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Home My WebLink About2009-06-08 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, June 8, 2009, at 2:00 p.m. in the Director's Room of the Fayetteville Town Center. AGENDA ADVERTISING AND PROMOTION COMMISSION June 8, 2009 2:00 p.m. Town Center I. Call to Order 11. Resignation of Pat Gazzola III. Election of Chairman IV. Reports A. Approval of Minutes for May 11 , 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 V. Old Business VI. New Business A. Resolution for Signatory to be added to banking accounts VII . Adjourn • ADVERTISING AND PROMOTION COMMISSION • REGULAR MEETING May 11 , 2009 Commissioners Present: Bob Davis, Neal Crawford, Tim Freeman, Pat Gazzola, Lioneld Jordan, Robert Rhoads and Maudie Schmitt Commissioners Absent: Neal Crawford 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 May 1 I at the Fayetteville Town Center at 2:00 p.m. MINUTES Moved by Crawford, second by Jordan to approve the minutes of the April 13, 2009 meeting. Motion carried. HMR COLLECTIONS Marilyn presented HMR collections for April. Collections were up 4.28%. Year to date collections are up 2.29%. Hotel collections were down 18 .50% in April and year to date down -6.39%. Restaurants collections were off -3 .42% in April and year to date are off -3 .92%. • FINANCIAL STATEMENTS In the absence of Keith Glass, Marilyn presented financial statements for March 09. Revenue for A & P commission was up and expenses were being held down. Moved by Davis, second by Schmitt to approve the financials. Motion carried. CITY ATTORNEY City Attorney Kit Williams reported that the City Prosecutor' s office 11 of 29 cases have fully paid their overdue taxes and those cases are now closed. A record collection of $26, 141 .28 was made in April. Year to date collection of overdue HMR stands at $45,852.34. CLINTON HOUSE MUSEUM REPORT Kelli Nixon reported that application for the Clinton House national register of historic places determination was sent to the state on April 10. She has been researching at the UA Special Collections for additional photography to use at the Museum. The First Ladies Flower Garden plan is ready. A tour of 20 Arkansas Tourism Welcome Center employees was held on April 22. She is preparing items for expanding the Clinton exhibits. In May, the Museum will celebrate Arkansas Heritage Month with a celebration on Saturday, May 16`s. VISITOR BUREAU Allyson Twiggs Dyer reported that the Hospitality Summit organized by the Visitor Center was well attended and had received great reviews form the participants. • For National Tourism Week, a photo contest was held. Photos are posted on the facebook site. TOWN CENTER • Sandra Bennett reported Town Center collected $37,011 .24 for rentals and incidentals in April. The Town Center has reached 31 % of their yearly goal. Returned contracts and completed events show a slight increase for the month and executed contracts are up 6% over last year. EXECUTIVE DIRECTOR REPORT Marilyn did a presentation for the Fayetteville Parks historical committee and staff. She attended the Arkansas Parks and Travel Commission monthly meeting. The state is going to implement the website, brochures, and signs for the statewide heritage trail. Marilyn has provided them all information. She had meetings with Peter Lane, new Walton Arts Center executive director, and with Karen Van Horn regarding the National Register status for the Clinton House Museum. She presented to the Commission the research information on the Taylor-Swanson-Gifford families regarding the Clinton House. AGENCY REPORT Mike Sells reported that this has been a busy month. They are working with ISP on specifics of a new proposal. Jade reported that the Visitor's Guide was coming along and they were finishing photos for the profiles. Lists have been updated and they would be going to print the end of the month. OLD BUSINESS • None NEW BUSINESS Walton Arts Center A general discussion of the future of the Walton Arts Center was conducted. Marilyn reported on meeting with Peter Lane. The City Council has a tentative package they are working on. The Mayor indicated that they are keeping the door open. The Commission asked to be kept informed of developments and if there is action that needs to be taken, they will consider at that time. Rhoads indicated that they are expanding their partnership with the UA. There being no further business, the meeting was adjourned. Respectfully submitted, Marilyn Heifner Executive Director • May 15, 2009 Fayetteville Advertising and Promotion Commission Please accept my resignation from the Fayetteville Advertising and Promotion • Commission effectively immediately. I will always be proud of this city and I am taking this action so that the commission can continue its job without distraction. Sincerely, Pat Gazzola • • Advertising and Promotion Commission For month of May 2009 Current Year HMR Collected (2120.0912.4101 .00) $ 189,564.26 Prior Year Collected (2120.0912.4101 .01 ) $ 756. 12 First Security Investment Interest Revenue (2120. 0912.4708.00) $ 3,547.69 Total Revenues $ 193,868.07 Annual Bond Audit Expense (2120.9120.7602.60) $ - Collection Expense (2120.9120.5333.00) $ (31806.41 ) Bank of OK Quarterly Fee (2120.9120. 5712.00) $ (11125.00) Town Center Bond Payment (2120. 9120. 5712.00) $ (55,413.35) 2006 Property Taxes on Town Center (2120.9120. 7602.60) $ Total Expenses $ (60,344.76) Total Check to A&P $ 1339523.31 • 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 % $1720804 9.84% $180,027 4.18% April 174,063 $1719562 -1 .43% $183,672 7.06% $191 ,542 4.28% May 174,387 $165,779 -4.94% $175,064 5.60% $190,320 8.71 % June 1710098 $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 169,793 $172,373 1 .52% $190,244 10.37% October 196,393 $180,324 -8.18% $1879125 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 $ 290739923 $2,030,913 -2.07% $2,1719451 6.92% $895,245 3.59% \filename • • s 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% 121577.76 -5. 10% 149112.82 12.20% 11 ,205.68 -20.60% Jan 13,738.64 13,650.85 0.64% 13,965.23 2.30% 14,742.43 5.57% 15,348.22 4. 11 % Feb 172930.90 16,006.58 -10.73% 16,534.37 3.30% 20, 151 .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% 16,764.52 -18.50% Apr 193720.73 19,000.83 -0.37% 19, 110. 12 0.56% 21 ,754.32 13.84% 18,436.78 -15.25% 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% 22,705.86 2.92% 24, 187.23 6.52% Jul 189668.34 16,804.33 -9.98% 17,054.25 1 .49% 192170.95 12.41 % Aug 18,786.70 17,513.64 -6.67% 18,081 .83 3.24% 21 ,943.24 21 .36% Sep 21 ,524.09 280150.74 30.78% 21 ,879.99 -22.28% 233628.48 7.99% Oct 22,729.73 22,208.80 -2.29% 27,695.43 2.47% 269298.88 -5.04% Nov 171073.24 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% 246,604.53 7.29% 839573.94 -8.50% RESTAURANTS 2005 2006 % change Dec 137,855.28 153,658.60 11 .46% 145,851 .07 -5.08 159,628.33 9.45% 145,576.64 -8.80% Jan 1263564.43 142,675.37 12.73% 126,350. 10 -11 .44% 143,033.83 13.20% 140,054.67 -2.08% Feb 1272214.85 1332701 .96 5. 10% 133,499.96 -0.001 % 1520102. 15 13.93% 147,514.82 -3.02% Mar 140, 166.43 153,462. 15 9.48% 145,240.82 -5.36% 159,204.50 9.61 % 1533754.22 -3.42% Apr 137,712.38 143, 149.32 7.57% 1460017.95 2.00% 160,920.52 10.21 % 156,521 .56 -2.73% May 140,966.98 1669542.00 18. 14% 142,484.49 -14.44% 165,232.08 15.96% Jun 164,369.25 139,677.98 -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% 1573564.22 15.27% Aug 139,830.39 143,807.38 2.84% 145,060.67 0.87% 163,908.68 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% 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% 12875,216.12 11781 ,520.42 6.68% 11707,785.82 -4.14% 19892,009.14 10.79% 743,421 .91 -4.06% Fayetteville A&P Commission Statement of Assets, Liabilities & Equity • Modified Cash Basis April 30, 2009 • ASSETS Current Assets CVB Cash in Register $ 100.00 CHM Cash in Register 100.00 Arvest A&P General #4856 630,265.77 1 sl Security A&P General #8714 193,251 .78 1 st Sec Fay Town Ctr #8722 64,337.84 1 st Sec. Clinton House #8749 129410.41 1 st Sec. Conv Visitor #8730 26,430.07 Arvest Payroll Account #4636 61723.81 Accounts Receivable 18.48 Due From Other Funds 2,926.61 Investments 19806,298.47 Investment Adj to Market 14, 106.83 Total Current Assets 217569970.07 Property and Equipment Furniture and Fixtures 17,005.33 Equipment 166,502.88 CVB Building 921 ,632.37 CVB Land 198,621 .00 Building Additions 213,677.24 Accum. Depreciation (261 ,363.61 ) Total Property and Equipment 11256,075.21 • Other Assets Total Other Assets 0.00 Total Assets $ 41013,045.28 LIABILITIES AND CAPITAL Current Liabilities Aflac $ 188.46 Colonial Life & Ace Ins Payabl 202.41 Sales Tax Payable 816.00 Federal Payroll Taxes Payable 13,414.52 FUTA Tax Payable 35.50 State Payroll Taxes Payable (3.63) SUTA Payable 594.86 Employee Benefits Payable 1 ,239.88 Due to Other Funds 3,830.85 Due to Town Center 69089. 10 Total Current Liabilities 261407.95 Long-Term Liabilities Total Long-Term Liabilities 0.00 • Total Liabilities 26,40795 Capital Beginning Balance Equity 3,8797562.33 Unresticted Fund Balance 38,631 .48 See ACWtmlants' Compilation Report Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis April 30, 2009 Net Income 68,443.52 • Total Capital 3,9869637.33 Total Liabilities & Capital $ 4,0139045.28 • • See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Four Months Ending April 30, 2009 Current Month Year to Date • Revenues HMR Tax Revenue $ 186,538.30 75. 10 $ 685,691 .81 66.27 Prior Year HMR Tax Revenue 5,004. 15 2.01 19,233.08 1 .86 Rental Income 39,337.24 15.84 145, 190. 11 14.03 Other Income 630.00 0.25 11162.67 0. 11 Parking Revenue 0.00 0.00 21130.00 0.21 Parking Lease 11320.00 0.53 45874.56 0.47 Gift Shop Sales 243.30 0. 10 11584.67 0. 15 Visitor Store 1 ,278.36 0.51 3,370.49 0.33 Partnership Income 800.00 0.32 61900.00 0.67 Admission Revenue 432.00 0. 17 1 ,322.42 0. 13 Track Tickets 0.00 0.00 3, 155.70 0.30 Special Projects 400.00 0. 16 95806.39 0.95 Sustainability Summit 0.00 0.00 14,000.00 1 .35 Interest Income Investments 75807.95 3. 14 15,812.72 1 .53 Interest Income Checking 223. 14 0.09 1 ,052.78 0. 10 Visitor Guide Ad Income 41375.00 1 .76 45375.00 0.42 Transfer In 0.00 0.00 115,000.00 1 1 . 1 1 Total Revenues 2489389.44 100.00 19034,662.40 100.00 Cost of Sales Clinton House Gift Shop 234.33 0.09 658.04 0.06 Total Cost of Sales 234.33 0.09 658.04 0.06 Gross Profit 2485155. 11 99.91 1 ,034,004.36 99.94 *Expenses Signage- Tourism 109.25 0.04 21636.20 0.25 Credit Card Discounts 682.77 0.27 21042.23 0.20 Bank Charges 29.85 0.01 157.90 0.02 Parking Expense 100.00 0.04 400.00 0.04 Advertising & Marketing 345364.70 13.84 145,092.96 14.02 Brochures 85671 .69 3.49 10,618.88 1 .03 Accounting & Legal Fees 625.00 0.25 2,500.00 0.24 Office Expense 591 .05 0.24 6,062.57 0.59 Visitor Store Exp 931 .72 0.38 21741 . 17 0.26 Insurance & Health Benefits 27996. 10 1 .21 127318.90 1 . 19 408 (P) Company Match 501 .31 0.20 31505.92 0.34 Car Allowance 300.00 0. 12 11200.00 0. 12 Telephone Expense 1 ,320.62 0.53 51442.51 0.53 Postage and Shipping Expense 565.99 0.23 6,777.72 0.66 Material & Supplies 0.00 0.00 95.85 0.01 Rent 0.00 0.00 125000.00 1 . 16 Maintenance/Lawn 30.00 0.01 130.00 0.01 Repairs & Maintenance Expense 61358.03 2.56 20,481 .98 1 .98 Kamensky Fountain Maintenance 897. 10 0.36 1 ,426.97 0. 14 Linens 1 ,623.75 0.65 81401 .54 0.81 Publications & Dues 796.00 0.32 x,605.00 0.25 Travel/Training Expense 3,615.07 1 .46 99939.74 0.96 Taxes & Licenses 0.00 0.00 293 .50 0.03 Collections Expense 3,830.85 1 .54 14,098.50 1 .36 Payroll Tax Expense 3,285.53 1 .32 13,722.39 1 .33 *Convention Development 30.45 0.01 31292.20 0.32 Research Expense 0.00 0.00 1 ,700.00 0. 16 Contract Labor 23750.00 1 . 11 11 ,862.50 1 . 15 Commissions 37427.44 1 .38 9.380.08 0.91 Wages Expense 36,931 .00 14.87 1477377.22 14.24 See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Four Months Ending April 30, 2009 Current Month Year to Date • Electricity Utility 49322.94 1 .74 235850.01 2.31 Gas Utility 64.67 0.03 7,712.44 0.75 Water Utility 37.05 0.01 19677.25 0. 16 Cable 89.54 0.04 358. 15 0.03 Security 21 .85 0.01 742.90 0.07 Airport Advertising 0.00 0.00 19485.00 0. 14 Minor Equipment 680.00 0.27 11616.74 0. 16 Airport Info Booth 0.00 0.00 1 ,200.00 0. 12 Coaches Clinic 0.00 0.00 35,800.00 3.46 AIIStar Games 0.00 0.00 15,000.00 1 .45 Saturday of Champions 0.00 0.00 49000.00 0.39 State Soccer 0.00 0.00 19750.00 0. 17 DECA 0.00 0.00 3,000.00 0.29 Walton Arts Special Project 107000.00 4.03 109000.00 0.97 Square Gardens 0.00 0.00 29,244.43 2.83 Waterski Champion 0.00 0.00 1 ,500.00 0. 14 Dickson St Special Project 2,400.00 0.97 89990.00 0.87 AR Air Museum 0.00 0.00 71000.00 0.68 . Theatre Squad 2,000.00 0.81 29000.00 0. 19 Duathlon 51000.00 2.01 5,000.00 0.48 Joe Martin 31000.00 12 1 3,000.00 0.29 Ozark Valley 17000.00 0.40 11000.00 0. 10 Misc Special Project 0.00 0.00 37551 .09 0.34 Bond Payments-Town Center 55,413.35 22.31 221 ,653.40 21 .42 Trustee Expense 0.00 0.00 17125 .00 0. 11 Transfer OUt 0.00 0.00 115,000.00 1 1 . 1 I Total Expenses 199,394.67 80.28 965,560.84 93.32 • Net Income S 48,760.44 19.63 S 68,443.52 6.62 • See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Four Months Ending April 30, 2009 Current Month Current Month Year to Date Year to Date Revenues This Year Last Year This Year Last Year HMR Tax Revenue $ 1869538.30 $ 180, 159.92 $ 6857691 .81 $ 666,450.22 Prior Year HMR Tax Revenue 5,004. 15 3,512.41 199233.08 227724.22 Rental Income 39,337.24 399328.30 1459190. 11 171 ,518.69 Other Income 630.00 411 . 11 11162.67 19511 . 12 Travel Hero 0.00 771 .47 0.00 1 , 193.75 Parking Revenue 0.00 988.00 2, 130.00 7,279.68 Parking Lease 19320.00 0.00 41874.56 0.00 Gift Shop Sales 243.30 529.82 11584.67 11402.46 Visitor Store 19278.36 668.60 3,370.49 1 ,852.42 Partnership Income 800.00 2,000.00 61900.00 61800.00 Admission Revenue 432.00 495.00 19322.42 1 ,642.2 7 Track Tickets 0.00 0.00 35155.70 3, 145.00 Special Projects 400.00 0.00 91806.39 270.00 Sustainability Summit 0.00 0.00 14,000.00 0.00 Interest Income Investments 7,807.95 51001 .72 15,812.72 22,676.60 Interest Income Checking 223. 14 697.82 17052.78 4,838.30 Visitor Guide Ad Income 41375.00 0.00 4,375.00 0.00 Fee Refunds 0.00 0.00 0.00 50.00 Transfer In 0.00 _ 0.00 115,000.00 _ 2301867.45 Total Revenues _ 2489389.44 234,564. 17 11034,662.40 1 , 144,222. 18 Cost of Sales Clinton House Gift Shop 234.33 99.35 658.04 772.96 • Total Cost of Sales _ 234.33 _ 99.35 _ 658.04 _ 772.96 Gross Profit 2485155. 11 2347464_82 _ 1 ,034,004.36 171437449.22 Expenses Signage- Tourism 109.25 109.25 2,636.20 17105.69 Credit Card Discounts 682.77 343.24 2,042 23 19803.36 Bank Charges 29.85 39.85 157.90 131 .96 Parking Expense 100.00 100.00 400.00 300.00 Advertising & Marketing 34,364.70 2,775.50 145,092.96 42,245.34 Brochures 8,671 .69 0.00 10,618.88 212.50 Accounting & Legal Fees 625.00 425.00 2,500.00 21200.00 Office Expense 591 .05 1 , 189.50 6,06257 51271 . 11 Visitor Store Exp 931 .72 0.00 2,741 . 17 336.47 Insurance & Health Benefits 2,996. 10 11872.43 12,318.90 11 ,026.25 408 (P) Company Match 501 .31 853.40 31505.92 3.274.75 Car Allowance 300.00 300.00 1 ,200.00 1 ,200.00 Telephone Expense 1 ,320.62 11483.65 51442.51 61229.09 Postage and Shipping Expense 565.99 2,591 . 16 61777.72 6,047 26 Tracking Software 0.00 1 ,695 .00 0.00 1 ,695.00 Material & Supplies 0.00 0.00 95.85 3.08 Rent 0.00 0.00 12,000.00 1 ,000.00 Maintenance/Lawn 30.00 0.00 130.00 0.00 Repairs & Maintenance Expense 6,358.03 40,494.30 20,48198 52. 174.61 Kamensky Fountain Maintenance 897. 10 377.76 11426.97 41 ,920.84 Linens 17623.75 2.365.70 8.401 .54 8.568.72 • Publications & Does 796.00 1 ,980.00 2,605.00 4. 175.00 3'ravel/Training Expense 35615.07 2.204.91 9,939.74 12.356.82 Taxes & Licenses 0.00 6.344.36 29350 6.344.36 Collections Expense 3,830.85 3,673.45 14,098.50 13.783.49 Interest Expense 0.00 132.84 0.00 132.84 See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Four Months Ending April 30, 2009 Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year • Payroll Tax Expense 3,285.53 39228.27 13,722.39 14,228.86 Convention Development 30.45 698.98 3,292.20 29218.98 Research Expense 0.00 0.00 11700.00 0.00 Contract Labor 21750.00 39325.00 11 ,862.50 13,587.50 Commissions 31427.44 4,018.40 99380.08 119625.74 Wages Expense 369931 .00 359321 .53 147,377.22 143,770.88 Electricity Utility 41322.94 49622.46 23,850.01 17,879.36 Gas Utility 64.67 11404.98 79712.44 99681 .26 Water Utility 37.05 618.02 15677.25 31025. 18 Cable 89.54 84.43 358. 15 337.73 Security 21 .85 43.05 742.90 286.75 Airport Advertising 0.00 0.00 19485.00 21685.00 Minor Equipment 680.00 330.75 1 ,616.74 23797.75 Airport Info Booth 0.00 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 71500.00 Caring for Creation Conference 0.00 0.00 0.00 1 ,000.00 Calcasieu Rabbit Show 0.00 0.00 0.00 500.00 Coaches Clinic 0.00 0.00 35,800.00 20,000.00 4 State Volleyball 0.00 0.00 0.00 4,000.00 All Star Games 0.00 0.00 159000.00 10,000.00 Saturday of Champions 0.00 0.00 4,000.00 4,000.00 State Soccer 0.00 0.00 11750.00 1 ,500.00 7A State Track 0.00 0.00 0.00 51046.00 DECA 0.00 0.00 3,000.00 17000.00 Walton Arts Special Project 105000.00 0.00 10,000.00 15,000.00 Solar Splash Specail Project 0.00 0.00 0.00 71500.00 Square Gardens 0.00 44,368.52 292244.43 99,026.99 ASCE Special Project 0.00 21590. 12 0.00 51000.00 Waterski Champion 0.00 0.00 1 ,500.00 600.00 Dickson St Special Project 2,400.00 1 ,500.00 8,990.00 11500.00 AR Air Museum 0.00 0.00 71000.00 0.00 Theatre Squad 2,000.00 0.00 25000.00 0.00 Duathlon 5,000.00 0.00 5,000.00 0.00 Joe Martin 3,000.00 0.00 31000.00 0.00 Ozark Valley 11000.00 0.00 17000.00 0.00 Misc Special Project 0.00 21500.00 3,551 .09 47227.00 Bond Payments-Town Center 552413.35 543957.71 221 ,653.40 219,830.84 Trustee Expense 0.00 11125.00 17125 .00 3,375.00 Transfer OUt _ _ 0.00 0.00 115.000 00 230,867.45 Total Expenses 1997394_67 232,088.52 965,560_84 1 , 130,968.26 Net Income $ 48,760.44 $ 2,376.30 S 681443.52 $ 12,480.96 • See Accountants' Compilation Report Convention Visitors Bureau Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending April 2009 2009 2009 2009 2009 April April 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 600.00 200.00 183.97 416.03 50.00 32.70 315.91 Bus Tour Income - - 3,136.00 Partnership Dues 8,000.00 4,800.00 6,900.00 1 ,100.00 1 ,600.00 800.00 6,800.00 Travel Hero 2,500.00 1 ,500.00 - 2,500.00 500.00 1 ,193.75 Vist. Ctr. Store 12,000.00 2,700.00 3,347.61 8,652.39 1 ,200.00 1 ,278.36 1 ,852.42 Admission Revenue - 273.35 (273.35) Other Income - 1 ,049.70 (1 ,049.70) 530.00 3,765.00 Total 333,048.22 109,200.00 114,890.63 3,350.00 2,641 .06 113,927.08 Expenses Salary+Benefits 198,321 .00 61 ,020.00 63,268.25 135,052.75 15,255.00 16,046.68 60,307.77 Payroll Tax Exp 17,848.89 5,540.00 5,587.46 12,261 .43 1 ,385.00 1 ,298.47 5,508.78 Insurance-Health 16,928.70 5,640.00 5,857.55 11 ;071 .15 1 ,410.00 1 ,437.20 5,015.67 401K Match 5,949.63 1 ,980.00 1 ,594.25 4,355.38 495.00 227.75 1 ,394.81 Rent - Utilities - _ Telephone 7,500.00 2,500.00 2,152.25 5,347.75 625.00 484.90 2,788.10 Electricity 4,000.00 1 ,332.00 1 ,632.07 2,367.93 333.00 201 .21 1 ,338. 18 Water 550.00 180.00 130.12 419.88 45.00 212.49 Postage w - Conv & Tourism Develop 23,585.00 6,100.00 3,292.20 20,292.80 600.00 30.45 2,218.98 Travel & Training 32,045.00 18,590.00 8,636.89 23,408.11 8,975.00 3,443.44 11 ,630.69 Publications/Dues 3,020.00 1 ,870.00 1 ,725.00 1 ,295.00 700.00 700.00 2,395.00 Repair/Maintenance 2,000.00 800.00 1 ,799.38 200.62 400.00 35.00 393.30 Office Supp/Printing 6,000.00 2,000.00 3,304.20 2,695.80 500.00 2,606.14 Tracking Sftware/Maint 1 ,700.00 1 ,700.00 - 1 ,700.00 1 ,700.00 1 ,695.00 Credit Card Discounts 750.00 248.00 424.47 325.53 62.00 75.96 326.11 Taxes & Llcenses(ASCAF 300.00 300.00 293.50 6.50 Visitor Ctr Store Ions 8,000.00 2,664.00 2,741 . 17 5,258.83 666.00 931 .72 336.47 Education Reimbursemen 3,000.00 - - 3,000.00 Bank Charges 350.00 116.00 39.80 310.20 29.00 9.95 38.35 Parking Expense 1 ,200.00 400.00 400.00 800.00 100.00 100.00 300.00 Research Exp - 1 ,700.00 (1 ,700.00) Special Project - 3,162.00 (3, 162.00) 4,046.00 Transfer Out Total 333,048.22 112,980.00 107,740.56 33,280.00 25,022.73 102,551 .84 Clinton House Museum Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending April 2009 2009 2009 2009 2009 April April 2008 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Dale Accumulated Actual Balance Budget Actual Actual Budget Revenue Balance from prior ye: 23,500.00 23,500.00 - 23,500.00 Transfer from A&P 32,264.60 15,000.00 15,000.00 17,264.60 30,000.00 Admission 4,807.64 1 ,600.00 1 ,078.51 3,729.13 400.00 432.00 1 ,642.27 Special Events 500.00 164.00 - 500.00 41 .00 Gift Shop Sales 6,000.00 2,000.00 11757. 11 4,242.89 500.00 422.30 1 ,607.46 Interest - 46.32 (46.32) 11 .28 163.70 Other Income 150.00 50.00 18.00 132.00 25.00 100.00 Total 67,222.24 18,814.00 17,899.94 966.00 865.58 33,513.43 Expenses Salary+Benefits 34, 180.00 11 ,340.00 10,653.30 23,526.70 2,835.00 2,651 .82 11 ,497.39 Payroll Tax Exp 2,625.00 876.00 982.56 1 ,642.44 219.00 244.38 1 ,099.23 Insurance-Health 3,403.24 1 , 132.00 34.00 3,369.24 283.00 7.00 905.88 401K Match 850.00 282.00 - 850.00 71 .00 211 .64 Rent 12,000.00 12,000.00 12,000.00 - 12,000.00 Utilities-$3500 - _ Water 400.00 135.00 148.45 251 .55 35.00 37.05 141 .20 Gas 1 ,400.00 888.00 599.14 800.86 101 .00 64.67 829.68 Electricity 750.00 198.00 196.28 553.72 56.00 42.72 155.71 Telephone 1 ,200.00 400.00 340.23 859.77 100.00 95.29 503.91 Materials & Supplies 1 ,200.00 400.00 661 .80 538.20 100.00 110.17 656.37 Credit Card Discounts 500.00 164.00 169.00 331 .00 41 .00 48.00 157.48 Bank Charges 100.00 48.00 48.30 51 .70 22.00 9.95 29.85 Security 264.00 66.00 87.40 176.60 21 .85 86.75 Maintenance/Lawn 500.00 200.00 130.00 370.00 50.00 30.00 Repair/Maintenance 1 ,000.00 200.00 38.24 961 .76 100.00 38.24 176.64 Sales Tax 500.00 164.00 179.00 321 .00 41 .00 179.00 205.00 Special Projects 600.00 200.00 155.75 444.25 50.00 501 c3 Application - _ - Publications/Dues 250.00 100.00 50.00 200.00 Travel/Training 500.00 - 200.31 299.69 100.31 63.07 Gift Shop Items 5,000.00 2,500.00 658.04 4,341 .96 1 ,000.00 234.33 772.96 Misc 8.00 - - B.00 Minor Equipment _ Total 67,222.24 31 ,301 .00 27,331 .80 5,112.00 3,914.78 29,492.76 Fayetteville Town Center Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending April 2009 2009 2009 2009 2009 April April 2008 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual • Budget Revenue Rental Ind Service 448,250.00 149,416.00 136,245.11 312,004.89 37,354.00 37,011.24 161,750.48 Interest - Checking 1,000.OD 332.00 186.26 813.74 83.00 44.31 540.42 Parking Revenue - - Daily 8,000.00 2,664.00. 3,450.00 4,550.00 666.00 1 ,320.00 7,279.68 Leases 10,000.00 3,550.00 3,554.56 6,445.44 Other Income - 0.94 (0.94) 511.12 Sales Tax Exp (4,000.00) (1,332.00) (1,755.00) (2,245.00) (333.00) (424.00) (1,269.00) Less Returns 8 Allowance - (300.00) 300.00 Special Projects 6,205.05 5,000.00 5,956.39 248.66 Misc Revenue - Transfer Total 469,455.05 159,63000 147,33826 37,770.00 37,951.55 168,812.70 Expenses Salary+Benefits 170,515.00 52,480.00 49,635.53 120,879.47 13,116.00 12,148.34 49,872.86 Commissions 30,000.00 10,000.00 9,380.08 20,619.92 2,500.00 3,427.44 11 ,625.74 Contract Labor 7,200.00 2,400.00 862.50 6,337.50 600.00 2,587.50 Payroll Taxes 18,046.35 5,552.00 5,111.65 12,934.70 1 ,388.00 1,260.12 5,560.85 Credit Cam Discount! 3,500.00 1,164.00 1 ,448.76 2,051.24 291.00 556.81 1,319.77 Insurance 16,928.70 5,640.00 5,887.55 11,041. 15 1,410.00 1,417.20 4,522.58 401K Match 5,115.00 1 ,704.00 1,282.85 3,832. 15 426.00 182.30 1,064.48 Utilities - - - Water 8,000.00 2,947.00 1,398.68 6,601.32 657.00 2,671.49 Phone 9,500.00 3,170.00 2,950.03 6,549.97 790.00 740.43 2,882.21 Electricity 65,000.00 18,425.00 22,021.66 42,978.34 4,322.00 4,079.01 16,385.47 Gas 13,000.00 8,850.00 7,113.30 5,886.70 1 ,318.00 8,851 .58 Cable 1,080.00 360.00 358.15 721.85 90.00 89.54 337.73 Postage 135.00 135.00 98.00 37.00 133.79 Contract Services - - - Linens 27,000.00 9,067.00 8,401.54 18,598.46 2,365.00 1,623.75 8,568.72 Outside - - - Repairs & Maintenam 75,000.00 25,000.00 17,790.31 57,209.69 6,250.00 5,010.12 16,946.42 • Materials 8 Supplies 5,000.00 1 ,800.00 - 5,000.00 400.00 Office Supplies/Pdnting 1 ,833.50 (1,833.50) 113.56 1,703.40 Advertising 3,000.00 1,750.00 1 ,766.00 1,234.00 108784 Travel?raining 500.00 400.00 (869.12) 1 ,369.12 16.67 Building Insurance 5,800.00 - - 5,800.00 Taxes & Licenses 3,035.00 - - 3,035.00 1 ,132.84 Special Projects - 233.34 (233.34) 227.00 Misc 10.00 - _ Bank Charges 100.00 26.00 39.80 10.00 9.95 29.85 Dept Expense - - - Security 2,000.00 - 655.50 200.00 Transerin Total 469,455.05 150,880.00 137,399.61 35,933.00 30,660.57 137,728.79 • Fayetteville A P Commission Stmt of Budget Revertant. and Expense4i1odi0ed cash Basis Month Ending AprO 2OD9 2009 2009 2DD9 2009 April April 2008 Annual Budget Year TO Date Year TO Date Year Mon" Moseley Year TO Date Accumulated Actual Balance Budget ActuN Actual • Budge Revenue MMR Tax Revenue 1,954,30.5.90 608,979.00 685,691.81 1,268,614.09 166,562,00 185,538.30 668,450.22 Prior Year HMR Tax Rev, 16,672.00 19,233.08 4,168.00 5,004.15 22,72422 Interest 50,0(l 1,664.00 15,812.72 34,187.28 018.00 7,807.95 22,676.60 Bond Refund 5.000.00 5.000.00 Other-Vadtor Guide ad 20,000,00 - 4,375.00 15.625.00 4,375.00 Reel Income - 11,000.00 2,750.00 11,037.21 Mist Income 3,963.73 (3.963.73) 500.00 600.00 SustainaEi4ty Summit 14,000.00 Investment Fund Transfer , Fund Transfer for CVB - - 10000000 Squaw Gartlan Carryc 29,245.00 - - 29.245.00 Interest Inc Chea.In 636.23 163623) 134,115 381827 Total 2,058,550.90 627,315.00 154,712.57 171,144.00 207,110.25 827,306.52 Expenses Transfers 200 000 M Town Center Fund 6]1,079.39 223,592.00 221,653.0 449,425.99 5589800 55,413.35 219,830.84 BOAudit Exp 2,000.00 - - , .2,000.00 Bond Paying Agent Fe 6,000.00 3,ODO.M 1,125.00 4,875,00 1,500.00 3.37500 Workman's Comp Ins 2,520.00 2,520.00 Tr Collection Exp 00,618.28 12,687.00 14,008.50 28,519.76 3,459.00 3,830.85 13,783.09 Transfer to CVB 309,94822 200,060.00 100,000.00 209,948.22 100,000.00 Transfer to Canton Ha 32,260.00 32,284.00 15,000,00 17,280.80 Peace Fountain Malm 10,000.00 3,000,00 1,006.35 8.993.65 250.00 897.10 01,920.84 Salares 80,431.00 26,808.00 24,01 56,427.68 6,702.00 6,084.16 22,092,86 Payroll Tax Exp 7,125.00 2,372.00 2,000.72 5,080.28 593.00 482.58 2,060.00 Insumnce-Health 3,403.20 1,132.00 539.60 2,863.4 283.00 134.70 582.12 401K Match 2,412.93 804.00 628.82 1,784.11 201.00 91.26 60382 Car Allowance 3,600.00 1,200.00 1,200.00 2,400.00 30000 300,00 1,200.0 Advertising B Markettn 375,000.00 105,000.00 143,32696 231,673,00 50,00000 34,364.70 41,157.50 AkpW Into Booth 5.200.00 2.400.00 1.200.00 4.000.00 1.200.00 Airport AdveNsing 5.940.00 1,485.00 1,485.00 4,455.00 1.485.00 2,685.00 Brochures 100,000,00 17,000.00 10,618.88 69,381.12 7,000.00 8,671.69 212.50 Website Update 10,000.00 4,000,00 - 10,000.00 2,000.00 Signage- Tourism 10,000.00 1.000.00 2,838.20 7,36380 109.25 1,105.69 Publication 8 Dues 2,045.00 1,025.00 830.00 1,215.00 300,00 96.00 1.780.00 TravetlTraileng 2,501 1,500,00 1,971.66 528.34 71.32 646.39 Office Sup 8 Printing 1,000.00 400.00 367.32 832.68 100,00 367.32 363.15 Postage 20,000.00 6,000.00 6,671.32 13,328.68 2,000.00 565.99 5,913.47 • Professional Services 7,500,00 2,500.00 2,500.00 5,000.00 625.00 625.00 2,200,00 Strategic Planning 300.00 ggg 00 Audit Expense Tovn Center Garden 1. 20,000.00 6,654.00 - 20,000.00 1,666.00 Botanical Garden 32,831.45 Square Gardens 29,245.00 29,245.00 29,244,43 0.5] 9902895 Air Museum ],000.00 7 000 00 Special Projects Calcasieu Rabbit Show 9.000,00 Ceramics Symposium - - - 1,509.9 UA Baseball Regional 12,500.0 7.900'00 2,500.00 Ozark VQIIQY Triathlon 1,000.00 - 1,000.00 - 1,000,00 OuaNIOn 5.000.00 5.000.00 5.000.00 5000.00 5,000.00 Dickson St Music Fest 20,000.00 8,990.00 11,010.00 2,400.00 150000 DECA Markaling Fash 3,000.00 3,000.00 3,000.00 - 180000 4 Slate Volleyball Classic - - 4 000 00 NCAA Tacit Outdoor 10,000.00 - - 10,000.00 All Star Games 15,000.00 15,000.00 15,910.0 1500000 1000000 AR H.S. Coaches Club 30,000,00 30.01 30,01)1 - 20.000.00 Saturday of Champion 0,900.00 400000 400000 NWA Coaches Clinic 6,000.00 6,000.0 5,800.00 200.00 Stale Soccer Finals 1,750.00 - 1,]50.00 1,500.00 7A State Track Meet - 1.000.00 DDU W SEC Tennis Toumarm 1,500.00 1,500.00 - 150000 150001) Fayetteville Night Jam 5,D00.00 - - 5.000.001 Ozark MOlitary Museun 1,500.00 150000 Joe Martin Stage Raa 3,000,00 3.0001 - 300000 State Master Gardner Conv - - Mt. SequoyahCaringforCreation Solar Splash 500000 5000.00 750000 TheatreSquared 2,000.00 200000 2000.00 200000 Walton Arts Center Bn 10,000.00 10.000.00 10,000.00 10,000.00 15,000.00 Water-Ski Regional Champ 1,500.00 (1,500.00) 6001)8 Youth Slow Pitch Worst Series Misc Equip 50.000.00 5,000.00 1,616.74 48,3&126 680.00 2,797.75 Repair B Maintenance 75,000.00 25,000.00 1,274.67 73,725.33 6,250.00 1,274.67 34,658.25 Depreciation Exp 20,000.00 6,660.00 - 20,000.0 1,665.00 Contract La0or 11,000,0011,000.00 Unallocated Revenues 10,167.88 10,16800 ( ) 2,750.00 11.000'00 10,167,80 10,188.00 Bank Charges - 30.00 (J0.00) 33.91 Total $ Ligen5Q5 534436 Total 2.058,550.52 800,000.00 694,109.09 2]5,145.00 140,20992 861,305.38 FAYETTEVILLE THE CT' OF FAYETTEVILLE, ARKANSAS KIT WILLIAMS, CITY ATTORNEY DAVID WHITAKER, ASST. CITY ATTORNEY - DEPARTMENTAL CORRESPONDENCE LEGAL DEPARTMENT TO: A & P Commissioners Lioneld Jordan, Mayor City Council CC : Paul Becker, Finance Director Casey Jones, City Prosecutor Marsha Hertweck, Accounting Director FROM: Kit Williams, City Attorney qL DATE : June 2, 2009 RE: Overdue HMR tax collection The Fayetteville City Prosecutor' s Office collected $8,884.83 in overdue Hotel, Motel and Restaurant taxes last month . Six restaurants fully paid all of their late HMR taxes so their cases were closed. During the last two months, seventeen cases were closed by the City Prosecutor because all overdue HMR taxes had been paid. Attached is City Prosecutor Casey Jones' monthly report. The total year to date collection of overdue HMR taxes is $54,737.17 . This averages over $ 10,000.00 in collection of overdue HMR taxes every month in 2009 . In light of the difficult economic times, the City Prosecutor' s Office, the City Accounting Division, the Fayetteville Police Department and District Court have been very successful in their combined efforts to enforce the HMR tax laws and ensure that all hotels and restaurants are held to the same high standards of compliance. CITY OF FAYETTEVILLE OFFICE OF THE PROSECUTING ATTORNEY CLINTON K. JONES ICE AD INISTRA OFFICE ADMINISTRATOR CITY PROSECUTOR MEMO E-mail: hotcheck@c1layettevlile.ar.us BRIAN THOMAS 101 W. Mountain, Suite 202 FAYETTEVILLE, ARKANSAS 72701 DEPUTY CITY PROSECUTOR PHONE: (479) 575-8377 (479) 575-8379 (479) 575-9374 (479) 5759375 Hot Checks: (479) 575-8254 TO: K Williams FAX # : (479) 575-8373 Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: June 2, 2009 RE: Status of Active HMR cases 1 . Acambaro Four Jesus Socarro Paid in Full : $2,036.00 Case Closed • 2. Boar's Nest William D. Houston Paid in Full: $ 1 , 135.26 Don W. Ray Case Closed William M. Ray 3 . Bourbon Boys Brad C. Murphey Paid: $200.00 Current Balance: $396.40 4. Butcher Block Gary W. Bell Paid: -0- Court Ordered to pay $200.00 Per Month Current Balance: $ 1 ,871 .28 Active Contempt of Court 5. China Garden Jeff Shen Active Criminal Summons 6. Dominoes Pizza Lloyd Hardison Paid: $200.00 Current Balance: $5, 190.66 TD: 6/03/09 7. Froggy's Rodney A. Hall Paid: -0- TD: 6/17/09 • 8. Fuzzy's Restaurant Frank Giardino Paid: $ 150.00 Current Balance: $621 .68 Court ordered to pay $75 per Month Kit Williams June 2, 2009 Page 2 • 9. Hogwild Pizzeria Chadwick S. Mackey TD: 6/03/09 David S. Mackey TD: 6/03/09 Current Balance: $ 1 ,600.00 10. JCB Catering/RX Catering Jarrod C. Butler Paid: -0- Current Balance: $6,755.85 Set for Trial: 12/03/08 — Guilty. Ordered to Pay $200.00 a month Active Contempt of Court 11 . Little Bread Company Hannah D. Withers TD: 7/8/09 James B. Gitchel TD: 7/8/09 Paid in Full: $905.90 12. Los Cuates Maria Richard Active Criminal Summons No forms turned in 13 . Mama Deans Soul Food Terry L. Morrison Paid: $875 .00 Meneria Morrison Current Balance: $529.00 • 14. Qdoba Mexican Grill Randall Allen Paid in Full: $986.03 Chris Gruhlke Case Closed Wayne Morelock Roberto Reyes Kenneth Ross 15. Royal Donut Company Carol G. McKeene Paid in Full: $554.00 Case Closed 16. Seafood Market Bar/Grill Craig Dowd Paid: -0- Current Balance: $6,072.60 . TD: 4/22/09 — No Show Filing FTAS Warrant 17. Shanghai Chinese Rest. Jeff Shen Active Criminal Summons No Forms turned in 18. The Perk on Wedington Shea A. Hamm Paid: -0- Current Balance: $845. 11 Arraignment: 4/13/09 - No Show — Filing FTAS Warrant • 19. Wes' BBQ Wesley L. Whitmore Paid in Full: $ 114.84 Arraignment: 5- 15-09 — No Show— Active FTAS Warrant Kit. Williams June 2, 2009 Page 3 • 20. Willy D's Taffy Davidson Paid in Full: $1 ,327.80 William D. Houston Case Closed Don W. Ray William M. Ray 21 . WOW Japanese Bistro Chong Kim Paid: $400.00 Current Balance: $614.00 Trial Date: 6/17/09 TOTAL: $8,884.83 • • Clinton House Museum Monthly Report May 2009 Kelli Nixon, Director of Marketing The Clinton House Museum had a total of 158 visitors in May 2009 . Domestic: 67 Arkansas, 1 Alabama, 18 California, 3 Florida, 2 Idaho, 8 Illinois, 5 Kansas, 1 Louisiana, 1 Minnesota, 1 Mississippi, 6 Missouri, l New York, 1 North Carolina, 3 Ohio, 3 Oklahoma, 3 Pennsylvania, 3 Tennessee, 8 Texas, 1 Washington DC, 4 Wisconsin. International: 3 Bangladesh, 3 Canada, 1 China, 2 Germany, 3 Guatemala,2 India, 2 Italy, 1 Taiwan, 1 Thailand . Received word on determination of eligibility for Historic Registry. Museum found eligible and new paperwork to be submitted. More research done on previous owners of 930 California and new paperwork sent for final determination at the state level. Meeting to be held August • 5th in Little Rock, AR. May 5th, met with Jen Price to accept Ballot Box and gave interview to Bill Bowden of the Arkansas Democrat Gazette. Article ran on front page of Arkansas Democrat Gazette and ran in the NW Ark edition on May 11th, 2009 . Cleaned out the display cases and reset the new displays. New displays in the museum include a 1974 Ballot Box and ballot, campaign buttons and other campaign memorabilia, photographs and magazine articles. New display opened on Saturday May 16th , 2009 . Guest enjoyed Arkansas shaped sugar cookies as we celebrated Arkansas Heritage Month on Saturday, May 16th, 2009 In celebration of Armed Forces Day, the museum celebrated with free admission to all military personal on Saturday May 16th, 2009 . Printed and delivered brochures and 1 free admission ticket. Brochures delivered to many area hotel and motels. Researched Fund Raisin for the First Lad Flower Gardens. • g Y Updated web page and Facebook fan page. 1 • On May 22nd, the Clinton House Museum Board met at 12 : 00 to discuss the plans for the year. Began planning for Summer Scrabble Days at the museum. Waiting on donation from Walmart of scrabble games. May 28th, large tour to 40 Walmart Team Leaders with Julie Pennington. • • Fayetteville Visitor Center - 2009 Sales & Visitor Count Jan Feb Mar Apr May lune July Aug Sep Oct Now Dec Sales Totals $502.70 $670.45 $842.57 $1 ,531 . 11 $2,320.70 2008 Totatr $36. 77 $124.26 $199.59 $843.86 $1,093.30 $1, 114.95 $1, 632.52 $1,077.81 $949. 96 $1, 702.41 $1,453.09 $2, 118. 60 °b Change 1267% 440% 322% 82% 112% from 2008 Visitor Count 235 381 539 906 11042 2008 Tota/r 162 175 207 -1--MI 903 - 873 983829 1 733 875 1 532 553 % Change 31 % 118% 160% 1 25% 1 15% from 2008 2009 Goal = $12,000/year or $1,000/month Totals for 2009 $89188.23 1 Monthly $1 ,637.65 Visitors 4, 145 Averages 829 46 Change = divide the difference between the two numbers by the starting number then move the decimal two spaces right 2008 MonthlySa/es Average=(1,028.93 2008 Monthly Visitor Average=629 Activity Report From: 05/01/2009 To: 05/31 /2009 • ALLYSON E-Mail 5/4/2009 Arkansas Air Museum Mr Warren Jones about national tourism week/KNWA 5/4/2009 Clinton House Museum Kelli Nixon national tourism week/knwa 5/4/2009 Botanical Garden of the Ozarks Sarah King national tourism week/knwa 5/4/2009 Arkansas Department of Parks and Tourism Kristine Puckett sent information on national tourism week 5/15/2009 KNWA News Jay Dillon Open morning show slots 5/18/2009 Arkansas PTA Frances Brown Received her RFP, will get her a bid 5/18/2009 LPGA - NWA Championship David Shoemaker details on Ipga event in fayetteville 5/18/2009 Arkansas Recreation and Parks Association Ms. Kitty Lane details about 2011 bid i proposed 5/28/2009 Arkansas Trial Lawyers Association Ronda Johnson follow up from asae trade show 5/28/2009 Arkansas Grocers & Retail Merchants Associatic Sandee Lara follow up from asae trade show 5/28/2009 Arkansas Society of Professional Lobbyists Ms. Laura Harrison follow up from asae trade show • E-Mail Received 5/18/2009 Arkansas PTA Frances Brown FW: 2011 Arkansas PTA Convention - Fayetteville 5/18/2009 Arkansas PTA Frances Brown RE: 2011 Arkansas PTA Convention - Fayetteville 5/26/2009 Arkansas PTA Frances Brown Re: 2011 Arkansas PTA Convention - Fayetteville Issued Lead 5/4/2009 Arkansas Recreation and Parks Association Ms. Kitty Lane bid on the 2011 meeting 5/18/2009 Arkansas PTA Mimi Minton-Cosmo Hotel need room rate and meeting space rates 5/18/2009 Arkansas PTA Jamey Sims-Town Center Inclusive rate for the luncheon Meeting 5/4/2009 KNWA News Jay Dillon-Morning producer national tourism week morning spots 5/7/2009 Allyson Twiggs-General Mike Malone-NWA Council met with city, chamber, UA about signage 5/13/2009 Allyson Twiggs-General Fayetteville Attractions About new front line training program 5/13/2009 Allyson Twiggs-General Fayetteville Hotel GMs about front line training program 5/26/2009 Sells Agency Ms. Jade Hart about BBB map • 5/26/2009 Allyson Twiggs-General Julie Sill-Oktoberfestr details about sept festival 5/26/2009 Bikes, Blues, BBQ Wendi Jones-Habitat for Humanity golf event that is during BBB 5/28/2009 Dickson Street Festival & Event Committee Julie Sill Dick Johnson spoke, recap of cinco de may event Phone Call • 5/5/2009 Fayetteville High School Wayne Stehlik deatails about FHS champions parade 5/6/2009 Arkansas Activities Association III Dick Johnson dropped rooms at clarion 5/15/2009 Arkansas Activities Association Mr. Joey Walters Volunteers for registration 5/27/2009 Allyson Twiggs-General Phil Underwood-Church meeting July 2010 meeting, need info on hotel & space Site Inspection 5/19/2009 Rogers Parks & Recreation Mr. Rick Stocker 2 new fields in rogers we can use for Premier Trade Show 5/21 /2009 ASAE Ms Mary Dandurand participated in annual trade show JULIE E-Mail 5/27/2009 Star Destinations Mrs Jennifer Dentlinger Mystery Tour File Note 5/26/2009 Julie Pennington Mrs Julie Pennington USO Party and Troop Train Group Tour 5/18/2009 Julie Pennington Mrs Julie Pennington Dream Journeys • 5/18/2009 Julie Pennington Mrs Julie Pennington Oklahoma Welcome Centers Group Tour Packet 5/27/2009 Fleming Tours- Branson Division Mrs Sally Briggs Everything to cross sell 5/27/2009 Extra Touch Tours LLC Mrs Harriet Cleveringa Strawberry Tour 5/27/2009 McKinzie Tours Mr Lyle Ceruti everything 5/27/2009 MJ Tours LLC Mrs Mary Jean Keating Everything Garden Tour 5/27/2009 Colonial Trailways Inc Mr Ron Parks Mystery Tour 5/27/2009 Tours to Perfection Mrs Elizabeth Johnson Sam's Town Wal-Mart Five & Dime 5/27/2009 Travel Branson Mr Keith Lilly All information 5/27/2009 Around Town Tours Mrs Dolores Kaemmerer Terra Studios 5/27/2009 Sharin' Nashville Tours Mr Mark Cole Passing through may need a night here and there 5/27/2009 Ionosphere Travel Mrs Lori Hartleroad Everything 5/27/2009 Sweet Magnolia Tours Mr Mark Miller Mystery Tour • 5/27/2009 Friends & Neighbors Tours Mrs Patricia Mills Everything about Fayetteville 5/27/2009 Speciality Tours Ms. Joyce Beck Christmas LOTO 2010 5/27/2009 Glory Tours Ms Sue McWhorter Terra Studios 5/27/2009 Vermilion Cajun Tours & a Great Way to Charte Mr Jonathan Berzas Terra Studios • 5/27/2009 Travel By Air Land & Sea Mr. Allen Brostrom Mystery Tour 5/27/2009 A Great Way to Charter Tour Mr Jonathan Berzas Everything 5/27/2009 Alliannce Travelers Mrs Eileen Spencer Everything 5/27/2009 Grand Tours Mrs Mary Groff Everything wants to do a site visit 5/27/2009 All In One Destinations Mr David Kinney Everything 5/27/2009 Cross Country Tours Mr Curtis Herron Everything- Prefers Mail 5/27/2009 Hansen Tours Mrs Sandy Jamison Everything- Clinton 5/27/2009 Imagine Travel Mrs Joyce Pavlicek Terra & the Mystery 5/27/2009 JR Fun Tours Mrs Angela Bridges Gardening Tours 5/27/2009 National Travel Systems Mrs Dolores Carpenter Everything and include city map 5/27/2009 Pixie Travel Unlimited Mrs Pixie Weatherspoon Terra Studios & Clinton 5/27/2009 Points Unlimited Travel Frankie Terry Everything • 5/27/2009 Sweet Magnolia Tours-TN Mr Jay Kirkpatrick Everything Clinton 5/27/2009 Professional Travel Mrs Shiela Lowther everything 5/27/2009 Purpose Driven Tours Mr Wayne Barber Everything and a city map 5/27/2009 Great Day Tours Mrs Lori Mitchell Everything 5/27/2009 BJC Travel Mrs Beverly Carlson Terra Studios 5/27/2009 Mayflower Tours Mr Gary Haverkamp Wal-Mart 5/27/2009 Sam's Tours Mrs Eileen Baerg Terra Studios Phone Call 5/27/2009 Rockin R Travel Club Mrs Sharon Chamberland wants to book for 2010 5/27/2009 Grand Savings Bank Mrs Debbie Carver Touch Base 5/27/2009 Good to Go with Patti Beth Mrs Patti Anderson Touch Base Post Card 5/27/2009 Heber Springs State Bank Mrs Patti Manvile RYAN E-Mail Received 5/22/2009 Premier Baseball Championships Mr Don Patty E-Mail Sent 5/1/2009 Bentonville High School Mr. Gary Hutcheson RE: Forms 5/1/2009 VYPE I Mr. Kenyatta Wright 7 on 7 Hotels 5/26/2009 Premier Baseball Championships Mr Don Patty Fayetteville Team • 5/29/2009 Premier Baseball Championships Mr Don Patty Premier Baseball Tournament 5/29/2009 B.E.S.T Baseball Mr. Greg Baxendale Fayetteville Tournament File Note 5/1 /2009 UCLA Mr. Tony Veney Need 14 DD/6 Singles for NCAA Indoor Mar 10-14,09 5/7/2009 Ryan Grigsby-General Information Mr. Ryan Grigsby Helped with Pub Crawl on Dickson 5/7/2009 All Sports Productions Mr. Bruce Dunn Worked information table at registration Cosmo 5/14/2009 Arkansas Activities Association III Mr Lance Taylor Worked state tourny for soccer, baseball, softball Issued Lead 5/1 /2009 Ryan Grigsby-General Information Mr. Ryan Grigsby 100 Doubles for May 23, 2009 Baseball Tournament Phone Call 5/29/2009 Rogers Parks & Recreation Mr. Rick Stocker Forms to hold fields for Premier Tournament in Jul Site Inspection 5/1/2009 Premier Baseball Championships Mr Don Patty Prospecting fields for tournament in July 5/19/2009 Rogers Parks & Recreation Mr. Rick Stocker 2 new Baseball fields at Veterns Park- Rogers • Welcome Baas 5/14/2009 NCAA Track and Field Fayetteville Visitors Packet mailed to university 5/28/2009 Arkansas Sports Training Mr. Aaron Leach 150 Athletes for football combine SHELLY Meeting 5/5/2009 International Association of Administrative Profe Ms Linda Dizney Board Meeting 5/8/2009 UA Civil Engineering Karen Standley Delivered 60 VG bags for summer conference 5/11 /2009 International Association of Administrative Profe Ms June Ball APW Event Wrap up meeting 5/12/2009 Shelly Walters - General Julie Agler Presented to Woodland Career Orientation classes 5/18/2009 DNA Computing Conference Russell Deaton Details for June conference 5/21/2009 UA Staff Senate Michele Payne Vendor fair at Staff Senate picnic 5/21/2009 UA Chemistry & Biochemistry Liz Williams Delivered VG bags for REU students 5/26/2009 Solar Splash Dr William Springer Solar Splash Event Management Phone Call • 5/11 /2009 Solar Splash Dr William Springer Booked 6 rooms for week of May 24 at Sleep Inn Fayetteville Town Center, Manager's Activity Report May 1 , 2009 to May 30, 2009 *Sales: MAY MAY Month YTD YTD YTD 2008 (base) 2009 % Change 2008 2009 % Change Sales R turned contracts b to date — GL 18 13 # (28%) 108 83 I (23%) Complete Events (Paid/Sponsored) 25 22 (12%) 97 88 (9%) Sales $301850.00 $203002.50 (35%) $174,806.79 $136,018.04 (39%) $ Returned contracts by loo date — GL Collections " $367858. 74 $25,337.76 (31 %) $197,871 .28 $167,038.56 (16%) $ - Payment Lo $ Executed Contracts $31 ,682.50 $26,675.00 ( 16%) $170,795.27 $1652432. 50 3%) Credit -0- -0- NA -0- -0- NA $ - GL Average per event $1 ,713.89 $1 ,538.65 (10%) $1 ,618.58 $12638,77 1 % $ Sales / # Sales We collected $25,337.76 for rentals and incidentals in May. In order to generate more revenue all staff members are prospecting and working on special projects to have more Fayetteville Town Center sponsored events. •Operations Items: • New Lithonia Light Panels • Changed filters in AC Units and checked belts, coolant, etc. Marketing, Sales and Public Relations: • Facility Manager: Fayetteville Arts Festival, Job Fair with Chamber, Alzheimer's Association Banquet & ABC Home Inspection Institute. • Sales Manager: Crimson & Cream Banquet, AR Support Network, UA Red Tie Banquet, Baby Expo. Event List: • May 2 - Cate Reception May 16 — UA Law School Graduation • May 2 - Mastic Reception May 20 — Harps • May 5 - Crossland Construction May 23 — Deborah's Bat Mitzvah May 6,-8, May 12-15 & 19 - Fayetteville HS Testing May 24 — Halfacre Reception May 9 - UA Agri-Econ Banquet May 29 — Arya Birthday Party May 9 — Moran Reception May 30 — Ferguson Reception • May 15 — UA Banquet May 30 — McConnell Reception 91 Contract Date Name of Event Date of Event Contract Total Sales Persc 1 -May-09 • 5/4/2009 St. Paul High 'School 10-Apr-10 $800.00 JS 5/6/2009 SW Energy meeting 3-Jun-09 $1 ,750.00 JS 5/8/2009 NWA Healthy Marriage 20-Feb-10 $800.00 JS 5/8/2009 NWA Healthy Marriage 24-Apr-10 $2,000.00 JS 5/11/2009 NWA Filipino American Assoc 22-Aug-09 $1 ,500.00 JS 5/11/2009 Harps Food 20-May-09 $600.00 JS 5/12/2009 FHS Honors Night 18-May-10 $1 ,025.00 JS 5/15/2009 One Particular Harbour 5-Jun-09 $500.00 SB/ S 5/14/2009 FHS PSAT test 14-Oct-09 $2,000.00 JS 5/18/2009 Davenport Wedding Reception 2-Oct-09 $1 ,050.00 JS 5/19/2009 Leech Wedding Reception 1 -May-10 $1 ,050.00 JS 5/20/2009 Meier Wedding Reception 12-Sep-09 $1 ,050.00 JS 5/26/2009 Shiloh Christian School 9-Apr-10 $1 ,800.00 IJS 5/27/2009 Applied Sustainability June 30 - July 01 , 20 $800.00 JS 5/26/2009 Plefcan Wedding reception 5-Jun-10 $2,550.00 JS • 5/27/2009 Lewis Wedding Reception 4-Sep-09 $600.00 JS 5/27/2009 James/Neal Wedding Reception 19-Jun-10 $1 ,050.00 JS 5/28/2009 WFHS Prom 3-Apr-10 $1 ,350.00 JS 5/29/2009 A uistine Mos ueda 15th birthda 29-Aug-09 $2,550.00 JS 5/30/2009 Thailia 15th birthday 29-Aug-09 $1 ,850.00 JS Total $26,675.00 •