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Home My WebLink About2009-02-09 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, February 9, 2009, at noon in the Director' s Room of the Fayetteville Town Center. AGENDA ADVERTISING AND PROMOTION COMMISSION February 9, 2009 2 :00 p.m. Town Center I. Call to Order - Chairman Pat Gazzola II. Introduction of new Commissioner — Mayor Lioneld Jordan III. Reports A. Approval of Minutes for January 12, 2009 regular monthly meeting B. Financial Report 1 . HMR Revenues 2. Financial Statements — Keith Glass • 3 . Update from City Attorney re: delinquent tax collection efforts — Kit Williams 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 IV. Old Business V. New Business VI. Other — Executive Session for Review of Executive Director VII. Adjourn • ADVERTISING AND PROMOTION COMMISSION • REGULAR MEETING January 12, 2009 Commissioners Present: Neal Crawford, Bob Davis, Tim Freeman, Pat Gazzola, and Robert Rhoads Commissioners Absent: Lioneld Jordan and Maudie Schmitt Staff Present: Sandra Bennett, Allyson Twiggs Dyer, Kelli Nixon and Marilyn Heifner The Fayetteville Advertising and Promotion Commission met at noon with groups requesting funding under special projects. CALL TO ORDER Chairman Pat Gazzola called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on January 12 at the Fayetteville Town Center at 1 :00 p.m. APPROVAL OF BUDGETS Marilyn Heifner presented and explained budgets for the Clinton House Museum, Visitors Bureau and Town Center. She said conscious efforts had been made to reduce expenses at all three locations. Three budgets for the Advertising and Promotion account were presented (- 6.47% decrease, 10% decrease and 15% decrease in income. After discussion, moved by Davis, • second by Freeman to approve budgets for Clinton House Museum, Visitors Bureau, Town Center, and a 10% decrease budget from last year for the Advertising and Commission. Motion approved unanimously. Available money for funding special projects in this scenario was $ 153 ,417.66. FUNDING REQUEST ALLOCATIONS Moved by Davis, second by Rhoads to approve the following funding allocations for special projects: Motion carried. Arkansas Air Museum $ 7,000 Ark. High School Coaches Clinic $30,000 DECA Marketing Prom Fashion Show $ 3 ,000 4 States Elite Volleyball Classic 0 H. S. All Star Games $ 15,000 NWA Coaches Clinic $ 61000 Saturday of Champions $ 45000 State Soccer Finals $ 11750 Dickson St. Music Festival $20,000 Duathlon $ 5,000 Joe Martin Stage Race $ 3 ,000 Ozark Valley Triathlon $ 1 ,000 Farmer' s Market Office Space 0 • Ozark Iron Chef & Salsa Fest 0 Fayetteville Night Jam $ 51000 FAYRO Softball Tournament 0 First Night Fayetteville 0 Memorial Day Troop Train 0 Ozark Military Museum $ 1 ,500 (to be used for advertising reimbursement) Solar Splash $ 5,000 TheatreSquared $ 21000 U of A Baseball Regional/super regional $ 12,500 NCAA Softball 0 NCAA Track Outdoor $ 1000 SEC Tennis Tournament $ 1 ,500 Walton Arts Center Broadway show $ 10,000 TOTAL $ 1433250 ELECTION OF CHAIRMAN Moved by Davis to elect Pat Gazzola chairman for 2009, second by Crawford. Motion carried. MINUTES Moved By Davis, second by Freeman to approve the minutes of the November 10, 2008 meeting. Motion carried. HMR COLLECTIONS Marilyn presented HMR collections for November and December. November collections were up 6.86% and December collections were up 2.45%. End of the year figures were up 6.92%. • Hotel HMR revenue for November and December was down from last year. Restaurant revenue was up in November 10.69% and December revenue was down .69%. Year end figures for restaurants were up 10.79%. FINANCIAL REPORT Keith Glass presented financial statements for November. Budget to actual had done well through November. Repair and maintenance at the Town Center is over by $23,000. Motion to approve the financials by Crawford, second by Freeman. Motion carried. CITY ATTORNEY City Attorney Kit Williams reported that the City Prosecutor' s office collected $ 16,508.40 in December. Year to date collections total $ 106,888 . 52. Williams indicated nine cases were closed in December because overdue HMR taxes were paid in full. CLINTON HOUSE MUSEUM REPORT Kelli Nixon reported attendance of 129 visitors in November and 136 visitors in December. In recognition of Native American Heritage month, the art of Dana Tiger was presented at the Museum. Plans were finalized for the Open House on December 5 . January will have display of • photographer Russell Cothren. Other events are in the planning for 2009. I. • VISITOR BUREAU Allyson Twiggs Dyer announced the Visitor Center has its highest sales in December. Arkansas Farmer's Market convention will be in February with rooms at the Cosmopolitan. Julie is attending Arkansas Bus Association in Charlotte this week. Allyson has organized a Restaurant Week Jan. 29-Feb. 7. dineinfayetteville.com website will have specials for the week. Media partners will be highlighting restaurants who participate. TOWN CENTER Sandra Bennett reported sales goal for the year of $448,250 was met. Plans are being made for a Bridal Fair in February. EXECUTIVE DIRECTOR REPORT Marilyn reported that a G. 0. S. T. strategy session with the CVB and Sells Agency was very successful . 501 (c) 3 application was submitted to the IRS. Trail of Tears legislation and Butterfield Historic Trail study has been included in S 22, the Omnibus Land Management Bill and will be voted on Wednesday. AGENCY REPORT Mike Sells said that the agency is taking G.O.S.T. planning session results to make sure they are focused. Regional marketing will maximize what we have and we will concentrate on our "Branding" and how that looks and feels in our message. • Jade presented media plan for 09 and Leigh presented 2008 web statistics. OLD BUSINESS None NEW BUSINESS None Respectfully �� /submitted, �L24.(�cd-'c� k''� Marilyn Heifner Executive Director • • Advertising and Promotion Commission For month of January 2009 Current Year HMR Collected (2120.0912.4101 .00) $ 156,778.82 Prior Year Collected (2120.0912.4101 .01 ) $ 9,435.60 First Security Investment Interest Revenue (2120.0912.4708.00) $ 4,963.26 Total Revenues $ 171 , 177.68 Annual Bond Audit Expense (2120.9120. 7602.60) $ Collection Expense (2120.9120.5333.00) $ (33324.29) Bank of OK Quarterly Fee (2120.9120. 5712.00) $ (1 , 125.00) Town Center Bond Payment (2120.9120. 7602.60) $ (553413.35) 2006 Property Taxes on Town Center (2120.9120.7602.60) $ - Total Expenses $ (59,862.64) Total Check to A&P $ 111 ,315.04 • • City of Fayetteville, Arkansas Monthly HMR Tax Collections 2006-2009 2006 2007 2007 2008 2008 2009 2009 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 $ 164,284 $166,620 1 .42% $174,005 4.43% $166,214 -4.48% February 183,554 $150,088 -18.23% $158,693 5.58% March 154,067 $157,317 2. 11 % $1721804 9.84% April 174,063 $171 ,562 -1 .43% $183,672 7.06% May 174,387 $165,779 -4.94% $175,064 5.60% June 171 ,098 $177,594 3.80% $194,447 9.49% July 172,905 $173,079 0.00% $1889253 8.77% August 160,067 $160,560 0.00% $1740648 8.77% September 169,793 $172,373 1 .52% $190,244 10.37% October 196,393 $180,324 -8. 18% $187, 125 3.77% November 193,469 $185, 111 -4.32% $197,814 6.86% December 159,842 $170,506 6.67% $174,682 2.45% Total $ 2,0739923 $2,030,913 -2.07% $2,171 ,451 6.92% $166,214 -4.48% \filename HMR Comparison 2005 to 2009 Using Year-End totals per HMR Report HOTELS 2005 2006 % change 2007 % change 2008 % change 2009 % change Dec 14,024.64 13,284.28 -5.28% 12,577.76 -5. 10% 14, 112.82 12.20% 113205.68 -20.60% Jan 133738.64 13,650.85 0.64% 13,965.23 2.30% 14,742.43 5.57% Feb 17,930.90 16,006.58 -10.73% 160534.37 3.30% 20, 151 .69 21 .88% Mar 19,037.80 18,941 .34 -0.50% 18,699.53 -1 .27% 20,580.28 10.06% Apr 19,720.73 19,000.83 -0.37% 19, 110. 12 0.56% 21 ,754.32 13.84% May 22,347.62 22,796.50 2.00% 23,204.74 1 .79% 25, 145.33 8.36% Jun 223690.02 22,060.53 -2.78% 220705.86 2.92% 24, 187.23 6.52% Jul 18,668.34 16,804.33 -9.98% 17,054.25 1 .49% 19, 170.95 12.41 % Aug 183786.70 17,513.64 -6.67% 18,081 .83 3.24% 21 ,943.24 21 .36% Sep 21 ,524.09 28, 150.74 30.78% 21 ,879.99 -22.28% 23,628.48 7.99% Oct 22,729.73 22,208.80 -2.29% 27,695.43 2.47% 26,298.88 -5.04% Nov 17,073.24 173351 .42 1 .63% 18,329.41 5.64% 14,888.88 -18.77% 228,272.45 227,769.84 -0.22% 229838.52 0.90% 246,604.53 7.29% 11 ,205.68 -20.60% RESTAURANTS 2005 2006 % change Dec 137,855.28 153,658.60 11 .46% 145,851 .07 -5.08 159,628.33 9.45% 1453576.64 -8.80% Jan 126,564.43 142,675.37 12.73% 126,350. 10 -11 .44% 143,033.83 13.20% Feb 127,214.85 133,701 .96 5. 10% 133,499.96 -0.001 % 152, 102. 15 13.93% Mar 1409166.43 153,462. 15 9.48% 145,240.82 -5.36% 1599204.50 9.61 % Apr 137,712.38 143, 149.32 7.57% 146,017.95 2.00% 160,920.52 10.21 % May 140,966.98 1663542.00 18. 14% 142,484.49 -14.44% 1659232.08 15.96% Jun 164,369.25 139,677.98 -15.31 % 1423384.44 1 .93% 157,215.53 10.42% Jul 136,906.50 152,031 .25 11 .05% 1369693.67 -10.09% 157,564.22 15.27% Aug 139,830.39 1433807.38 2.84% 145,060.67 0.87% 1639908.68 12.99% Sep 143,215.20 158, 151 .42 10.43% 150,651 .01 -4.74% 163,974.48 8.84% Oct 146,722.98 157,626. 19 7.43% 1521987.98 -2.94% 1699637.35 10.88% Nov 133,691 .45 137,036.80 2.50% 140,563.66 2.57% 139,587.47 -0.69% 1 ,675,216.12 197810520.42 6.68% 1 ,707,785.82 4.14% 1 ,892,009.14 10.79% 145,576.64 -8.80% Keith M. Glass, CPA •*d*p February 3, 2009 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 December 31 , 2008, and the related statements of budget, revenue and expenses — modified cash basis for the period then ended, and twelve 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 December 31 , 2008 • ASSETS Current Assets CVB Cash in Register $ 100.00 CHM Cash in Register 100.00 Arvest A&P General #4856 550,031 .62 I st Security A&P General 48714 206,734.98 1 st Sec Fay Town Ctr 98722 58,526.29 1st Sec. Clinton House #8749 21 ,798.58 1st Sec. Conv Visitor #8730 1 %862.70 Arvest Payroll Account #4636 25,618.25 Accounts Receivable 666,280.58 Due From Other Funds 77157.83 Inventory-Clinton House 19990.76 CVB Inventory 112609.96 Investments 1 ,784,469.28 Investment Adj to Market 1 ,409.01 Total Current Assets 33355,689.84 Property and Equipment Furniture and Fixtures 149769.86 Equipment 1655347.48 CVB Building 1 ,097,590.20 Building Additions 208,261 . 15 Accum. Depreciation (2299893.48) • Total Property and Equipment 1 ,256,075.21 Other Assets Total Other Assets 0.00 Total Assets $ 416115765.05 LIABILITIES AND CAPITAL Current Liabilities Aflac $ 188.46 Colonial Life & Acc Ins Payabl 202.41 Federal Payroll Taxes Payable 12,014.79 FUTA Tax Payable 355.76 State Payroll Taxes Payable 2,246.87 SUTA Payable 637.93 Due to Other Funds 31493.64 Due to Town Center 61089. 10 Total Current Liabilities 25,228.96 Long-Term Liabilities Total Long-Term Liabilities 0.00 • Total Liabilities 252228.96 Capital Beginning Balance Equity 398797562.33 Retained Earnings (61313.87) Net Income 713,287.63 See Accountants' Compilation Report Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis December 31 , 2008 . Total Capital 435861536.09 Total Liabilities & Capital S 4,6115765.05 • See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Twelve Months Ending December 31 , 2008 r rte/ Current Month Year to Dale Revenues HMR Tax Revenue $ 172,730.40 70. 16 $ 29138,634.07 65.33 Prior Year HMR Tax Revenue 1 ,951 .72 0.79 32,818.24 1 .00 Rental Income 29,730.84 12.08 477,420.84 14.58 Other Income 0.00 0.00 17,910.96 0.55 Travel Hero 0.00 0.00 15251 .28 0.04 Parking Revenue 892.00 0.36 15,322. 12 0.47 Parking Lease 0.00 0.00 25513.34 0.08 Gift Shop Sales 842.22 0.34 51764.04 0. 18 Visitor Store 2, 115.58 0.86 13,757.64 0.42 Partnership Income 0.00 0.00 7,200.00 0.22 Admission Revenue 257. 18 0. 10 43171 .26 0. 13 Track Tickets 0.00 0.00 33145.00 0. 10 Special Projects 29405.00 0.98 22, 187. 10 0.68 Interest Income Investments 4,963.26 2.02 58,000.76 1 .77 Interest Income Checking ' 300.37 0. 12 8,756. 17 0.27 Fee Refunds 0.00 0.00 50.00 0.00 Transfer In 30,000.00 12. 19 464,921 .04 14.20 Total Revenues 2469188.57 100.00 3,2733823.86 100.00 Cost of Sales Clinton House Gift Shop 255. 17 0. 10 31933.92 0. 12 Total Cost of Sales 255. 17 0. 10 3,933.92 0. 12 • Gross Profit 245,933.40 99.90 35269,889.94 99.88 Expenses Signage- Tourism 325.75 0. 13 63838.61 0.21 Credit Card Discounts 631 .87 0.26 51008.78 0. 15 Bank Charges 48.35 0.02 659.73 0.02 Parking Expense 100.00 0.04 11100.00 0.03 Advertising & Marketing 259959.82 10.54 310,514.29 9.48 Brochures 183620.50 7.56 107,810. 10 3.29 Accounting & Legal Fees 625.00 0.25 7,660.00 0.23 Audit Expense 0.00 0.00 15700.00 0.05 Office Expense 11711 .01 0.69 15, 162. 13 0.46 Visitor Store Exp 31137.87 1 .27 105019. 14 0.31 Insurance-Building 0.00 0.00 147267.00 0.44 Insurance & Health Benefits (373.48) (0. 15) 33,377.88 1 .02 408 (P) Company Match 968.74 0.39 117616. 11 0.35 Car Allowance 300.00 0. 12 3,600.00 0. 11 Telephone Expense 950.08 0.39 175909.36 0.55 Postage and Shipping Expense 681 .98 0.28 19,526.01 0.60 Tracking Software 0.00 0.00 1 ,695.00 0.05 Material & Supplies 327.28 0. 13 4,493.44 0. 14 Rent 0.00 0.00 12,000.00 0.37 Maintenance/Lawn 0.00 0.00 385.00 0.01 Repairs & Maintenance Expense 5,421 .72 2.20 1177981 .43 3.60 Kamensky Fountain Maintenance 678. 12 0.28 45,266.64 1 .38 Linens 2,233.40 0.91 26,774.85 0.82 Publications & Dues 15055.00 0.43 75592.00 0.23 • Travel/Training Expense 4,967.69 2.02 27,053.58 0.83 Taxes & Licenses 0.00 0.00 71626.20 0.23 Collections Expense 3,493.64 1 .42 43,429.04 1 .33 Interest Expense 0.00 0.00 19270.46 0.04 Payroll Tax Expense 49135.98 1 .68 409396.38 1 .23 Depreciation Expense 319470. 13 12.78 31 ,470. 13 0.96 See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Twelve Months Ending December 31 , 2008 r Current Month Year to Date • Convention Development 915.08 0.37 21 ,979.96 0.67 Contract Labor 31900.00 1 .58 40,467.39 1 .24 Commissions 11944.61 0.79 31 ,335.23 0.96 Wages Expense 50,968.61 20.70 440,704.34 13.46 Electricity Utility 61653. 13 2.70 70,797.63 2. 16 Gas Utility 19501 .56 0.61 13,881 .80 0.42 Water UtiIity 19241 .85 0.50 81693.50 0.27 Cable 89.53 0.04 13043 .77 0.03 Security 29388.42 0.97 43899.03 0. 15 Airport Advertising 19485.00 0.60 81340.00 0.25 Minor Equipment 4,357.31 1 .77 329323.01 0.99 Minor Equipment Capitalized 0.00 0.00 ( 149402.35) (0.44) Airport Info Booth 15200.00 0.49 29400.00 0.07 Botanical Gardens of the Ozark 0.00 0.00 329831 .45 1 .00 Special Prcj/Ceramic Syposium 0.00 0.00 79500.00 0.23 Caring for Creation Conference 0.00 0.00 1 ,000.00 0.03 Calcasieu Rabbit Show 0.00 0.00 500.00 0.02 Coaches Clinic 0.00 0.00 20,000.00 0.61 4 State Volleyball 0.00 0.00 45000.00 0. 12 All Star Games 0.00 0.00 107000.00 0.31 Saturday of Champions 0.00 0.00 4,000.00 0. 12 State Soccer 0.00 0.00 15500.00 0.05 7A State Track 0.00 0.00 5,046.00 0. 15 DECA 0.00 0.00 17000.00 0.03 Annie- Special Projsect 0.00 0.00 15,000.00 0.46 Solar Splash Specail Project 0.00 0.00 75500.00 0.23 Square Gardens 11 ,398.46 4.63 2795919.84 8.55 • ASCE Special Project 0.00 0.00 5,000.00 0. 15 Waterski Champion 0.00 0.00 5,200.00 0. 16 Dickson St Special Project 0.00 0.00 245805.61 0.76 Youth Slow Pitch 0.00 0.00 65196.82 0. 19 Town Center Garden Maint 99459.24 3.84 97459.24 0.29 Misc Special Project 23659.73 1 .08 547555.71 1 .67 Transfer OUt 30,000.00 12. 19 4645921 .04 14.20 Total Expenses 237,632.98 96.52 2,556,602.31 78.09 Net Income $ 8,300.42 3.37 $ 713,287.63 21 .79 See Accountants' Compilation Report Fayetteville Town Center Stmt of Budget, Revenue and Expense-Modified Cash Basis Month Ending December 2008 • 2008 2008 2008 2008 December December 2007 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Revenue Rental Incl Service 448,250.00 448,250.00 447,563.63 686.37 31,000.00 26,980.84 401,833.59 Interest - Checking 1 ,000.00 1 ,000.00 1 ,195.52 (195.52) 87.00 62.51 1,178.37 Parking Revenue - - - 544.00 Daily 8,000.00 8,000.00 17,835.46 (9,835.46) 1,000.00 892.00 6,873.50 Leases 16,000.00 16,000.00 - 16,000.00 12,648.07 Other Income - 8,820.96 (8,820.96) 715.86 Sales Tax Exp (3,000.00) - (3,230.00) 230.00 (2,909.00) Less Returns & Allowance - - - (565.05) Special Projects 10,000.00 7,000.00 1,100.00 8,900.00 3,121.75 Misc Revenue - - - 4,111.14 Transfer 4,921.04 (4.921.04) Total 480,250.00 480,250.00 478,206.61 32,087.00 27,935.35 427,552.23 Expenses Salary*Benefits 182,658.00 182,658.00 153,620.82 29,037.18 23,598.00 17,749.39 175,105.68 Commissions 30,000.00 30,000.00 31,335.23 (1,335.23) 2,047.00 1 ,944.61 29,243.58 Contract Labor 7,200.00 7,200.00 7,187.50 12.50 600.00 1 , 150.00 1,402.00 Payroll Taxes 15,000.00 15,000.00 16,432.75 (1,432.75) 1 ,250.00 1 ,511 .73 15,709.79 Credit Card Discount! 1,500.00 1,500.00 3,668.95 (2,168.95) 125.00 531 .43 1,773.59 Insurance 13,350.00 11,350.00 14,016.47 (666.47) 1 ,118.00 8,355.76 401K Match 2,500.00 2,500.00 3,854.47 (1,354.47) 212.00 354.98 2,404. 18 Utilities - - - Water 8,000.00 8,000.00 7,717.83 282.17 1,008.00 1 , 131.68 8,027.91 Phone 10,000.00 10,000.00 8,777.87 1 ,222.13 800.00 735.08 10,544.52 Electricity 65,000.00 65,000.00 66,263.14 (1 ,263.14) 5,000.00 6,194.31 48,906.37 Gas 15,000.00 15,000.00 12,666.32 2,333.68 1,500.00 1 ,350.26 8,784. 14 Cable 1,025.00 1,025.00 1,043.77 (18.77) 90.00 89.53 928.62 Postage 150.00 150.00 133.79 16.21 132.00 Contract Services - - - • Linens 26,000.00 26,000.00 26,774.85 (774.85) 2,500.00 2,233.40 23,743.83 Outside Repairs & Maintenam 55,000.00 55,000.00 78,606.42 (23,606.42) 4,300.00 5,421.72 64,774.35 Materials & Supplies 5,000.00 5,000.00 - 5,000.00 424.00 3,943.54 Office Supplies/Printing - 6,506.77 (6,506.77) 1 ,217.58 1 ,762.24 Advertising 1,750.00 1 ,750.00 3,211 .84 (1 ,461.84) 200.00 1,402.83 TraveVTraining 500.00 500.00 371 .78 128.22 1,201 .32 Building Insurance 5,800.00 5,800.00 14,267.00 (8,467.00) Taxes & Licenses 1,750.00 1,750.00 1,985.00 (235.00) 1,735.00 Special Projects 5,000.00 5,000.00 4,013.39 986.61 8,775.06 Misc 28,067.00 28,067.00 613.33 27,453.67 3,067.00 732.01 Bank Charges - 109.45 (109.45) 9.95 60.85 Depr Expense - 4,403.48 (4,403.48) 4,403.48 15,729.09 Security - 4,659.33 (4,659.33) 2,366.57 2,082.99 Transfer In 867.45 (867.45) Total 480,250.00 478,250.00 473,109.00 47,839.00 48,395.70 437,261 .45 � r Fayetteville A P Commission Stmt of Budget. Revenue, and Expense-Modified Cash Basis Month Ending December 2008 • 2008 2008 2008 2008 December December 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 1,914,166.00 2,138,634.07 (224,467.65) 164,336.00 172,730.40 1,131 ,803.55 Prior Year HMR Tax Rev - 32,618.24 1,951.72 16,997.37 Interest 120,000.00 120,000.00 58,000.76 61,999.24 10,000.00 4,963.26 91 ,632.73 Bond Refund - - - Other-Visitor Guide ad 20,000.00 20,000.00 - 20,000.00 17,440.33 Misc Income - 16,435.42 (16,435.42) 318.82 Investment Fund Trent 447,013.04 447,013.00 - 447,013.04 Fund Transfer for CVB - 100,000.00 (100,000.00) Rental Income - 33,037.21 (33,037.21) 2,750.00 Interest Inc Checking 6,623.78 (6,623.78) 193.37 8,805.80 Total 2,501,179.46 2,501,179.00 2,385,549.48 174,336.00 182,588.75 1,258,192.80 Expenses Transfers 200,000.00 173,000.00 Town Center Fund 676,248.52 676,248.00 - 676,248.52 55,898.00 384,547.52 Bond Audit Exp 2,000.00 2,000.00 - 2,000.00 Bond Paying Agent Fe 6,000.00 6,000.00 - 6,000.00 Workman's Comp Ins 2,500.00 2,500.00 - 2,500.00 Collection Exp 39,739.00 39,739.00 43,429.04 (3,690.04) 3,410.00 3,493.64 64,251.59 CVB 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 Transfer to Clinton Hot 73,488.12 73,488.00 30,000.00 43,488.12 30,000.00 Peace Fountain Maint 10,000.00 10,000.00 45,266.64 (35,266.64) 250.00 678.12 10,819.64 Salaries 74,634.00 74,640.00 68,194.68 6,439.12 6,220.00 5,750.84 40,263.88 Payroll Tax Exp 6,203.36 - 6,203.00 6,852.60 (649.24) 516.00 457.05 3,160.06 Insurance-Health 2,880.00 2,880.00 3,971 .50 (1 ,091.50) 240.00 (373.48) 12,056.57 401K Match 2,326.26 2,326.00 2,473.10 (146.84) 193.00 172.52 1 ,207.64 • Car Allowance 3,600.00 3,600.00 3,600.00 - 300.00 300.00 2,100.00 Advertising & Markefin 375,000.00 375,000.00 307,302.45 67,697.55 50,000.00 25,959.82 299,621.51 Airport Info Booth 5,200.00 5,200.00 2,400.00 2,800.00 1,200.00 3,600.00 Airport Advertising 5,940.00 5,940.00 . 8,340.00 (2.400.00) 1 ,485.00 1,485.00 2,820.00 Brochures 100,000.00 100,000.00 107,810.10 (7,810.10) 1 ,000.00 18,620.50 58,031.25 Website Update 10,000.00 10,000.00 - 10,000.00 32.92 Signage. Tourism 10,000.00 10,000.00 6,838.61 3,161.39 325.75 4,775.67 Publication & Dues 2,200.00 2,200.00 2,545.00 (345.00) 1 ,118.50 TraveUTraining 3,600.00 3,600.00 1 ,518.23 2,081.77 326.14 484.08 Office Sup & Printing 1 ,000.00 1,000.00 1 ,311 .72 (311.72) 312.54 670.44 Postage 15,000.00 15,000.00 19,392.22 (4,392.22) 2,500.00 681 .98 7,573.58 Professional Services 6,000.00 6,000.00 6,865.00 (865.00) 500.00 625.00 9,450.00 Straegic Planning 300.00 300.00 - 300.00 300.00 Audit Expense - 1,700.00 (1,700.00) Town Center Garden h 20,856.00 20,856.00 9,459.24 11,396.76 1,738.00 9,459.24 1 ,458.33 Botanical Garden 32,831 .00 32,831.00 32,831 .45 (0.45) 391 ,824.18 Square Gardens 414,182.00 414,161.00 283,771.09 130,410.91 11,398.46 46,179.41 REPAY Special Proj 35,000.00 35,000.00 - 35,000.00 Special Projects Other - 39,832.59 (39,832.59) 89,344.21 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 Stale 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 - 5,000.00 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 & Forensic Tor 1,500.00 1 ,500.00 - 1,500.00 Holiday Hoops 5,000.00 5,000.00 - 5,000.00 Joe Martin Stage Race 3,500.00 3,500.00 3,500.00 - 7,000.00 Slate Master Gardner 1 2,500.00 2,500.00 2,500.00 - • Mt. Sequoyah Caring 1, 1 ,000.00 1 ,000.00 - 1,000.00 Solar Splash 7,500.00 7,500.00 7,500.00 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 December 2008 • 2008 2008 2008 2008 December December 2007 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Walton Arts Center-An 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 Wort 7,500.00 7,500.00 6,196.82 1 ,303.18 4,000.00 Misc Equip 50,000.00 50,000.00 24,842.52 25,157.48 4,357.31 16,396.54 Repair & Maintenance 50,000.00 50,000.00 34,658.25 15,341.75 419.66 Depreciation Exp 20,000.00 20,000.00 4,403.48 15,596.52 1,685.00 4,403.48 11 ,666.69 Contract Labor - 33,279.89 (33,279.89) 2,750.00 Unallocated Revenues 12,241.54 12,242.00 - 12,241.54 Bank Charges - 105.88 (105.88) 10.00 88.75 Taxes 8 Licenses 5 3a4.36 (5344.36) Total 2,501,179.46 2,501 ,164.00 1 ,690,542.27 126,235.00 122,393.91 1,784,466.44 • • r pre Convention Visitors Bureau Slmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending December 2008 • 2008 2008 2008 2008 December December 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 ,209.66 301,210.00 300,000.00 1,209.66 150,000.00 Interest 300.00 300.00 668.79 (368.79) 25.00 40.84 466.11 Partnership Dues 8,800.00 8,800.00 7,200.00 1,600.00 7,100.00 Travel Hero 5,000.00 5,000.00 1,251 .28 3,748.72 500.00 Vist. Cu. Store 15,200.00 15,200.00 13,757.64 1 ,442.36 1 ,266.00 2,115.58 Track Tickets - 3,145.00 (3,145.00) Other Income 13 491 .68 (13 491.68) 2,405.00 18264 Total 330,509.66 330,510.00 339,514.39 1 ,791.00 4,561 .42 157,748.75 Expenses Salary+Benefits 200,806.00 200,806.00 192,023.52 8,782.48 25,939.00 24,387.72 97,773.32 Payroll Tax Exp 16,064.48 16,064.00 15,776.53 287.95 2,083.00 1,875.08 7,879.37 Insurance-Health 14,400.00 14,400.00 14,032.26 367.74 1 ,200.00 10,629.41 401K Match 6,024.18 6,024.00 5,076.90 947.28 502.00 441 .24 2,022.86 Rent - - 24,300.00 Utilities - - Telephone 7,500.00 7,500.00 7,465.22 34.78 625.00 23.79 4,035.99 Electricity 4,726.00 4,726.00 3,804.60 921 .40 278.00 403.08 2,564.78 Water 724.00 724.00 547.44 176.56 100.00 75.52 267.97 Postage Conv & Tourism Develo 20,000.00 20,000.00 21,979.96 (1,979.96) 1 ,000.00 915.08 9,747.80 Travel & Training 32,065.00 32,065.00 24,576.57 7,488.43 3,000.00 4,551 .29 16,989.33 Publications/Dues 3,500.00 3,500.00 4,787.00 (1,287.00) 1 ,500.00 1,055.00 997.00 Repair/Maintenance 1,000.00 1 ,000.00 1,794.99 (794.99) 249.09 Office Supp/Printing 7,500.00 7,500.00 6,201.19 1,298.81 625.00 180.89 5,460.05 Update Comp/Add Employee - - 696.47 Tracking Sftware/Maint 1,700.00 1 ,700.00 1,695.00 5.00 5,014.52 Credit Card Discounts 1,200.00 1 ,200.00 778.81 421 .19 100.00 52.79 Taxes & Uwnses(ASC/ 300.00 300.00 296.84 3.16 298.33 Visitor Ctr Store Itms 10,000.00 10,000.00 10,019.14 (19.14) 837.00 3,137.87 • Education Reimbursemp 3,000.00 3,000.00 - 3,000.00 Bank Charges 326.45 (326.45) 9.95 Parking Expense - 1,100.00 (1,100.00) 100.00 Special Project - 6,261.17 (6,261 .17) 2,215.17 Transfer Out - 4,053.59 (4,053.59) Depreciation Exp 22,663.17 (22,663.17) 22,663.17 Total 330,509.66 330,509.00 345,260.35 37,789.00 62,087.64 188,926.29 • Clinton House Museum Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending December 2008 • 2008 2008 2008 2008 December December 2007 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Dale Accumulated Actual Balance Budget Actual Actual Budget Revenue Transfer from A&P 60,588. 12 60,588.00 60,000.00 588.12 30,000.00 23,000.00 Admission 7,000.00 7,000.00 4,171 .26 2,828.74 583.00 257.18 3,576.36 Special Events 225.00 225.00 - 225.00 650.00 Gift Shop Sales 5,000.00 5,000.00 6,075.04 (1 ,075.04) 416.00 842.22 2,365.49 Interest 250.00 250.00 268.08 (18.08) 20.00 3.65 170.53 Other Income 350.00 (350.00) 350.00 Total 73,063.12 73,063.00 70,864.38 1,019.00 31,103.05 30,112.38 Expenses Salary+Benefits 32,549.63 32,546.33 26,865.12 5,684.51 4,133.00 3,080.66 14,788.24 Payroll Tax Exp 2,725.00 2,724.00 2,472.12 252.88 227.00 292.12 3,935.12 Insurance-Health 2,859.00 2,856.25 1,357.65 1,501 .35 238.00 860.25 401K Match 450.00 455.50 211.64 238.36 38.00 75.00 Rent 12,000.00 12,000.00 12,000.00 - 12,000.00 Utilities-53500 - - Water 500.00 500.00 428.23 71 .77 49.00 34.65 250.43 Gas 1,500.00 1 ,500.00 1,215.48 284.52 163.00 151.30 815.23 Electricity 1,200.00 1 ,200.00 729.89 470.11 60.00 55.74 544.12 Telephone 1,600.00 1 ,597.33 1,611 .40 (11.40) 134.00 191.21 880.50 Materials & Supplies 1,200.00 1 ,200.00 1,869.51 (669.51) 100.00 327.28 633.80 Credit Card Discount 250.00 250.00 561 .02 (311.02) 30.00 47.65 125.47 Bank Charges - 117.95 18.45 7.00 Security 275.00 275.00 239.70 35.30 22.00 21.85 152.85 Maintenance/Lawn 420.00 420.00 435.00 (15.00) 35.00 200.00 Repair/Maintenance 600.00 600.00 2,871.77 (2,271.77) 50.00 177.40 Sales Tax 700.00 700.00 311.00 389.00 62.00 Special Projects 600.00 550.00 494.56 105.44 444.56 1 ,249.56 501 c3 Application 500.00 500.00 795.00 (295.00) Publications/Dues 50.00 100.00 230.00 (180.00) 50.00 • Travel?raining 300.00 300.00 587.00 (287.00) 90.26 314.62 Gift Shop Items 5,000.00 5,000.00 3,933.92 1,066.08 424.00 255.17 1 ,082.62 Misc 7,784.37 7,784.00 - 7,784.37 656.00 Minor Equipment 7,000.00 (7,000.00) Total 73,063.00 73,058.41 66,337.96 6,421 .00 5,010.90 38,142.21 r • FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS KIT WILLIAMS, CITY ATTORNEY ODAVID WHITAKER, ASST. CITY ATTORNEY PARTMENTALCDRRESPONDENCE Ei IJi6ALIMPART1NI NT TO: A & P Commissioners Lioneld Jordan , Mayor City Council CC : Casey Jones, City Prosecutor FROM : Kit Williams, City Attorney DATE : February 5, 2009 RE : Overdue HMR tax collection City Prosecutor Casey Jones ' office has been able to collect $8,824,67 in overdue Hotel , Motel , and Restaurant Taxes during January of 2009. Unfortunately the number of cases pending remains over 20 with new cases • outpacing the paid-in-full cases. We are also still experiencing a problem with a few restaurants not submitting the proper HMR tax forms to the City's Accounting Division . Casey informs me that Acambaro Four (Jesus Socarro) and Soul Restaurant (Casey Dighero) had been given some time to pay voluntarily, but that time has now run out and he will be seeking criminal summons in both of these cases . Attached is Casey ' s memo. • CITY OF FAYETTEVILLE OFFICE OF THE PROSECUTING ATTORNEY • CLINTON K. JONES MANDYFINKLEA CITY PROSECUTOR MEMO OFFICE ADMINISTRATOR BRIAN THOMAS E-mail: hotcheck@ci.fayeHeville.ar.us 101 W. Mountain, Suite 202 DEPUTY CITY PROSECUTOR FAYETTEVILLE, ARKANSAS 72701 PHONE: (479) 575-8377 (479) 575.8378 (479) 575-8374 (479) 575-8375 Checks: (479�TO: K. Williams Hat FAX # : (479) 575-8373 Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: February 2, 2009 RE: Status of Active HMR cases 1 . Acambaro Four Jesus Socarro Paid: -0- Current Balance: $2, 1 17. 17 • 2. Baskin Robbins Robert Szlemko FTAS Warrant Current Balance: $ 1 ,646. 12 3 . Bourbon Boys Brad C. Murphey Paid : $200.00 Current Balance: $ 1 , 196.40 4. Butcher Block Gary W. Bell Active Criminal Summons Current Balance: $ 1 ,871 .28 5 . China Garden Jeff Shen Active Criminal Summons 6. Dart Room John Faubus Active Criminal Summons John M. Dortch Active Criminal Summons William E. Gran Active Criminal Summons Current Balance: Forms Not Submitted to Accounting 7. Dominoes Pizza Lloyd Hardison Paid: $200.00 Current Balance: $5,790.66 Set for Trial : 2/4/09 8. Flames Shannon Fortenberry Arr: 12/05/08 — Guilty • Ordered to pay $616.00 by 2/05/09 Current Balance: Forms not Submitted to Accounting K. Williams February 2, 2009 Page 2 • 9. Froggy's Rodney A. Hall Paid: $328.37 Current Balance: Forms not Submitted to Accounting 10. Fuzzy's Restaurant Frank Giardino Paid: $75 .00 " Current Balance: $921 .68 11 . Hogwild Pizzeria Jonathan Cooper Paid: $ 1 ,074.00 Chadwick S. Mackey Current Balance: Forms not David S. Mackey Submitted to Accounting 12 . JCB Catering/RX Catering Jarrod C. Butler Paid : -0- Set for Trial : 12/03/08 — Guilty. Ordered to Pay $200.00 a month 13 . La Palmas Vicente Perea Active Criminal Summons 14: Los Cuates Maria Richard Active Criminal Summons 15. Mama Deans Soul Food Terry L. Morrison TD: 2/04/09 • Meneria Morrison TD: 3/11 /09 Paid: -0- Current Balance: $2,048.68 16. Mordours Pizza Shannon L. Stout Set for Trial : 1 /14/09 Paid: $ 1 ,756.00 Current Balance: -0- 17. On The Rocks Richard E. Reynolds Paid: $4,922.00 Current Balance: Forms Not Submitted to Accounting 18. Seafood Market Bar/Grill Craig Dowd Paid: $ 150.00 TD: 2/25/09 Current Balance: 6,402.60 19. Shanghai Chinese Rest. Jeff Shen Active Criminal Summons 20. Soul Restaurant Casey Dighero Paid: -0- Current Balance: Forms not Submitted to Accounting • 21 . The Perk on Wedington Shea A. Hamm Active Criminal Summons 22. Wes's BBQ Wesley Whitmore Paid : $ 119.30 Paid in Full - Closed K. Williams February 2, 2009 Page 3 • 23 . WOW Japanese Bistro Chong Kim Trial Date: 3/25/09 Paid : -0- Current Balance: Forms not Submitted to Accounting TOTAL: $8,824.67 • Clinton House Museum • Monthly Report January 2009 Kelli Nixon Visitors for January 2009 - During the month of January, we had a total of 71 visitors. Domestic: 46 Arkansas, 5 California, 3 Colorado, 1 Florida, 9 Kansas, 3 Louisiana, I New Hampshire, 2 Ohio. International : I Germany. Activities and Scheduled Events: On January 13th, gave an interview about the significance of Hillary Clinton as Secretary of State on channel 5 . During the month of January, the Clinton House Museum held a show and reception for Russell Cothren, University of Arkansas photographer. January 19th, 2009 held tour for Concordia retirement Group. Worked on the grounds at the museum. Became member of the Arkansas Museum Association. • February Plans: February 8th, 1 :00 to 5 :00, Set up table at the Bridal Fair in the Town Center. Hand out info on renting the museum for events. Presidential Trivia for grades 1 st thru 8th. Winner will receive a tote bag full of goodies. Presidents' Day: Free Admission In recognition of Black History Month the Clinton House Museum will host a lecture by Dr. Lisa Corrigan, University of Arkansas and Ebony Utley, California State University. February 21 st from 4:00 to 6 :00 with a reception to follow. The Clinton House Museum will also show the Barack Obama Biography every Saturday in February at 2:00 in the media room. The biography runs 47 minutes long and covers President Obama's childhood to present day. March Plans: The Clinton House Museum will honor Women In History during March. A tribute to Hillary Rodham Clinton and her impact on women' s history will be held. March 18th, Springdale High Students (40) will tour the home looking at the architectural history. • March 16 — 20th. University of Arkansas and Fayetteville Public Schools Spring Break begins. March 31st — April 3rd. Arkansas Museum Association conference. ALLYSON E-Mail 1/6/2009 Northwest Arkansas Museum Foundation Eric Parkinson Science Museum offer assistance on the new temp location 1!7/2009 Dine in Fayetteville Julie Sill-Common Grounds Restaurant Week details about restaurant week • 1 /8/2009 Dine in Fayetteville Brandon Karn-jammin Java Restaurant Week details of restaurant week 1 /9/2009 Sustainable Solutions Group Mark Cloud Forum on Clear Energy and Sustainable Lighting wants to have forum at FTC 1/16/2009 Arkansas Recreation and Parks Association Ms. Kitty Lane Annual Conference emailed 2010 bid for conference 1/19/2009 Arkansas Recreation and Parks Association Ms. Kitty Lane Annual Conference questions about proposal 1/21 /2009 Keep Arkansas Beautiful Commission Robert Phelps Monthly Meeting details on how we host a meeting 1 /21 /2009 Dine in Fayetteville Raymond Crosier-Ben E Keith Restaurant Week details about the restaurant event 1 /26/2009 Keep Arkansas Beautiful Commission Jon Walters-Courtyard Monthly Meeting rooms for commission in july Issued Lead 1/22/2009 Arkansas Health Care Association Rachel Davis to hotels with restaurants 1/30/2009 IC Bus Co Hotels Regional Meeting 20 rooms, meeting room for 2 days Meetinq 1/6/2009 Wonderstate Media Dustin Bartholomew to discuss new local website 1/6/2009 Cumulus Radio Anita Cowan about restaurant week 1 /6/2009 Bates Marketing & Events, Inc David Bates sports fest dates, ua facilities • 1/6/2009 KNWA News Brook Thomas about restaurant week 1/6/2009 Dine in Fayetteville Brook Thomas-KNWA Restaurant Week about sponsoring the event 1/7/2009 Arkansas Hospitality Association Ms Montine McNulty attend travel council meeting in LR 1/8/2009 Northwest Arkansas Museum Foundation Eric Parkinson Science Museum aboout temporary locaton of museum 1/9/2009 Botanical Garden of the Ozarks Sarah King how the FVB can help the garden 1/9/2009 Dine in Fayetteville Anita Cowan-Cumulus Radio Restaurant Week about sponsoring event 1 /21 /2009 Botanical Garden of the Ozarks BGO Board Members attended ambassador lunch 1/26/2009 Dine in Fayetteville Media Partners Restaurant Week wrap up details of restaurant week Phone Call 1/5/2009 Arkansas Parks and Tourism- Group Travel Dena Woerner Group Travel new job, coming to town for meeting 1 /6/2009 Arkansas Medical Society Ms Kay Waldo 09 football schedule for a nwa event 1 /8/2009 Dine in Fayetteville Maudie Schmitt-Cafe Rue Restaurant Week details about restaurant week 1 /9/2009 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament board voted to have tourney in fville again 1/9/2009 Dine in Fayetteville Adam Hubbell-Bordinos Restaurant Week wants to participate in rest week .1/21/2009 Northwest Arkansas Times Dustin Tracy about signage and wayfinding 1 /21/2009 ASAE Josh-Clarion Inn Annual Meeting following up on sales proposals 1 /22/2009 Arkansas Health Care Association Rachel Davis February directors meeting in fayetteville 1/22/2009 Northwest Arkansas Times Dustin Tracy about new hotels in fville 1/22/2009 Northwest Arkansas Times Christy-Editor about terra studios and art galleries in fville 1/23/2009 Keep Arkansas Beautiful Commission Georgette Garner Monthly Meeting ddetails on hosting the meeting • 1/26/2009 Keep Arkansas Beautiful Commission Georgette Garner Monthly Meeting need to extend invite from us and BGO 1/30/2009 IC Bus Co John Thompson Regional Meeting needs meeting room and room nights in feb JULIE E-Mail Sent 1/6/2009 AmeriCoach Tours john.gibbs@coachusa.us ABA American Bus Association 1/6/2009 Little Rock Tours Cary@littlerocktours.com American Bus Association ABA Fax 1/15/2009 Good to Go with Patti Beth Mrs Patti Anderson Letter Sent 1/16/2009 Adventure Tours Dr. David Sexton American Bus Association ABA Follow up 1/16/2009 Rainbow Tours & Group Travel Mrs Helen Eicher American Bus Association ABA Follow Up 1/16/2009 Branson's Yellow Rose Destinations Mrs Sarah Hayes American Bus Association ABA Follow Up 1/16/2009 Ozarks Kirkwood Tour & Travel Mrs Angie Greeno American Bus Associate ABA Follow Up 1 /16/2009 Galaxy Tours and Travel Mrs Catherine Swan American Bus Association ABA Follow Up _ 1 /16/2009 Hatteras Tours Mr Danny Couch American Bus Associations ABA Follow UP 1/16/2009 Little Rock Tours Mr Cary Martin American Bus Association ABA Follow Up 1/16/2009 Safari Travel Ms. Sue Brown ABA Follow Up Notecard 1 /15/2009 Fort Smith Convention & Visitors Bureau Mrs Carolyn Joyce Travel South Birthday !! ! Trade Show 1/19/2009 Charlotte Regional Visitors Authority Mrs .Courtney Davis American Bus Association ABA Trade Show 1/19/2009 Trans-Bridge Tours Mrs Linda Ernst American Bus Association ABA Trade Show 1/19/2009 Hatteras Tours Mr Danny Couch American Bus Associations ABA Trade Show 1/19/2009 Branson's Yellow Rose Destinations Mrs Sarah Hayes American Bus Association ABA 1/19/2009 Adventure Student Travel Mr Shane Cassady American Bus Association 1/19/2009 Day Dream Tours Mrs Amy LeRoy American Bus Association ABA Trade Show 1/19/2009 Galaxy Tours and Travel Mrs Catherine Swan American Bus Association ABA Trade Show 1/19/2009 Ozarks Kirkwood Tour & Travel Mrs Angie Greeno American Bus Associate ABA Trade Show 1 /19/2009 Rainbow Tours & Group Travel Mrs Helen Eicher American Bus Association ABA Trade Show 1/19/2009 Sunshine Express Tours Mrs Charlotte Anderson ABA Trade Show 1/19/2009 Trump Tours, Inc Ms Tiffiny Trump-Humbert ABA Trade Show 1/19/2009 Little Rock Tours Mr Cary Martin American Bus Association ABA Trade Show Jan 7th -13th 1/19/2009 Glory Tours Ms Sue McWhorter ABA Trade Show JaN 7th - 13th 1/19/2009 Adventure Tours Dr. David Sexton American Bus Association ABA Trade Show Jan 7-13th 1/19/2009 Abbott Tours Mr. Fred Abbott TMCA ABA 1/19/2009 AmeriCoach Tours Mr John Gibbs ABA ABA Jan 7th-13th •1 /19/2009 Spirit Coach LLC Mr Bryan Weeks ABA ABA Jan 7th-13th RYAN E-Mail Sent 1/9/2009 Ryan Grigsby-General Information Mr. Ryan Grigsby 1/9/2009 High School Sports the Magazine Mr. Rhett Lashlie 7 on 7 Select Football Tournament 7 on 7 1 /12/2009 Arkansas Activities Association I Mr. Dick Johnson All Star Week Visitors Map Contact 1 /13/2009 Ryan Grigsby-General Information Mr. Ryan Grigsby UC Berkley Charter Bus March 5-9 1/21/2009 USSSA Mr. Billy Lee Yarbrough National Slow Pitch Tournament RE: Meeting for tournament sponsorship 1 /22/2009 Ryan Grigsby-General Information Mr. Ryan Grigsby Spring Tournament 1 /22/2009 UA - Track & Field Mr. Danny Green RE: California Berkeley 1/22/2009 Ryan Grigsby-General Information Mr. Ryan Grigsby Fayetteville Tournament Fax 1/22/2009 Midwest Nationals Mr. Randy Merryman Baseball Tournament Games schedule for Baum Stadium File Note 1/23/2009 Ryan Grigsby-General Information Mr. Ryan Grigsby Clarion mailing sports brochure to sports contacts •1/23/2009 Ryan Grigsby-General Information Mr. Ryan Grigsby Worked Clinton House Museum Meeting 1/12/2009 Fayetteville Chamber of Commerce Mr. Bill Ramsey Creating Team for 2009 Chamber Member drive 1/21 /2009 Arkansas Activities Association I Mr. Dick Johnson All Star Week Chamber Lunch with committee 1/21/2009 Arkansas Activities Association III Mr Lance Taylor Saturday of Champions First Committee meeting of year 1/21 /2009 Fayetteville Parks & Recreation New softball tournament for Mar/Apr/May 1/21/2009 Fayetteville Parks & Recreation Meet Chase Gibson: New Program Coordinator Phone Call 1 /6/2009 B.E.S.T Baseball Mr. Greg Baxendale Wanting to do Baseball tournament in June 1 /9/2009 B.E.S.T Baseball Mr. Greg Baxendale 24 Teams - Housing Bureau 1/23/2009 B.E.S.T Baseball Terry Lawson White River Fields for Tournament 1 /30/2009 Fayetteville Youth Baseball Mr. Terry Lawson Ok to use fields for BEST baseball tournament June Welcome Bags 1 /30/2009 NCAA Track and Field Ready to mail out info packet to schools & officia SHELLY E-Mail Sent 1/9/2009 UA Philosophy Irene McMullin Hannah Arendt Circle Conference Offered assistance for March event 1/13/2009 UA Graduate School Shani Farr Scheduled meeting to explain services 1/14/2009 UA Art Bethany Springer Hosting symposium March 2009 1/14/2009 DNA Computing Conference Brian Crowne Finalized booking for reception 1/14/2009 DNA Computing Conference Jerrmy - Greenhouse Grille Confirmed catering for dinner 1/14/2009 DNA Computing Conference Daniel Eldridge Confirmed Pratt Barn for dinner Is 1 /21 /2009 Arkansas Farmers' Market Association Annual Meeting Sent out banquet registration confirmations 1/22/2009 Arkansas Farmers' Market Association Annual Meeting Sent conference registration confirmations 2/2/2009 Washington Regional Foundation Ms Janet Moulden Offered assistance for any conferences this yr Letter Sent 1/5/2009 Tyson Invitational Indoor Track & Field Mr. Art Huff Sent postcard to previous ticket buyers Meeting 1/5/2009 Spring International Kristin Regional Meeting Dropped off box of VG for incoming students 1/6/2009 UA Agricultural Economics & Agri Business Vicky Watkins Delivered 25 bags for conference 1/6/2009 International Association of Administrative Professio Sandy Hancock Razorback Chapter Board meeting 1/7/2009 UA International Students & Scholars Mr Michael Freeman Intl. Student Resource Fair booth 1 /9/2009 UA Industrial Engineering Tamara Ellenbecker Delivered bags for new candidates 1 /14/2009 Arkansas Farmers' Market Association James Phillips Annual Meeting Detailed event with FTC, Taylor, Janet, Heather 1 /14/2009 DNA Computing Conference Russell Deaton Budget meeting 1/20/2009 Solar Splash Or William Springer Solar Boat Race Planning Meeting • 1/23/2009 DNA Computing Conference Dr. Goodstein Murphee Planning architectural tour for conf. activity 1/25/2009 Dine in Fayetteville Restaurant Week Finished and activated website • Fayetteville Town Center, Manager's Activity Report January 1 , 2009 to January 31 , 2009 Sales: JANUARY JANUARY Month YTD YTD YTD 200.8 (base) - - 2009__ % Change 2008 2009 % Change Sales 25 12 (52%) 25 12 (52%) # returned contracts b to date — GL complete Events (Paid/Sponsored) EMSCalendar - attached 8 7 (1 %) 8 7 (1 %) Sales $363600.00 $225150.00 (39%) $36,600.00 $22, 150.00 (39%) $ returned contracts by log date — GL Collections " $ - Payment Lo $36, 137. 74 $32,780.70 (9%) $36, 137.74 $32,780.00 (9%) $reGL -0- -0- NA -0- -0- NA Averageperevent $1 ,464.00 11845.83 26% $1 ,464.00 $1 ,845.83 26% $ Sales /_#_Sales)------- We ales -We collected $32,780.70 for rentals and incidentals in January. Our 2009 sales goal is $448,250.00. Sales for January 2009 compared to January 2008 reflect a 39% decrease. Our numbers are a result of the economy, several cancellations and the fact that clients are waiting later to pay their remaining balance. Hopefully, our numbers in February will be more positive. Operations Items: • Received quotes for repairs to be done on outside of building. • General maintenance and upkeep of building. Marketing, Sales and Public Relations: • Participation in Bridal Fair. Martin Luther King banquet. • Fayetteville Police Awards banquet for second time this year; once again it was a success. Paint the Town Red resulted in over 1 ,000 in attendance. Great exposure and outstanding publicity for the Town Center. • Jamey Goddard, Sales Director, reports: January executed contracts totaled $25,975.00; $24,925.00represents 2009 events and $1 ,050.00 is for 2010 events. Event List: • Wahl Wedding Reception, January 3 Benny Awards, January 23 • Paint the Town Red, January 16 • Fayetteville Police Banquet, January 24 Moran Wedding Reception, January 17 UA Ducks Unlimited, January 31 • Martin Luther King Banquet, January 19 • DIRECTOR'S REPORT January, 2009 • INQUIRY RESPONSES January 2009 — 743 January 2008 — 1 , 104 ACTIVITY Tourism Activities — NATA marketing committee Chamber of Commerce governmental relations committee Ft. Worth Home & Garden Show Meeting with Dena Woerner, new p. r. person with state tourism Heritage Trail Partners Relations with Media — AY magazine interview Betsy — Arkansas Business — green guide Kyle Kabote — TV 40-51 A & P — Wes Burgess — photos for Butterfield school renovation Jade 09 marketing plan Meeting with Dede Peters and Allyson for Jordan transition team Lioneld Jordan — A & P Commissioner orientation Mark Smith — Arts Live TJ Leflar — HMR report for 08 Steve Rust Funding Request form — Tom Scott • Craig Hull — hotel HMR data Town Center — Sells agency content management system for TC website HMR Collections — January 09 (December collections) Olive Garden Chick-Fil-A Red Lobster Shogun Japanese Golden Corral McDonald's — Joyce Logan's Roadhouse TGI Friday's Noodles Italian Kitchen Bordino's Chick-Fil-A Rick's Bakery McDonald's #10937 Sodexho McDonald's Wedington Sam's Club • Chartwell's Dining Buffalo Wild Wings Marketplace Express Mellow Mushroom Chili's Restaurant • CONCEPT COPY 1 MARKETING CLARITY Client: Fayetteville A&P Job: 2009 Branding Campaign Number: 09-400-050 Date: January 27, 2009 ; REV. 2/5 HEADLINE : Tailgating at its best. VISUAL: Tailgates at the farmers ' market CAPTION : Fayetteville Farmers ' Market Every Thursday & Saturday, April — August HEADLINE : Not every facemask comes with a penalty. VISUAL: Women in spa with mud masks on their face. • CAPTION : Pamper yourself at one of 14 local spas HEADLINE : Enjoy some gridiron greats. VISUAL: Food on a grill in a restaurant kitchen CAPTION : The best restaurants National names and local favorites HEADLINE : And the crowd goes wild ! VISUAL: People dancing in a nightclub CAPTION : Dickson Street entertainment district NWA's home to live music and nightlife HEADLINE : Score points in the paint. VISUAL: Couple looking at art in gallery CAPTION : Find paintings, sculptures • and other original works of art