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Home My WebLink About2003-12-08 - Agendas - Final • MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, December 8, 2003 at 2:00 p.m. in the Town Center Conference room. AGENDA ADVERTISING AND PROMOTION COMMISSION December 8, 2001 2:00 p.m. Town Center I. Call to Order II. Reports A. Approval of Minutes for November 10, 2003 regular monthly meeting 1 . Add to minutes for November 3 approval of NWA BEST funding this year and budget adjustment - $ 1300 B. Financial Report 1 . HMR Revenues 2. Financial Statements - Tom Lonon, Scarbrough and Murtishaw 3 . Update from City Attorney re: delinquent tax collection efforts C. Report from Executive Director — Marilyn Heifner 1 . Reconsider request for All-Star Games • D. CVB Report — Allyson Twiggs E. Town Center Report — Denise Bembenek F. Advertising Agency Report — Brian Clark 1 . Media Placement — outdoor signs III. Old Business IV. New Business A. Marilyn Heifner review — executive session IV. Adjourn • ADVERTISING AND PROMOTION COMMISSION • REGULAR MEETING November 10, 2003 Commissioners Present: Chairman Bob Davis, Neal Crawford, Pat Gazzola, David McGeady, Ching Mong, and Curtis Shipley. Commissioners Absent: Dan Coody Staff Present: Denise Bembenek, Marilyn Heifner, and Allyson Twiggs Chairman Bob Davis called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on November 10, 2003 at the Fayetteville Town Center conference room at 2:00 p.m. MINUTES Moved by Shipley, second by Gazzola to approve the minutes of the October 13, 2003 regular meeting and the November 3, 2003 special meeting. Motion carried. FINANCIAL REPORT Tom Lonon, Scarbrough & Murtishaw presented financial report for October. Moved by • Shipley, second by McGeady to approve the financial statements. HMR collections for the month of October were $ 136, 161 . 14. This represents a 3.6% increase over October of last year. Excess CEC bond revenue returned in October was $437,335. 10. Property insurance for the CEC was $8,967.31 . Moved by Shipley, second by Gazzola that the financial statements be accepted. Motion carred. CITY ATTORNEY City Attorney Kit Williams reported that City Prosecutor Casey Jones had an excellent month collecting $ 11 ,389.40 in overdue HMR taxes. Yearly total for his collections to $529379.46. Kit explained that the A & P Commission and/or the City would likely be challenged in court from the Bentonville caterer objecting to our ordinance. It appears that this is the only way to settle the issue. Kit discussed a possible Hotel, Motel, Restaurant business license to help in the enforcement area. DIRECTOWS REPORT • • Marilyn Heifner discussed her report in the Commissioner's agenda packet. She explained 2004 budgets for the A & P, CVB, and Town Center. Moved by Shipley, second by Mong to approve the budgets. Motion carried. Shipley asked that at the next meeting staff prepare and present accomplishments for 2003 as well as future dreams, aspirations and what we could do better. Marilyn explained proposed health insurance plan that would raise deductible for each employee from $500 to $ 1500 with the A & P covering any deductible above $500. This would be the most cost effective change and would have the least change for our employees. Moved by Shipley, second by Gazzola to accept the proposed plan to change health insurance. Motion carred. CVB REPORT Allyson Twiggs reported that approximately 500 kids and 45 businesses participated in Trick or Treat on the Square promoted by the CVB. The staff is beginning to focus on the Governor's Conference on Tourism in March. A tally has been made of NWA hotel rooms as follows: Fayetteville — 1633 rooms Johnson — 48 rooms • Springdale — 1218 rooms Rogers — 1027 rooms Siloam Springs — 144 rooms Total rooms in NWA are 5090. Survey after Bikes, Blues, and BBQ, War Eagle and football weekends indicated that most hotel rooms in NWA were filled and 80% were occupied in Ft. Smith. Allyson announced that Lighting Night for Lights of the Ozarks would be November 26 and would include the Jingle Bell Jog, Holiday Parade, as well as the lighting of the square. TOWN CENTER REPORT The Town Center sales for October were up 23%; however collections year-to-date are — 13%. The Town Center Haunted House "Terror on the Square" was very successful and $2,000 was donated to the United Way. Sandra Bennett and the UA Housing did an excellent job. Denise said all inspections are up-to-date. AGENCY REPORT Brian Clark reviewed advertising for Lights of the Ozarks that will run statewide and • played radio advertisement which will run in Little Rock market. The creative for "Step • into Fayetteville" campaign in the NATA advertisement and the Arkansas Tour Guide was presented. Brian discussed media placement and budget overview for 2004. Moved by Davis, second by Mong to approve the media placement as proposed. Motion carried. The agency was asked to bring back billboard drawings and locations of boards to December meeting for consideration by Commission. There being no further business, the meeting was adjourned. Respectfully submitted, Marilyn Heifner j Executive Director • • • Advertising and Promotion Commission For month of November 2003 HMR revenues collected $ 154,821 .72 Interest revenue 99040.77 Excess from CEC Bonds 0.00 Total Revenues $163, 862.49 Collection expense -$3,096.43 IRS-Interest Series 1998 Final Arbitrage -61 ,639.95 Bond Resource-calculation of above IRS Arbitrage -11125.00 Bank of OK- 1998 Bond Excrow Final Trustee -907.00 Bank of OK-2003 Bond Fund Interest -10125. 00 CEC Bond Payment -31 , 575.00 Town Center Bond Payment -241125.96 Total Expenses -$ 123,594.34 • Total Check to A&P $409268.15 Fayetteville Advertising and Promotion Commission Fayetteville Town Center Fayetteville Convention and Visitors Bureau Financial Statements November 30, 2003 • • SCARBROUGH • MURTISHAWs CERTIFIED PUBLIC ACCOUNTAN'T'S, P.A. 2039 Green Acres Rd., Fayetteville, AR 72703.2619 • Telephone (479) 5Z 1.1771 - Fax (479) 442-0082 • Home Page, SMCPAS.com Wesley D. Murtishaw, CPA Tommy L. Lanon, 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, The Fayetteville Town Center, and The Convention and Visitors Bureau as of November 30, 2003 and for the eleven 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. sr("jf4 ?� utis Scarbrough & Murtishaw, CPAs, P.A. Certified Public Accountants Fayetteville, Arkansas December 3, 2003 • Memberst American Institute of CPAs Private Companies Practice Section Arkansas Society of CPAs Fayetteville Advertising and Promotion Commission Balance Sheet As of November 30, 2003 • ASSETS Current Assets Cash in Bank of Fayetteville - Town Center $ 30,153.56 Cash in Mcilroy Bank - A & P General 646,274.47 Cash in Mcilroy Bank - A & P Payroll 10,533.96 Cash in Bank - Conv & Visitor Bureau 13,042.73 Investments 2,083, 146.68 Investment Adjustment to Market 22,933.05 Accounts Receivable 69509.24 Accrued Interest Receivable 10,205.45 Due from City 5,667.29 Total Current Assets $ 21828,466.43 Property, Plant, & Equipment at Cost Furniture and Fixtures 91602.98 Building Additions 181 ,875.24 • Equipment 160,725.88 Less: Accumulated Depreciation (76,821 .41 ) Net Property and Equipment 275,382.69 Total Assets $ 31103,849. 12 LIABILITIES AND CAPITAL Current Liabilities Payroll Taxes Payable $ 55.98 Accounts Payable 58,487.72 Accounts Payable - Parks HMR 31249.62 Due to Other Funds 65,386.73 Total Current Liabilities $ 1279180.05 Capital Unrestricted Fund Balance 21347,192.63 Current Year Earnings 629,476.44 Total Capital 21976,669.07 • Total Liabilities and Capital $ 31103,849. 12 See Accountants' Compilation Report. Fayetteville Advertising and Promotion Commission Income Statement Actual vs Budget • Month of 2003 Year to Date November 2003 Budget Actual Remaining Actual Revenue HMR Tax Revenue $ 11478,000.00 $ 1 ,393, 118.56 $ 84,881 .44 $ 136, 161 . 14 Refunds 400,000.00 400,000.00 Less Returns R Allowances (400,000.00) - (400,000.00) Total Revenue 11478,000.00 10393, 118.56 84,881 .44 136,161 . 14 General Expenses General Expenses (See Schedule) 716,504.00 644,597.31 71 ,906.69 46,417.60 Capital Outlay Minor Equipment 50,000.00 10,936.89 39,063. 11 31264.96 • Other Income (Expense) Interest Income - Investments 50,000.00 74,536.72 (24,536.72) 8,671 .04 CEC Bond Excess 6459385.49 (645,385.49) 437,335. 10 TC Bond Arbitrage Calculation (11100.00) 11100.00 CEC Washington County Property Tax (48,988.10) 48,988. 10 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) (240, 146.72) (134,853.28) (24, 125.96) Bond Payments - CEC (3809000.00) (345,391 .70) (34,608.30) (31 ,575.00) Transfers to Other Funds (275,950.00) (185,000.00) (90,950.00) Total Other Income (Expense) (1 , 110,950.00) (1009704.31 ) (11010,245.69) 390,305. 18 Net Income (Loss) $ (399,454.00) $ 636,880.05 $ (110369334.05) $ 476,783.76 • See Accountants' Compilation Report. Fayetteville Advertising and Promotion Commission Schedule of General Expenses Actual vs Budget • Month of 2003 Year to Date November 2003 Budget Actual Remaining Actual General Expenses Salaries & Wages $ 60,000.00 $ 51 , 190.84 $ 8,809.16 $ 41641 .44 Payroll Tax Expense 13,200.00 41280.96 8,919.04 353.72 Insurance 12,000.00 81269.58 31730.42 751 .78 401 (k) Company Match 11800.00 1 ,568.29 231 .71 139.24 Car Allowance 31600.00 31300.00 300.00 300.00 Materials and Supplies 31500.00 383.31 31116.69 7.44 Publications & Dues 19000.00 11156.95 (156.95) - Postage 15,000.00 18, 147.34 (3, 147.34) 1 , 186.30 Building Insurance - 91488. 18 (9,488. 18) 8,967.31 Professional Services 129200.00 12,761 .20 (561 .20) 12000.00 Taxes and Licenses 500.00 (500.00) - Collection Expense 30,000.00 27,862.37 21137.63 21723.22 Bond Paying Agent Fees 662.00 (662.00) - Miscellaneous Expense 650.00 150.87 499. 13 Kamensky Fountain Maintenance 6,000.00 5,856.66 143.34 - New Brochures 49,500.00 41 ,430.85 81069. 15 368.05 Travel and Training 2,500.00 11072.66 11427.34 10.00 Depreciation Expense - 175499.37 (17,499.37) 13590.85 • Air Museum 25,000.00 25,000.00 Bikes, Blues, BBQ 15,500.00 15,500.00 Botanical Garden Society 45,000.00 389968.68 6,031 .32 81079.34 Town Center Garden Maintenance 179500.00 19,254.96 (11754.96) 23916.66 Walton Arts Center 21400.00 11800.00 600.00 North Arkansas Symphony 61000.00 31000.00 3,000.00 - NWA B.E.S.T. 1 ,300.00 (11300.00) 11300.00 H. S. Coaches Clinic 15,000.00 15,000.00 Saturday of Champions 3,000.00 31000.00 - State Soccer Championship 11000.00 - 11000.00 Holiday Hoops 101000.00 10,000.00 - 10,000.00 Joe Martin Stage Race 20,000.00 20,000.00 All Star Games 5,000.00 51000.00 - Ozark Blues Society 15,899.00 15,897.81 1 . 19 Brumley Gospel Sing 15,000.00 15,000.00 Downtown Dickson Enhancement Project 19,600.00 21 ,315.12 (1 ,715. 12) 21082.25 First Night Fayetteville 10,000.00 10,000.00 - Don Glass Charity Classic 61300.00 41500.00 1 ,800.00 Hogeye Marathon & Relays 1 ,500.00 11500.00 Natural State Games 975.00 975.00 America in Bloom 21500.00 23500.00 - Rural Mountain Producers Exchange 31000.00 21999.56 0.44 DDEP Fine Arts Festival 3,000.00 1 ,587.09 11412.91 Ozark Valley Triathlon 2,500.00 2,500.00 • Advertising and Marketing 250,000.00 192,686.26 57,313.74 Airport Information Booth 41800.00 41800.00 - Interspace Airport Advertising 51080.00 41931 .40 148.60 Total General Expenses $ 716,504.00 $ 644,597.31 $ 71 ,906.69 $ 46,417.60 See Accountants' Compilation Report. Fayetteville Town Center Income Statement • Actual vs Budget Month of 2003 Year to Date November 2003 Budget Actual Remaining Actual Revenue Rental Income $ 282,350.66 $ 219,703.35 $ 62,647.31 $ 22,883. 14 Daily Parking 2,400.00 31862.00 (11462.00) 278.00 Parking Revenue 33,600.00 32,690.75 909.25 Other Income 4,027.85 (4,027.85) Less Returns & Allowances (11000.00) (9.00) (991 .00) Total Revenue 317,350.66 260,274.95 57,075.71 23,161 .14 General Expenses General Expenses (See Schedule) 483,073.32 3299298.60 153,774.72 40,306.44 Capital Outlay • Other Income (Expense) Interest Income - Checking 750.00 214.49 535.51 16.74 Transfers From Other Funds 50,000.00 (50,000.00) Total Other Income (Expense) 750.00 50,214.49 (49,464.49) 16.74 Net Income (Loss) $ (164,972.66) $ (18,809. 16) $ (146, 163.50) $ (17,128.56) • See Accountants' Compilation Report. Fayetteville Town Center Schedule of General Expenses Actual vs Budget • Month of 2003 Year to Date November 2003 Budget Actual Remaining Actual General Expenses Salaries & Wages $ 218,475.00 $ 135,513.21 $ 82,961 .79 $ 13,284.26 Outside Services 170.00 (170.00) Payroll Tax Expense 16,000.00 13,302.62 21697.38 1 ,190.42 Insurance 26,237.20 17,280.56 81956.64 11828.79 401 (k) Company Match 4,000.00 39568.38 431 .62 314.26 Commissions 27,500.00 20,063.70 7,436.30 21005.05 Materials and Supplies 61125.00 21920.32 31204.68 117.91 Credit Card Discounts 500.00 497.83 2. 17 60.51 Public Notification 500.00 500.00 Publications & Dues 750.00 73.65 676.35 - Water 6,875.00 5,229.29 1 ,645.71 446.62 Gas 11 ,300.00 51787.55 51512.45 503.61 Electricity 66,211 . 12 42,645.30 23,565.82 21975.86 Cable 11200.00 674.20 525.80 67.42 Telephone 10,300.00 71588.26 2,711 .74 589.87 • Insurance - Building 15,600.00 71913.00 71687.00 7,913 00 Legal Services 25,000.00 5.67 24,994.33 Taxes and Licenses 11500.00 11395.00 105.00 Linens 10,000.00 91023.64 976.36 1 ,325.95 Repairs and Maintenance 24,000.00 27,880.82 (31880.82) 31412.06 Special Projects 5,422.55 (5,422.55) 21680.00 Advertising and Marketing 10,000.00 41781 .70 5,218.30 Travel and Training 11000.00 62.00 938.00 - Depreciation Expense 17,499.35 (17,499.35) 11590.85 Total General Expenses $ 483,073.32 $ 3299298.60 $ 153,774.72 $ 40,306.44 • See Accountants' Compilation Report. Fayetteville Convention and Visitors Bureau Income Statement • Actual vs Budget Month of 2003 Year to Date November 2003 Budget Actual Remaining Actual Revenue Bus Tours $ 57.50 $ 11282 .50 $ (11225.00) $ 150.00 Brumley Shuttle 11575.00 (11575.00) Sponsorships - 525.00 (525.00) - Total Revenue 57.50 39382.50 (31325.00) 150.00 General Expenses General Expenses (See Schedule) 1377130.67 127, 111 .60 109019.07 91081 . 18 Capital Outlay • Other Income (Expense) Interest Income - Checking 150.00 134.65 15.35 7.43 Transfers from Other Funds 150,950.00 135,000.00 15,950.00 Total Other Income (Expense) 151 , 100.00 135, 134.65 15,965.35 7.43 Net Income (Loss) $ 14,026.83 $ 11 ,405.55 $ 21621 .28 $ (8,923.75) • See Accountants' Compilation Report. Fayetteville Convention and Visitors Bureau Schedule of General Expenses • Actual vs Budget Month of 2003 Year to Date November 2003 Budget Actual Remaining Actual General Expenses Salaries & Wages $ 70,000.00 $ 62,455.00 $ 71545.00 $ 51675.00 Payroll Tax Expense 7,000.00 51449.52 11550.48 432.92 Health insuance 13,000.00 11 ,940.72 11059.28 11085.52 401 (k) Company Match 2,000.00 11779.90 220. 10 170.24 Materials and Supplies 71200.00 61440.22 759.78 274.47 Office Expense/Printing 1 ,950.00 2,282.95 (332.95) 118.67 Publications & Dues 11500.00 1 ,169.46 330.54 475.00 Postage 150.00 126.00 24.00 - Telephone 41000.00 3, 101 .04 898.96 243.04 Rent 61000.00 51500.00 500.00 500.00 Convention Development 15,000.00 19,030.83 (4,030.83) • Special Projects 225.00 225.00 Repairs and Maintenance 105.67 203.21 (97.54) Travel and Training 9,000.00 71632.75 11367.25 106.32 Total General Expenses $ 1379130.67 $ 127, 111 .60 $ 10,019.07 $ 91081 . 18 • See Accountants' Compilation Report. • DIRECTOR'S REPORT November, 2003 INQUIRY RESPONSES Advertising Responses November 2003 — 486 Year to date 2003 — 16,823 November 2002 — 531 Year to date 2002 — 20,615 Tourist Inquiries November 2003 — 67 Year to date 2003 — 2,631 November 2002 — 76 Year to date 2002 — 1 ,548 Relocation Inquiries November 2003 — 33 Year to date 2003 — 761 November 2002 — 45 Year to date 2002 — 732 November Total Advertising Inquiries 2003 — 586 2002 — 1698 Year to Date Total Advertising Inquiries 2003 — 20,215 2002 — 22,215 • Internet Inquiries November 2003 Year to date 2003 — 67,995 Unique visits — 6,567 Per day average visits — 218 NOVEMBER ACTIVITY Tourism Activities — Veterans Day Parade sound Governor's Conference meeting Meeting with State Parks and tourism people Botanical Gardens press conference Lady'Backs sponsor appreciation Doug Adams — Ticket outlet for Franken-Stein debate tickets Relations with Other Tourism — Don Bobbitt, UA Museum NATA Advertising Committee Rita Walker — Arkansas Hospitality Association re: city taxes for hotels Relations with Media — Mark Cosby, MORE Magazine Stacy — At Home in Memphis • Sarah Terry — Special Funding meeting Joanna — Family Fun magazine • Bill Bowden — Business Journal Ronnie Sparkman — Business Journal Nicole Clazen — Celebrate Arkansas Sarah/Wanda Freeman — NWA Times — LOTO Events Sarah Terry — NWA Times — Benefits of CVB Aaron Bleidt — CityScapes A& P — Principal Insurance representatives Meeting with Scarbrough re: accounting Marsha Farthing — CEC Excess Bond Payments George Weist — Funding for Freedom Fest Spencer — Mity-Lite Belva Clark — A & P funding advertising on billboards Stan Morris — UA Music Department Town Center/CVB — Jody Dilday — playhouse on plaza raffle for Children's Museum Miscellaneous — Sports Illustrated/Parks and Rec — Sport Town USA banquet Terry Layne — SBC Yellow Pages (cover photo) Maureen Faucher — Sodi's restaurant Top HMR Tax Collectors reported in November for October 2003 sales • Sodexho Operations Radisson Clarion Chartwell's Chili's Olive Garden Jose's Red Lobster Inn at Camall Hall Chick-Fil-A Holiday Inn Express Ryan's Penguin Ed's Noodles McDonald's on Joyce St. Dixie Cafe • • 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 16 14 19 36 17 19 260 AK 3 3 5 3 2 4 1 2 1 1 25 AZ 1 6 12 28 19 7 7 9 8 5 5 107 AR 189 38 78 434 188 43 19 37 343 362 59 1790 CA 21 12 73 87 63 36 33 22 23 23 1s 408 CO 3 6 25 22 12 4 2 5 8 2 89 CT 1 3 3 19 8 6 6 4 4 2 56 DE 1 2 3 1 1 2 1 11 DC 1 2 2 1 1 2 2 11 FL 9 7 64 235 85 49 30 28 68 115 22 712 GA 9 5 35 101 40 29 13 16 47 28 11 334 HI 5 2 2 4 2 3 18 ID 1 4 6 5 2 3 1 22 IL 49 32 233 504 215 105 41 42 115 90 37 1463 IN 15 18 100 236 69 37 27 16 51 52 12 633 IA 24 8 74 153 53 25 9 9 16 21 6 398 KS 9 15 55 151 56 27 17 17 23 19 7 396 KY 4 10 18 68 29 14 10 12 21 30 9 225 LA 11 10 71 112 59 26 21 26 89 72 22 519 ME 1 2 4 4 1 1 2 2 4 21 MD 3 5 18 24 20 7 4 3 11 9 5 109 MA 6 7 24 15 9 4 3 3 2 1 74 MI 25 20 122 282 118 47 27 22 46 56 14 779 MN 17 13 67 131 64 31 14 10 23 28 14 412 MS 4 7 33 89 36 23 7 23 42 50 13 327 MO 30 19 171 409 147 63 38 45 103 83 21 1129 • MT 1 2 5 5 1 1 1 1 17 NE 4 1 18 50 17 8 5 3 11 6 2 125 NV 1 6 14 13 2 3 2 6 4 1 52 NH 1 2 2 8 8 3 1 3 1 29 NJ 4 4 24 52 13 12 12 9 13 13 2 158 NM 2 6 6 17 3 4 2 4 3 47 NY 8 22 52 92 54 19 23 12 12 16 5 315 NC 3 8 50 118 19 23 5 11 40 35 11 323 ND 1 1 3 12 37 1 1 2 2 1 61 OH 12 21 76 245 78 58 24 13 61 48 14 650 OK 12 6 64 252 81 24 24 21 168 110 30 792 OR 1 3 8 9 24 6 2 3 3 59 PA 4 12 46 63 34 23 23 16 19 14 6 260 RI 1 1 7 14 0 3 26 Sc 2 5 26 52 11 12 3 11 24 19 9 174 SD 2 3 4 20 19 2 2 1 5 1 59 TN 13 6 60 128 89 23 18 10 56 73 13 489 TX 24 13 150 482 199 106 73 91 360 218 69 1785 UT 1 1 7 6 6 4 3 1 29 VT 1 3 2 12 18 VA 3 14 36 34 22 19 7 11 16 14 7 183 WA 2 5 11 21 12 3 6 6 3 1 3 73 WV 4 3 7 66 16 3 3 2 5 3 112 WI 17 20 86 170 79 32 22 15 39 57 15 552 WY 1 2 1 1 1 2 8 APO 3 1 1 2 7 CAN 1 4 16 4 2 2 3 1 33 FOR 1 2 12 17 10 2 5 3 6 1 59 • TOTAL 551 402 2059 5146 2249 1013 629 617 1945 1726 486 0 0 16823 • Advertising Inquiries Pubs by State - November 2003 AB AY CNT BT FC ML MVG NATA Rosie MG MS OkT SL SNI TH 24.7 Paradr USA VG TOTAL AL 1 16 19 AK 1 1 AZ 2 3 5 AR 1 5 22 31 59 CA 1 2 3 8 1 15 CO 2 2 CT 0 DE 0 DC 0 FL 2 3 1 16 22 GA 1 1 9 11 HI 0 ID 0 IL 1 26 5 5 37 IN 1 6 1 4 12 IA 5 1 6 KS 3 4 7 KY 9 9 LA 1 3 16 2 22 ME 0 MD 1 4 5 MA 1 1 MI 7 4 3 14 MN 1 8 4 1 14 MS 3 9 1 13 MO 7 4 5 5 21 MT 0 NE 1 1 2 NV 1 1 NH 0 NJ 1 1 2 NM 0 • NY 1 1 3 5 NC 1 10 11 ND 1 1 OH 11 1 2 14 OK 1 2 16 11 30 OR 0 PA 2 1 3 6 RI 0 Sc 1 8 9 SD 0 TN 1 9 3 13 TX 1 11 46 11 69 UT 0 VT 0 VA 1 6 7 WA 1 2 3 WV 0 WI 2 8 3 2 15 WY 1 1 2 APO 0 CAN 1 1 FOR 0 TOTAI 0 0 0 0 13 97 0 61 0 0 0 0 250 65 0 0 0 0 0 486 • • ADVERTISING INQUIRIES - 2003 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist AY 217 85 180 482 BT 35 122 73 5 235 CNT 2 2 FC 2 120 777 989 471 156 44 61 77 16 13 2726 H&A 0 MP 0 ML 203 99 716 547 527 304 122 87 57 149 97 2908 MN 9 9 MS 6 6 MT 0 MVG 0 NATA 48 137 138 164 191 117 57 122 114 87 61 1236 OK 0 Parade 0 MC/Rosie 0 SL 66 46 393 380 484 239 117 273 595 412 250 3255 SNI 1002 274 29 48 614 369 65 2401 ST 0 TA 0 TH 63 132 136 217 74 10 632 • TM USA 1836 97 27 393 513 28666 VG 43 43 24-7 V 22 22 TOTAL 551 402 2059 5146 2249 1013 629 617 1945 1726 486 0 16823 16823 AY - Active Years BT - Budget Travel CNT - Conde Nast Traveler FC - Family Circle H & A - Home and Away MC - McCalls MG - Meeting Guide ML - Midwest Living MN - Meeting News MS - Meeting South 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 TH - Travel Holiday Tourists Inquiry 2003 JAN FEB MAR JAPR MAY JUN JUL AUG SEP OC NOV DEC TOTAL AL 1 1 1 1 4 AK • AZ 1 1 1 3 AR 1 3 1 6 6 12 9 6 9 6 59 CA 2 1 3 1 1 8 CO 2 2 1 1 6 CT 1 1 DE 0 DC FL 1 2 2 1 1 2 1 10 GA 1 1 HI 0 ID 0 IL 1 1 1 1 21 6 IN 1 2 1 4 IA 1 3 1 1 6 KS 3 1 3 1 3 2 1 1 15 KY 1 1 LA 1 4 1 1 2 2 1 1 13 ME 0 MD 0 MA 1 1 MI 1 1 3 1 6 MN 1 1 1 1 1 5 MS 1 1 2 1 2 1 8 MO 2 3 1 1 6 1 3 3 1 2 1 24 MT • NE 1 1 NV 1 NH 0 NJ 1 1 NM 1 1 NY 1 1 1 3 NC 0 ND 1 1 OH 1 1 OK 1 6 2 3 4 4 5 4 2 31 OR 1 1 1 1 1 1 1 2 PA 1 1 1 3 PR RI Sc 1 1 2 SD TN 1 1 1 2 5 TX 2 1 5 5 1 4 6 2 14 3 43 UT 0 VT VA 1 1 WA 1 1 WV WI 1 1 WY 1 1 2 • APO CAN 1 1 _ 2 FOR 1 1 2 TOTAL, 131 261 191 301 281 251 381 291 341 311 121 01 01 2851 A 8 P TOURIST INQUIRIES 2003 JAN FEB MAR APR MAY JUN JUL AUG SEP OCTNOV DEC TOTAL AL 4 3 7 9 5 4 3 11 4 3 1 54 AK 2 2 • AZ 1 2 2 7 2 4 2 1 3 4 1 29 AR 23 28 27 46 19 32 28 12 39 20 6 280 CA 17 4 9 15 8 11 22 5 4 3 1 99 CO 3 2 3 3 2 2 4 3 2 1 1 26 CT 1 1 21 6 1 1 1 1 1 12 DE 0 DC 1 1 _ _ 2 FL 7 8 6 12 7 4 9 13 5 6 1 78 GA 2 7 5 15 4 1 3 1 1 2 1 42 HI 1 1 ID 1 1 2 IL 15 16 26 20 14 11 8 7 5 7 4 133 IN 51 8 12 9 7 3 5 4 41 3 1 1 61 IA 12 11 10 6 6 3 21 4 4 2 60 KS 6 13 9 11 8 23 91 7 8 4 2 100 KY 1 5 8 9 3 2 11 1 2 1 33 LA 9 14 11 8 10 9 81 6 11 7 2 95 ME 1 2 2 31 1 0 1 10 MD 1 1 1 1 1 1 1 6 MA 31 1 1 1 1 1 1 9 MI 6 9 8 12 5 6 5 2 3 2 1 59 MN 4 12 11 10 7 4 2 2 5 4 1 62 MS 3 7 6 7 4 3 2 8 4 5 1 50 MO 12 21 23 11 11 31 13 11 19 13 3 168 MT 1 1 1 1 4 • NE 2 7 4 2 5 1 1 1 2 1 26 NV 1 2 1 1 5 NH 1 1 1 3 NJ 1 1 1 7 1 2 4 2 1 2 22 NM 2 1 2 3 1 1 10 NY 3 3 5 13 6 5 13 5 3 3 59 NC 1 2 7 8 2 2 2 1 1 1 1 28 ND 1 3 1 1 6 OH 5 11 10 13 1 1 2 6 5 3 1 58 OK 7 8 11 12 8 19 6 8 24 13 4 _ 120 OR 3 4 1 3 2 2 1 3 19 PA 2 8 7 8 4 3 1 1 2 36 PR 1 1 RI 1 2 1 1 5 Sc 2 3 1 4 2 1 1 1 1 16 SD 2 1 2 1 1 2 9 TN 10 5 11 9 4 3 41 4 4 6 1 61 TX 22 29 26 31 17 23 30 22 27 20 9 256 UT 2 1 3 VT 1 1 2 VA 2 2 1 6 2 1 2 16 WA 1 2 1 1 2 2 9 WV 1 1 1 4 7 WI 5 4 12 13 3 9 2 5 6 1 1 61 WY 2 1 1 4 • APO 1 2 3 CAN 3 5 1 6 1 2 1 2 21 FOR 1 1 1 3 208 267 297 363 186 235 218 1 201M55650 2346 Jan IFeb Mar 11Apr Ma June July Aug I Sept I Oct I Nov AAA 2 2 11 2 1 AARP 3 1 3 4 1 1 5 3 Active Years 2 1 • AR Tourism 63 60 18 12 8 8 6 7 5 2 BBB 1 2 3 4 7 4 Brumley 5 7 3 8 12 10 5 1 e-mail 19 9 11 13 11 7 8 6 4 Family Circle 21 17 6 2 4 4 3 5 2 interne 6 8 9 15 9 3 _ LOTO 1 _ NATA 3 1 2 2 1 4 1 Midwest Living_ 5 6 4 2 1 5 Newspaper Insert 2 9 3 1 21 3 Parade So.Liv 311 8 2 3 5 4 6 5 3 Rosie USA 45 12 30 6 Places Rated 2 4 _ Travel Holiday 1 1 HGTV 1 1 24/7 Vac 36 114 132 119 7 8285 43 39 84 37 17 Tour Packets 114 233 180 98 355 268 66 81 38 • • Relocation Inquiry 2003 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL AL 2 2 1 1 1 7 • AK 0 AR 14 6 10 15 9 7 13 11 8 2 2 97 AZ 1 4 2 1 2 2 4 4 1 3 3 27 CA 2 2 1 6 8 5 13 3 6 7 2 55 CO 2 1 1 5 2 5 3 19 CT 1 1 1 3 DC 0 DE 1 1 2 FL 2 8 4 1 4 3 4 3 1 30 GA 1 1 1 1 2 2 2 3 1 14 HI 1 1 2 ID 1 2 2 1 6 IL 4 3 3 3 21 3 3 1 3 3 1 29 IN 41 2 1 1 1 9 IA 2 3 3 1 1 2 12 KS 3 21 4 2 1 1 4 1 18 KY 2 1 1 1 1 1 3 10 LA 1 1 4 3 3 2 6 2 2 24 ME 1 1 MD 1 2 1 4 MA 3 1 4 MI 1 1 21 1 1 6 MN 1 1 2 31 2 2 2 13 MS 2 2 1 2 7 MO 2 2 4 4 6 3 4 3 3 2 33 • MT 1 1 2 NE 5 2 2 1 2 1 13 NV 1 1 1 3 1 1 8 NH 1 1 2 NJ 1 1 2 1 2 1 8 NM 1 1 2 1 1 2 1 1 1 11 NY 2 1 3 3 41 1 2 1 1 18 NC 1 4 2 1 1 1 10 ND 1 1 1 3 OH 1 1 4 2 1 1 1 11 OK 2 7 2 3 7 1 12 3 10 6 3 56 OR 1 1 1 1 1 5 PA 1 1 2 2 1 2 1 1 1 12 RI 0 SC 1 1 1 2 5 SD 1 1 2 TN 1 1 2 1 5 6 3 1 2 1 23 TX 6 5 51 11 15 8 19 6 11 5 3 94 UT 1 2 1 2 1 7 VT 1 2 3 VA 1 2 1 1 5 WA 5 2 1 1 1 1 11 WV 1 1 WI 22 2 2 1 9 • AP 1 1 1 3 APO 1 1 2 CAN 2 1 3 FOR 1 1 2 Total 1 531 511 531 1071 1061 7511061 641 651 481 331 01 7611 en Ile %t,I .w.. 6„ren,ll�nim.mm - 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N%A >a Average per event re $1 ,245.33 $1 ,885. 13 -34% $1 ,336.76 $1 ,489 90 i 0°x/0 . ' �-x�� • Operations: • Maintenance and Cleaning o Wesche — door locks and closures o Trusty Brothers — plaza powerwash o Choice Cleaners — window washing o AR Shades and Blinds — slat replacements o Commercial Audio Systems — revamp of AV system and new equipment order o Campbell Electric — plaza and facility lighting o Rick Hart Painting — repaint lobby area • o Harness Roofing/AR Glass and Mirror — tower leak o Lithonia Lighting — system problems o Staff Cleaning Day • Administration o Aflac — billing correction o SBC/AAA — Server corrections o Kit Williams/Tom Lonon — legalities of using contract labor for part-time workers o General bookkeeping, collections and event tracking Marketing and Public Relations • WRMC — AED press conference • 2003 Year Review — A&P Commissioners' report Event List: • Cypert Reception • Junior Cotillion • WRMC Annual Banquet • Automatic Data Processing Seminar • Praxis International VC 0 Chamber Contractor's Appreciation Dinner • Buckreus/Yates Reception a Enlow/Hymiller Reception • Celebrate the Holidays 9 Habitat for Humanity Breakfast • Abundant Life Celebration • Zavaleta Birthday Party • Franklin Electric Banquet • Fayetteville Parks and Rec Banquet • Junior Cotillion Wal-Mart Optical Holiday Party Miscellaneous Activity: • Event Management, sales, tours, cleaning and building maintenance as needed. • / . }| , ! 0 m • , . ] ! . 0. / 7§ | ! ) ! [ § _ § § § § § ak = | $ _ . . _ . . � . a . m . m . � t _ � ! ! LL k ! w _ ) & m m / ! / / Q q ( % § it E 2 . ) � � » 7 ; ) CNaLO / CD ! ) | \ 2 ! � ) _ ) » m J f f ! $ | ! | Eo § k O m . k � D m \ V> [ = m = e a § § UNIVERSITY WARKANSAS Office of University Development University House • University of Arkansas • Fayetteville, AR 72701 • (479) 575.5507 November 19, 2003 Ms. Marilyn Johnson Heifner Executive Director Fayetteville Advertising and Promotions Commission 15 W. Mountain St. P.O. Box 4157 Fayetteville, AR 72702 Dear Marilyn, The University of Arkansas is very grateful for your commitment to be a sponsor of the Council for the Advancement of Science Writers conference in the amount of $2, 100.00, for use of the Ozark Room in the Fayetteville Town Center. This event will be like none other for the University of Arkansas, and it will provide tremendous visibility for Fayetteville and the A & P Commission as supporters of scientific research and journalism. In addition, this gift can be counted towards the Campaign for the Twenty-First Century providing recognition to the A & P Commission as supporters of the vision to make this institution a nationally competitive, student- centered research university serving Arkansas and the world. This vision is contingent on gifts, and we are so pleased to have the support of the A & P Commission in this effort. Marilyn, 1 assure you Fayetteville and the A & P Commission will be proud of this event. Thanks again. Sincerely, Tan VItom Assistant Director, Corporate & Foundation Relations cc: Bob Davis The University of Arkansas is an equal opportunity/affirmative action institution. BOTANICAL CGARDEN SOCIETY OF THE OZARKS, INC. f.0. Box 3079 • Fayetteville, Arkansas, 72702-3079 479-443-6638 info@bgso.org November 18, 2003 Fayetteville A&P Commission P.O. Box 4157 Fayetteville, AR 72702 Dear Members of the A&P ;Commission: On behalf of the Botanical Garden Society of the Ozarks, I wish to express our gratitude for the continued support of the Commission for our goal of develop- . ing the Botanical Garden of the Ozarks. . As you know, we are currently beginning the construction of our Studio/ Workshop building, a project that your organization generously supported this • year. We plan to begin the next step,-ihe development of our."Backyard Garden" project, during the coming year. Your recent decision to support this effort with a grant of $ 15,000 will be helpful in getting this project underway. With your concurrence, we would like to utilize this grant in the development of our rose and "perennial borders. This would enable us to identify a spec -portion of theproject as having been funded by the Commission and would bel duly recognized by an appropriate plaque at. the site. Thanks again! Sincerely, ATo 4ecike 4" Carl A. Totemeier Executive Director