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HomeMy WebLinkAbout2003-06-09 - Agendas - Final i • MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, June 9, 2003 , at 2 :00 p.m. at the Town Center. AGENDA ADVERTISING AND PROMOTION COMMISSION June 9, 2003 2:00 p.m. Town Center I. Call to Order Il. Reports A. Approval of Minutes for May 12, 2003 B. Financial Report 1 . HMR Revenues 2. Financials - Tom Lonon, Scarbrough and Murtishaw 3 . Update from City Attorney on Delinquent Tax Collection Efforts C. Director's Report — Marilyn Johnson D. Convention and Visitor Activity — Allyson Twiggs E. Town Center Activity Report — Denise Bembenek • F. Agency Report — Sells/Clark, Inc. III. Old Business A. None IV. New Business A. None V. Adjourn • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: May 12, 2003 PRESENT: Neal Crawford, Bob Davis, Pat Gazzola, David McGeady, Curtis Shipley and Marilyn Johnson. ABSENT: Dan Coody and Ching Mong The monthly meeting of the Advertising and Promotion Commission was called to order on May 12, 2003 , at the Fayetteville Town Center conference room at 2 :00 p.m. by Chairman Bob Davis. MINUTES Moved by Shipley, second by Gazzola to approve the minutes of the April 14, 2002 meeting. Motion carried. FINANCIAL REPORT HMR tax collections for April were $ 125,308.97, a decrease of .55% over one year ago. Year to date collections are up 1 .71 %. Tom Lonon, Scarbrough and Murtishaw presented the financial statements for April, 2003. Moved by Shipley, second by Gazzola to approve the financial • statements. Motion carried. Assistant City Attorney David Whitaker presented delinquent tax collection efforts. Collections for the month are $ 1 ,532.92. Year to date collections are $ 11 ,637.82. David reported that SB 978, the bill to remove HMR collections from Freedom of Information law died on the Senate floor. DIRECTOR' S REPORT Marilyn Johnson reviewed her activities for the month of April. Inquiries are up for the month 51 % and year-to-date are up 8%. Report was included in agenda with activities to note of installation of 200 amp service for television truck at Town Center. This item was deleted from the construction project and was needed for Towers Event and thus installed. Workman's compensation case for maintenance person was dropped. Attorney will wait required period and ask for total dismissal of case. CONVENTION AND VISITORS BUREAU REPORT Allyson Twiggs reviewed CVB activities. Four motor coaches from Frances Tours have been in town as well as the American Bus Association Top 100 Committee. We did get the bid for the Narcotic Dog Convention. Fayetteville hosted a reception for the Arkansas Hospitality Association to encourage forming a Northwest Arkansas chapter. Future activities to watch for include: • May 25 — Murder Mystery Dinner at the Arkansas Air Museum • June 15 and 21 — HGTV will air the Fayetteville homes of the John and Hope Bradberry and Kim and Clem Johnson in their series "Building Character" June 25 — Great Race June 16 — 20 — All Star Festival and Coach's Clinic. All About Town will publish an All Star Special section and will help with Bingo Card. The AAU Track meet will host about 2,000 people. Brumley Gospel Sing is on track. Phyllis has recruited 2 new bus tours for the event. TOWN CENTER REPORT Denise Bembenek presented the Town Center report. Sales contracts are up 36% and sales are up 27% over same month last year. Collections for the month are up 57%. Year-to-date contracts are up 35%, sales are up 35%, and collections are up 51 %. The Administrative Assistant position has been retitled and restructured to provide sales support and event management support. Jamey Goddard has this position. Town Center has recovered all money from a Long Distance slamming scheme. Kaminsky Fountain Maintenance — Rachel and Denise have reviewed maintenance of fountain with pool and spa companies and have written fountain maintenance schedule (attached). Fountain was drained, cleaned and restarted. Chemicals for operation have been purchased by Town Center. • AGENCY REPORT Michael Clark presented information on unique visits on website. We have had 206 average daily visits. He showed the AARP magazine listing Fayetteville as one of the 15 Best Places to Retire. Discovery Channel will feature Fayetteville Public Schools on Tuesday at 6:45 a.m. Rock and Ice, a new hiking magazine will do a story on Fayetteville. Forbes magazine had listed Fayetteville as a good place to do business (#3 of 158 in the medium markets). OLD BUSINESS Kaminsky Fountain Some corrections have been made to the fountain. A new sump pump will eliminate 90% of the problem. Correcting the plumb of the pole holding the fountain will allow more water flow. Shipley moved, second by McGeady, to forgive the debt of Kaminsky in repaying for the fountain rough in per Change Order PR # 10 in the amount of $ 12, 149.00. Motion carried. NEW BUSINESS Baseball Announcement Ken Brock, standing in for Norm DeBriyn, reported that Fayetteville could be site of a sub- regional baseball tournament if the Razorback baseball team continued winning. They need sponsors to submit with their request to be sub-regional site. Moved by Shipley, second by • • Gazzola to sponsor the tournament in the amount of $5,000 if Fayetteville were host. Motion carried. There being no further business, the meeting was adjourned. Respectfully submitted, Marilyn Johnson Heifner Director, Convention and Visitor Development • • • Advertising and Promotion Commission For month of May 2003 HMR revenues collected $129,663.20 Interest revenue 5,964.73 Misc. revenue 0.00 Total Revenues $135,627.93 Collection expense -$29593.26 CEC Bond Payment -319381 .67 Town Center Bond Payment -31 , 131 .88 Total Expenses -$65, 106.81 Total Check to A&P $70,521 .12 • Y • City of Fayetteville, Arkansas Monthly HMR Tax Collections 2000-2003 • 2000 2001 2002 2002 2003 2003 Total Total Total Change Over Total Change Over HMR Taxes HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 100,334 $ 98,397 125,718 $ 27.76% $120,555 -4. 11% February 91,330 95,810 113,207 18.16% $115,941 2.41% March 102,971 104,748 118,209 12.85% $117,285 -0.78% April 108,747 107,624 126,006 17.07% $125,309 -0.55% May 107,975 103,545 115,354 11.40% $129,663 12.40% June 107,963 106,217 128,998 21.44% July 103,894 109,223 128,607 17.75% August 105,417 112,743 119,426 5.92% September 104,980 115,765 131,412 13.52% October 105,820 115,771 126,802 9.53% November 117, 106 120,282 135,777 12.30% December 97,771 125,971 * 119,627 -0.05% • Total $ 1,254,310 $ 1,316,096 114891144 13.15% _$608,753 _ 1.71% • \filename SCARBROUGH SL • MURTISHAWt CERTIFIED PUBLIC ACCOUNTANTS, P.A. 2039 Green Acres Rd., Fayetteville, AR 72703-2619 • Telephone (479) 521-1771 • Fnc (479) 442-0082 - Home Page, S-MCPAS.com Wealey D. Murtishaw, CPA Tommy L. Lonon, 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 , 2003 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 & Murtishaw, CPAs, P.A. Certified Public Accountants Fayetteville, Arkansas June 4, 2003 • Members, American Institute of CPAs Private Companies Practice Section Arkansas Society of CPAs Fayetteville Advertising and Promotion Commission Balance Sheet • As of May 31 , 2003 ASSETS Current Assets Cash in Bank of Fayetteville - Town Center $ 14,626. 16 Cash in Mcllroy Bank - A & P General 1409327.48 Cash in Mcllroy Bank - A & P Payroll 89404.05 Cash in Bank - Conv & Visitor Bureau 309550.45 Investments 2,0839146.68 Investment Adjustment to Market 229933.05 Accounts Receivable 61499.24 Accrued Interest Receivable 10,205.45 Due from City 5,667.29 Total Current Assets $ 21322,359.85 Property, Plant, & Equipment at Cost Furniture and Fixtures 91602.98 Building Additions 181 ,875.24 • Equipment 160,725.88 Less: Accumulated Depreciation (57,731 .21 ) Net Property and Equipment 294,472.89 Total Assets $ 2,6161832.74 LIABILITIES AND CAPITAL Current Liabilities Payroll Taxes Payable $ 456.43 Accounts Payable 58,467.72 Accounts Payable - Parks HMR 3,249.62 Due to Other Funds 65,386.73 Total Current Liabilities $ 127,560.50 Capital Unrestricted Fund Balance 21347,192.63 Current Year Earnings 142,079.61 Total Capital 29489,272.24 • Total Liabilities and Capital $ 21616,832.74 See Accountants' Compilation Report. Fayetteville Advertising and Promotion Commission Income Statement • Actual vs Budget Month of 2003 Year to Date May 2003 Budget Actual Remaining Actual Revenue HMR Tax Revenue $ 11478,000.00 $ 598,717.09 $ 8799282.91 $ 125,308.97 Refunds 400,000.00 400,000.00 Less Returns & Allowances (400,000.00) (400,000.00) Total Revenue 11478,000.00 5989717.09 879,282.91 1252308.97 Materials and Supplies Office Supplies/Printing 3,500.00 224. 15 3,275.85 - Total Materials and Supplies 3,500.00 199.15 33300.85 73.15 General Expenses • General Expenses (See Schedule) 635,455.00 292,783.63 342,671 .37 64,757.75 Capital Outlay Minor Equipment 50,000.00 31325.00 46,675.00 Other Income (Expense) Interest Income - Investments 500000.00 28,736.29 21 ,263.71 7,279.58 CEC Bond Excess 208,050.39 (208,050.39) TC Bond Arbitrage Calculation (11100.00) 11100.00 (11100.00) Bonds CEC (45,000.00) (45,000.00) Bond Payments - Arts Center (85,000.00) (85,000.00) Bond Payments - Town Center (375,000.00) (155,659.40) (219,340.60) (31 ,131 .88) Bond Payments - CEC (380,000.00) (156,908.35) (2233091 .65) (31 ,381 .67) Transfers to Other Funds (259,400.00) (853000.00) (174,400.00) Total Other Income (Expense) (13094,400.00) (161 ,881 .07) (9329518.93) (56,333.97) Net Income (Loss) $ (305,355.00) $ 140,528.24 $ (445,883.24) $ 41144.10 • See Accountants' Compilation Report. Fayetteville Advertising and Promotion Commission Schedule of General Expenses • Actual vs Budget Month of 2003 Year to Date May 2003 Budget Actual Remaining Actual General Expenses Salaries & Wages $ 60,000.00 $ 23,207.20 $ 36,792.80 $ 4,641 .44 Payroll Tax Expense 13,200.00 2,143.51 11 ,056.49 353.72 Insurance 12,000.00 3,741 .20 8,258.80 751 .78 401 (k) Company Match 11800.00 732.85 11067.15 139.24 Car Allowance 3,600.00 1 ,500.00 2, 100.00 300.00 Publications & Dues 13000.00 991 .95 8.05 Postage 159000.00 51414.51 9,585.49 1 ,857.99 Professional Services 12,200.00 51000.00 71200.00 11000.00 Collection Expense 30,000.00 11 ,974.34 18,025.66 2,506. 18 Miscellaneous Expense - 150.87 (150.87) Kamensky Fountain Maintenance 3,000.00 2,580.64 419.36 New Brochures 30,000.00 59272.19 24,727.81 Travel and Training 21500.00 242.63 21257.37 Depreciation Expense 7,954.27 (71954.27) 11590.85 • Air Museum 25,000 00 12,500.00 12,500.00 - Bikes, Blues, BBQ 82000.00 (81000.00) Botanical Garden Society 452000.00 31250.00 41 ,750.00 Town Center Garden Maintenance 17,500.00 21916.66 14,583.34 Walton Arts Center 2,400.00 11200.00 11200.00 North Arkansas Symphony 6,000.00 61000.00 H. S. Coaches Clinic 15,000.00 15,000.00 - Sturday of Champions 3,000.00 - 3,000.00 State Soccer Championship 1 ,000.00 11000.00 Holiday Hoops 10,000.00 10,000.00 - Joe Martin Stage Race 20,000.00 20,000.00 20,000.00 All Star Games 51000.00 81000.00 (31000.00) - Ozark Blues Society 5,760.06 (51760.06) 2,200.00 Brumley Gospel Sing 159000.00 15,000.00 Downtown Dickson Enhancement Project 179600.00 14,077.96 31522.04 51762.96 First Night Fayetteville 10,000.00 (10,000.00) - Don Glass Charity Classic 6,300.00 69300.00 Hogeye Marathon & Relays 1 ,500.00 - 12500.00 Natural State Games 975.00 975.00 - 975.00 America in Bloom - 21500.00 (29500.00) - City of Fayetteville - Plaza Gardens 71588.32 (7,588.32) 31213.33 Rural Mountain Producers Exchange 400.00 (400.00) Advertising and Marketing 250,000.00 103,610.92 146,389.08 17,032.41 Airport Information Booth 41800.00 21400.00 2,400.00 1 ,200.00 • Interspace Airport Advertising 5,080.00 31698.55 11381 .45 1 ,232.85 Total General Expenses $ 635,455.00 $ 2929783.63 $ 342,671 .37 $ 64,757.75 See Accountants' Compilation Report. Fayetteville Town Center Income Statement • Actual vs Budget Month of 2003 Year to Date May 2003 Budget Actual Remaining Actual Revenue Rental Income $ 282,350.66 $ 97,639.18 $ 184,711 .48 $ 19,408.11 Daily Parking 2,400.00 11497.00 903.00 478.00 Parking Revenue 33,600.00 15,216.00 18,384.00 71500.00 Other Income - 181 .28 (181 .28) 22.60 Less Returns & Allowances (11000.00) (9.00) (991 .00) - Total Revenue 317,350.66 114,524.46 202,826.20 27,408.71 Materials and Supplies Office Supplies/Printing 61125.00 1 ,668.02 4,456.98 143.32 Total Materials and Supplies 61125.00 737.85 51387. 15 58.93 • General Expenses General Expenses (See Schedule) 476,948.32 140, 132.58 336,815.74 27,827.27 Capital Outlay - - - Other Income (Expense) Interest Income - Checking 750.00 108.32 641 .68 14.27 Total Other Income (Expense) 750.00 61 .69 688.31 23.25 Net Income (Loss) $ (803,173.98) $ (26,237.65) $ (776,936.33) $ (454.24) • See Accountants' Compilation Report. Fayetteville Town Center Schedule of General Expenses • Actual vs Budget Month of 2003 Year to Date May 2003 Budget Actual Remaining Actual General Expenses Salaries & Wages $ 218,475.00 $ 59, 118.94 $ 159,356.06 $ 12,541 .88 Payroll Tax Expense 16,000.00 61536.13 9,463.87 1 ,190.67 Insurance 26,237.20 71518.03 18,719.17 1 ,566.08 401 (k) Company Match 49000.00 11682.82 2,317.18 314.26 Commissions 27,500.00 81919.15 18,580.85 21319.00 Credit Card Discounts 500.00 210.91 289.09 85.47 Public Notification 500.00 500.00 Publications & Dues 750.00 73.65 676.35 - Water 61875.00 21153.20 41721 .80 495.31 Gas 119300.00 41642.40 6,657.60 Electricity 66,211 . 12 18,572.59 47,638.53 5,163.78 Cable 11200.00 337.10 862.90 67.42 Telephone 10,300.00 3,523.90 61776. 10 678.04 Insurance - Vehicles 15,600.00 - 15,600.00 - • Legal Services 25,000.00 5.67 24,994.33 Taxes and Licenses 11500.00 11000.00 500.00 Linens 10,000.00 3,749.51 61250.49 938.00 Repairs and Maintenance 24,000.00 10,423.86 139576. 14 851 .51 Special Projects 198.77 (198,77) Advertising and Marketing 10,000.00 3,449.70 6,550.30 Travel and Training 11000.00 62.00 938.00 25.00 Depreciation Expense - 7,954.25 (7,954.25) 11590.85 Total General Expenses $ 476,948.32 $ 140, 132.58 $ 336,815.74 $ 27,827.27 • See Accountants' Compilation Report. Fayetteville Convention and Visitors Bureau Income Statement • Actual vs Budget Month of 2003 Year to Date May 2003 Budget Actual Remaining Actual Revenue $ $ 925.00 $ (925.00) $ 925.00 Materials and Supplies Materials and Supplies 2,400.00 2, 167.54 232.46 Office Supplies/Printing 11950.00 31448.57 (11498.57) 1 ,501 .57 Total Materials and Supplies 41350.00 51616. 11 (11266.11 ) 1 ,501 .57 General Expenses General Expenses (See Schedule) 130,050.00 513639.28 78,410.72 12,864.42 • Capital Outlay Other Income (Expense) Interest Income - Checking 150.00 74.58 75.42 26.89 Transfers from Other Funds 134,400.00 85,000.00 49,400.00 - Total Other Income (Expense) 134,550.00 85,074.58 49,475.42 26.89 Net Income (Loss) $ 150.00 $ 28,744. 19 $ (28,594.19) $ (13,414.10) • See Accountants' Compilation Report. Fayetteville Convention and Visitors Bureau Schedule of General Expenses • Actual vs Budget Month of 2003 Year to Date May 2003 Budget Actual Remaining Actual General Expenses Salaries & Wages $ 70,000.00 $ 28,405.00 $ 41 ,595.00 $ 5,705.00 Payroll Tax Expense 79000.00 21852.00 4, 148.00 436.30 Insurance 13,000.00 59382.30 71617.70 19085.52 401 (k) Company Match 1 ,000.00 758.46 241 .54 170.24 Publications & Dues 750.00 425.00 325.00 Postage 3,000.00 31000.00 Mileage 454.41 (454.41 ) 68.76 Telephone 41800.00 1 ,496.35 3,303.65 274.44 Rent 61000.00 2,500.00 3,500.00 500.00 Convention Development 15,000.00 7,541 .09 7,458.91 31798.49 • Repairs and Maintenance 105.67 (105.67) 105.67 Advertising and Marketing 500.00 500.00 Travel and Training 91000.00 1 ,719.00 73281 .00 720.00 Total General Expenses $ 130,050.00 $ 51 ,639.28 $ 78,410.72 $ 12,864.42 • See Accountants' Compilation Report. • DIRECTOR'S REPORT May, 2003 INQUIRY RESPONSES Advertising Responses May 2003 — 2249 Year to date 2003 — 10,417 May 2002 — 2846 Year to date 2002 — 10,918 Tourist Inquiries May 2003 — 214 Year to date 2003 — 1437 May 2002 — 194 Year to date 2002 — 730 Relocation Inquiries May 2003 — 106 Year to date 2003 — 476 May 2002 — 76 Year to date 2002 — 382 May Total Inquiries 2003 — 2569 2002 — 3116 Year to Date Total Inquiries 2003 — 125330 2002 — 12,030 • MAY ACTIVITY Tourism Activities — America in Bloom Master Gardeners of Washington County meeting A. B. A. Top 100 Committee Meeting regarding Water Park Mark Pryor - Bikes, Blues, and BBQ Kate Wallis — Ozark Blues Society Sean Harrison — Ozark Classical Festival Relations with Other Tourism — Headquarters House 1501h anniversary Keep Arkansas Beautiful award to Botanical Gardens of the Ozarks Heritage Trail partners meeting Northwest Arkansas Tourism Association Walton Arts Center sponsor party Arkansas Air Museum Mystery Dinner Brumley advertising Mr. Addington & Laurie Dyleski — Ramada Inn DDEP — storing of guides Monte Harris — Rogers Historical Museum Todd — Kaleo • UA Orientation — Michael Sturdivant • Relations with Media — HGTV Reception for Producer and Crew Sarah Terry — NWA Times Robin Roberto, PARRS — AARP article Matthew — Arkansas Democrat Gazette Jonathan Betz — Channel 29/40 April Bliss — Southern Living co-op A& P — Adam Wallace — Town Center/CVB — SWB regarding long distance change in service Miscellaneous — Grant Writing Seminar Meeting with Dean Doyle Williams regarding co-sponsoring Governor's Conference speaker Chamber Convention & Visitor's Committee meeting MANPOWER luncheon Hugh O'Brien Youth Leadership group Helen Lampkin — Maple Hills Garden Club Lee Ann Taylor — Flaming Hills Garden Club Lea Ann VanWinkle — Barrels of Blooms program Richard Drury — Harrison Development office Top HMR Tax Collectors reported in May for April 2003 sales • Radisson Olive Garden Clarion Red Lobster Chili 's Jose's Ryan' s Holiday Inn Express Penguin Ed' s Chick-Fil-A (NW Village) Noodles Chartwell 's Shogun • • Monthly Advertising Inquiries by State - 2003 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL AL 2 6 39 57 35 139 AK 3 3 5 3 14 AZ 1 6 12 28 19 66 AR 189 38 78 434 188 927 CA 21 12 73 87 63 256 CO 3 6 25 22 56 CT 1 3 3 19 8 34 DE 1 2 3 1 7 DC 1 2 2 1 6 FL 9 7 64 235 85 400 GA 9 5 35 101 40 190 HI 5 2 7 ID 1 4 6 5 16 IL 49 32 233 504 215 1033 IN 15 18 100 236 69 438 IA 24 8 74 153 53 312 KS 9 15 55 151 56 286 KY 4 10 18 68 29 129 LA 11 10 71 112 59 263 ME 1 2 4 4 1 12 MD 3 5 18 24 20 70 MA 6 7 24 15 52 MI 25 20 122 282 118 567 MN 17 13 67 131 64 292 MS 4 7 33 89 36 169 MO 30 19 171 409 147 776 • MT 1 2 5 5 13 NE 4 1 18 50 17 90 NV 1 6 14 13 34 NH 1 2 2 8 8 21 NJ 4 4 24 52 13 97 NM 2 6 6 17 31 NY 8 22 52 92 54 228 NC 3 8 50 118 19 198 ND 1 1 3 12 37 54 OH 12 21 76 245 78 432 OK 12 6 64 252 81 415 OR 1 3 8 9 24 45 PA 4 12 46 63 34 159 RI 1 1 7 14 23 Sc 2 5 26 52 11 96 SD 2 3 4 20 19 48 TN 13 6 60 128 89 296 TX 24 13 150 482 199 868 UT 1 1 7 6 6 21 VT 1 3 2 12 18 VA 3 14 36 34 22 109 WA 2 5 11 21 12 51 W V 4 3 7 66 16 96 WI 17 20 86 170 79 372 WY 1 2 1 4 APO 3 1 4 CAN 1 4 16 4 25 FOR 1 2 12 17 10 42 • TOTAL 551 402 2059 6146 2249 0 0 0 0 0 0 0 0 10407 • Advertising Inquiries Pubs by State - April 2003 AB AY BT FC ML MVG NATA Rosle MG MS OkT SL SNI TH Paradi USA VG TOTAL AL 5 1 25 3 1 35 AK 1 1 1 3 AZ 3 4 2 4 2 2 2 19 AR 2 13 2 47 34 81 5 4 188 CA 4 22 7 3 12 1 14 63 CO 4 7 4 3 2 1 1 22 CT 2 2 3 1 8 DE 1 1 DC 1 1 FL 5 23 4 8 29 1 8 7 85 GA 3 4 2 29 2 40 HI 1 1 2 ID 1 2 1 1 5 IL 10 23 113 12 17 19 7 14 215 IN 1 17 35 2 5 2 7 69 bl 5 27 7 4 2 1 7 53 KS 10 23 4 2 15 2 56 KY 12 6 1 7 2 1 29 LA 10 4 41 3 1 59 ME 1 1 MD 5 1 2 7 1 4 20 MA 1 6 3 1 3 1 15 MI 5 34 55 6 5 2 2 9 118 MN 1 10 34 6 4 3 6 64 MS 7 1 2 18 4 1 3 36 MO 15 60 10 18 41 1 2 147 MT 2 1 2 5 NE 3 7 4 2 1 17 NV 4 3 1 1 4 13 • NH 7 1 8 NJ 2 1 1 4 5 13 NM 1 11 1 3 1 17 NY 3 35 3 2 4 7 54 NC 2 2 2 9 2 2 19 NO 31 6 37 OH 6 9 44 5 3 1 8 2 78 OK 1 5 7 9 21 32 2 4 81 OR 1 18 1 2 1 1 24 PA 3 2 4 3 9 1 11 1 34 RI 1 12 1 14 Sc 2 9 11 SD 1 8 6 1 1 2 19 TN 1 37 9 2 24 8 5 3 89 TX 5 1 6 15 107 50 6 9 199 LIT 1 1 2 2 6 VT 11 1 12 VA 7 3 8 4 22 WA 1 5 1 3 2 12 WV 1 12 1 1 1 16 WI 5 49 5 4 3 4 9 79 WY 1 1 APO 1 1 CAN 2 2 4 FOR 2 3 3 2 10 TOTAL 0 0 73 471 527 0 191 0 0 0 0 484 274 132 0 97 0 2249 Chamber Tourist Inquiries 2003 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL AL 1 1 2 AK • AZ 1 1 AR 1 3 1 6 11 CA 2 1 3 CO 2 2 4 CT 0 DE 0 DC FL 1 2 2 1 6 GA 1 1 HI 0 ID _ 0 IL 1 1 1 3 IN 1 2 3 KS 3 1 3 1 8 KY 1 1 LA 1 4 1 6 ME 0 MD 0 MA 1 1 MI 1 1 3 5 MN 1 1 1 3 MS 1 1 2 1 5 MO 2 3 1 1 61 1 13 MT • NE 1 1 NV NH _ 0 NJ 0 NM 1 1 NY 1 1 NC _ _ 0 ND 0 OH 1 1 OK 1 6 2 9 OR 1 1 2 PA 1 1 2 PR RI Sc 1 1 SD TN 1 1 2 TX 2 1 5 5 1 14 UT 0 VT VA 0 WA 1 1 WV WI 0 WY1 1 2 • APO CAN 1 1 2 FOR 0 TOTAL 131 26 19 301 281 0 0 0 01 01 01 01 0 116 A & P TOURIST INQUIRIES 2003 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL AL 4 3 7 9 5 28 AK 2 2 • AZ 1 2 2 8 2 15 AR 23 28 27 46 19 143 CA 17 4 9 14 8 52 CO 3 2 3 3 2 13 CT 1 21 1 4 DE 0 DC 1 1 FL 7 8 6 71 28 GA 2 7 5 4 18 HI 1 1 ID 0 IL 15 16 26 14 71 IN 5 8 121 7 32 IA 12 11 10 1 6 40 KS 6 13 9 8 36 KY 1 5 8 3 17 LA 9 14 Ill 101 44 ME 11 2 3 MD 1 1 1 MA 3 1 1 5 MI 6 9 8 5 28 MN 4 12 11 7 34 MS 3 7 6 4 20 MO 12 21 23 11 67 MT 1 1 2 • NE 2 7 2 11 NV 1 1 NH 1 1 NJ 1 1 1 1 4 NM 2 1 3 NY 3 3 5 6 17 NC 1 2 7 4 2 16 ND 1 3 4 OH 5 11 10 1 27 OK 7 8 11 8 34 OR 3 41 11 2 10 PA 2 8 71 4 21 PR 0 RI 1 2 3 SC 2 3 1 2 8 SD 2 1 3 TN 10 5 11 41 30 TX 22 29 26 17 94 UT 21 1 3 VT 1 0 VA 2 2 4 WA 1 2 3 WV 1 1 1 3 WI 5 4 12 3 24 WY 2 2 • APO 1 1 CAN 3 51 1 1 1 11 FOR 1 1 2 208 267 297 87 186 0 0 0 0 0 0 0 1045 Jan Feb Mar Apr May AAA 2 2 1 2 1 AARP 3 1 3 4 AR Tourism 63 60 18 12 • Brumley 5 7 3 8 e-mail = 19 9 11 13 Family Circle 21 17 6 inteme 6 8 9 15 LOTOJ 1 NATA 3 1 Midwest Ig 51 6 4 News a per insert 21 9 3 Parade So.Liv 1 31 11 8 2 3 Rosie USA 1 45 12 Tour Packets 1 114 233 180 Places Rated 21 4 HGTV 1 114 132 233 240 262 • • Relocation Inquiry 2003 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL AL 21 2 1 4 • AK 0 AR 14 6 10 15 9 54 AZ 1 4 2 1 2 10 CA 2 2 1 6 8 19 CO 2 1 1 5 2 11 CT 1 1 DC 0 DE 0 FL 2 8 4 14 GA 1 1 1 1 2 6 HI 1 1 ID 1 2 2 5 IL 4 3 3 3 2 15 IN 4 4 IA 2 3 3 8 KS 3 2 4 2 11 KY 2 1 1 1 5 LA 1 1 4 3 3 12 ME 1 1 MD 1 2 3 MA I I 0 MI 1 1 2 4 MN 1 1 2 3 7 MS 2 2 4 • M 2 2 4 4 _ 18 MTT 1 1 1 2 NE 5 2 2 9 NV 1 _ _ 1 NH 1 1 NJ 1 1 2 1 5 NM 1 1 2 1 1 6 NY 2 1 3 3 4 13 NC 1 41 5 ND 1 1 1 3 OH 1 1 4 6 OK 2 7 2 3 7 21 OR 1 1 2 PA 1 1 2 2 6 RI 0 SC 1 1 2 SD 1 1 2 TN 1 1 2 1 5 TX 6 5 5 11 15 _ _ 42 UT 1 1 VT 1 1 VA 1 2 _ _ 3 WA 5 2 7 WV 1 1 WI 2 2 4 • WY1 1 2 APO 1 1 CAN 2 2 FOR I0 Total 1 531 511 531 1071 1061 01 01 01 01 01 01 01 370 # a ® � ( ƒ ` 2 ] § ) f E \ cc ® ) \ � ° ` 2 \ { 2 � � @ f 0) (D co § ■ 7 \ m7 70L) 2 $ A ; co ) : § ) ) / e / i7 « ; ) O \ } $ { & 0 % ° _ ` � ) ) _ ; 2 ; � la S \ ) \ 2 ] , j \ % 2 § ! 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[ :3 -0 « = tea \ = a = � § � � e = Ef \ : 2 � e ° E 0) CO3 / 0" coF— 22E | \ | E a0 3:r. 0 0)>% CL Emm0 f \ } k ] 2- 2 ƒ \ a E \ / I i u % \ | ) \ \ _ _ 2 6 / k \ } + ] , o , } 0 \ j ] m LL / E a / ) ) � \ K \ ; 2 c ) § ) £ A / ) ) ) / / I _ _ - - - -CD CD F _ ) E E E 7 \ E { ] / � E o m c ° E ° c a d o c ? o 0 Z ° 4) » y o m o > U Ov LLE M. a ~ o > a `m rn > d U c c 2 Co N 3 � c ° O N E > Y @ O U N Za N N O O O c c ° C) a) Y c L a) c 0. O @ � y W 0) ° w E 0 N o N N E o w co a) > � y � ° rn y C C N N L O �p y 0 O L E m :... N C 2 > O N N m > y N c M a 0 E L o L o mo a) U y o .E 'C 0 E y o ca °1 d ( ) � o CL C o 3 .°o u@ E -0 C- 0) a) y Q > > a mo z '5 w 0 N a ` o w E � o d v L m a c m o 0 O m O O = N C mr mr O O ° y L ° 0) «O N@ 70 .O_. Z U v C U — c ° �a d o N a) �— E N N _N O co O .CL @ V r0 a) L a) 7 @ N c C :J o co m e Yco o f c 3 ate) g E cu d a o d @ d aci m e ° Q cL > o n Eca cco so > a w N aci y d L o :o m ao c � > o � LEy @ �c Edocn � � aioN vnyEEc o C. 0 L L N >E Co W@@ O O N ° N O c C fp O p N v v E c _ o °) >� r Co Nma a3 L Y v@ o , y y >' J 3 ° c E ° O a) L a) a) > @ L L L @ 01 C c @ @ @ �U > @ Q) > Y O N rn E ° N S E N H u L c @ a U w a) E s c ( ) d d m � U Y L U LU N m U E • @ N O m a) ° N m d LL' E c N c a) a) t0/1 N d o c E d @ a N c c Y > C O O a) ° @ @ 2 O D O Z m — a O) N co U O ) @ y y G y (D O O O a) E m a a a E M M M M M M O O O O O O CD 0 N N N N O O N N N N h aD 0) m N N N N N N Lo N L • Fayetteville Town Center Activity Report May 1 , 2003 to May 31 , 2003 • Sales: May May Month YTD YTD YTD 2003 2002 Change 2003 2002 Change Sales 14 17 -17% 68 57 +19% # executed contracts by log date — GL Complete Events (Paid/Sponsored) 21 12 +75% 63 46 +40% EMS Calendar - attached Sales ($ executed contracts by log date — GL $14,480.00 24,773.47 -42% $85,757.88 $779423.25 +11 % Collections $19,408.11 159862. 13 +22% $102,471 .68 $70,736.79 +45% $ - Payment L Credit $0.00 ($245.00) N/A ($5,022.00) ($247.59) N/A $ - GL verage per event $13034.29 $19457.26 -29% $1 ,261 .15 $1 ,358.30 -7% $ Sales / # Sales Marketing, Advertising and Public Relations: • BridaVSocial event insert to compliment brochure — Michael Clark, Keith Lee • Sales Support as needed Operations: • HMR delinquencies for out-of-town service providers. Proposal for trackingluse of FTC. See attached. • • Staff changes — Jamey Goddard, Sales and Events; Rachael Erke, Maintenance and Custodial • Administration — Payroll, monthly reporting, budgettgoal tracking, staff meetings, collections, employee tracking, etc • Several AC failures in Ozarks — Richard Alderman, NW Controls, Mountain Mechanical, Trane, SWEPCO • Maintenance — Campbell Electric: safety lighting installed on plaza. Miscellaneous kitchen equipment repair. Johnson Plumbing: repair to service alley leak. Lithonia Lighting: panel programming problems Event List: • Care Northwest Senior Celebration • Sunday Night Live — Center St. Church of Christ • Christian Science Health Seminar • UA School of Architecture Commencement • West Fork HS Prom • Heath/Thrasher Wedding Reception • Joe Martin Stage Race Registration • Francis Custom Tours Banquet • Arkansas Hospital Association Dinner • Law Enforcement Memorial Service • Odom and Elliott Deposition • Fulfer/Jones Wedding Reception • Nelson/Baker Wedding Reception • Ducks Unlimited Banquet • Ozark Guidance Recognition Banquet • UA Food Sciences Seminar • Gessler Reception • Flanagan/Flick Wedding Reception • Brazeal/Harris Wedding Reception • Banks/Henry Wedding Reception • Koenigseder/Wewers Wedding Reception Miscellaneous Activity: • Government Relations Meeting, Chamber of Commerce • Event Management, sales, tours, cleaning and building maintenance as needed. • rr* FAYETTEVILLE TOWN CENTER MEMORANDUM To: Marilyn Heifner From: Denise Bembenek CC: Fayetteville A&P Commissioners Date: 5/16/03 Re: Out-of-town caterers HMR Collections This memo will propose Fayetteville Town Center responsibilities regarding HMR tax tracking process for out-of-town caterers serving at our facility. • I spoke with Charlotte Manuel at the City of Fayetteville. In March, we provided her a complete list of caterers who had worked at the Fayetteville Town Center. This list included both local and out-of-town food service providers. Charlotte notified all out-of-town caterers of City of Fayetteville ordinances outlining their responsibility to pay local HMR taxes when they provide services within the city limits of Fayetteville. I, then, sent a follow-up letter to these caterers stressing our rental contract provision prohibiting caterers delinquent on HMR tax payments. By way of tracking payments made by these caterers, Charlotte reports out- of-town caterers as "Miscellaneous Caterers" on the monthly HMR tax report. Following is a proposed process to track HMR delinquencies of out-of-town caterers for the purpose of service restrictions at the Fayetteville Town Center 1 . Charlotte will provide me with a monthly update on payments she receives from out-of-town caterers 2. Each month, I will compile a memo listing all caterers not permitted to provide service at the Fayetteville Town Center (copy attached). 3. Using City of Fayetteville standard, this list will include any caterer 2 or more months delinquent on HMR tax payments. 4. This list will be distributed to FTC staff and A&P Commissioners. 5. Clients using the Fayetteville Town Center facility will be provided a list current at the time of contract and will be informed that listed caterers will not be permitted to provide service at FTC Please Note: Clients will not be held liable for changes made to the list between contract execution and event date. 6. Fayetteville Town Center clients using an out-of-town caterer with whom we are not familiar will • be provided a copy of the City ordinance explaining requirements for tax payments. rrO MYETTEVILLE TOWN CENTER MEMORANDUM To: Fayetteville Town Center Staff From: Denise Bembenek CC: Fayetteville A&P Commissioners Charlotte Manuel, City of Fayetteville Listed caterers and food service providers Date: 5/22/03 Re: Caterers delinquent on HMR taxes • In accordance with ¶ 1 :J of the Fayetteville Town Center Rental Agreement which states: The Town Center expressly prohibits entry of caterers and/or food service establishments who are delinquent on local HMR taxes and/or who have formerly breached Town Center policies. Following is a list of local and out-of-town caterers and food service providers who are 2 or more months delinquent on HMR tax payments. These vendors are not permitted to provide service at the Fayetteville Town Center as of the date of this letter. Out-of-Town Providers Notification of HMR tax payment requirements for out-of-town caterers was mailed by Charlotte Manuel on or about March 14, 2003. Second notification by the Fayetteville Town Center re: restrictions for services at the FTC for delinquent caterers was mailed on or about March 21, 2003. Due to 2 month allowance for payment, there are currently no out-of- town providers who are restricted from service at the Fayetteville Town Center. Local Providers These restaurants and food service providers are currently restricted from service at the Fayetteville Town Center. Ramada Inn/Quest Systems Inc. A Moments Notice, Inc. Anrang Korea House EI Camino Mexican Restaurant Fast Break/Grand Slam Stores Fat City Cafe Fmllati Enterprises, Inc. Heavenly Ham Madame Wit's Marlo's Taco Shack Morning Glory Old Town Deli Pepper's Restaurant, Inc. Pesto C66 Quimo's Classic Subs — Mall Restaurant on the Comer (ROTC) Reuben's Delight Ryleigh's Snack Bar Squrley's Sunny's The Gypsy Wes' BBQ/Burger Plus • Ozark Blues Society of Northwest Arkansas, Inc. Via fax 927- 1320 To: Marilyn Johnson Fayetteville A & P 582-4935 May 18, 2003 Dear Marilyn, This is to confirm our intention to change the venue of our event, "Blues In The Natural State" on Friday, August 23, 2003. Per the A & P's requirement as stated in the funding commitment letter, we will now have both days of the event outside in the municipal parking lot on Dickson Street. This will bring our available funding from A & P to $ 10,000. • Please contact me if you have questions or need additional information. We look forward to working with you in planning this exciting event. Best egar Best ; Y " Kate Wallis, president Ozark Blues Society of Northwest Arkansas, Inc. i0 ' d 800L LBS i95 S331AN3S QN" O 3D Wd 01 : 20 20 - 01 - A " w FAYETTEVI LLE THE CITY OF FAYETTEVILLE. ARKANSAS • KIT WILLIAMS, CM ATTORNEY DAVID WIfffAKER, ASST. CITY ATTORNEY LEGAL DEPARTMENT DEPARTMENTAL CORRESPONDENCE TO: A & P Commission FROM: Kit Williams, City Attorne� DATE: June 5, 2003 RE: HMR Tax Collection Casey Jones successfully collected $4,558.60 in overdue HMR taxes during the last month.. This means we have collected a total of $16,196.42 in the first half of 2003 for about a $2,700.00 monthly average. • I had hoped the list of managers of restaurants failing to pay HMR taxes would continue to grow shorter, but it seems now that every time we get someone to pay up and be removed from the list, some other manager fails to pay and is put on the list. It looks like Casey will continue to have steady work far into the future.