial Supplies 29,400 4,400 25,000
80000 Tourism Support 547,250 547,250 -
80100 Community Event Incentives 160,000 160,000 -
80300 Theatre Squared Contribution 200,000 200,000 -
80700 Other Grants / DSAC 81,000 81,000 -
80900 Downtown Fayetteville Coalition 106,250 106,250 -
90000 Other Expenses 802,000 802,000 -
90100 Bond Payments 702,000 702,000 -
90200 Contribution to Capital Reserve 100,000 100,000 -
TOTAL EXPENSE 6,272,940 4,919,678 1,353,262
Net Revenue/(Loss) (0) 645,962 (645,962)
77800 Capital Expenditures 1,081,500 460,000 621,500
Page 6 of 16
2025 Proposed Budget
Experience Fayetteville
Detail
Fayetteville A&P Commission
Experience Fayetteville - Main
2025 Proposed Budget for Adoption
Experience
Fayetteville 2024
Budget
Experience
Fayetteville 2025
Proposed Budget
EF %
Change
REVENUE
Revenue
Hotel, Motel, Restaurant Taxes 5,031,000 5,231,140 4%
HMR Taxes 4,986,500 5,186,140 4%
PY HMR 44,500 45,000 1%
Event Income 46,350 45,000 -3%
1st Thursday Income 32,650 30,000 -8%
LOTO Income 13,700 15,000 9%
Sales 46,500 30,000 -35%
Visitor Store Sales 46,500 30,000 -35%
Regular Store Sales 42,000 26,000 -38%
Consignment Sales 4,500 4,000 -11%
Advertising Income 4,000 3,500 -13%
Banner Income 4,000 3,500 -13%
Other Revenue 210,000 206,000 -2%
Other Revenue 125,000 125,000 0%
Other Grants /DSAC 85,000 81,000 -5%
Interest Income 55,000 50,000 -9%
Investment Account Interest 25,000 20,000 -20%
Checking Account Interest 30,000 30,000 0%
TOTAL REVENUE 5,392,850 5,565,640 3%
EXPENSE
Rental/and Event Expenses 150,719 148,925 -1%
Event Expenses 97,100 121,175 25%
1st Thursday Expenses 53,776 53,000 -1%
LOTO Expenses 37,900 36,000 -5%
Other Event Expenses 5,424 32,175 493%
Visitors Center & Museum Store 53,619 27,750 -48%
Visitors Center 53,619 27,750 -48%
Goods for Sale 33,470 13,500 -60%
VC Expenses 16,149 10,650 -34%
Consignment Sales Expenses 4,000 3,600 -10%
Payroll and Related Expenses 1,397,503 1,419,606 2%
Wages 1,100,437 1,120,470 2%
Payroll Tax Expense 85,715 87,051 2%
Federal (941) Payroll Taxes 80,945 82,656 2%
SUTA 4,770 4,395 -8%
Benefits 189,351 188,539 0%
Health and Other Employee Insurance 130,831 131,529 1%
Company Retirement Contributions 53,520 53,510 0%
62000
62100
62300
63000
63100
63200
44210
44220
40000
41000
41100
41200
43000
43100
43200
44000
44200
Account Number
49001
49002
50000
52000
52100
52200
52400
53000
46000
46200
48800
49000
48000
48200
53200
53210
Account Name
53220
53300
60000
61000
Page 8 of 16
Fayetteville A&P Commission
Experience Fayetteville - Main
2025 Proposed Budget for Adoption
Experience
Fayetteville 2024
Budget
Experience
Fayetteville 2025
Proposed Budget
EF %
ChangeAccount Number Account Name
Car Allowance 5,000 3,500 -30%
Contract Labor 17,000 15,000 -12%
Payroll Processing Fees 5,000 8,545 71%
Operating Expenses 1,881,424 2,001,898 6%
Marketing 896,592 1,004,700 12%
Advertising Expenses 382,800 375,900 -2%
Agency Advertising 300,000 300,000 0%
Non-Agency Advertising 82,800 75,900 -8%
Agency Retainer and PR 236,720 243,000 3%
Mobile Marketing 9,672 13,200 36%
Promotion 218,200 211,100 -3%
Marketing Programs 105,600 121,500 15%
Photo and Video 68,600 30,000 -56%
Signage Tourism 0 10,000 0%
Banners 44,000 49,600 13%
Printing 24,000 139,800 483%
Visitors Guide 0 120,000 0%
Other Brochures 24,000 19,800 -18%
Website 14,000 14,500 4%
Mailings 11,200 7,200 -36%
Sales and Development 514,325 455,605 -11%
Promotional Items 25,000 25,000 0%
Groups 6,000 4,450 -26%
Sports and Cycling 127,000 161,000 27%
Meetings 94,000 88,900 -5%
Memberships 27,375 31,335 14%
Tourism & Client Devel. 234,950 144,920 -38%
Office and Administrative 181,809 192,038 6%
Office Expenses 39,379 29,015 -26%
Office Supplies 6,500 7,100 9%
Office Equipment Leases 5,650 6,200 10%
Office Equipment Purchases 3,500 1,500 -57%
Subscriptions 11,004 700 -94%
Employee Relations 6,500 6,900 6%
Training 5,600 5,265 -6%
Postage & Shipping 625 1,350 116%
Fees 3,200 2,900 -9%
Bank Service Charges 400 400 0%
Credit Card Fees 2,800 2,500 -11%
Business Taxes & Licenses 2,000 2,000 0%
72400
72500
73130
73170
73200
73210
73220
73400
71250
71110
71120
71200
71300
71310
71315
72100
72300
63300
64000
65000
71500
71600
72000
72700
73000
73100
73110
73120
72600
73160
73140
73150
71320
71350
71400
71410
71420
70000
71000
71100
Page 9 of 16
Fayetteville A&P Commission
Experience Fayetteville - Main
2025 Proposed Budget for Adoption
Experience
Fayetteville 2024
Budget
Experience
Fayetteville 2025
Proposed Budget
EF %
ChangeAccount Number Account Name
Accounting, Audit & Legal 37,500 53,500 43%
Accounting Fees 500 14,500 0%
Audit Fees 30,000 34,000 13%
Legal Fees 7,000 5,000 -29%
Collection Expenses 99,730 104,623 5%
Travel 42,925 52,310 22%
Lodging 17,725 21,500 21%
Mileage 5,725 6,420 12%
Transportation 12,675 18,290 44%
Meals Out of Town 6,800 6,100 -10%
IT Expenses 115,377 146,021 27%
Computer Hardware 21,600 13,700 -37%
Software 36,419 80,721 122%
IT Support and Consulting 57,358 51,600 -10%
Insurance 27,896 36,050 29%
Insurance - Building 23,396 31,400 34%
Insurance - W/C 4,500 4,650 3%
Facilities 102,500 115,174 12%
Internet & Telephone 15,000 14,305 -5%
Utilities 21,000 14,000 -33%
Electric 14,000 12,800 -9%
Gas 4,500 0 -100%
Water 2,500 1,200 -52%
Repairs and Maintenance 65,000 82,469 27%
Janitorial Supplies 1,500 4,400 193%
Tourism Support 511,500 547,250 7%
Community Event Incentives 130,000 160,000 0%
Theatre Squared Contribution 200,000 200,000 0%
Dickson Street Art Court 85,000 81,000 0%
Downtown Fayetteville Coalition 96,500 106,250 0%
800,000 802,000 0%
Bond Payments 700,000 702,000 0%
Contribution to Capital Reserves 100,000 100,000 0%
TOTAL EXPENSE 4,741,146 4,919,678 4%
Net Revenue/(Loss) 651,704 645,962 -1%
Capital Expenditures 511,000 460,000 -10%
77400
77500
80000
80100
90000
90100
90200
77200
77300
73500
73510
73520
73530
74000
76000
76100
80300
80700
80900
75200
75300
76200
74100
74200
74300
74400
75000
75100
77000
77800
77310
77320
77330
73900
Page 10 of 16
2025 Proposed Budget
Fayetteville Town Center
Detail
Fayetteville A&P Commission
Fayetteville Town Center Detail
2025 Proposed Budget for Adoption
Town Center
2024 Budget
Town Center
2025 Proposed
Budget
FTC %
Change
REVENUE
Rental Income 605,255 650,500 7%
Facility Rental 400,000 462,000 16%
Rental Items 55,000 46,500 -15%
Alcohol Sales 68,775 50,000 -27%
Rental Services 81,480 92,000 13%
Event Income 13,650 8,700 -36%
Other Event Income 13,650 8,700 -36%
Parking Revenue 35,000 48,000 37%
Parking Machine Revenue 15,000 23,000 53%
Parking Lease Revenue 20,000 25,000 25%
Interest Income 100 100 0%
Checking Account Interest 100 100 0%
TOTAL REVENUE 654,005 707,300 8%
EXPENSE
Rental/and Event Expenses 247,500 151,000 -39%
Rental Expenses 214,500 126,000 -41%
Linens 20,000 13,000 -35%
Alcohol and Bar Supply 94,500 23,000 -76%
Alcohol 85,000 18,000 -79%
Bar Supplies 9,500 5,000 -47%
Rental Services 100,000 90,000 -10%
Event Expenses 33,000 25,000 0%
Other Event Expenses 33,000 25,000 -24%
Payroll and Related Expenses 663,430 809,102 22%
Wages 455,599 556,974 22%
Payroll Tax Expense 36,909 44,543 21%
Federal (941) Payroll Taxes 33,879 41,438 22%
SUTA 3,030 3,105 2%
Benefits 65,872 82,410 25%
Health and Other Employee Insurance 46,010 57,491 25%
Company Retirement Contributions 19,862 24,919 25%
Contract Labor 100,000 120,000 20%
Payroll Processing Fees 5,050 5,175 2%
Operating Expenses 404,655 393,160 -3%
Marketing 20,200 17,020 -16%
63000
63100
63200
64000
65000
70000
71000
60000
61000
62000
62100
62300
Account Number Account Name
42000
42100
42200
42300
42400
43000
43400
45000
45100
45200
49000
49002
50000
51000
51200
51300
51310
51320
51400
52000
52400
Page 12 of 16
Fayetteville A&P Commission
Fayetteville Town Center Detail
2025 Proposed Budget for Adoption
Town Center
2024 Budget
Town Center
2025 Proposed
Budget
FTC %
ChangeAccount Number Account Name
Advertising Expenses 5,000 5,000 0%
Non-Agency Advertising 5,000 5,000 0%
Promotions 11,500 5,520 -52%
Marketing Programs 10,000 20 -100%
Photo & Video 1,500 5,500 267%
Printing 2,500 5,000 100%
Other Brochures 2,500 5,000 100%
Website 1,200 1,500 25%
Sales and Development 9,150 4,600 -50%
Promotional Items 4,000 1,500 -63%
Memberships 2,650 1,900 -28%
Tourism & Client Devel. 2,500 1,200 -52%
Office and Administrative 46,244 42,770 -8%
Office Expenses 34,944 29,020 -17%
Office Supplies 3,300 3,300 0%
Office Equipment Leases 6,844 2,500 -63%
Office Equipment Purchases 17,000 18,170 7%
Subscriptions 100 100 0%
Employee Relations 4,500 3,300 -27%
Training 3,000 1,500 -50%
Postage & Shipping 200 150 -25%
Fees 3,000 5,000 67%
Credit Card Fees 3,000 5,000 67%
Business Taxes & Licenses 8,300 8,750 5%
Travel 9,900 3,100 -69%
Lodging 3,400 800 -76%
Mileage 2,900 1,200 -59%
Transportation 2,500 500 -80%
Meals Out of Town 1,100 600 -45%
IT Expenses 15,350 40,940 167%
Computer Hardware 7,050 7,500 6%
Software 7,500 20,760 177%
IT Support and Consulting 800 12,680 1485%
Insurance 6,105 8,030 32%
Insurance - Building 6,105 8,030 32%
Facilities 297,706 276,700 -7%
Rent 20,706 21,000 1%
73110
73120
73130
73140
73150
73160
73170
73200
71100
71120
71300
71310
71315
71400
71420
71500
72000
72100
72600
72700
73000
73100
73220
73400
74000
74100
74200
74300
74400
75000
75100
75200
75300
76000
76100
77000
77100
Page 13 of 16
Fayetteville A&P Commission
Fayetteville Town Center Detail
2025 Proposed Budget for Adoption
Town Center
2024 Budget
Town Center
2025 Proposed
Budget
FTC %
ChangeAccount Number Account Name
Internet & Telephone 25,000 17,000 -32%
Utilities 117,800 105,500 -10%
Electric 85,000 83,000 -2%
Gas 25,000 16,000 -36%
Water 7,800 6,500 -17%
Repairs and Maintenance 99,200 108,200 9%
Janitorial Supplies 35,000 25,000 -29%
TOTAL EXPENSE 1,315,585 1,353,262 3%
Net Revenue/(Loss) (661,580) (645,962) -2%
Capital Expenditures 460,000 621,500 35%
77200
77300
77310
77320
77330
77400
77500
77800
Page 14 of 16
2025 Proposed Budget
Supplement
Cyclocross Legacy Funds
Fayetteville A&P Commission
Cyclocross Legacy Funds
2025 Proposed Budget for Adoption
CX 2024
Inception
to Date
Cyclocross
2025 Budget
CC %
Change
REVENUE
Cyclocross Grant Funds 888,767 - -100%
CX Other Revenue 20,927 - -100%
Checking Account Interest 28,351 10,000 -65%
TOTAL REVENUE 938,045 10,000 -99%
EXPENSE
Tourism Support 238,729 226,700 -5%
Event Sponsorships 182,500 225,000 23%
Meetings 36 600 1567%
Shipping 1,089 - -100%
Marketing 35,530 - -100%
Travel 7,734 1,100 -86%
Late CX Champs Expenses 11,840 - -100%
TOTAL EXPENSE 238,729 226,700 -5%
Net Revenue/(Loss)699,316 (216,700) -131%
Beginning Fund Balance - 699,316
Ending Fund Balance 699,316 482,616
D200
D160
Account Number Account Name
D300
D150
48401
49002
80000
D130
D140
48200
Page 16 of 16
Memo
To: Molly Rawn, CEO and
Fayetteville Advertising and Promotion Commissioners
From: Amy Stockton, Director of Operations, Experience Fayetteville
Date: December 4, 2024
Re: Furniture purchase for Experience Fayetteville Office Renovation
Background:
We are well underway with Experience Fayetteville’s office renovation. The new layout is
an efficient and collaborative space and will require new furnishings as most of our former
furniture was too large and inefficient and has been donated.
After evaluating quotes from three office interiors companies, we recommend selecting
Innerplan Office Interiors. Their proposal stands out due to the timeliness of their design
work and the effectiveness and flexibility of their proposed layout.
Budget Impact:
The quote for furnishing includes 8 offices, a new conference room, an open work room with
dedicated team desks and collaboration spaces, a Zoom/lactation room and the entry areas.
The total cost is $163.778.30 inclusive of taxes, delivery and installation. Notably, we plan
to repurpose our existing conference room tables for the new break room.
These amounts are accounted for in the 2025 Capital Budget.
Recommendation:
We recommend that the commission authorize the CEO to accept the Innerplan
Office Interiors’ quote and approve expenditures up to $163,778.30.
QUOTATION
VALID UNTIL 1/2/2025
# 8350-42053
Innerplan Office Interiors
7001 Innerplan Dr
North Little Rock, AR 72113
Phone: (501) 371-0300
http://www.innerplan.com/
In signing, purchaser agrees that they have reviewed the Quotation and the Furniture Plan and that all finishes, fabrics, sizes and furniture components are
correct and cannot be returned to the manufacturer for any reason. Please see Terms & Conditions below for questions concerning inspection of furniture upon
delivery. Each approved item is custom made to order by the manufacturer per the purchaser’s specifications. In the event that an approved finish or fabric is
unavailable for any reason, the purchaser will be contacted and asked to reselect based on provided finishes and/or fabrics.
Site Condition Requirements - Customer responsibilities
1. If all site condition requirements are not met, there will be additional charges of $90 per man hour for additional labor incurred and/or materials
supplied.
2. Loading docks and elevators need to be available and accessible during installation hours.
3. Innerplan is not responsible for the removal of existing furniture unless specified in scope of work
4. Innerplan is not responsible for the removal of personal items or computer equipment
5. Innerplan is not responsible for the removal or installation of data cabling.
6. Installation area must be free of other contractors’ materials and equipment for proper staging of systems furniture
7. All interior construction where furniture is to be installed must be complete prior to delivery
8. Painting and ceilings must be completed
9. Carpeting and vinyl flooring installation must be completed
10. Vinyl or wood base for carpeting needs to be installed
11. Hardwiring of base feeds or power pole is the responsibility of the electrical contractor
12. Electrical cabling and core locations must be accurately located
13. Network cabling is to be terminated to each workstation by the IT subcontractor. It is recommended that cabling be run prior to the furniture installation./span>
PLEASE NOTE: NEW TERMS & CONDITIONS
Contract purchases are subject to contract terms in place of terms below
1. AGREEMENT: A bona fide purchase order or a signed copy of an Innerplan quote by the purchaser is considered a firm binding order, according to terms of
quote, not subject to cancellation.
2. CHANGE ORDER: It is agreed and understood by purchaser that any order cannot be cancelled, except by mutual consent. Any changes in an order are subject to
approval by the seller and manufacturer. Any additional charges resulting from changes will be paid by the purchaser. All changes shall be delivered to the seller in
writing by the purchaser. Any change request made during the installation are subject to additional charges of $95 per man hours.
3. TERMS: Payment is due 10 days from date of invoice. Product is invoiced upon delivery to customer. If invoice not paid when due a monthly service charge of 1%
will be applied to delinquent amounts and added to outstanding balance.
4. WARRANTY: limited to warranty offered by the manufacturer. COM MATERIAL WARRANTY is limited to material only, not labor required to replace defective
material. INNERPLAN MAKES NO OTHER WARRANTIES, AND HEREBY DISCLAIMS ALL OTHER IMPLIED WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
5. MANUFACTURER DELAYS: Innerplan is not liable for delays due to manufacturer lead time or freight company delivery time.
6. DEPOSIT: a 75% deposit is required prior to order entry.
7. STORAGE: In the event purchaser’s premises are not ready to receive any shipment on its scheduled delivery date, Innerplan will provide warehousing and receive
as additional compensation an amount equal to three percent (3%) per month of the selling price of all items stored plus any additional handling and/or delivery
costs. Concealed damages or incorrect product within cartons will not be covered.
8. DELIVERY: All work, delivery and installation shall be performed on normal business days (Monday through Friday) unless other arrangements have been
approved.
9. ACCEPTANCE: All goods shall be inspected and accepted or rejected by purchaser. Written notice of all defects, missing items or other improper delivery will be
provided by purchaser to Innerplan within three (3) business days. Purchaser agrees and acknowledges that all goods will be deemed accepted unless purchaser
provides timely notice as set forth herein.
10. PAYMENT BY CREDIT CARD: Payments made with Credit Card will be subject to a 4% surcharge.
GOVERNING LAW: All purchase orders, quotations, proposals and invoices will be interpreted in accordance with the laws of the State of Arkansas.
Please sign below to acknowledge acceptance of this proposal subject to the Terms and Conditions included above. Thank You.
Grand Total: $163778.3000
Approved By __________________________________________________________________________________________ Date ____________________________________________________
Print ___________________________________________________________________________________________ Title. ___________________________________________________
Page 22 of 23Date: 12/3/2024