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HomeMy WebLinkAbout2009-04-13 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, April 139, 2009, at 2:00 p.m. in the Director' s Room of the Fayetteville Town Center. AGENDA ADVERTISING AND PROMOTION COMMISSION April 13, 2009 2:00 p.m. Town Center I . Call to Order - Chairman Pat Gazzola 11. Reports A. Approval of Minutes for March 9, 2009 regular monthly meeting B. Financial Report 1 . HMR Revenues 2. Financial Statements 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 III . Old Business IV. New Business A. Report from the Botanical Garden of the Ozarks — Walt Eilers & Bill Dollar V. Adjourn • ADVERTISING AND PROMOTION COMMISSION • REGULAR MEETING March 9, 2009 Commissioners Present: Neal Crawford, Bob Davis, Lioneld Jordan, Tim Freeman, Pat Gazzola, and Maudie Schmitt Commissioners Absent: Robert Rhoads Staff Present: Sandra Bennett, Allyson Twiggs Dyer, Kelli Nixon and Marilyn Heifner CALL TO ORDER Chairman Pat Gazzola called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on March 9 at the Fayetteville Town Center at 2:00 p.m. COMMISSIONER APPOINTMENT FOR EXPIRING TERMS Two commission terms expire on March 31 , 2009 — one for a hotel, motel or restaurant owner or manager and one for the public at-large seat. One application was received for industry position — Maudie Schmitt. Moved by Davis, second by Jordan to recommend to the City Council that Maudie Schmitt be nominated. Seven applications were received for the public at-large position: Andrew Aldridge, Ron Autry, Bob Davis, Fritz Gisler, Bill Golbuff, Shelly Morrison, and Liz Slape. • Crawford nominated Bob Davis, Jordan nominated Liz Slape. Five votes for Davis — Schmitt, Crawford, Davis, Gazzola, and Freeman. One vote for Slape — Jordan. MINUTES Moved by Davis, second by Schmitt to approve the minutes of the February 9, 2009 meeting. Motion carried. HMR COLLECTIONS Marilyn presented HMR collections for February. Collections were up 5 .32%. Year to date collections are up 1 .98%. Hotel collections are up for February (4. 11 %), however, restaurant collections were down (-2.08%). Year to date collections for both are still down (restaurants -5 .63% and hotels -7.98%) FINANCIAL STATEMENTS Keith Glass presented financial statements for January 2008. Revenue for A & P commission was on track. January revenue for Town Center was up slightly even though collections were off, expenses were kept under revenue. Motion to approve the preliminary financials by Davis, second by Freeman. Motion carried. CITY ATTORNEY • City Attorney Kit Williams reported that the City Prosecutor's office collected $7,052. 11 in February. Total collected was $ 15,876.78 Total outstanding taxes are $21 ,379.91 and 9 businesses with no amounts because they haven't submitted forms to the Accounting office. Marilyn reported that numbers of business not paying this year over last year increased. The Cosmopolitan received a letter • and they have until March 26 to pay or they will be turned over to the prosecutor. CLINTON HOUSE MUSEUM REPORT Museum attendance was 104 visitors in February. Lecture with Drs Corrigan and Utley was standing room only crowd. Winner of the Presidential Trivia was Henry Ziglar. Volunteers have the yard looking fantastic. Preparations are underway for the First Ladies Garden. A reception will be held on Friday, March 6 for V irmarie Depoyster whose art will be exhibited in the Museum during the month of March. The documentary " 14 Women" will be shown in March as well. Marilyn Heifner will present a lecture for Women' s History Month on the 26`h. VISITOR BUREAU Allyson Twiggs Dyer reported that Visitor Center sales were up 440% with 381 people visiting in February. The High school basketball teams (girls and boys) won the state championship. The CVB helped in the Dickson St. Pub Crawl which was put on by the Dickson St Festival and Events committee. Wakaroosa Music Festival will be held in June in Mulberry. Fayetteville is the closest town so we should benefit from the hotel rooms. Allyson bid on the Historic Preservation Alliance conference for 2010. Arkansas Activities Association added Dance and Cheer to the Coaches Clinic which will add 900 coaches to the event. • Ryan has scheduled 3 baseball tournaments — Premier in July, BEST Baseball in June and an adult male softball tournament also in June. TOWN CENTER Sandra Bennett reported Town Center sales for February were down. The Town Center hosted a Lucinda Williams concert, bridal fair and the Farmer' s Market conference during the month. EXECUTIVE DIRECTOR REPORT Marilyn reported that the Town Center took the lead in the Green Initiative pilot recycling initiative for the Square. We replaced the cardboard recycling bin with an all recycling bin for use by merchants on the Square. She participated in the UA Campus preservation Master plan meeting. She and Kelli had a meeting with Daniel Keeley (DK Designs) on the First Ladies Garden. She and Ryan had a meeting with James Morrow from Fayetteville parks about jointly hosting baseball tournaments. Rep. Lindsley Smith introduced the statewide Historic Trails bill (H.B. 2009). She has 20 co-sponsors and Senator Cecile Bledsoe will sponsor in the Senate. Marilyn will meet with the Arkansas Municipal League on Wednesday to ask for their support of H. B. 2009. U. S. Rep. Boozman reintroduced the Butterfield national historic trail study legislation in the House as H. R. 1373 . • AGENCY REPORT Jade Gustin presented the new creative to the Commissioners: 1 )Home to top draft choices and 2)Not ever face Mask comes with a Penalty. She reported that the agency is working on ad sales for the Visitor Guide. • Leigh Allison presented web stats for Nov. through February. These are slow months. A new web provided has been engaged. OLD BUSINESS None NEW BUSINESS None There being no further business, the meeting was adjourned. Respectfully submitted, X X�e4 Marilyn Heifner Executive Director • 1 • Advertising and Promotion Commission For month of March 2009 Current Year HMR Collected (2120.0912.4101 .00) $ 177,669.45 Prior Year Collected (2120.0912.4101 .01 ) $ 21357. 12 First Security Investment Interest Revenue (2120.0912.4708.00) $ 33519.25 Total Revenues $ 183,545.82 Annual Bond Audit Expense (2120.9120.7602.60) $ Collection Expense (2120.9120. 5333.00) $ (31600.53) Bank of OK Quarterly Fee (2120.9120. 5712.00) Town Center Bond Payment (2120. 9120. 5712.00) $ (55,413.35) 2006 Property Taxes on Town Center (2120.9120.7602.60) $ Total Expenses $ (59,013.88) Total Check to A&P $ 124,531 .94 • 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% $167, 141 5.32% March 154,067 $157,317 2. 11 % $172,804 9.84% $180,027 4. 18% 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% $188,253 8.77% August 160,067 $160,560 0.00% $174,648 8.77% September 1692793 $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 $1700506 6.67% $174,682 2.45% Total $ 21073,923 $2,030,913 -2.07% $21171 ,451 6.92% $513,382 1 .56% \filename HMR Comparison 2005 to 2009 Using Year-End totals per HMR Report HOTELS 2005 2006 % change 2007 % change 2008 % change 2009 % change Dec 143024.64 13,284.28 -5.28% 12,577.76 -5. 10% 14, 112.82 12.20% 11 ,205.68 -20.60% Jan 13,738.64 13,650.85 0.64% 139965.23 2.30% 14,742.43 5.57% 15,348.22 4. 11 % Feb 17,930.90 163006.58 -10.73% 16,534.37 3.30% 200151 .69 21 .88% 21 ,818.74 8.27% 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 221796.50 2.00% 23,204.74 1 .79% 25, 145.33 8.36% Jun 220690.02 22,060.53 -2.78% 22,705.86 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 187786.70 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 17,351 .42 1 .63% 18,329.41 5.64% 14,888.88 -18.77% 2289272.45 227,769.84 -0.22% 229,838.52 0.90% 2469604.53 7.29% 489372.64 -1 .29% RESTAURANTS 2005 2006 % change Dec 137,855.28 1530658.60 11 .46% 145,851 .07 -5.08 159,628.33 9.45% 145,576.64 -8.80% Jan 126,564.43 142,675.37 12.73% 126,350. 10 -11 .44% 1433033.83 13.20% 140,054.67 -2.08% Feb 1279214.85 133,701 .96 5. 10% 1339499.96 -0.001 % 1529102. 15 13.93% 1472514.82 Mar 140, 166.43 153,462. 15 9.48% 145,240.82 -5.36% 159,204.50 9.61 % Apr 137,712.38 143, 149.32 7.57% 146,017.95 2.00% 1609920.52 10.21 % May 140,966.98 166,542.00 18. 14% 1420484.49 -14.44% 165,232.08 15.96% Jun 164,369.25 1399677.98 -15.31 % 142,384.44 1 .93% 157,215.53 10.42% Jul 136,906.50 152,031 .25 11 .05% 136,693.67 -10.09% 157,564.22 15.27% Aug 139,830.39 143,807.38 2.84% 145,060.67 0.87% 163,908.68 12.99% Sep 1433215.20 158, 151 .42 10.43% 150,651 .01 -4.74% 163,974.48 8.84% Oct 1469722.98 157,626. 19 7.43% 152,987.98 -2.94% 169,637.35 10.88% Nov 133,691 .45 137,036.80 2.50% 140,563.66 2.57% 139,587.47 -0.69% 19675,216.12 117819520.42 6.68% 11707,785.82 -4.14% 11892,009.14 10.79% 433,146.13 -4.75% Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis February 28, 2009 • ASSETS Current Assets CVB Cash in Register S 100.00 CHM Cash in Register 100.00 Arvest A&P General 94856 6149793.46 1st Security A&P General #8714 191 ,844.30 1 st Sec Fay Town Ctr 98722 52,952.42 1 st Sec. Clinton House #8749 17,935. 19 1 st Sec. Conv Visitor 48730 75,526.00 Arvest Payroll Account #4636 26,837.60 Accounts Receivable 18.48 Due From Other Funds 83,422.06 Investments 156995087.85 Investment Adj to Market 142106.83 Total Current Assets 25776,724. 19 Property and Equipment Furniture and Fixtures 17,005.33 Equipment 1663502.88 CVB Building 9219632.37 CVB Land 1985621 .00 Building Additions 2132677.24 Accum. Depreciation (2619363.61 ) Total Property and Equipment 1 ,256,075.21 • Other Assets Total Other Assets 0.00 Total Assets S 4,032,799.40 LIABILITIES AND CAPITAL Current Liabilities Accounts Payable $ 10.00 Aflac 188.46 Colonial Life & Acc Ins Payabl 58.89 Sales Tax Payable 142.00 Federal Payroll Taxes Payable 119979.61 FUTA Tax Payable 564.74 State Payroll Taxes Payable 15665.91 SUTA Payable 11137.82 Due to Other Funds 821 .83 Due to Town Center 6,089. 10 Total Current Liabilities 22,658.36 Long-Term Liabilities Total Long-Tenn Liabilities 0.00 • Total Liabilities 223658.36 Capital Beginning Balance Equity 33879,562.33 Unresticted Fund Balance 37,438.72 See Accountants' Compilation Report Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis February 28, 2009 Net Income 93, 139.99 Total Capital 490109141 .04 Total Liabilities & Capital S 49032,799.40 • See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Two Months Ending February 28, 2009 Current Month Year to Date •Revenues HMR Tac Revenue $ 1643705.24 71 .87 $ 321 ,484.06 57.75 Prior Year HMR Tax Revenue 2,436.21 1 .06 11 ,871 .81 2. 13 Rental Income 35,038.62 15.29 659261 .32 11 .72 Other Income 371 .73 0. 16 382.67 0.07 Parking Revenue 787.00 0.34 19257.00 0.23 Parking Lease 0.00 0.00 3,554.56 0.64 Gift Shop Sales 194.36 0.08 641 .29 0. 12 Visitor Store 408.06 0. 18 1 ,282. 13 0.23 Partnership Income 21500.00 1 .09 3,700.00 0.66 Admission Revenue 376.35 0. 16 533.35 0. 10 Track Tickets 22366.00 1 .03 31136.00 0.56 Special Projects 1 , 175.00 0.51 53956.39 1 .07 Sustainability Summit 0.00 0.00 14,000.00 2.52 Interest Income Investments 39519.25 1 .54 89004.77 1 .44 Interest Income Checking 288.01 0. 13 573.56 0. 10 Transfer In 152000.00 6.55 1 15,000.00 20.66 Total Revenues 229, 165.83 100.00 556,638.91 100.00 Cost of Sales Clinton House Gift Shop 423.71 0. 18 423.71 0.08 Total Cost of Sales 423.71 0. 18 423.71 0.08 Gross Profit 228,742. 12 99.82 5563215.20 99.92 axpenses Signage- Tourism 19172.25 0.51 1 , 172.25 0.21 Credit Card Discounts 493.52 0.22 740.78 0. 13 Bank Charges 39.85 0.02 88.20 0.02 Parking Expense 100.00 0.04 200.00 0.04 Advertising & Marketing 23,953.77 10.45 253719.77 4.62 Brochures 15947. 19 0.85 1 ,947. 19 0.35 Accounting & Legal Fees 625.00 0.27 19250.00 0.22 Office Expense 22114.82 0.92 29827.41 0.51 Visitor Store Exp 0.00 0.00 1 ,326.65 0.24 Insurance & Health Benefits 31277.61 1 .43 35339. 13 0.60 408 (P) Company Match 11006.22 0.44 12999.89 0.36 Car Allowance 300.00 0. 13 600.00 0. 11 Telephone Expense 17299.56 0.57 25657.57 0.48 Postage and Shipping Expense 624.39 0.27 3,645.74 0.65 Material & Supplies 95.85 0.04 95.85 0.02 Rent 0.00 0.00 12,000.00 2. 16 Maintenance/Lawn 100.00 0.04 100.00 0.02 Repairs & Maintenance Expense 93856.05 4.30 11 ,868. 16 2. 13 Kamensky Fountain Maintenance 273. 13 0. 12 273. 13 0.05 Linens 42221 .58 1 .84 4,221 .58 0.76 Publications & Dues ( 100.00) (0.04) 629.00 0. 11 Travel/Training Expense 39852.50 1 .68 49521 .47 0.81 Taxes & Licenses 293.50 0. 13 293.50 0.05 Collections Expense 39342.83 1 .46 6,667. 12 1 .20 Payroll Tax Expense 39506.37 1 .53 77078.41 1 .27 Convention Development 275.00 0. 12 1 ,675.00 0.30 • Research Expense 1 ,700.00 0.74 11700.00 0.31 Contract Labor 3, 181 .25 1 .39 53931 .25 1 .07 Commissions 15872.28 0.82 31824.76 0.69 Wages Expense 365728.67 16.03 73,020.01 13. 12 Electricity Utility 65963.46 3.04 13,563.66 2.44 See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Two Months Ending February 28, 2009 Current Month Year to Date • Gas Utility 21628.60 1 . 15 5,534.33 0.99 Water Utility 547.95 0.24 1 ,064.91 0. 19 Cable 89.54 0.04 179.07 0.03 Security 568. 10 0.25 589.95 O. II Airport Info Booth 1 ,200.00 0.52 15200.00 0.22 Coaches Clinic 1 ,600.00 0.70 19600.00 0.29 Square Gardens 0.00 0.00 299244.43 5.25 Waterski Champion 1 ,500.00 0.65 15500.00 0.27 Misc Special Project 233.34 0. 10 233.34 0.04 Bond Payments-Town Center 559413.35 24. 18 110,826.70 19.91 Trustee Expense 0.00 0.00 12125.00 0.20 Transfer OUt 159000.00 6.55 1152000.00 20.66 I Total Expenses 1915897.53 83.74 463,075.21 83. 19 Net Income $ 365844.59 16.08 S 93, 139.99 16.73 • • See Accountants' Compilation Report I Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Two Months Ending February 28, 2009 • Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year Revenues HMR Tax Revenue S 164,705.24 S 1555166. 12 S 3215484.06 S 3169904.83 Prior Year HMR Tax Revenue 21436.21 3,527.36 11 ,871 .81 15,793. 15 Rental Income 35,038.62 44,759.67 65,261 .32 83,806.93 Other Income 371 .73 100.00 382.67 700.00 Travel Hero 0.00 222.05 0.00 422.28 Parking Revenue 787.00 5, 103.68 11257.00 51697.68 Parking Lease 0.00 0.00 3,554.56 0.00 Gift Shop Sales 194.36 329. 15 641 .29 587.49 Visitor Store 408.06 134.00 19282. 13 1 ,095.76 Partnership Income 21500.00 25000.00 32700.00 41400.00 Admission Revenue 376.35 466.55 533.35 702.55 Track Tickets 23366.00 3, 145.00 3, 136.00 31145.00 Special Projects 1 , 175.00 0.00 51956.39 270.00 Sustainability Summit 0.00 0.00 14,000.00 0.00 Interest Income Investments 33519.25 4,307.83 8,004.77 12,211 .91 Interest Income Checking 288.01 19224. 16 573.56 21951 .83 Fee Refunds 0.00 0.00 0.00 50.00 Transfer In 152000.00 1305867.45 1 15,000.00 230,867.45 Total Revenues 2293165.83 3512353.02 5563638.91 679,606.86 Cost of Sales Clinton House Gift Shop 423.71 453.58 423.71 555.55 • Total Cost of Sales _ 423.71 453.58 423.71 555.55 Gross Profit 228,742. 12 3509899.44 5563215.20 679,051 .31 Expenses Signage- Tourism 11172.25 0.00 1 , 172.25 163.88 Credit Card Discounts 493.52 333.53 740.78 742.37 Bank Charges 39.85 (56. 19) 88.20 52.31 Parking Expense 100.00 100.00 200.00 100.00 Advertising & Marketing 23,953.77 873.78 255719.77 65551 . 16 Brochures 19947. 19 0.00 1 ,947. 19 0.00 Accounting & Legal Fees 625.00 0.00 19250.00 11350.00 Office Expense 2, 114.82 11908.62 2,827.41 3,428.56 Visitor Store Exp 0.00 0.00 1 ,326.65 336.47 Insurance & Health Benefits 31277.61 1 , 106.75 3,339. 13 61056.96 408 (P) Company Match 19006.22 1 ,489.45 11999.89 1 ,968.80 Car Allowance 300.00 450.00 600.00 600.00 Telephone Expense 19299.56 11365.98 25657.57 3,379.76 Postage and Shipping Expense 624.39 1 ,278.52 3,645.74 21940. 11 Material & Supplies 95.85 0.00 95.85 0.00 Rent 0.00 12,000.00 125000.00 12,000.00 Maintenance/Lawn 100.00 0.00 100.00 0.00 Repairs & Maintenance Expense 99856.05 1 ,342. 18 11 ,868. 16 85925.62 Kamensky Fountain Maintenance 273. 13 41 ,229.20 273. 13 41 ,393.08 Linens 41221 .58 0.00 49221 .58 27737.34 Publications & Dues ( 100.00) 375.00 629.00 1 ,420.00 Travel/Training Expense 35852.50 2,751 .28 41521 .47 7,430.72 • Taxes & Licenses 293.50 0.00 293.50 0.00 Collections Expense 39342.83 3, 173.87 63667. 12 67653.96 Payroll Tax Expense 39506.37 51297.55 71078.41 7,618.35 Convention Development 275.00 0.00 13675.00 500.00 Research Expense 15700.00 0.00 11700.00 0.00 See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Two Months Ending February 28, 2009 Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year Contract Labor 3, 181 25 3,325.00 5,931 .25 61793.75 Commissions 11872.28 4,726.44 3,824.76 5,688.44 Wages Expense 363728.67 53,246.23 73,020.01 71 ,467.86 Electricity Utility 61963.46 45206.66 13,563.66 81918.20 Gas Utility 2,628.60 282.48 51534.33 5,649.50 Water Utility 547.95 19069.67 17064.91 1 ,702.41 Cable 89.54 0.00 179.07 168.87 Security 568. 10 21 .85 589.95 43.70 Airport Info Booth 11200.00 0.00 11200.00 0.00 Botanical Gardens of the Ozark 0.00 0.00 0.00 32,831 .45 Special Proj/Ceramic Syposium 0.00 0.00 0.00 7,500.00 Caring for Creation Conference 0.00 0.00 0.00 11000.00 Calcasieu Rabbit Show 0.00 0.00 0.00 500.00 Coaches Clinic 1 ,600.00 0.00 11600.00 207000.00 4 State Volleyball 0.00 0.00 0.00 4,000.00 All Star Games 0.00 0.00 0.00 105000.00 Saturday of Champions 0.00 0.00 0.00 41000.00 State Soccer 0.00 0.00 0.00 1 ,500.00 7A State Track 0.00 0.00 0.00 11000.00 DECA 0.00 0.00 0.00 11000.00 Annie- Special Prcjsect 0.00 0.00 0.00 15,000.00 Solar Splash Specail Project 0.00 71500.00 0.00 71500.00 Square Gardens 0.00 19,658.37 29,244.43 19,658.47 Waterski Champion 19500.00 0.00 11500.00 0.00 Misc Special Project 233.34 100.00 233.34 100.00 Bond Payments-Town Center 55,413.35 542957.71 1103826.70 109,915.42 Trustee Expense 0.00 0.00 12125.00 21250.00 Transfer OUt 15,000.00 130,867.45 1153000.00 230,867.45 Total Expenses 191 ,897.53 3549981 .48 463,075.21 685,404.97 Net Income S 36,844.59 $ (43082.04) $ 93, 139.99 $ (61353.66) • See Accountants' Compilation Report Clinton House Museum Stmt of Budget, Revenue and Expense-Modified Cash Basis Month Ending February 2009 2009 2009 2009 2009 February February 2008 • Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Revenue Balance from prior ye 23,500.00 23,500.00 - 23,500.00 Transfer from ABP 32,264.60 15,000.00 15,000.00 17,264.60 15,000.00 15,000.00 30,000.00 Admission 4,807.64 800.00 260.00 4,547.64 400.00 103.00 702.55 Special Events 500.00 82.00 - 500.00 41.00 Gift Shop Sales 6,000.00 1 ,000.00 634.73 5,365.27 500.00 194.36 587.49 Interest - 21.73 (21.73) 5.62 91 .13 Other Income 150.00 25.00 18.00 132.00 25.00 8.00 Total 67,222.24 40,407.00 15,934.46 15,966.00 15,310.98 31,381 .17 Expenses Salary+Benefils 34,180.00 5,670.00 5,345.94 28,834.06 2,835.00 2,564.50 5,166.68 Payroll Tax Exp 2,625.00 438.00 488.20 2,136.80 219.00 242.18 514.08 Insurance-Health 3,403.24 566.00 21.00 3,382.24 283.00 (22.17) 669.27 401 K Match 850.00 140.00 - 850.00 71.00 155.00 Rent 12,000.00 12,000.00 12,000.00 - 12,000.00 Utilities-$3500 Water 400.00 65.00 74.35 325.65 30.00 74.35 70.60 Gas 1,400.00 536.00 396.11 1,003.89 297.00 177.09 506.31 Electricity 750.00 106.00 102.15 647.85 32.00 102.15 77.91 Telephone 1,200.00 200.00 149.56 1,050.44 100.00 75.76 251.61 Materials 8 Supplies 1,200.00 200.00 451.37 748.63 100.00 451.37 94. 15 Credit Card Discount: 500.00 82.00 81.75 418.25 41 .00 41 .70 80.61 Bank Charges 100.00 18.00 28.40 71.60 8.00 9.95 Security 264.00 44.00 43.70 220.30 22.00 21.85 43.70 Maintenanoe/Lawn 500.00 100.00 100.00 400.00 100.00 100.00 Repair/Maintenance 1,000.00 100.00 - 1 ,000.00 100.00 126.64 Sales Tax 500.00 82.00 - 500.00 41.00 Special Projects 600.00 100.00 - 600.00 50.00 501 c3 Application • PublicationsrDues 250.00 100.00 50.00 200.00 (100.00) Travel/Training 500.00 100.00 400.00 100.00 Gift Shop Items 5,000.00 1,500.00 423.71 4,576.29 500.00 423.71 555.55 Misc - - Minor Equipment - - _ Total67,222.24 22,047.00 19,856.24 4,829.00 4,262.44 20,312.11 • Convention Visitors Bureau Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2009 • 2009 2009 2009 2009 February February 2008 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 309,948.22 100,000.00 100,000.00 209,948.22 100,000.00 Interest 600.00 100.00 96.46 503.54 50.00 75.09 188.62 Track Tickets - - 3,136.00 2,366.00 3,145.00 Partnership Dues 8,000.00 1,600.00 3,700.00 4,300.00 2,500.00 4,400.00 Travel Hero 2,500.00 1,000.00 - 2,500.00 422.28 Vist. Cu. Store 12,000.00 1,000.00 1 ,288.69 10,711.31 500.00 408.06 1 ,095.76 Admission Revenue - 273.35 273.35 Other Income 300.00 (300.00) 300.00 420.00 Total 333.048.22 103,700.00 108,794.50 550.00 5,922.50 109,671.66 Expenses Salary+Benefits 198,321.00 30,510.00 31,302.39 167,018.61 15,255.00 15,806.67 29,870.35 Payroll Tax Exp 17,848.89 2,770.00 2,907.53 14,941.36 1 ,385.00 1,447.30 2,939.13 Insurance-Health 16,928.70 2,820.00 2,874.40 14,054.30 1,410.00 2,656.90 3,143.84 401K Match 5,949.63 990.00 911.00 5,038.63 495.00 455.50 837.95 Rent Utilities - Telephone 7,500.00 1,250.00 1,030.51 6,469.49 625.00 483.80 1 ,660.26 Electricity 4,000.00 666.00 1,097.17 2,902.83 333.00 561 .88 780.88 Water 550.00 90.00 44.35 505.65 45.00 153.66 Postage - - Conv & Tourism Develop 23,585.00 5,000.00 1,675.00 21 ,910.00 5,000.00 275.00 500.00 Travel & Training 32,045.00 6,740.00 3,891.66 28,153.34 5,940.00 3,142.50 7,041.66 Publications/Dues 3,020.00 1 ,170.00 125.00 2,895.00 1 ,045.00 995.00 Repair/Maintenance 2,000.00 400.00 1,627.82 372.18 400.00 87.40 Office Supp/Printing 6,000.00 1,000.00 1,177.87 4,822.13 500.00 465.28 2,350.39 Tracking Sftvrdre(Maint 1,700.00 - - 1,700.00 Credit Card Discounts 750.00 124.00 143.59 606.41 62.00 75.39 98.66 Taxes 8 Licenses(ASCAF 300.00 300.00 293.50 6.50 300.00 293.50 Visitor Ctr Store Itms 8,000.00 1,332.00 1,326.65 6,673.35 666.00 336.47 • Education Reimbursemen 3,000.00 - - 3,000.00 00 19.90 Bank Charges 350.00 58. 330.10 29.00 9.95 18.45 Parking Expense 1,200.00 200.00 200.00 1,000.00 100.00 100.00 100.00 Research Exp - 1,700.00 (1,700.00) 1,700.00 Special Project - - Transfer Out Total 333,048.22 55,420.00 52,348.34 33,590.00 27,473.67 50,914.10 • Fayetteville Town Center Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2009 • 2009 2009 2009 2009 February February 2008 Annual Budget Year To Dale Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Revenue Rental Inc] Service 448,250.00 74,708.00 61 ,034.32 387,215.68 37,354.00 32,618.62 79,067.93 Interest - Checking 1,000.00 166.00 101.62 898.38 83.00 49.68 293.70 Parking Revenue - - - Daily 8,000.00 1 ,332.00 1 ,257.00 6,743.00 666.00 787.00 5,697.68 Leases 10,000.00 3,550.00 3,554.56 6,445.44 Other Income - 0.94 (0.94) Sales Tax Exp (4,000.00) (666.00) (1,273.00) (2,727.00) (333.00) (330.00) (761.00) Less Returns & Allowance - - Special Projects 6,205.05 5,000.00 5,956.39 248.66 1,175.00 Misc Revenue - - Transfer Total -469,455.05 84,090.00 70,631.83 37,770.00 34,300.30 84,298.31 Expenses Salary+Benefits 170,515.00 26,248.00 24,536.68 145,978.32 13,116.00 12,273.34 25,839.66 Commissions 30,000.00 5,000.00 3,824.76 26,175.24 2,500.00 1,872.28 5,688.44 Contract Labor 7,200.00 1,200.00 431 .25 6,768.75 600.00 431 .25 1 ,293.75 Payroll Taxes 18,046.35 2,776.00 2,607.07 15,439.28 1,388.00 1,293.93 3,021 .60 Credit Card Discount! 3,500.00 582.00 515.44 2,984.56 291.00 376.43 563.10 Insurance 16,928.70 2,820.00 217.50 16,711.20 1 ,410.00 1 ,920.09 401K Match 5,115.00 852.00 733.85 4,381.15 426.00 366.20 630.81 Utilities - - - Water 8,000.00 1,689.00 946.21 7,053.79 685.00 473.60 1 ,478.15 Phone 9,500.00 1,585.00 1,477.50 8,022.50 , 790.00 740.00 1 ,413.02 Electricity 65,000.00 10,300.00 12,364.34 52,635.66 4,206.00 6,299.43 8,059.41 Gas 13,000.00 5,142.00 5,138.22 7,861.78 3,292.00 2,451 .51 5,143. 19 Cable 1,080.00 180.00 179.07 900.93 90.00 89.54 168.87 Postage 135.00 135.00 98.00 37.00 133.79 Contract Services - - • Linens 27,000.00 3,23700 4,22158 22,778.42 500.00 4,221.58 2,737.34 Outside Repairs & Maintenam 75,000.00 12,500.00 10,240.34 64,759.66 6,250.00 9,856.05 8,711 .58 Materials & Supplies 5,000.00 1,000.00 - 5,000.00 400.00 Office Supplies/Printing - 1,302.42 (1 ,302.42) 1,302.42 765.66 Advertising 3,000.00 1,750.00 1,766.00 1 ,234.00 243.04 Travel/Training 500.00 200.00 (869.12) 1 ,369.12 16.67 Building Insurance 5,800.00 - - 5,800.00 Taxes & Licenses 3,035.00 - - 3,035.00 Special Projects - 233.34 (233.34) 233.34 100.00 Misc 10.00 - - 10.00 Bank Charges 100.00 8.00 19.90 9.95 9.95 Depr Expense - - Security 2,000.00 - 546.25 546.25 Transer In 867.45 Total 469,455.05 77,214.00 70,530.60 35,954.00 42,839.10 67,938.12 Fayetteville A P Commission Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2009 • 2009 2009 2009 2009 February February 2008 Annual Budget Year To Date Year To Dale Year Monthly Monthly Year To Dale Accumulated Actual Balance Budget Actual Actual Budget Revenue HMR Tax Revenue 1,954,305.90 291,708.00 321,484.06 1 ,632,821.84 135,088.00 164,705.24 316,904.83 Prior Year HMR Tax Rev 8,340.00 11,871.81 (11,871.81) 4,166.00 2,436.21 15,793.15 Interest 50,000.00 832.00 8,004.77 41,995.23 416.00 3,519.25 12,211 .91 Bond Refund 5,000.00 - - 5,000.00 Other-Visitor Guide ad 20,000.00 - - 20,000.00 Rent Income - 5,500.00 (5,500.00) 2,750.00 5,500.00 Misc Income - 63.73 (63.73) 63.73 600.00 Sustainability Summit - 14,000.00 (14,000.00) Investment Fund Transfer Fund Transfer for CVB - - - 100,000.00 Square Garden Carryo 29,245.00 29,245.00 - 29,245.00 Interest Inc Checking 353.75 (353.75) 157.62 2,378.38 Total 2,058,550.90 330,125.00 361 ,278.12 139,670.00 173,632.05 451,009.89 Expenses Transfers 100,000.00 Town Center Fund 671,079.39 111 ,796.00 110,826.70 560,252.69 55,898.00 55,413.35 109,915.42 Bond Audit Exp 2,000.00 - - 2,000.00 Bond Paying Agent Fe 6,000.00 1 ,500.00 1 ,125.00 4,875.00 2,250.00 Workman's Comp Ins 2,520.00 - - 2,520.00 Collection Exp 40,618.26 6,086.00 6,667.12 33,951.14 2,830.00 3,342.83 6,653.96 Transfer to CVB 309,948.22 100,000.00 100,000.00 209,948.22 100,000.00 Transfer to Clinton Hoi 32,264.60 32,284.00 15,000.00 17,264.60 32,264.00 15,000.00 30,000.00 Peace Fountain Mainl 10,000.00 2,250.00 - 10,000.00 2,000.00 41,393.08 Salaries 80,431.00 13,404.00 11,835.00 68,596.00 6,702.00 6,084.16 10,591 .17 Payroll Tax Exp 7,125.00 1,186.00 1,075.61 6,049.39 593.00 522.96 1,143.54 Insurance-Health 3,403.24 566.00 226.23 3,177.01 283.00 642.88 323.76 401K Match 2,412.93 402.00 355.04 2,057.89 201 .00 182.52 345.04 Car Allowance 3,600.00 600.00 600.00 3,000.00 300.00 300.00 600.00 Advertising 8 Marketin 375,000.00 30,000.00 23,953.77 351 ,046.23 25,000.00 23,953.77 6,308.12 • Airport Info Booth 5,200.00 1,200.00 1,200.00 4,000.00 1 ,200.00 1 ,200.00 Airport Advertising 5,940.00 5,940.00 Brochures 100,000.00 5,000.00 1,947.19 98,052.81 5,000.00 1 ,947.19 j Website Update 10,000.00 2,000.00 - 10,000.00 2,000.00 Signage- Tourism 10,000.00 - 1 ,172.25 8,827.75 1 ,172.25 163.88 Publication 8 Dues 2,045.00 600.00 454.00 1 ,591 .00 500.00 425.00 Travel/Training 2,500.00 300.00 1,398.93 1 ,101.07 300.00 610.00 372.39 Office Sup 8 Printing 1,000.00 200.00 - 1 ,000.00 100.00 273.23 Postage 20,000.00 2,000.00 3,539.34 16,460.66 2,000.00 615.99 2,806.32 Professional Services 7,500.00 1,250.00 1,250.00 6,250.00 625.00 625.00 1,350.00 Stmegic Planning 300.00 - - 300.00 Audit Expense - - - Town Center Garden h 20,000.00 3,332.00 - 20,000.00 1,666.00 Botanical Gardens w - 32,831.45 Square Gardens 29,245.00 29,245.00 29,244.43 0.57 19,658.47 Air Museum 7,000.00 - - 7,000.00 Special Projects - - - 1 ,000.00 Calcasieu Rabbit Show - - 500.00 Ceramics Symposium - - 7,500.00 UA Baseball Regional 12,500.00 - - 12,500.00 Ozark Valley Triathlon 1,000.00 - - 1 ,000.00 Duathlon 5,000.00 - - 5,000.00 Dickson St Music Fest 20,000.00 - - 20,000.00 DECA Marketing Fash 3,000.00 - - 3,000.00 1 ,000.00 4 State Volleyball Classic - - 4,000.00 NCAA Tack Outdoor 10,000.00 - - 10,000.00 All Star Games 15,000.00 - - 15,000.00 10,000.00 AR H.S. Coaches Clini 30,000.00 - - 30,000.00 20,000.00 Saturday of Champion 4,000.00 - - 4,000.00 4,000.00 NWA Coaches Clinic 6,000.00 - 1 ,600.00 4,400.00 1 ,600.00 State Soccer Finals 1,750.00 - - 1 ,750.00 1 ,500.00 7A Stale Track Meet - - - 1 ,000.00 SEC Tennis Toumame 1,500.00 - - 1 ,500.00 Fayetteville Night Jam 5,000.00 - - 5,000.00 Ozark Millitary Museun 1,500.00 - - 1 ,500.00 • Joe Martin Stage Ram 3,000.00 - - 3,000.00 State Master Gardner Conv Mt. Sequoyah Caring for Creation Fayetteville A P Commission Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2009 2009 2009 2009 2009 February February 2008 • Annual Budget Year To Dale Year To Date Year Monthly Monthly Year To Dale Accumulated Actual Balance Budget Actual Actual Budget Solar Splash 5,000.00 - - 5,000.00 7,500.00 ThealreSquared 2,000.00 - - 2,000.00 Walton Ars Center Br 10,000.00 - - 10,000.00 15,000.00 Water-Ski Regional Champ - 1,500.00 (1 ,500.00) 1,500.00 Youth Slow Pitch World Series - - - Misc Equip 50,000.00 - - 50,000.00 Repair & Maintenance 75,000.00 12,500.00 - 75,000.00 6,250.00 Depreciation Exp 20,000.00 3,330.00 - 20,000.00 1 ,665.00 Contract Labor - 5,500.00 (5,500.00) 2,750.00 5,500.00 Unallocated Revenues 10,167.88 - - 10,167.89 Bank Charges - 20.00 (20.00) 10.00 23.91 Taxes 8 Licenses - Total 2,058,550.52 361 ,011.00 320,490.61 147,377.00 117,472.90 545,904.83 • • FAYETTEVILLE THE CRY OF FAYETTEVILLE. ARKANSAS KIT WILLIAMS, CITY ATTORNEY 40DAVID WHITAKER, ASST. CITY ATTORNEY EPARTMENTAL CORRESPONDENCE LEGAL DEPARTMENT TO: A & P Commissioners Lioneld Jordan, Mayor City Council CC : Casey Jones, City Prosecutor FROM : Kit Williams, City Attorney DATE : April 6, 2009 RE: Overdue HMR tax collection The City Prosecutor' s case load is unfortunately growing during this period Of economic downturn. His attached report shows over 30 active • cases with a collection of overdue HMR taxes of $3,834.28 for March 2009. This brings the total overdue HMR tax collection to $19,711 .06. It looks like only one .case was fully paid and closed while several cases are now awaiting the service of criminal summons or. showing warrants for failure to appear. • CITY OF FAYETTEVILLE f OFFICE OF THE PROSECUTING ATTORNEY CLINTON K. JONES MANDY FINKLEA MEMO ADMINISTRATOR CITY PROSECUTOR MEMO E-mail: hotcheck@ci.fayeftevllle.ar.us BRIAN THOMAS 101 W. Mountain, Suite 292 FAYETTEVILLE, ARKANSAS 72701 DEPUTY CITY PROSECUTOR PHONE: (479) 575-8377 (479) 575-8379 (479) 575-8374 (479) 575-8375 Hol Checks: (479) 575-8254 TO: K. Williams FAX a : (479) 575-8373 Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: April 3, 2009 RE: Status of Active HMR cases 1 . Acambaro Four Jesus Socarro Paid: -0- Current Balance: $2, 174.00 Arraignment: 4/06/09 • 2. Baskin Robbins Robert Szlemko FTAS Warrant Current Balance: $ 1 ,646. 12 3 . Brenda's Drive In Christopher A. Legg Paid: $210.00 Collin L. Wilkins Current Balance: Forms not submitted to Accounting 4. Bourbon Boys Brad C. Murphey Paid: $200.00 Current Balance: $796.40 5. Butcher Block Gary W. Bell Active Criminal Summons Current Balance: $ 1 ,871 .28 6. China Garden Jeff Shen Active Criminal Summons 7. Club Drifters Sheila Shadrick Pending Criminal Summons 8. Dart Room John Faubus Active Criminal Summons John M. Dortch Active Criminal Summons William E. Gran Active Criminal Summons • 9. Dart Room/Gypsy John M. Dortch Filing Criminal Summons William E. Gran Filing Criminal Summons K. Williams • April 3, 2009 . Page 2 10. Dominoes Pizza Lloyd Hardison Paid: $200.00 Current Balance: $5,390.66 TD: 5/6/09 11 . Froggy's Rodney A. Hall Paid: -0- Current Balance: Forms not submitted to Accounting Arraignment: 3/30/09 — No Show — FTAS Wan-ant 12. Fuzzy's Restaurant Frank Giardino Paid: $75.00 Current Balance: $771 .68 13. Gullett's Gourmet Grant B. Gullett Pending Criminal Summons 14. Hogwild Pizzeria Chadwick S. Mackey TD: 6/03/09 David S. Mackey Arraignment: 3/30/09 — No Show — FTAS Warrant • Paid: $ 1 ,082.00 Current Balance: Forms not submitted to Accounting 15. JCB Catering/RX Catering Jarrod C. Butler Paid: -0- Current Balance: $6,720.20 Set for Trial : 12/03/08 — Guilty. Ordered to Pay $200.00 a month Active Criminal Summons 16. La Palmas Vicente Perea Active Criminal Summons 17. Little Bread Company Hannah D. Withers Filing Criminal Summons James B. Gitchel Filing Criminal Summons 18. Los Cuates Maria Richard Active Criminal Summons 19. Lou Lou's Fish Shack Scott E. Bowman Pending Criminal Summons Drew M. Christie Pending Criminal Summons Jason M. Collins Pending Criminal Summons Andrew A. Hague Pending Criminal Summons • 20. Mama Deans Soul Food Terry L. Morrison TD: 4/08/09 Meneria Morrison TD: 4/08/09 Paid: $600.00 Current Balance: $857.00 K. Williams • April 3, 2009 Page 3 21 . On The Rocks Richard E. Reynolds Paid: $490.60 Current Balance: -0- Case Closed 22. Pho Quyen Duc K. Ho Pending Criminal Summons Thuc K. Ho Pending Criminal Summons 23 . Seafood Market Bar/Grill Craig Dowd TD: 4/22/09 Paid: $150.00 Current Balance: $6,072.60 24. Shanghai Chinese Rest.. Jeff Shen Active Criminal Summons 25. Smiling Jack's Fresh Foods Jack R. Stewart Pending Criminal Summons 26. Soul Restaurant Casey Dighero Arraignment: 3/30/09 . Dismissed — Paid in Full • 27. Table 5 Clarice R. Whitmore Pending Criminal Summons Manuel L. Whitmore Pending Criminal Summons 28. The Perk on Wedington Shea A. Hamm Paid: $826.68 Current Balance: $799.32 Arraignment: 4/13/09 29. Willco One Stop J. Rex Williams Pending Criminal Summons 30. WOW Japanese Bistro Chong Kim Trial Date: 4/08/09 Paid: -0- Current Balance: $ 1 ,252.00 TOTAL: $3,834.28 • • Clinton House Museum Monthly Report March 2009 Kelli Nixon, Director of Marketing The Clinton House Museum had a total of 157 visitors in March 2009 . Domestic : 50 Arkansas, 3 California, 1 Florida, 1 Iowa, 9 Illinois, 2 Kansas, 5 Missouri, 2 Maryland, 5 Minnesota, 2 Nebraska, 2 New York, 3 Ohio, 12 Oklahoma, 2 Pennsylvania, 2 South Dakota, 2 Tennessee, 20 Texas, 3 Washington , 2 Wisconsin . International: 2 Canada Museum Activities and Events: During the month of March, the Clinton House Museum celebrated Women's History Month . The museum welcomed pastels artist, Virmarie Suria Depoyster. A month long exhibit and a reception honored this female artist. Her works were sold giving the museum a 10% commission on her art work. • On March 13th, the Clinton House Museum welcomed the winner of the Presidential Trivia Contest, Henry Ziegler and Family. The 1st grader from Bentonville was our winner. Pictures of Henry and Family are posted on our Clinton House Museum facebook fan page . You can access the fan page by going to the museum web site and clicking on the button. This fan page has been a great tool for keeping folks updated on events and happenings here in the museum. You can become a fan by clicking on the button and signing up. The week of Spring Break for the University as well as local schools brought in a tremendous amount of folks . The museum had a terrific month and our sales in the gift store as well as paid museum entrants made the museum over $ 1000 in sales. March 19th, Robin Mero of the NWArk Times interviewed me for an article on the possibilities of the Clinton House Museum being added to the Historic Buildings Registry. The article appeared on the front page March 23rd, 2009 . We are currently in the process of completing the application . • March 25th, attended an "AP style writing" luncheon with Marilyn Heifner. Great help in the professional writing style for press releases and the like. • March 281h, Marilyn Heifner presented a lecture on the struggles of women in the political arena as well as the work force. She also spoke on her latest accomplishments as A and P Executive Director. The lecture was in honor of Women in History. March 31st- April 3rd, attended the Arkansas Museums Association 43rd Annual Meeting. The conference was a wealth of knowledge and I can't wait to put what I learned into the museum. Thanks for supporting the continuing education and improvements to the museum. Began making plans for April. During the month of April the Clinton House Museum will celebrate Earth Day. On March 18th, the museum will present a school aged program on recycling and will make a small project for the students to take home. Earth Day is celebrated every year on the 22nd of April. Began making plans for May. May is Arkansas Heritage Month. Most museums in Arkansas will participate in programs honoring Arkansas Heritage . The museum will host several exhibits and lectures on Arkansas history. • IftLYSON ail 3/2/2009 Arkansas Medical Society Ms Kay Waldo proposal for 2010 conference 3/5/2009 Historic Preservation Alliance of Arkansas Karen Van Horn-UA Annual Meeting support letter for conference bid 3/24/2009 Fayetteville High School Dick Johnson Athletic Department details about recognizing the bsktball teams 3/26/2009 Allyson Twiggs-General Harry Cotros-sysco about hospitality conference sponsorship 3/26/2009 Allyson Twiggs-General Matt Mihalevich-Trails about a staff tour and bike rentals 3/26/2009 Allyson Twiggs-General Don Marr-City of Fayetteville Mayors availability April 10th for bike anncment 3/26/2009 Allyson Twiggs-General Brook Thomas-KNWA about participtaing in bike announcement 3/26/2009 Allyson Twiggs-General NWA printing details on business cards 3/30/2009 Fayetteville Visitors Bureau Rogers & Bentonville CVBs Hospitality Summit about upcoming summit 3/30/2009 Fayetteville Visitors Bureau Montine McNulty-AHA Hospitality Summit information about the summit and invite 3/30/2009 Arkansas Assessors Association Ms. Lee Ann Kizzar Annual Conference congrats on elected pres, future conference 3/30/2009 Historic Preservation Alliance of Arkansas Vanessa Norton Annual Meeting emailed and mailed bid to her for 2010 conf -Mail Received 3/10/2009 Midwest Nationals Eric Edelstein Baseball Tournament RE: June Baseball Tournament Issued Lead 3/2/2009 Arkansas Medical Society Kay Waldo for 2010 conference Meetin 3/4/2009 Fayetteville Forward Summitt Steering Committee attended committee meeting 3/5/2009 University of Arkansas Justin Maland/Matt Shanklin Facilities details on the 3 baseball tourneys 3/6/2009 Million Air Blaise Sharkey military hotel rates for visiting pilots 3/10/2009 Wakarusa Music Festival Brett Mosiman abt how fayetteville can get involved 3/10/2009 Allyson Twiggs-General Alesha Askew-Homewood Suites new hotel opening late April 3/26/2009 Sells Agency Ms. Jade Hart about new visitor guide changes 3/27/2009 Dickson St Festival & Event Committee Julie Sill All events on Dickson streeet pub crawl recap, future events 3/27/2009 Allyson Twiggs-General Josh Petree-Wal-Mart picked out bikes for program Alhone Call MW 3/3/2009 Fayetteville Forward Summitt Don Marr-City of Fayetteville asking about steering committee 3/26/2009 Tyson Invitational Indoor Track & Field Mr. Art Huff come by and pick up check/tshirts from meet JULIE W3ail /10/2009 Phelps County Bank Mrs Diana Elliott Bank Travel Prefers e-mails only needs info for 2010 E-Mail Received 3/9/2009 Mountain Home Charter Service, Inc Mr. Scott Lumbert South Central Motorcoach Re: Attention: Charline Lovall Fayetteville Itiner 3/11 /2009 Heber Springs State Bank Mrs Patti Manvile Bank Travel RE: How is Rookie Red Doing???? E-Mail Sent 3/9/2009 Mountain Home Charter Service, Inc mtnhometravelservice@centurytel.net South Central Motorcoach Attention: Charline Lovall Fayetteville Itinerary File Note 3/18/2009 Julie Pennington Mrs Julie Pennington Governors conference March 15-17th Group Tour Packet 3/4/2009 Pine Bluff National Bank Mrs Cindy Mosley Bank Travel Son lives here a packet with everything in it. 3/4/2009 The Maries County Bank Mrs Kathleen Scego Bank Travel Garden Tour & Mystery Tour 3/4/2009 Heber Springs State Bank Mrs Patti Manvile Bank Travel Rookie Red Check. . .. 3/4/2009 Farmers State Bank Mrs Lisa Roberts Bank Travel Mystery Tour 3/4/2009 Damascus Community Bank Mrs Ruth Johnson Bank Travel Mystery Tour • 3/4/2009 First National Bank Mrs Linda James Bank Travel Mystery Tour 3/4/2009 First National Bank & Trust Company Mrs Jessica Humble Bank Travel Mystert Tour Information 3/4/2009 FNBC Mrs Gayle Hoffman Bank Travel send everything 3/4/2009 Vision Bank Mrs Pam Pratka Bank Travel Send Everything 3/4/2009 Callaway Bank Mr Jerry Brandt Bank Travel Send Everything 3/4/2009 First Midwest Bank of Poplar Bluff Mr Rob Callahan Bank Travel Send Everything 3/4/2009 First State Community Bank Denise Steffens Bank Travel Send Everything 3/4/2009 Meridian Bank of Texas Mrs Julie Willis Bank Travel Send her everything including 2 bluebirds : ) 3/4/2009 Vision Bank Mrs Vicki Patton Bank Travel Send Everything 3/5/2009 66 Federal Credit Union Mrs Cindy Reynolds Bank Travel Everything on Fayetteville 4/1 /2009 Spirit Bank Gold Club Ms. Jackie Larkin Send Everything on Fayetteville 4/1/2009 BancFirst Mrs Christine Detrick Bank Travel Thank You and Touch Base • 4/1/2009 Night Mark Travels Mrs Brenda Hall Bank Travel All Tour Information Phone Call 3/3/2009 Crescent Hotel & Spa & Basin Park Hotel Mrs Jodie English Bank Travel Ghost tour 3/4/2009 Citiizen Security Bank Horizen Club Mrs Lisa Beach Confirm Tour & Send Packet I&AN E-Mail Sent 3/2/2009 Ryan Grigsby-General Information Mr. Ryan Grigsby Track/Field Article 3/4/2009 Arkansas Activities Association II Mr Dick Johnson State Soccer Finals RE: LEAD - Saturday of Champions May 7-9, 2009 3/5/2009 Arkansas Activities Association II Mr Dick Johnson State Soccer Finals RE: Rooms 3/31/2009 Arkansas Activities Association III Mr. Dick Johnson Saturday of Champions RE: LEAD - Saturday of Champions May 7-9, 2009 File Note 3/6/2009 Ryan Grigsby-General Information Mr. Ryan Grigsby Worked afternoon at Clinton House 4/1/2009 B. E.S.T Baseball Mr. Greg Baxendale Waiting on confirmation from Coach Gallagher Meeting 3/6/2009 University of Arkansas Mr. Justin Mayland Facilities Discussing 3 Baseball Tournaments for 09' 3/23/2009 Arkansas Activities Association III Wayne Stehlik Saturday of Champions Follow-Up: 2nd Meeting for All-Star Week/Sat. of C 3/27/2009 Fayetteville Parks & Recreation Mr. James Morrow Organize budget and registration for event 3/31 /2009 Arkansas Activities Association III Mr. Wayne Stehlik Saturday of Champions All-Star Committee Meeting ne Call 3/4/2009 USA Sports Production Ms Linda Barclay Tyson Center not available Apr 4-5 for cheer event 3/4/2009 B.E.S.T Baseball Mr. Greg Baxendale Fields used for tournament-FHS-White River-Baum 3/5/2009 B.E.S.T Baseball Mr. Greg Baxendale Greenland fields: Available if team is involved 3/26/2009 Springdale Parks & Recreation Jay Pounders Locked down Springdale Fields for Premier 3/26/2009 Premier Baseball Championships Jay Pounders 16 Under Championship Tournament Secured Tyson Complex for Tournament 7-29-8-2, 09' 3/26/2009 Midwest Nationals Mr. Randy Merryman Baseball Tournament Need to secure secondary fields for tournament Site Inspection 3/6/2009 Northwest Arkansas Naturals Kendra Carlson Arvest Ballpark-Tour of Event spaces SHELLY File Note 3/6/2009 AmericaView Mr. Bruce Gorham Annual Conference File update 3/6/2009 AmericaView Mr. Bruce Gorham Annual Conference File update Meeting • 3/2/2009 IAAP Ms Linda Dizney Razorback Chapter Board Meeting 3/3/2009 IAAP Ms Linda Dizney Razorback Chapter Administrative Professional Blitz 3/4/2009 Solar Splash Dr William Springer Solar Boat Race Planning Meeting 3/5/2009 IAAP Jolene Yowel District Convention Google Presentation for Tulsa chapter • 3/5/2009 UA Graduate School Ms. Diane Cook 3/6/2009 UA College of Engineering Peggy Gabriel Renewable Energy Conference Lunch with Peggy Gabriel - Development 3/11/2009 UA HKRD Dr. Greg Benton Developed final project for Rec. class 3/11/2009 UA HKRD Dr. Greg Benton Rebranding presentation to class 3/12/2009 UA Spring International Kristen Delivered 100 VGs and maps 3/12/2009 UA Mathematical Sciences Holly Dillman Spring Lecture Series Dropped off packets for event 3/12/2009 UA Hospitality Department Kelly Way Met with mentoree Lauren 3/13/2009 UA Mathematical Sciences Tammi Spring Lecture Series Delivered VG and maps for attendees 3/24/2009 IAAP Ms Linda Dizney Razorback Chapter Chapter meeting 3/25/2009 UA Graduate School Ms. Diane Cook Planning for orientation with Grad and ISS 3/27/2009 VYPE Kenyatta Wright 7 on 7 Select Football Tournament Plan for collateral for event; maps, etc. Phone Call 3/19/2009 UA Graduate School Kendra Smith REU/George Washington Carver Project Introduced her to colleague in Memphis for REUtrip /19/2009 UA Graduate School Kendra Smith REU/George Washington Carver Project Scheduled REU Fayetteville Orientation 3/25/2009 VYPE Kenyatta Wright 7 on 7 Select Football Tournament Needs rooms for 7 on 7 tournament 3/27/2009 VYPE Kenyatta Wright 7 on 7 Select Football Tournament Hosting a AAU basketball tournament in July • Fayetteville Town Center, Manager's Activity Report March 1 , 2009 to March 31 , 2009 Stales: MARCH MARCH Month YTD YTD YTD 2008 (base) 2009 % Change 2008 _ 2009 % Change Sales 23 14 (39%) 70 48 (31 %) (# returned contracts b to date — GL Complete Events (Paid/Sponsored) 25 13 (48) 48 40 (17) EMS Calendar Sales ' $30, 150.00 $33,700.00 11 % $102,735.00 88,825.00 (14%) $ returned contracts by log date — GL Collections ** ($ - Payment Log) $469165.75 $38, 115.24 (17%) $1233797. 13 $104,689.56 (15%) [Month/ Goal=$37,355. 001 $ Executed Contracts $35, 100.00 343500.00 2% 90,745.27 107,075.00 18% $ Credit GL -0- -0- NA -0- -0- -0- Average per event o $ Sales / # Sales $1 ,586.84 2,407. 14 52 /0 $1 ,467.64 $1 ,850.52 26 /0 ** We collected $38, 115.24 for rentals and incidentals in March. Even though we didn't collect as much as we did in March of 2008, we did exceed our monthly sales goal of $37,355.00. This year we have adjusted our monthly sales goal to be the same each month. Returned contracts for the month shows an 11 % increase over last year and Year to Date Executed Contracts reflects an 18% increase. We have reached 23% of our 2009 goal of $448,250.00. operations Items: • Recycling program in place. • New security cameras in rooms. • General Maintenance. Marketing, Sales and Public Relations: • We sent all area high schools a coupon for a discount on the room if they book their 2010 prom before June 1 , 2009. Several schools have responded and one has booked. • We developed special pricing for UA events which includes food cost. We emailed all UA Administrative Assistants the pricing sheet; this has already resulted in 2 new clients. • We are partnering with Brian Crowne to sponsor a Halloween Concert, New Years Eve Concert and more concerts throughout the year. Event List: • March 3 — Southwest Energy • March 14— Bradford Reception • March 6 — Fayetteville Coaches Clinic • March 14 — Process Dynamics • March 6— Trout Unlimited • March 21 — Sorensen/Lumpkin Reception • March 7 — Fayetteville Coaches Clinic • March 27 - Barrister's Ball March 7— Smith/West Reception • March 28 — Greenland HS Prom March 7— Prairie Grove HS Prom • March 31 — Fayetteville Forward Summit • March 8 — Ozark Natural Food Coop 40 Contract Date Name of Event Date of Event Contract Total Sales Persc March • 3/5/2009 Rambo/Smith Wedding Rece do 3-Oct-09 $2,550.00 SB/JS 3/2/2003 Center for Relationship Enrichm 12-Feb-10 $3,500.00 is 3/10/2009 UA Industrial Engineering 28-Apr-09 $1 ,725.00 is 3/10/2009 Yesenia 15th Birthday a 5-Sep-09 $2,550.00 JS 3/11 /2009 KeenlWeeks Wedding Rece do 5-Sep-09 $600.00 IJS 3/11 /2009 American Heart Association 15-Jan-09 $3,500.00 IJS 3/11 /2009 Experience Prom - 25-Jul-09 $2,000.00 IJS 3/12/20091 Bates Marketing & Events - Cox 12-Dec-09 $2,550.00 is 3/18/2009 PG HS prom 2010 10-Apr-10 $2,000.00 IJS 3/19/2009 Gomez Wedding Reception 26-Dec-09 $2,550.00 IJs 3/23/2009 Roblee/Geor a Weddinq setup 7-Aug-09 $3, 150.00 IJS 3/23/2009 Peebles Wedding Reception 1 -May-10 $2,550.00 lis 3/23/2009 Phillips Wedding Reception 28-Aug-10 $1 ,050.00 IJS I 3/24/2009 Children's Safety Center 11 -Se -09 $1 ,725.00 IJS 3/30/2009 Moon Distributors 21 -A r-09 $500.00 IJS • 3/30/2009 Rodriguez Wedding reception 4-Jul-09 $1 ,850.00 IJS Total $34,500.00 •