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Home My WebLink About2008-04-14 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, April 14, 2008, at 2 :00 p.m. in the Director' s Room of the Fayetteville Town Center. AGENDA ADVERTISING AND PROMOTION COMMISSION April 14, 2008 2:00 p.m. Town Center 1 . Call to Order - Chairman Pat Gazzola 11 . Election of Commissioner for 4 year term from April 1 , 2008 to March 31 , 2012 111 . Reports A. Approval of Minutes for March 10 regular monthly meeting B. Financial Report 1 . HMR Revenues 2. Financial Statements • 3 . Update from City Attorney re: delinquent tax collection efforts C. Clinton House Museum Report — New director Jennifer Law D. Visitor Bureau Report — Allyson Twiggs E. Town Center Report — Sandra Bennett F. Executive Director Report — Marilyn Heifner G. Advertising Agency Report — Brian Clark IV. Old Business A. The ARTery project V. New Business A. Funding requests for spring VI . Adjourn • • ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING March 10, 2008 Commissioners Present: Dan Coody, Bob Davis, Pat Gazzola, and David McGeady . Commissioners Absent: Neal Crawford, Robert Rhoads, and Maudie Schmitt Staff Present: Sandra Bennett, Brittany Starr, Allyson Twiggs and Marilyn Heifner Chairman Pat Gazzola called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on March 10 at the Fayetteville Town Center at 2:00 p.m. ELECTION OF COMMISSIONER Election of Commissioner was postponed to allow David McGeady to apply. MINUTES Moved by Coody, second by Davis to approve the minutes of the February 11 regular meeting. Motion carried. HMR COLLECTIONS Total collections of HMR tax in February (January sales) were $ 158,693, an increase of 5 .58% for the • month. Year to date collections are $332,698, a 5 .05% increase. FINANCIAL REPORT Revised December financials were included in packet. Coody moved, McGeady second to accept revised financials. Motion carried. Because of the late receipt of December financials, Keith Glass did not prepare financials for 2008 . He will be at the April meeting and will have January and February financials. CITY ATTORNEY City Attorney Kit Williams reported that the City Prosecutor's office collected $7,243 .76 in February. Year to date collections are $21 ,245 .88. Kit will talk to the prosecutor about putting in parenthesis the amount left owed for each delinquent restaurant. CLINTON HOUSE MUSEUM REPORT Brittany said that President' s Day event was good and they had good press coverage of the event. July 16 a program will be presented in cooperation with the Fayetteville Public Library. She has gotten new merchandise for the Museum store. Marilyn announced that Brittany would be leaving the Clinton House Museum on March 21 . She is moving to Washington D. C. to pursue a Master' s Degree at George Washington University. VISITOR BUREAU February was a good month at the Visitors Bureau. Allyson has been training Brian Bailey as the new • Visitor Services Manager. Visitors at the Store are picking up. USSSA tournament is starting to book rooms. This will include 75 girls' softball teams. NCAA indoors are this weekend. April 26 will be a I • big day — Dickson St. Music Festival and the Red/white game. Real Deal on the Hill is the weekend before. Staybridge Suites hotel opened. Candlewood Suites will open in April . TOWN CENTER Sandra Bennett reported that February was a good month for the Town Center. Collections exceeded 2007 by 3% ($41 ,493 .64 for the month). Major repair items include purchasing new shades and new projectors. The terrace railing and peace fountain repairs are on-going — they have been slowed because of the weather. New maintenance issue is that the tile in the men's bathroom floor tile is coming up. EXECUTIVE DIRECTOR REPORT Inquiries are up 65% year to date. Planning meeting on Visitor Guide with Sells Clark was very productive. Accounting financials for 2007 have been completed. Meeting with AMP people and Newton County Chamber of Commerce. I will meet this week with Italian guests concerning tourism as economic development. I continue to work with the Parks Department regarding the Square Renovation. Davis related concerns of clients of his with delivery vehicles being able to get around the square because it appears the footprint of the planters is bigger. The Mayor said the comer by the CCE was not designed by the engineering staff and the radius was too close and it will change later. The NW and SW corners were designed by the engineering staff and a Mayflower truck made it. The exterior • will have a 2-2 %z feet sidewalk around the planters. Rocks are being dropped off today. Hammer and Chisel are doing the work. All sidewalks will be poured by Friday and rock work will start. An overhang, designed by Eugene Sargent, with vines over the benches will provide shade until the cherry trees grow. AGENCY REPORT Brian Clark said the web number for January and February show twice as many visits as last year. NEW BUSINESS None OLD BUSINESS None Marilyn thanked Brittany for her work at the Clinton House Museum and wished her the best. There being no further business, the meeting was adjourned. Respectfullys,,ubb)mitted, Loin . Marilyn Heifner Executive Director • Advertising and Promotion Commission For month of March 2008 Current Year HMR Collected (2120.0912.4101 .00) $ 169,385.47 Prior Year Collected (2120.0912.4101 .01 ) $ 3,418.66 First Security Investment Interest Revenue (2120.0912.4708. 00) $ 4,307.83 Total Revenues $ 177, 111 .96 Annual Bond Audit Expense (2120.9120.7602.60) $ - Collection Expense (2120.9120. 5333.00) $ (31456.08) Bank of OK Quarterly Fee (2120.9120.7602.60) Town Center Bond Payment (2120.9120.7602.60) $ (54,957.71 ) 2004 Property Taxes on Town Center (2120. 9120.7602.60) $ Total Expenses $ (58,413.79) Total Check to A&P $ 1189698.17 • City of Fayetteville, Arkansas Monthly HMR Tax Collections 2005-2008 2005 2006 2006 2007 2007 2008 2008 Total Total Change Over Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year HMR Taxes Prior Year January $ $153,048 164,284 7.30% $166,620 1 .42% 174,005 4.43% February $133,528 183,554 37.46% $1509088 -18.23% 158,693 5.58% March $164,763 154,067 -6.49% $157,317 2. 11 % 172,804 9.84% April $159,473 174,063 9. 15% $171 ,562 -1 .43% May $159,186 174,387 9.54% $165,779 -4.94% June $162,754 171 ,098 5. 13% $177,594 3.80% July $181 ,070 172,905 -4.51 % $173,079 0.00% August $167,448 160,067 -4.40% $160,560 0.00% September $162,215 169,793 4.67% $172,373 1 .52% October $169,325 196,393 15.99% $180,324 -8. 18% November $170,780 193,469 13.29% $185,111 -4.32% December $160,343 159,842 -0.01 % $170,506 6.67% Total $ $1 ,943,930 2,073,923 6.69% $2,030,913 -2.07% 505,502 6.64% \filename s • • HMR Comparison 2003 to 2006 Using Year-End totals per HMR Report HOTELS 2004 2005 % change 2006 % change 2007 % change 2008 % change Dec 12,329.60 14,024.64 13.75% 133284.28 -5.28% 12,577.76 -5. 10% 14,081 .62 11 .95% Jan 12,614.03 13,738.64 8.91 % 132650.85 0.64% 13,965.23 2.30% 14,726.43 5.45% Feb 16,210.91 170930.90 10.61 % 16,006.58 -10.73% 16,534.37 3.30% 20, 146.69 21 .85% Mar 19,692.06 19,037.80 -3.33% 18,941 .34 -0.50% 18,699.53 -1 .27% Apr 17,643.48 19,720.73 11 .77% 19,000.83 -0.37% 19, 110. 12 0.56% May 19,979.47 22,347.62 11 .85% 22,796.50 2.00% 230204.74 1 .79% Jun 22,917.75 22,690.02 -0.99% 22,060.53 -2.78% 22,705.86 2.92% Jul 17,404.01 183668.34 7.26% 16,804.33 -9.98% 17,054.25 1 .49% Aug 17,316.75 18,786.70 8.48% 17,513.64 -6.67% 18,081 .83 3.24% Sep 212910. 18 21 ,524.09 -1 .76% 28, 150.74 30.78% 21 ,879.99 -22.28% Oct 24,314.01 22,729.73 7.44% 22,208.80 -2.29% 27,695.43 2.47% Nov 163294.83 17,073.24 4.78% 170351 .42 1 .63% 182329.41 5.64% 218,627.08 228,272.45 4.41 % 227,769.84 -0.22% 229,838.52 0.90% 48,954.74 13.64% RESTAURANTS 2004 2005 % change 2006 % change Dec 122,970.98 137,855.28 12. 10% 153,658.60 11 .46% 145,851 .07 -5.08 147,657.09 12.38% Jan 116,544.55 126,564.43 8.60% 1423675.37 12.73% 126,350. 10 -11 .44% 133,902.51 5.98% Feb 117,063.89 127,214.85 8.67% 1332701 .96 5. 10% 1335499.96 -0.001 % 159,617.24 19.56% Mar 125, 141 .62 140, 166.43 12.00% 153,462. 15 9.48% 145,240.82 -5.36% Apr 123,732. 13 137,712.38 11 .30% 143, 149.32 7.57% 146,017.95 2.00% May 126,572.41 140,966.98 11 .37% 166,542.00 18. 14% 142,484.49 -14.44% Jun 128,880. 12 1640369.25 27.54% 139,677.98 -15.31 % 142,384.44 1 .93% Jul 127, 161 .30 136,906.50 7.66% 152,031 .25 11 .05% 136,693.67 -10.09% Aug 126,217.05 139,830.39 10.78% 143,807.38 2.84% 145,060.67 0.87% Sep 134,327.89 143,215.20 6.61 % 158, 151 .42 10.43% 150,651 .01 -4.74% Oct 133,335.40 146,722.98 10.04% 157,626. 19 7.43% 152,987.98 -2.94% Nov 1182147.51 133,691 .45 13. 16% 137,036.80 2.50% 140,563.66 2.57% 11500,094.85 1 ,675,216.12 11 .67% 127819520.42 6.68% 1 ,707,785.82 -4.14% 441 ,176.84 8.74% FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS • KIT WILLIAMS. CITY ATTORNEY DAVID WHITAKER, ASST. CITY ATTORNEY DEPARTMENTAL CORRESPONDENCE LICAL DGPARTMtiNT TO : A & P Commissioners City Council CC : Casey Jones, City Prosecutor FROM : Kit Williams, City Attorney DATE : April 3, 2008 RE : Overdue HMR tax collection Attached please find the monthly report from City Prosecutor Casey • Jones' office which now includes the beginning balance and current balance due for the restaurant manager/owner making monthly payments. As you can see, several manager/owners have paid off large sums over time and have fairly small amounts left still owing. Commissioner Bob Davis asked for this additional information. The City Prosecutor collected almost Ten Thousand Dollars ($9,904.92) last month yielding a First Quarter total collection of $31 , 150.80 in unpaid, overdue Hotel , Motel and Restaurant taxes. • CITY OF FAYETTEVILLE • OFFICE OF THE PROSECUTING ATTORNEY e� MAN CLINTON K. JONES HECK ADMINISTRATOR HOT CHECK ADMINISTRATOR CITY PROSECUTOR E-mail: hotcheck&l.fayettevi9e.ar.us BRIAN THOMAS 101 W. Mountain, Suite 202 FAYETTEVILLE, ARKANSAS 72701 DEPUTY CITY PROSECUTOR PHONE: (479) 575.9777 (479) 575$778 MEMO (479) 575-8774 (479) 575-e376 Hot Checks: (479) 575-8254 FAX 0 : (479) 575$777 TO: K. Williams Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: April 3, 2008 RE: Status of Active HMR cases 1 . Baskin Robbins Robert Szlemko FTAS Warrant Balance: $ 1646. 12 • 2. Benson Kevin/Brittany Benson Paid 0 Beg.Balance: $4459.08 Current Balance: $669.08 3 . Bizy's Express Cafd Jerry Newman Letter sent 4. Bourbon Boys Brad C. Murphey Paid $200.00 - Beg.Balance: $7646.40 Current Balance' $3196.40 5 . Butcher Block Gary Bell Active Criminal Summons Beg. $3303.39 Current Balance: $ 1871 .28 6. China Garden Jeff Shen Active Criminal Summons 7. Corky's Ben Clark Paid $ 150.00 Beg.Balance: $ 18866.05 Current Balance: $5316.05 8. Dart Room John Faubus/W. Gran Letter sent • i i 's • K. Williams �pril 3, 2008 Page 2 �. Dominoes Pizza Lloyd Hardison Paid $400.00 Beg. Balance: $ 12090.66 Current Balance: $8090.66 0. Flames S. Fortenber y Paid $774.37 - Current Beg. Balance: $774.37 11 . Fuzzy's Restaurant Frank Giardino Paid $50.00 Beg. Balance: $ 1836.68 Current Balance: $ 1671 .68 i2. Gypsy's John Dortch/John Warren Filing Criminal Summons 13. Hogwild David Mackey/J. Cooper Paid $ 1506.00 - Current Chad Mackey Beg. Balance: $ 1506.00 • i4. JCB Catering/RX Catering Jarrod C. Butler Served — Arr. 4/18/08 5. LaFamilia Virginal Amaral Paid $50.00 TD: 4/09/08 Beg. Balance: $5698.86 Current Balance: $473 .86 6. La Palmas Vicente Perea Active Criminal Summons 7. Los Cuates Maria Richard Active Criminal Summons 18. Mama Deans Soul Food T. Morrison/M. Morrison Served — Arr. 4/18/08 19. Marlo's Taco Shack Marlo Underhill Criminal Summons issued Owes Sept/Oct. 07 20. Mordours Pizza Shannon Stout Paid $ 1 ,000. Beg. Balance: $4003 .78 Current Balance: $3003.78 21 . 1936 Cafd/Early Berlin Peter Steinhart Paid $4,406.55 — Current Beg. Balance: $4406.66 • 22. Seafood Market Bar/Grill Craig Dowd Active Criminal Summons K. Williams April 3, 2008 Page 3 23 . ' Shanghai Chinese Rest. Jeff Shen Active Criminal Summons 24. The Little Bread Co. Hannah Withers Served — Arr: 4/28/08 25. The Perk on Wedington Shea Hamm Served — Arr. 4/18/08 26. Zooloos Cheryl Wahl Paid $ 1 ,368.00 Beg. Balance: $ 1554.00 Current Balance: $186.00 TOTAL: $9,904.92 • • Clinton House A'Iuseum M0111hly Report Max(Al 2008 Jennifer Lane, Museum Di]'eCtor Visitors for Manch 2W This month we had a total of 61 visitors to the Clinton House Museum Domestic: 19 Arkansas; 3 California; I Colorado; I Georgia; 2 Illinois; I Iowa; 11'lississippi; 3 Missouri; I Nebraska; 2 Nevada; 1 New A'lexico; 1 Now York; 7 Oklahoma; 1 South Dakota; 31'eanessee; 4 Texas; 3 Wiscomia International.' I Winnipeg, AII3, Canada; 2 Bonn, C}ernumy; 2 A'lorekia, Alexico; 2 A9.00rdrecht, Netherlands Directors Activities for Mamh 20019 Attended the; two day Arkansas Governors Conl'ev;nce on 'I'ourisai io Rogers Solicited help from volaatees on cleaning interior ;md exterior of Clinton (louse; A4useu m • Marketed upcoming Guest .Lecture series by posting flies at. arca, coffee sliops, vaa•ious locations at O of A, Nl113 radio for .PoblicSe•vice A,nnouucemeut, Onlinc at arca television stations conauuoity calondam, online at Fayetteville Chamber of Commerce upcoming events - Worked with Sells Clark on taking pictures of merchandise from gilt shop to be offered For Safe online - Continued work on obtaining 501c3 status for Clinton House A'lusemn - Participated in 3 hoar tom• of Fayetteville and its history - Cleaned awl reorganized office and files at Glinton Il:ouse; Nhiseum - Started spring clea:niug of the Cliatoa House Museum - Worked on exterior grounds of Clinton :1=101Ise A'laseam - Guided toms of Clinton I-touse Museum - Established a waste and ircyclo program at Clinton ]louse Museum Media Covenwe and Interviews forMamh 20x9 Interviewed by : be Northwest Arkaaisas `.15mes as tho now director of the Clinton House Aluseum Northwest Arkansas :1.'ina,%s, "Ointon Zlouse Directornsi,'ns lbr•lob at, G'coige I•Vashini;ton The Northwest Arkansas Ti nus, "A'em Clinton Houso dilirxA r n;•uets to lmep Guzz 901 fig • Activity Report From: 03/01/2008 To: 03/31/2008 OKYSON Convention 3/12/2008 Arkansas Department of State Parks & Tourism Ms Nancy Clark Governor's Conference on Tourism attended conference in Rogers Total For Convention : 1 E-Mail 3/4/2008 Dickson Street Banner Program Chris Pohl-UA Athletics 2 banners 3/10-3/17 3/4/2008 International Association of Fire Fighters Motorcycle Group Michael Crouse Spring Rally site visit at clarion at 1 :30 wednesday 3/4/2008 Arkansas Cancer Coalition Ms. Sara Eichman Annual Summit about bidding on future conferences 3/12/2008 Real Deal on the Hill Chad details on armbands 3/13/2008 Dickson Street Music Festival Dan Allen gift baskets for artists 3/17/2008 Bikes, Blues, BBQ Joel Schleiff update fairgrounds lodging page 3/24/2008 Arkansas USDA Susannah-Mt Seq moved meeting to sw arkansas 3/26/2008 Arkansas Chapter-National Association of Social Workers Ms Julia Baldwin Annual Conference cont moved to s'dale, touching base 2008 Arkansas Recreation and Parks Association Mr. David Wright Annual Conference lost 09 conf to paragould 3/31/2008 Walton Arts Center Jodi Beznoska to discuss slow dancing project Total For E-Mail : 10 File Note 3/26/2008 Arkansas Planning Association Hugh Earnest Annual Conference meet next week to discuss fall conference Total For File Note : 1 Issued Lead 3/19/2008 Arkansas USDA Fayetteville Hotels Total For Issued Lead : 1 Meeting 3/13/2008 Bikes, Blues, BBQ Kendall Pendergraf-WACO Fairgrounds new rates, details on booking fairgrounds 3/18/2008 ASAE Ms Mary Dandurand Annual Meeting attended luncheon 3/24/2008 Walton Arts Center Terri Trotter about fall project at the center 3/31 /2008 Bikes, Blues, BBQ Mr. Nelson Driver to discuss transportation during rally Total For Meeting : 4 One Call 008 Arkansas State Conference on Underage Drinking Shannon Gabbard Annual Conference suggestion of caterers for conference 4/1 /2008 Activity Report INLYSON From: 03/01/2008 To: 03/31/2008 Phone Call 3/12/2008 Springfest Ben Clark details for the website 3/13/2008 Bikes, Blues, BBQ Allison Campbell-Heart of Florida permission to use bbb name for event 3/17/2008 Bikes, Blues, BBQ Mr. Nelson Driver about hotel rooms at staybridge/cosmo 3/19/2008 Arkansas USDA Robert Cortez needs to find hotel for meeting of 43 3/24/2008 Dickson Street Banner Program Tabby Holmes-Hogeye air vents in banner 3/26/2008 Allyson Twiggs-General Rich Shepard-Enterprise about signing up for 08 partnership 3/31/2008 International Association of Fire Fighters Motorcycle Group Michael Crouse Spring Rally site visit rescheduled for thur april 3 3/31/2008 Bikes, Blues, BBQ Roy Hummel-WACO Fairgrounds tour of fairgrounds scheduled Total For Phone Call : 9 • • 4/1 /2008 Activity Report IAELLY From: 03/01 /2008 To: 04/01 /2008 E-Mail Sent 3/6/2008 Washington County Arkansas Genealogical Convention Carol Reel Conference Forwarded bid for 2009 conference 3/7/2008 International Public Debate Association Dr. Steven Smith Regional Debate Invitation to host in April 2009 3/12/2008 UA Student Alumni Board Jason McDonald District IV ASAP Sent Clarion bid 3/17/2008 Arkansas Association of Colleges and Employers Beckye Clark Annual Meeting Invitation to host in 2009 Total For E-Mail Sent : 4 File Note 3/12/2008 Geological Society of America Mr. John (Jack) Hess South Central Secion Annual Meeting on a four year rotation; 2008 Hot Springs Total For File Note : 1 Issued Lead 3/5/2008 Washington County Arkansas Genealogical Convention Carol Reel Conference Sent lead for conference 3/7/2008 UA Student Alumni Board District IV ASAP Sent lead for 2009 conference Total For Issued Lead : 2 eting 008 National Autumn Leaf Collectors Club Wayne Mabry Annual Meeting Gave VGs and bags for conference in Bvi 3/3/2008 UA University Housing Mr. Randy Alexander Made 50 bags for RA recruits for Boston t Total For Meeting : 2 Phone Call 3/5/2008 Washington County Arkansas Genealogical Convention Carol Reel Conference Looking for space for 2009 conference 3/14/2008 Arkansas Fraternal Order of Police Lisa Curry State Lodge Annual Meeting Need meeting space alternatives 3/31 /2008 Arkansas City Management Association Dr. Margaret Redi Conference Needs 25 welcome bags Total For Phone Call : 3 • 4/1 /2008 Activity Report From: 03101/2008 To: 04/01 /2008 LIE E-Mail Sent 3/6/2008 Pamplin Historical Park Mrs Gerri Wyatt Civil War Trip RE: [Fwd: [Fwd: Pamplin Historical Park M 3/7/2008 Best Western Inn of the Ozarks terry@innoftheozarks.com Travel South It was so nice meeting you 3/7/2008 DeGray Lake Resort State Park kathy.ritter@arkanasas.gov Travel South Just wondering? 3/7/2008 Fort Smith Convention & Visitors Bureau tourism@fortsmith.org Travel South You & Tracy Byrd 3/12/2008 St. Joseph's Golden Agers hintodd@aol.com Northwest Arkansas Newsletter 3/12/2008 Promise Keepers willitsfamily@cox.net The Awakening Northwest Arkansas Newsletter 3/12/2008 Coach USA tena.hayholloway@coachusa.us Northwest Arkansas Newsletter 3/12/2008 Holy Spirit Fun Group jwlandsr@bellsouth.net Northwest Arkansas Newsletter 3/12/2008 M & M Mabelvale UMC cliff-haze@juno.com Northwest Arkansas Newsletter 3/12/2008 Bilbrey Tours Jena@bilbreytours.com Northwest Arkansas Newsletter 2008 Mid-America Travel matravl@birch.net Northwest Arkansas Newsletter 3/12/2008 Greene Coach Company, Inc. sheila@greenecoach.com Northwest Arkansas Newsletter 3/12/2008 KC District Senior Adults dapple@collegechurch.com Northwest Arkansas Newsletter 3/12/2008 Landreth Bus Service landrethbus@mindspring.com Northwest Arkansas Newsletter 3/12/2008 McKinzie Tours info@MckinzieTours.com Travel South Northwest Arkansas Newsletter 3/12/2008 Village Tours jeanne@villagetours.net March Getaway Northwest Arkansas Newsletter 3/12/2008 Sunrise Tours kelley@travelsunrise.com Northwest Arkansas Newsletter 3/12/2008 Turner Coaches Inc annettet@travelturner.com Northwest Arkansas Newsletter 3/12/2008 Northwood Church bjdickey@att.worldnet.net Northwest Arkansas Newsletter 3/12/2008 Choo Choo Express Tours glorria@ChooChooExpress.com Northwest Arkansas Newsletter 3/12/2008 Miller Transportation john@millertransportation.com Northwest Arkansas Newsletter 3/12/2008 Tourco amy@tourco.com Northwest Arkansas Newsletter /2008 Community Bank & Trust thigdon@cbthomebank.com Strawberry Tour Northwest Arkansas Newsletter 4/1 /2008 Activity Report OLI E From: 03/0112008 To: 04101 /2008 E-Mail Sent 3/12/2008 Travel Network Services cedwards@kc.rr.com Northwest Arkansas Newsletter 3/12/2008 Happy Travelers boringroute66@aol.com Northwest Arkansas Newsletter 3/12/2008 Annett Bus Lines charter@annettbuslines.com Northwest News Letter 3/12/2008 Joe Gunnels Tours and Guide Service vacations@eureka-springs-arkansas.com Northwest Arkansas 3/12/2008 Presley Tours reservations@presleytours.com Northwest Arkansas Newsletter 3/12/2008 Centralites martyluh@charter.net Northwest Arkansas Newsletter 3/12/2008 Crowder College Group nboman@crowder.edu Northwest Arkansas Newsletter 3/12/2008 Best Years Fellowship mrbill1929@aol.com Northwest Arkansas Newsletter 3/13/2008 Regina Nance Travel Club swtloleo@aol.com Northwest Arkansas Newsletter 3/13/2008 Gum Springs Homemaker Club thebreadlady@usermail.com Northwest Arkansas Newsletter 02008 Gentry Trailways billgentry@gentrytrailways.com Northwest Arkansas Newsletter 3/13/2008 Circuit Riders funemission@bellsouth.net Northwest Arkansas Newsletter 3/13/2008 Senior Saints d_nsteele@msn.com Northwest Arkansas Newsletter 3/13/2008 West Side Christian Church ga5962@aol.com Northwest Arkansas Newsletter 3/13/2008 Bank of Siloam. Springs Travel Master travelmasters@decaturstatebank.net Bank Travel Northwest Arkansas Newsletter 3/13/2008 Elk River Lines elkriverlines@midtnn.net Northwest Arkansas Newsletter 3/13/2008 Odyssey Travel natalie@odysseyworld.com Northwest Arkansas News Letter Total For E-Mail Sent : 40 File Note 3/12/2008 Julie Pennington Governor's Conference 9th, 10th & 11th Total For File Note : 1 Group Tour 3/7/2008 A Great Way to Charter Tour Mr Jonathan Berzas Travel South Follow Up - Travel South 3/7/2008 Colonial Trailways Inc Mr Ron Parks Travel South Follow Up - Travel South 12008 Citizens Union State Bank Ms. Brenda Eaton Bank Travel Pricing and brochures on attractions 4/1 /2008 Activity Report From: 03/01 /2008 To: 04/01/2008 LIE Total For Group Tour : 3 Group Tour Packet 3/13/2008 National Quartet Convention Mrs Cathy Hardwick American Bus Association Mount S and Packet 3/13/2008 Charlotte Regional Visitors Authority Mrs Courtney Davis American Bus Association Send 3/20/2008 Vermilion Cajun Tours & a Great Way.to Charter Tour & Travel Mr Jonathan Berzas Travel South Trade Show Thank you & Group Tour Plan Total For Group Tour Packet : 3 Phone Call 3/12/2008 Citizens Union State Bank Ms. Brenda Eaton Bank Travel Tour for April 1 st follow up 3/28/2008 XYZ First Baptist Church Mrs Francine Hickox Apple Festival Tour Garden Tour 3/28/2008 Karen's Tours Ms. Karen Smith Strawberry Tour working on a tour for April or May Total For Phone Call : 3 Tour Confirmation 3/12/2008 Good to Go with Patti Beth Mrs Patti Anderson Grand Escapes Travel Definite March 27th 2008 Day Trip Total For Tour Confirmation : 1 e Show 3 /2008 All American Tours Mr David Burns Follow Up - Travel South 3/7/2008 Around Town Tours Mrs Dolores Kaemmerer Travel South Follow Up - Travel South 3/7/2008 MJ Tours LLC Mrs Mary Jean Keating Travel South Follow Up - Travel South 3/7/2008 Extra Touch Tours LLC Mrs Harriet Cleveringa Travel South Follow Up - Travel South 3/7/2008 Sweet Magnolia Tours Mr Mark Miller Travel South Follow Up - Travel South 3/7/2008 Alliannce Travelers Mrs Eileen Spencer Travel South Follow Up - Travel South 3/7/2008 Tours to Perfection Mrs Elizabeth Johnson Travel South Follow Up - Travel South 3/7/2008 Fleming Tours- Branson Division Mrs Sally Briggs Travel South Follow Up - Travel South 3/7/2008 Friends & Neighbors Tours Mrs Patricia Mills Travel South Follow Up - Travel South 3/7/2008 McKinzie Tours Mr Lyle Ceruti Travel South Follow Up - Travel South Total For Trade Show : 10 4/1 /2008 Activity Report IRANFrom: 03/01/2008 To: 04/01/2008 Convention 3/12/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby Governors Conference: Rogers 4/1 /2008 National Association of Sports Commissions Ms Beth Hecquet Appointment times with event organizers Total For Convention : 2 E-Mail Sent 3/5/2008 United States Martial Arts Hall of Fame Mr. Marty Cale Arkansas State Championships RE: LETTER 3/7/2008 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament FW : Reservation Confirmation for JAMES E 3/7/2008 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament FW : Reservation Confirmation for DON PA 3/7/2008 USSSA Mr. Billy Lee Yarbrough National Slow Pitch Tournament USSSA Softball 3/7/2008 USSSA Mr. Billy Lee Yarbrough National Slow Pitch Tournament RE: USSSA Softball 3/7/2008 USSSA Mr. Billy Lee Yarbrough National Slow Pitch Tournament RE: USSSA Softball 3/7/2008 USA Sports Production Ms Linda Barclay Ozark Cup 2008 USA Sports Production Ms Linda Barclay RE: Ozark Cup 3/13/2008 Bikes, Blues, BBQ Mr. Nelson Driver BBBBQ Sponsor 3/19/2008 USSSA Mr. Billy Lee Yarbrough National Slow Pitch Tournament USSSA Teams 3/20/2008 4-State Volleyball Challenge Jessica Phelan Rooms for Sept. 26 3/24/2008 UA Hospitality Department Dr Kelly Way Real Deal Volunteers 3/25/2008 Real Deal on the Hill Ms. Joy Summons Hotels: Real Deal 3/25/2008 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament RE: Additional rooms in Fayetteville - Premi 3/28/2008 USA Sports Production Ms Linda Barclay RE: DJ - Ozark Cup 3/28/2008 USA Sports Production Ms Linda Barclay Volunteers 3/31 /2008 USA Sports Production Ms Linda Barclay RE: Competition Schedule 3/31 /2008 USA Sports Production Ms Linda Barclay RE: Competition Schedule 4/1 /2008 USA Sports Production Ms Linda Barclay Drapes 008 Dudley Thunder Series Mr. George Wheatley Adult Softball Tournament RE: Softball 4/1 /2006 Activity Report From: 03/01/2008 To: 04/01/2008 AN Total For E-Mail Sent : 20 Fax 3/20/2008 4-State Volleyball Challenge Dick Johnson Rooms for tourney: Holiday X Siloam Spri Total For Fax : 1 File Note 3/7/2008 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament Fayetteville HS baseball field ok to use for e 3/31 /2008 USA Sports Production Ms Linda Barclay Need 4 volunteers Fri/Sat. for cheer event Total For File Note : 2 Gift Bags 3/4/2008 Dudley Thunder Series Mr. George Wheatley Adult Softball Tournament Deliver bags for Tournament 3/25/2008 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament Deliver gift bag to Comfort before arrival Total For Gift Bags : 2 Group Tour 3/28/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby Tour of Fayetteville with Marilyn Total For Group Tour : 1 ed Lead 3 8/2008 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament Re-issue lead for Fay. hotels, issue partner Total For Issued Lead : 1 Meeting 3/6/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby Comfort Inn: Tammy Murphy 3/7/2008 Arkansas Activities Association I Dick Johnson All Star Week Discuss Coaches week: Host hotel-7A Trac 3/21 /2008 Ryan Grigsby-General Information Mr. Ryan Grigsby Candlewood Suites:Melinda-schedule of ev 3/28/2008 High School Sports Mr. Rhett Lashlie 7 on 7 Footbal Discuss 7 on 7 Football Tornament July 11 - 4/1 /2008 Arkansas Activities Association I Mr Lance Taylor All Star Week All-Star Committee Meeting Total For Meeting : 5 Phone Call 3/12/2008 Springdale Parks & Recreation Jay Pounders Premier using Randal Tyson Baseball Com 3/14/2008 USA Sports Production Ms Linda Barclay Marriot Confirmation...300 entrants for even 3/17/2008 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament Have 300 rooms booked for Fay: need 100 i 9/2008 USA Sports Production Ms Linda Barclay Would like a new venue for event:FHS/RJH 4/1 /2008 Activity Report From: 03/01 /2008 To: 04/01/2008 AN Phone Call 3/20/2008 4-State Volleyball Challenge Dick Johnson Details for Volleyball Tournament 3/24/2008 High School Sports Mr. Rhett Lashlie 7 on 7 Footbal 7 on 7 Football Tournament July 11 -12, 200 3/25/2008 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament Confirming Fayetteville Tour 3/27/2008 USA Sports Production Ms Linda Barclay Fayetteville High School: no availability Total For Phone Call : 8 Site Inspection 3/28/2008 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament Tour of Fields and Hotels for July Champion 3/28/2008 USA Sports Production Ms Linda Barclay Ramay and Woodland Junior High School Total For Site Inspection : 2 • 4/1 /2008 Fayetteville Town Center, Manager's Activity Report March 1 , 2008 to March 31 , 2008 •Sales: MARCH MARCH Month YTD YTD YTD 2007 (base) 2008 % Change 2007 2008 % Change Sales 27 23 (14%) 73 70 (4%) # returned contracts b log date — GL Complete Events (Paid/Sponsored) 21 25 19% 61 48 (21 %) EMS Calendar - attached Sales $431955.00 $30, 150.00 (31 %) $116,856.22 $1023735.00 (12%) $ returned contracts by log date — GL Collections " $ - Payment Lo $30,657.50 $46, 165. 75 50% $96, 868.27 $123,797. 13 28% Credit -0- -0- NA -0- -0- -0- $ - GL Average per event $ Sales / # Sales $1 ,627.96 $1 ,586.84 (2%) $1 ,600.77 $1 ,467.64 (8%) " We collected $46, 165.75 for rentals and incidentals in March. Year to date collections reflects a 28% increase compared to 2007. We have reached 27% of our 2008 goal of $448,250. 00. Returned contracts and deposits both show a decrease from last year; however, we have developed a system using EMS Professional to alert Jamey when signed contracts and deposits are due so we will have a more efficient contract confirm or release procedure in place. Operations Items: • General cleaning and repairs of equipment and facility. • Peace fountain has been tiled. • Marketing, Sales and Public Relations: • American Cancer Society & Saks 5°i Avenue Fashion Show. • NCAA Women's Track Banquet. • Jamey Goddard, Sales Director, reports: March executed contracts totaled 35, 100.00; 31 , 350. 00 represents 2008 events and $3,750.00 is for 2009 events. Of those contracts, 9 have been returned with deposits or payments totaling $4,487.00 which leaves a balance due of 30,613.00. Event List: March 1 — Davis Reception March 15 — Scott/Benson Reception • March 1 — Gracie Reception March 20 — Arvest • March 6 — Chamber of Commerce Manuf. Banquet March 21 - Arvest • March 7 — Fayetteville Coaches Clinic 0 March 22 - Mendoza Reception • March 7 — Trout Unlimited • March 22 — Gonzales Reception • March 7 — Hodge/Stripling Reception 0 March 24 — Said Music • March 8 — Investools 0 March 25 - American Cancer Society Dr's Concert March 8 — Fayetteville Coaches Clinic 0 March 26 - American Cancer Society March 9 — Ozark Natural Foods 0 March 27 — American Cancer Society Concert • March 10 — Moon Distributing 0 March 28 — American Cancer Society Fashion Show • March 13 — NCAA Women's Track Banquet 0 March 29 — Saks 5t° Avenue sale • March 29 — Prairie Grove Prom 40 Contract Date Name of Event Date of Event Contract Total Sales Persa • March 3/6/2008 Eden Wedding Reception 23-May-09 $975.00 JG 3/6/2008 American Public Works conferen October 23 & 24, 200 $1 ,975.00 IJG 3/10/20081 Durham Wedding & Wedding re 6-Sep-08 $12475.00 IJG 3/11/2008 Youn life 2-May-08 $1 ,075.00 IJG 3/6/2008 Alpha Phi Alpha 24-Apr-08 $2,225.00 IJG 3/11 /2008 Thornton Wedding Reception 25-Oct-08 $975.00 IJG 3/12/2008 Bates Marketing and Media 18-Apr-08 $500.00 IIJG 3/12/2008 Signature Bank Shareholders 22-May-08 $2,925.00 IJG 3/17/2008 Junior League of NWA 8-Apr-08 $800.00 IJG 3/17/2008 Saied Music Company 24-Mar-08 $350.00 IJG 3/19/2008 Bohann WeddingReception 22-Nov-08 $4, 150.00 IJG 3/20/2008 Phi Sigma Rho 18-Apr-08 $400.00 IJG 3/21 /2008 South Central Regional Waterski 1 -Aug-08 $1 ,200.00 IJG 3/24/2008 Durham Wedding & Wedding re 6-Sep-08 $100.00 IJG 3/25/2008 SW Energy Christmas Pa 6-Dec-08 $4, 150.00 IJG • 3/25/2008 WRMC Ph sican's Christmas pai 12-Dec-08 $3, 175.00 IJG 3/25/2008 NWA Flil ino-American Assoc. 26-Jul-08 $1 ,450.00 IJG 3/26/2008 UA Law School - 50th celebratio 6-Sep-08 $1 ,725.00 IJG 3/26/2008 Wahl Wedding Reception 3-Jan-09 $1 ,475.00 IJG 3/28/2008 Children's Safety Center 12-Sep-08 $1 ,725.00 IJG 3/31 /2008 UA Department of music February 19 - 20, 200 $1 ,300.00 IJG 3/31 /2008 Eubanks Wedding Reception 20-Dec-08 $975.00 1 JG Total $35,100.00 • • DIRECTOR'S REPORT March, 2008 INQUIRY RESPONSES Inquiry Responses March 2008 — 2,375 Year to date 2008 — 4,659 38% increase March 2007 — 13977 Year to date 2007 — 3,367 MARCH ACTIVITY Tourism Activities — Governor' s Conference on Tourism NATA Travel Show Committee Economic Development meeting with Italian delegation Economic Development meeting with Swedish dignitary — Ter-Erik Petersen Heritage Trail Partners Scott Mashburn Relations with Media — AY Magazine, Elizabeth Hammond Larry Hick — 4 Wheel Drive and Sport Utility Magazine A & P — Rhett Hall, Urban Table Fayetteville Orientation Tour with new employees • Findley Edwards — ASCE Brooks Lee — Smith Appraisal, Springdale Craig and Bill Underwood Keith Glass — accounting Roger Boscus — Skiing tournament Sheila Roenfeldt — FHS Debate Team Daniel Keeley — arts festival Allison Jumper — Parks — Square Gardens Diane — Northwest Controls Stuart Findley — Irwin Partners, Ft. Smith Rhett Lashlee — Funding request Tyler Martindale — HMR Charlotte Buchanan — The ARTery Bill Sloss — Newton County Chamber of Commerce Town Center — Margaret Clark, rental of T. C. Sharon Crosson — pay machine for parking deck Rick — Govt. Channell — Blood Drive Ron Troutman CHM — Interviews for Director • Miscellaneous — Arkansas Alumni Assoc national board meeting • HMR Collections — MARCH collections (February sales) Golden Corral Red Lobster Oliver Garden Shogun Courtyard by Marriott Chick-Fil-A (NW Village) Clarion Inn Chick-Fil-A Logan 's Roadhouse Hampton Inn Chartwell ' s Dining Noodles Italian Kitchen TGI Friday' s Cosmopolitan Inn at Carnall Hall Catfish Hole McDonald's (Joyce) Chili ' s Restaurant Bordino' s McDonald's # 10937 • Marketplace Express Rick's Bakery McDonald' s Wedington Panera Bread Buffalo Wild Wings Ruby Tuesday • -- U . - . - � . : ----- • April 3 , 2008 TO: Fayetteville A & P Commissioners FROM: Marilyn Heifner, Executive Director RE: The ARTery Project I met with Charlotte Buchanan on Wednesday, April 2, 2008 regarding The ARTery project which she brought before the A & P Commission in January. The following issues were discussed: 1 ) Determine if the wall on the CVB building is in the public right-of-way 2) Get engineer design of installation method that will display art properly and allow returning of building to original state if project demises 3) Get engineer design for solar lighting 4) Security of art and building determined 5) Marketing plan approved. Determine CVB responsibility and reimbursement of CVB staff for time allotted to The ARTery project. • 6) Insurance issues resolved — for damage to CVB building, for damage to those injured by artwork, for damage to artwork 7) Ongoing maintenance of project — determine who' s responsible for paying for maintenance A & P (if approved by the commission) will hire and supervise installation of the project. The ARTery will pay for installation and is responsible for all funding and sponsorships. • Death M. Glass, CPA April 14, 2008 2580 N. College Fayetteville, AR 72703 Fayetteville Advertising and Promotion 113 W. Mountain Fayetteville, AR 72701 Dear Board Members, I have compiled the accompanying statements of assets, liabilities, and capital - modified cash basis of Fayetteville Advertising and Promotion Commission, The Fayetteville Town Center, The Convention and Visitors Bureau, and The Clinton House Museum as of February 29, 2008, and the related statements of budget, revenue and expenses — modified cash basis for the period then ended, and two months then ended in accordance with Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants. The financial statements have been prepared on the modified cash basis, which is a comprehensive basis of accounting other than generally accepted accounting principles. • A compilation is limited to presenting in the form of financial statement information that is the representation of management. I 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 ordinarily included in financial statements prepared on the modified accrual basis of accounting. If the omitted disclosures were included in the financial statements, they might influence the user' s conclusions about the Company' s asset, liabilities, capital, budget, revenue, and expenses. Accordingly, these financial statements are not designed for those who are not informed about such matters. Sincerely, AqAO� Keith M. Glass, CPA • Phone: 479-571 -0811 Fax: 479-571 -0812 Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis February 29, 2008 ASSETS • Current Assets CVB Cash in Register $ 100.00 CHM Cash in Register 100.00 Arvest A&P General Fund 134,065. 10 First Security A&P General 503,386.67 First Security Town Center 74,493.05 First Security Clinton House 273929.50 First Security Conv & Visitors 56,386.73 Arvest Payroll Account 367032.69 Accounts Receivable 18.48 Due From Other Funds 222347.84 Inventory-Clinton House 17990.76 CVB Inventory 117609.96 Investments 117625874.96 Investment Adj to Market 11409.01 Total Current Assets 2,632,744.75 Property and Equipment Furniture and Fixtures 34,813.51 Equipment 202,016. 14 CVB Building 1 , 1207253.37 Building Additions 206,677.24 Accum. Depreciation (229,893.48) Total Property and Equipment 1 ,333,866.78 • Other Assets Total Other Assets 0.00 Total Assets $ 31966961 1 .53 LIABILITIES AND CAPITAL Current Liabilities Accounts Payable $ 37, 10 AFlac 83.40 Federal Payroll Taxes Payable 21 ,262.95 FUTA Tax Payable 547.46 State Payroll Taxes Payable 2,569.28 SUTA Payable 11141 .72 Due to Other Funds 31173 .87 Due to Town Center 61089. 10 Total Current Liabilities 34,904.88 Long-Term Liabilities Total Long-Term Liabilities 0.00 Total Liabilities 34,904.88 • Capital Beginning Balance Equity 338791562.33 Retained Earnings (6,313.87) Net Income 58,458. 19 See Compilation Letter ' Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis February 29, 2008 • Total Capital 3,931 ,706.65 Total Liabilities & Capital S 3,966,611 .53 • • See Compilation Letter • Fa#ille A P • Stmt of Budget Revenue a xpense - Modified Cash Basis . Month Ending February 2008 2008 2008 2008 2008 February February 2007 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual 'f Budget Revenue HMR Tax Revenue 1 ,914, 166.42 300,706.00 329, 170.62 1 ,584,995.80 144$ 85.00 155, 166. 12 158,428.83 Prior Year HMR Tax Rev 31527.36 31527.36 81190.86 Interest 120,000.00 20,000.00 12,211 .91 107,788.09 10,000.00 4,307.83 110534.42 Bond Refund - Other-Visitor Guide ad 20,000.00 500.00 20,000.00 Misc Income 32,831 .00 600.00 (600.00) 100.00 158.82 Investment Fund Tran: 447,013.04 50,000.00 447,013.04 50,000.00 Fund Transfer for CVB 1003000.00 (100,000.00) 100,000.00 Rental Income 52500.00 (51500.00) 29750.00 Interest Inc Checking 21378.38 (2,378. 38) 916.65 10.32 Total 2,501 , 179.46 404,037.00 445,509.89 204,585.00 266,767.96 178,312.93 Expenses Transfers Town Center Fund 676,248.52 113,012.00 109,915.42 566,333. 10 56, 506.00 54,957.71 54,935.36 Bond Audit Exp 21000.00 2,000.00 Bond Paying Agent Fe 69000.00 11500.00 61000.00 Workman's Comp Ins 2,500.00 2,500.00 Collection Exp 39,739.00 61333.00 6,653.96 33,085.04 31001 .00 31173.87 47,804.79 CVB Rent - CVB Remodel - CVB Earnest Money - CVB Purchase - 24,515.36 Transfer to CVB 301 ,209.66 1001000.00 230,000.00 71 ,209.66 130,000.00 Transfer to Clinton Hoi 73,488. 12 40,000.00 73,488. 12 40,000.00 Peace Fountain Maint 10,000.00 73500.00 327. 76 91672.24 72250.00 163.88 71189.91 Salaries 74,634.00 129440.00 10,741 . 17 639892.83 6,220.00 7,865.75 11 ,501 .68 Payroll Tax Exp 61203.36 11043.00 11143.54 51059.82 516.00 780.04 967. 16 Insurance-Health 2,880.00 480.00 323.76 21556.24 240.00 3, 155.76 401KMatch 2,326.26 396.00 345.04 11981 .22 193.00 258.78 345.04 Car Allowance 31600.00 600.00 450.00 33150.00 300.00 300.00 600.00 Advertising & Marketin 375,000.00 30,000.00 6,308. 12 368,691 .88 25,000.00 630.74 74,786.30 See Compilation Letter