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Home My WebLink About2005-11-14 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, November 14, 2005 at noon in the Town Center Conference room. AGENDA ADVERTISING AND PROMOTION COMMISSION November 14, 2005 noon Town Center I. Call to Order - Chairman Pat Gazzola H. Presentation of Special Project Requests — T. C. lobby III. Lunch for Commissioners IV. Approval of Budgets for 2006 V. Special Project Funding Allocations VI. Reports • A. Approval of Minutes for October 10, 2005 regular monthly meeting B. Financial Report 1 . HMR Revenues 2. Financial Statements - Larry Bilbrey, Scarbrough and Murtishaw 3. Update from City Attorney re: delinquent tax collection efforts C. Report from Executive Director — Marilyn Heifner D. CVB Report E. Town Center Report F. Clinton House Museum Report — Joseph Barnes G. Advertising Agency Report — Brian Clark VII. Old Business A. Executive Director Job Description B. Business License VIII. New Business DC. Adjourn A & P COMMISSION - 2005 BUDGET ten mmft ending 10/31/05 2006 BUDGET INCOME HMR Tax Revenue $1,762,707 $1,581,887.64 1,915,918.00 Interest $90,000 $107,748.85 100,000.00 Bond Refund $72,559.50 • Oder $28,610.00 Carryover from 2004 $20.000 Miscellaneous TOTAL $1,872,707 $1,790,583.99 2,045,916.00 EXPENSES Transfers Ants Center Bonds $41,000 0.00 Town Center Fund $673,200 $580,325.40 671,376.00 Arta $2.945.00 Bond Paying Fees Bank of OK - 1/4 nt) $1,125 $4,330.00 8,000.00 Insurance - property / workman's opmp $9,000 2,000.00 CEC Taxes $50,000 0.00 Collection Expense $52,800 $31,632.84 36,918.32 Transfer to CVB $221,227 $220,000.00 247,768.00 Transfer to Ginton House Museum s0 $86,500.00 69,370.00 Peace Fountain Maintenance $5,000 $3,062.59 51000.00 Salaries $65.000 $52,196.83 68.000.00 PayroO Tax Expenw $5,200 $4,349.52 6,500.00 Insurance - Health $9,400 $0.752.50 9.000.00 401K Match $1,950 $1,56.5.96 2,040.00 Car AOowane PAW $3.000.00 3,000.00 Workrmn's opmp insurance $1,821.00 Advergsing and Marketing $300,000 $243,377.51 350,000.00 Akport Infomnatlon Booth $5.200 $4,800.00 5,200.00 AI AcNer0sing $5,355 $3,696.55 5,622.00 Brochures $30.000 $49,384.46 75,000.00 Website Update $10,000 $4,483.09 101000.00 S' - Toudsm $10,000 $5,150.88 10.000.00 Pudimbon and Dues $1,200 $1,044.53 1,200.00 Travel and T $2,000 $1,295.45 2,000.00 Otfim SuppUes and Prinflng $1,000 s5B0.e1 11000.00 Postage $15,000 $14,329.31 20,000.00 Professional Servles $12,000 $10,475.00 12,000.00 Taxes 6 Lienees - ASCAP $288.50 Audit $299 200.00 • Town Center Garden Maintenance $17,500 $14,553.26 17,500.00 Arkansas Hmpitality Fund $2,500 $2,500.00 500.00 Com Wn t $3,131.79 Spedal Projects $1,700.00 A9 Star Games $9.000 $9.000.00 Antlmie in Bloom $2.000 52.000.00 Annmican CdWqe Theater Festival $8,000 $8.000.00 Arkaru Ah Museum $10,000 $10,000.00 Arkansas H. S. Coaches Clink: $15,000 $15,000.00 Arks Music Pavlllkm $5,000 $5.000.00 Barbara Mashbum Scholamhip Foundation $1.000 Bikes. Blues & BBQ $500 Bft N l Garden 520.000 Bnmley Gospel SI 5151000 515,000.00 CMO PMW Cross Coontry Festival $500 $500.00 Conwumity Aooasa - 25th wniversary $5,000 $5.000.00 F Ad Car Weekend $1,500 Fayeftvifle Downtown Partnere sm.000 $20,109.06 FhW NW 7,500 4th of Ady Reworks $5,000 $5,000.00 HeftW TMU PaMreM $5,000 High SdmW BasebaNSoOball ChampionsNps $3,000 $3,000.00 High SUnd State Socoer ChampionsNp Championship $1,750 $1,750.00 Hogeye Marathon $3,900 $3,833.58 Hogs N Bl x - NWA Garden Show $3,650 $3,452.13 Hoik* Hoops 610,000 $10,006.00 Joe Macon Stage Rae $9,000 $9,000.00 Lewis & Clark Adventure Race $1,000 Ligtft of the Ozarks $10.000 of the Ozarks - from 2004 $20.000 514,89.5.30 Liam 5K ChaOmW for Signt $500 5500.00 NWA BEST $500 $500.00 Ozark VaUsy Trieftm $3,500 $3,500.00 P ' Charities $2.500 $2,500.00 Rural Mountain Producers Exchange - 2004 e r $8,000.00 • Sawar Bre Flavor $4,000 $2,156.46 U of A Track S Fedlity $35,000 Watton Arta Center $18,750 $14,484.70 Mis0e118nneokna UR 'rs $05.300 S17.2".281 125.000.00 Repok & Maintenance $2,267.21 $18,854.93 umuoeted Rewemms 257,121.68- $1,868,807 $1.545,610.05 2,045,91e.00 Unallocated Rwenuee - 2008 m $257,121.68 • CONVENTION VISITORS BUREAU 2005 BUDGET 10 month actual 2005 2006 BUDGET INCOME Transfer from A & P $221 ,227.00 $220,000.00 $2471768.00 Interest $300.00 $443.57 $300.00 Bus Tour Income $ 1 ,000.00 $250.00 $1 ,000.00 Special Projects - Sponsorships $2,081 .00 Bnmiley Shuttle $ 1,500.00 $924.00 $11000.00 Partnership Dues $3,000.00 $3,100.00 $40500.00 Other income $22.00 TOTAL $2279027.00 $2269820.57 $2549568.00 EXPENSES Salaries & Wages $ 109,377.00 $88,333.40 $1340900.00 Payroll Tax Expense $ 16,312.00 $7,833.58 $181886.00 Insurance $ 16,688.00 $ 11 ,960.00 $201235.00 401K Match $3,250.00 $2,500.00 $4,047.00 Unemployment Ins. Publications and Dues $2,000.00 $837.00 $2,000.00 Utilities Rent $8,400.00 $7,700.00 $8,400.00 Phone $4,000.00 $2,963.73 _f4,000 00 • Postage $200.00 $626.00 $200.00 Convention & Tourism Development $20,000.00 $169909.22 $209000.00 Travel & Tminin $209000.00 $ 14,583.79 $28,000.00 Repairs & Maintenance $2,000.00 5330.60 $29000.00 Advertising & Mktin (Brochure) $ 100,00 Materials & Supplies $5,000.00 $5,412.30 $51000.00 Copier Office Supplies/Printing ) $2,500.00 $825. 15 $20500.00 Update computers/Added secretarial expense $1 ,500.00 $3,300.00 Tmcking software/maintenance $1000.00 $1 ,100.00 Credit Card discounts $ 164.34 TOTAL $2219227.00 $161,079,111 $254v568.00 • • CLINTON HOUSE MUSEUM Income 2005 Budget 0 months ending 10/31/0 2006 Budget Transfer from A & P 889500.00 Admission 82,500.00 303.00 829500.00 16,500 visitors Qa $5.00 each Special Events 1 ,500.00 1 ,500.00 6 Q $250 each Gift Shop sales 2,000.00 289.80 2,750.00 Speaker series 4 lectures, 25 people@21500.00 29500.00 Interest 40.09 120.00 Other Income 11659.00 Total 88,500.00 909791 .89 89,370.00 Expenses Sala + benefits 42,000.00 12,500.00 39,400.00 Payroll Tax Expense 19326.30 Insurance - health 742.11 Rent 12,000.00 7,000.00 12,000.00 Utiliities 6,000.00 3,500.00 Water 143.91 • Gas 93.88 Electricity 385.55 Telephone 495.86 Office Equipment/Supplie 4,900.00 11938.66 2,400.00 Credit card discounts 17.87 Insurance (contents) 11000.00 600.00 Website 61000.00 6,000.00 Security 5,000.00 5,742.90 420.00 Gift items 5,000.00 5,000.00 Display Cases 11000.00 0.00 Advertising/brochures 51000.00 136.80 100000.00 Maintenancellawn service 600.00 600.00 Repair/Maintenance 0.00 11478.24 1 ,200.00 Sales tax 8,250.00 Taxes and Licenses 50.00 Minor Equipment 590.35 Conv. Devel/S ecial project 800.69 Miscellaneous 16.21 Total 88,500.00 339459.33 89,370.00 • • TOWN CENTER 2005 BUDGET 10 Month actual _ Proposed 2006 bud et INCOME Rental incl Service charge $3259172.00 293,914.89 443,241 .00 Interest - Checking $200.00 141 .34 150.00 Rental Taxes Miscellaneous Parking Revenue Dail $59000.00 41710.00 5,000.00 Leases $35,000.00 40,020.74 40,000.00 Other income 289.01 Sales Tax Ex ense (refund) -31237.98 -10,000.00 Transfer from A & P Commission -380.00 Less Returns & Allowances Special Projects $40,000.00 41354.94 109000.00 TOTAL $405,372.00 3399812.94 4880391 .00 Depreciation EXPENSES Salaries & Wages $1659557.00 134,025.27 182,798.00 Commissions $32,517.25 24,780.70 44,324.00 Payroll Taxes $209550.00 14,208.88 24,983.00 Rental Taxes Credit Card Discounts $1 ,500.00 686.27 11000.00 • Insurance $15,692.00 13,786.85 18,112.16 401 K Match $49606.71 29232.60 49500.00 Utilities Water $6,846.00 59265.57 6,850.00 Phone $8,632.00 7,447.86 8,650.00 Electricity $51 ,124.00 43,915.49 601875.00 Gas $12,003.99 91499.79 19,500.00 Cable $1 ,029.36 1 ,110.55 1 ,200.00 Postage $325.00 152.64 200.00 Contract Services Linens $19,811 .00 12,378.36 22,782.00 Outside Repairs and Maintenance $389178.00 40,894.10 45,176.71 Materials & Supplies $4,000.00 3,569.29 39000.00 Office Supplies/Printing 958.68 1 ,000.00 Advertising and Promotion $39000.00 19193.00 31000.00 Public Notification Travel & Training $250.00 750.00 Publications & Dues $500.00 250.00 Building Insurance $5,750.00 51628.00 5,750.00 Taxes and Licenses $19500.00 1 ,535.00 2,205.00 Special Projects - T. C. Pro'ec $121000.00 3,422.00 12,000.00 Miscellaneous 153.00 Depreciation 169654.42 19,985.13 • TOTAL $405p372.3111 343,498.32 488,891 .00 etteville Advertising and Promotion Commission 2005 Received 2006 Request MH Rec Comm Appr. Arkansas Air Museum $10,000 $30,000 $5,000 All Star Games $9,000 $9,000 $9,000 Arkansas Music Pavilion $5,000 $50,000 $10,000 Brumley Gospel Sing request withdrawn Coaches Clinic and Golf Tournament $13,500 $15,000 $15,000 Fayetteville Downtown Partners $20,000 $501000 $10,000 Fayetteville Farmers' Market $6,000 $89000 $8,000 Fourth of July Red White and Boom! $5,000 $10,000 $10,000 Holiday Hoops $10,000 $219500 $10,000 Joe Martin Stage Race $9,000 $10,000 $5,000 Mardi Gras $0 $1 ,500 $1 ,500 National Rabbit Show $0 $5,969 $2,500 Northwest Arkansas Coaches Clinic $0 $7,000 $7,000 Ozark Military Museum $0 $25,000 $5,000 Ozark Valley Triathlon $3,500 $5,000 $2,000 Real Deal on the Hill $0 $7,000 $5,000 Saturday of Champions $3,000 $3,000 $3,000 State Soccer Champions $1 ,000 $1 ,750 $1 ,750 or the Flavor - Faith in Action $4,000 $5,250 $0 Was Trophy Hunters $50,000 $20,000 Tram Proposal $0 $75,000 $0 Walton Arts Center "Rain" $10,000 $0 $99,000 $399,969 $129,750 Unallocated Revenues - $257, 121 .68 ' In 2005, WAC received $9,000 for banners, $7,750 for 42nd Street • F� 'ETTEVhLLE ADVERTIShNG & PROMOTION COM+MEhSS'IOO N FUN'DhNG RaEQUEST APPLICEITI®N 1. Name of organization or event & Tax ID #? American Trophy Hunters Association DBA : Texas Trophy Hunters Association Tax ID# 20-3085409 2. Contact person with complete address and phone number ? Claudia Marchese Texas Trophy Hunters Association P.O. Box 20117 Oklahoma City, Oklahoma 73156 Phone: 918-813-0341 3, Purpose of the event; status of the sponsor? Texas Trophy Hunter Associations group of annual Hunters Extravaganza's has been considered the largest group , of hunting shows in the South for the last 27 years. The group currently consists of three annual shows offered in late July; in San Antonio, Ft Worth, and Houston Texas. We are now starting a chapter of the Association in Arkansas and will hold an annual Hunters Extravaganza in Arkansas annually in April for the membership in that area. Texas Trophy Hunter' s is a privately held company incorporated and based in San Antonio, Texas. 4. Period of operation or event date ? The Hunters Extravaganza will be open to the public: Friday April 28, 2006 5 :OOpm - 10:00pm Saturday April 29, 2006 10:00am - 8 :OOpm Sunday April 30, 2006 11 :00am - 6:OOpm 5. Location or event site ? Randall Tyson Track Center 6. Background and history ? The Texas Trophy Hunters was established in 1975 and over the years has grown into an unparalleled organization. The following are only a few of our milestones reached over the years are: • A membership base numbering tens of thousands comprised of the most passionate and dedicated hunters from all around the world, ranging from plain folks to celebrities. • A series of the annual gatherings - the world-famous Hunters Extravaganzas - that draw well over a hundred thousand people, and thousands of vendors, each and every year. • An Association publication - The Journal of the Texas Trophy Hunters - that is nearly 200 pages every other month, and is distributed by mail and on newsstands across the USA. • A nationally syndicated TV show that is considered one of the best hunting shows on television. 7. Expected visitor draw (radius/mileaQe ), Include prior year count ? The three Hunters Extravaganza' s held in Texas in 2005 had the following total attendance for the three day event: Houston 35 ,000 San Antonio 20,000 Ft. Worth 40,000 The event at the Randall Tyson Track Center is expected to attract at least 30,000 attendees over the three day period, and contain 500+ vendors at the event that will occupy 500+ hotel i rooms over a 5 day period during the course of the. event. 8. linage: Is this organization or event identifiable with an attractive or unique feature of our area ? The organization is planning to start a chapter at the University of Arkansas. This is why Fayetteville would be a logical choice for the event. The University of Arkansas Chapter will be modeled after the current Texas A&M Chapter which has roughly 1 ,000 active members, making it the largest chapters in the country. The chapter' s main fund-raiser every year is their annual hunter' s banquet, which they hold every October. This year' s event raised close to a $ 100,000. The chapter uses this money for operating expenses, but the majority of the money they earn goes to charity events and organizations such as food shelters, women ' s shelters, young hunts and other local charity organizations. All officers in the chapter work for free and are full time students at Texas A&M, carrying a minimum GPA of at least a 2.0. If Fayetteville is chosen for this event the Hunters Extravaganza will be held in Fayetteville every year following the 2006 event. That along with the University of Arkansas Chapter of the organization will guarantee continued revenue and community support for the City of Fayetteville. 9. Marketing Plan: Advertising, public relations, sales ? A Marketing Plan for this event will not be completed until a site for the event is established. i 10. Anticipated media exposure ? The anticipated media exposure for the event will include the following: • An extensive media campaign including radio, cable, and print ads to be ran 14 days prior to the event that will feature information on the organization, the show, as well as the City of Fayetteville. The ads will be ran in the following states : o Kansas o Oklahoma o Texas o Missouri Arkansas The projected cost for this campaign is $ 100,000+ . The event will also be advertised in the organizations publication The Journal of the Texas Trophy Hunters which is published 6 times a year. . The event will again be discussed and advertised during the nationally syndicated Texas Trophy Hunters cable television show aired three a week. 11 . Marketing plan budgets ? As stated above the Marketing Plan and budget will not be established for the event until a site is determined but it will be set up to follow the 2005 Fort Worth Show which drew 40,000 attendees; had 560 exhibitor booths that occupied over 2500 hotel room nights during the Tuesday thru Sunday run of the event including set-up and tear down days. 12. Funding request: state specific purpose and amount ? The Texas Trophy Hunters are requesting $50,000 for our event to assist in our advertising efforts to launch this annual event in a way that will ensure its success for the following years. Being a new chapter of the organization this will also assist in the launch of the University of Arkansas Chapter of the organization that will have continual community involvement. I I 13. Describe how this request meets the criteria of uses of A &P funds ? The funds meet the requirements of the A&P Commission by using all of the funds granted towards the five state advertising campaign to market the Hunters Extravaganza event as well as the City of Fayetteville as a destination to existing and new members of the Texas Trophy Hunters. 14. Provide full financial disclosure of all revenues and expenses ? It is the view of the Texas Trophy Hunters Association as a privately held corporation to not release our financial records to the public. i 0 0 0 0 0 0 0 0 0 o rn o 0 0 0 0 0 0 0 0 o rn '� oo0 300 0 o O o o (D0000O (n (° 000 0 j 0 0 0 N O 0 0 o v? o Lf? fA 0 0 0 0 0 h N 00 0 0) O' O qi O 'O ((i O 0 O O O r�: (n O h M r- (n O (n O O) N M fA LO = � N Vi f9 CV 69 H fA fA N 649. 69 V3, fA fA O h � W • fA fA •3 6c> fA fA fA fA fA 40% m o v N � O O O O O l() 0 0 0 0 0 0 0 0 0 0 0 0 0 O O � O 00 O O M O 00 0 0 fA fA fA O to. 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(D C O O 0 O r rn N _N E o in 0 00 O O p O (co O N O N U co �i o rA O N co cc 69 fA � c E O E ° c O N m m U O 0 a E 0) mo y o v o r c F (o L� 10 v cc FA o o a f '' o w c Y c E - c r U E c c o > ° c ° ; ani v ° m °) y CL° ELL c a N n n0 o m � rn m fO � Hwr. tU > 2 d U d Q m O V y y o r y m ¢ (g o o LL n Q y M O rn C7 = = M �'r. (n - m m m ° O C N Ld U) N y t N N N ° >% N C9 N ° 2 > fU W Wi t.. H d C O d C C U N N C O = % 25 N O N E S N N — =2 2 cu N N o 0 �j fp O N N N N (u y N N C LL Q ¢ ¢ m � LL LL LL I -5 2 z z 0 0 x 0) fA U) 9 • 2000 Special Projects Arkansas Air Museum $25,000 Airfest $3,000 Saturday of Champions $3,000 Arkansas State Cross Country Champ. $1 ,200 Botanical Garden Society Master Plan $50,000 Committee for Mardi Gras $500 Fine Arts Festival and Autumnfest $22,655 First Night Fayetteville $2,000 Historic District Commission $2,000 Holiday Hoops $100000 Joe Martin Stage Race $500 North Arkansas Symphony $2,000 Razorback Sams $2,000 Square Gardens $80776 Trolley $159000 UA Tailgate Parties $8,000 UA Track Sponsorship $5,000 USSSA World Softball Tournament $3,000 Washington Co. Historical Society $29000 Walton Arts Center $1 ,200 Wood Bat Classic $500 $167,331 • 2001 Special Projects Bootsie Ackerman - conference expenses $19200 Air Museum $23,000 All Star Games $5,000 Arkansas B. E. S. T. $53000 Northwest Arkansas B. E. S. T. $750 H. S. Coaches Clinic $109000 H. S. Cross Country $1 ,200 Bikes, Blues, BBQ $39500 Botanical Garden Society $1 ,532 Brumley Gospel Sing $15,000 Committee for Mardi Gras $500 DDEP Festival Support $6,000 Downtown/Dickson Enhancement $27,500 First Night $1 ,600 Hog Wild $7,500 Holiday Hoops $9,000 Joe Martin Stage Race $500 Lights of the Ozarks $5,000 Mid America Youth Basketball Tournament $1 ,000 NCAA/SEC Track Meets $5,000 North Arkansas Symphony $3,000 Ozark Blues Society $1 ,000 Saturday of Champions $2,400 • State Soccer Championship $1 ,000 Town Center Garden Maintenance $17,500 University Museum $20,000 • Walton Arts Center $1 ,200 Brochures $509000 Acoustic Fix $114,800 $340,682 2002 Special Projects Arkansas Air Museum $25,000 Arkansas High School All Star Games $5,000 Arkansas High School Coach's Clinic $10,000 Arkansas High School Cross Country Champ $1 ,200 Bikes, Blues, and BBQ $10,000 Botanical Gardens of the Ozarks $16,906 Brumley Gospel Sing $15,000 Committee for Mardi Gras $1 ,000 First Night $12,500 Holiday Hoops $8,000 Joe Martin Stage Race $1 ,000 Mid-America Youth Basketball Tournament $1 ,000 Saturday of Champions $2,800 State Soccer Championships $1 ,000 Town Center Garden Maintenance $17,500 University Museum $20,000 Walton Arts Center $1 ,200 $149,106 • 2003 Special Projects Arkansas Air Museum $25,000 Bikes, Blues and BBQ $15,500 Botanical Gardens of the Ozarks $45,000 Brumley Gospel Sing $15,000 DDEP Fine Arts Festival $3,000 Don Glass Charity Classic $6,300 Downtown/Dickson Enhancement Project $17,600 Farmer's Market $3,000 First Night $100000 High School Coaches Clinic $15,000 High School All Star Games $59000 High School Saturday of Champions $30000 Hogeye Marathon & Relays $11500 Holiday Hoops $103000 Joe Martin Memorial Stage Race $20,000 Natural State Games $975 North Arkansas Symphony $6,000 NWA BEST $19300 Ozark Blues Society $15,898 • Ozark Valley Triathlon $2,500 Walton Arts Center $2,400 $223,973 • 2004 Special Projects All Star Games $9,000 American College Theater Festival $2,400 Arkansas Air Museum $20,000 Arkansas H. S. Coaches Clinic $12,500 Art Car Weekend $4,500 Bikes, Blues, and BBQ $25,000 Botanical Gardens of the Ozarks $15,000 Brumley Gospel Sing $15,000 Chile Pepper Cross Country Festival $3,500 Council for the Advancement of Science Writer $2,100 Diamond Classic Baseball Tournament $750 Evergreen Cemetery Fence $10,000 DDEP Fine Arts Festival $3,500 Farmer's Market $6,000 First Night Fayetteville $10,000 Heritage Trail Partners $4,250 Holiday Hoops $10,000 Joe Martin Stage Race $7,500 Lewis and Clark Urban Advernture Race $2,000 Lights of the Ozarks $20,000 NWA BEST $1 ,300 Ozark Blues Society $5,000 Ozark Valley Triathlon $4,000 Saturday of Champions $3,000 • State Soccer Championships $1 ,000 Pagnozzi Charities $3,000 Walton Arts Center $6,000 Walton Arts Center Exterior Banners $9,900 Washington Co. Historical Society $216,200 2005 Funding Requests All Star Games $9,000 American College Theater Festival $6,000 America in Bloom $2,000 Arkansas Air Museum $10,000 Arkansas Music Pavilion $5,000 Arkansas H. S. Coaches Clinic $15,000 Arkansas H. S. Baseball/Softball Finals $3,000 Art Car Weekend $1 ,500 Barbara Mashburn Scholarship Foundation $1 ,000 Bikes, Blues and BBQ $5,000 Botanical Gardens of the Ozarks $209000 Brumley Gospel Sing $15,000 Community Access Television $5,000 Chili Pepper Festival $500 • Fayetteville Downtown Partners $209000 First Night $7,500 Fourth of July Red White and Boom $53000 • Heritage Trail Partners $5,000 Hogeye Marathon $3,900 Hogs in Bloom - NWA Garden Show $3,650 Holiday Hoops $10,000 Joe Martin Stage Race $92000 Lewis & Clark Urban Adventure Race $1 ,000 Lights of the Ozarks $100000 Lions 5K Challenge for Sight $500 NWA BEST $500 Ozark Valley Triathlon $3,500 Pagnozzi Charities $2,500 Savor the Flavor $4,000 State Soccer Championships $1 ,750 U of A Track Storage Facility $35,000 Walton Arts Center $16,750 Arkansas Hospitality Fund Drive $2,500 Hogeye Marathon $39900 $243,950 • • ADVERTISING AND PROMOTION COMMISSION • REGULAR MEETING October 10, 2005 Commissioners Present: Dan Coody, Neal Crawford, Bob Davis, Pat Gazzola, Don Marr, David McGeady, and Maudie Schmitt. Commissioners Absent: None Staff Present: Marilyn Heifner, Allyson Twiggs, Willistine Smith, Joseph Barnes Chairman Pat Gazzola called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on October 10, 2005 at the Fayetteville Town Center at 2:00 p.m. MINUTES Moved by Marr, second by Schmitt to approve the minutes of the September 12, 2005, regular meeting. Motion carried. FINANCIAL REPORT Larry Bilbrey, Scarbrough & Murtishaw, reviewed financials for September. Moved by Davis, second by Marr to approve financial statements. Motion carried. • HMR REVENUES HMR revenues for September were $ 162,215 . 14, an 11 .03% increase over last September. Hotel revenues were up 10.45% and restaurant revenues were up 9.28%. CITY ATTORNEY City Attorney reported collections of $7,033.34 in September. This brings year to date total to $59,494. 14. We have now surpasses the annual overdue HMR collections achieved in 2003 and 2004. Kit Williams discussed the HMR business license that would require a security deposit by poor payers. Items will be brought up under Old Business at October meeting. DIRECTOR'S REPORT Inquiry responses are up year to date. Internet per day average visits is up 47% year to date. Chuck Haralson with Arkansas Parks and Tourism was up for Bikes, Blues and BBQ weekend and shot photographs and video of the event and other Fayetteville attractions when he was here. Marilyn showed the Southern Living article featuring the Fayetteville historic walking tour. • CVB REPORT Allyson reported 188 room nights booked on Travel Host representing $28,361 in revenue for hotels and $ 1400 profit for CVB. Clinton House Reception will be Thursday. • CVB will host Trick or Treat on the Square on October 31 . Allyson has interns working on the project for their practicum. TOWN CENTER REPORT Willistine Smith reported a 20% increase in collections year to date, a 14% increase in contracts issued, and a 45% increase in events. CLINTON HOUSE MUSUEM Joseph Barnes said the Museum was up and running. The first visitors were from Springfield, Missouri, and the second was from Finland. Skip Rutherford, president of the Clinton Presidential Library Foundation visited the Museum and was complimentary. Joseph continues to work on gathering materials for the displays and for the Open House. Bricks have been sold resulting in $800 in revenue. AGENCY REPORT Brian Clark said the fall campaign is in full swing. OLD BUSINESS Fayetteville Arts Festival Daniel Hintz gave a summary of the Fayetteville Arts Festival. They partnered with 35 different organizations. Media outreach was 500 miles with 2.5 million media customers • reached. They do not have numbers of visitors from out-of-town for this year, but can get in 2006. A substantial number of artists were from out of the region. Generated revenue of $ 13,700. Poetry Slam and 2 rock bands created a disparity of money. Sold out of the 24 hour film festival. Total available funds for 2006 for seed money is $7,876. They are looking at a different date (perhaps August) for next year. Performance Obiectives Discussion of the performance objectives, increase in salary, and changes in present job description was held. McGeady asked for ways to track tangible results for performance from the physical expectations of the job. Marr pointed out that it appears that the Commission struggles with the position description and performance metrics. He will work with Chairman Gazzola and Marilyn to develop a job description to be brought to Commission. He has items that other executive director job descriptions have in them. There being no further business, the meeting was adjourned. Respectfully submitted, ,C' 0 • Marilyn HeifnOer Executive Director • Advertising and Promotion Commission For month of October 2005 Current Year HMR Collected (2120. 0912 .4101 .00) $ 166,624.78 Prior Year Collected (2120.0912.4101 .00) $ 21700.42 Checking Interest Revenue (2120. 0912 .4705.00) 7.56 Garner Investment Interest Revenue (2120.0912 .4708.00) 12,335.20 Total Revenues $ 181 ,667 . 96 Annual Bond Resource Payment-Audit Cost (2120.9120.7602.60) - Collection expense (2120.9120.7602.60) (32386. 50) Bank of OK Quarterly Fee (2120.9120.5333. 00) - Town Center Bond Payment (2120.9120.7602.60) (552354.99) 2004 Property Taxes on Town Center (2120. 9120.7602 .60) ( 11617.83) Total Expenses $ (60, 359 . 32) • Total Check to A&P $ 121 ,308.64 • • e o 0 0 0 0 0 0 0 o e O d a) co (D V LO 0) M N h O > (o O r-� 7 O r M ? M O O N O O d cN-- N oo O o) oo c6 a) O N } r r o a N U 0o co M M (D V O co U) 00 y � 00 N M OO (N < O N GD X Q $ F u (N N LO (NO W fn0 CND (D r 64) H 69 H9 64 to to bo bH b9 N N S 0 0 0 0 0 0 0 0 0 0 0 0 )a (a W O n (D O m r� U) co > cc (� O oD O co co O r t• ao a O N c-4 cNi N D) c� r-� O O a o0 (� N O 0 } r r r N N a to U m N C M N 0(0 r O 0)i N ((D OD (3) r a) O 7 O V a) O O M M .- M X to 6 0 O Lei Q1 N O O (A O CD (D • (0 M N M V V I�t (D 11 K (D O M Ln N F to to to to to Vi to to H to to U9 W 2 \° \° 0 0 0 0 0 0 0 0 0 0 0 0 0 N aD N O O M M O O O N M O N q N Q Q c� N O r 4 r�: a } N 0 to U (O (a O M O 1a (0 O N (0 A N (n co O O M r (O O O N O � N (O N M (0 V N a) (0 CD N to X O (a P, N d N c N N (O oC (O coO o) N N N M M M M M N N N I0 a' to to to � N9 N9 to to to H � � N InO N = N O O N N (� co r 0 f0 � co O N N O � N C N O O O 41 O N Ld N N O (h O) co V R co r to C (Cp (1 N N N cei C6 N Ld N N CO N cn _ O (3 O N 0 d' to to fA bo to to 613, H � 64 69 N9 d X = N ' a • !ti fo N L E wYZ m E d n aci c m 2 T d c C c d aE o c U f -moi (i m Q f � -' � Q (q O Z O • HMR Comparison 2003 to 2005 Using Year-End totals per HMR Report HOTELS 2003 2004 % change 2005 % change Dec 10,773.64 12,048.60 11 .83% 149024. 18 16.40% Jan 10,638.74 12,397.02 16.53% 13,738.64 10.82% Feb 12, 140.56 15,880.91 30.81 % 17,865.90 12.50% Mar 15,371 .78 18,217.06 18.51 % 18,992.80 4.25% Apr 16,534.22 17,283.48 4.53% 19,650.73 13.70% May 16,568.61 19,483.47 17.59% 22,347.62 14.71 % Jun 189530.45 22,255.75 20. 10% 22,690.00 1 .95% Jul 16,031 .25 17,050.01 6.36% 18,668.34 9.49% Aug 16,098.10 17,009.75 4.77% 18,786.70 10.45% Sep 16,875.70 21 ,823. 18 29.32% 21 ,524.09 -1 .37% Oct 25,183.66 24,267.01 -3.63% Nov 16,468.24 169294.83 -1 .05% 191 ,214.95 214,011 .07 11 .92% 188,289.00 7.32% RESTAURANTS 2003 2004 % change 2005 % change • Dec 112, 143.74 1219932.28 8.73% 1309140.76 6.73% Jan 104, 133.72 1149689.20 10.14% 138,754.38 20.98% Feb 99,436. 17 113,449.63 14.09% 140,240. 16 23.61 % Mar 113,299. 12 1169089.97 2.46% 134,645.71 15.98% Apr 1081157.35 1169906.50 8.08% 133,452.33 14.15% May 114,543.92 1209030.66 4.79% 1329159.21 10.10% Jun 111 ,410.87 121 ,219.99 8.80% 147,940.47 22.04% Jul 109,920.03 1229417.98 11 .36% 130,239.89 6.39% Aug 117,824.90 122,630.00 4.07% 134,015.30 9.28% Sep 112,098.50 124,228.30 10.82% 137,712.24 10.85% Oct 127,371 .76 130,835.07 2.71 % Nov 104,084.85 118, 147.51 13.51 % 1 ,334,424.93 1 ,442,577.09 8.10% 19359,300.45 13.88% • Fayetteville Advertising and Promotion Commission Fayetteville Town Center Fayetteville Convention and Visitors Bureau Clinton House Museum Financial Statements October 31 , 2005 • • SCARBROUGH • MURTISHAW, CERTIFIED PUBLICACCOUNCANTS, P.A. 34 W. Colt Square, Suite 3., Fayetteville, AR 72703888 • Telephone (479) 5211771 • Fax (479) 4421082 • Home Page, SMCPAS.com Waley D. Murtishaw, CPA Larry H. Bilbrey, CPA Fayetteville Advertising & Promotion Fayetteville Town Center Fayetteville, Arkansas We have compiled the accompanying balance sheet, statements of revenues and expenditures, and schedules of general expenditures and special projects of the Fayetteville Advertising and Promotion Commission, The Fayetteville Town Center, The Convention and Visitors Bureau, and The Clinton House Museum as of October 31 , 2005 and for the ten 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 November 9, 2005 • Members, American Institute of CPAs Private Companies Practice Section Arkansan Society of CPAs Fayetteville A & P Commission Balance Sheet • As of October 31 , 2005 ASSETS Current Assets Cash in Bank of Fayetteville - Town Center $ 53,975.03 Cash in Mcllroy Bank - A & P General 528,651 .38 Cash in Bank of Fayetteville 67,991 .32 Cash in Mcllroy Bank - A & P Payroll 14,304. 13 Cash in Bank - Conv & Visitor Bureau 56,056.02 Cash in Bank - Clinton House 54,518.17 Clinton House Inventory 21632.92 Investments 31073,007.20 Investment Adjustment to Market 41492.82 Accounts Receivable 89,737.33 Accrued Interest Receivable 26,965.06 Total Current Assets $ 3,972,331 .38 Property, Plant, & Equipment at Cost • Furniture and Fixtures 91602.98 Building Additions 2069677.24 Equipment 166,502.88 Less: Accumulated Depreciation (151 ,801 .30) Net Property and Equipment 230,981 .80 Total Assets $ 4,203,313. 18 LIABILITIES AND CAPITAL Current Liabilities Payroll Taxes Payable $ 870.83 Accounts Payable 89,753.69 Accounts Payable - Parks HMR 549.26 Due to Other Funds 69272.64 Total Current Liabilities $ 97,446.42 Capital Unrestricted Fund Balance 39753,745.95 Current Year Earnings 352, 120.81 • Total Capital 41105,866.76 Total Liabilities and Capital $ 4.203,313. 18 See Accountants' Compilation Report Fayetteville A & P Commission • Statement of Revenues and Expenditures Ten Months Ending October 31 , 2005 , Month of 2005 2004 2005 October 31, 2005 Year to Date Year to Date Budget Actual Actual Actual Revenue HMR Tax Revenue $ 11759,886.00 $ 162,215.14 $ 11581 ,667.64 $ 19417,645.75 Other Income 0.00 0.00 28,610.00 1 ,248.07 Governor's Conference Sponsorships 0.00 0.00 0.00 46.769.28 Total Revenue 1 .759.886.00 162.215.14 1 .610.277.64 1 .465.683.10 General Expenditures See Schedule 865 880.00 44.610.23 656.595.37 616.694.15 Capital Outlay Minor Equipment 0.00 4.663.15 17.244.28 26.878.23 Other Revenues (Expenditures) Interest Income - Checking 0.00 21 .25 21 .25 0.00 Interest Income - Investments 900000.00 12,630.70 107,725.60 86,418.29 CEC Bond Excess 0.00 0.00 729559.50 204,207,67 CEC Washington Co. Property Tax (50,000.00) 0,00 0.00 (55,261 .60) • Bond Payments - Arts Center (41 ,000.00) 0.00 0.00 (40,282.79) Bond Payments - Town Center (673,200.00) (56,032.54) (560,325.40) (2410259.60) Bond Payments - CEC 0.00 0.00 0.00 (315,750.00) Arbitrage Expense 0.00 0,00 (2,945.00) (21080.00) Transfers to Other Funds (221 .227.00) 0,00 (308.500.001 (200.000.00) Total Other Revenues (Expenditures) (895,427.00) (43.380.59) (691 .464.051 (564,008.03) Excess Revenues Over (Under) Expenditures $ (1 .421 .001 $ 69.561 .17 $ 244.973.94 $ 258.102.69 • See Accountants' Comchation neccr, Fayetteville A & P Commission Schedule of General Expenditures Ten Months Ending October 31 , 2005 Month of 2005 2004 2005 October 31 , 2005 Year to Date Year to Date Budget Actual Actual Actual General Expenditures Salaries & Wages $ 65,000.00 $ 5,325.18 $ 52,196.83 $ 48,146.54 Payroll Taxes Expense 5,200.00 406.02 4,349.52 4,037.36 Insurance 9,400.00 675.25 6,752.50 7,922.97 408(P) Company Match 11950.00 159.76 1 ,565.96 1 ,684.42 Car Allowance 3,600.00 300.00 3,000.00 31000.00 Materials and Supplies 11000.00 0.00 550.61 382.23 Office Supplies/Printing 0.00 0.00 0.00 405.21 Office Expense 0.00 0.00 30.00 614.59 Publications & Dues 1 ,200.00 0.00 1 ,044.53 1 ,140.95 Postage 15,000.00 1 ,743.50 14,326.31 109131 .12 Insurance - Vehicles 9,000.00 0.00 0.00 546.94 Insurance 0.00 1 ,621 .00 1 ,821 .00 19713.00 Professional Services 12,200.00 1 ,000.00 10,475.00 10,000.00 Taxes and Licenses 0.00 0.00 268.50 0.00 Collection Expense 52,800.00 3,244.30 31 ,632.84 28,453.03 Bond Paying Agent Fees 1 ,125.00 0.00 4,330.00 2,250.00 Convention Development 0.00 0.00 3,131 .79 0.00 • Repairs and Maintenance 65,300.00 0.00 2,267.21 0.00 Kamensky Fountain Maintenance 5,000.00 0.00 3,062.59 0.00 Advertising and Marketing 300,000.00 17,375.71 243,377.51 215,241 .46 Airport Information Booth 5,200.00 0.00 41800.00 4,800.00 Interspace Airport Advertising 5,355.00 0.00 31698.55 39698.55 Website Update 10,000.00 0.00 41463.09 2,390.00 Signage - Tourism 10,000.00 0.00 5,150.88 453.93 New Brochures 300000.00 0.00 49,384.46 12,568.99 Other Special Projects 0.00 0.00 11700.00 0.00 Travel and Training 21000.00 61 .37 1 ,295.45 313.04 Depreciation Expense 0.00 1 ,665.50 16,654.93 15,908.51 Special Projects (See Schedule) 255.550.00 10.832.64 185.265.31 240,891 .31 Total General Expenditures $ 665,880.00 $ 44,610.23 $ 656,595.37 $ fi16,694.15 • See Accountants' Compilation Report Fayetteville A & P Commission • Schedule of Special Projects Ten Months Ending October 31 , 2005 Month of 2005 2004 2005 October 31 , 2005 Year to Date Year to Date Budget Actual Actual Actual Special Projects Air Museum $ 10,000.00 $ 0.00 $ 10,000.00 $ 200000.00 Bikes, Blues, BBO 59000.00 0.00 0.00 25,000.00 Botanical Garden Society 20,000.00 0.00 0.00 0.00 Town Center Garden Maintenance 17,500.00 1 ,458.31 14,583.28 16,041 .63 Walton Arts Center 7,750.00 3,374.33 119124.33 69000.00 Northwest Arkansas B.E.S.T. 500.00 500.00 500.00 19300.00 H. S. Coaches Clinic 15,000.00 0.00 15,000.00 13,500.00 Sturday of Champions 0.00 0.00 0.00 - 3,000.00 State Soccer Championship 1 ,750.00 0.00 1 ,750.00 1 ,000.00 Holiday Hoops 10,000.00 10,000.00 10,000.00 101000.00 Joe Martin Stage Race 99000.00 0.00 9,000.00 7,500.00 All Star Games 9,000.00 0.00 91000.00 9,000.00 Ozark Blues Society 0.00 0.00 0.00 5,000.00 Brumley Gospel Sing 15,000.00 0.00 15,000.00 15,000.00 Downtown Dickson Enhancement Project 0.00 0.00 0.00 520.95 Lights of The Ozarks - 2004 Budget Carryover 10,000.00 0.00 14,895.30 0.00 First Night Fayetteville 71500.00 0.00 0.00 10,000.00 • Hogeye Marathon & Relays 3,900.00 0.00 39833.58 0.00 America in Bloom 2,000.00 0.00 21000.00 0.00 Rural Mountain Producers Exchange 0.00 0.00 6,000.00 0.00 DDEP Fine Arts Festival 0.00 0.00 0.00 3,468.72 Ozark Valley Triathlon 1 ,500.00 0.00 3,500.00 4,000.00 American College Theater Festival 6,000.00 0.00 6,000.00 21400.00 Council for the Adv of Science Writers 0.00 0.00 0.00 2,100.00 Governor's Conference 0.00 0.00 0.00 46,789.28 Art Car Weekend 1 ,500.00 0.00 0.00 4,418.32 Chile Pepper Cross Country Fest 500.00 500.00 500.00 3,500.00 Diamond Classic Baseball Toum. 0.00 0.00 0.00 750.00 Heritage Trail Partners 51000.00 0.00 0.00 4,250.00 Lewis & Clark Urban Adventure Race 1 ,000.00 0.00 0.00 0.00 Pagnozzi Charities 20500.00 0.00 21500.00 0.00 U A Baseball Regionals 0.00 0.00 0.00 5,000.00 Walton Arts Center Ext. Banners 9,000.00 0.00 3,360.37 3,298.80 Washington Co. Historical Society 0.00 0.00 0.00 1 ,611 .02 Evergreen Cemetery Fence 0.00 0.00 0.00 10,000.00 4th of July Fireworks 50000.00 (5,000.00) 51000.00 31500.00 Autumnfest 0.00 0.00 0.00 21942.59 Community Access - 25th Anniversary 5,000.00 0.00 5,000.00 0.00 High School Baseball/Softball Championships 3,000.00 0.00 3,000.00 0.00 Hogs in Bloom - NWA Garden Show 3,650.00 0.00 3,452.13 0.00 Savor the Flavor 41000.00 0.00 21156.46 0.00 Arkansas Music Pavilion 5,000.00 0.00 5,000.00 0.00 Barbara Mashburn Scholarship Foundation 1 ,000.00 0.00 0.00 0.00 Fayetteville Downtown Partners 20,000.00 0.00 20,109.86 0.00 Lions 5K Challenge for Sight 500.00 0.00 500.00 0.00 Arkansas Hospitality Fund Drive 2,500.00 0.00 2,500.00 0.00 U of A Track Storage Facility 35.000.00 0.00 0.00 0.00 • Total Special Projects $ 255,550.00 $ 10,832.64 $ 185,265.31 $ 240,891 .31 See Accountants' Compilation Report Fayetteville Town Center • Statement of Revenues and Expenditures Ten Months Ending October 31 , 2005 Month of 2005 2004 2005 October 31 , 2005 Year to Data Year to Date Budget Actual Actual Actual Revenue Rental income $ 325,172.00 $ 340218.13 $ 293,914.89 $ 246,946.63 Partnership Income 0.00 0.00 0.00 300.00 Daily Parking 5,000.00 807.00 41710.00 4,881 .00 Parking Leases 35,000.00 9,728.25 40,020.74 34,771 .89 Other Income 0.00 0.00 289.01 8,780.00 Special Projects 40,000.00 31581 .00 41354.94 0.00 Sales Tax Expense 0.00 5,955.02 (3,237.98) 0.00 Less Returns & Allowances 0.00 0.00 !380.001 f9 289.411 Total Revenue 405.172.00 54.289.40 339.671 .60 293.390.11 General Expenditures See Schedule 405.372.31 32.797.05 343 498.32 323.675.25 .Other Revenue (Expenditures) Interest Income - Checking 200.00 13.76 141 .34 144.48 • Transfers From Other Funds 0.00 0.00 0.00 50.000.00 Total Other Revenues (Expenditures) 200.00 13.76 141 .34 50.144.48 Excess of Revenues Over (Under) Expenditures $ (0.31 ) $ 21 ,506.11 $ (3,685.38) $ 19,859.34 • See Accountants' Compilation Report Fayetteville Town Center • Schedule of General Expenditures Ten Months Ending October 31 , 2005 Month of 2005 2004 2005 October 31, 2005 Year to Date Year to Date Budget Actual Actual Actual General Expenditures Salaries & Wages $ 165,557.00 $ 13,143.15 $ 133,942.67 $ 125,749.57 Outside Services 0.00 0.00 82.60 0.00 Payroll Taxes Expense 20,550.00 1 ,361 .80 14,208.88 13,486.47 Insurance 15,692.00 1 ,372.37 13,786.85 15,181 .73 408(P) Company Match 4,606.71 226.26 2,232.60 2,197.41 Commissions 32,517.25 4,554.50 24,780.70 17,659.94 Materials and Supplies 4,000.00 0.00 39569.29 21183.26 Office SupplieslPdnfing 0.00 451 .62 958.68 1 ,980.33 Credit Card Discounts 11500.00 50.91 686.27 829.21 Publications & Dues 500.00 0.00 0.00 455.10 Postage 325.00 0.00 152.64 185.58 . Post Office Box Rent 0.00 0.00 0.00 126.00 Water 60848.00 0.00 5,265.57 5,083.27 Gas 12,003.99 57.06 9,499.79 8,078.55 Electricity 51 ,124.00 39924.34 43,915.49 40,686.97 Cable 1 ,029.36 81 .57 11110.55 788.44 • Telephone 8,632.00 613.35 61984.37 61444.82 Long Distance Telephone 0.00 158.76 463.49 369.55 Insurance • Vehicles 51750.00 0.00 51628.00 5,628.00 Taxes and Licenses 1 ,500.00 0.00 11535.00 1 ,500.00 Linens 19,811 .00 183.12 12,378.36 10,646.07 Miscellaneous Expense 0.00 0.00 153.00 0.00 Repairs and Maintenance 38,178.00 41952.74 40,894.10 35,611 .52 Special Projects 129000.00 0.00 3,422.00 10,142.39 Advertising and Marketing 3,000.00 0.00 1 ,193.00 21674.84 Travel and Training 250.00 0.00 0.00 77.72 Depreciation Expense 0.00 1 ,665.50 16.654.42 15.908.51 Total General Expenditures $ 405,372.31 $ 32,797.05 $ 343,498.32 $ 323,675.25 • See Accountants' Compilation Report Convention and Visitors Bureau • Statement of Revenues and Expenditures Ten Months Ending October 31 , 2005 Month of 2005 2004 2005 October 31 , 2005 Year to Date Year to Date Budget Actual Actual Actual Revenue Bus Tours $ 19000.00 $ 250.00 $ 250.00 $ 654.00 Partnership Income 3,000.00 0.00 3,100.00 1 ,800.00 Special Projects - Sponsorships 0.00 0.00 2,081 .00 0.00 Brumley Shuttle 1 ,500.00 0.00 924.00 1 ,431 .00 Other Income 0.00 0.00 22.00 288.17 Total Revenue 5.500.00 250.00 6.377.00 4.173.17 General Expenditures See Schedule 209.727.00 13.812.84 163.050.11 125.965.06 Capital Outlay Minor Equipment 11 ,500.00 0.00 10.096.89 1 .794.87 Other Revenues (Expenditures) Interest Income - Checking 300.00 18.66 443.57 358.92 Transfers from Other Funds 221 .227.00 0.00 220.000.00 150.000.00 • Total Other Revenues - (Expenditures) 221 .527.00 18.66 220.443.57 150.358.92 Excess Revenues Over (Under) Expenditures $ 5,800.00 $ (13,544.18) $ 53,673.57 $ 26,772.16 • See Accountants' Compilation Report