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Home My WebLink About2008-10-13 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, October 13, 2008, at 2:00 p.m. in the Director' s Room of the Fayetteville Town Center. AGENDA ADVERTISING AND PROMOTION COMMISSION October 13, 2008 2:00 p.m. Town Center 1 . Call to Order - Chairman Pat Gazzola ❑ . Reports A. Approval of Minutes for September 8 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 — Kelli Nixon • D. Visitor Bureau Report — Allyson Twiggs Dyer E. Town Center Report — Sandra Bennett F. Executive Director Report — Marilyn Heifner G. Advertising Agency Report — Mike Sells 111 . Old Business IV . New Business A. Lease of Square for Lights of the Ozarks V. Adjourn Set date for Funding Requests for 2009 - next A & P meeting is November 10 ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING September 8, 2008 Commissioners Present: Dan Coody, Neal Crawford, Bob Davis, Tim Freeman, Pat Gazzola, and Robert Rhoads Commissioners Absent: Maudie Schmitt Staff Present: Sandra Bennett, Allyson Twiggs Dyer and Marilyn Heifner 1. CALL TO ORDER Chairman Pat Gazzola called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on August 11 at the Fayetteville Town Center at 2 :00 p.m. 11. REPORTS MINUTES Moved by Davis, second by Crawford to approve the minutes of the August 11 regular meeting. Motion carried. HMR COLLECTIONS Marilyn presented HMR collections for August. August collections were up 8.77%. Year to date collections were up 7.48% • Hotel HMR revenue for August was up 12.37% and restaurant revenue was up 15. 12%. Year-to- date revenue for hotels is up 10.69% and restaurant revenue is up 10.56%. FINANCIAL REPORT Keith Glass presented financial statements. Overall July statement showed $ 15,000 ahead of schedule on budget. Glass asked for an increase in accounting fees to $625 per month starting in October 08. He stated that the reason for the increase was there was more work than thought for the preparation of the city audit. He stated that he would prepare a letter of engagement effective until the end of 09 for $625 . Moved by Davis, second by Crawford to pay the increase in fee with a letter of engagement until the end of 09 with Keith Glass CPA. Motion carried. CITY ATTORNEY City Attorney Kit Williams reported that the City Prosecutor' s office collected $20,838.73 last month in overdue HMR taxes. Since HMR collection was placed as a priority in 2001 , over $500,000.00 has been collected. CLINTON HOUSE MUSEUM REPORT • No report. VISITOR BUREAU Allyson Twiggs Dyer reported that with Bikes Blues and BBQ coming to town, the CVB has been booking rooms. All rooms in Fayetteville are full. Fairgrounds are getting full of campers. The Sports Festival will be October 11 . A fun Run 5K will be held for elementary children before the event opens. Kite Fest will be October 18, sponsored by the Arkansas Air Museum. Chili Pepper is also October 18. Twist of Green will be October 4-5 . Shelly is having a meeting planner showcase on September 30 at the Town Center. TOWN CENTER Sandra Bennett reported Town Center collections year to date are up 14% over last year. New hand dryers were installed in the bathrooms which should cut down on paper towel usage. The Fine Arts Festival was a success with over $30,000 art sold. EXECUTIVE DIRECTOR REPORT Marilyn reported that she continued to work with the Fine Arts Festival for their event at the Town Center. Town Center paid for Arts Party and pipe and drape. The Town Center will sponsor their first "Here Comes the Bride" bridal fair David Allen Coe concert was held at the Town Center without incident. Interviews are being conducted for marketing position at the Clinton House Museum. AGENCY REPORT Mike Sells that he and agency staff had a website planning and 09 planning and creative meeting • with Marilyn and Allyson. Jade reported on the broadcast advertising budget. For television, the KTHV "Amazed by Arkansas" will be on October 23 . A new advertisement will appear in Front Porch magazine to attract Arkansas visitors and in Arkansas Parks and Tourism newspaper insert (6 mil circulation). One the website, it has been updated and upgraded. An e-newsletter will be sent out later this month. A flat screen has been purchased for the Visitor Store with local ad information. Local Musician CDs are being sold in the store as well. The Mayor asked about producing a 5-6 minute video of Fayetteville with 4 seasons, gardens, etc. Commissioners asked Sells to check into the video media for key media. OLD BUSINESS None NEW BUSINESS None Respectfully submitted, Marilyn Heifner 0 Executive Director • Advertising and Promotion Commission For month of September 2008 Current Year HMR Collected (2120.0912.4101 .00) $ 189,756.90 Prior Year Collected (2120.0912.4101 .01 ) $ 487. 50 First Security Investment Interest Revenue (2120.0912.4708.00) $ 4,867.76 Total Revenues $ 195, 112. 16 Annual Bond Audit Expense (2120. 9120.7602.60) $ Collection Expense (2120.9120.5333.00) $ (3,804.89) 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 $ (58,762.60) Total Check to A&P $ 136,349.56 • • 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 $133,528 183,554 37.46% $150,088 -18.23% $158,693 5.58% March $1640763 1549067 -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% $1650779 -4.94% $175,064 5.60% June $162,754 171 ,098 5. 13% $177,594 3.80% $194,447 9.49% July $181 ,070 172,905 -4.51 % $173,079 0.00% $188,253 8.77% August $167,448 160,067 -4.40% $160,560 0.00% $174,648 8.77% r 162 215 169 793 4.67% 172 373 1 .52% 190 244 10.37% September $ $ $ , 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 ,9439930 21073,923 6.69% $21030,913 -2.07% $19611 ,830 7.82% \filename • • • 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% 13,284.28 -5.28% 12,577.76 -5. 10% 14, 112.82 12.20% Jan 12,614.03 13,738.64 8.91 % 13,650.85 0.64% 13,965.23 2.30% 14,742.43 5.57% Feb 16,210.91 17,930.90 10.61 % 16,006.58 -10.73% 169534.37 3.30% 20, 151 .69 21 .88% Mar 19,692.06 193037.80 -3.33% 18,941 .34 -0.50% 180699.53 -1 .27% 20,558.61 9.94% Apr 17,643.48 199720.73 11 .77% 19,000.83 -0.37% 19, 110. 12 0.56% 211754.32 13.84% May 19,979.47 22,347.62 11 .85% 22,796.50 2.00% 23,204.74 1 .79% 25, 145.33 8.36% Jun 22,917.75 22,690.02 -0.99% 22,060.53 -2.78% 22,705.86 2.92% 24, 128.23 6.26% Jul 17,404.01 18,668.34 7.26% 162804.33 -9.98% 17,054.25 1 .49% 19, 163.95 12.37% Aug 179316.75 18,786.70 8.48% 17,513.64 -6.67% 18,081 .83 3.24% 193365.78 12.37% Sep 21 ,910. 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 16,294.83 17,073.24 4.78% 17,351 .42 1 .63% 18,329.41 5.64% 218,627.08 228,272.45 4.41 % 227,769.84 -0.22% 229,838.52 0.90% 179,123.16 10.61 % RESTAURANTS 2004 2005 % change 2006 % change Dec 122,970.98 137,855.28 12. 10% 153,658.60 11 .46% 145,851 .07 -5.08 158,660.68 8.78% Jan 116,544.55 126,564.43 8.60% 1420675.37 12.73% 126,350. 10 -11 .44% 142, 157.30 12.51 % Feb 117,063.89 127,214.85 8.67% 133,701 .96 5. 10% 133,499.96 -0.001 % 151 ,899.46 13.78% Mar 125, 141 .62 1402166.43 12.00% 153,462. 15 9.48% 145,240.82 -5.36% 1580904.51 9.41 % Apr 123,732. 13 137,712.38 11 .30% 143, 149.32 7.57% 146,017.95 2.00% 160,405.28 9.85% May 126,572.41 140,966.98 11 .37% 166,542.00 18. 14% 142,484.49 -14.44% 163,216.58 14.55% Jun 128,880. 12 164,369.25 27.54% 139,677.98 -15.31 % 142,384.44 1 .93% 144,068.57 1 . 18% Jul 127, 161 .30 136,906.50 7.66% 152,031 .25 11 .05% 1363693.67 -10.09% 157,357.25 15. 12% Aug 126,217.05 139,830.39 10.78% 143,807.38 2.84% 145,060.67 0.87% 152, 130.52 4.87% 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 118, 147.51 133,691 .45 13. 16% 137,036.80 2.50% 140,563.66 2.57% 1 ,500,094.85 11675,216.12 11 .67% 127819520.42 6.68% 19707,785.82 -4.14% 11388,800.15 9.90% Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis August 31 , 2008 • ASSETS Current Assets CVB Cash in Register S 100.00 CHM Cash in Register 100.00 Arvest A&P General 44856 475,389.37 Ist Security A&P General 98714 2515051 .90 1 st Sec Fay Town Ctr #8722 705246.30 1st Sec. Clinton House #8749 135031 .62 1 st Sec. Conv Visitor #8730 235766.94 Arvest Payroll Account #4636 235055.87 Accounts Receivable 18.48 Due From Other Funds 175771 .45 Inventory-Clinton House 15990.76 CVB Inventory 119609.96 Investments 117825392. 18 Investment Adj to Market 1 ,409.01 Total Current Assets 2267 1 ,933.84 Property and Equipment Furniture and Fixtures 95602.98 Equipment 166,502.88 CVB Building 1 , 1205253.37 Building Additions 2063677.24 Accum. Depreciation (2299893.48) • Total Property and Equipment 19273, 142.99 Other Assets Total Other Assets 0.00 Total Assets $ 3,945,076.83 LIABILITIES AND CAPITAL Current Liabilities Aflac $ 95.30 Federal Payroll Taxes Payable 119581 .76 FUTA Tax Payable 259.26 State Payroll Taxes Payable 2,299.78 SUTA Payable 630.78 Due to Other Funds 5,692.95 Due to Town Center 65089. 10 Total Current Liabilities 26,648.93 Long-Term Liabilities Total Long-Term Liabilities 0.00 Total Liabilities 26,648.93 • Capital Beginning Balance Equity 35879,562.33 Retained Earnings (61313.87) Net Income 45, 179.44 See Accountants' Compilation Report Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis August 31 , 2008 • Total Capital 339185427.90 Total Liabilities & Capital $ 339459076.83 • I • See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Eight Months Ending August 31 , 2008 Current Month Year to Date Revenues HMR Tax Revenue $ 1729416.72 75.84 $ 113929322.53 63.86 Prior Year HMR Tax Revenue 29230.80 0.98 299264.82 1 .34 Rental Income 295330. 12 12.90 3142019. 13 14.40 Other Income 79525.01 3.31 129865.78 0.59 Travel Hero 0.00 0.00 19251 .28 0.06 Parking Revenue 579.00 0.25 109866.87 0.50 Parking Lease 0.00 0.00 2,513.34 0. 12 Gift Shop Sales 479.32 0.21 29885.64 0. 13 Visitor Store 19399.46 0.62 79211 .00 0.33 Partnership Income 0.00 0.00 7,200.00 0.33 Admission Revenue 497.00 0.22 39698.08 0. 17 ' Track Tickets 0.00 0.00 39145.00 0. 14 Special Projects 7,526.68 3.31 79796.68 0.36 Interest Income Investments 4,867.76 2. 14 439175.21 1 .98 Interest Income Checking 482.42 0.21 72238.70 0.33 Fee Refunds 0.00 0.00 50.00 0.00 Transfer In 0.00 0.00 3349921 .04 15.36 Total Revenues 227,334.29 100.00 211809425. 10 100.00 Cost of Sales Clinton House Gift Shop 0.00 0.00 29000.37 0.09 Total Cost of Sales 0.00 0.00 29000.37 0.09 • Gross Profit 227,334.29 100.00 29178,424.73 99.91 Expenses Signage- Tourism 327.75 0. 14 4,869.73 0.22 Credit Card Discounts 628.53 0.28 3,434. 12 0. 16 Bank Charges 39.85 0.02 501 .83 0.02 Parking Expense 100.00 0.04 700.00 0.03 Advertising & Marketing 149879.56 6.55 1105960.55 5.09 Brochures 299623.09 13.03 68,044.60 3. 12 Accounting & Legal Fees 850.00 0.37 4,325.00 0.20 Audit Expense 13700.00 0.75 19700.00 0.08 Office Expense 779.37 0.34 95847.06 0.45 Visitor Store Exp 23528.47 1 . 11 49273.62 0.20 Insurance-Building 51347.00 2.35 5,347.00 0.25 Insurance & Health Benefits 11920. 19 0.84 189975.46 0.87 408 (P) Company Match 13424. 17 0.63 7,378.42 0.34 Car Allowance 300.00 0. 13 23400.00 0. 11 Telephone Expense 19485. 10 0.65 123055.95 0.55 Postage and Shipping Expense 2,464.75 1 .08 13,888.97 0.64 Tracking Software 0.00 0.00 11695.00 0.08 Material & Supplies 0.00 0.00 41166. 16 0. 19 Rent 0.00 0.00 12,000.00 0.55 Maintenance/Lawn 35.00 0.02 295.00 0.01 Repairs & Maintenance Expense 919.24 0.40 87,709.76 4.02 Kamensky Fountain Maintenance 0.00 0.00 43,035.49 1 .97 Linens 316.84 0. 14 17,686.43 0.81 Publications & Dues 200.00 0.09 51472.00 0.25 • Travel/Training Expense 11232.60 0.54 15,785. 13 0.72 Taxes & Licenses 331 .84 0. 15 73376.20 0.34 Collections Expense 31492.95 1 .54 282431 .75 1 .30 Interest Expense 0.00 0.00 132.84 0.01 Payroll Tax Expense 21800.56 1 .23 273321 .20 1 .25 Convention Development 10,967.40 4.82 15,414.82 0.71 See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Eight Months Ending August 31 , 2008 Current Month Year to Date Contract Labor 25750.00 1 .21 265592.39 1 .22 Commissions 2,246.00 0.99 19,902.68 0.91 Wages Expense 33,688.75 14.82 2869668.46 13. 15 Electricity Utility 7,035. 10 3.09 449560.48 2.04 Gas Utility 98.36 0.04 11 ,079.29 0.51 Water Utility 805.56 0.35 51943.84 0.27 Cable 89.53 0.04 685.65 0.03 Security 21 .85 0.01 852.30 0.04 Airport Advertising 0.00 0.00 5,370.00 0.25 Minor Equipment 0.00 0.00 139472. 14 0.62 Botanical Gardens of the Ozark 0.00 0.00 329831 .45 1 .51 Special Proj/Ceramic Syposium 0.00 0.00 79500.00 0.34 Caring for Creation Conference 0.00 0.00 1 ,000.00 0.05 Calcasieu Rabbit Show 0.00 0.00 500.00 0.02 Coaches Clinic 0.00 0.00 205000.00 0.92 4 State Volleyball 0.00 0.00 4,000.00 0. 18 All Star Games 0.00 0.00 10,000.00 0.46 Saturday of Champions 0.00 0.00 49000.00 0. 18 State Soccer 0.00 0.00 19500.00 0.07 7A State Track 0.00 0.00 5,046.00 0.23 DECA 0.00 0.00 11000.00 0.05 Annie- Special Prcjsect 0.00 0.00 155000.00 0.69 Solar Splash Specail Project 0.00 0.00 7,500.00 0.34 Square Gardens 25865.24 1 .26 2345585.59 10.76 ASCE Special Project 0.00 0.00 5,000.00 0.23 Waterski Champion 0.00 0.00 59200.00 0.24 Dickson St Special Project 0.00 0.00 24,805.61 1 . 14 • Youth Slow Pitch 0.00 0.00 61196.82 0.28 Misc Special Project 7,734.86 3.40 193895.78 0.91 Bond Payments-Town Center 559457.71 24.39 442,411 .68 20.29 Transfer OUt 0.00 0.00 334,921 .04 15.36 Total Expenses 1975487.22 86.87 2, 1333245.29 97.84 Net Income $ 299847.07 13. 13 $ 45, 179.44 2.07 • See Accountants' Compilation Report Clinton House Museum Stmt of Budget, Revenue, and Expense- Modified Cash Basis Month Ending August 2008 • 2008 2008 2008 2008 August August 2007 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Revenue Transfer from A&P 60,588.12 60,588.00 30,000.00 30,588.12 23,000.00 Admission 7,000.00 4,668.00 3,698.08 3,301.92 583.00 497.00 4,135.01 Special Events 225.00 225.00 - 225.00 75.00 650.00 Gift Shop Sales 5,000.00 3,336.00 2,885.64 2,114.36 416.00 479.32 2,920.86 Interest 250.00 170.00 235.62 14.38 20.00 14.27 212.15 Other Income 150.00 (150.00) 350.00 Total 73,063.12 68,987.00 36,969.34 1 ,094.00 990.59 31,268.02 Expenses Salary+Benefits 32,549.63 20,664.33 18,525.52 14,024.11 2,583.00 778.13 17,288.24 payroll Tax Exp 2,725.00 1 ,816.00 1,714.24 1 ,010.76 227.00 71.97 4,126.38 Insurance-Health 2,859.00 1 ,904.25 1,142.64 1 ,716.36 238.00 1,147.00 401K Match 450.00 303.50 211.64 238.36 38.00 75.00 Rent 12,000.00 12,000.00 12,000.00 - 12,000.00 Utilities-$3500 - - Water 500.00 328.00 289.63 210.37 41.00 44.02 295.81 Gas 1,500.00 1,124.00 954.05 545.95 62.00 7.99 842.84 Electricity 1,200.00 828.00 492.28 707.72 146.00 109.53 670.63 Telephone 1,600.00 1,064.33 1,029.30 570.70 133.00 130.21 1 ,006.10 Materials 8 Supplies 1,200.00 800.00 916.56 283.44 100.00 45.51 673.71 Credit Card Discount: 250.00 160.00 390.10 (140.10) 20.00 46.31 154.27 Bank Charges - 69.65 9.95 7.00 Security 275.00 184.00 152.30 122.70 23.00 21 .85 174.70 Maintenance/Lavm 420.00 280.00 345.00 75.00 35.00 35.00 305.00 Repair/Maintenance 600.00 400.00 318.59 281.41 50.00 174.40 Sales Tax 700.00 464.00 - 700.00 58.00 Special Projects 600.00 550.00 - 600.00 100.00 1,249.56 501 c3 Application 500.00 500.00 - 500.00 Publications/Dues 50.00 100.00 200.00 (150.00) 200.00 50.00 • Travel/Training 300.00 200.00 496.74 (196.74) 314.62 Gift Shop Items 5,000.00 3,328.00 2,000.37 2,999.63 416.00 1,336.82 Misc 7,784.37 5,184.00 7,784.37 648.00 Total 73,063.00 52,182.41 41,248.61 4,918.00 1,500.47 41,892.08 • Convention Visitors Bureau Stmt of Budget, Revenue. and Expense-Modified Cash Basis Month Ending August 2008 • 2008 2008 2008 2008 August August 2007 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Revenue Transfer from A&P 301,209.66 200,000.00 200,000.00 101 ,209.66 200,000.00 Interest 300.00 200.00 492.18 (192.18) 25.00 51 .99 581 .85 Partnership Dues 8,800.00 8,800.00 7,200.00 1 ,600.00 1,600.00 7,900.00 Travel Hero 5,000.00 500.00 1,251.28 3,748.72 500.00 496.84 , Visit. CV. Store 15,200.00 10,136.00 7,211.00 7,989.00 1,266.00 1 ,399.46 Track Tickets - 3,145.00 (3,145.00) Other Income 10,021.68 (10 021.88) 9,051.68 187.01 Total 330,509.66 219,636.00 229,321.14 3,391.00 10,503.13 209,165.70 Expenses Salary«Benefits 200,806.00 127,176.00 121,193.28 79,612.72 15,897.00 15,225.84 111 ,966.24 Payroll Tax Exp 16,064.48 10,168.00 10,322.12 5,742.36 1 ,271.00 1 ,169.55 8,953.93 Insurance-Health 14,400.00 9,600.00 8,609.71 5,790.29 1 ,200.00 1 ,075.05 12,391.52 401K Match 6,024.18 4,016.00 3,311.94 2,712.24 502.00 661.86 2,311.84 Rent - - 24,500.00 Utilities Telephone 7,500.00 5,000.00 5,018.51 2,481.49 625.00 539.18 4,518.41 Electricity 4,726.00 3,422.00 2,641.24 2,084.76 420.00 429.03 2,906.35 Water 724.00 477.00 392.15 331.85 42.00 37.76 310.93 Postage Conv & Tourism Develo 20,000.00 13,500.00 15,414.82 4,585.18 1,600.00 10,967.40 11,140.36 Travel & Training 32,065.00 23,200.00 14,071 .78 17,993.22 3,000.00 1,232.60 20,226.26 Publications/Dues 3,500.00 2,000.00 3,227.00 273.00 997.00 Repair/Maintenance 1,000.00 800.00 1,706.30 (706.30) 200.00 249.09 Office Supp/Printing 7,500.00 5,000.00 4,723.99 2,776.01 625.00 39.99 5,798.06 Update Comp/Add Employee - - 696.47 Tracking Sltvrare(Meint 1 ,700.00 1 ,700.00 1 ,695.00 5.00 5,014.52 Credit Card Discounts 1 ,200.00 800.00 572.89 627.11 100.00 54.82 16.00 Taxes & Licenses(ASO 300.00 300.00 296.84 3.16 296.84 298.33 Visitor Ctr Store Inns 10,000.00 6,664.00 4,273.62 5.726.38 833.00 2,528.47 • Education Reimbursems 3,000.00 1,500.00 - 3,000.00 Bank Charges 286.65 (286.65) 9.95 33.50 Parking Expense - 700.00 (700.00) 100.00 Special Project - 4,046.00 (4,046.00) Transfer Out w 4,053.59 (4,053.59) Total 330,509.66 215,323.00 206,557.43 26,315.00 34,368.34 212,328.81 • Fayetteville A P Commission Stmt of Budget. Revenue, and Expense-Modified Cash Basis Month Ending August 2008 • 2008 2008 2008 2008 August August 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 1 ,252,753.00 1 ,392,322.53 521 ,843.89 154,753.00 172,416.72 1 ,304,303.75 Prior Year HMR Tax Rev - 29,264.82 2,230.80 17,576.54 Interest 120,000.00 80,000.00 43,175.21 76,824.79 10,000.00 4,867.76 102,401 .66 Bond Refund - - - Other•Visitor Guide ad 20,000.00 20,000.00 - 20,000.00 18,534.31 Misc Income - 3,612.50 (3,612.50) 318.82 Investment Fund Ten; 447,013.04 382,831.00 - 447,013.04 50,000.00 Fund Transfer for CVB - 100,000.00 (100,000.00) Rental Income - 22,037.21 (22,037.21) 2,750.00 Interest Inc Checking 5,606.45 (5,606.45) 343.07 11,144.02 Total 2,501 ,179.46 1 ,735,584.00 1 ,596,018.72 214,753.00 182,608.35 1,443,135.08 Expenses Transfers 100,000.00 223,000.00 Tovm Center Fund 676,248.52 452,048.00 442,411.68 233,836.84 56,506.00 55,457.71 439,482.88 Bond Audit Exp 2,000.00 2,000.00 - 2,000.00 Bond Paying Agent Fe 6,000.00 4,500.00 - 6,000.00 Workman's Comp Ins 2,500.00 - - 2,500.00 Collection Exp 39,739.00 26,448.00 28,431.75 11 ,307.25 3,211 .00 3,492.95 67,713.18 Rent - - - 19,000.00 CVB Remodel - - - CVB Earnest Money - - - CVB Purchase - - - 30,941.73 Transfer to CVB 301 ,209.66 301,210.00 230,000.00 71 ,209.66 101,210.00 Transfer to Clinton Hot 73,488.12 73,488.00 - 73,488.12 Peace Fountain Maint 10,000.00 9,000.00 43,035.49 (33,035.49) 250.00 10,984.40 Salaries 74,634.00 49,760.00 45,191.52 29,442.48 6,220.00 5,750.84 46,014.72 Payroll Tax Exp 6,203.36 4,139.00 3,886.76 2,316.60 516.00 457.05 3,598.64 Insurance-Health 2,880.00 1,920.00 695.20 2,164.80 240.00 (14.90) 13,949.89 401K Match 2,326.26 1,554.00 1,423.02 903.24 193.00 258.78 1 ,380.16 • Car Allowance 3,600.00 2,400.00 2.400.00 1,200.00 300.00 300.00 2,400.00 Advertising 8 Markefin 375,000.00 235,000.00 109,777.71 265,222.29 40,000.00 14,879.56 303,073.07 Airport Info Booth 5,200.00 4,800.00 - 5,200.00 1 ,200.00 3,600.00 Airport Advertising 5,940.00 2,970.00 5.370.00 570.00 2,820.00 Brochures 100,000.00 69,000.00 68,044.60 31,955.40 5,000.00 29,623.09 58,031.25 Website Update 10,000.00 8,000.00 - 10,000.00 2.000.00 32.92 Signage- Tourism 10,000.00 8,000.00 4,869.73 5,130.27 2,000.00 327.75 5,644.24 Publication 8 Dues 2,200.00 1 ,190.00 2,045.00 155.00 1 ,118.50 TraveUfraining 3,600.00 1 ,900.00 844.83 2,755.17 1,645.99 Office Sup 8 Printing 1,000.00 800.00 809.12 190.88 100.00 110.99 1,454.31 Postage 15,000.00 8,500.00 13,755.18 1 ,244.82 1,500.00 2,464.75 9,264.74 Professional Services 6,000.00 4,000.00 4,325.00 1,675.00 500.00 850.00 11,293.14 Stmegic Planning 300.00 - - 300.00 Audit Expense - 1 ,700.00 (1 ,700.00) 1,700.00 Town Center Garden A 20,856.00 13,904.00 - 20,856.00 1,736.00 5,381.06 Botanical Garden 32,831 .00 32,831.00 32,831 .45 (0.45) 422,625.88 Square Gardens 414,182.00 350,000.00 238,436.84 175,745.16 50,000.00 2,865.24 46,179.41 REPAY Special Proj 35,000.00 35,000.00 - 35,000.00 Special Projects Other - 10,234.86 (10,234.86) 7,734.86 105,590.07 ASCE Mid Continent C 5,000.00 5,000.00 5,000.00 - Calcasieu Rabbit Shov 500.00 500.00 500.00 - 3,500.00 Ceramics Symposium 7,500.00 7,500.00 7,500.00 - Dickson St Music Fest 25,000.00 25,000.00 24,805.61 194.39 DECA Marketing Fash 1,000.00 1,000.00 1,000.00 - - 2,052.75 4 State Volleyball Clas 4,000.00 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 5,000.00 5,000.00 - 5,000.03 7,000.00 State Soccer Finals 1,500.00 1,500.00 1,500.00 - 7A State Track Meet 1,000.00 1,000.00 1,000.00 - Debate 8 Forensic Tot 1,500.00 1,500.00 - 1,500.00 Holiday Hoops 5,000.00 - - 5,000.00 Joe Martin Stage Race 3,500.00 3,500.00 3,500.00 - 7,000.00 State Master Gardner 1 2,500.00 2,500.00 2,500.00 - • Mt. Sequoyah Caring f, 1,000.00 1 ,000.00 - 1,000.00 Solar Splash 7,500.00 7,500.00 7,500.00 w 10,000.00 TheatreSquared 3,000.00 3,000.00 3,000.00 - 3,000.00 Fayetteville A P Commission Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending August 2008 • 2008 2008 2008 2008 August August 2007 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Dale Accumulated Actual Balance Budget Actual Actual Budget Walton Arts Center 15,000.00 15,000.00 15,000.00 - 28,509.34 Water-Ski Regional CI 5,000.00 5,000.00 5,200.00 (200.00) Youth Slow Pitch Worl 7,500.00 7,500.00 8,196.82 1,303.18 4,000.00 Misc Equip 50,000.00 35,000.00 13,472.14 36,527.86 29,636.34 Repair & Maintenance 50,000.00 35,000.00 34,658.25 15,341.75 419.66 Depreciation Exp 20,000.00 13,320.00 - 20,000.00 1,665.00 13,333.36 Contract Labor - 22,279.89 (22,279.89) 2,750.00 Unallocated Revenues 12,241.54 12,242.00 - 12,241.54 Bank Charges - 75.88 (75.88) 10.00 88.75 Taxes & Licenses 5,344.36 (5,344.36) 50.00 Total 2,501,179.46 1,925,924.00 1 ,588,552.69 274,349.00 129,018.67 1,977,310.38 • • Fayetteville Town Center Stmt of Budget, Revenue and Expense-Modified Cash Basis Month Ending August 2008 • 2008 2008 2008 2008 August August 2007 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Revenue Rental Inc] Service 448,250.00 290,000.00 291,931.92 156,318.08 31,000.00 26,580.12 256,415.30 Interest - Checking 1,000.00 664.00 904.45 95.55 83.00 73.09 570.44 Parking Revenue - 370.00 (370.00) (295.05) Daily 8,000.00 5,300.00 13,010.21 (5,010.21) 650.00 579.00 5,257.50 Leases 16,000.00 12,000.00 - 16,000.00 12,648.07 Other Income - 6,778.28 (6,778.28) 5,800.01 715.86 Sales Tax Exp (3,000.00) - - (3,000.00) (2.202.00) Less Returns 8 Allovrance - - - Special Projects 10,000.00 - 200.00 9,800.00 200.00 3,121.75 Misc Revenue - - 23.14 Transfer w 4,921.04 (4921.04) Total 480,250.00 307,964.00 318,115.90 31,733.00 33,232.22 276,255.01 Expenses Salary+Benefits 182,658.00 115,680.00 101 ,758.14 80,899.86 14,460.00 11 ,933.94 111 ,847.49 Commissions 30,000.00 19,388.00 19,902.68 10,097.32 2,056.00 2,246.00 17,968.83 Contract Labor 7,200.00 4,800.00 4,312.50 2,887.50 600.00 1 ,402.00 Payroll Taxes 15,000.00 10,000.00 11 ,398.08 3,601.92 1,250.00 1 ,101.99 10,235.97 Credit Card Discount! 1 ,500.00 1,000.00 2,471.13 (971.13) 125.00 527.40 1,002.70 Insurance 13,350.00 6,896.00 8,527.91 4,822.09 1,112.00 860.04 5,199.39 401K Match 2,500.00 1,664.00 2,431.82 68.18 208.00 503.53 1,319.52 UOlities - - - Water 8,000.00 5,385.00 5,262.06 2,737.94 825.00 723.78 5,291.53 Phone 10,000.00 6,800.00 5,953.27 4,046.73 800.00 815.71 7,572.80 Electricity 65,000.00 45,000.00 41 ,426.96 23,573.04 6,000.00 6,496.54 39,105.15 Gas 15,000.00 12,550.00 10,125.24 4,874.76 100.00 90.37 7,447.21 Cable 1 ,025.00 680.00 685.65 339.35 85.00 89.53 591.06 Postage 150.00 150.00 133.79 16.21 132.00 Contract Services - - - • Linens 26,000.00 16,800.00 17,686.43 8,313.57 1 ,800.00 316.84 15,313.25 Outside Repairs B Maintenam 55,000.00 31,800.00 50,976.62 4,023.38 1 ,200.00 919.24 39,353.49 Materials & Supplies 5,000.00 3,328.00 - 5,000.00 416.00 3,837.38 Office SupplieslPnnting - 3,767.17 (3,767.17) 582.88 1,004.19 Advertising 1,750.00 1,150.00 1 ,182.84 567.16 869.00 Travel/Training 500.00 350.00 371.78 128.22 50.00 1,201.32 Building Insurance 5,800.00 - 5,347.00 453.00 5,347.00 Taxes & Licenses 1,750.00 1,750.00 1,735.00 15.00 50.00 35.00 1,735.00 Special Projects 5,000.00 - 1,660.92 3,339.08 5,029.29 . Misc 28,067.00 20,000.00 132.84 27,934.16 5,000.00 732.01 Bank Charges - 69.65 (69.65) 9.95 60.85 Depr Expense - - - 13,333.36 Security - 700.00 (700.00) Transfer In 867.45 (867.45) Total 480,250.00 305,171.00 298,886.93 36,137.00 32,599.74 291 ,584.79 • i FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS KIT WILLIAMS, CITY ATTORNEY DAVID WHITAKER, ASST. CITY ATTORNEY PARTMENTAL CORRESPONDENCE LECA L UEPA R"1'u1 EN11 TO : A & P Commissioners City Council CC : Casey Jones, City Prosecutor Marsha Hertwick, Accounting Director FROM : Kit Williams, City Attorney /C DATE : October 6, 2008 RE : Overdue HMR tax collection The City Prosecutor and his staff continued their collection efforts in • September and recovered $2,362.00 for a year to date total of $83,864.37. Attached is his report. Several establishments have now achieved a zero balance due status. The criminal summons or cases for these fully paid back managers/owners will usually be either dismissed or only Court costs will be assessed ( tines suspended). This decision by the Prosecutor takes into account the prior history or any other problems or cases involving the defendants . Casey ' s prime focus remains on collecting the overdue HMR tax as quickly and completely as possible . • CITY OF FAYETTEVILLE • OFFICE OF THE PROSECUTING ATTORNEY CLINTON K. JONESMEMO HOT MANDY FINKLEA CHECK ADMINISTRATOR CITY PROSECUTOR E-mail: hotcheck@ci.tayetteville.ar.us BRIAN THOMAS 101 W. Mountain, Site 202 FAYETTEVILLE, ARKANSAS 72701 DEPUTY CITY PROSECUTOR PHONE: (479) 575-8377 (479) 575.8378 (479) 575-8374 (479) 575-8375 Hot Checks: (479) 575.8254 TO: K. Williams FAX # : (479) 575-8373 Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: October 2, 2008 RE: Status of Active HMR cases 1 . Baskin Robbins Robert Szlemko FTAS Warrant Current Balance: $ 1 ,646. 12 • 2. Benson Kevin/Brittany Benson Current Balance: -0- Active Criminal Summons 3 . Bizy's Express Caf6 Jerry M. Newman Current Balance: -0- Arraignment: 10/06/08 4. Bourbon Boys Brad C. Murphey Paid: $200.00 Current Balance: $ 1 ,996.40 5 . Butcher Block Gary W. Bell Active Criminal Summons Current Balance: $ 1 ,871 .28 6. China Garden Jeff Shen Active Criminal Summons 7. Corky's Ben Clark Paid: $ 150.00 Current Balance: $4,566.05 8. Dart Room John Faubus Active Criminal Summons William E. Gran Active Criminal Summons Paid: $ 142.00 Current Balance: -0- • 9. Dominoes Pizza Lloyd Hardison Paid: -0- Current Balance: $7,690.66 TD: 11 /05/08 K. Williams October 2, 2008 Page 2 • 10. Flames Shannon Fortenberry Filing Criminal Summons Current Balance: Forms not Submitted to Accounting 11 . Fuzzy's Restaurant Frank Giardino Paid: $75.00 Current Balance: $ 1 ,221 .68 12. Hogwild Pizzeria Jonathan Cooper Paid: $ 1 , 116.00 Chadwick Mackey Current Balance: -0- David Mackey Case Closed 13 . JCB Catering/RX Catering Jarrod C. Butler Set for Trial : 12/03/08 14. LaFamilia Virginia Amaral Paid: $50.00 Trial Date: 10/22/08 Current Balance: $ 173.86 15 . La Palmas Vicente Perea Active Criminal Summons 16. Los Cuates Maria Richard Active Criminal Summons • 17. Mama Deans Soul Food Terry L. Morrison FTA Warrant Meneria Morrison TD: 11 /05/08 Paid: -0- Current Balance: Forms not Submitted to Accounting 18. Mordours Pizza Shannon Stout Trial Date: 11 /05/08 Paid: $500.00 Current Balance: $ 1 ,682. 12 19. Seafood Market Bar/Grill Craig Dowd Set for Trial: 12/10/08 20. Shanghai Chinese Rest. Jeff Shen Active Criminal Summons 21 . Tropical Sno Sandy Ward Paid: $ 129.00 William Ward Current Balance: -0- Case Closed 22. WOW Japanese Bistro Chong Kim Filing Criminal Summons Current Balance: Forms not Submitted to Accounting • TOTAL: $ 2,362.00 Activity Report PFrom : 09/01 /2008 To: 09/30/2008 LYSON E-Mail 9/12/2008 Arkansas Farmers' Market Association Janet Bachman Annual Meeting won the bid for 09 conference 9/16/2008 Professional Insurance Agents of Arkansas Ms. Linda Thompson Annual Meeting inviting her back for 09 or 10 9/16/2008 Professional Insurance Agents of Arkansas Ms. Linda Thompson Annual Meeting mostly likely will return in 2010 instead of 0 9/30/2008 The Poultry Federation Paulette Binkley touchbase about registration 9/30/2008 Geiger & Associates LeAn Clamurro needs for hotel rooms for media Total For E-Mail : 5 File Note 9/2/2008 Fayetteville Economic Development Council Mr. Steve Rust attended economic breakfast 9/12/2008 Allyson Twiggs-General United Way Kick Off attended kick off at Procter & Gamble 9/16/2008 International Association of Fire Fighters Motorcycle Group Pete Reagan Spring Rally Group is returning in 2010 9/30/2008 Arkansas Farmers' Market Association Janet Bachmann Annual Meeting emailed bid for 2009 conference in Fayette 0/2008 AAO Sports Experience Lynn Cruse Sports Festival dropped off banner for sports festival 9/30/2008 Bikes, Blues, BBQ Mr. Nelson Driver worked bikes blues and bbq Total For File Note : 6 Meeting 9/2/2008 UA Men's Athletics Chris Pohl, Matt Trantham, Matt Shanklin NCAA Indoor Track and Field Championship about how cvb can help with events and bi 9/9/2008 Bikes, Blues, BBQ Mr. Nelson Driver Final generals meeting 9/9/2008 Lights of the Ozarks Light the Night details about parade nighttlight installation 9/15/2008 Bikes, Blues, BBQ Neal Crawford and Jim Green help selling Allman Bros tickets 9/16/2008 Lights of the Ozarks Kelly Way & Charles Ogbeide UA Light the Night hospitality classes helping with parade night 9/17/2008 Arkansas Hospitality Association Ms Montine McNulty attended travel council meeting in LR 9/22/2008 Arkansas Farmers' Market Association Janet Bachman Annual Meeting about where to host the conference Total For Meeting : 7 Phone Call 9/5/2008 Junior College Baseball Chris Smith Fall Tournament details about tournament /2008 Arkansas Adult Probation and Parole Association Michelle Brewer Semi-Annual Conference needs for conf at the clarion 10/1 /2008 Activity Report From: 09/0112008 To: 10/02/2008 ELLY E-Mail 9/3/2008 Arkansas Volunteer Coordinators Association Debbie Blume Summit Conference Received invitation to sponsor Total For E-Mail : 1 E-Mail Sent 9/2/2008 Solar Splash Carissa Skarin - Cedar Falls Solar Boat Race Sent budget and information for future host 9/2/2008 Meeting Planner Showcase Cne Breaux Meeting Planner Showcase Confirmed speaker for MPS 9/3/2008 Tyson Invitational Indoor Track & Field Mr. Art Huff Cleared block at Staybridge 9/4/2008 Southwest Affiliate of College and University Residence Halls Johnny Biggs Regional Conference Details for SWACURH in fall 9/5/2008 Meeting Planner Showcase Possible vendors Meeting Planner Showcase Sent second round of vendor invites 9/5/2008 Meeting Planner Showcase Attendee invite list Meeting Planner Showcase Sent over 350 invitations to MPS 9/5/2008 UA College of Engineering Peggy Gabriel Renewable Energy Conference hosting conference again in 2009 9/8/2008 UA College of Engineering Departmental Secretaries Sent information on mtg space for academie 0/2008 Arkansas Association of Student Assistance Programs Ms. Ernestine Gibson Annual Conference Requested to bid on 2009 conference 9/10/2008 Society of Women Engineers Janet Nachmann Region C Meeting Requested opportunity to host for 2010 9/10/2008 International Association of Administrative Professionals Anne Stephens Razorback Chapter Booked IAAP for September and Boss' Day 9/15/2008 DNA Computing Conference Russell Deaton Booked overflow at Cosmopolitan 9/17/2008 UA Admissions Recruiters Offered services 9/23/2008 UA Graduate School Shani Farr Would like to meet about services 9/29/2008 Meeting Planner Showcase Attendees Meeting Planner Showcase Reminder about MPS Total For E-Mail Sent : 15 Meeting 9/15/2008 UA Continuing Education and Academic Outreach Kim Jones Municipal Clerks Institute Set up information table in lobby 9/16/2008 UA College of Engineering Peggy Gabriel Renewable Energy Conference Lunch discussing two upcoming conference 9/18/2008 UA Multicultural Center Veronikha Salazar Delivered bags for Hispanic Heritage 9/19/2008 UA Chancellor Gloria Sutherland Relocation packets for Provost candidates /2008 Poets Northwest Cat Donnelly Poetry Day 80 bags for conference 10/2/2008 Activity Report From: 09/01/2008 To: 10/02/2008 IRELLY Meeting 9/19/2008 UAAdmissions Recruiters Delivered 200 VG 9/22/2008 Bikes, Blues, BBQ Mr. Nelson Driver worked BBB 9/30/2008 Meeting Planner Showcase Jamey Goddard Meeting Planner Showcase Hosted meeting planner showcase Total For Meeting : 8 Phone Call 9/30/2008 Solar Splash David Wright Solar Boat Race inquired about changing days of week Total For Phone Call : 1 Post Card 9/15/2008 Mid-America Association of Law Libraries Lorraine Lorne Annual Conference Sent registration reminders to attendees Total For Post Card : 1 • • 10/2/2008 Activity Report From : 0910112008 To: 09/30/2008 LIE E-Mail Sent 9/3/2008 Grand Adventures jshipman@grandbankok.com Sleigh Bell Tour 9/3/2008 Joe Dunn bjoedunn@hotmail.com What do you think about this 9/3/2008 Rainbow Travel Service jaym@rainbowtrvi.com Sleigh Bell Tour 9/3/2008 Holy Spirit Fun Group jwlandsr@bellsouth.net Sleigh Bells 9/3/2008 Lester Family Tours Istrs@aol.com Sleigh Bell Tour in the Ozark 9/3/2008 Fun Tours funtoursne@yahoo.com Lights of the Ozarks Tour Sleigh Bell Tour 9/3/2008 Broadway Baptist Church dlbrown78@aol.com Sleigh Bell Tour 9/3/2008 Village Tours jeanne@villagetours.net March Getaway Sleigh Bell Tour 9/3/2008 Blessed Byways Travel hensely@kdsi.net Sleigh Bells Tour 9/3/2008 Regina Nance Travel Club swtloleo@aol.com Sleigh Bell Tour 008 Corinth Charters and Tours corinthcharters@bellsouth.net Sleigh Bells in the Ozarks 9/3/2008 Best Years Fellowship mrbill1929@aol.com Sleigh Bells Tour in the Ozarks 9/3/2008 All Points USA gwynnl@mindspring.com Sleigh Bells Tour in the Ozarks 9/3/2008 Dream Journeys duginpast@aol.com Sleigh Bell Tour in the Ozarks 9/3/2008 Work & Witness Groups chuckrheta@sbcglobal. net Sleigh Bell Tour in the Ozarks 9/3/2008 Regions Bank ctcarrigan@hsnp.com Sleigh Bells in the Ozark Mountain 9/3/2008 Fiesta Riviera Travel Club fiestariv@hotmail.com Sleigh Bells in the Ozark Mountains 9/3/2008 Good Will Tours charlie@goodwilltours.com Sleigh Bells Tour in the Ozarks 9/3/2008 Sunrise Tours kelley@travelsunrise.com Sleigh Bells in the Ozark Mountains 9/3/2008 Happy Travelers boringroute66@aol.com Sleigh Bells in the Ozark Mountains 9/3/2008 Good to Go with Patti Beth pb@goodtogowithpb.com Get your Butt back down here 9/3/2008 Happy Heart ronheadnashville@aol.com Sleigh Bell Tour 008 First Baptist Senior Adults sherrim@mail.fbccoll.org Sleigh Bell Tour 10/1 /2008 Activity Report From: 09/01/2008 To: 09/30/2008 LIE E-Mail Sent 9/3/2008 Community Bank & Trust thigdon@cbthomebank.com Strawberry Tour Sleigh Bell Tour 9/3/2008 Beeline Travel Tours beeline@tablerock. net Sleigh Bell Tour in the Ozark Mountains 9/3/2008 Joe Gunnels Tours and Guide Service vacations@eureka-springs-arkansas.com Sleigh Bell Tour in the Ozarks 9/3/2008 Bilbrey Tours lena@bilbreytours.com Sleigh Bell Tour in the Ozarks 9/3/2008 United Bank sherrie. bickford@united-bk.com Bank Travel Sleigh Bell Tour in your back yard. 9/3/2008 First National Bank bowenb@fnbpolk.com Bank Travel Sleigh Bell Tour 9/3/2008 First Western Bank gtrask@firstwesternbank.com Bank Travel Sleigh Bell Tour in the Ozark Mountains 9/3/2008 Frost Bank kay.baker@frostbank.com Bank Travel Sleigh Bell Tour in the Ozark Mountains 9/3/2008 Community Bank and Trust cstribling@applebank.net Bank Travel Sleigh Bell Tour in the Ozark Mountains 9/3/2008 First National Bank and Trust rmayfield@FNB-columbia.com Bank Travel Sleigh Bells in the Ozark Mountains 008 Group Tour Media marlene@grouptour.com American Bus Association Just wanted to keep you in the loop 9/3/2008 First Federal shurcomb@firstfederal.com Bank Travel Sleigh Bells Tour in the Ozark Mountains 9/3/2008 Sterling Federal Bank bsnitchler@sterlingfederal.com Bank Travel Sleigh Bells Tour in the Ozark Mountains 9/3/2008 Karen's Tours smithworld@cox. net Strawberry Tour I want to see you 9/3/2008 Northwood Church bjdickey@att.worldnet.net Sleigh Bell Tour 9/3/2008 Gentry Trailways billgentry@gentrytrailways.com Sleigh Bell Tour in the Ozark Mountains 9/3/2008 Senior Saints d_nsteele@msn.com Sleigh Bells Ring in the Ozarks 9/3/2008 Prudent Tours Prudenttours@earthlink.net Sleigh Bel Tour of the Ozarks 9/3/2008 Gum Springs Homemaker Club thebreadlady@usermail.com Sleigh Bell Tour in the Ozarks 9/3/2008 St. Joseph's Golden Agers hintodd@aol.com Sleigh Bell Tour 9/18/2008 MO Senior Travel tickettowork2004@yahoo.com Arkansas Leads Sleigh Bells Ring in the Ozarks 9/18/2008 Barnett United Methodist Church dorimitch@aol.com Arkansas Leads Sleigh Bells Ring in the Ozarks /2008 Park City Seniors rparkcitysenior@cox.net Sleigh Bells Ring in the Ozarks 10/1 /2008 Activity Report From: 0910112008 To: 09/30/2008 LIE E-Mail Sent 9/18/2008 Cosmopolitan Tours Inc Cosmofun@sbcglobal. net Billionaire 8 Happiness Tour Sleigh Bells Ring in the Ozarks 9/18/2008 Southern Heritage Bank dcafferata@shbnet.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Bank of the West sruddick@bnkwest.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Citizens First Bank samhullcfb@yahoo.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Priority Plus sue.swaner@memberschoicectfcu.org Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 First Western Bank cberg@firstwesternbank.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Senior Travel Club chalastik@sugar-creek.mo.us Arkansas Lead Sleigh Bells Ring in the Ozarks 9/18/2008 First Midwest Bank rcallahan@lmidwest.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 First State Bank mstory@firststatebnk.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Home National Bank inuzum@homenational.com Bank Travel Sleigh Bells Ring in the Ozarks 0/2008 First Texas Bank heritageclub@sbcglobal.net Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Northwest Arkansas Children's Shelter elaurin@nwacs.org Clinton House Sleigh Bells Ring in the Ozarks 9/18/2008 First Western Bank rroth@firstwesternbank.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Debuque Bank and Trust nkramer@dubuquebank.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Centrue Bank kathy.missel@centrue.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Community First Bank of Howard County klafollette@cfb-kokomo.com Bank Travel Sleigh Bells Ring in the Ozarks 9/18/2008 Cherryville Senior Services w-hallowell@yahoo.com Sleigh Bells Ring in the Ozarks 9/18/2008 Christian Tours arnoldhr@triad.rr.com Arkansas Lead Sleigh Bells Ring in the Ozarks 9/18/2008 First Baptist Church of Moriarty tom@thepeoplechurch.org Sleigh Bells Ring in the Ozarks 9/18/2008 Great Lakes Bank of Choice hetzela@bankofchoice.com Bank Travel Sleigh Bells Ring in the Ozarks 9/22/2008 Mount Magazine State Park Mrs Heidi Ryan Travel South RE: Travel South 9/30/2008 Best Western Inn of the Ozarks terry@innoftheozarks.com • Travel South I need your help ;) Total For E-Mail Sent : 68 10/1 /2008 Fayetteville Town Center, Manager's Activity Report September 1 , 2008 to September 30, 2008 *Sales: SEPTEMBER SEPTEMBER Month YTD YTD YTD t 2007 (base) 2. 008_ % Change 2007 2008 % Change les ##returned contracts by log date — GL 20 23 15% 162 170 I .04% Complete Events (Paid/Sponsored) EMS Calendar - attached 17 22 29% 176 171 (.02%) Sales 30,800.00 39,800.00 29% $274,658.22 302,506.79 1 10% $ returned contracts b to date — GL Collections ** i $32,608.67 51 ,733.00 59% $2922069.44 345,762.92 18% $ - Payment Log) I $e it 1 -0- -0- NA -0- -0- NA Average per event $1 ,540.00 $1 ,730.04 12% $1 ,695.42 $1 ,779.45 .04% $ Sales / # Sales ** We exceeded our September goal of $49,000.00 and also collected the $1 ,841 . 35 that we were short in June, bringing our total collections for September to $51 ,733.00! Compared to September of 2007 the number of returned contracts is up 15%, the amount of deposits returned is up 29% and collections are up 59%. All year to date numbers are up except for the number of events which is still a result of the Decision Point meetings. We have reached 77% of our 2008 goal of $448,250.00. Operations Items: • Nothing major to report; routine maintenance of building. aarketing, Sales and Public Relations: • Hosted with the CVB the Event Planner Showcase which offers UA Administrative Assistants to meet with area caterers and learn about venues in the area that they can book their banquets, meetings, etc. • Jamey Goddard, Sales Director, reports: September executed contracts totaled $42,487. 50; $18,937.50 represents 2008 events and $23,550.00 is for 2009 events. Event List: • Septembe2 — Interfaith Banquet 0 September 14 — Sarah Bailey Baby Shower • September 4 — ASID Vendor Fair 0 September 15 — TCB concert set up day • September 4 — ASID Board Meeting 0 September 15 — Benson-Wood Meeting • September 5 — Western Arkansas Trial Lawyers 0 September 15 — Moon Distributing • September 6 — Durham Reception 0 September 16 — AERT Board Meeting September 6 — Law School Banquet • September 16 — TCB (Seether) Concert • September 9 — Odom Law Firm Meeting • September 17 — AERT Board Meeting September 11 — City of Fayetteville Press Conf. 0 September 18 — Tyson Trucking Seminar • September 12 — Children's Safety Ctr. Banquet I • A B C D F 1 Contract Date Name of Event Date of Event Contract Total Sales 2 e •0 3 9/5/2008 Ozarks Electric 20-Oct-08 $2,425.00 c 4 9/5/2008 UA Delta Waterfowl 13-Nov-08 $1 ,000.00 c 5 9/8/2008 Odom Law Firm 9-Sep-08 $200.00 c 6 9/8/2008 Hutchinson Concert 24-Oct-08 $2,425.00 c 7 9/8/2008 Cate Wedding Reception 2-May-09 $2,425.00 c 8 9/8/2008 Yeakley/Bradley Wedding Reception 25-Oct-08 $1 ,050.00 x 9 9/10/2009 Ryan Gibson Foundation 6-Jun-09 $3, 175.00 t 10 9/11/2009 Arkansas Orthodontics 21 -Aug-09 $4,400.00 t 11 9/11/2008 Pel's Pals Foundation 8-Jun-09 $2,000.00 t 12 9/11 /2009 St. Paul High School Prom 11 -A r-09 $975.00 c 13 9/11 /2008 Arkansas Children's Hospital Foundation 5-Nov-08 $200.00 c 14 9/11 /2008 AERT - Board meeting September 16 & $300.00 c 15 9/11 /2008 Bradford Wedding Reception 14-Mar-09 $2,425.00 c ill 9/17/2008 St. Joseph Catholic Church 28-Feb-09 $2,425.00 17 9/16/2008 Lo Wedding Reception August 01 ,2 009 $2,425.00 c 18 9/17/2008 Prairie Grove High School Prom 7-Mar-09 $1 ,725 c 191 9/19/2008 Giles Wedding ceremony 19-Dec-08 $1 ,050.00 c 20 9/19/2008 Arcana Wedding Reception Aril 3rd $11212.50 t 21 9/24/2008 Garba - Hindu Student council 4-Oct-08 $800.00 t 22 9/23/2008 City of Fayetteville - seminar October 14 - 17, $32700.00 t 23 9/24/2008 Diandra's 15th Birthday 11 -Jul-09 $2,550.00 c 24 9/29/2008 Hill Wedding Reception 27-Dec-08 $2,550.00 c 25 9/30/2008 Owen/Wallace Wedding Reception 27-Dec-08 $1 ,050.00 26 27 TOTAL $429487.50 28 29 301 1 • DIRECTOR'S REPORT September, 2008 INQUIRY RESPONSES September 2008 — 1579 Year to date 2008 — 14,860 September 2007 — 2444 Year to date 2007 — 14,018 ACTIVITY Tourism Activities — Bikes Blues and BBQ meeting with Nelson Driver and Ben Clark Lights of the Ozarks meeting Butterfield Sesquicentennial commemorative ride Heritage Trail Partners Casey Gill — Wells Fargo Museum National Trail of Tears conference — Little Rock Meeting with Daniel Keeley re: Fine Arts Festival Kirby Sanders — Driving the Butterfield book Ray Dotson — stagecoach for Fitzgerald Station event Relations with Media — A & P — Laura Tucker — Van Buren Career Services Center • Angela — Ken Morton' s office Ashley — medical insurance — United Health care Findley Edwards — ASCE invoices paid Jade — True West magazine Jim Crews — Commercial Audio Bill Long — 1000 bulbs re: Loto lights Town Center — Greg Tabor re: concert and police Madeline Lesh — T. C. budget Alex Posey — chairs for homecoming CHM — Meeting of Board of Directors Interviews for Marketing Director Hired Kelli Nixon Misc. — U of A Alumni Board meeting • • HMR Collections — August Golden Corral Red Lobster Chick-Fil-A(NW Village) Olive Garden Harp's Deli Penguin Ed's Hampton Inn McDonald's — Joyce Shogun Japanese Steakhouse Noodles Chick-Fil-A Catfish Hole Jason's Deli Inn at Carnall Hall Logan' s Roadhouse Holiday Inn Express Clarion Inn TGI Friday' s Bordino' s • • • LEASE The City of Fayetteville agrees to lease to Fayetteville A & P Commission (hereinafter A&P), the Fayetteville Square for the period of November 22, 2008 through December 31 , 2008 for the sum of $ 1 .00 and other valuable consideration including all conditions of its Special Event Permit and the guarantee of A&P to return possession of the Fayetteville Square including the water feature and all landscaping to the City on December 31 , 2008, in as good condition as when it assumed possession on November 22, 2008 . A&P. agrees to lease the Fayetteville Square from November 22, 2008 through December 31 , 2008, for the considerations specified above. A&P agrees to pay for • any needed repairs, maintenance, or cleanup needed to return the Fayetteville Square including its water feature, all landscaping, curbs, gates, etc. to as good a condition as when it received possession on November 22, 2008 . FAYETTEVILLE ADVERTISING & CITY OF FAYETTEVILLE PROMOTION COMMISSION By: DAN GOODY, Mayor Title ATTEST: Date Signed: 2008 Sondra E. Smith/City Clerk/Treasurer •