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Home My WebLink About1998-10-12 - Agendas - Final • MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, October 12, 1998, at 2:00 p.m. at City Hall in City Council Chambers. ADVERTISING AND PROMOTION COMMISSION October 12, 1998 2 :00 p.m. City Hall Council Chambers I Call to Order II. Reports A. Approval of Minutes for September 14 B. Financial C. Convention and Visitor Activity - Marilyn Johnson D. Blackwood/Martin/CJRW Report — Susan Stirewalt III. Old Business A. On-premise consumption on Sunday Election — FOR 2,226 AGAINST 735 B. Town Center • 1 . Authorization for WDD to set schedule for rest of job and proceed with complete design development 2. Authorization for Soil Borings IV. New Business A. 1999 Budget B. Funding Requests for 1999 1 . Arkansas Air Museum - $40,000 2. Fayetteville Public Library Genalogical Collection - $32, 101 . 19 3. Ozark Classic Cup XVI Soccer Tournament - $7,750 4. Square Gardens - $20,000 5. Trolley Program - $50,000 6. Washington County Historical Society - $ 13,000 V. Adjourn Informational Items — Trolley Operations Report • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: August�0�1998 PRESENT: Joe Fennel, Fred Hanna, Alex Jerde, Carl Maguire, Curtis Shipley, Jim Waselues, Kit Williams, and Marilyn Johnson ABSENT: None The regular meeting of the Advertising and Promotion Commission was called to order at the City Hall Council Chambers at 2:00 p.m. by Chairman Joe Fennel. MINUTES It was moved by Shipley, second by Jerde to approve the minutes of the August 10 meeting. Motion carried. FINANCIAL REPORT Ben Mayes presented financial report for August. HMR collections were $91 ,328, an increase of 8.60% over August, 1997 collections. Year to date collections are $717,911 , a 10.91% increase over 1997. August expenditures were $43,431 . Moved by Shipley, second by Hanna to approve the report. Motion carried. • CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn Johnson reviewed activity report in agenda packet. Marilyn reported that response to packaging concept had not been as great as anticipated; however, Lights package was %* of promotion and still awaits evaluation. Concept was excellent promotion piece to tell visitors all there is to do in Fayetteville. ADVERTISING AGENCY REPORT Susan Stirewalt reported that they were working on duratran for airport advertising. Initial meetings have been held on '99 plan. Regional airport opening dedication is set for November 6 and Highway 540 opening is targeted for November but work appears to be behind schedule slightly. OLD BUSINESS Lease to operate Town Center Latest revision of Lease Agreement was reviewed. Moved by Shipley to adopt lease as presented, second by Kit Williams. Jerde indicated a problem with 501(c) 3 and non-profit definitions and having the Town Center remain financially viable. Williams emphasized the 30-day protection for the Town Center. He said if this was messing up the project, the City Council and A & P can revisit the question once the Center is open. Fennel said the goals were set out already for the Town Center and agreed with Shipley to proceed with approval of the lease. Shipley said when the final design is approved there may be some space available for small groups. He said, "It is not the intent to eliminate local groups from using the Town Center and never has been. When we get to the final design, some of these things may work out." • Maguire said the manager will be making day to day decisions and indicated that the lease was manageable and workable. Shipley said the manager needs some flexibility. MOTION CARRIED. • Bonds are on the agenda tomorrow night. Bond attorney has reviewed the A & P and City Council lease and has no problems with it. Fennel expressed his concern that the city council would approve the bonds. Williams commended the real spirit of cooperation between the A & P and the City Council. NEW BUSINESS Resolution reeardine Hospitality Every Day Election Fennel stated that he had been in the liquor business for 18 years in Fayetteville and the On-Premise Consumption on Sunday election deals with restaurants and hotels and not with clubs. Hanna expressed his personal opposition to Sunday sales of alcohol. Jerde said that there was nothing new with Sunday sales with the private club law now. Motion by Jerde, second by Fennel to adopt resolution regarding Hospitality Every Day Election. Motion carried. Arkansas Parks, Recreation and Travel Commission will meet on Thursday and Friday at the Springdale Holiday Inn. Marketing presentation for 1999 wil be at 9:30 a.m. on Thursday. There being no further business, the meeting was adjourned. Respectfully submitted, �at�L 9;.A� • Marilyn Johnson Director Convention and Visitor Development • City of Fayetteville, Arkansas Monthly HMR Tax Collections 1996-1998 • 1996 1997 1997 1996 1998 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 76,738 $ 73,809 -3.82% $ 82, 157 11 .31 % February 68$ 07 73,099 6.70% 83,759 14.58% March 72,521 76,808 5.91 % 80,815 5.22% April 821155 880050 7. 17% 89,603 1 .76% May 78, 771 87,221 10.73% 97,309 11 . 57% June 79,880 84,417 5.68% 98,318 16.47% July 83,337 79,784 -4.26% 94,621 18.60% August 78,651 84,099 6.93% 912328 8.60% September 85,514 82,984 -2.96% 93,903 13. 16% October 80,031 951030 18.74% 0 November 89,882 88, 147 -1 .93% 0 December 80, 107 79,492 -0.77% 0 • Total $ 956,093 $ 992,939 3.85% $ 811 ,814 11 .17% HMR Tax Collections By Month 120 100 80 0 a60 3 F 40 i 20 k; 0 January February March April May June July August September October November December O 1996 ® 1997 =998 • \HMRTAX Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending September 30, 1998 • 1998 YTD September Budget Item Budget Expenses Remaining Expenses Chamber of Commerce Operations Contract $1003000 $100,000 $0 Collection Expense - City of Fayetteville 20,500 16,244 41256 11878 Audit Expense 150 150 0 800 Telephone Number (Chamber of Commerce) 10,000 70500 21500 Public Notification (BMA Contract) 225,000 140,810 84, 190 11530 Trolley Operations 401000 27,483 12,517 31222 Convention Support 51000 3,309 11691 Town Center/Exhibit Hall 74,351 74,351 0 Brochure Development 16,859 2,930 13,929 11978 Air Museum 40,000 30,000 109000 Square Gardens 21 ,920 15,786 6, 134 345 Special Projects AAA American Legion Tournament 21000 2,000 0 • AAAA State Baseball Tournament 21000 29000 0 Ark. State Gymnastics Competition 600 548 52 Autumnfest 21500 2,500 Fay. Public Library Genealogical Collection 35,522 35,355 167 First Nite 71000 71000 Gary Hampton Memorial Tournament 500 500 0 HAWKS AAU Basketball Tournament 21000 2,000 0 Holiday Hoops 12,000 129000 Joe Martin Memorial Stage Race 27000 11746 254 Univ. of Arkansas Museum 51724 5,724 Wood Bat Classic 11985 1 ,985 0 TOTAL USES $627,611 $464,697 $162,914 $8,953 • \A&PEXP98 • ACTIVITY REPORT SEPTEMBER, 1998 INQUIRY RESPONSES September 1998 Tourist - 360 1998 Year to Date — 2,653 September 1997 Tourist - 336 1997 Year to Date — 2,877 September 1998 Advertising Response — 3,399 1998 Year to Date — 19,618 September 1997 Advertising Response — 2,617 1997 Year to Date — 27,267 September 1998 Relocation — 155 1998 Year to Date — 1 ,406 September 1997 Relocation — 151 1997 Year to Date — 1 ,686 September 1998 Total Inquiries — 3,914 September 1997 Total Inquiries — 3,104 Year to Date 1998 — 23,677 Year to Date 1997 — 31 ,830 Internet Inquiries September 1-15 Hits — 15,575 • CONVENTION ACTIVITY Conventions — GIS Conference Game and Fish Commission Arkansas State Square Dance Federation fall dance 2001 National Multicultural Tourism Conference A.S.A.E. Summer 1999 convention Good Sams convention Miscellaneous — Arkansas Festival Association WRMC "Women's Day" The Fishin' Magician Holiday Hoops press conference Northwest Arkansas Tourism Association Interspace Airport Advertising Dining and Lodging Guide update and printing State Parks, Recreation and Travel Commission On-premise consumption on Sunday election Media Relations — Smart Pages Democrat Gazette "Historic Sites and Museums" • • Top HMR Collections — August Hilton Clarion Red Lobster A.Q. Chili's Ryan's Rio Bravo Applebee's Jose's McDonald's 50's Luby's Taco Bell El Chico • • • ADVERTISING INQUIRIES JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Tourist ACW 25 3 6 7 5 3 BH 38 534 154 125 52 47 411 CWT 2 10 18 5 6 7 4 D FC 1 11 109 42 23 4 4 HT 60 27 17 30 H&A 37 187 57 183 155 MC 186 456 298 97 12 ML 32 48 59 2 573 742 668 706 472 MVG/TMG 275 1232 211 NG NTG 123 191 448 368 457 365 192 217 189 OK 17 12 79 35 49 SL 14 16 472 139 217 223 108 355 124 SMI 35 1131 235 95 57 24 33 1159 SV TA 13 18 209 98 35 215 TJ TM 182 64 171 429 86 77 9 69 377 USA 35 471 1392 Meetings • SM 2 3 2 TOTAL 384 359 2653 3729 3637 2397 1369 1687 3399 ACW-Am. Civil War BH-Better Homes & Gardens CWT-Civil War Times D-D Magazine FC-Family Circle HT-Historic Traveler H&A-Home and Away MC-McCalls ML-Midwest Living MVG-Midwest Vacation NG-Nat] Geog Traveler NTG-NATA OK-Oklahoma Today SL-Southern Living SMI-State Mag. Insert SM-Successful Meetings SV-Summer Vacation TA-Travel America TJ-Texas Journal • • Advertising Inquiries by State - September, 1998 ACW BH FC HT H&A MWL NTG OKT SL SMI TM TA TMG TOTAL AL 6 1 1 1 1 6 2 18 AK 5 1 1 AZ 5 4 5 2 3 6 20 AR 13 2 1 3 13 1 426 2 3 464 CA 17 4 4 19 1 6 7 13 1 72 CO 5 1 1 1 1 3 2 14 CT 2 1 1 1 5 DE 1 1 DC 0 FL 1 19 3 2 6 7 13 3 3 10 67 GA 6 1 4 7 3 4 25 HI 2 2 ID 2 1 1 1 3 IL 24 1 19 102 13 5 6 1 4 43 218 IN 11 1 11 34 2 2 1 1 7 70 IA 6 14 31 5 2 1 5 64 KS 9 8 20 6 1 5 2 3 14 68 KY 2 5 9 1 3 3 23 LA 21 3 1 2 18 7 42 3 7 104 ME 1 1 2 MD 1 1 1 1 2 5 2 13 MA 3 1 1 1 4 10 MI 9 1 53 3 2 3 18 89 MN 22 12 23 7 2 6 10 82 MS 8 55 1 6 12 1 4 87 MO 22 1 9 4 163 3 19 123 344 • MT 4 1 1 6 NE 7 8 9 1 4 29 NV 2 1 1 4 NH 7 7 NJ 7 1 2 1 9 4 24 NM 4 1 1 1 2 1 10 NY 14 3 2 1 2 11 33 NC 8 1 5 1 5 4 24 ND 1 1 1 3 1 6 OH 14 1 20 32 4 4 1 3 9 1 89 OK 17 27 5 10 43 4 206 9 5 326 OR 5 2 1 2 1 11 PA 1 16 1 2 1 2 3 7 1 33 RI 1 1 1 2 Sc 7 1 4 4 1 1 3 14 SD 2 4 1 7 TN 7 3 9 61 1 8 89 TX 52 4 2 32 4 30 203 291 19 637 LIT 2 2 1 5 VT 1 1 2 VA 9 2 1 1 8 1 3 25 WA 8 1 2 1 1 2 15 W V 2 51 3 56 WI 7 19 5 2 2 1 10 46 WY 1 1 1 1 APO 0 CAN 1 1 • FOR 2 5 7 TOTAI 3 411 4 30 1155 472 189 49 124 1159 377 215 211 3399 • Tourist Inquiries - 1998 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL AL 4 3 4 5 4 7 3 3 9 AK 1 AZ 4 4 4 1 3 6 2 6 AR 43 32 71 31 27 36 23 45 68 CA 8 9 30 16 4 10 11 10 11 CO 3 4 5 1 1 2 1 CT 1 1 1 DE 2 DC 1 FL 5 2 4 9 5 5 6 6 5 GA 3 3 5 4 2 5 3 2 1 HI 1 ID 1 1 1 1 IL 10 9 67 13 13 15 10 10 22 IN 4 3 26 4 6 5 2 8 5 IA 8 7 24 10 5 1 8 7 12 KS 5 6 19 11 17 9 11 11 19 KY 2 1 1 2 4 1 1 7 ' LA 4 7 23 15 16 14 12 15 15 ME 2 1 1 MD 1 4 2 1 MA 4 1 2 1 1 2 MI 5 3 26 10 5 6 2 6 9 MN 5 10 34 12 3 8 9 5 8 MS 5 3 5 5 1 1 3 6 7 MO 6 19 45 21 21 13 9 27 32 • MT 1 1 NE 1 1 17 7 6 1 3 5 NV 1 1 NH 1 1 NJ 3 1 3 2 4 3 2 3 1 NM 1 2 4 3 1 1 2 NY 6 6 3 2 2 3 1 4 3 NC 1 5 2 3 5 3 2 NO 3 1 1 1 2 OH 3 4 20 9 5 3 6 5 8 OK 11 9 32 21 26 20 11 38 30 OR 1 2 2 4 1 1 1 2 PA 1 4 7 6 3 5 1 4 10 PR 1 RI 1 1 SC 1 2 1 1 1 2 2 2 2 SO 1 8 2 TN 4 1 4 6 2 5 2 7 8 TX 12 35 47 38 35 37 32 42 39 UT 1 1 2 VT VA 3 2 1 2 2 WA 3 2 2 4 3 3 1 WV 1 1 1 WI 5 16 49 9 3 4 6 7 6 WY 2 1 1 1 APO 1 1 2 1 1 1 1 • CAN 1 1 4 2 1 1 3 FOR 1 2 1 190 220 6115 294 246 239 196 293 360 )j6WCAT I NJ - I 'l't g • Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec TOTAL AL 1 1 1 1 2 1 AK 1 1 1 AZ 3 5 6 2 4 8 4 5 2 AR 24 23 27 31 18 28 18 28 26 CA 19 5 25 10 8 24 6 11 9 CO 1 1 4 6 7 2 3 3 2 CT 1 1 2 1 1 DE 1 DC FL 4 5 6 7 6 9 6 5 4 GA 1 2 1 2 2 6 2 1 6 HI 1 2 1 ID 1 1 1 1 IL 10 3 9 12 5 5 5 4 6 IN 2 4 1 2 1 1 1 3 IA 7 3 5 1 2 3 4 5 7 KS 3 2 7 2 5 5 2 5 3 KY 2 2 1 1 1 LA 1 6 11 7 5 3 2 9 7 ME 1 1 MD 2 4 1 MA 1 2 1 2 1 MI 4 8 2 3 2 4 2 MN 4 4 6 4 3 3 3 2 2 MS 3 4 4 4 1 1 4 2 • MO 8 5 10 8 11 9 7 6 8 MT 2 1 NE 3 1 3 4 2 2 1 1 NV 2 2 1 4 3 3 1 NH 1 NJ 1 1 3 4 2 3 NM 1 2 2 1 2 2 2 NY 1 3 2 3 2 2 3 2 7 NC 1 2 2 2 1 1 1 1 ND 1 2 OH 2 1 5 3 1 2 1 OK 10 4 3 5 7 8 8 9 7 OR 1 1 3 2 2 1 2 PA 2 1 5 3 2 2 1 1 PR RI SC 1 2 1 2 1 1 SD 2 TN 3 3 11 6 1 4 4 1 5 TX 15 15 21 21 11 15 19 31 31 UT 1 1 1 VT VA 3 2 2 2 2 1 2 WA 3 2 4 6 2 1 2 3 1 WV 6 1 1 1 WI 2 7 4 4 2 3 3 2 3 WY 1 3 2 1 1 • APO 2 1 1 1 1 CAN 1 1 151 128 223 175 133 164 126 151 155 Advertising & Promotion Commission 1999 Budget Worksheet is 1997 1998 1998 1999 Budget Item Actual Budget Estimated Budget Chamber of Commerce Operations Contract $95,054 $1007000 $1002000 /00 1 00 0 Collection Expense - City of Fayetteville 19,859 20,500 21 ,760 A01 1500 Audit Expense 150 150 150 150 800 Telephone Number (Chamber of Commerce) 102000 109000 10,000 101000 Public Notification (BMA Contract) 227,040 2253000 225,000 aas 000 *Trolley Operations 40,913 40,000 40,000 Convention Support 51087 5,000 52000 00 ID Town Center/Exhibit Hall 59,692 372,082 372202 Brochure Development 48,297 16,859 16,859 Air Museum 40,000 40,000 40,000 1ISquare Gardens 261668 21 ,920 21 ,920 LEE Special Projects AAA American Legion Tournament 0 21000 22000 AAAA State Baseball Tournament 0 2,000 22000 •AAAA State Basketball Tournament 31000 0 0 Ark. State Gymnastics Competition 0 600 548 Autumnfest 0 2,500 21500 Fay. Public Library Genealogical Collection 30,877 35,522 353355 First Nite 0 7,000 71000 Gary Hampton Memorial Tournament 11999 500 500 HAWKS AAU Basketball Tournament 21000 21000 21000 Holiday Hoops 21 ,500 121000 122000 Joe Martin Memorial Stage Race 21566 21000 12746 Northern Tourist Information Center 29, 172 0 0 State High School Cross Country Meet 21000 0 0 Univ . of Arkansas Museum 0 5,724 0 Washington County Historical Society - Brochures 21000 0 0 Wood Bat Classic 13983 13985 11985 •TOTAL USES $669,857 $925,342 $920,405 WBPEXP98 City of Fayetteville, Arkansas Advertising & Promotion Fund • 1999 Schedule of Resources Available Item Amount 1999 Projected Beginning Fund Balance $ 1 ,095,633 Proiected Income - 1999 Projected 1999 HMR Tax Revenue $ 1 , 090,000 Projected 1999 Interest Earnings 901500 Total Projected 1999 Income $ 19180 ,500 Projected Expenses - 1999 Operating Budget • Transfer - Arts Center Bonds 125 ,000 Net Transfer - CEC Bonds 25 ,500 Transfer - Town Center Bonds 3651000 Total Projected 1999 Expenses 515500 1999 Income Over (Under) Expenses $665,000 Projected Fund Balance at 12/31 /99 $ 11760,633 1A&PRES ARKANSAS AIA MUSEUM ouu nno 4290 S. SCHOOL STREET FAYETTEVILLE, ARKANSAS 72701 (501) 52111947 September 14, 1998 Fayetteville Advertising & Promotion Commission C/O Chamber of Commerce 123 W. Mountain Fayetteville, AR 72701 RE: FUNDING REQUEST FOR 1999 Dear Chairperson: The Arkansas Air Museum and Tourist Information Center is requesting assistance from the Advertising and Promotion Commission for 1999. • The Air Museum continues to be an asset for Fayetteville and an asset for Drake Field. Because of our reputation and your support we continue to bring to Fayetteville excellent exhibits and personalities for our special events. Air Fest continues to grow in popularity. The B-17 visit was very well received and the Paul Tibbets visit and book signing was very successful. The visiting Aircraft tell us we are one of the stops they look forward to. The Tibbets book signing was the best two-day event they have had. They have been to cities like Indianapolis, Omaha, and Albuquerque. Attendance is holding steady. In 1997, we saw almost 20,000 visitors. 2620 People used the Information Center and 1977 were counted for research purposes. In 1998, the Information Center has already seen 2355 people through August. The Arkansas Air Museum and Tourist Information Center is requesting that $40,000 continue to be budgeted for the Air Museum. This amount will enable us to continue to bring to Fayetteville other special events as well as advertise this attraction for local and Xnnitors. e ' as irector VM* ARKANSAS AIR MUSEUM 4290 S. SCHOOL STREET FAYETTEVILLE, ARKANSAS 72701 (501) 521-4947 A & P Funding Request Page I September 14, 1998 1) Arkansas Air Museum FFN 580073673 EIN 581705722 2) John C. Kalagias, Director 4290 S. School Fayetteville, AR 72701 501-521 -4947 3) The Arkansas Air Museum is a non-profit organization committed to furthering the preservation of Arkansas aviation history, with emphasis on Drake Field, and its • history. The Arkansas Air Museum is a non-profit organization under the IRS laws 501 ( c ) 3 . 4) The Museum and Tourist information Center is open daily from 9:30 a.m. to 4: 30 p.m. except for New Year's Day, Thanksgiving and Christmas. 5) The Museum is located at 4290 S. School, on Highway 71 South at Drake Field in Fayetteville, Arkansas. 6) The Arkansas Air Museum has operated for twelve years. We are open seven days a week. The hangar was built in 1944 for the War Training Service. Three training programs were in operation during World War H. Over 3,000 pilots trained here during the war years. The museum has documented the history of Aviation in Fayetteville. One of the first commuter airlines in the USA operated here at Drake Field. The Arkansas Air Museums' more modern type aircraft continues to bring new interest. The Raymond J. Ellis library is going to be dedicated in the near future. The library is available for research. A fine collection of aviation books, periodicals, manuals as well as aviation videos are housed in the library. The Raymond J. Ellis collection is under our care. About one hundred boxes contain the story of aviation and transportation in Northwest Arkansas, including the impact aviation has had on business. • Sir ARKANSAS AIR MUSEUM Vo no 4290 S. SCHOOL STREET FAYEI-rEVILLE, ARKANSAS 72701 (501) 521-4947 A & P Funding Request Page 2 September 14, 1998 7) Air Fest '98, the B-17 visit, and General Tibbets visit has kept interest very high. Along with people who come in for the sole purpose for using the Information Center, the touring museum visitors use the center as well. Our visitors are from many areas of the country and more and more are from overseas. Tourism still accounts for 65% of our visitors. The Information Center as been very beneficial to the visitors as they travel or come into the area. • 8) The Air Museum enjoys an excellent reputation and is well known throughout the area. Our Web page has 30 plus pages of information and is getting more attention every month. Touring aircraft continue to inquire about visiting Fayetteville. 9) The Director is active in lecturing on aviation history and has been invited to teach another Elder Hostel at the Continuing Education Center. Civic clubs continue to invite the Director to speak at various functions. 10) The media coverage is still excellent and very positive. Newspaper articles are present and visible. Television coverage has made the Air Museum visible and recognized. The fact that this unique museum is located here in Fayetteville is never overlooked. 11) Our budget for 1997 is enclosed. The Museum Board of Directors has agreed in principle to expand the scope of the museum to include all the forms of transportation. A good deal of information will be in the news as this develops. A new color brochure is going to print. The brochure will acknowledge the A&P Commission funding. Targeted advertisements will continue to promote the Air Museum. Touring aircraft will continue to draw visitors. These projects must be funded. The Air Museum continues to expand and bring in special events with the requested funds. VPWLD�I ARKANSASAIR MUSEUM 4290 S. SCHOOL STREET FAYETfEVILLE, ARKANSAS 72701 (501) 521-4947 A & P Funding Request Page 3 September 14, 1998 12) Funding in the amount of $40,000 is requested to continue present operations, staffing the Information Center, advertising and continuing special events and community projects. 13) See attached financial statement for 1997. • • • ARKANSAS AIR MUSEUM FINANCIAL STATEMENT FOR THE YEAR 1997 RECEIPTS Interest Income (101 ) $ 21039.76 Grants (102) $ 40, 175.00 Door Donations (103) $ 20, 112.47 Gift Shop ( 104) $ 13,716.88 Memeberships (105) $ 41140.00 Cokes/ Copies (106) $ 540.60 Misc Income (107) $ 11937.98 Howard (319) $ 15.00 DC3 Cockpit (321 ) $ 148.25 • Total Receipts $ 82,825.94 DISPERSMENTS Salaries (300) (Gross Amounts) $ 32,757.31 Payroll Taxes (301 ) $ 21505.93 Foundation Account (302) $ 91214.87 Office Expenses (303) $ 4,442. 14 Telephone (305) $ 11393.66 Advertising (306) $ 21217.22 Building & Maintenance (307) $ 997.33 Insurance (308) $ 31961 .00 • Postage (309) $ 308.37 Displays (310) $ 11336.26 • Tourism (311 ) $ 236.26 Gift Shop (313) $ 81252.28 Interest Expense (314) $ 1 .33 Cokes (315) $ 328.03 Dues/ Memberships (316) $ 495.00 Board Expenses (317) $ 148.00 Miscellaneous (318) $ 21078.28 Business Travel (322) $ 19965.00 Total Dispersments $ 72,638.27 • • Arkansas Air Museum Budget 1998 INCOME Door Admissions . . , , . . , . . . . . . . . . . . . .. 4 . . . . .. . . . . . . . . $ 22 , 000 . 00 Memberships . . . . . . . . . . . . . . . . . . . . . . . . . : . . . . . . . . . . . . $ 2 , 500 . 00 A&P Commission . , ' ' . , I . . . . . . . . . . . $ 40 , 000 . 00 Gift Shop ( profits ) . . . . . . . . . . . . . . . I . . . . . . . . . . . . . . $ 51000 . 00 Miscellaneous . . . . . . 1 . . . . . . . . . I . . . . . . . . . . . . . . . . . . . $ 31300 . 00 . Interest . . . . . . . . . . . I . . . . . . . . . $ 1 , 500 . 00 Insurance . . , , , . . , . . . $ 700 . 00 Meeting Room/Hanger . . . . . . . . . . $ 500 . 00 Howard/DC- 3 Project . . . . . . . . . . $ 200 . 00 Copier . , . . . I . I I . . I I . , . . . . $ 50 . 00 Soft Drinks , . . ' ' . . , . . . . . . . . . . $ 350 . 00 TOTAL INCOME . . . . . . . . . $ 72 , 800 . 00 EXPENSES • Payroll . . , .. . . . , . . , . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 47 , 400 . 00 Salaries . . . . . . . . . . . . . . . . . . . . . $ 44 , 000 . 00 Payroll Taxes . . . . . . . . . . . . . . . . $ 31400 . 00 Office Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 31600 . 00 Supplies . . . . . . . . . . . . . . . . . . . . . $ i , 500 . 00 Telephone . . , , , . " . . , . . . . . . . . 11500 . 00 Postage . . . . . . . . . . . . . . . . . . . . . . $ 600 . 00 Museum Expenses . . . . . . .. . . . . . . . . . . . . . . . . . . . .. . . . . . . . $ 10 , 850 . 00 Audit . . . . . . . . . . . . . . . . . . . . . $ 1 , 200 . 00• Maintenance . . . . . . . . . . . . . . . . . . $ 11400 . 00 Insurance . . . . . . . . . . . $ 8 , 250 . 00 Air Craft . . . $ 61500 . 00 Contents . . . . $ 11000 . 00 Workmants Comp . . : . . . . . . . . . . . . $ 750 .00 Acquisitions . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . $ .11900 . 00 Displays . . . . . . . . . . . . . . . . . . . . . $ 11400 . 00 Library . . . . . . . . . . . . . . . . . . . . . . $ 500 . 00 Advertising/Public Relations . . . . . . . . . . . . . . . . . . . . . . $ .41200 . 00 Advertising . . . . . . . : . . . . . . . . . . $ 31400 . 00 Tourism . . . . . . . . . . . . . . . . . . . . : $ 600 . 00 Dues for Organizations . . . . . . . $ 200 . 00 Special Events . . . , . . . . . . . * - vents . . . . . . . . . . . . . . . . . . . . . . . 4 , 350 . 00 Air Fest . . . . . . . . . . . . . . . . . . . . . $ 31050 . 00 Restorations . . . . . . . . . . . . . . . . . $ 11300 . 00 Miscellaneous . , . . , . . , . " . , . . . . . . . . . . . . . . 500 . 00 • TOTAL EXPENSES . . .'. :$72 , $00 . 00 • Arkansas Air Museum Budget 1999 INCOME Door Admissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 24 , 000 . 00 Memberships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 3 , 000 . 00 A& P Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 40 , 000 . 00 Gift Shop ( profits ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 5 , 000 . 00 Miscellaneous . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 2 , 950 . 00 Interest . . . . . . . . . . . . . . . . . . . . . $ 11500 . 00 Insurance . . . . . . . . . . . . . . . . . . . . $ 600 . 00 Meeting Room/ Hanger . . . . . . . . . . $ 250 . 00 Howard/ DC- 3 Project . . . . . . . . . . $ 200 . 00 Copier . . . . . . . . . . . . . . . . . . . . . . . $ 50 . 00 Soft Drinks . . . . . . . . . . . . . . . . . . $ 350 . 00 TOTAL INCOME . . . . . . . . . $75 , 950 . 00 EXPENSES Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 49 , 500 . 00 • Salaries . . . . . . . . . . . . . . . . . . . . . $ 46 , 000 . 00 Payroll Taxes . . . . . . . . . . . . . . . . $ 3 , 500 . 00 Office Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 31600 . 00 Supplies . . . . . . . . . . . . . . . . . . . . . $ 1 , 500 . 00 Telephone . . . . . . . . . . . . . . . . . . . . $ 1 , 500 . 00 Postage . . . . . . . . . . . . . . . . . . . . . . $ 600 . 00 Museum Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 10 , 300 . 00 Audit . . . . . . . . . . . . . . . . . . . . . . . . $ 700 . 00 Maintenance . . . . . . . . . . . . . . . . . . $ 1 , 400 . 00 Insurance . . . . . . . . . . . . . . . . . . . . $ 8 , 200 . 00 Air Craft . . . $ 6 , 000 . 00 Contents . . . . $ 1 , 000 . 00 Workman ' s Comp . . . . . . . . . . . . . . . $ 1 , 200 . 00 Acquisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 21000 . 00 Displays . . . . . . . . . . . . . . . . . . . . . $ 1 , 400 . 00 Library . . . . . . . . . . . . . . . . . . . . . . $ 600 . 00 Advertising/ Public Relations . . . . . . . . . . . . . . . . . . . . . . $ 4 , 550 . 00 Advertising . . . . . . . . . . . . . . . . . . $ 3 , 750 . 00 Tourism . . . . I . . . . . 600 . 00 Dues for Organizations . . . . . . . $ 200 . 00 Special Events " . . . . ' ' , , . . . , . . . . . . . . . . . . . . . . . . . Ill $ 51000 . 00 Air Fest . . . . . . . . . . . . . . . . . . . . . $ 5 , 000 . 00 Miscellaneous . . . . . . . . . . . . . . . . . . . 111 . 1 . . . . . . . . . . . . . $ 500 . 00 Business Travel . . . . . . . . . . . . . . . . . . $ 500 . 00 • TOTAL EXPENSES . . . . . $ 75 , 950 . 00 Phase IV • Existing Cultural Assets: A Proposal to the Fayetteville Advertising & Promotion Commission 1. Name: The addition of the 1880 U.S. Federal Census to the Genealogical Collection of the Fayetteville Public Library — Phase IV of a IV-Phase Grant begun in 1995 . 2. Contacts: David Malone, Board of Directors Arkansas Genealogical Society (501 ) 575-5581 Fred Hanna, Mayor City of Fayetteville (501 ) 575-8330 Steven Thomas or Mary Saxon Fayetteville Public Library (501 ) 442-2242 3. Purpose: The goals of this request are threefold: 1 ) To continue the support of existing cultural infrastructure which has demonstrated an ability to return the investment; 2) To • maximize regional resources with increased cooperation and 3) To complete the work begun with the Chamber to develop and market a targeted genealogical tourism package. Those goals will be served by adding the 1880 U.S. Federal Census on microfilm, along with.the equipment necessary to house the film. Status of the Sponsor: The Fayetteville Public Library was established in 1916 and formally became a function of the City on July 27, 1959. Tax ID: 71 -6039025 4. Period of Operation: The Fayetteville Public Library expanded its hours in 1998, consequently increasing access to resources within the Keith Collection, which is currently open and available for research during the following hours: Monday - Thursday 9:30-6:00 Friday-Saturday 9:30-5 :00 The Fayetteville Public Library will open on Sunday afternoons from 1 -4pm starting in September, 1998. This will allow for increased access to the collection and should increase the numbers of visitors from outside the area who can utilize the collection on weekends. • Page 2 • A&P Proposal Genealogy Tourism — Fayetteville Public Library 5. Location: The Grace Keith Genealogical Collection is located in the Fayetteville Public Library, 217 East Dickson Street, Fayetteville, AR 72701 . 6. Background and History: Phases I-III of the A&P Grant have allowed the Fayetteville Public Library to purchase the 1900, 1910, and 1920 Census records on microfilm. During Phase I, the level of cooperation among existing regional resources began with more than a dozen workshops and training sessions resulting in 350 Fayetteville students, more than 1 ,000 mature travelers, and 14 regional libraries (64 staff members) getting to know the Keith Collection. Additional cooperation with regional destination points like the Shiloh Museum, Prairie Grove Battlefield State Park and Devil's Den occurred during Phase II. Joint collection development took place with Special Collections at Mullins Library on the University of Arkansas campus, with the Washington County Historical Society, and with other archives, museums, and local history organizations. • Phase III has seen continued growth in attendance for the Keith Collection and an expansion of services within the department. Please see Section VII, Expected Visitor Draw, for attendance details and figures. In an effort to improve access to the census materials, the Fayetteville Public Library recently purchased a new reader-printer at a cost of approximately $9,000. The reader-printer represents the newest and best in technology in the field and will greatly benefit users of the collection. In addition, A new microfilm reader has also recently been donated. We have also purchased enumeration districts on microfilm, which will serve as indexes to our Census microfilm and also serve to improve access to our collection. A professionally produced tri-fold brochure was created for the Keith Collection by the A&P Commission during Phase 111. This attractive brochure has been sent throughout the state and region and has proven to be a successful draw for the collection. Stressing the connection between the public library and other attractions and resources within the Fayetteville area, the publication has served both as an informational resource within our community and as a public relations resource informing visitors from outside of the area about the strengths of the Keith Collection. • Page 3 • A&P Proposal Genealogy Tourism — Fayetteville Public Library Educational workshops and programs held within the genealogy department have sought to stress the Census materials as an integral component of genealogical research. Workshops such as Introduction to Genealogy, Census Materials, Family Records, Finding Female Ancestors, and Computer Genealogy have brought visitors into the library. Librarians have also spoken to various local and regional genealogy organizations. The Keith Collection also hosted genealogists from throughout the state and region during the Northwest Arkansas Ancestor Fair. In addition, staff members have attended professional conferences such as the North Arkansas Ancestor Fair, providing an opportunity to talk to other genealogists about the strengths of our library and to learn about new and different ways of making the Keith Collection one of the best collections in the area. 7. Expected Visitor Draw: Our Census microfilm has proven to be an excellent addition to the Fayetteville Public Library's Grace Keith Collection. During the past three years, attendance has continually increased. For example, the Keith Collection had more visitors during the first nine months of 1997 than in all of 1996. We have maintained, and slightly increased, this upward trend in 1998. This year we project that more than 7,300 people will visit the Keith Collection. Of this number, almost 4,600 of them come • from outside of Fayetteville. This is up more than 100 visitors from our 1997 total of approximately 4,500, and is continuing to fulfill our goal of attracting visitors from outside of the city. We also project that the Keith Collection will have 1 ,416 visitors from outside of Arkansas this year. These figures are complemented by the over 200 written requests for information that genealogy staff members will answer for people from outside of our region during 1998. Finally, by the end of this year, our collection of Census records will have been used approximately 1 ,800 times. Through increased publicity, additional training and workshops for the public, and expanded hours, we hope and predict that these numbers will continue to increase in 1999. S. Image: The cultural assets of Fayetteville have seen remarkable support from the A&P Commission, which recognizes and promotes a wide range of local organizations and institutions. These have included a variety of local festivals, the Square and the Farmers Market, the Historical Society, and the Fayetteville Public Library. By continuing to support existing cultural assets, the City is maintaining its vital infrastructure and center-city area, while also promoting events and organizations which bring in visitors from outside of the city. These projects also add dramatically to the quality of life for Fayetteville residents. The addition of Phase IV of this grant will continue to support the Grace Keith Collection of the Fayetteville Public Library in its goal of becoming one of the top research facilities in the region. • Page 4 • A&P Proposal Genealogy Tourism — Fayetteville Public Library 9. Marketing Plan: The Fayetteville Public Library has dramatically expanded its public relations efforts during the past year. We are now writing a bi-weekly column in the Northwest Arkansas Times and contributing materials for a library column in the Morning News. Each of these efforts has served as a focal place to provide the community with extensive knowledge of library happenings. A new library logo, professionally produced fliers for both the genealogy department and the main library, and the current development of an FPL web page will all add to public awareness of all aspects of the Fayetteville Public Library. As one of our most important attractions, our census information will certainly play a significant role in our efforts to publicize the library. A second area of emphasis within the Fayetteville Public Library has been in user training and orientation. The main library has held computer workshops, business information classes, and lectures on topics such as parenting and gardening. Staff members from the Keith Collection have been similarly active during the past year, with their focus on monthly workshops covering all aspects of genealogy research. A commitment to this type of educational programming will be an increasing area of emphasis throughout the library as we seek to become a social and intellectual • gathering place for everyone. Areas of emphasis for the upcoming year include the following: A) The finalization of a Fayetteville Public Library web page will serve to advertise and promote all aspects of the library to anyone with access to the Internet. There will be a special page for the genealogy department, and our Census records will be discussed as a major draw. B) Bring in speakers from outside the library to hold discussions about various aspects of genealogy. Organizing and publicizing these events will serve both to bring in new users and to educate current customers of the Keith Collection and improve their ability to use Census records. C) Continue and expand workshops covering all levels of genealogy research. D) Discuss Census materials in Northwest Arkansas Times columns. E) Continue distributing brochures about the Keith Collection to targeted tourist centers throughout the region and state. F) Distribute press releases to 12 regional and 3 statewide print media. G) Distribute news releases to 5 television and 12 area radio stations. H) Distribute release to 350 targeted 4-state media list of historical society newsletters, genealogical facilities, museums, archives and research groups. I) Continue to work jointly with: 1 . Chamber of Commerce 2. Washington County Historical Society • 3. Shiloh Museum Page 5 • A&P Proposal Genealogy Tourism — Fayetteville Public Library 4. Prairie Grove Battlefield State Park 5. Mullins Library Special Collections, University of Arkansas 6. Rogers Family History Center 7. Jones Center 8. Devil' s Den State Park J) Feature the new acquisition in all appropriate library publications. 10. Anticipated Media Exposure The Fayetteville Public Library recognizes the need for libraries to heavily publicize their activities and collections. Media exposure for the library has increased during the past year and should continue to do so in the future. Our plan for the Keith Collection and its Census materials is several-fold. 1 . Stress the Keith Collection as an integral part of the Fayetteville community in an effort to bring in visitors from outside of the area. 2. Focus on workshops and lectures that will bring new users into the Keith Collection as well as to inform current library customers about new and different ways to use the library. 3 . An overall focus on maintaining an excellent relationship with the press so that all library functions attain maximum publicity; also an • emphasis on creating library advertising and publicity that is attractive, professional, and effective. Please see marketing plan for additional details. 11. Marketing Plan Budget 1. Workshops and Salary (12 @$60 each) $ 720.00 2. Press Releases/Postage/Copying $ 355.00 3. Printing of additional copy of brochure $1,200.00 4. Cross-promotion and advertising $ 75.00 $2,350.00 12. Budget Request 1 . 1,4541880 Census Microfilm Rolls $239496.64 (@16.16 per roll) 2. 2 RVRI1 Storage Cabinets $ 29871.00 (@$1 ,435.50 per cabinet) 3. Microfilm Reader (NMI 2020) $ 11195.00 4. Delivery $ 340.00 5. Sales Tax $ 1848.55 $29,751.19 • Total Request: $329101 . 19 Page 6 • A&P Proposal Genealogy Tourism — Fayetteville Public Library 12. Full Financial Disclosure: Please see Attachment A 13. Attachments A. Financial disclosure for FY 1998 B. Genealogy programs and publicity for FY 1998 • • Fayetteville Public Library 01112MBalance Sheet As of December 31 , 1997 • Dec 31 , 97 ASSETS Current Assets Checking/Savings Cash-FCMA (7,019.67) Cash-Operating 23,182.80 Cash-Restricted 8,729.47 Petty Cash 75,00 Petty Cash-Children's 75,00 Long-Term Development 236,133.09 Total Checking/Savings 261 ,175.69 Other Current Assets Accounts Receivable 50.62 Total Other Current Assets 50.62 Total Current Assets 261 ,228.31 TOTALASSETS 261 ,226.31 LIABILITIES 8 EQUITY Liabilities Current Liabilities Other Current Liabilities Payroll Tax Liabilities State Withholding Payable 9.97 Federal Unemployment Payable 307.06 State Unemployement Payable 593.81 Total Payroll Tax Liabilities 910.84 Other Payroll Liabilities . Health 8 Dental Insurance 3,272.91 Accident 8 Disability Insur. 33.00 Total Other Payroll Liabilities 3,305.91 Total Other Current Liabilities 4,216.75 Total Current Liabilities 4,215.75 Total Liabilities 4,216.75 Equity Fund Balance-Restricted 8,729.47 Fund Balance-Undesignated 2130225.09 Fund Balance-Long Term Dev. 242,62724 Net Income (207,572.24) Total Equity 257,009.56 TOTAL LIABILITIES 8 EQUITY 261 ,226.31 I Page t 3�i Fayetteville Public Library 01/12198 1 Income Statement-YTD December 1997 �. Dec '97 Jan - Dec '97 Income Revenue & Support Washington County 0.00 225,836.00 ORL Rents 2,478.50 ` 29,742.00 Fines 8 Fees 3,004.50 37,752.95 Interest 0.00 2,509.16 Designated Funds 0.00 23,222.95 Long-Term Development 0.00 62,582.16 Restricted Fund 1 ,201 .04 8,984.12 Total Revenue 8 Support 6,684.04 390,629.34 Total Income 6,684.04 390,629.34 Expense Operating Expenses Office Supplies 1 ,322.01 11 ,317.64 Office Supplies-Gift 0.00 357.83 Office Supplies-Long Term 180.90 2,282.76 Postage 1 ,500.00 5,927.18 Postage-Gifts 0.00 50.00 Travel & Training 425.00 1 ,565.64 Training-LTD 0.00 13,656.00 Public Notice 0.00 512.07 Professional Services 0.00 241 .00 Volunteer Recognition 0.00 521 .13 Equipment-LTD 1 ,701 .00 138,339.82 Equipment Lease 0.00 819.98 Utilities 2,806.21 35,650.37 Outside Serv:BOD Secretary 148.00 11147.70 Outside Services-LTD 734.94 10,729.33 Contracts ,3,218.10 34,504.92 Total Operating Expenses 12,036.16 257,623.37 Salaries & Wages Adult Services 9,564.67 9,564.67 Genealogy 2,918.51 2,918.51 Children's Library 5,582.07 5,582.07 Circulation 17,544.70 17,544.70 Bar Coding 92.88 92.88 Administration 11 ,986.15 11 ,986.15 Wages-Unclassified 4,898.09 495,626.66 Total Salaries & Wages 52,587.07 546,315.64 Payroll Expenses FICA/Medicare Expense 4.022.88 38,496.53 Federal Unemployment Expense 307.06 307.06 State Unemployment Expense 593.81 4,879.95 Voluntary AD & D 0.00 671 .25 Life Insurance 0.00 2,100.26 Total Payroll Expenses 4,923.75 46,455.05 Employee Benefit Expenses - Health & Dental Insurance 2,298.83 27,790.37 Retirement Contributions _ 1 ,919.53 23,598.01 Advance EIC Payments 83.00 83.00 - Workers' Compensation 0.00 979.78 Total EmploWe Beneft Expenses '4,301 .36 52,451 .16 Publications Book Acquisitions 8.823.27 64,186.43 Fixed Assets 0.00 .� 556.27 Books-Gifts 0.00 985.41 Periodicals 199.95 2,267.59 ,• Periodicals-Gifts 0.00 1 ,011 .81 Audio-Visuals 0.00 2,067.76 Audio Visuals-Gifts 0.00 32,210.54 Binding 0.00 39.62 Page 1 h �V Fayetteville Public Library O1/12M Income Statement-YTD December 1997 • Dec 57 Jan - Dec 97 Total Publications 9,023.15 103,319.43 Building 8 Equipment Building 8 Grounds 0.00 165.38 Landscape Maintenance 0.00 2,820.50 Building Maintenance 276.67 6,531 .09 Building Maintenance-LTD 9,500.00 19,133.02 Office Machine Maintneance 81 .56 1 ,658.24 Small Equipment Maintenance 143.43 262.49 Sof rare-LTD 10,227.52 25,336.38 Fumiture-LTD 5,485.50 10,468.02 Fumiture-Gifts 0.00 145.00 Total Building 8 Equipment 25,714.6E 66,520.12 Inter-Agency Transfers Transfer from City (32,168.00) (389,513.00) Transfer for Books (19,105.37) (52,172.72) Transfer from City-BC & BS 0.00 (1 ,864.94) Transfer from A 8 P Committee 0.00 (30,877.16) Transfer from Friends 0.00 (55.37) Total Inter-Agency Transfers (51 ,273.37) (474,483.19) Total Expense 57,312.80 558,201 .58 Net Income (50,628.76) (207,572.24) 1b Page 2 1I