HomeMy WebLinkAbout2001-10-08 - Agendas - Final I • I MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, October 8, 2001 at 2:00 p.m. at the Town Center Conference room. AGENDA ADVERTISING AND PROMOTION COMMISSION October 10, 2001 2:00 p.m. Town Center Conference Room 1. Call to Order R: Reports A. Approval of Minutes for September 10 B. Financial Report auA . Nm2. C. Convention and Visitor Activity — Marilyn Johnson D. Town Center Report – Denise Bembenek E. Blackwood Martin/CJRW Report – Sue Blake III. Old Business • A. Financial Reporting System for A & P — IV. New Business A. Town Center Policies and Procedures B. Furniture Fixture, Equipment needs - $20,000 Ck. Planning Session for 2002 a. 2002 Budget, Advertising Direction, CVB? b. Can we meet Monday, October 22 at 12? DK D40. Funding Requests for 2001 – set meeting date for presentations 4 'W57 0 . bat . .Zit H .Z : OoP.yr� V. Announcements VI. Adjourn • • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: September 10, 2001 PRESENT: Bob Davis, Joe Fennel, John Gilliam, Ching Mong, Denise Bembenek, and Marilyn Johnson. ABSENT: Curtis Shipley and Kevin Santos The regular meeting of the Advertising and Promotion Commission was called to order at the Fayetteville Town Center conference room at 2:00 p.m. by Chairman Joe Fennel. MINUTES Moved by Davis, second by Mong to approve the minutes of the August 13, 23, and 28 meeting. Motion carried. FINANCIAL REPORT Steve Davis presented the financial report for August. Collections for the month were up 6.95% with total collections of $ 112,743. Year to date collections total $838,307, a 1 . 17% increase. August expenses were $246,223, with largest expenditures for furniture, fixtures, and equipment. Moved by Davis, second by Gilliam to approve the financial report. Motion carried. • CONVENTION AND VISITOR DEVELOPMENT REPORT Cougar Mountain Software — In light of the City of Fayetteville's request that the A & P Commission maintain their own accounting, Marilyn is investigating Cougar Mountain software package. It has a strong base in non-profits and will fit into the city's system for audit. Ted Webber has been working with Marilyn in all the systems needed including encumbering, purchase orders, budget control payroll. It also does direct deposits. Marilyn has ordered a 30- day trial of the software. Caterers delinquent in paving HMR - Marilyn informed the Commission that they had a situation where a caterer who was delinquent in his HMR taxes who was used for a meal function in the Town Center. She asked that a policy be adopted by the Commission to deal with this situation. Moved by Gilliam, second by Davis that those delinquent in paying their HMR taxes would not be allowed to use the Town Center facility. Motion carried. Hog Wild Events — Marilyn reviewed first Hog Wild event. Attendance was sparse and she recommended that events be cancelled except for Homecoming Week that is in connection with U of A Student Alumni Board activities. Moved by Gazzola to cancel except for Homecoming events, second by Mong. Motion carred. Denise reviewed activities related to Town Center sales, a 25% increase in contracted income from last month. 58 events have been held in Town Center thus far. $88, 197.43 in contracted • sales this month. Year to day income is $51 ,447.36. I • Temporary carpet provided a noticeable difference. Carpet will be installed week of September 18. Music is being played in the plaza gardens. BLACKWOOD/MARTIN/CJRW REPORT Sue Blake reviewed current publications where ads are being run. Every ad has a response vehicle. She circulated magazines containing the ads. Old Business Structure ofA & P and Town Center Marilyn reviewed the relationship of A & P Commission and staff of Town Center. Job descriptions were provided to Commissioners for personnel. Commissioners recommended a contract formalizing tax collections with the city. Website update History of website design and changes in structure was reviewed for Commission. Blackwood Martin was instrumental in cost effective changes in website and in accomplishing changes in a positive manner. New Business RFO for Advertising Agencies Gilliam moved that we issue a Request for Qualifications for advertising agency and schedule a • meeting to decide what areas we want to promote, second by Davis. Motion carried. Other Business Mandatory 2 night stay for football games Confusion with some hotels regarding pledge for no two-night minimum requirements for football weekends was brought up. Bobby Ferrell and the Chamber worked with hotels in quieting the confusion. All hotels except one agreed to uphold their pledge. Announcements The Town Center staff will report to the City Council regarding lease agreement as to performance of Town Center. Parking — Sharon Crosson announced that there were 38 parking spaces rented in the Town Center deck. There are 12 spaces left. An advertising campaign was suggested. There being no further business, the meeting was adjourned. Respectfully submitted, Re l a Marilyn Johnson • Director Convention and Visitor Development i City of Fayetteville, Arkansas Monthly HMR Tax Collections 1999-2001 • 1999 2000 2000 2001 2000 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 89, 125 5 1C0.334 12.58% $ 98,397 -1 .93% February 88,757 91 ,330 2.90% 95,810 4.91 % March 91 ,271 102.971 12.82% 104,748 1 .73% April 94,588 108,747 14.97% 107,624 -1 .03% May 96, 120 107,975 12.33% 103,545 4.10% June 104,709 107,963 3.11 % 106,217 -1 .62% July 102,279 103,894 1 .58% 109,223 5. 13% August 103,688 105,417 1 .67% 112,743 6.95% September 97,609 104,980 7.55% 115,765 10.27% October 95,824 105,820 10.43% November 109,561 117,106 6.89% December 96,583 97,771 1 .23% _ Total $___111701114 $_= 1,254,31.0 7.20%- $ 954,072 2_19% • HMR Tax Collections By Month 140 120 i \ \ '\ '� _\ \ l\ _ 100 — N _ N N \ \ \ \ \ \ IN \ \ -\ } N \ I \ \ \ \ \ a N IN 80 — IV '\ tN 4� k\ \ ' " \ l \ \ ' \ N \ `\ 60 — �\ u\ N VN R IN \ '\ \ - \ \ N \ \ \ \ \ N N IN 4N ON IS 20 1. ILk \ \ � : E \ 0 �� I1 : —ice ' i � ` S January February March April May June July August September October November December 1999 NN 2000 - 2001 Additional collections from caterers, concession stands, takeout locations, etc. for this month: $3,961 .51 • H:\BUDGET\PROJECTS\HMR—TAX\HMRTAX.WK4 Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending September 30, 2001 2001 YTD September • Budgetltem Budget Expenses Remaining _ Expenses 800 Telephone Number (Chamber of Commerce) $ 10,000 $ 5,000 $ 5,000 S Audit Expense 150 150 0 Brochure Development 46,864 40,003 6,861 2,542 Chamber of Commerce Operations Contract 100,000 100,000 0 Collection Expense - City of Fayetteville 26,000 19,081 6,919 2,315 Convention Support 5,512 5,218 294 827 Public Notification (BMA ContracttAirport.) 265,311 153,775 111 ,536 32, 142 Town Center Architectural Services 43,063 42,146 917 779 Town Center Equipment & Furnishings 375,000 304,332 70,668 25,058 Town Center Operating Expenses 240,740 129,595 111 , 145 7,871 Special .Projects Air Museum 20,000 15,000 5,000 Airfest 2001 3,000 3,000 0 Ark. State High School Cross Country Championships 1 ,200 1 ,200 Bikes, Blues, and BBQ 3,500 3,500 0 Botanical Garden Society - Master Plan 1 ,532 1 ,532 Brumley Gospel Sing 7,000 7,000 0 5,442 DDEP Festival Support Project 6,000 6,000 0 6,000 •irst Night 1 ,600 1 ,600 0 1 ,600 Hog Wild 7,500 1 ,000 6,500 1,000 Holiday Hoops 9,000 9,000 0 Joe Martin Memorial Stage Race 500 500 0 Lights of the Ozarks - Replacement Lights 4,000 4,000 North Arkansas Symphony Brochure Support 31600 3,600 0 Professional-Services - Legal Fees 29,000 29,000 Saturday of Champions 2,400 2,400 0 State Track & Field Finals 2,400 2,400 Town Center Grand Opening 10,000 9,518 482 Walton Arts Center - Brochures 1 ,200 600 600 Washington County Historical Society - Brochure 2,000 2,000 Subtotal Special Projects 115,432 62,718 52,714 14,042 TOTAL USES $ 1 ,228.072 $ 862.018 $ 366054 $ 85.576 • H:\BUDGET\PROJECTS\HMR TAX\+&P2001 .WK4 • ACTIVITY REPORT October, 2001 INQUIRY RESPONSES Tourist Inquiries September 2001 - 121 Year to date 2001 - 886 September 2000 - 138 Year to date 2000 - 2410 Advertising Responses September 2001 - 2943 Year to date 2001 - 24685 September 2000 - 2905 Year to date 2000 - 27398 Relocation Inquiries September 2001 - 45 Year to date 2001 - 600 September 2000 - 56 Year to date 2000 - 815 September Total Inquiries 2001 - 3109 2000 - 3099 Year to Date Total Inquiries 2001 - 26171 2000 - 30623 • ACTIVITY Conventions and Meetings - Arkansas Poultry Federation (Judy Kimbrell) Austin Healey Rally WRMC Women's Health Day Gracie Pendleton - SESAC for Autumnfest Air Force Band of the Rockies - Jerome Oddo ✓ Bus Tour Groups - Terry's Tours, Houston (presentation at dinner at Terra Studios) Tourist Activities - v Bikes, Blues and BBQ Lights of the Ozarks Veteran's Day concert - Steve Gray - Relations with Other Tourism - NATA Ad Committee Scenic Hwy.71 -I-540 Meeting Northwest Arkansas Tourism Association Meeting Heather DeLone - UA Student Alumni Board - Homecoming Bentonville A & P - Bernie Arkansas Parks & Tourism Commission Meeting - Hot Springs Flags for T. C. for holidays - Warren Hams • Relations with Media - Midwest Today (Julie) Sarah Terry — Northwest Arkansas Times (T. C. website) • Sarah Parsons — Morning News (relocation guide) Ethan Nobles — Morning News (carpet) Patricia Smith — Northwest Arkansas Times Town Center — Meeting with Campbell Electric regarding plaza lighting Cougar Mountain Software meeting with Ted Webber and Tom Gheen Insurance meeting — Bob Davis SBC Datacom — Kelly Stearn Ted Sego — Rotary luncheon Miscellaneous — Staffmark (Lisa Bradley) Frank Broyles re: hotel 2-night minimum Judy Hammond U of A Archaeology — Bren Berry (T. C. site artifacts) Tanya Engler — Springfield Grocery Co. Salvation Army — Ted Kyper Kendra Wilson — twirlers for LOTO parade Harold — lights sets for LOTO Stephanie Burney — UA Children's Choir • • 1 TOURIST INQUIRIES 2001 IJANIFEB IMAR JAPFRIMAY IJUNIJULAUG SEP OC NOVIDECTOTALI AL 1 1 21 2 21 11 1 1 1 8 AK I I I I I I I I I I • Az 31 1 1 1 1 11 21 I 1 1 1 AR 1 251 41 481 181 311 131 231 361 141 1 1 1 2122 CA 1 11 11 21 51 1 51 31 51 31 1 1 25 CO 21 221 11. 11 31 11 12 CT I 1 11 21 3 DE 1 1 DC FL 1 11 31 71 11 11 21 11 1 1 1 17 GA 21 11 11 11 21 11 1 1 1 1 8 HI I I I 1 1 ID 21 1 11 11 1 1 1 4 IL 2 1 81 51 61 1 11 11 91. 33 IN 1 1 51 21 1 21 11 31 1 1 1 1 14 IA 1 31 11 101 21 11 11 1 11 81 1 1 1 1 27 KS 1 21 11 51 41 51 61 41 31 101 1 1 1 40 KY I 1 1 31 11 1 11 1 1 1 1 1 5 LA 1 31 11 101 11 91 31 41 41 21 1 1 37 ME 1 1 1 MD 1 11 1I 11 3 MA 11 11 2 MI 1 1 101 1 11 1 1 6i 20 MN 1 21 1 71 1 71 17 MS 21 5 2 1 1 2 ! 13 MO 8 21 111 111 7 81 81 101 171 82 MT 1 1 1 1 1 • N E t 1 61 21 11 1 1 11 1 12 NV 1 1 1 NH 1 1 2 NJ1 1 1 3 NM 1 21 11 21 11 1 7 NY 11 1 21 11 11 1 1 1 11 8 NC 2 2 1 1 6 ND 1 1 1 OH 11 1 6 21 21 1 31 1 101 25 OK 1 91 311 3 121 71 11 91 81 61 58 OR 1 1 1 3 PA 1 1 1 1 4 PR RI SC 1 12 SD 1 I TN 1 1 31 1 27-11 21 7 1 17 TX 5 6 131 101 171 81 161 22 111 108 UT 21 2 VT VA 1 21 1 3 WA 1 1 1 3 wv WI 1 6 21 11 3 31 1 1 16 WY TI-APO I I CAN 1 1 1 3 FOR 2 1 211 1 7 I I 831 261 1761 971 1161 611 87 1191 1211 0 ol ol 01 886 • Advertising Inquiries Pubs by State - September, 2001 AY FC ML MVG NATA MC/Rosie OkT SL SNI MN TOTAL AL 2 1 15 18 AK 1 2 3 AZ 1 1 2 AR 4 2 11 1 1 24 470 513 CA 1 9 1 6 3 20 CO 2 2 4 CT 3 3 DE 0 DC 0 FL 3 2 6 4 30 4 49 GA 21 2 23 HI 3 3 ID 0 IL 5 170 7 4 1 10 5 202 IN 75 2 2 3 2 84 IA 95 3 1 3 102 KS 36 4 1 4 35 80 KY 1 12 13 LA 2 8 30 61 101 ME 0 MD 1 1 2 MA 1 4 5 MI 3 190 4 1 5 203 MN 1 2 1 1 5 MS 2 4 34 17 57 • MO 1 205 12 2 20 114 354 MT 1 1 NE 1 2 3 NV 1 1 2 4 NH 1 1 NJ 1 1 1 2 5 NM 1 1 2 NY 3 4 2 3 1 13 NC 1 15 1 17 ND 1 1 2 OH 1 73 4 1 4 1 84 OK 10 1 57 17 229 314 OR 1 1 1 3 PA 2 2 RI 0 Sc 10 1 11 SO 2 3 5 TN 3 1 29 54 87 TX 1 25 1 6 122 321 476 LIT 1 1 VT 1 1 2 VA 1 2 11 14 WA 3 3 1 7 WV 2 2 WI 2 27 2 3 3 37 WY 1 1 APO 0 CAN 1 1 • FOR 1 1 2 TOTAL 0 33 881 0 135 25 68 464 1337 0 2943 • ADVERTISING INQUIRIES - 2001 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist AY 163 137 104 141 405 154 1104 BT 0 FC 207 909 769 588 244 23 33 2773 H&A 0 ML 30 41 316 972 612 419 196 31 881 3498 MT 1133 1133 MVG 894 881 56 1831 NATA 111 133 251 232 171 206 157 150 135 1546 OK 91 63 107 31 2 68 362 Parade 2278 1473 3751 MC/Rosie 2 363 77 489 332 68 25 1356 SL 18 10 48 232 143 65 83 472 464 1535 SNI 2246 288 60 1337 3931 ST 0 TA 0 TM 0 USA 187 1428 235 6 0 MN 9 TOTAL 413 384 4494 7844 3945 2685 1021 956 2943 0 0 0 24685 • AY - Active Years BT - Budget Travel FC - Family Circle H & A - Home and Away MC - McCalis ML - Midwest Living NM - Meeting News MT - Midwest Traveler MVG - Midwest Vacation Guide NATA - NATA Tour Guide OK - Oklahoma Today Parade - Parade SL - Southern Living SNI - State Newspaper Insert ST - Southern Traveler TA - Travel America TM - Texas Monthly TM G-Travel Marketing Group USA - USA Today VG - Vacation Guide • I • Monthly Advertising Inquiries by State - 2001 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL AL 1 2 13 67 32 19 15 25 18 192 AK 4 1 3 9 2 2 2 3 26 AZ 2 3 15 24 10 11 15 4 2 86 AR 22 33 740 312 198 72 53 56 513 1999 CA 27 20 64 100 105 75 54 34 20 499 CO 8 5 22 32 18 9 7 3 4 108 CT 1 2 6 18 15 24 9 3 78 DE 1 1 1 4 2 3 12 DC 2 1 1 1 1 6 FL 20 18 35 200 75 74 49 52 49 572 GA 2 4 28 56 33 30 11 31 23 218 HI 2 1 5 2 2 1 3 16 ID 1 3 7 2 2 15 IL 18 31 398 1114 780 269 89 42 202 2943 IN 12 10 147 628 228 168 44 31 84 1352 IA 8 9 171 478 183 99 27 16 102 1093 KS 8 15 103 182 63 79 35 32 80 597 KY 5 4 18 82 38 33 20 13 13 226 LA 8 7 138 105 65 47 21 68 101 560 ME 1 7 3 6 5 3 1 26 MD 1 10 21 16 14 15 8 2 87 MA 2 1 9 25 24 19 8 5 5 98 MI 15 12 214 763 351 318 28 36 203 1940 MN 16 13 65 404 227 81 32 22 5 865 MS 6 6 45 79 27 25 14 47 57 306 MO 21 18 765 474 173 220 43 36 354 2104 • MT 4 2 6 2 3 1 2 1 21 NE 9 8 40 163 94 26 10 3 3 356 NV 3 1 4 10 4 8 0 3 4 37 NH 1 8 4 0 0 1 14 NJ 7 4 24 36 36 50 23 8 5 193 NM 1 7 14 7 6 2 4 2 43 NY 10 4 43 98 58 82 39 7 13 354 NC 1 3 34 .100 30 44 27 19 17 275 ND 1 2 4 42 28 2 0 2 81 OH 18 16 111 695 359 243 37 16 84 1579 OK 52 39 360 274 96 72 20 41 314 1268 OR 6 1 11 8 12 9 7 2 3 59 PA 9 6 30 61 58 52 38 23 2 279 RI 1 3 1 1 5 11 Sc 2 1 6 40 17 14 13 27 11 131 SD 1 1 3 37 21 6 1 5 75 TN 7 4 122 126 55 57 29 33 87 520 TX 36 39 483 276 176 128 89 155 476 1858 UT 2 1 6 10 7 5 0 3 1 35 VT 1 4 4 5 0 2 16 VA 2 3 23 37 31 27 12 12 14 161 ' WA 4 3 11 22 18 10 8 7 7 90 W V 2 2 8 331 14 5 4 2 2 370 WI 13 20 135 257 110 115 45 20 37 752 WY 1 2 4 2 2 1 1 13 APO 2 0 0 2 CAN 1 2 4 3 2 3 1 1 17 FOR 11 5 1 5 5 13 4 5 2 51 • TOTAL ' 413 384 4494 7844 3945 2685 1021 956 2943 0 0 0 0 24685 I 1 ( RELOCATION 20011 1 1 IJANIFEBIMARIAPRIMAY IJUNIJULIAUGiSEPJOC11NOV DECITOTAL AL 1 11 1 1 31 1 6 • AK 1 11 1 1 1 1 1 Az 21 11 21 1 11 21 11 41 1 13 AR 141 51 221 91 211 61 131 2011 21 1 1 1 112 CA 51 21 51 21 71 31 4171 2 37 CO 41 21 3 2 11 211 21 16 CT 11 1 DE 1 1 DC o FL 1 11 1 31 51 51 41 51 1 31 GA 11 21 11 1 21 11 11 11 1 1 10 HI 11 1 1 11 1 1 11 1 1 1 1 3 ID I I I I I I 1 1 21 1 2 IL 1 21 1 51 21 31 21 1 2 ! 41 1 21 IN I 1 11 1 41 1 1 1 5 IA 1 21 41 11 31 21 11 41 31 I 1 1 20 KS 1 41 21 61 1 11 21 31 51 31 1 1 26 KY 1 21 1 1 1 1 1 1 1 1 1 1 1 2 LA I 51 j 11 21 41 21 11 31 3 1 21 ME 11 1 1 1 1 1 1 1 1 MD I I I I I I I I I I 1 0 MA 11 11 1 11 11 1 21 1 11 1 1 1 7 MI1 1 11 11 1 11 1 311 8 MN 1 1 2 21 1 11 1i I I 1 1 8 MS 21 1 1 21 21 41 41 21 1 1 17 MO 1 51 11 21 37 31 21 5 2 ! 11 1 1 24 • MT 1 21 1 21 1 1 1 1 1 1 4 NE 21 I 11 11 11 1 11 1 1 6 NV 11 21 11 11 1I 1 6 NH 1 0 NJ 11 1 NM 1 11 1 11 11 4 NY 1 1 11 1 1 5 NC1 3 1 1 3 2 1 1 13 ND 11 11 2 OH 1 21 11 11 31 1 21 11 1 11 OK 4 91 21 41 21 51 41 3 33 OR 1 11 11 21 1 1 11 1 1 6 PA 1 21 1 11 11 31 1 1 1 1 1 8 PR 0 RI 1 0 SC 1 1 2 SD 11 21 1 1 3 TN 1 21 1 31 1 21 11 11 11 1 10 Tx 11 71 4 91 41 91 71 111 141 41 1 1 69 UT I 11 1 1 1 VT I I 1 0 VA 1 1 1 1 21 11 1 1 1 5 WA ( 0 wv I 0 • WI 1 1 3 11 1 21 1 31 51 1 1 16 WY 0 APO 1 1 CAN 1 1 FOR 0 1 600 TOTAL 1 761 301 981 441 921 491 741 921 451 01 01 01 600 ACTIVITY REPORT • September 11 , to October 4, 2001 Town Center Activity Number of Contracted Events 68 Contracted Sales less credits 919044.08 YTD Income from events 599347.42 collected less credits Credits "` 81097.07 Outstanding as of 10/01 /01 11998.44 collection letters sent Average Income perevent 1 ,338.88 Proposals sent 15 Contracts sent 15 September 17, 2001 return on collected taxes Town Center Activity — General Activity • • Carpet Installation • City Council Presentation • Complete TC Policies and Procedures handbook • Bids and recommendations for additional AV, cleaning equipment, Plaza trash/ash receptacles, electronics, serviceware (attached) • Close-out meeting with Alderman, Lopez and Thorne • Sales tax return mail-out • 2002 Budget meetings • Accounting software installation/population Town Center Activity — Events (36 completed vtd) • Sigma Alpha Epsilon, Parent's banquet • Leukemia and Lymphoma Society, Light the Night kick-off • Proctor and Gamble, Sales Meeting • W RMC — Speaking of Women's Health • Hidlebaugh/Scholzen Wedding and Reception • Northside Rotary Luncheon • Staffmark — Donna Tyson seminar • Desert Fire Belly Dancing seminar • Fayetteville Public Education Foundation — Hall of Honor • Marilyn Johnson � rom: Sue Blake [suec@blackwood.com] ent: Saturday, September 29, 2001 11 :41 AM To: mjohnson@twncenter.com Subject: Southern Living Perks April from Southern Living called to let us know that they will be comping City of Fayetteville with the following: On the Timely Travel Tips web page, our logo will appear with a direct link to our website. This will begin' December 1 , 2001 and continue through January 31 , 2002. In addition, we will be included on the new pre-paid, full-page Reader Response Card featuring our web address also. This will also remain until January 31 , 2002. This is Southern Living's offer to destination and vacation advertisers - all who have experienced the same downward trend in responses from previous years. • • 1 AUG 27 2001 10 : 27AM FAYETTEVILLE CITY 2ND FLO 5015758273 p , 2 .F1 TME CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Joe Fennel, Chairman A&P Commission Through: Ted Webber, Administrative Services Directs From : Marsha Farthing, Accowtting Manager Date: August 22, 2001 Subject: Meeting on A&P accounting I would like to express my appreciation for the open communication and dialog that was extended at our meeting Tuesday, August 21 . I believe we had productive conversations. A renewed direction for the future of financial reporting for both the A&P and the Town Center is the result.' • In this memo, I ant recapping the major issues we discussed and the progress we made. 1 . FINANCIAL REPORTING ENTITY I think we all agree that the A&P Commission is a separate legal entity from the City. However, from a financial reporting perspective, the City of Fayetteville is a primary government with the A&P Commission being a component unit of the City. The A&P Commission's financial information, inclusive of all Town Center financial information, is discretely presented in a separate column in the City' s financial statements. The A&P Commission and the Town Center can be considered to be a single legal entity and a single accounting entity as well. However, as we discussed, separate accounting entries are required for the A&P transactions and for those of the Town Center, generally in separate funds. 2. ' A & P COMMISSION FINANCIAL REPORTING SYSTEM Currently, financial-information for the A&P Commission is being captured in multiple places.7 Thp City of Fayetteville, the Chamber of Commerce and the Town Center each record some portion of the fmancial information for the A&P Commission. BecauseP as of December 31 , 2001 , all of the A&P Commission's financial information from all these sources must be accumulated and consolidated for `',presentation, as discussed above, it is imperative that the A&P Commission centralize the data collection and financial reporting as soon as it is practicable to do • so. As I see it, the A&P has three viable options to accomplish its financial recording and reporting goals. First, centralized accounting and the resultant financial reporting I Rut; 27 2001 10 : 27API FAYETTEVILLE CITY 2ND FLO 501575 © 273 -- p . 3 • could be accomplished via a contractual arrangement with a service provider. Second, the A&P Commission could invest in its own software and implementation services to build a system of its own. A third option could be to partner with another local government and share the costs and benefits of hardware and software. There are pros and cons with each of these options. We can help you decide on which approach you wish to take. 3. ON-GOING OPERA IONS As discussed, the City will continue to collect the HMR tax. Once the A&P Commission gets its financial system in place, on a monthly basis the City will cut a check to the A&P Commission for those collected revenues less the collection fee and the amount of debt service for the `town Center bonds. Also, the A&P Commission should use the same accounting guidelines the City uses and should follow the same state laws as a city of the first class. Because we all need to be aware of the need to have consolidated financial reports for the A&: Commission's operations as of December 31 , 2001 , let me offer the services of the City to assist you in this transition. Please contact me when you are ready to further discuss your planning needs. We stand to help you. • If you have any other questions or comments, please call me at extension 288 or call Ted Webber at extension 330. Thank you for your cooperation. We look forward to our working together on this project. I I I October 5, 2001 TO: A & P Commission FROM: Marilyn Johnson RE: Budget Adjustment In June of 2001 , the Commission authorized $75,000 to cover additional furniture, fixture and equipment needs for the Town Center. With the purchase of carpet, expenses incurred were approximately $42,000 for the carpet and $ 1 ,600 for speed shipping. As you know, the purchase of the carpet • necessitated the purchase of a dance floor. The costs associated with these items in addition to items needed in June leaves the Furniture, Fixture and Equipment budget approximately $4,000 short. In addition, we have several items that we still need. A memo from Denise lists these items that total $ 12, 133.89. I am requesting a budget adjustment and appropriation of $20,000 to cover these costs with funds coming from Professional Services - Legal Fees. • • HMR TAX Companv Months Delinquent Landmark Inn 8 Cafe Santa Fe 8 Cafe Santa Fe East 8 Corky's 11 Early Berlin 3 Fat Toney's 20 Fuzzy's 5 Humble Onion Grill 3 IHOP 8 Jenianne's on Center 4 Kentucky Fried 8 Old Town Deli 3 Schlegel Bagel 8 Taco Casita 7 • • • HMR TAX Comaanv Months Delinquent Landmark Inn riw�n"-e 8 Cafe Santa Fe _ M v� &A �& Cafe Santa Fe East -uiw �a ' Corky's 11 Early Berlin 3 Fat Toney' sbUV• 2 ���"� AuCc 20 Fuzzy's 5 Humble Onion Grill 3 IHOP - at-c - 5S ¢ 1iucct' 8 Jenianne's on Center 4 Kentucky Fried &wYA4=^ 0"""" 8 Old Town Deli 3 Schlegel Bagel &i�A IA4t '^^ ^A' 8 Taco Casita o .., tk� Ci • 31 Sue Blake - Fayetteville Advertorial.doc 212360 MEETING A BM C CLIENT E: MEETING CO (INIT /DATE) • ' TRLE/S 12E: MEETING ADVERTORIAL JOB Y: 212360 PRF (INIT./DATE): BLACNVJ000 MARTIN/CJRW COPYWRITER: DS 3 EAST COLT SQUARE DRIVE • FAYETTEVILLE, AR 72703 DATE: SEPTEMBER 21, 2001 PHONE 501- 442- 9803 • FAX 501- 442- 3092 DATE REVISED: 10/2/01 PRF (INIT./DATE)' CLIENT APPROVAL (INIT./DATE) ( HEAD: The Unconventional Meeting Place COPY : Looking for a place that's a step above the ordinary for your next gathering? Then it's time to take a good look at Fayetteville, Arkansas, a charmingly unique, surprisingly sophisticated , truly unconventional meeting place. In Fayetteville, you'll find all the pleasures of small-town life— quiet tree-lined streets, warm and friendly people, a slower pace, affordable prices — and yet still enjoy the cultural offerings and leading-edge meeting technology usually found only in larger •' cities. Add to that the city's rich, colorful heritage and the beauty of the surrounding Arkansas Ozarks, and it's easy to see why Fayetteville makes a choice gathering spot for groups of all sizes. Fayetteville's scenic location, in the heart of mid-America, makes it easily accessible. Northwest Arkansas Regional Airport offers direct flights to and from many major cities, including Atlanta, Dallas, Memphis, St. Louis, Chicago and New York. Airport shuttles can connect you to area hotels, motels and bed and breakfasts, which altogether have over 1 ,500 rooms. Local taxi, limousine and car rental services make it ieasy to explore the area. And a free downtown trolley service can be used for local group travel and touring. Arranging for a meeting facility is just as easy. Meeting venues are abundant; with accommodations for groups from as few as 10 to more than 10,000. Many local i hotels provide on-site conference rooms, and the University of Arkansas campus offers I options ranging from small meeting rooms to huge arenas. 1 Sue Blake _ Fayetteville Adverforial.doc Page 2 212360 MEETING ADVERTORIAL 10/2/01 I You'll definitely want to check out Fayetteville's newest meeting location, the Town Center Convention Facility. This state-of-the-art facility, which opened in July 2001 , is conveniently located on Fayetteville's historic downtown square and is within I easy walking distance of hotels, restaurants and shopping . With 14,000 square feet of customizable column-free space, three-tier covered parking and a breathtaking view of the Ozark Mountains, it makes an ideal site for meetings, trade shows or social events. In addition, Town Center maintains an expert staff that is ready to assist you with all your event planning needs. Once business is adjourned, you and your group will want to sample the city's fun side. Dickson Street always delivers a great night of food, music and lively entertainment. It is also home to the Walton Arts Center, the area's premier venue for broadway shows, art exhibits and musical concerts. History buffs will enjoy the Arkansas Air Museum, Civil War—era Headquarters House and the historic walking tour • through the downtown city streets. Sports fans will want to visit the Halls of Champions exhibits and take a tour of Bud Walton Arena on the University of Arkansas campus. For recreation , there are hiking trails in and around the city, golf on championship- quality courses, tennis, fishing , boating and more. For friendly conversation with the locals, there's Farmers Market on the historic downtown square. And all four seasons are enthusiastically celebrated with festivals and special events of all kinds. I If great food is what you're looking for, you'll definitely find it in Fayetteville. From home-style cooking to haute cuisine, there's a restaurant for every occasion and appetite. Start the day with buttery blueberry pancakes or freshly baked bagels. Lunch i on big beefy burgers or savory barbecue with all the trimmings. Then dine by I i candlelight on a gourmet feast of the finest Ozark cuisine or your favorite authentic I international fare. i iFor your next gathering, take a break from the ordinary and come to Fayetteville, Arkansas, the unconventional meeting place. Customized tours and step-on guides are I 2 Sue Blake -Fayettevie Alldvertorial.doc Page 3 1 212360 MEETING ADVERTORIAL 10/2/01 I I available to make your visit all that you want it to be. Simply call 1 -800-766-4626 or visit www.fayeftevilletourism .com and plan a gathering your group will never forget. I I i • i I 3 �n c v m c ^ _ > � � $ 8 rn a o c EVENT MI n n N T FACILITY M A a a s A A A A a A Cleanliness of room r r A A A A A A A A A A Room set to your specifications 1 a a A A A A A A A A Timely access to facility z a a a s A w v a A A Cleanliness of bathrooms A M a a a s A A a Cleanliness of catering kitchen z rn a a a s A A A A ++ Cleanliness of reception area r A A A a A A A a A A Cleanliness of lobby A A A A A A a A + Cleanliness of plaza and balcony .Zl z a + a s a s + + + + STAFF m mO A A A A A A A A A A Sales Manager's knowledge of D< facility and event management t— c A A A A Q a A A A A Event Coordinator's knowledge of facility and event management 0 z (/1 Staff recommendation for services, P A A A A A + a A a room arrangements and event coordination A M A a A A A A A A a A Onsite manager's expertise and x efficiency with your event. CDCD a A A A A a A a A A Staff friendliness and assistance A A A a A a A A A Staff professionalism 11 op a A + a s + u + + OPERATIONS C a U A A A A A w A + Pre-planning for your room set-up u d A A A A A A A A a Coordination between TC staff and other services n A A A A A A A Q Collections process O a a A A A A A Post-call and evaluation process to w w w TOTAL EVENT AVERAGE a a x S m (<p g % :6 g f f � g 1�J� `m °° n 1' p< o < COMMENTS: �y o pery} W Er g $ n ncn y p 3 5. <. d tv S < O N C w y Ss 3 fTi L 1p ° 40 5 a = > 8 3 m w a-t c m C) Q m c d E a o _ m' m e d M a $ r'n 9. Pr u. c^ ol°i m �' �n £ o N �i F o - 9 r. Fp me M n ���ii 9 Ib 3 1p ry8ry $ n o pl ,7 c CL 3 c o g m l0 3 d < Sq: y O w nm m _ 12 0 3 `e w m n Ll n cv 8'im' j <, n m ns 3 F _ � m inus- ad m c_ a m S �. $ o. m x a m p� 2 to o " > > m $ 1D. A 4 Q o y m t �_ F NO ry. -L C G c _ 3 �. m lyyyll � yth ) k J . 0m R \ ( § i $ $ § 2Kr ° ■ ® 2 } ■ ! = » • E % Ez7 � ! / § § J $ 2 ! # § ao ® ■ $ ) ! k > ERIE g , � � l , � k ® E | ■ / k ( # ® E - ■ f7 | # FAYETTEVILLE TOWN CENTER u * MEMORANDUM * To: Marilyn Johnson Date: October 3 , 2001 From: Denise Bembenek CC: Subject: Additional Supply Needs for Town Center Please review the following list of equipment the Fayetteville Town Center will need for operation. Quotes are attached. Please note Total includes estimated tax and delivery. Item Qty Unit ' Recommended'Supplier ;Totalf 7 Price Audio 6isuaC Shure UT2458 handheld mic 2 398.97 Pro-con Services 797.94 equipment ' w/receiver _ M Ultimate mic stand w/boom arm 2 33.96 Pro-con Services 67.92 Shure SCM268 4 channel audio mixer 1 288.42 Pro-con Services 319.00 Da-lite 6' tripod screen (Versatoq 1 135.00 CAS 135.00 • .i Mic jack installation in tower 1 150.00 CAS 150.00 1'rash Cans Dura Art cast stone trash receptacle 4 423.00 RCS 1692.00 and Ash Ui•tts with ash urn-lid Ex-cel "Ash & Trash" wall receptacle 3 139.99 American Hotel Register 419.97 Ex-cel urn w/chrome band 6 22.99 American Hotel Register 137.94 Carpet 1983 Minuteman C46000-00; 1 1529.36 Grainger 1529.36 ' k 171,Ambassador 7gal/2hp extractor Minuteman Front Runner, Single 1 957.00 Grainger 957.00 Speed Floor Scrubber; M 17120-01 2007 Minuteman MC827696; 30" wide 1 1844.70 Grainger 1844.70 area vac, electric Carpet sweeper. non-motorized, 9" 2 59.00 ARECO 118.00 Sony Mavica .35-Megapixel Floppy 1 399.99 Best Buy/Office Depot 399.99 Disk Digital Camera MVC-FD75 IIP ScanJet Color Scanner 2200C 1 79.99 Best Buy/Office Depot 79.99 30" Shirred, white, poly-twill skirting 108 3.25 Eventures 351 .00 (includes Velcro and tabs) Regalware Commercial Stainless 4 159.00 ARECO 636.00 Coffee Urn - 55 cup capacity Carlisle Cateraide Server; 2.5 gal 3 100.00 1 ARECO 300.00 Lakeside Insulated Beverage Bin. 4 130.00 ARECO 520.00 black, 18"x6"x26" Proton Bus Box, gray, 15"x5"x20" 6 4.40 ARECO 26.40 Subtotal 10482.21 Estimated Tax 851 .68 • Estimated Shi in 800.00 Total IWWW