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Home My WebLink About2002-06-10 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, June 10, 2002 at 2 :00 p.m. at the Town Center Conference room. AGENDA ADVERTISING AND PROMOTION COMMISSION June 10, 2002 2 :00 p.m. Town Center I. Call to Order II. Reports A. Approval of Minutes for May 13, 2002 B. Financial Report 1 . HMR Revenues 2. Financials - Tom Lonon, Scarbrough and Murtishaw 3. Update from City Attorney on Delinquent Tax Collection Efforts C. Convention and Visitor Activity — Marilyn Johnson D. Town Center Activity Report — Denise Bembenek E. Agency Report — Brian Clark, Sells/Clark, Inc. • III. Old Business A. Convention Visitor's Bureau W. New Business A. Letter of Appreciation to Town Center Lawsuit partners V. Adjourn • 1 • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: May 13, 200L PRESENT: Ching Mong, Bob Davis, Joe Fennel, Pat Gazzola, Kevin Santos, Curtis Shipley, and Marilyn Johnson. ABSENT: John Gilliam 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 Shipley, second by Davis to approve the minutes of the April 8 meeting. Motion carried. FINANCIAL REPORT Tom Lonon from Scarbrough and Murtishaw reviewed the financials for the Town Center and the A & P Commission for April. Shipley moved to approve financials for April, second by Gazzola. Motion carried. Marilyn Johnson reported that a refund check from C. C. E. bonds in the amount of $212,859.37 • had been received. Total collections for April were $ 126,005, a 17.07% increase. New collections were $6,05.37, which is a 5.6% increase without new collections. City attorney Kit Williams presented the report of the City Prosecutor's office regarding delinquent HMR collection action through his office. Collection efforts for the month are over $ 14,000. CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn Johnson reviewed Convention Development report and Town Center report. Conventions and meetings included an International Students Reunion and the Rotary Girl's Softball Tournament. Grand Opening of Boston Mountains Scenic Loop has allowed a special cooperative advertising opportunity to produce a Scenic Loop brochure. Keep Arkansas Beautiful awarded the Town Center and Square Gardens an award. First Night has been assisted in re-organizational efforts. The University Dinosaurs exhibit has had over 4,000 in attendance thus far. TOWN CENTER REPORT Denise Bembenek reported that 12 events had been held in the Town Center including the Human Resources Conference and the Hutchinson Fund Raising Dinner with Vice President Chaney, 5 proms and the American Heart Association Gala. • AGENCY REPORT Z • Brian Clark with Sells/Clark, Inc. addressed the inquiries issue for the Commission. He is working on an ad tracking component of the website for updating the site. Brian reviewed the progress of Sells/Clark in the last 4 months. NEW BUSINESS Convention Visitor Bureau Marilyn Johnson reported back to the Commissioners regarding the establishment of a Convention Visitor Bureau. A group of Tourism Partners has been meeting to develop CVB concept. Marilyn presented the Mission Statement recommended by the Tourism Partners Advisory Group. Moved by Santos to modify the mission statement by adding "contributions to Fayetteville's economy by . . .", second by Shipley. Motion carried. Mission statement adopted as follows: To maximize the contribution of tourism to Fayetteville's economic growth by strengthening the community's hospitality tourism and convention industry by attracting individual visitors, conventions, meetings, group tours, and through special events introducing visitors to the "Fayetteville experience". Marilyn recommended that a Convention Visitor Bureau Manager and a Tourism Coordinator be hired to start July 1 . Proposals for housing the CVB were received from the Chamber of Commerce and the Washington County Historical Society. Marilyn recommended that the proposal from the • Headquarters House be accepted. Moved by Santos that the staffing, organizational structure (501 C or under the A & P Commission) and location be reviewed by the Advisory Group and that the A & P Commission meet following that to adopt the recommendations, second by Shipley. Motion carried. Sale of Tokens for Parkin¢ Deck Moved by Shipley to extend the sale of tokens for 3 more months, second by Santos. Motion carried. Elevator maintenance contract Quotes were received from Thyssen Krupp ($750/mo), Otis Elevators ($757.08), and KONE ($827.66) for a five-year maintenance contract on the elevators. Denise recommended that the low bid be accepted from Thyssen Krupp and because the current tech has an established relationship and experience with the FTC staff and the elevator equipment. Moved by Shipley, second by Davis. Motion carried. There being no further business, the meeting was adjourned. Respectfully submitted, Man tyn Johnson • Director, Convention and Visitor Development 3 • Advertising and Promotion Commission For month of May 2002 HMR revenues collected $ 115,353.53 Interest revenue 5,720.39 Misc. revenue 0.00 Total Revenues $ 1219073.92 Collection expense -21307.07 CEC Bond Payment -$33,026.46 Town Center Bond Payment -31 ,952 .71 Total Expenses -$67,286.24 Total Check to ABP $53,787.68 • • 5 City of Fayetteville, Arkansas Monthly NMR Tax Collections 2000-2002 • 2000 2001 2001 2002 2002 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 100,334 $ 98,397 -1.93% $ 125,718 27.76% February 91,330 95,810 4.91% 113,207 18.16% March 102,971 104,748 1.73% 118,209 12.85% April 108,747 107,624 -1.03% 126,006 17.07% 115 35'� May 107,975 103,545 -4. 10% iz1,B74 ".^�0 /(, ` D June 107,963 106,217 -1.62% July 103,894 109,223 5.13% August 105,417 112,743 6.95% September 104,980 115,765 10.27% October 105,820 115,771 9.40% November 117,106 120,282 2.71% December 97,771 125,971 * 28.84% 0 Total $ 1,254,310 $ 1,316,096 4.93% $ 604,215 18.44% • * Additional collections from caterers, concession stands, take-out locations, etc. for this month: $4,461.51 \filename T • ACTIVITY REPORT May, 2002 INQUIRY RESPONSES Tourist Inquiries May 2002 — 194 Year to date 2002 — 730 May 2001 — 116 Year to date 2001 — 498 Advertising Responses May 2002 — 2846 Year to date 2002 — 10918 May 2001 — 3945 Year to date 2001 — 17080 Relocation Inquiries May 2002 — 76 Year to date 2002 — 382 May 2001 — 92 Year to date 2001 — 340 May Total Inquiries 2002 — 3116 2001 — 4269 Year to Date Total Inquiries 2002 — 12030 2001 — 17918 • ACTIVITY Conventions and Meetings — Ozark Festival Horse Show Bikes, Blues, and BBQ Coach's Clinic and All-Star Festival Uptown School Reunion — Martha Agee Mardi Gras 2003 — A. J. Bellard Rotary Softball Tournament — Art Schuster Leukemia and Lymphoma Society "Light the Night Walk" — Shannon Arkansas Biotechnology Association — Kim Pruett Juvenile Diabetes Foundation — Holly Edding American Lung Association — Casey Brown United Commercial Travelers convention — Ray Boudreaux Debbie Vineyard — Tulsa group here for Golf Trip Phil Crandall — Gamma Sigma Delta conclave 2004 Bus Tours — Lynn — McKenzie Tours, Kansas City, MO Patti Beth Anderson — Grand Travelers, Grove, OK Glenda Carr — Kaleo Tours — St. Michael's Hospital, Oklahoma City, OK Tourist Activities — America in Bloom meetings Potential Water Park Packets for Anita Gutherie • U A Sports Information — Stephanie Wetsell Convention Visitor's Bureau meetings — meeting with Bill Ramsey (Chamber) Meeting with Dee Dee Lamb and Lionel Skaggs (Washington County Historical Society) Advisory Committee meetings IACVB - Lynn Calabrezi Relations with Other Tourism — Meeting with Rick Alexander and Rob Merry-Ship (UARK Bowl) Northwest Arkansas Tourism Association Bruce Dunn — Joe Martin Memorial Stage Race Downtown Dickson Enhancement Project Advertising Committee Relations with Media — emagazine — Lynn Walker, Eunice Noland, June Jefferson, J. Bruton Arkansas Democrat Gazette — Diana Taylor NWA Times — Sarah Terry Town Center Staff/Operations — Kim Ridenour, Positive Ideas Miscellaneous — Chamber Construction and Developers Meeting P- 16 Educational partnership Luncheon • Chamber Business After Hours Alumni Association Awards Committee Rebecca Woods — Public Relations Society of America, NW chapter Chamber Convention and Visitor Committee A. M. I Tradeshow — Sarah TOP HMR COLLECTIONS Radisson Clarion Red Lobster Jose's Chili's Holiday Inn Express Chic-fil-A — NW Village Ryan's Ozark Brewing Co. Chartwell's McDonald's — Joyce Powerhouse Applebee's • r7 A & P TOURIST INQUIRIES 2002 JAN FEB MAR APR MAY JUN JUL AUG SEP OCTNOV DEC TOTAL AL 11 2 3 16 AK 0 • AZ 1 2 3 6 AR 5 24 19 11 59 CA 5 6 4 2 17 CO 1 2 1 4 CT 0 DE 0 DC 0 FL 3 2 4 8 17 GA 2 2 2 6 HI 1 1 ID 0 IL 4 4 12 8 13 41 IN 4 11 3 2 61 16 IA 1 3 12 2 8 26 KS 3 3 37 4 5 52 KY 1 1 LA 2 2 2 2 13 21 ME 1 1 MD 0 MA 1 1 MI 1 2 5 3 12 23 MN 1 6 10 4 3 24 MS 1 5 6 MO 2 4 26 8 6 46 MT 1 1 2 • NE 4 4 8 NV 2 2 NH 1 1 NJ 1 1 2 NM 2 _ _ 2 NY 1 4 2 1 8 NC 3 2 3 8 ND 1 1 OH 2 6 4 8 20 OK 3 4 6 5 9 27 OR 1 1 2 1 5 PA 1 1 _ 1 3 PR 1 1 RI 0 SC 1 3 2 6 SD 1 1 TN 1 2 1 1 4 9 TX 5 11 7 10 11 44 UT 1 1 VT 0 VA 1 1 WA 1 1 1 3 WV 1 1 WI 1 7 13 2 12 35 WY _ _ 0 • APO — — 0 CAN 1 _ 2 _ _ 3 FOR 0 49 78 181 109 161 0 0 0 0 0 0 0 ol 578 MAY e-mail 6 interne 1 Brumley 7 • So. l.iv 5 Rosie 2 AR Tourism 6 Newspaper Insert 82 109 • • CHA i3ep.• Tourists Inquiry 2002 JAN FEB MAR JAPR MAY JUN JUL AUG SEP OCTNOV DEC TOTAL AL 1 1 AK • AZ 1 1 2 AR 11 4 5 7 9 36 CA 4 2 3 3 12 CO 1 1 CT 0 DE 1 1 DC 1 FL 1 1 2 1 5 GA 1 1 HI 0 ID 0 IL 1 1 2 IN 1 1 2 IA 1 1 3 4 KS 2 1 3 1 7 KY 1 1 LA 1 1 2 ME 0 MD 0 MA 0 MI 1 1 1 3 MN 1 1 MS 1 1 2 MO2 4 1 3 1 11 MT • NE 2 1 3 NV 1 NH 1 1 NJ 0 NM 0 NY 1 1 1 3 NC 0 ND 0 OH 1 1 1 3 OK 3 4 3 1 4 15 OR 1 1 PA 1 1 2 PR RI 1 Sc 1 1 SD TN 0 TX 2 5 2 5 6 20 UT 1 1 VT VA 0 WA 1 1 WV WI 0 WY 0 • APO 1 CAN1 1 EFORR2 2 37 30 20 32 331 01 01 01 01 01 0 0 152 9 • ADVERTISING INQUIRIES - 2002 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist AY 98 98 BT 0 FC 1 1 1 3 H&A 0 ML 147 116 706 865 853 2687 MT 0 MVG 1623 1623 NATA 119 128 202 195 170 814 OK 35 35 Parade 781 781 MC/Rosie 88 451 298 837 SL 390 318 184 141 398 1431 SNI 1983 222 213 2418 ST 0 TA 0 TM 191 191 USA 0 MN 0 TOTAL 657 563 3355 3497 2846 0 0 0 0 0 0 0 10918 • 10918 AY - Active Years BT - Budget Travel FC - Family Circle H & A - Home and Away MC - McCalls 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 • / D • Monthly Advertising Inquiries by State - 2002 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL AL 18 16 14 19 29 96 AK 3 1 4 AZ 5 5 7 8 7 32 AR 35 41 610 136 196 1018 CA 22 15 28 65 53 183 CO 5 3 11 15 15 49 CT 3 1 6 9 6 25 DE 4 2 6 DC 1 1 2 FL 26 29 25 41 , 46 167 GA 21 18 19 15 40 113 HI 2 3 2 7 ID 1 2 3 6 IL 46 37 299 376 463 1221 IN 24 15 77 194 209 519 IA 24 17 119 166 100 426 KS 13 10 158 155 67 403 KY 13 13 25 24 38 113 LA 27 33 105 29 67 261 ME 2 1 2 2 7 MD 6 7 3 7 12 35 MA 3 1 4 7 5 20 MI 22 16 73 450 165 726 MN 18 14 77 268 95 472 MS 22 23 38 22 25 130 MO 32 30 622 530 142 1356 • MT 1 1 1 1 4 NE 9 2 35 31 54 131 NV 2 2 2 7 1 14 NH 1 4 5 10 NJ 5 2 3 26 20 56 NM 3 6 2 3 14 NY 10 7 14 45 30 106 NC 14 11 22 25 26 98 NO 2 2 5 2 9 20 OH 15 14 55 253 216 553 OK 32 33 254 71 138 528 OR 3 6 4 7 20 PA 15 7 11 30 29 92 RI 2 1 1 4 SC 7 15 11 1 13 47 SD 6 1 8 8 16 39 TN 26 21 96 11 56 210 TX 79 56 385 46 181 747 UT 2 124 3 129 VT 8 8 VA 15 14 6 2 23 60 WA 1 5 5 15 7 33 WV 5 1 1 12 3 22 WI 17 17 97 11 202 344 WY 3 196 4 203 APO 1 1 1 3 CAN 8 4 12 FOR 2 1 2 3 6 14 • TOTAL 657 563 3355 3497 2846 0 0 0 0 0 0 0 0 10918 • Advertising Inquiries Pubs by State - May 2002 AY FC ML MVG NATA MC/Rosie OkT SL SNI MN Parad( USA VG TOTAL AL 2 27 29 AK 1 1 AZ 3 2 1 1 7 AR 84 14 29 9 3 35 22 196 CA 1 10 12 23 6 1 53 CO 4 1 3 6 1 15 CT 1 4 1 6 DE 1 1 2 DC 0 FL 3 3 15 24 1 46 GA 2 9 29 40 HI 2 2 ID 0 IL 1 189 8 15 6 3 241 463 IN 82 5 13 5 104 209 IA 59 1 5 3 32 100 KS 34 9 10 4 10 67 KY 27 1 5 4 1 38 LA 1 2 4 3 37 20 67 ME 1 1 2 MD 3 1 3 5 12 MA 1 1 1 1 1 5 MI 1 55 7 9 5 88 165 MN 45 4 9 2 35 95 MS 3 1 19 2 25 MO 1 89 11 7 13 18 3 142 • MT 1 1 NE 24 3 1 1 25 54 NV 1 1 NH 2 3 5 NJ 1 2 2 10 5 20 NM 2 1 3 NY 4 5 19 1 1 30 NC 1 2 10 12 1 26 ND 4 5 9 OH 63 5 13 4 131 216 OK 6 8 11 30 24 58 1 138 OR 2 2 2 1 7 PA 5 4 15 3 1 1 29 RI 1 1 Sc 1 5 7 13 SD 9 7 16 TN 7 21 2 7 15 3 1 56 TX 1 5 15 21 67 72 181 UT 1 1 1 3 VT 0 VA 2 1 6 14 23 WA 1 3 2 1 7 WV 3 3 WI 75 10 11 1 2 103 202 WY 2 2 4 APO 1 1 CAN 4 4 FOR 1 2 2 1 6 • TOTAL 98 0 853 0 170 298 35 398 213 0 781 0 0 2846 IZ AOL Ire K m za a i 3 c < r_ n m m o < w 0 10 $ o a C m x ma N 1 1'O a 1 O d yy .bp mm yN� a of m m � b � C_ O 1� m m � m m N C_ m r N T d m b b N m A � i N N b mz N H O � H g y O 3 O N m ,► /Z� r \ / 0 O a C V> N O N V � b a � N_ b N at P r Q at m N N a � b r at � ut O O � a d � a o V O O � C V a A & P RELOCATION 2001 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL AL 1 1 • AK 0 AZ 1 1 AR 1 1 2 2 _ 6 CA 4 2 1 7 CO 1 1 2 CT 0 DE 0 DC 0 FL 1 _ 1 GA _ _ _ 0 HI 0 ID _ 0 IL 3 11 21 1 1 1 7 IN 0 IA 0 KS 1 1 1 3 KY 0 LA 1 1 ME 0 MD 0 MA 1 1 MI 2 2 MN 2 2 1 5 MS 1 1 MO 1 1 1 1 4 • MT 0 NE 1 _ 1 NV 2 2 NH 0 NJ 0 NM 0 NY 1 1 NC 1 1 ND 1 1 OH _ 0 OK 1 1 2 OR 0 PA 1 1 PR 0 RI 0 SC 2 _ _ 2 SD _ 0 TN 1 1 _ _ 2 TX 2 1 2 2 _ 7 UT _ _ 1 1 VT 0 VA 0 WA 1 1 WV _ 0 WI 3 1 1 2 _ 7 • WY _ 0 APO 0 CAN 1 1 FOR 0 72 TOTAL 131 15 11 181 151 01 01 0 0 +0 _010 72 13 CNAniSeZ Relocation Inquiry 2002 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL • AL 1 1 AK 0 AR 14 11 10 12 17 64 AZ 1 1 1 1 4 CA 1 5 5 5 1 17 CO 2 3 2 1 8 CT 1 1 _ _ _ 2 _ DC 0 DE 0 FL 4 1 2 2 3 12 GA 2 1 1 3 7 HI 1 _ 1 ID 1 1 IL 2 1 2 1 3 9 IN 1 1 2 4 IA 2 2 4 KS 1 1 1 1 4 KY 2 1 3 LA 1 2 2 2 7 ME 1 1 MD 1 1 2 MA 1 21 1 1 3 MI 1 1 1 _ 3 MN 1 3 1 2 2 9 MS 2 2 2 2 8 • MO 7 2 6 5 4 24 MT 1 1 NE 1 2 1 4 NV 1 1 NH 2 _ 2 NJ 0 NM 1 1 2 NY 2 1 1 4 NC 4 4 ND 0 OH 1 3 4 OK 4 2 4 2 4 16 OR 2 2 PA 1 1 RI 0 SC 1 1 2 SD 1 1 _ 2 TN 4 3 2 9 TX 10 5 6 7 6 34 UT 1 1 2 1 5 VT 0 VA 2 2 WA 0 WV 0 WI 2 1 3 2 8 • WY 1 1 APO 1 1 CAN 0 FOR 1 1 Total 77 55 53 61 246 14 rro FAYETTEVILLE TOWN CENTER ACTIVITY REPORT — May 1 , 2002 to May 30, 2002 a Previous Month Current Month. YTD Number o_f Contracts from 1/1/02 11 17 90 Number;;of'Com `leted Events from 1/1/02 12 12 46 Contractetl Char es from 1/1/02 $16,927.94 $24,773.4 $140y727,31 CollectionsNon 'faxalile $20,568. 13 $15,781 .0 $68,581 .7 Collections - Taxable $435.00 $75.0 $19995.00 Collectl.'ons - Tazes $35.34 $6.0 $160.05 Credits $0.00 $245.00 $247.59 Avera e:d'ncomel erevent (charges/contracts $1 ,538.90 $1 ,457.26 $1597.19 Proposals sent 1 21 22 118 Contracts sent 91 201 64 General Activity • Marketing/PR - Square Restaurants e-mail notification of events •• Marketing/PR — Planning sessions NWA Alumni scholarships FTC reception with "Sound Off' press • Marketing/PR — Sells & Clark, ad copy for conventions ad; meeting with Michael, new rep. • Marketing/PR — Autumnfest event. Re-evaluate viability of "Children's Show" and develop new "GEAR and BEER" expo with adult activity center to draw new audience to Autumnfest and pull in existing participants. Review with DDEP • Marketing/PR — Capitol Entertainment International, Kori Smith — review "Extreme Sports" show for potential exhibition at Autumnfest • Marketing/PR — UARK Bowl, Richard Alexander and Rob Merriship — discuss potential for shared staffing and marketing efforts. • Marketing/PR - Police Memorial Service • Marketing/PR — Magicians Impossible, Rob Boyd. Discuss referrals and potential for future events. • Marketing/PR — Ray Dotson, Carriage route. Discuss providing waiting area for passengers during holidays • Marketing/PR — NWA Symphony, tour and discuss in-door concert in August. Sent proposal to Mayor Coody for review. • Marketing/PR — ConventionSouth directory listing submitted • Marketing/PR — Springdale Chamber of Commerce — info on 2002 NWA Business Expo. • Marketing/PR — Greg and Judith Taylor — new owners of Old Post Office tour facility and discuss catering, partnering potential. • Marketing/PR — Rockline Industries presentation — Niki • Marketing/PR — UA Provost Office presentation — Niki • Marketing/PR — Fayetteville Chamber of Commerce, Spring Swing — Niki • Marketing/PR — ASAE luncheon - Niki • • Operations — Aaflac, Edward Jones, Campbell Electric, SWB Datacom, City of Fayetteville, Cox Communication, Superior Linen, Commercial Audio Systems, Perry's Jewelry, Nabholz Construction, Scarborough & Murtishaw, Ozark Floor, Amano Systems, National Elevator Inspection Services, Richard Alderman, AAA Business Systems, SWBYP's, Wesche, Calvert-McBride 15 • Operations — VitaLink • Operations — Elevator Maintenance Bids from ThyssenKrupp, Otis and KONE. Awarded to • ThyssenKrupp • Operations - Payroll, monthly reports, management schedules, weekly staff meetings, collections, employee benefits, process contracts, invoicing/AP • Event Planning/Management — West Fork High School Prom • Event Planning/Management — Shiloh Christian HS Prom • Event Planning/Management — Kortuem/Hunter Reception • Event Planning/Management — Fayetteville Police Department, Memorial Service • Event Planning/Management — Procter and Gamble Business Meeting • Event Planning/Management — Joy Ministries • Event Planning/Management — Glass Reception • Event Planning/Management — Staggs/Corbin Reception • Event Planning/Management — Schwerdtfeger Reception • Miscellaneous - Fayetteville Chamber of Commerce, Community Development Committee • Miscellaneous - Fayetteville Chamber of Commerce, Membership Luncheon • Miscellaneous - CVB Development Meeting Events • Waddill/Hudson Reception • Ludwig/Jones Reception • WRMC General Staff Meeting • Procter and Gamble Business Meeting • Shiloh Christian HS — Prom • • Elkins HS Prom • West Fork HS — Prom • Kortuem/Hunter Wedding Reception • Proctor and Gamble HR/Brainstorm Meeting • Stagg/Corbin Reception • Glass/White Reception • Conners &Winter Deposition • Ib • CVB Recommendations Adopted by Tourism Advisory Committee May 30, 2002 A & P Adopted Mission Statement To maximize the contribution of tourism to Fayetteville's economic growth: strengthening the community's hospitality, tourism, and convention industry by attracting individual visitors, conventions, meetings, group tours, and through special events introducing visitors to the Fayetteville experience. Tourism Advisory Committee Consensus 1 . Convention Visitor Committee as an entity will be a direct report to A & P Commission through Director. (See organizational chart) 2. A CVB Manager and a Tourism Coordinator should be hired by July 1 . Tourism Advisory Committee will review resumes and narrow applicants to three. Marilyn will hire. 3. The CVB will office at the Chamber of Commerce for 6 months. Review at that time. • 4. Budget recommended. (Attached) 5. Tourism Advisory Committee will be established by CVB Manager. Their responsibilities will be developed in the first six months of operation of CVB. • 107 � \ ) < e � ( § kC U Q � 2k u - LL � \ . § Ll § Q Ix 0 ; 0 0 | 22 ' 2 e E 2 \ $f\ / / 0 . � | f • Proposed CVB BUDGET 6 months Salary and Benefits $41 ,300.00 CVB Manager - $350000 Tourism Coordinator - $24,000 Publications and Dues $500.00 Telephone 4 lines install charge @ $84 line $336.00 Monthly Rate 4 lines @ $60 line $11550.00 Long Distance - $100 month $600.00 2 Cellular phones @ $50/mo each $600.00 Telephone Answering Service $390.00 Postage - $250/mo $1 ,500.00 Convention and Tourism Development $2,500.00 Supplies and Forms $2,000.00 P. O. Box Rental $50.00 Travel and Training - $500 x 3 months $1 ,500.00 Rent - $500/mo $3,000.00 FF & E 2 Workstations @ 1500 ea = $39000 $7,500.00 Color printer - $2,000 Printer Server = $350 3rd drawer for printer = 500 10/10 hub = 200 • Labor for installation = $300 Software Advertising - yellow pages $500.00 Copies $900.00 $64,726.00 Website (covered by A & P contract) File Cabinets - $1 ,000 Chairs - $600 Desks - $30000 Phone System - $43000 Copier Rental - $900 FAX - $200 [ Receptionist - $209000 + benefits = $28,000 • 19 • Proposed CVB BUDGET 6 months 12 months Salary and Benefits $41 ,300.00 $88,826.00 CVB Manager - $35,000 Tourism Coordinator - $24,089 340, 000 Publications and Dues $500.00 $500.00 Telephone 4 lines install charge @ $84 line $336.00 Monthly Rate 4 lines @ $60 line $1 ,550.00 $29880.00 Long Distance - $100 month $600.00 $19200.00 2 Cellular phones @ $50/mo each $600.00 $1 ,200.00 Telephone Answering Service $390.00 $780.00 Postage - $250/mo $1 ,500.00 $3,000.00 Convention and Tourism Development $2,500.00 $5,000.00 Supplies and Forms $29000.00 $2,400.00 P. O. Box Rental $50.00 $100.00 Travel and Training - $500 x 3 months $19500.00 $9,000.00 Rent - $500/mo $3,000.00 $6,000.00 FF & E 2 Workstations @ 1500 ea = $3,000 $7,500.00 Color printer - $2,000 Printer Server = $350 3rd drawer for printer = 500 10/10 hub = 200 • Labor for installation = $300 Software File Cabinets - 1 $500.00 Advertising_yellow pages $500.00 $500.00 Copies $900.00 $1 ,800.00 $65,226.00 $123, 186.00 Website (covered by A & P contract) File Cabinets - $1 ,000 Chairs - $600 Desks - $3,000 Phone System - $41000 Copier Rental - $900 FAX - $200 Rece tionist - $20,000 + benefits = $289000 • 20 • June 10, 2002 Mr. Jerry Rose e-mail hollynjerry@chiangmaimail.com Mr. Kit Williams City Attorney 113 W. Mountain Fayetteville, AR 72701 Mr. Woody Bassett Bassett Law Firm 221 N. College Fayetteville, AR 72701 Mr. Jack Butt Davis, Cox and Wright PLC P. O. Box 1688 Fayetteville, AR 72702 Mr. John Elrod Conner & Winters, P. L. L. C. • 100 West Center St., Suite 200 Fayetteville, AR 72701 Mr. Ronald L. Boyer Boyer, Schrantz, Rhoads & Teague 221 N. Third Street Rogers, AR 72756 Mr. Ken Shemin Kutak Rock L L P The Three Sisters Building 214 W. Dickson Fayetteville, AR 72701 -5221 Gentlemen: As members of the Fayetteville Advertising and Promotion Commission, we wish to express our appreciation for the leadership you provided as legal counsel for the defendants in the Fayetteville Town Center lawsuit. We were gratified to learn that the Arkansas Supreme Court upheld the ruling of Washington County Chancellor Mary Ann Gunn that there were no legal issues to decide • in our case. 21 • Though we realize that each citizen is guaranteed by our Constitution with certain rights, including redress through the courts, we also firmly believe that all parties in this lawsuit acted in full public disclosure. It was a relief to hear that the courts affirmed that fact. We all have the need to work for a day when law may govern nations as it does men within nations. Again, thank you for your participation in the Fayetteville Town Center lawsuit. Sincerely, Joe Fennel, Chairman Bob Davis Pat Gazzola • John Gilliam Ching Mong Kevin Santos Curtis Shipley 22 FAYETTEVILLE _� THE CITY OF FAYETTEVILLE, ARKANSAS • KIT WILLIAMS, CITY ATTORNEY DAVID WIUTAKER, ASST. CITY ATTORNEY LEGAL DEPARTMENT DEPARTMENTAL CORRESPONDENCE TO: A & P Commission Dan Coody, Mayor All City Aldermen FROM: Kit Williams, City Attorne DATE: June 10, 2002 RE: HMR Taxes Collected Attached is Casey Jones' June 10, 2002 report on the Status of HMR cases. He successfully collected $3,038.18 of overdue Hotel, • Motel and Restaurant taxes during this reporting period, and I collected $1,176.23 for a total of $4,214.41 . During the last six months, we have collected a total of $67,707.63 in overdue HMR taxes. CITY OF FAYETTEVILLE OFFICE OF THE PROSECUTING ATTORNEY MANEA CLINTON K. JONES HECK ADMINISTRATOR HOT CHECK ADMINISTRATOR CITY PROSECUTOR Email: hotcheck&l.tayettevllle.arms 140 W. ROCK W. BRANT WARRICK FAYETTEVILLE, ARKANSAS 72707 DEPUTY CITY PROSECUTOR PHONE: (479) 6768377 MEMO (479) 76.8378 (479) 6576.8374 (479) 676-8375 Hot Checks: (479) 676-8254 FAX # : (479) 676-8373 TO: K, Williams Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: June 10, 2002 RE: Status of HMR cases 1 . Fat Toneys Tony Goucher TD of 6/5/02 — To pay $ 1200 by June 10" • And pay $1200 by July 17, 2002 2. Fat City James Roberts TD to 8/21/02 4. Corky's Ben Clark Restaurant closed, owes March thru closing 5 . Back Porch BBQ Keith Kidd TD of July 17, 2002 6. Cafe Santa Fe Sad Abu-Haleema Active warrants x 2 7. Taco Casito Marlo Underhill Criminal Summons active. 8. Schlegel Bagels Leslie Treat Owes February thru closing — 0 paid 9. Hog City Diner Restaurant Closed — Owes Feb. thru closing plus penalties 10. Everybody's Foods David Rodriquez TD of July 17, 2002 11 . Humble Onion Chad Hammontree TD of July 17, 2002 12. Tones, Inc. D. Heerwagon Criminal Summons Sled. • June 10, 2002 • Page 2 K. Williams 13. Madam Wu's Hunan David/Gina Wu TD of June 12, 2002 14. Dominoes Pizza Lloyd Hardison TD of July 17, 2002 15. Wes's BBQ Wesley Whitmore Arr. Date of June 24, 2002 16. CD Lounge Jeremy M. Ross Letter returned/forwarded 17. Forrest Co., dba Stan/Lori Forrest Paid $2630.20 (Sept. thru Dec) TCBY Owes January thru May 18. Belvedeer's Todd Golden Paid $311 .98 (Sept. thru Dec) Owes January thru May 19. Stitt Bros, dba Edwin T. Stitt, III Letter returned marked "Moved left no address". Attempting to locate accountant • 20. Reuben Delight Beth Eagles Letter sent — Owes Sept. 2001 to present 21 . Nibbles Food C.S. Stephens Paid $96. (Oct. thru April) A total of $3038. 18 was collected. • FAYETTEVILLE THE CrrY OF FAYETTEVILLE, ARKANSAS May 25, 2002 Joe Fennel, Chairman A & P Commission 123 W. Mountain Fayetteville, AR 72701 Dear Joe, This administration has been following the development of the Convention and Visitor's Bureau. As Mayor of this community I would like to add my voice to the dialogue. It is crucial that we build a CVB that is as active, professional, and effective as it can be. For too long we have missed the boat when it comes to drawing visitors from the region with an organized and aggressive approach to bring tourist dollars into Fayetteville businesses. We have not focused on our strengths to become a tourist destination even when we have things to offer • that other cities lack, such as the outstanding live music offerings, good restaurants, Civil War and other historical areas, sports events, and outdoor recreation opportunities. We are poised to add other events such as our fledgling film festival and folk, blues, jazz, classical, and bluegrass music festivals. Working in tandem with the University of Arkansas we could develop regional and national conferences focusing on the arts and sciences. The City of Fayetteville is certainly willing to develop a system that would make security and traffic control a standard routine. The one thing that will be of utmost importance for guarantied success is for all the events to be of the highest quality with smooth execution. When people think of an event in Fayetteville, Arkansas, they need to know this will be a professionally-handled, high-quality event that should not be missed. The end result of these efforts would be to provide essentially two things: added income for the businesses of this city and an increased level of entertainment for our residents. When considering the management team for the CVB, please strive to bring on board the best people in the field to take Fayetteville to the next level in tourism. We cannot miss this opportunity to better our community. Sincerely, Dan Coody • Mayor 113 WEST MOUNTAIN 72701 479621-7700 FAX /796768257 Fayetteville Advertising and Promotion Commission Fayetteville Town Center Financial Statements May 31 , 2002 • • t SCARBROUGH • MURrnSHAW, CERTIFIED PUBLIC ACCOUNTANTS, P.A. 2039 Green Aaes Rd., Fayetteville, AR 72703.2619 • Telephone (479) 521-1771 - Fax (479) 442-0082 • Home Page: SMCPAS.mm Wesley D. Murtishaw, CPA Tommy L Lotion, CPA Fayetteville Advertising & Promotion Fayetteville Town Center Fayetteville, Arkansas We have compiled the accompanying balance sheet and income statements of the Fayetteville Advertising and Promotion Commission and the Fayetteville Town Center as of May 31 , 2002 and for the five months then ended in accordance with Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants. A compilation is limited to presenting in the form of financial statements information that is the representation of management. We have not audited or reviewed the accompanying financial statements and, accordingly, do not express an opinion or any other form of assurance on them. • Management has elected to omit substantially all of the disclosures and the statements of retained earnings and cash flows ordinarily included in financial statements. If the omitted disclosures and the statements of retained earnings and cash flows were included in the financial statements, they might influence the user's conclusions about the entity's assets, liabilities, equity, income, and expenses. Accordingly, these financial statements are not designed for those who are not informed about such matters. Scarbrough & Murti haw Scarbrough & Murtishaw, CPAs, P.A. Certified Public Accountants Fayetteville, Arkansas June 7 , 2002 • Members: American Institute of CPAs Private Companies Practice Section Arkansas Socicty of CPAs