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Home My WebLink About2009-09-14 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, September 14, 2009, at 2 :00 p.m. in the Director's Room of the Fayetteville Town Center. AGENDA ADVERTISING AND PROMOTION COMMISSION September 14, 2009 2 :00 p.m. Town Center I . Call to Order II. Reports A. Approval of Minutes for August 10, 2009 regular monthly meeting B. Financial Report 1 . HMR Revenues — Marilyn Heifner 2. Financial Statements - Keith Glass 3 . Update from City Attorney re: delinquent tax collection efforts — Kit Williams • C. Clinton House Museum Report D. Visitor Bureau Report — Allyson Twiggs Dyer E. Town Center Report — Sandra Bennett F. Executive Director Report — Marilyn Heifner G. Advertising Agency Report — Jade Gustin III. Old Business A. LED Lighting for Parking deck IV. New Business V. Adjourn • ADVERTISING AND PROMOTION COMMISSION • REGULAR MEETING August 10, 2009 Commissioners Present: Neal Crawford, Tim Freeman, Lioneld Jordan, Robert Rhoads and Maudie Schmitt. Bob Davis arrived late. Commissioners Absent: None Staff Present: Sandra Bennett, Allyson Twiggs Dyer, Kelli Nixon and Marilyn Heifner CALL TO ORDER Mayor Lioneld Jordan called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on August 10 at the Fayetteville Town Center at 2:00 p.m. SELECTION OF COMMISSIONER Moved by Schmitt, second by Freeman to select Brandon Kam to fill an unexpired term ending 3-31 - 10. For - 3 votes (Schmitt, Freeman, and Crawford), Against — 2 votes (Jordan and Rhoads). Brandon Karn was selected commissioner. ELECTION OF CHAIRMAN To fill the chair due to the resignation of Pat Gazzola, Tim Freeman was nominated by Rhoads, second by Jordan. Bob Davis was nominated by Crawford, second by Schmitt. Voting was as follows: Davis: Schmitt and Crawford and Freeman: Jordan, Freeman, and Rhoads. Tim Freeman was elected chair. • Freeman thanked the commissioners for the confidence placed in him and indicated that he will work to move the city forward. MINUTES Moved by Jordan, second by Rhoads to approve the minutes of the June 8, 2009. Motion carried. HMR COLLECTIONS HMR collections were down -3 .88% in August. Year to date, however, we're still up 1 .56%. FINANCIAL STATEMENTS With the 10% reduction in budget, revenue from the budget looks good said Keith Glass. Marilyn is staying within the budget and the cash reserves are good. The event revenue in the Town Center is way down however. CITY ATTORNEY City Attorney Kit Williams reported that four business owners fully paid their past due amounts and their cases were closed. Eleven restaurants paid nothing with most facing criminal summons or Contempt of Court citations. The City Prosecutor' s office collected $2,281 .36 in overdue HMR taxes last month. CLINTON HOUSE MUSEUM REPORT Marilyn reported that Kelli Nixon had resigned to go back to school. The Museum had a total of 185 • visitors in July. Arkansas Historic register nomination was approved by Arkansas Historic Preservation Program and will be forwarded to the National Register office in D. C. The national office will have 45 days to comment for National Register status. The Museum will celebrate Bill' s 62"d birthday on August 19. • VISITOR BUREAU The city hosted Premier Baseball tournament with 40 teams and 2,000 room nights. The tournament was a great success and the promoter wants to expand to 46 teams next year. Restaurant Week is August 13-22 . Specials will be found on dineinfayetteville.com. Maudie will be on KNWA television to promote Restaurant Week. Keep Arkansas Beautiful Commission met at the Botanical Garden. The Commission was impressed with the Garden. The l Ohanniversary of Bikes, Blues, and BBQ will be September 23-27. The CVB is facilitating meetings of the Dickson St. Merchants and the Square Merchants. A very successful First Thursday with the Art Walk has grown out of those meetings. The first I` Thursday showed the film War Eagle Arkansas which was wildly successful . The Visitor Center is $2,000 from their 2009 sales goal of $ 12,000. TOWN CENTER Town Center collected $27,426.79 for rentals and incidentals in July. Year to date, completed events, sales, and collections are below last year. 49% of the 2009 goal has been reached. EXECUTIVE DIRECTOR REPORT • Marilyn met with the Arkansas Press Association convention and distributed stories and photos for them to use in their local newspapers. The Arkansas Historic Preservation department has been put in charge of implementation of the Heritage Trail. Marilyn met with the Mayor of Branson to encourage regionalism with their tourism and ours. AGENCY REPORT Mike Sells said that the new website will launch next week. OLD BUSINESS None NEW BUSINESS LED Lighting for Parking Deck Marilyn presented information on energy usage at the Town Center. In an effort to reduce those costs, Butch Coger presented information on LED lights to replace the high pressure sodium fixtures in the garage. Payback on these 137 lights would be 2.49 years. Payback on replacement of 52 fluorescent fixtures is 4.52 years. Marilyn will bring proposals (bids) to the commission at its September meeting for consideration. There being no further business, the meeting was adjourned. Respectfully submitted, Utz /Je4 Marilyn Heifner Executive Director • ADVERTISING AND PROMOTION COMMISSION August 20, 2009 NEAL CRAWFORD — (term expires 4/01 /11 ) Jose's 324 W. Dickson Fayetteville, AR 72701 479-521 -0194 (b) cell 283-6526 479-444-6616 (h) BOB DAVIS (term expires 4/ 1 / 13) 1163 Montview Dr Fayetteville, AR 72701 479-521 -2233 (b) 479-442-5950 (h) bdavis@easoninsurance.com TIM FREEMAN (term expires 4/1/12) Chair Manager, KHG Hotels 1305 N. Palak Drive Fayetteville, AR 72704 Tfreeman.KHGna,emaiI.com 479-466-4629 cell • BRANDON KARN (term expires 4/ 1 / 10) Jammin' Java 2383 Hummingbird Lane Fayetteville, AR 72703 479-443-2233 (b) brandon@iammin-iava.com MAUDIE SCHMITT (term expires 4/1/13) Cafe Rue Orleans 905 Eden Circle Fayetteville, AR 72701 479-443-2777 cell 409-6230 LIONELD JORDAN, MAYOR (term indefinite — appointed 1/09) 113 W. Mountain Fayetteville, AR 72701 479-575-8330 (b) 479-571-8217 'FAX) li ordan(&i.favettevil le.ar.us ROBERT RHOADS (term indefinite — appointed 9/06) 1931 Harold Fayetteville, AR 72703 • 479-973-5202 cell 236- 1414 RRhoads@HallEstill.com Advertising and Promotion Commission For month of August 2009 Current Year HMR Collected (2120.0912.4101 .00) $ 167,807.65 Prior Year Collected (2120.0912.4101 .01 ) $ 89. 10 First Security Investment Interest Revenue (2120.0912.4708.00) $ 3,641 .07 Total Revenues $ 171 ,537.82 Annual Bond Audit Expense (2120.9120.7602.60) $ - Collection Expense (2120.9120.5333.00) $ (3,357.94) 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 $ (58,771 .29) Total Check to A&P $ 112,766.53 • • 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 $1660620 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 $1571317 2.11 % $172,804 9.84% $1800027 4. 18% April 174,063 $171 ,562 -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 $177$ 94 3.80% $194,447 9.49% $190,237 -2.17% July 172,905 $173,079 0.00% $188,253 8.77% $180,944 -3.88% August 160,067 $160,560 0.00% $174,648 8.77% $167,897 -3.87% September 169,793 $172,373 1 .52% $190,244 10.37% October 1969393 $180,324 -8.18% $1872125 3.77% November 1930469 $185, 111 -4.32% $197,814 6.86% December 159,842 $170,506 6.67% $174,682 2.45% Total $ 290739923 $29030,913 -2.07% $29171 ,451 6.92% $1 ,434,323 0.89% \filename Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis July 31 , 2009 • Total Capital 42106,206.24 Total Liabilities & Capital $ 45130,595.66 • • See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Seven Months Ending July 31 , 2009 Current Month Year to Date Revenues HMR Tax Revenue $ 1805506. 13 81 .75 $ 11246,049.56 67.64 Prior Year HMR Tax Revenue 384.00 0. 17 205323.24 1 . 10 Rental Income 289055.61 12.71 2295905.00 12.48 Other Income 100.00 0.05 15458.75 0.08 Travel Hero 999.74 0.45 15499.71 0.08 Parking Revenue 650.00 0.29 55078.30 0.28 Parking Lease 15874.68 0.85 105619.24 0.58 Gift Shop Sales 217.49 0. 10 35178.71 0. 17 Visitor Store 1 ,292.40 0.59 99308.89 0.51 Partnership Income 400.00 0. 18 75300.00 0.40 Admission Revenue 497.00 0.23 33291 .26 0. 18 Track Tickets 0.00 0.00 3, 155.70 0. 17 Special Projects 30.00 0.01 11 ,416.39 0.62 Sustainability Summit 0.00 0.00 149000.00 0.76 Interest Income Investments 3,641 .07 1 .65 259587.99 1 .39 Interest Income Checking 243.20 0. 11 19752. 16 0. 10 Visitor Guide Ad Income 29000.00 0.91 145100.00 0.77 Hospitality Summit (83.27) (0.04) 15916.73 0. 10 Transfer In 0.00 0.00 2325265.00 12.61 Total Revenues 220;808.05 100.00 118429206.63 100.00 Cost of Sales Clinton House Gift Shop 116.25 0.05 15841 . 17 0. 10 • Total Cost of Sales 116.25 0.05 1 ,841 . 17 0. 10 Gross Profit 220,691 .80 99.95 1 ,840,365.46 99.90 Expenses Signage- Tourism 13349.61 0.61 41969.07 0.27 Credit Card Discounts 761 .62 0.34 3,720.44 0.20 Bank Charges 0.00 0.00 187.75 0.01 Parking Expense 100.00 0.05 700.00 0.04 Advertising & Marketing 423990. 12 19.47 207,831 .77 11 .28 Brochures 42,601 .07 19.29 67,436.92 3.66 Accounting & Legal Fees 625.00 0.28 45375.00 0.24 Office Expense 1 ,787.93 0.81 10,305. 12 0.56 Visitor Store Exp 3,770.31 1 .71 69975.22 0.38 Insurance & Health Benefits 27786.49 1 .26 21 ,368.00 1 . 16 408 (P) Company Match 11510.23 0.68 7,041 .99 0.38 Car Allowance 450.00 0.20 2, 100.00 0. 11 Telephone Expense 12385.31 0.63 95578.46 0.52 Postage and Shipping Expense 2,582.39 1 . 17 11 ,580.85 0.63 Material & Supplies 0.00 0.00 95.85 0.01 Rent 0.00 0.00 129000.00 0.65 Maintenance/Lawn 70.00 0.03 325.00 0.02 Repairs & Maintenance Expense 99204.09 4. 17 395129.57 2. 12 Kamensky Fountain Maintenance 231 .26 0. 10 25215.68 0. 12 Linens 17349.05 0.61 139729.05 0.75 Publications & Dues 150.00 0.07 22837.00 0. 15 Travel/Training Expense 673.92 0.31 119102.30 0.60 • Taxes & Licenses 0.00 0.00 2,208.80 0. 12 Collections Expense 3,617.80 1 .64 25,327.45 1 .37 Payroll Tax Expense 4,496.89 2.04 227523.35 1 .22 Convention Development 75917.30 3.59 142465.44 0.79 Research Expense 0.00 0.00 19700.00 0.09 Contract Labor 25750.00 1 .25 209112.50 1 .09 See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Seven Months Ending July 31 , 2009 Current Month Year to Date Commissions 2,709.65 1 .23 15, 105.88 0.82 Wages Expense 54,800.95 24.82 256,704.72 13.93 Electricity Utility 69282.41 2.85 419995.99 2.28 Gas Utility 77.91 0.04 8,795.36 0.48 Water Utility 768.81 0.35 3,500.69 0. 19 Cable 89.39 0.04 626.62 0.03 Security 25917.59 1 .32 43531 .73 0.25 Airport Advertising 0.00 0.00 23970.00 0. 16 Minor Equipment 0.00 0.00 6,674.00 0.36 Airport Info Booth 0.00 0.00 23400.00 0. 13 Coaches Clinic 0.00 0.00 35,800.00 1 .94 All Star Games 0.00 0.00 15,000.00 0.81 Saturday of Champions 0.00 0.00 49000.00 0.22 State Soccer 0.00 0.00 19750.00 0.09 DECA 0.00 0.00 31000.00 0. 16 Walton Arts Special Project 0.00 0.00 109000.00 0.54 Solar Splash Specail Project 0.00 0.00 51000.00 0.27 Square Gardens 0.00 0.00 293244.43 1 .59 Waterski Champion 0.00 0.00 13500.00 0.08 Dickson St Special Project 0.00 0.00 189450.87 1 .00 AR Air Museum 0.00 0.00 7,000.00 0.38 Theatre Squad 0.00 0.00 23000.00 0. 11 Duathlon 0.00 0.00 51000.00 0.27 Joe Martin 0.00 0.00 31000.00 0. 16 Ozark Valley 0.00 0.00 1 ,000.00 0.05 Ozark Military Special Proj 153.54 0.07 307.08 0.02 Outdoor Track 103000.00 4.53 103000.00 0.54 • Misc Special Project 463.50 0.21 71519.63 0.41 Bond Payments-Town Center 55,413.35 25. 10 387,893.45 21 .06 Trustee Expense 19125.00 0.51 33375.00 0. 18 Transfer OUt 0.00 0.00 2323265.00 12.61 Total Expenses 2673962.49 121 .36 1 ,652,353.03 89.69 Net Income $ (47,270.69) (21 .41 ) $ 188,012.43 10.21 I I I • See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Seven Months Ending July 31 , 2009 • Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year Revenues HMR Tax Revenue $ 180,506. 13 $ 1857389.41 S 1 ,2463049.56 S 11219,905.81 Prior Year HMR Tax Revenue 384.00 2,863.43 20,323.24 273034.02 Rental Income 28,055.61 407785.98 229,905.00 2803151 .01 Other Income , 100.00 3,362.50 11458.75 53073.62 Travel Hero 999.74 0.00 11499.71 11251 .28 Parking Revenue 650.00 370.00 51078.30 103739.87 Parking Lease 11874.68 27513.34 10,619.24 21513.34 Gift Shop Sales 217.49 271 .05 31178.71 25406.32 Visitor Store 13292.40 11838.97 91308.89 51679.08 Partnership Income 400.00 0.00 71300.00 79200.00 Admission Revenue 497.00 592.49 33291 .26 3, 191 .08 Track Tickets 0.00 0.00 31155.70 33145.00 Special Projects 30.00 0.00 113416.39 270.00 Sustainability Summit 0.00 0.00 14,000.00 0.00 Interest Income Investments 39641 .07 61368.03 25,587.99 38,307.45 Interest Income Checking 243.20 613.20 11752. 16 65756.28 Visitor Guide Ad Income 2,000.00 0.00 143100.00 0.00 Hospitality Summit (83.27) 0.00 1 ,916.73 0.00 Fee Refunds 0.00 0.00 0.00 50.00 Transfer In 0.00 41053.59 232,265.00 3345921 .04 Total Revenues 220,808.05 249,021 .99 1 ,842,206.63 17948,595.20 Cost of Sales • Clinton House Gift Shop 116.25 352.64 11841 . 17 2,000.37 Total Cost of Sales 116.25 352.64 1 ,841 . 17 23000.37 Gross Profit 2203691 .80 248,669.35 1 ,840,365.46 1 ,946,594.83 Expenses Signage- Tourism 15349.61 2,651 .35 4,969.07 41541 .98 Credit Card Discounts 761 .62 424. 17 3,720.44 2,805.59 Bank Charges 0.00 39.85 187.75 461 .98 Parking Expense 100.00 100.00 700.00 600.00 Advertising & Marketing 42,990. 12 0.00 2072831 .77 965080.99 Brochures 42,601 .07 39000.00 67,436.92 382421 .51 Accounting & Legal Fees 625.00 425.00 49375.00 32475.00 Office Expense 1 ,787.93 15409.75 10,305. 12 9,067.69 Visitor Store Exp 31770.31 57.36 62975.22 1 ,745. 15 Insurance & Health Benefits 22786.49 15105.81 219368.00 177055.27 408 (P) Company Match 19510.23 901 .71 72041 .99 55954.25 Car Allowance 450.00 300.00 29100.00 2, 100.00 Telephone Expense 19385.31 19410.96 9,578.46 105570.85 Postage and Shipping Expense 22582.39 515.99 115580.85 11 ,424.22 Tracking Software 0.00 0.00 0.00 11695.00 Material & Supplies 0.00 130.38 95.85 43166. 16 Rent 0.00 0.00 12,000.00 12,000.00 Maintenance/Lawn 70.00 90.00 325.00 260.00 Repairs & Maintenance Expense 9,204.09 25,863.83 39, 129.57 869790.52 • Kamensky Fountain Maintenance 231 .26 163.88 21215.68 43,035.49 Linens 1 ,349.05 49164.26 13,729.05 175369.59 Publications & Dues 150.00 265.00 21837.00 55272.00 Travel/Training Expense 673.92 (42.99) 11 , 102.30 14,552.53 Taxes & Licenses 0.00 200.00 2,208.80 75044.36 Collections Expense 35617.80 3,765.06 25,327.45 24,938.80 See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Seven Months Ending July 31 , 2009 Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year Interest Expense 0.00 0.00 0.00 132.84 Payroll Tax Expense 41496.89 2,881 .75 22,523.35 24,520.64 Convention Development 7,917.30 1 ,293.67 14,465.44 42447.42 Research Expense 0.00 0.00 1 ,700.00 0.00 Contract Labor 29750.00 3,900.00 202112.50 23,842.39 Commissions 21709.65 15801 .46 159105.88 175656.68 Wages Expense 54,800.95 33,322.76 256,704.72 251 ,379.71 Electricity Utility 63282.41 6,415. 18 419995.99 37,525.38 Gas Utility 77.91 86.06 85795.36 109980.93 Water Utility 768.81 727. 13 3,500.69 59138.28 Cable 89.39 89.53 626.62 596. 12 Security 2,917.59 21 .85 49531 .73 830.45 Airport Advertising 0.00 0.00 2,970.00 59370.00 Minor Equipment 0.00 3,272.04 65674.00 139472. 14 Minor Equipment Capitalized 0.00 0.00 0.00 (72402.35) Airport Info Booth 0.00 0.00 27400.00 0.00 Botanical Gardens of the Ozark 0.00 0.00 0.00 32,831 .45 Special Prcj/Ceramic Syposium 0.00 0.00 0.00 7,500.00 Caring for Creation Conference 0.00 0.00 0.00 19000.00 Calcasieu Rabbit Show 0.00 0.00 0.00 500.00 Coaches Clinic 0.00 0.00 359800.00 209000.00 4 State Volleyball 0.00 0.00 0.00 49000.00 All Star Games 0.00 0.00 153000.00 10,000.00 Saturday of Champions 0.00 0.00 43000.00 43000.00 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 31000.00 1 ,000.00 Walton Arts Special Project 0.00 0.00 103000.00 15,000.00 Solar Splash Specail Project 0.00 0.00 51000.00 71500.00 Square Gardens 0.00 106,960.32 29,244.43 231 ,720.35 ASCE Special Project 0.00 0.00 0.00 51000.00 Waterski Champion 0.00 4,000.00 17500.00 57200.00 Dickson St Special Project 0.00 0.00 18,450.87 24,805.61 Youth Slow Pitch 0.00 6, 196.82 0.00 62196.82 AR Air Museum 0.00 0.00 7,000.00 0.00 Theatre Squad 0.00 0.00 2,000.00 0.00 Duathlon 0.00 0.00 52000.00 0.00 Joe Martin 0.00 0.00 3,000.00 0.00 Ozark Valley 0.00 0.00 15000.00 0.00 Ozark Military Special Proj 153.54 0.00 307.08 0.00 Outdoor Track 10,000.00 0.00 10,000.00 0.00 Misc Special Project '463.50 19008.60 79519.63 125260.92 Bond Payments-Town Center 55,413.35 545957.71 3875893.45 384,703.97 Trustee Expense 19125.00 19125.00 39375.00 45500.00 Transfer OUt 0.00 45053.59 2329265.00 334,921 .04 Total Expenses 2679962.49 279,054.84 1 ,652,353.03 1 ,929, 105.72 Net Income $ (473270.69) $ (30,385.49) $ 188,012.43 $ 179489. 11 • See Accountants' Compilation Report Clinton House Museum Stmt of Budget, Revenue Expense-Modified Cash Basis Month Ending July 2009 ' 2009 2009 2009 2009 July July 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 A&P 32,264.60 15,000.00 32,265.00 (0.40) 30,000.00 Admission 4,807.64 2,800.00 3,047.35 1 ,760.29 400.00 497.00 3,191 .08 Special Events 500.00 287.00 - 500.00 41 .00 Gift Shop Sales 6,000.00 3,500.00 3,631 .15 2,368.85 500.00 497.49 21717.32 Interest - 68.18 (68.18) '221 .35 Other Income 150.00 75.00 64.08 85.92 150.00 Total 67,222.24 21 ,662.00 39,075.76 941 .00 994.49 36,279.75 Expenses Salary+Benefits 34,180.00 19,845.00 17,207.21 16,972.79 2,835.00 31266.55 17,747.39 Payroll Tax Exp 2,625.00 1 ,533.00 1 ,589.81 1 ,035.19 219.00 295.98 1 ,642.27 Insurance-Health 3,403.24 1 ,981 .00 46.00 3,357.24 283.00 11142.64 401K Match 850.00 495.00 - 850.00 71 .00 211 .64 Rent 12,000.00 12,000.00 12,000.00 - 12,000.00 Utilities-$3500 - - Waler 400.00 235.00 259.60 140.40 35.00 37.05 245.61 Gas 1 ,400.00 1 ,048.00 686.53 713.47 42.00 23.32 946.06 Electricity 750.00 461 .00 400.45 349.55 105.00 108.78 382.75 Telephone 1 ,200.00 700.00 633.94 566.06 100.00 97.96 899.09 Materials & Supplies 1 ,200.00 700.00 897.50 302.50 100.00 20.99 871 .05 Credit Card Discount; 500.00 287.00 441 .90 58.10 41 .00 136.50 343.79 Bank Charges 100.00 72.00 58.25 41 .75 8.00 59.70 Security 264.00 132.00 152.95 111 .05 22.00 21 .85 130.45 Maintenance/Lawn 500.00 350.00 325.00 175.00 50.00 70.00 260.00 Repair/Maintenance 1 ,000.00 500.00 38.24 961 .76 368.59 Sales Tax 500.00 287.00 459.00 41 .00 41 .00 280.00 311 .00 Special Projects 600.00 350.00 195.61 404.39 50.00 501 c3 Application - - - Publications/Dues 250.00 200.00 50.00 200.00 Travel/Training 500.00 300.00 200.31 299.69 496.74 Gift Shop Items 5,000.00 3,500.00 1 ,841 .17 3,158.83 11000.00 116.25 2,000.37 Misc 8.00 - - Minor Equipment - - - Total 67,222.24 44,984.00 37,483.47 5,002.00 4,475.23 40,059.14 Convention Visitors Bureau Stmt of Budget, Revenue Expense-Modified Cash Basis Month Ending July 2009 2009 2009 2009 2009 July July 2008 Annual Budget Year To Dale Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Revenue Transfer from ABP 309,948.22 200,000.00 200,000.00 109,948.22 200,000.00 Interest 600.00 350.00 303.15 296.85 50.00 57.21 440.19 Bus Tour Income - 3,136.00 Partnership Dues 8,000.00 6,400.00 7,300.00 700.00 1 ,600.00 400.00 7,200.00 Travel Hero 2,500.00 1 ,500.00 1 ,499.71 1 ,000.29 999.74 .1 ,251 .28 Vist. Ctr. Store 12,000.00 6,300.00 9,315.45 2,684.55 1 ,200.00 1 ,292.40 5,679.08 Admission Revenue - 243.91 (243.91 ) Other Income 3,216.43 (3,216.43) 16.73 4,115.00 Total 333,048.22 214,550.00 225,014.65 2,850.00 2,766.08 218,685.55 Expenses Salary+Benefits 198,321 .00 106,785.00 110,742.64 87,578.36 15,255.00 23,798.15 105,957.44 Payroll Tax Exp 17,848.89 9,695.00 9,245.27 8,603.62 1 ,385.00 1 ,832.67 9,152.57 Insurance-Health 16,928.70 9,870.00 11 ,606.35 51322.35 1 ,410.00 1 ,437.20 7,534.66 401K Match 5,949.63 3,465.00 3,188.50 2,761 .13 495.00 683.25 2,650.08 Rent - - Utilities - - Telephone 7,500.00 4,375.00 3,817.30 3,682.70 625.00 539.51 41479.33 Electricity 4,000.00 2,331 .00 2,412.44 1 ,587.56 333.00 331 .53 2,212.21 Water 550.00 315.00 315.75 234.25 45.00 52.57 354.39 Postage - 16.40 16.40 Conv & Tourism Develop 23,585.00 20,885.00 14,160.89 9,424.11 7,700.00 7,917.30 4,447.42 Travel & Training 32,045.00 22,590.00 9,619.45 22,425.55 3,800.00 493.92 12,839.18 Publications/Dues 3,020.00 2,820.00 1 ,807.00 1 ,213.00 950.00 3,227.00 Repair/Maintenance 2,000.00 1 ,200.00 3,030.30 (1 ,030.30) 1 ,115.66 1 ,706.30 Office Supp/Printing 6,000.00 3,500.00 7,280.77 (1 ,280.77) 500.00 1 ,136.95 4,684.00 Tracking Sftware/Maint 1 ,700.00 1 ,700.00 - 1 ,700.00 1 ,695.00 Credit Card Discounts 750.00 434.00 825.68 (75.68) 62.00 162.04 518.07 Taxes & Licenses(ASCAF 300.00 300.00 293.50 6.50 Visitor Ctr Store Itms 8,000.00 4,662.00 6,975.22 1 ,024.78 666.00 3,770.31 1 ,745.15 Education Reimbursemen 3,000.00 - - 3,000.00 Bank Charges 350.00 203.00 49.75 300.25 29.00 276.70 Parking Expense 1 ,200.00 700.00 700.00 500.00 100.00 100.00 600.00 Special Project - 1 ,700.00 4,046.00 Transfer Out - 3,162.00 4,053.59 Total 333,048.22 195,830.00 190,949.21 33,355.00 43,387.46 172,189.09 Fayetteville Town Center Stmt of Budget, Revenue Expense-Modified Cash Basis Month Ending July 2009 2009 2009 2009 2009 July July 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 448,250.00 261 ,478.00 213,182.00 235,068.00 37,354.00 25,618.61 263,116.80 Interest - Checking 1,000.00 581.00 329.85 670.15 83.00 46.25 831.36 Parking Revenue - - - Daily 8,000.00 4,662.00 6,398.30 1,601 .70 666.00 650.00 10,739.87 Leases 10,000.00 6,550.00 9,299.24 700.76 1,874.68 2,513.34 Other Income - 0.94 (0.94) 711.12 Sales Tax Exp (4,000.00) (2,331.00) (2,227.00) (1 ,773.00) (333.00) (313.00) (2,303.00) Less Returns & Allowance - (300.00) 300.00 . Special Projects 6,205.05 5,000.00 5,956.39 248.66 Mist Revenue - - Transfer 4.921.04 Total 469,455.05 275,940.00 232,639.72 37,770.OD 27,876.54 280,530.53 Expenses Salary+Benefits 170,515.00 91,828.00 86,499.07 84,015.93 13,116.00 18,610.01 88,224.20 Commissions 30,000.00 17,500.00 15,105.88 14,894.12 2,500.00 2,709.65 17,656.68 Contract Labor 7,200.00 4,200.00 862.50 6,337.50 600.00 1 4,312.50 Payroll Taxes 18,046.35 9,716.00 8,199.89 9,846.46 1,388.00 1,644.41 10,296.09 Credit Card Discount! 3,500.00 2,037.00 2,452.86 1 ,047.14 291.00 463.08 1,943.73 Insurance 16,928.70 9,870.00 8,769.95 8,158.75 1 ,410.00 1,444.20 7,667.87 401K Match 5,115.00 2,982.00 2,565.85 2,549.15 426.00 553.20 1,928.29 Utilities - _ _ Water 8,000.00 5,075.00 2,925.34 5,074.66 715.00 679. 19 4,538.28 Phone 9,500.00 5,550.00. 5,127.22 4,372.78 795.00 747.84 5,137.56 Electricity 65,000.00 35,955.00 39,183.10 25,816.90 6,296.00 5,842.10 34,930.42 Gas 13,000.00 10,139.00 8,108.83 4,891. 17 165.00 54.59 10,034.87 Cable 1 ,080.00 630.00 626.62 453.38 90.00 89.39 596.12 Postage 135.00 135.00 98.00 37.00 133.79 Contract Services - _ - Linens 27,000.00 15,654.00 12,057.79 14,942.21 2,240.00 1,349.05 17,369.59 • Outside - - - Repairs & Maintenam 75,000.00 43,750.00 28,737.47 46,262.53 6,250.00 6,818.42 50,057.38 Materials 8 Supplies 5,000.00 3,000.00 - 5,000.00 400.00 Office SuppliesfPrinting 1,250.00 3,504.23 (3,504.23) 1 ,250.00 629.99 3,184.29 Advertising 3,000.00 1 ,750.00 1 ,766.00 1,234.00 1,182.84 Travel/Training 500.00 400.00 (869.12) 1,369.12 371 .78 Building Insurance 5,800.00 - - 5,800.00 - TaxesBLicenses 3,035.00 3,035.00 1,915.30 1,119.70 35.00 1,832.84 Special Projects - 4,162.02 (4,162.02) 463.50 1,760.92 Misc 10.00 - - Bank Charges 100.00 50.00 49.75 8.00 59.70 Depr Expense - - _ Security 2,000.00 - 4,378.78 2,895.74 700.00 Transer In 867.45 Total 469,455.05 264,516.00 236,227.33 37,975.00 44,994.36 264,787.19 • Fayettevire A P Commisabn Stmt of Budget, Revenue E�nso-ModiSed Cash Basis Monty Fstltag July 2009 2009 2009 2009 2009 Mommy JulywAn 2008 • Annual Budget Year To Data YearTo ctuad Year Monthly Monthly Year TO Date Accumulated Actud BNanco Budget Actual Actual Budget Revenue HMR Tax Revenue 1,954,305.90 1,110.431.00 1,248,049.56 708,256.34 168,079.00 180,508.13 1,219,905.81 Prior Year HMR Tax Rev - 20,323,24 384.00 27,034.02 Interest 50,000.00 29,170.01) 22,123.45 27,876.55 4,166.00 3,641.07 5,263.36 Bond Refund 5.000.00 - - 5,60x00 Other-Wsltor Guide act 20,WD.W 17,500.00 14,100.00 5,900.00 2,000.00 Rent Income - 19.250.00 1 2750.00 19,287.21 Misc Income - 5.573.73 (5,573.73) 30,00 3,612,50 SusWmbWty Summit - 14,000.00 Investment Fund Transfer - 3,464.54 (3,484.54) 36.307.45 Fund Transfer for CVB - - - 100.000.W Square Garden CamJc 29,245.00 - - 29,245.00 Interest Inc Cheddnn 2080.00 105098 (105098) 41600 13974 Total 2,056550.90 1,159,161.W 1,345,935.50 172,681.00 189,450.94 1.413.410.37 Exponsos Transient 330.000.W Town Center Fund 671,079.39 391,288.50 387,893.45 283,185.94 55,698.W 55,413.35 382,453.97 Bond Audit Exp 2,WO.W 2,OOO.W - 2.000.00 2,000.00 Bond Paying Agent Fe 6,000.00 4,500.W 3,375.W 2,625.W 1,560.W 1,125.W 4,500.00 W4aionan's Comp Ins 2,52O.W - - 2,526.W Cdlecdon Exp 40,618.26 23,101.00 25,327.45 15,290.81 3,4W.00 3,617.80 24,938.80 Transfer 0CVB 309,948.22 2W,000,00 2W.00.50 109,948.22 Transfer to GNton Hm 32,264,50 32,264,00 32,265.W (0.40) Peace Fountain Mont 1O,600.01D 5,5110.00 1795.06 6,204.94 250.00 231.26 43.035.49 Salaries 60,431.W 46,914.W 42.255.80 36175.20 6,702.50 9,126.24 39,440.66 Payroll Tax Exp 7,125.50 4,151.00 3,488.38 3,6%.62 593.W 723.83 3,429.71 IrvwrencwHealth 3,450.24 1,981.00 945.70 2,457.54 283.00 (94.91) 710.10 401K Match 2,412.93 1,407.00 1,287.64 1,125.28 201.W 273.78 1,164.24 Car Allw2nce 3,6W.W 2,100,00 2.100.50 1,550.50 300.W 450.00 2,100.00 Ativemisi g & Markelm 375,500.00 195,500.00 206085.77 168,934.23 35,600.W 42.990.12 94,898.15 Airport IMO Booth 5,200,00 3,600.00 2.400.00 2,860.W Alport AdvenisNg 5,940.W 2.970.00 2,970.W 2.970.W 5,370.00 Brochures 1W,00O.W 64,000,50 67,438.92 32,563.08 15,WO.W 42,601.07 36421.51 Website Updata 10,00O.W 8,000.00 - 10,050.00 Sigrupe- Tounam 10,500.00 5,000.00 4,969.07 5,030.93 2,000.00 1,349.61 4,541.98 Podiction & Dues 2.045.W 1,225.W 980.00 1,505.00 200.00 150,W 2,045.W TreveVfra4wq 2.500.00 2,500,00 2,458.21 43.79 180.00 844.83 Mce Sup & Printing 1,000.W 700.W 438.93 561.07 100.00 4,549.38 Postage 20,WO.W 10.5W.W 11.417.25 8,582]5 1,500.00 2.565.99 11,290.43 Pmfassimul Services 7,500.00 4,375.00 4,375.00 3,125.W 625.W 625.00 3.475.W • Streeplc Rarmig 350.00 - - 360.W Audit Expense - TownCenterGardens 20,000.00 11,682.0 - 20,OW.W 1,660.W Botanical Garden - - - 32.831.45 Square Gardens 29,245.W 29.245.W 29,244,43 0.57 231,720.35 Air Museum 7,500,50 7.000.00 7,000.00 - Spedai Projects _ 24.000.00 Calcasieu Rebel Show _ - 50000 Ceramic Symposium _ - UABoostedRegimul 12,SOO.W 12,500,0 - 12,500.50 OzaM Valley TriaWon 1,000.00 1.500.00 1,000.0 - DuaNion 5,000.W 5,000.W 5,000.0 - DkluurnStMuskFest 00,000.W 20,000,50 18,450.87 1,549.13 24,805.61 DECA Marketing Fash 3,000,00 3.000.00 3.000.W - 1,000,00 4 State Vo0eyba0 Classic 4 00() 0D NCAATack Oddm 10,000.00 10,000.00 10.000.50 - 10.000.00 A9 Saw Caron 15,000.W 15.=.W 15,500.50 - 10.000.50 AR H.S. Coaches COM 30,000.00 30.500.00 30J)DD.W - 20,000.00 Saturday d champion 4,500.00 4,000.50 4.000.0 - 4.00.W NWA Commes CWBc 6.000.00 8,000.00 5,800.00 200.00 State Satter Fouls 1,7W.W 1,760.W 1750.0 - 1,550,26) 7A State Track Meet - 1,000.0 SEC Tennis Toumame 1,50000 1,500.0 - 1,500.W FayetteviVe Night Jam 5,500.00 - - S,DW,W Ozark Matary Museun 1,500.00 - 307,08 1,192.92 153.54 Jae Mahn Stage Ram 3,000.W 3.000.W 3,000.00 - State Master Gardner Comr _ ML Sequoyah Caring for Creation - Solar Splash 5,000,00 5.450.00 S,WO.W - 7.500.W TheatmSquared 2,000.00 2,600.W 2,060.W Walton Ms Center Bn 10,000.W 10,500.00 10,000.60 - 15,WD.W WaterS)d Regional Champ - 1,550.00 (1,550.00) 5,200.00 Youth Slew Pitch World Series - - - 6,198.82 Mise Equip 50.000.00 35,000.00 6,674.00 43,326.00 15,500.60 13,472.14 Repair& Maintenance 75,000.00 43,750.00 7,744.18 67,255.82 6,250.00 1,270.01 34,658.25 Depredation Exp 26,500.W 11,655.00 20.000.W 1,665,00 Compact tabor - 19,250.60 (19,250.00) 2,7W.W 19,529.89 Unwomatd Revewes 10,167.88 10,168.W - 10,167.88 Bank Charges - 30.00 (W W) 85.88 Tun& Licenses - 5,344.36 Total 2,058,550.52 1,289,304.50 1,188,993.19 150,226.W 175,501.69 1,459,534.02 • FAYETTEVILLE THE CRY OF FAYETTEVILLE, ARKANSAS KIT WILLIAMS, CITY ATTORNEY DAVID WHITAKER, ASST. CITY ATTORNEY PARTMENTAL CORRESPONDENCE LEGAL DEPARTMENT TO: A & P Commissioners CC : Casey Jones, City Prosecutor Marsha Hertweck, Accounting Director FROM: Kit Williams, City Attorney DATE: September 2, 2009 RE: Overdue HMR tax collection I will not be able to attend your meeting in September, but here is my report. Only $884.00 in overdue FUVIR taxes was collected last month for a year-to-date total of $59,209.61 . Only 3 of the 15 cases were closed with a delinquent balance • of zero. • CITY OF FAYETTEVILLE OFFICE OF THE PROSECUTING ATTORNEY CLINTON K. JONES MANDY FINKLEA OFFICE ADMINISTRATOR CITY PROSECUTOR E-mail: hotcheck&l.fayettevilie.ar.us BRIAN THOMAS tot W. Mountain, Suite 202 FAYETTEVILLE, ARKANSAS 72701 DEPUTY CITY PROSECUTOR PHONE: (479) 575-837 (479) 575.8378 (479) 575-8374 MEMO (479) 575-8375 Hot Checks: (479) 575-8254 FAX b : (479) 5754373 TO: K. Williams Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: September 2, 2009 RE: Status of Active HMR cases • . Acambaro Four Jesus Socarro Paid: -0- Delinquent Balance: Forms not turned in Filed CS (May & June 2009) 2. Brenda's Drive In Christopher A. Legg Paid: $719.44 Collin L. Wilkins Delinquent Balance: -0- Closed 3. Butcher Block Gary W. Bell Paid: -0- Court Ordered to pay $200.00 Per Month Delinquent Balance: $ 1 ,871 .28 Active Contempt of Court 4. Chick Pea LLC John G. McIntyre Paid: -0- Delinquent Balance: Forms not turned in Criminal Summons Served Arraignment: 8/08 — No Show Pending FTAS Warrant 5. China Garden Hsiao L. J. Shen Paid: -0- Delinquent Balance: Forms not turned in • TD: 10/21 t Williams Weptember 2, 2009 Page 2 6. Dominoes Pizza Lloyd Hardison Paid: -0- Delinquent Balance: $4,790.66 TD: 7/08/09 — Court ordered to pay $200.00 a month. Pending Contempt of Court 7. Froggy's Rodney A. Hall Paid: -0- (Oct — Dec 08) Delinquent Balance: Forms not turned in Paid: -0- (Jan — April 09) Delinquent Balance: Forms not turned in TD: 10/14 8. Hogwild Pizzeria David S. Mackey Paid: -0- (Jan — Mar 09) Delinquent Balance: $ 1 ,250.00 Paid -0- (April 09) Delinquent Balance: Forms not turned in TD: 10/28 �. Los Cuates Maria Richard Paid: $ 150.00 Delinquent Balance: $403.00 Trial Date: 9/02/09 - Settled 10. RX Catering Jarrod C. Butler Paid: -0- Delinquent Balance: $6,755.85 Set for Trial: 12/03/08 — Guilty Ordered to Pay $200.00 a month Active Contempt of Court Served Arraignment: 7/13/09 — No Show FTAS Warrant Served TD: 9/2 — No Show Pending FTA Warrant 11 . Seafood Market Bar/Grill Craig Dowd Paid: -0- Delinquent Balance: $6,072.60 TD: 9/16 12. Shanghai Chinese Rest. Hsiao L. J. Shen Paid: -0- Delinquent Balance: Forms Not Turned In TD: 10/21 • t Williams eptember 2, 2009 Page 3 13. The Perk on Wedington Shea A. Hamm Paid: -0- Delinquent Balance: $877. 11 Arraignment: 4/13/09 - No Show FTAS Warrant Served Trial Date: 8/26/09 — Ordered to pay $75.00 a month 14. Wes' BBQ Wesley L. Whitmore Delinquent Balance: -0- Closed 15. Willco One Stop James Williams Paid: $ 14.56 Rex Williams Delinquent Balance: -0- . Closed TOTAL: $884.00 • CLINTON HOUSE MUSEUM • MONTHLY REPORT AUGUST 2009 The Clinton House Museum had a total of 104 visitors in August 2009. The returning of students to fall classes at the UofA also brought in many families and newcomers to the Northwest Arkansas area. With the recent addition of many new items in the Gift Shop, sales have increased exponentially with magnets being the fan favorite. Also, we introduced a new "I MISS BILL" bumper sticker featuring the Clinton House Museum logo and colors. iV usu m ACTIVITIES AND EVENTS: The Clinton House Museum celebrated the former President' s 63rd birthday on August 19'". Well wishers greeted with Bill' s favorite snacks of Roasted Peanuts, Moon Pies, and RC Colas the entire week, in addition to free admission on Wednesday. A birthday card was signed by friends and fans alike sent in our annual fashion. Media coverage was abound for this event on both local television and radio stations and the Northwest Arkansas Times. SEPTEMBER ACTIVITIES: September marks extensive work on the back Gardens. Hammer & Chisel began work with the replacement of the stone retaining wall. Leisurescapes has been retained to complete the groundwork • and Modem Fence will install a cedar privacy fence around the perimeter and decorative metal fence with gate along west front. Landscape architect, Daniel Keeley with dkDESIGN has created the plan for the Garden to include Climbing Yellow Roses over an Arbor, Flowering Cherry trees, and a First Ladies Flower Garden featuring all the flowers chosen by each first lady on the west side of the property. We are looking forward to seeing many volunteers to begin planting and the birth of the Garden, including members of local civic groups and student interns from the UofA. The Pat O' Brian for Secretary of State Campaign will also be holding a fundraiser/rally on September 18d' from 5-8pm on the grounds in addition to an Election Day Watch Party in November. • Activity Report )m: 08/0112009 To: 09/01/2009 •ALLYSON E-Mail 8/25/2009 Community Clinic of NWA Ashley Keeslin Board Meeting the rates and details for carnall hall E-Mail Received 8/11 /2009 International Association of Fire Fighters Jeremy Ashley Spring Rally FW: Annual Conference 8/12/2009 International Association of Fire Fighters Jeremy Ashley Spring Rally RE: Annual Conference 8/20/2009 Community Clinic of NWA Ashley Keeslin Board Meeting RE: Sales Lead Issued Lead 8/4/2009 ASAE Josh Horn-Clarion Annual Meeting sent rfp for 2011 conference 8/4/2009 ASAE Anne Stephens-Courtyard Annual Meeting sent rfp for 2011 conference 8/4/2009 ASAE Tim Freeman-HIX & HS Annual Meeting sent rfp for the 2011 conference 8/4/2009 ASAE Mimi Minton-Cosmopolitan Annual Meeting rfp for 2011 conference 8/14/2009 Community Clinic of NWA Anne Stephens-Courtyard Board Meeting For meeting space, room rates and meals 8/14/2009 Community Clinic of NWA Inn at Carnall Hall Board Meeting For meeting space, room rates and meals •Meeting 8/4/2009 Allyson Twiggs-General Greg Nabholz-Sperry Van Ness downtown projects 8/5/2009 Arkansas Floodplain Management Assoc Troy Davis-City of Bville Annual Conference conference attendees night on dickson details 8/13/2009 Sells Agency Ms. Jade Hart/Leigh Allison about Ark bus article and prsa presentation 8/19/2009 Fayetteville High School Wayne Stehlik Athletic Department dates for upcoming AAA events 8/21/2009 Sells Agency Ms. Jade Hart about BBB map and insert 8/24/2009 Bikes, Blues, BBQ Jason Willems-Glazers needs for VIP rooms 8/25/2009 Bikes, Blues, BBQ Kelly Way-UA needs for vip room for BBB 8/25/2009 Bikes, Blues, BBQ Mr. Nelson Driver tour of vip areas for rally 8/26/2009 Allyson Twiggs-General PRSA lunch spoke to prsa about new branding campaign 8/27/2009 Bikes, Blues, BBQ Jeremy Ashley-Poker run details and needs for poker run Phone Call 8/14/2009 Community Clinic of NWA Ashley Keeslin Board Meeting lead for board of directors meeting 8/21 /2009 Community Clinic of NWA Tom-inn at carnall hall • Board Meeting alternative dates for the board meeting 8/25/2009 Arkansas Floodplain Management Associati Troy Davis-City of Bville Annual Conference follow up on needs for conference JULIE E-Mail Sent • 8/6/2009 Dream Journeys duginpast@aol.com Tour for Sat :) Group Tour 8/9/2009 Dream Journeys Mrs. Charlotte Chevez Farmers Market and Golden Coral Group Tour Packet 8/19/2009 Mountain Home Charter Service, Inc Mr. Scott Lumbert South Central Motorcoach Follow Up 8/25/2009 United Motorcoach Association Mr Ken Presley South Central Motorcoach Follow Up 8/25/2009 Steve Ellis Tours and Receptive Mr Steve Ellis South Central Motorcoach Follow Up 8/25/2009 Star Coach Mrs Sandy Smith South Central Motorcoach Follow Up 8/25/2009 Mayo Tours Mrs Renee Abshire South Central Motorcoach Follow Up 8/25/2009 Gaten's Adventures Mr Clarence Gaten South Central Motorcoach Follow Up 8/25/2009 Daisy Tour Mr David Bratcher South Central Motorcoach Follow Up 8/25/2009 Calco Travel Mrs Callen Hotard South Central Motorcoach Folllow up 8/25/2009 Arrow Coach Lines Mrs Betty Hall South Central Motorcoach Follow Up 8/25/2009 Vision Tours Mr Rudy Hulett •South Central Motorcoach Follow up 8/25/2009 Salter Trailways Mrs Patricia Byrd South Central Motorcoach Follow Up 8/25/2009 Red River Coaches Mr Peter Ramsey South Central Motorcoach Follow Up 8/25/2009 Executive Coach Mr Raja Chaudhry South Central Motorcoach Follow Up 8/25/2009 Graceland Mrs Laura Griffin South Central Motor Coach Association Follow Up 8/25/2009 Tri City Charter Mr Jim Pitstick South Central Motorcoach Follow up Phone Call 8/19/2009 Mountain Home Charter Service, Inc Mr. Scott Lumbert South Central Motorcoach Returned phone call for September 21st RYAN File Note 8/3/2009 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament Running event through weekend Meeting 8/18/2009 Fleet Feet Andrea Gunnell 10 K Run Deciding date for future run 9/1 /2009 Fleet Feet Andrea Gunnell 10 K Run 2010K on Dickson and fun run • Phone Call 8/1212009 National Association of Sports Commission: Ms Beth Hecquet Topic:Yeild Management/Super Fund for unu: 8/31/2009 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament Springdale fields invoice from 09' tournament SHELLY E-Mail Sent 8/6/2009 UA First Year Experience Carl Riley *Orientation Sent email asking if could schedule for all FYE 8/13/2009 Arkansas Volunteer Coordinators AssociaticArthurine Harrison Summit Conference Follow up on Fayetteville bid 8/17/2009 UA Center for Retailing Excellence Pam Styles Emerging Trends in Retailing Offered assistance for 10/1 event 8/17/2009 UA Art Jeannie Hulen Ceramics Symposium Inquired as to status of hosting in 2010 8/21 /2009 UA International Students & Scholars Emily Ironside Sent photos for website 8/24/2009 Arkansas Lottery Commission Mark Hearn Training meeting Sent lead results File Note 8/7/2009 American Association for Crystal Growth Annual Meeting Meeting in resort locations; may be open to ct Letter Sent 8/21/2009 UA Graduate School Ms. Diane Cook Sent 185 graduate school packets out Meeting 8/12/2009 UA International Students & Scholars Mr Michael Freeman Booth at ISS Orientation Phone Call 8/6/2009 UA First Year Experience Carl Riley Orientation speak to FYE classes in October • 8/13/2009 UA International Students & Scholars Dylan Pressley needs logo and information for recruiting effor 8/24/2009 Arkansas Lottery Commission Mark Hearn Training meeting Looking for meeting space for 9/17-9/18/09 8/28/2009 Arkansas Volunteer Coordinators Associatic Arthurine Harrison Summit Conference Booking with Holiday Inn Springdale • Fayetteville Visitor Center = 2009 Sales & Visitor Count Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Sales Totals $502.70 $670.45 $842.57 $1 ,531 . 11 $2,320.70 $2,211 .38 $1 ,919.87 $2,035.88 2008 Totals $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 % Change 1267% 440% 322% 82% 112% 98% 15% 89% from 2008 Visitor Count 235 381 539 906 1 ,042 1 ,273 1 , 120 1 , 148 2008 Total , 162 175 207-1725903 873 983 829 733 875 532 553 % Change 31 % 118% 160% 25% 15% 46% 12% 28% from 2008 2009 Coal = 412,000/year or $1,000/month Totals for 2009 $12,034.66 Monthly $1 ,504.33 visitors 63644 Averages 831 9b Change = divide the difference between the two numbers by the starting number then move the decimal two spaces right 2008 Monthly Sales Average=tr,028.93 2008 Monthly Visitor Average=629 • tl • MIT ® ® New Foundland ® Fayetteville Town Center, Manager's Activity Report August 1 , 2009 to August 31 , 2009 SOS ales: AUGUST AUGUST Month YTD YTD YTD 2008 (base) 2009 % Change 2008 2009 % Change Sales 9 16 77% 147 128 (13%) # returned contracts by log date — GL Complete Events (Paid/Sponsored) 17 18 6% 148 149 1 % EMS Calendar - attached Sales $16,725.00 $37,729.43 125% $262,706.79 $217, 127.47 (17%) $ returned contracts by log date — GL Collections " $32, 111 .29 $37,401 .92 16% $294,029.93 $257,385.52 (12%) $ - Payment Lo Credit0- $ - GL Average per event $1 ,858.33 $2,358.09 27% $1 ,787. 12 $1 ,696.30 (5%) $ Sales / # Sales We collected $37,401 .92 for rentals and incidentals in August, a little above monthly goal of $37,355.00! All monthly numbers show an increase over this time last year. We have reached 57% of our 2009 goal of $448,250.00. Operations Items: • General cleaning and maintenance of facility. Marketing, Sales and Public Relations: • Cat TV Halloween Fundraiser • Cisco Training on Plaza Event List: • August 1 — Lo Wedding Reception • August 13 — Woodland Jr High August 3 — P District Campaign Party • August 15 — Alfano Reception • August 5 — Hanson Pipe • August 15 — FHS 1999 Class Reunion • August 7-Roblee Reception set up • August 19 — UA Drama Dept. • August 7 — Eoff Reception • August 21 — AR Orthodontics set up • August 8 — Roblee Reception • August 22 — Arendale Reception • August 12 — Woodland Jr High • August 22 — NW AR Filipino Association August 26 — PRSA • August 28 — NW Turkey Federation • August 29 — Thalia's 15th Birthday Party 40 DIRECTOR'S REPORT August 2009 • ACTIVITY Tourism Activities — Heritage Trail Partners Amy Robinson — First Night Heather Kendrick Goff — Lighten Up & Take Your Kids to Dickson St. Historic District Commission — educational materials Relations with Media — Sue, True West magazine Rene — TIG Global Michele Hightower — volleyball ad Jennifer Frazier — Southern Living A & P — BBBQ brochure Meeting with Connie Edmonston and Lindsley Smith re: trails brochure Orientation with Brandon Karn Alex Jerde — Cosmopolitan Lisa Evans — LOTO vendor Amy Perryman — Acadia Publishing Jim Watson & Lorie Worden — credit card processing Jesse Sells — Hogeye inc. Elise — BBBQ Susan McCarthy — hotel bakery • Casey Pinalto — camels for LOTO Allyson — Jonesboro A & P — needed bylaws Clinton House Museum — State Review Board for National Register Status, Little Rock Town Center — Tommy Deweese, AEP S WEPCO Butch Coger — LED lighting Sam Palmer — Library LED lighting Greg Perkins — AEP SWEPCO Trey Hoskins — LED lighting Mary Snyder — Xerox copy machine • FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION LED LIGHTING FOR FAYEITEVILLE TOWN CENTER GARAGE • Bid Pricing Form (must be completed for your bid to be accepted) Name of Company: The Camera Shop, Inc., dba Custom Home & Commercial Electronics Contact Name James M. Coger Title President Business Address P.O. Box 1383 E-Mail Address butchcna•ch-ce.com City _Fayettevjlle State_AR Zip_M702 Phone _479-750-7111 or 479-841 -7116 FAX 479-750-7999 Preperformance bond is reflective of 100% of the "total turn-key bid amount" • Bid Bond (requirement to bid) is reflective of 5% of the "total turn-key bid amount" Total turn key bid amount $_115,481 .51 Total number of working days estimated to complete project 120 Can you meet the 48 hour requirement for service calls and repairs?_yes Execution of Bid — Upon signing this Bid, the bidder certified that he/she has read and agrees to the requirements set forth in this proposal, including speclBcations, terms, standard conditions, and any pertinent information regarding the articles being bid on. Bids must be submitted on this bid form in its entirety AND accompanied by descriptive literature on the products being bid. If specifications of item bid difference form provided literature, deviation must be documented and certified by the manufacturer as a regular production option. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as specified by the Fayetteville Advertising and Promotion Commission. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as specified herein. Unsigned bids will be rejected. _James M. Coger 1. Authorized by (printed name) uthorized signature ffI C � 08 / 24 /_2009 Date Title President