HomeMy WebLinkAbout2008-05-12 - Agendas - Final MEETING NOTICE
The Advertising and Promotion Commission will meet on Monday, May 12, 2008, at
2:00 p.m. in the Director' s Room of the Fayetteville Town Center.
AGENDA
ADVERTISING AND PROMOTION COMMISSION
May 12, 2008 2 :00 p.m. Town Center
I. Call to Order - Chairman Pat Gazzola
II. Financial Analysis of HMR Tax — Dennis Hunt
III. Reports
A. Approval of Minutes for April 14 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 — 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
V. New Business
VI. Adjourn
•
• ADVERTISING AND PROMOTION COMMISSION
REGULAR MEETING
April 14, 2008
Commissioners Present: Dan Coody, Bob Davis, Pat Gazzola, David McGeady, Robert Rhoads, and
Maudie Schmitt.
Commissioners Absent: Neal Crawford
Staff Present: Sandra Bennett, Jennifer Law, Allyson Twiggs and Marilyn Heifner
Chairman Pat Gazzola called the regular monthly meeting of the Fayetteville Advertising and
Promotion Commission to order on April 14 at the Fayetteville Town Center at 2 :00 p.m.
ELECTION OF COMMISSIONER
In a split vote with Chairman McGeady breaking the tie, Tim Freeman was elected to A & P
Commission to fill a term expiring April 1 , 2012. Correction to the Minutes on May 12, 2008 — should
be "Chairman Gazzola breaking the tie."
MINUTES
• Moved by Davis, second by Schmitt to approve the minutes of the March 10 regular meeting. Motion
carried.
HMR COLLECTIONS
Total collections of HMR tax in March (February sales) were $ 172,804, an increase of 9.84% for the
month. Year to date collections are $505,502, a 6.64% increase. Hotel collections are up 21 . 85% for
the month and 13 .64% for the year. Restaurant collections are up 19.56% for the month and 8.76%.
year to date.
FINANCIAL REPORT
Keith Glass brought financial statements for January and February to the meeting. Davis moved,
Schmitt seconded that the Commission delay accepting until May so that Commissioners would have
time to review them. Motion carried. Davis said he liked the new format.
CITY ATTORNEY
Marilyn presented report of City Attorney Kit Williams. City Prosecutor' s office collected $9,904.92
in March. Year to date collections are $31 , 150.80. New format from the Prosecutors office gives
beginning balance and current balance of those at the Prosecutors office.
• CLINTON HOUSE MUSEUM REPORT
• Jennifer Law was introduced as the new Director at the Clinton House Museum. She reported on the
Guest Lecture series. She has been concentrating on the condition of the house and grounds in her first
month. The College Avenue Church of Christ group has offered to come on weekends and do projects
around the house at no expense to the Commission.
Rhoads asked that she bring Goals and Objectives for the Clinton House Museum to the next meeting.
VISITOR BUREAU
February was a busy month at the Visitors Bureau. They had 100 visitors in the store on the first
Saturday of Farmer' s Market and 50 this past Saturday. Mindy James has been hired for part time help
in the Visitor Center.
The Hampton Inn received its third Lighthouse Award. A celebration party will be held for them.
Four new hotels and up and going. The extended Stay broke ground.
Two hundred and seventy teams have registered for Real Deal on the Hill. Concrete canoe
competition is getting ready to start. Dickson Street Music Festival and Springfest are coming up.
Julie has been involved in the Troop Train for veterans on Memorial Day.
• TOWN CENTER
Town Center collected $46, 165 .75 in March. This reflects a 28% increase compared to 2007. A
system has been activated to help with returned contracts and deposits which are down slightly from
last year.
Recycling for caterers is being investigated
EXECUTIVE DIRECTOR REPORT
Inquiries are up 38% year to date. Marilyn and several staff members attended the Governor's
Conference on Tourism. She met with Ter-Erik Peterson, a Swedish dignitary who is looking to bring
adventure tours to Northwest Arkansas.
All new employees have completed their orientations.
AGENCY REPORT
Jade reported that they are working with the new visitor guide. She showed the '08 profiles. She
asked the Commissioners to consider buying an ad. Commissioner Rhoads asked that the Walton Arts
Center be highlighted. Jade reported that 6 pages of ads had been sold (about 70%). Approximately
• 15% of the book is ads.
• Leigh presented the web stats and said that Fayetteville was on the front cover of AAA Magazine.
OLD BUSINESS
The ARTery project
Marilyn outlined steps she had given to Charlotte Buchanan and asked that the Commission approve
those. Moved by Coody, second by Davis. Motion carried.
NEW BUSINESS
Funding Requests for Springs
Commissioners agreed to deny consideration of funding any special projects for the spring.
Mayor Coody presented a proposal from Dennis Hunt at Stephens regarding the bonding capacity of
the HMR tax and debt load. Coody asked that such funding could help Walton Arts Center expand and
help with projected Children' s Museum.
Respec�tfulllly submitted,?�
q7a
Ak-
Marilyn Heifner
Executive Director
•
• Advertising and Promotion Commission
For month of April 2008
Current Year HMR Collected (2120.0912.4101 .00) $ 180, 159.92
Prior Year Collected (2120.0912.4101 .01 ) $ 3,512.41
First Security Investment Interest Revenue (2120.0912.4708. 00) $ 5,462.97
Total Revenues $ 189, 135.30
Annual Bond Audit Expense (2120. 9120. 7602.60) $
Collection Expense (2120.9120.5333. 00) $ (3,673.45)
Bank of OK Quarterly Fee (2120. 9120.7602.60) $ ( 1 , 125.00)
Town Center Bond Payment (2120. 9120.7602.60) $ (54,957.71 )
2004 Property Taxes on Town Center (2120.9120.7602.60) $
Total Expenses $ (59,756. 16)
Total Check to A&P $ 129,379. 14
•
•
9 0 0
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 $133,528 183$ 54 37.46% $150,088 -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% 183,672 7.06%
May $159, 186 174,387 9.54% $1659779 -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 1969393 15.99% $1800324 -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 $ $11943,930 2,073,923 6.69% $2,030,913 -2.07% 6899175 6.75%
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FAYET I'EVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
KIT WILLIAMS, CITY ATTORNEY
DAVID WHITAKER, ASST. CITY ATTORNEY
OARTMENTALCORRESPONDENCELEGAL. DEPAR NIENFF
TO : A & P Commissioners
City Council
CC : Casey Jones, City Prosecutor
FROM : Kit Williams, City AttorneyC ----__��
DATE : May 6, 2008 �\
RE : Overdue HMR tax collection
The City Prosecutor has continued to collect overdue Hotel Motel and
Restaurant taxes at a record pace . The last month ' s collections exceeded
Ten Thousand Dollars. If this collection rate continues, the City Prosecutor
• will exceed even the One Hundred Thousand Dollar annual collections of
2002 and 2006.
We need to remember that the vast majority of restaurants and all
hotels pay their HMR taxes fully and timely. Even though $ 100,000.00 in
late payments is a large number, it pales in comparison to the over $4
million in A& P HMR and Parks HMR taxes properly paid annually by our
restaurants and hotels.
The City Prosecutor collected $ 10,396.74 in overdue HMR taxes in
April for total collection of $41 ,547.54 this year to date.
•
fNF
CITY OF FAYETTEVILLE
y OFFICE OF THE PROSECUTING ATTORNEY
CLINTON K. JONES MANDY FINKLEA
CITY PROSECUTOR HOT CHECK ADMINISTRATOR
E-mail: hotcheck@ci.fayetteville.ar.us
BRIAN THOMAS 101 W. Mountain, Suite 202
DEPUTY CITY PROSECUTOR FAYETTEVILLE, ARKANSAS 72701
PHONE: (479) 575-8377
MEMO (479) 575-8378
(479) 575-8374
(479) 575-8375
Hot Checks: (479) 575-8254
FAX # : (479) 575-8373
TO: K. Williams
Fayetteville City Attorney
FROM: Casey Jones
Fayetteville City Prosecutor
DATE: May 2, 2008
RE: Status of Active HMR cases
1 . Baskin Robbins Robert Szlemko FTAS Warrant
Balance: $ 1646. 12
• 2. Benson Kevin/Brittany Benson Paid 0
Current Balance: $669.08
3 . Bizy's Express Cafe Jerry Newman Paid $7079.07
Current Balance
4. Bourbon Boys Brad C. Murphey Paid $ 200.00
Current Balance: $2996.40
5. Butcher Block Gary Bell Active Criminal Summons
$3303.39
Current Balance: $ 1871 .28
6. China Garden Jeff Shen Active Criminal Summons
7. Corky's Ben Clark Paid $ 150.00
Current Balance: $5166.05
8. Dart Room John Faubus/W. Gran Filed Criminal Summons
•
• K. Williams
May 2, 2008
Page 2
9. Dominoes Pizza Lloyd Hardison Paid $0 •' 2 pay. in March
Current Balance: $8090.66
10. Fuzzy's Restaurant Frank Giardino Paid $75.00
Current Balance: $ 1596.68
11 . Gypsy's John Dortch/John Warren Filing Criminal Summons
12. JCB Catering/RX Catering Jarrod C. Butler TD: 6/11 /08
13 . LaFamilia Virginia Amaral Paid $ 100.00 TD: 5/14/08
Current Balance: $323 .86
14. La Palmas Vicente Perea Active Criminal Summons
15 . Los Cuates Maria Richard Active Criminal Summons
16. Mama Deans Soul Food T. Morrison/M. Morrison TD: 6/11 /08 - Paid $ 1149.90
• Current Balance:
17. Mario's Taco Shack Mario Underhill Paid $ 153.92 - Current
18. Mordours Pizza Shannon Stout Criminal Summons Issued
Paid $0
Current Balance: $3003 .78
19. 1936 Cafd/Early Berlin Peter Steinhart Paid $588.85 - Current
Current Balance: 0
20. Seafood Market Bar/Grill Craig Dowd Active Criminal Summons
21 . Shanghai Chinese Rest. Jeff Shen Active Criminal Summons
22. The Little Bread Co. Hannah Withers TD: 6/18/08 — Paid: $900.00
Current Balance: $2063.62
23 . The Perk on Wedington Shea Hamm TD: 6/11 /08
•
Activity Report
From: 04/01/2008 To: 04/30/2008
AYSON
Convention
4/17/2008 Destination Marketing Association International CEO Forum
attended forum
Total For Convention : 1
E-Mail
4/4/2008 Northwest Arkansas Times Mr Drew Terry
about national tourism week
4/4/2008 International Association of Fire Fighters Motorcycle Group Fayetteville Hotels
Spring Rally room pick up on rally
4/7/2008 International Association of Fire Fighters Motorcycle Group Michael Crouse
Spring Rally red roof inn booked by the TX/OK chapter
4/7/2008 Arkansas Airport Operators Association Mr. Ray Boudreaux
Annual Meeting entertainment options for rogers conf
4/8/2008 Arkansas Planning Association Hugh Earnest/Jeremy Pate
Annual Conference sent info on mt seq bid/suggestions of date
4/17/2008 Arkansas State Dental Hygienists' Association Lee Ann Moore
Annual Meeting invite to meet in fayetteville
4/17/2008 Arkansas Association of Conservation Districts Debbie Moreland
Annual Convention invite to fayetteville
Total For E-Mail : 7
Fj&Note
08 Allyson Twiggs-General Susan Fisher-Hampton Inn
Staff took pizza to celebrate award
4/3/2008 Allyson Twiggs-General Staybridge Suites
Attended grand opening
4/28/2008 Sells/Clark Jade Hart
photo shoot in the VC for the VG
Total For File Note : 3
Issued Lead
4/4/2008 Arkansas Planning Association Suzannah Spoon-Mt Seq
Annual Conference for fall 2008 conference
Total For Issued Lead : 1
Meeting
4/4/2008 Walton Arts Center Jodi Beznoska
about the october slow dancing event
4/4/2008 Arkansas Planning Association Hugh Earnest
Annual Conference have dates to check, want to use mt seq.
4/7/2008 International Association of Fire Fighters Motorcycle Group Michael Crouse/Jeremy Ashley
Spring Rally Joses
4/17/2008 Sells/Clark Mr Brian Clark
VG update
4/17/2008 Arkansas Farmers' Market Association James Phillips
Annual Meeting he's working to host this in 09
4/22/2008 Arkansas Hospitality Association Ms Montine McNulty
Travel Council Meeting
4/2008 Fall Sports Festival Mr. Brad Friess
committee meeting
5/6/2008
Activity Report ■
From: 04/01/2008 To: 04/30/2008
AYSON
Meeting
4/25/2008 Allyson Twiggs-General Tim Marrin-P&G LPGA Event .
getting fville more involved in Ipga event
4/25/2008 Allyson Twiggs-General Judge & Amy Reinhold
possible movie in arkansas
Total For Meeting : 9
Phone Call
4/4/2008 Northwest Arkansas Times Nate Allen
economic impact of real deal on the hill
4/8/2008 Arkansas Planning Association Suzannah-Mt Seq
Annual Conference can only do one date out of 5
4/17/2008 Arkansas Planning Association Hugh Earnest
Annual Conference site visit at mt seq.
4/17/2008 Allyson Twiggs-General Becky-Wal-Mart
space for a meeting for 1500
4/22/2008 International Association of Fire Fighters Motorcycle Group Jeremy Ashley
Spring Rally concern about attendance for event
4/24/2008 International Association of Fire Fighters Motorcycle Group Michael Crouse
Spring Rally concern about hotel room pick up
4/28/2008 Bikes, Blues, BBQ Mr: Nelson Driver
attend meeting next week about bbb
Total For Phone Call : 7
$�/nSpeCtlOn
4/4/2008 International Association of Fire Fighters Motorcycle Group Michael Crouse/Jeremy Ashley
Spring Rally site visit at Clarion
Total For Site Inspection : 1
5/6/2008
• Activity Report
From: 04/0112008 To: 0510612008
SHELLY
E-Mail Sent
4/8/2008 Wal-Mart Legal Misty Pickett
Realty Division Compliance Conference Send thank you; offer assistance in future
y Total For E-Mail Sent : 1
7e Note
4/1/2008 Wal-Mart Legal Stacy 479 204 0135
Realty Division Compliance Conference Give VG for group meeting in April
Total For File Note : 1
Meeting
4/2/2008 UA Career Development Ms Beckye Bates
Career Fair Provide 75 welcome bags for vendors
4/3/2008 UA Physics Dr. Rajendra Gupta
UA Physics Centinnial Work conference registration
4/8/2008 International Association of Administrative Professionals Shelly Stewman
Razorback Chapter Board Meeting
4/10/2008 International Association of Administrative Professionals Shelly Stewman
Razorback Chapter Information mtg to start Siloam Springs Chap
4/10/2008 UA Walton College of Business Dr. Doyle Williams
Reynolds Center open house
4/17/2008 American Society of Civil Engineers Findlay Edwards
Concrete Canoe and Steel Bridge Competition Registration for competition
8/2008 American Society of Civil Engineers Findlay Edwards
•
Concrete Canoe and Steel Bridge Competition Registration for concrete canoe
4/19/2008 American Society of Civil Engineers Findlay Edwards
Concrete Canoe and Steel Bridge Competition Concrete Canoe competition at Lake FYV
4/23/2008 International Association of Administrative Professionals Ms June Ball
APW Event APW Conference - 161 attendees
4/24/2008 Arkansas City Management Association Dr. Margaret Redi
Conference Deliver 25 welcome bags to CCE
4/28/2008 Solar Splash Dr William Springer
Solar Boat Race Solar Splash Planning Meeting
Total For Meeting : 11
Phone Call
4/9/2008 UA Computer Science & Computer Engineering Doug Krementz
Proposal for upcoming meeting
4/25/2008 UA Library Dr Carolyn Allen
mailing information for staff recruits
Total For Phone Call : 2
•
5/6/2008
• Activity Report
From: 04101/2008 To: 0413012008
RYAN
Convention
4/1/2008 National Association of Sports Commissions Ms Beth Hecquet
Appointment times with event organizers
4/28/2008 National Association of Sports Commissions Ms Beth Hecquet
Attended 2008 NASC Conference - Omaha
Total For Convention : 2
E-Mail Sent
4/1/2008 USA Sports Production Ms Linda Barclay
Drapes
4/1/2008 Dudley Thunder Series Mr. George Wheatley
Adult Softball Tournament RE: Softball
4/3/2008 4-State Volleyball Challenge Ms. Jessica Phelan
RE: FOUR STATE CHALLENGE
4/4/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby
RE: Real Deal
4/4/2008 4-State Volleyball Challenge Ms. Jessica Phelan
4-State Volleyball: Sept. 26
4/4/2008 Real Deal on the Hill Mr Bill Ingram
RE: Real Deal
4/4/2008 High School Sports Mr. Rhett Lashlie
7 on 7 Select Football Tournament RE: hotel rates
/2008 High School Sports Mr. Rhett Lashlie
.
7 on 7 Select Football Tournament RE: hotel rates .
4/8/2008 High School Sports the Magazine Mr. Rhett Lashlie
7 on 7 Select Football Tournament RE: Hey
4/8/2008 Dudley Thunder Series Mr. George Wheatley
Adult Softball Tournament Gift Bags
4/8/2008 Arkansas Activities Association Mr Lance Taylor
Arkansas High School Coaches Meeting RE: All-Star Week
4/9/2008 Premier Baseball Championships Mr Don Patty
16 Under Championship Tournament Hotels
4/15/2008 UA Hospitality Department Or Kelly Way
RE: Real Deal on the Hill volunteers
4/15/2008 Arkansas Activities Association III Mr Lance Taylor
Saturday of Champions Soccer May 2-3
4/15/2008 UA Hospitality Department Or Kelly Way
RE: Real Deal on the Hill volunteers
4/15/2008 USSSA Mr Danny Brown
National Slow Pitch Tournament RE: USSSA Questions
4/15/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby
RE: Volunteers
4/15/2008 USSSA Mr. Billy Lee Yarbrough
National Slow Pitch Tournament USSSA Rooms
4/15/2008 UA Hospitality Department Dr Kelly Way
RE: Real Deal on the Hill volunteers
5/2008 USSSA Mr Danny Brown
National Slow Pitch Tournament RE: USSSA Questions
5/6/2008
• Activity Report
From: 04/01/2008 To: 04130/2008
RYAN
,E-Mail Sent
4/17/2008 4-State Volleyball Challenge Ms. Jessica Phelan
4-State Tournament
4/17/2008 USA Sports Production Ms Linda Barclay
Ozark Cup
4/17/2008 Arkansas Activities Association III Mr. Dick Johnson
Saturday of Champions RE: [Fwd: Re: Comp Rooms]
4/19/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby
Office Geocache
4/28/2008 High School Sports the Magazine Mr. Rhett Lashlie
7 on 7 Select Football Tournament RE: hey
4/28/2008 High School Sports the Magazine Mr. Rhett Lashlie
7 on 7 Select Football Tournament Re: hey
4/28/2008 Boy's & Girl's Club Mr. Michael Kirk
Youth Football
4/28/2008 USSSA Mr. Tom Turley
USSSA Softball
4/28/2008 United States Olympic Committee Alicia McConnell
Team USA Olympic Training Facility
4/28/2008 Triple Crown Sports Mr. Roland Rivera
Triple Crown Softball/Baseball
•8/2008 Triple Crown Sports Mr. Rich Harter
Triple Crown Softball/Baseball
4/28/2008 The Tour of America Mr. Frank Arokiasamy
Cycling Tour of America
4/28/2008 Killer B Promotions Mr. Gary Beck
Teen Masters Bowling
4/28/2008 Michael Armstrong - USATF Master Official Mr. Michael Armstrong
RE: NCAA Div. II Indoor Meet
4/29/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby
FW: LPGA Banners on Dixon Street
4/29/2008 Arkansas Activities Association I Mr. Joey Walters
All Star Week RE: H.S. Soccer Finals
4/29/2008 Tyson Invitational Indoor Track & Field Mr. Art Huff
Dates for Tyson Invite
4/29/2008 NWA Tip-Off Club Wayne Stehlik
Tournament Bags
4/29/2008 Prime Time Sports Mr. David Stephens
Primetime Events
Total For E-Mail Sent : 39
Evaluation
4/8/2008 High School Sports Mr. Rhett Lashlie
7 on 7 Select Football Tournament Check on hotel rates and availabilty for tou
Total For Evaluation : 1
File Note
/2008 USA Sports Production Ms Linda Barclay
Worked cheer/dance event
5/6/2008
• Activity Report
From: 0410112008 To: 0413012008
RYAN
File Note
4/8/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby
Intern for summer: Amanda Cook T-TH 1-5
4/9/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby
NASC Monthly Conference call: Hosting ev
4/18/2006 Premier Baseball Championships Mr Don Patty
16 Under Championship Tournament Hotels for Event
Total For File Note : 4
Issued Lead
4/3/2008 High School Sports Mr. Rhett Lashlie
7 on 7 Select Football Tournament 7 on 7 Select Football Tournament July 11 &
Total For Issued Lead : 1
Meeting
4/1/2008 Arkansas Activities Association I Mr Lance Taylor
All Star Week All-Star Committee Meeting
4/2/2008 Ryan Grigsby-General Information Mr. Ryan Grigsby
Qdoba-Inserts for gift bags
Total For Meeting : 2
Notecard
4!7/2006 USA Sports Production Ms Linda Barclay
Unloaded cheer equipment for event
8/2008 Real Deal on the Hill Mr Bill Ingram
Deliver Little Debbies from Gentry
Total For Notecard : 2
Phone Call
4/2/2008 USA Sports Production Ms Linda Barclay
Finalizing event details
4/28/2008 Michael Armstrong - USATF Master Official Tom Rutlage-Head Coach Missouri South
Opportunity:Division II Indoor Track Champi
Total For Phone Call : 2
Site Inspection
4/2/2008 All Star Sports Arena Ms. Jenny
Finalizing details of Ozark Cheer Cup
4/7/2008 USA Sports Production Ms Linda Barclay
Randal Tyson Center for 2009 Ozark Cup C
Total For Site Inspection : 2
Welcome Baps
417/2008 USA Sports Production Ms Linda Barclay
6 for staff-maps, sports facility guide
Total For Welcome Bags : 1
•
5/6/2008
• Activity Report
From: 04/01/2008 To: 04130/2008
JULIE
Clinton House
4/14/2008 Julie Pennington
Clinton House
4/21/2008 Julie Pennington
Clinton House
4/28/2008 Julie Pennington
Clinton House
4/30/2008 Julie Pennington
Clinton House
Total For Clinton House : 4
E-Mail Sent
4/2/2008 Karen's Tours Karen/Charlie Smith
Strawberry Tour RE: restaurants
4/30/2008 Karen's Tours Karen/Charlie Smith
Strawberry Tour RE: restaurants
4/30/2008 Joe Dunn Mr. Joe Dunn
RE: Notes from 5th meeting
Total For E-Mail Sent : 3
Gift Sags
4/30/2008 Julie Pennington
Botanical Garden bags
Total For Gift Bags : 1
4/4/2008 Culpepper Place Mrs Linda Vigil
Assisted Living May 8th Terra Studios
4/8/2008 First Security Bank Mrs Ann Snow
Bank Travel Itinerary sent
4/15/2008 Elderhostel Program Division of Continuing Education Mrs Gloria Young
Billgnmage & Historical Walking Tour Clinton House May 5th & 19th
4/25/2008 Good Shepherd Seniors Lee Kidwell
Group Tour Magazine wanted information on the Apple Tour
Total For Group Tour : 4
Group Tour Packet
4/16/2008 First Baptist Church of College Station Mr TY Cope
Church Group Leads from Arkansas
4/16/2008 Golden Jubilee Mr. Rahim Momin
Leads from Arkansas Leads from Arkansas
4/17/2008 Alexander Family Reunion Mrs Jennifer Alexander
Arkansas Leads Family Reunion
4/17/2008 Haynes Family Reunion Mr Roy Haynes
Arkansas Leads Family Reunion
4/17/2008 Herd Family Reunions Mrs Dana Herd
Arkansas Leads Family Reunion
4/17/2008 SBS Mr Brad Wahley
Leads from Arkansas Tour Group
7/2008 Henderson Hills Baptist Church Mrs Louise Humphrey
Leads from Arkansas Church Group
5/6/2008
Activity Report
From: 0410112008 To: 04/3012008
JULIE
Group Tour Packet
4/17/2008 Henderson Hills Baptist Church Mrs Louise Humphrey
Leads from Arkansas Group Tour
4/25/2008 Richardson Reunion Mrs Regan Richardson
Arkansas Leads Arkansas Lead
4/25/2008 Forest Park Seniors Mrs Beverly Thompson
Arkansas Leads Arkansas Leads Follow up
4/29/2008 Simpson Travel Mrs Melissa Simpson
Arkansas Leads Arkansas Leads
4/29/2008 Columbus Senior Center Mrs Phyllis Linder
Arkansas Leads Lead-Northwest Arkansas info
4/29/2008 Center for Creative Living Mr Dick Huck
Arknasas Leads Lead
4/29/2008 St John's Half Century Club
Arkansas Leads Lead
Total For Group Tour Packet : 14
Meeting
4/24/2008 Julie Pennington
Troop Train
Total For Meeting : 1
-Phone Call
/2008 First Security Bank Mrs Ann Snow
Bank Travel Confirmed Tour for June
Total For Phone Call : 1
•
5/6/2008
• Clinton House Museum
Monthly Report
April 2008
Jennifer Law, Museum Director
Visitors for March 2008
This month we had a total of 141 visitors to the Clinton House Museum
Domestic:
50 Arkansas; 10 California; 2 Colorado; 3 Florida; 1 Hawaii; 2 Illinois;
2 Indiana; 2 Iowa; 3 Kansas; 2 Kentucky; 3 Louisiana; 5 Massachusetts;
4 Michigan; 2 Minnesota; 3 Missouri ; 3 Missouri ; 1 Nebraska; 2 New Hampshire; 1 New
Mexico; 1 New York; 2 North Dakota; 1 Ohio;
8 Oklahoma; 5 Pennsylvania; 1 Tennessee; 4 Texas; 2 Virginia; 1 West Virginia; 2
Wisconsin
International:
I Cochabamba, Bolivia; 1 La Pa-r_, Bolivia; 1 Potesi, Bolivia; 1 Santa Cruz, Bolivia; 2
• Foye, Denmark; 3 Dublin, Ireland; 2 Beirut, Lebanon; 2 Lulea, Sweden.
Director's Activities for March 2008
Studied Clinton House Museum By-Laws and determined that a Board of
Directors needed to be established for the Clinton House Museum of a minimum
of five members; therefore, I contacted and received a commitment to serve from
the following: Roy Clinton, Tim Freeman, Marilyn Heifner, Steve Smith and the
fifth member to be announced at the June A & P meeting due to the upcoming
May 20th election.
- Hosted three of the four Guest Lecture Series which also involved set-up, clean-
up and baking refreshments.
- Laid 24 new Clinton House Museum sidewalk bricks and re-laid 20 of the older
sidewalk bricks.
- Designed and had made name tags for Museum Director and Volunteers at the
Clinton House Museum.
- Had lunch with a former aide to Hillary Clinton to gather information and ideas
they would be beneficial to the Clinton House Museum.
- Picked-up and cataloged Clinton memorabilia from donor Gene Tweraser.
- Gave 600 $ 1 off admission coupons to the Master Gardeners' of Washington
County for goodie bags that they will be handing out for their state convention at
end of May in Fayetteville.
• - Gave coupons for a gift basket to the Arkansas Federation of Democratic Women.
• Copied former Museum Director' s Bill Clinton photos and memorabilia for the
Clinton House Museum.
Spent one half day with Fox News out of NY filming, giving tour and
interviewing for their upcoming documentary on Hillary Clinton.
Booked a wedding to be held at the Clinton House Museum on November 8,
2008.
Gathered ideas to implement a paid parking program at the Clinton House
Museum this fall and winter for football and basketball events to generate
additional revenue.
Attended April 14 Fayetteville A & P Commission meeting.
Solicited help from volunteers on cleaning interior and exterior of Clinton House
Museum.
Marketed upcoming Guest Lecture series by posting fliers weekly on campus and
around town, sending many emails and making numerous telephone calls.
Continued work on obtaining 501 c3 status for Clinton House Museum.
Established a Suggestion and a Donation box at Clinton House Museum.
Cleaned 2 doors and 16 of 26 windows, storm windows and screens at Clinton
House Museum.\
Worked 29 hours on exterior grounds of Clinton House Museum.
Guided tours of Clinton House Museum.
Coverage and Interviews for April 2008
• Interviewed by Jones TV network on ground cleanup day
Fayetteville Free Weekly paper
NWA times, "Fayetteville A & P announces new hires and promotion"
ArkansasDemocratGazette, What 's Up!, "Clinton House Museum, Guest Lecture
Series "
Kiplinger Magazine
Fox News
" The Adventures of Traveling Bob"
Pine Bluff Commercial Newspaper
Community Calendars: KHOG, KFSM, KNWA, KUAF, Jones TV Network,
Fayetteville Chamber of Commerce, NWA Times, Master Gardeners' of
Washington County, Access Fayetteville, Experience Fayetteville
•
Fayetteville Town Center, Manager's Activity Report
April 1 , 2008 to April 30, 2008
•Sales:
APRIL APRIL Month YTD YTD YTD
2007 (base) 2008 % Change 2007 2008 % Change
Sales 13 20 54% 86 90 04%
# returned contracts b to date — GL
Complete Events (Paid/Sponsored) 20 24 2% 79 72 (.08%)
Sales $19,570.00 $32,262.50 65% $136,426.22 $159,369.29 17%
$ returned contracts by log date — GL
Collections **
$ - Payment Lo $49,576.97 379214.41 (24%) $146,445.24 161 ,012.54 .09%
I
$ -Credit� -0- -0- NA -0- -0- -0-
Average per event $ 1 ,505.38 $1 ,698.03 13% $1 ,586.35 $1 ,790.67 13%
$ Sales / # Sales
" We collected $37,214.41 for rentals and incidentals in April 2008. Year to date collections reflects a .09% increase
compared to 2007. We have reached 36% of our 2008 goal of $448,250.00. Returned contracts show a 54%
increase over April 2007 and we show a 2% increase in completed events for the month as compared to April 2007.
Operations Items:
• Fountain is running and no leaks; so far!
• General cleaning and repairs of equipment and facility.
�ersonnel Items :
• Heather Dickinson, Event Coordinator, resigned effective 5/9/08. We've hired Brittany Dearien as the new
Event Coordinator.
Marketing, Sales and Public Relations:
• Jamey participated in the Girl Scouts Past, Present & Future workshop. She has also joined the Humane
Society of the Ozarks Board.
• Jamey Goddard, Sales Director, reports: April executed contracts totaled $42, 100.00; $29,300.00 represents
2008 events and $12,800.00 is for 2009 events.
Event Listing
• April 1 - UA Distinguished Lecture Series April 18 — Bates Birthday Party
• April 2 — UA Greek Sing . April 18 — Phi Sigma Rho
• April 3 — Bureau of Education & Research 0 April 18 — UA Engineering Banquet
April 4 — UA Physics Banquet 0 April 19 — Steve Clark
April 4 — Sigma Phi Epsilon a April 19 — Fayetteville HS Prom
• April 5 — Alpha Omicron Pi 0 April 21 — Order of Omega
• April 5 — Huntsville High School Prom 0 April 22 — UA College of IE Banquet
• April 5 — Sigma Alpha Sorority 0 April 24 — Alpha Phi Alpha
April 7 — Junior League of NWS . April 25 — Champions for Kids
• April 11 — Shiloh Christian School 0 April 26 — Pace/Bittenbender Reception
• April 12 — Lincoln HS Prom 0 April 26 — Pryor Reception
• 0 April 12 — West Fork HS Prom 0 April 29 — UA Distinguished Lecture Series
• DIRECTOR'S REPORT
April, 2008
INQUIRY RESPONSES
April 2008 — 1 , 111 Year to date 2008 — 5,769
April 2007 — 2,440 Year to date 2007 — 5,808
APRIL ACTIVITY
Tourism Activities — HTP Board meeting
Wayside sign for Lake Fayetteville
Heritage Trail Partners
Bruce Dunn
Allyn Lord — Shiloh Museum
Monte Fuller — Devil' s Den
Kirby Sanders
Dale Christy — NATA
Dee Dee Lamb — Headquarters House
Relations with Media — Robert Bell, Northwest Arkansas Business Journal
Kim Morrison — Morning News
Marsha — Northwest Arkansas Times
• Jill Rohrbach — AR Parks & Tourism staff writer — women chefs for Oprah (Maudie and Chrissy)
Will Lowden
A & P — Charlotte Buchanan, The ARTery
John Meade — pizza tables
Dan Stewart — photos
Visitor Guide meeting with agency
Lee Ann Van Winkle
Colonial Life — insurance
Tim Freeman — orientation
Kiwanis, Springdale — guest speaker
Girl Scouts — Women of Distinction Day
PRSA Apex Awards
Scott Starr
Felicia — tax rate on A & P
Tear off map
Mary Anderson — Washington County Master Gardeners
Keith Glass CPA
Victoria Grace — performer for Farmer's Market
Jack Morris — reference WDD
Mark Hermann — Polk Stanley Architects (survey of CVB)
Mayor Tommy Swaim — Jacksonville — reference for Sells Clark
• Anna Belle Davis — reference for Sells Clark
Kelly — Sage Partners — HMR to date
• Town Center — Matt Partain, police parking
CHM —
CVB — Interviews for part time staff
Monica — Advance Pest Control
Carson Passey — MityLite tables
Miscellaneous —
HMR Collections — APRIL collections (March sales)
Red Lobster
Olive Garden
Chartwells
Golden Corral
Shogun
TGI Fridays
Chick-Fil-A (NW Village)
Clarion Inn
Noodles
• Hampton Inn
Penguin Ed' s
Logan 's Roadhouse
Chick-Fil-A
McDonald' s (Joyce)
Holiday Inn Express
Inn at Camall Hall
Cosmopolitan
Courtyard Marriott
Catfish Hole
Chili ' s
Buffalo Wild Wings
McDonald's # 10937
Marketplace Express
Rick' s Bakery
Bordino's
McDonald' s Wedington
Ruby Tuesday
•
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Inquiries Tabulated by Source/Mode
From: 4/112008 To: 4/3012008
NOTE., This report shows only active modes and sources, and can only display the first nine active modes defined in your system.
r
mope
Source 800 Number e-mail Formatted - Totals
Bulk
«None Specified>> 19 144 0 163
Meetings 8 Conventions 0 0 27 27
Midwest Living 0 0 177 177
Southern Living 0 0 342 342
Travel lnformation.com 0 0 399 399
Web Site 3 0 0 3
Totals: 22 144 945 1 ,111
Page 1 of 1 5/512008 08:32 AM
Fayetteville Convention & Visitors Bureau
21 S. Block, Suite 100 — Fayetteville, AR 72701
Phone: (800) 7664626, (479) 521-5776 — Fax: (479) 571-4731 — info@experiencefayetteville.com — Web:
www.experiencefayetteville.com
Keech 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,
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 27,929.50
First Security Conv & Visitors 567386.73
Arvest Payroll Account 36,032.69
Accounts Receivable 18.48
Due From Other Funds 22,347.84
Inventory-Clinton House 11990.76
CVB Inventory 11 ,609.96
Investments 1 ,762,874.96
Investment Adj to Market 1 ,409.01
Total Current Assets 21632,744.75
Property and Equipment
Furniture and Fixtures 34,813 .51
Equipment 202,016. 14
CVB Building 11120,253.37
Building Additions 206,677.24
Accum. Depreciation (229,893.48)
Total Property and Equipment 19333,866.78
• Other Assets
Total Other Assets 0.00
Total Assets $ 3,966,611 .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 21569.28
SUTA Payable 11141 .72
Due to Other Funds 3, 173.87
Due to Town Center 6,089. 10
Total Current Liabilities 34,904.88
Long-Term Liabilities
Total Lon,Term Liabilities 0.00
Total Liabilities 34,904.88
• Capital
Beginning Balance Equity 3,879.562.33
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
• F ville A P •
Stmt of Budget Revenue Expense - 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
Budget
Revenue
HMR Tax Revenue 1 ,914, 166.42 300,706.00 329, 170.62 1 ,584,995.80 144,585.00 155, 166. 12 158,428.83
Prior Year HMR Tax Rev 31527. 36 31527.36 81190.86
Interest 120,000.00 202000.00 12,211 .91 1073788.09 10,000.00 43307.83 11 ,534.42
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: 4473013.04 50,000.00 447,013.04 50,000.00
Fund Transfer for CVB 100,000.00 (100,000.00) 100,000.00
Rental Income 51500.00 (51500.00) 21750.00
Interest Inc Checking 2,378.38 (21378.38) 916.65 10.32
Total 21501 , 179.46 404,037.00 445, 509.89 204,585.00 266,767. 96 178,312.93
Expenses
Transfers
Town Center Fund 6761248.52 113,012.00 109,915.42 5663333. 10 56,506.00 54,957.71 54,935.36
Bond Audit Exp 2,000.00 21000.00
Bond Paying Agent Fe 61000.00 11500.00 61000.00
Workman's Comp Ins 2,500.00 2,500.00
Collection Exp 39,739.00 61333.00 61653.96 33,085.04 31001 .00 3, 173.87 47,804.79
CVB Rent -
CVB Remodel -
CVB Earnest Money -
CVB Purchase - 24,515.36
Transfer to CVB 3013209.66 100,000.00 230,000.00 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 71500.00 327.76 93672.24 73250.00 163.88 71189.91
Salaries 74,634.00 12,440.00 103741 . 17 63,892.83 60220.00 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 21880.00 480.00 323.76 2,556.24 240.00 31155.76
401K Match 21326.26 396.00 345.04 11981 .22 193.00 258.78 345.04
Car Allowance 31600.00 600.00 450.00 31150.00 300.00 300.00 600.00
Advertising & Marketin 375,000.00 30,000.00 61308. 12 368,691 .88 25,000.00 630.74 74,786.30
See Compilation Letter
• F*ville A P .
Stmt of Budget Revenue Expense - 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
Budget
Airport Info Booth 51200.00 11200.00 51200.00 11200.00 1 ,200.00
Airport Advertising 51940.00 51940.00
Brochures 100,000.00 51000.00 100,000.00 51000.00 3,895.08
Website Update 10,000.00 2,000.00 10,000.00 2,000.00
Signage- Tourism 10,000.00 2,000.00 163.88 9,836. 12 1 ,000.00 1 ,012.53
Publication & Dues 2,200.00 600.00 425.00 12775.00 500.00 558.50
Travel/Training 3,600.00 700.00 372. 39 3,227.61 200.00 197. 39 484.08
Office Sup & Printing 1 ,000.00 200.00 273.23 726.77 100.00 54.87 13.91
Postage 15,000.00 11000.00 21806.32 123193.68 1 ,000.00 11240.73 1 ,685. 12
Professional Services 6,000.00 11000.00 19350.00 41650.00 500.00 21700.00
Straegic Planning 300.00 300.00
Audit Expense -
Town Center Garden P 20,856.00 31476.00 20,856.00 11738.00 11458.33
Botanical Garden 32,831 .00 32,831 .00 32,831 .45 (0.45)
Square Gardens 4141182.00 50,000.00 414, 182.00 50,000.00
REPAY Special Proj 35,000.00 35,000.00 35,000.00 35,000.00
Special Projects 1 ,000.00 ( 11000.00) 71582.69
ASCE Mid Continent C 51000.00 51000.00
Calcasieu Rabbit Shov 500.00 L500.00 500.00 - 31500.00
Ceramics Symposium 7,500.00 7,500.00 7,500.00 -
Dickson St Music Fest 25,000.00 25,000.00
DECA Marketing Fash 1 ,000.00 11000.00 11000.00 - 21052.75
4 State Volleyball Clas 4,000. 00 4,000.00 4,000.00
All Star Games 10,000.00 10,000.00 10,000.00 9,500.00
Coaches Clinic 15,000.00 15,000.00 20,000.00 (5,000.00) 15,000.00
Saturday of Champion 4,000.00 4,000.00 4,000.00 - 4,000.00
NWA Coaches Clinic 51000.00 51000.00 53000.00 71000.00
State Soccer Finals 11500.00 1 ,500.00 1 ,500.00 -
7A State Track Meet 11000.00 1 ,000.00 11000.00 -
Debate & Forensic Tot 11500.00 13500.00
Holiday Hoops 51000.00 51000.00
Joe Martin Stage RacE 33500.00 3,500.00
State Master Gardner 2,500.00 2$ 00.00
See Compilation Letter
• F eville A P .
Stmt of Budget Revenue Expense - 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
Budget
Mt. Sequoyah Caring If 11000.00 1 ,000.00 1 ,000.00
Solar Splash 7,500.00 7,500.00 - 71500.00 10,000.00
TheatreSquared 31000.00 31000.00
Walton Arts Center-An 15,000.00 153000.00 15,000.00 - 13,300.90
Water-Ski Regional Ct 5,000.00 51000.00
Youth Slow Pitch Worl 71500.00 71500.00 4,000.00
Misc Equip 50,000.00 10,000.00 60,723.79 (10,723.79) 51000.00 60,723.79 71504.52
Repair & Maintenance 50,000.00 10,000.00 50,000.00 51000.00
Depreciation Exp 20,000.00 31330.00 20,000.00 1 ,665.00 3,333.34
Contract Labor 5,500.00 (51500.00) 22750.00
Bank Charges 23.91 23,91
Unallocated Revenues 12,241 . 54 12,241 .54
Total 2,501 , 179.46 5371141 .00 543,678. 74 249, 129. 00 270,621 .46 325,583. 11
See Compilation Letter