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Home My WebLink About2009-10-12 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, October 12, 2009, at 2 :00 p.m. in the Director' s Room of the Fayetteville Town Center. AGENDA ADVERTISING AND PROMOTION COMMISSION October 12, 2009 2:00 p.m. Town Center I . Call to Order II. Reports A. Approval of Minutes for September 14, 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. Funding requests for remainder of 2009 IV. New Business V. Adjourn • ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING September 14, 2009 •Commissioners Present: Bob Davis, Neal Crawford, Tim Freeman, Lioneld Jordan, Robert Rhoads and Maudie Schmitt. Commissioners Absent: None Staff Present: Sandra Bennett, Allyson Twiggs Dyer, and Marilyn Heifner CALL TO ORDER Tim Freeman called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on September 14 at the Fayetteville Town Center at 2:00 p.m. NEW COMMISSIONER Brandon Kam was welcomed as new commissioner filling the unexpired term of Pat Gazzola. MINUTES Moved by Jordan, second by Schmitt to approve the minutes of the August 10, 2009 meeting. Motion carried. HMR COLLECTIONS HMR collections were down -3 .87% in August, collections were $ 167,897. Year to date they are approximately even at 0.89%. 4kINANCIAL STATEMENTS Keith Glass reported that through July, Town Center revenues were down with expenses coinciding. Expenses in 2009 are consistent with 2008 expenses for the Town Center. Clinton House Museum has mirror image expenses with last year. A & P revenues are up from the budget numbers, which represent a 10% decrease. Expenses are down $ 100,000. CVB funds budgeted for travel have not been used and 2008 and 2009 expenses mirror each other as well. CITY ATTORNEY City Attorney Kit Williams reported that Prosecuting Attorney collected less than $ 1 ,000 for the month. CLINTON HOUSE MUSEUM REPORT Marilyn reported that 501 c 3 status for the Museum was approved. Visitors have increased over last year, again with many coming from out of state and out of country. Bill' s 62nd birthday party on August 19 drew a number of visitors to sign the birthday card and celebrate with moon pie and RCs. VISITOR BUREAU Allyson reported that 60 bikes have been rented so far this year. Travis Tritt concert in conjunction with the LPGA was a good event for Dickson St. Oktoberfest was successfully launched on Dickson St. BBBBQ is next week. August sales surpassed anticipated income goal for the CVB store. Dickson St. Inn opens on Wednesday. TOWN CENTER Z Town Center met their August goal and collected $37,401 .92. EXECUTIVE DIRECTOR REPORT Marilyn met with the City Historic District Commission and is researching a brochure which would ghlight various architectural/historical structures in Fayetteville. She met with Connie Edmonston and Lindsley Smith regarding the Trails Brochure. A lot of her time this month was spent on the LED lighting. AGENCY REPORT Jade Gustin distributed the Motorcycle Guide which will be distributed during Bikes, Blues, and BBQ. An insert will have the schedule. Jade and Marilyn have been working on ideas to increase the number of inquiries up. We will use pay per inquiry which should drive people to the website to download the brochure. Radio ad spots are running now. . Marilyn will be on the Little Rock Morning Show (25,000 household reach) on Wednesday and on KTHV on Thursday morning (45,000 household reach) Leigh presented the webstats. OLD BUSINESS LED Lighting for Parking Deck Advertisements for LED Lighting were placed in the NWA Democrat Gazette. Only one bid was received. Davis moved to award the bid for LED Lighting for Town Center Parking Deck to Custom Home & epommercial Electrical for $ 115,481 .51 , second by Jordan. Motion carried. NEW BUSINESS Botanical Garden of the Ozarks Funding Request Bill Dollar, Steve Clark, Dan Ferritor, and Cathy Bass requested $50,000 for the Botanical Garden of the Ozarks for operating funds to get them through the winter. Two employees have been laid off and all employees have taken a 15% pay cut. Davis asked for a copy of the financials for BGO before the Commission made a decision. He also expressed concerns that funding requests were heard only in October and April and that in the past the Commission had not funded operations. Bass will provide financials. Jordan moved to table, second by Crawford. Motion carried. Any organization that applied in April 09 and have an event in 4t' quarter, 2009 and were denied funding may bring their request to the A & P in October to apply for funding in 2009. Marilyn will put an ad in the paper. Funding requests for 2010 will be due in the office of the Executive Director on October 1 for 2010 funding. There being no further business, the meeting was adjourned. Respectfully submitted, Marilyn Heifner Executive Director 3 Advertising and Promotion Commission For month of September 2009 Current Year HMR Collected (2120.0912.4101 .00) $ 175,386.82 Prior Year Collected (2120.0912 .4101 .01 ) $ 11076.35 First Security Investment Interest Revenue (2120.0912.4708.00) $ 3,515.80 Total Revenues $ 179,978.97 Annual Bond Audit Expense (2120.9120.7602.60) Is (500.00) Collection Expense (2120.9120.5333.00) $ (3,529.26) Bank of OK Quarterly Fee (2120.9120.5712.00) Town Center Bond Payment (2120.9120.5712.00) $ (55,413.35) 2006 Property Taxes on Town Center (2120.9120.7602.60) $ Total Expenses $ (59,442.61 ) Total Check to A&P $ 120,536.36 • • City of Fayetteville, Arkansas Monthly HMR Tax Collections 2006-2009 2006 2007 2007 2008 2008 2009 2009 Total Total Change Over Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year HMR Taxes Prior Year January $ 164,284 $166,620 1 .42% $174,005 4.43% $166,214 -4.48% February 183,554 $150,088 -18.23% $158,693 5.58% $167, 141 5.32% March 154,067 $157,317 2. 11 % $172,804 9.84% $180,027 4.18% April 174,063 $171 ,562 -1 .43% $183,672 7.06% $191 ,542 4.28% May 174,387 $165,779 -4.94% $175,064 5.60% $1900320 8.71 % June 171 ,098 $1779594 3.80% $1940447 9.49% $190,237 -2. 17% July 172,905 $173,079 0.00% $188,253 8.77% $180,944 -3.88% August 1609067 $160,560 0.00% $174,648 8.77% $167,897 -3.87% September 169,793 $172,373 1 .52% $1902244 10.37% $176,463 -7.24% October 196,393 $180,324 -8. 18% $187, 125 3.77% November 193,469 $185, 111 4.32% $197,814 6.86% December 1592842 $170,506 6.67% $174,682 2.45% Total $ 2,073,923 $2,030,913 -2.07% $291719451 6.92% $1 ,610,787 0.00% \filename Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis July 31 , 2009 • ASSETS Current Assets CVB Cash in Register $ 100.00 CHM Cash in Register 100.00 Arvest A&P General 94856 7373053.91 1 st Security A&P General #8714 1933737.86 1 st Sec Fay Town Ctr #8722 48,914.27 1 st Sec. Clinton House #8749 22,777.62 1 st Sec. Conv Visitor #8730 539875.07 Arvest Payroll Account #4636 7,885.86 Accounts Receivable 18.48 Due From Other Funds 39690.34 Investments 1 ,792,260.21 Investment Adj to Market 14, 106.83 Total Current Assets 2,874,520.45 Property and Equipment Furniture and Fixtures 17,005.33 Equipment 1669502.88 CVB Building 9219632.37 CVB Land 1989621 .00 Building Additions 2135677.24 Accum. Depreciation (2619363.61 ) Total Property and Equipment 1 ,256,075.21 • Other Assets Total Other Assets 0.00 Total Assets $ 4, 1309595.66 li LIABILITIES AND CAPITAL Current Liabilities Anac $ 188.46 Colonial Life & Acc Ins Payabl 9.29 Federal Payroll Taxes Payable 127294.78 FUTA Tax Payable 69.82 State Payroll Taxes Payable 1 ,648.72 SUTA Payable 471 .45 Due to Other Funds 3,617.80 Due to Town Center 62089. 10 Total Current Liabilities 249389.42 Long-Term Liabilities Total Long-Term Liabilities 0.00 Total Liabilities 249389.42 • Capital Beginning Balance Equity 3,8795562.33 Unresticted Fund Balance 38,631 .48 Net Income 1887012.43 See Accountants' Compilation Report Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis August 31 , 2009 ASSETS Curren[ Assets CVB Cash in Register $ 100.00 CHM Cash in Register 100.00 Arvest A&P General #4856 749,554.87 Ist Security A&P General #8714 194,487.78 I st Sec Fay Town Cur 48722 56,291 .28 1 st Sec. Clinton House #8749 19,710.28 Ist Sec. Conv Visitor #8730 18,989.78 Arvest Payroll Account #4636 83818.35 Accounts Receivable 18.48 Due From Other Funds 20,867.42 Investments 19764,078. 12 Investment Adj to Market 14, 106.83 Total Current Assets 25847, 123. 19 Property and Equipment Furniture and Fixtures 17,005.33 Equipment 1665502.88 CVB Building 921 ,632.37 CVB Land 1989621 .00 Building Additions 2139677.24 Accum. Depreciation (261 ,363.61 ) Total Property and Equipment 1 ,256,075 .21 • Other Assets Total Other Assets 0.00 Total Assets $ 4, 103, 198.40 LIABILITIES AND CAPITAL Current Liabilities AFlac $ 188.46 Colonial Life & Acc Ins Payabl 30. 10 Federal Payroll Taxes Payable 11 , 179.40 FUTA Tax Payable 97,52 State Payroll Taxes Payable 1 ,558.74 SUTA Payable 502.60 Employee Benefits Payable 15180.95 Due to Other Funds 32375. 17 Due to Town Center 62089. 10 Total Current Liabilities 24,202.04 Long-Term Liabilities Total Long-Term Liabilities 0.00 • Total Liabilities 249202.04 Capital Beginning Balance Equity 398792562.33 Unresticted Fund Balance 389631 .48 Net Income 160,802.55 See Accountants' Compilation Report 4p Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis August 31 , 2009 • Total Capital 49078,996.36 Total Liabilities & Capital $ 49103, 198.40 • • See Accountants' Compilation Report 7 Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Eight Months Ending August 31 , 2009 Current Month Year to Date • Revenues HMR Tax Revenue $ 167,807.65 73.72 $ 1 ,413,857.21 68.30 Prior Year HMR Tax Revenue 89. 10 0.04 205412.34 0.99 Rental Income 397551 .42 17.37 2693456.42 13.02 Other Income 300.00 0. 13 1 ,758.75 0.08 Travel Hero 17496.84 0.66 2,996.55 0. 14 Parking Revenue 684.00 0.30 55762.30 0.28 Parking Lease 0.00 0.00 10,619.24 0.51 Gift Shop Sales 604.92 0.27 3,879.47 0. 19 Visitor Store 2, 149.87 0.94 112458.76 0.55 Partnership Income 0.00 0.00 72300.00 0.35 Admission Revenue 719.28 0.32 45010.54 0. 19 Track Tickets 0.00 0.00 3, 155.70 0. 15 Special Projects 103495.05 4.61 217911 .44 1 .06 Sustainability Summit 0.00 0.00 14,000.00 0.68 Interest Income Investments 39515.80 1 .54 2% 103.79 1 .41 Interest Income Checking 229.69 0. 10 081 .85 0. 10 Visitor Guide Ad Income 0.00 0.00 145100.00 0.68 Hospitality Summit 0.00 0.00 1 ,916.73 0.09 Transfer In 0.00 0.00 232,265.00 11 .22 Total Revenues 227,643.62 100.00 23069,946.09 100.00 Cost of Sales Clinton House Gift Shop 19465.25 0.64 31306.42 0. 16 • Total Cost of Sales 13465.25 0.64 31306.42 0. 16 Gross Profit 226, 178.37 99.36 2,066,639.67 99.84 Expenses Signage- Tourism 409.69 0. 18 51378.76 0.26 Credit Card Discounts 19385.06 0.61 5, 105.50 0.25 Bank Charges 0.00 0.00 187.75 0.01 Parking Expense 100.00 0.04 800.00 0.04 Advertising & Marketing 52,688. 19 23. 15 260,519.96 12.59 Brochures 12,636.94 5.55 80,073.86 3.87 Accounting & Legal Fees 11250.00 0.55 51625.00 0.27 Office Expense 140.90 0.06 10,495.59 0.51 Visitor Store Exp 760.25 0.33 71735.47 0.37 Insurance & Health Benefits 31009. 10 1 .32 24,377. 10 1 . 18 408 (P) Company Match 502.36 0.22 7,544.35 0.36 Car Allowance 300.00 0. 13 21400.00 0. 12 Telephone Expense 19459.33 0.64 113037.79 0.53 Postage and Shipping Expense 13461 .07 0.64 13,041 .92 0.63 Material & Supplies 0.00 0.00 95.85 0.00 Rent 0.00 0.00 123000.00 0.58 Maintenance/Lawn 55.00 0.02 380.00 0.02 Repairs & Maintenance Expense 31 ,870.57 14.00 713000. 14 3.43 Kamensky Fountain Maintenance 172.49 0.08 2,388. 17 0. 12 Linens 21396.47 1 .05 16, 125.52 0.78 Publications & Dues 165.00 0.07 33002.00 0. 15 Travel/Training Expense 13613.27 0.71 12,715.57 0.61 Taxes & Licenses 395.00 0. 17 23603.80 0. 13 • Collections Expense 39357.94 1 .48 289685.39 1 .39 Payroll Tax Expense 2,915.92 1 .28 25,439.27 1 .23 Convention Development 259719.42 11 .30 409184.86 1 .94 Research Expense 0.00 0.00 15700.00 0.08 Contract Labor 25750.00 1 .21 22,862.50 1 . 10 See Accountants' Compilation Report S Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Eight Months Ending August 31 , 2009 Current Month Year to Date • Commissions 1 ,395.60 0.61 16,501 .48 0.80 Wages Expense 359774.39 15.72 292,479. 11 14. 13 Electricity Utility 69037. 13 2.65 489033. 12 2.32 Gas Utility 181 .28 0.08 83976.64 0.43 Water Utility 616.02 0.27 43116.71 0.20 Cable 178.78 0.08 805.40 0.04 Security 289.00 0. 13 49820.73 0.23 Airport Advertising 12485.00 0.65 49455.00 0.22 Minor Equipment 0.00 0.00 6,674.00 0.32 Airport Info Booth 15200.00 0.53 3,600.00 0. 17 Coaches Clinic 0.00 0.00 355800.00 1 .73 All Star Games 0.00 0.00 15,000.00 0.72 Saturday of Champions 0.00 0.00 4,000.00 0. 19 State Soccer 0.00 0.00 1 ,750.00 0.08 DECA 0.00 0.00 3,000.00 0. 14 Walton Arts Special Project 0.00 0.00 109000.00 0.48 Solar Splash Specail Project 0.00 0.00 5,000.00 0.24 Square Gardens 0.00 0.00 29,244.43 1 .41 Waterski Champion 0.00 0.00 1 ,500.00 0.07 Dickson St Special Project 0.00 0.00 18,450.87 0.89 AR Air Museum 0.00 0.00 77000.00 0.34 Theatre Squad 0.00 0.00 2,000.00 0. 10 Duathlon 0.00 0.00 5,000.00 0.24 Joe Martin 0.00 0.00 37000.00 0. 14 Ozark Valley 0.00 0.00 1 ,000.00 0.05 Ozark Military Special Proj 0.00 0.00 307.08 0.01 Outdoor Track 0.00 0.00 103000.00 0.48 Misc Special Project 31350.00 1 .47 10,869.63 0.53 Bond Payments-Town Center 55,413.35 24.34 443,306.80 21 .42 Trustee Expense 0.00 0.00 33375.00 0. 16 Transfer OUt 0.00 0.00 232,265.00 11 .22 Total Expenses 2535434.52 111 .33 15905,837. 12 92.07 Net Income $ (279256. 15) (11 .97) $ 1609802.55 7.77 • See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Eight Months Ending August 31 , 2009 • Current Month Current Month Year to Date Year to Dale This Year Last Year This Year Last Year Revenues HMR Tax Revenue $ 167,807.65 S 1725416.72 S 11413,857.21 $ 153925322.53 Prior Year HMR Tax Revenue 89. 10 23230.80 209412.34 292264.82 Rental Income 395551 .42 29,472. 12 2699456.42 3092623. 13 Other Income 300.00 79517.69 15758.75 12,591 .31 Travel Hero 17496.84 0.00 22996.55 1 ,251 .28 Parking Revenue 684.00 579.00 5,762.30 11 ,318.87 Parking Lease 0.00 0.00 10,619.24 2,513.34 Gift Shop Sales 604.92 479.32 3,879.47 21885.64 Visitor Store 29149.87 11399.46 11 ,458.76 71078.54 Partnership Income 0.00 0.00 7,300.00 71200.00 Admission Revenue 719.28 497.00 4,010.54 31688.08 Track Tickets 0.00 0.00 3s ] 55.70 31145.00 Special Projects 102495.05 71526.68 21 ,911 .44 79796.68 Sustainability Summit 0.00 0.00 14,000.00 0.00 Interest Income Investments 39515.80 43867.76 299103.79 439175.21 Interest Income Checking 229.69 482.42 15981 .85 7,238.70 Visitor Guide Ad Income 0.00 0.00 142100.00 0.00 Hospitality Summit 0.00 0.00 1 ,916.73 0.00 Fee Refunds 0.00 0.00 0.00 50.00 Transfer In 0.00 0.00 2325265.00 3345921 .04 Total Revenues 2272643.62 2279468.97 21069,946.09 291769064. 17 Cost of Sales • Clinton House Gift Shop 11465.25 0.00 39306.42 2,000.37 Total Cost of Sales 11465.25 0.00 3,306.42 29000.37 Gross Profit 226, 178.37 2272468.97 29066,639.67 251745063.80 Expenses Signage- Tourism 409.69 327.75 57378.76 4,869.73 Credit Card Discounts 13385.06 628.53 51105.50 3,434. 12 Bank Charges 0.00 39.85 187.75 501 .83 Parking Expense 100.00 100.00 800.00 700.00 Advertising & Marketing 52,688. 19 14,879.56 260,519.96 110,960.55 Brochures 123636.94 29,623.09 807073.86 68,044.60 Accounting & Legal Fees 1 ,250.00 850.00 5,625.00 4,325.00 Audit Expense 0.00 21200.00 0.00 2,200.00 Office Expense 140.90 779.37 10,495.59 99847.06 Visitor Store Exp 760.25 2,528.47 71735.47 41273.62 Insurance-Building 0.00 51347.00 0.00 55347.00 Insurance & Health Benefits 39009. 10 11920. 19 243377. 10 185975.46 408 (P) Company Match 502.36 13424. 17 73544.35 7,378.42 Car Allowance 300.00 300.00 2,400.00 21400.00 Telephone Expense 15459.33 13485. 10 11 ,037.79 12,055.95 Postage and Shipping Expense 19461 .07 22464.75 135041 .92 13,888.97 Tracking Software 0.00 0.00 0.00 13695.00 Material & Supplies 0.00 0.00 95.85 4, 166. 16 Rent 0.00 0.00 12,000.00 122000.00 • Maintenance/Lawn 55.00 35.00 380.00 295.00 Repairs & Maintenance Expense 31 ,870.57 919.24 71 ,000. 14 875709.76 Kamensky Fountain Maintenance 172.49 0.00 23388. 17 43,035.49 Linens 21396.47 316.84 16, 125.52 17,686.43 Publications & Dues 165.00 200.00 35002.00 5,472.00 Travel/Training Expense 1 ,613.27 1 ,232.60 12,715.57 15,785. 13 See Accountants' Compilation Report � D Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Eight Months Ending August 31 , 2009 • Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year Taxes & Licenses 395.00 331 .84 21603.80 7,376.20 Collections Expense 35357.94 31492.95 289685.39 28,431 .75 Interest Expense 0.00 0.00 0.00 132.84 Payroll Tax Expense 22915.92 21800.56 259439.27 27,321 .20 Convention Development 252719.42 109967.40 409184.86 15,414.82 Research Expense 0.00 0.00 15700.00 0.00 Contract Labor 22750.00 29750.00 229862.50 262592.39 Commissions 11395.60 2,246.00 16,501 .48 1 %902.68 Wages Expense 353774.39 339688.75 2925479. 11 285,068.46 Electricity Utility 61037. 13 7,035. 10 48,033. 12 442560.48 Gas Utility 181 .28 98.36 89976.64 117079.29 Water Utility 616.02 805.56 45116.71 51943.84 Cable 178.78 89.53 805.40 685.65 Security 289.00 21 .85 4,820.73 852.30 Airport Advertising 15485.00 0.00 41455.00 5,370.00 Minor Equipment 0.00 0.00 61674.00 13,472. 14 Minor Equipment Capitalized 0.00 0.00 0.00 (71402.35) Airport Info Booth 12200.00 0.00 3,600.00 0.00 Botanical Gardens of the Ozark 0.00 0.00 0.00 329831 .45 Special Prcj/Ceramic Syposium 0.00 0.00 0.00 71500.00 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 35,800.00 20,000.00 4 State Volleyball 0.00 0.00 0.00 45000.00 All Star Games 0.00 0.00 155000.00 103000.00 Saturday of Champions 0.00 0.00 43000.00 43000.00 • State Soccer 0.00 0.00 15750.00 1 ,500.00 7A State Track 0.00 0.00 0.00 55046.00 DECA 0.00 0.00 35000.00 1 ,000.00 Walton Arts Special Project 0.00 0.00 105000.00 15,000.00 Solar Splash Specail Project 0.00 0.00 59000.00 79500.00 Square Gardens 0.00 21865.24 299244.43 2345585.59 ASCE Special Project 0.00 0.00 0.00 55000.00 Waterski Champion 0.00 0.00 1 ,500.00 52200.00 Dickson St Special Project 0.00 0.00 189450.87 249805.61 Youth Slow Pitch 0.00 0.00 0.00 6, 196.82 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 5,000.00 0.00 Joe Martin 0.00 0.00 3,000.00 0.00 Ozark Valley 0.00 0.00 17000.00 0.00 Ozark Military Special Proj 0.00 0.00 307.08 0.00 Outdoor Track 0.00 0.00 10,000.00 0.00 Misc Special Project 3,350.00 7,734.86 10,869.63 192995.78 Bond Payments-Town Center 553413.35 545957.71 443,306.80 4393661 .68 Trustee Expense 0.00 0.00 3,375.00 49500.00 Transfer OUt 0.00 0.00 232,265.00 3342921 .04 Total Expenses 253,434.52 197,48722 119059837. 12 22126,592.94 Net Income $ (27,256. 15) $ 29,981 .75 $ 1605802.55 $ 47,470.86 See Accountants' Compilation Report Clinton House Museum Stmt of Budget, Revenue, Expense-Modified Cash Basis Month Ending August 2009 2009 2009 2009 2009 August August 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 32,265.00 32,265.00 (0.40) 17,265.00 30,000.00 Admission 4,807.64 31200.00 31766.63 11041 .01 400.00 719.28 31688.08 Special Events 500.00 328.00 500.00 41 .00 Gift Shop Sales 61000.00 41000.00 4,331 .91 1 ,668.09 500.00 604.92 31196.64 Interest - 83.83 (83.83) 15.65 235.62 Other Income 150.00 100.00 214.08 (64.08) 25.00 150.00 150.00 Total 67,222.24 39,893.00 40,661 .45 18,231 .00 11489.85 37,270.34 Expenses Salary+Benefits 34, 180.00 22,680.00 19,439.71 14,740.29 2,835.00 21232.50 18,525.52 Payroll Tax Exp 2,625.00 19752.00 11798.54 826.46 219.00 208.73 11714.24 Insurance-Health 31403.24 21264.00 46.00 30357.24 283.00 11142.64 401 K Match 850.00 566.00 - 850.00 71 .00 211 .64 Rent 12,000.00 12,000.00 120000.00 - 120000.00 Utilities-$3500 - - Water 400.00 270.00 296.65 103.35 35.00 37.05 289.63 Gas 11400.00 11079.00 708.59 691 .41 31 .00 22.06 954.05 Electricity 750.00 529.00 509.94 240.06 68.00 109.49 492.28 Telephone 11200.00 800.00 732.22 467.78 100.00 98.28 1 ,029.30 Materials & Supplies 11200.00 800.00 911 .79 288.21 100.00 14.29 916. 56 Credit Card Discounts 500.00 328.00 830.43 (330.43) 41 .00 388.53 390. 10 Bank Charges 100.00 80.00 58.25 41 .75 8.00 69.65 Security 264.00 154.00 174.80 89.20 22.00 21 .85 152.30 Maintenance/Lawn 500.00 400.00 380.00 120.00 50.00 55.00 295.00 Repair/Maintenance 11000.00 600.00 38.24 961 .76 100.00 368.59 Sales Tax 500.00 328.00 459.00 41 .00 41 .00 311 .00 Special Projects 600.00 400.00 195.61 404.39 50.00 501 c3 Application - - - Publications/Dues 250.00 200.00 50.00 200.00 200.00 Travel/Training 500.00 300.00 200.31 299.69 496.74 Gift Shop Items 5,000.00 39500.00 31306.42 11693.58 11465.25 21000.37 Misc 8.00 - - Minor Equipment - - Total 672222.24 49,038.00 42, 136.50 41054.00 41653.03 41 ,559.61 N • Convention lars Bureau • Stmt of Budget, Revenue Expense-Modified Cash Basis Month Ending August 2009 2009 2009 2009 2009 August August 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 309,948.22 200,000.00 200,000.00 109,948.22 2000000.00 Interest 600.00 400.00 337.59 262.41 50.00 34.44 492. 18 Bus Tour Income - - 3, 136.00 Partnership Dues 81000.00 61400.00 71300.00 700.00 7,200.00 Travel Hero 21500.00 11500.00 21996.55 (496.55) 11496.84 11251 .28 Vist. Ctr. Store 12,000.00 7,500.00 11 ,465.32 534.68 13200.00 21149.87 71078.54 Admission Revenue 243.91 (243.91 ) Other Income - 132401 .48 (13,401 .48) 10, 185.05 13, 166.68 Total 333,048.22 215,800.00 2389880.85 1 ,250.00 13,866.20 229, 188.68 Expenses Salary+Benefits 198,321 .00 122,040.00 1260781 .82 71 ,539. 18 15,255.00 16,039. 18 121 , 193.28 Payroll Tax Exp 17,848.89 11 ,080.00 10,483.24 71365.65 11385.00 1 ,237.97 10,322. 12 Insurance-Health 16,928.70 11 ,280.00 13,043.55 3,885. 15 13410.00 1 ,437.20 81609.71 401KMatch 5,949.63 31960.00 31416.25 21533.38 495.00 227.75 31311 .94 Rent - - Utilities - - Telephone 72500.00 5,000.00 4,422. 19 31077.81 625.00 604.89 5,018.51 Electricity 49000.00 2,664.00 21721 .32 1 ,278.68 333.00 308.88 2,641 .24 Water 550.00 360.00 357.75 192.25 45.00 42.00 392. 15 Postage - 16.40 Conv & Tourism Develop 23,585.00 212435.00 393880. 31 ( 16,295.31 ) 550.00 25,719.42 15,414.82 Travel & Training 32,045.00 24,450.00 11 , 130.23 20,914.77 11860.00 11510.78 14,071 .78 Publications/Dues 31020.00 3,020.00 1 ,807.00 13213.00 200.00 31227.00 Repair/Maintenance 2,000.00 11600.00 3,030.30 (19030.30) 400.00 19706.30 Office Supp/Printing 6,000.00 4,000.00 71371 .41 (1 ,371 .41 ) 500.00 90.64 41723.99 Tracking Sftware/Maint 11700.00 11700.00 - 11700.00 1 ,695.00 Credit Card Discounts 750.00 496.00 13270.46 (520.46) 62.00 444.78 572.89 Taxes & Licenses(ASCAF 300.00 300.00 293. 50 6.50 296.84 Visitor Ctr Store Itms 8,000.00 5,328.00 7,735.47 264.53 666.00 760.25 45273.62 Education Reimbursemen 31000.00 - 31000.00 Bank Charges 350.00 232.00 49.75 300.25 29.00 286.65 Parking Expense 12200.00 800.00 800.00 400.00 100.00 100.00 700.00 Special Project - 1 ,700.00 11046.00 Transfer Out - 3, 162.00 41053.59 Total 333,048.22 219,745.00 239,472.95 23,915.00 48,523.74 203,557.43 W Fayetteville Town Center Stmt of Budget, Revenue Expense-Modified Cash Basis Month Ending August 2009 2009 2009 2009 2009 August August 2008 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Revenue Rental Incl Service 448,250.00 298,832.00 250,277.42 197,972.58 37,354.00 37,095.42 290,058.92 Interest - Checking 1 ,000.00 664.00 369.53 630.47 83.00 39.68 904.45 Parking Revenue - - - Daily 8,000.00 5,328.00 7,082.30 917.70 666.00 684.00 11 ,318.87 Leases 10,000.00 6,550.00 9,299.24 700.76 2,513.34 Other Income - 0.94 (0.94) Sales Tax Exp (4,000.00) (2,664.00) (2,671 .00) (1 ,329.00) (333.00) (444.00) (2,523.00) Less Returns & Allowance - (300.00) 300.00 Special Projects 6,205.05 5,000.00 5,956.39 248.66 200.00 Misc Revenue - 6,503.81 Transfer 4 921 04 Total 469,455.05 313,710.00 270,014.82 37,770.00 37,375.10 313,897.43 Expenses Salary+Benefits 170,515.00 104,944.00 97,917.62 72,597.38 13,116.00 11 ,418.55 100,158.14 Commissions 30,000.00 20,000.00 16,501 .48 13,498.52 2,500.00 1 ,395.60 19,902.68 Contract Labor 7,200.00 4,800.00 862.50 6,337.50 600.00 4,312.50 Payroll Taxes 18,046.35 11 ,104.00 9,186.56 8,859.79 1 ,388.00 986.67 11 ,398.08 Credit Card Discounts 3,500.00 2,328.00 3,004.61 495.39 291 .00 551 .75 2,471 .13 Insurance 16,928.70 11 ,280.00 10,207.15 6,721 .55 1 ,410.00 1 ,437.20 8,527.91 401K Match 5,115.00 3,408.00 2,749.20 2,365.80 426.00 183.35 2,431 .82 Utilities - - - Water 8,000.00 5,762.00 3,462.31 4,537.69 687.00 536.97 5,262.06 Phone 9,500.00 6,340.00 5,883.38 3,616.62 790.00 756.16 5,953.27 Electricity 65,000.00 41 ,456.00 44,801 .86 20,198.14 5,501 .00 5,618.76 41 ,426.96 Gas 13,000.00 10,289.00 8,268.05 4,731 .95 150.00 159.22 10,125.24 Cable 1 ,080.00 720.00 805.40 274.60 90.00 178.78 685.65 • Postage 135.00 135.00 98.00 37.00 133.79 Contract Services Linens 27,000.00 17,894.00 14,454.26 12,545.74 2,240.00 2,396.47 17,686.43 Outside - _ _ Repairs & Maintenam 75,000.00 50,000.00 31 ,855.95 43,144.05 6,250.00 3,118.48 50,976.62 Materials & Supplies 5,000.00 3,400.00 - 5,000.00 400.00 Office SupplieslPrinting 1 ,250.00 3,504.23 (3,504.23) 3,767.17 Advertising 3,000.00 1 ,750.00 2,216.00 784.00 450.00 1 ,182.84 TravetfTraining 500.00 500.00 (869.12) 1 ,369.12 100.00 371 .78 Building Insurance 5,800.00 - - 5,800.00 5,347.00 Taxes & Licenses 3,035.00 3,035.00 2,310.30 724.70 395.00 1 ,867.84 Special Projects - 4,162.02 (4,162.02) 1 ,760.92 Misc 10.00 - Bank Charges 100.00 58.00 49.75 8.00 69.65 Depr Expense - - _ Security 2,000.00 - 4,645.93 267.15 700.00 Transerin - - 86745 Total 469,455.05 300,463.00 266,077.44 35,947.00 29,850.11 297,386.93 • � f Fayetteville A P Commission Stmt of Budget, Revenue Emense-Modifed Cash Basis Month Ending August 2009 2009 2009 2009 2009 August August 2008 • Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Beane Budget AGua) Actual Budget Revenue HMR Tax Revenue 1,954,305.80 1,ffi5,991.00 1413.857.21 540,448.69 155,580.00 167.807.65 1,392,322.53 Prior Year HMR Tex Rev - 20.412.34 89.10 29,264.82 Interest 50,000.00 33,336.00 25,639.25 24,360.75 4,166.00 3,515.60 43,175.21 Bond Refund 5,000.00 - - 5,000.00 Other-Ysibr Guide ad 20.000.00 17,500.00 14,100.00 5,900.00 Rent Income - 22.000.00 2,750.00 22,037.21 Misc kKime - 6,183.73 (6,183,73) 610.00 3,912.50 Susan ey Summit - 14.1)1 Investment Fund Transfer - 3,464.54 (3,464.54) Fund Transfer for CVB - 10000000 Square Garden Canyc 29,245.00 - - 29,245.00 Interest Inc Checking 2496.00 1190.90 1119090) 41600 13992 560645 Total 2.058.550.90 1,319,323.00 1,520,647.97 160,142.00 174,91247 1,596,01872 Expenses Transfers 33000000 Tovm Center Fund 671.079.39 447,184.00 443,300.80 227,772.59 55,898.00 55,413.35 439,661.68 Bond Audit Exp 2.000.00 2,000.00 - 2.000.00 2.200.00 Bond Paying Agent Fe 8.000.00 4,500.00 3,375.00 2.625.00 4,500.00 Workman's Comp Ins 2.520.00 - - 2.520.00 Collection Exp 40.618.26 28,3x0.00 28.685.39 11,932.87 3,239.00 3.357.94 28,431.75 Transfer b CVB 309,948,22 309.948.00 200,000.00 109,848.22 100,048.00 Transfer to Clinton Hu 32,264.60 32,264.00 32,265.00 (O.40) Peace Fountain Mi int 10,000.00 5,750.00 1,967.55 8,032.45 250.00 172.49 43,035.49 Salaries 80,431.00 53,616.00 48,339.96 32,091.04 6702.00 6.084.16 45,191.52 Payrell Tex Exp 7,125.00 4,744.00 3,970.93 3,154.07 593.00 482.55 3,88876 Insimnce-Heelth 3,403.24 2.264.00 1,000.40 2,322.84 283.00 13070 695.20 401K Match 2.412.93 1,608.00 1,378.90 1,034.03 201.00 91.26 1423.W Car Allowance 3.600.00 2,400.00 2400.00 1.200.00 300.00 300.00 2.400.00 Advertising B Marketin 375,000.00 235.00.00 258,303.96 116,696.04 40,000.00 52.238.19 109,777.71 Airport Into Boon 5.200.00 4,800.00 3,600.00 1.600.00 1,200.00 1.200.00 Airport Advertising 5.940.00 2,970.00 4455.00 1485.00 1485.00 5.370.0 Brochures 100,000,00 69.000.00 80,073.86 19,920.14 5,000.00 12.636.94 68,04480 Website Update 10,000.00 8,000.00 - 10.000.00 2,000.00 Signego- Tourism 10,000.00 7,000.00 5,378.76 4,621.24 2,000.00 400.69 4,869.73 PUWication B Dues 2,0x5.00 1,225.00 1,145.00 901 165.00 2,045,00 TraveVfraining 2.500.00 2,500.00 2,558.70 (5870) 102.49 844.83 Olfce Sup 8 Printing 1,000.00 80000 524.47 475.53 100.00 35.97 4,660.37 Postage 20,000.00 12,000.00 12,878.32 7,121.88 1,500.00 14481,07 13,755,18 • Professional Services 7,500.00 5,000.00 5,625.00 1,875.00 625.00 1,250,00 4,325.00 Suaegic Planning =01) 300.00 Auto Expense Town Center Garden A 20,000.00 13,328.00 - 20.000.00 1,666.00 Botanical Garden - - - 32.831.45 Square Gardens 29.245.00 29,245.00 29,244.43 0.57 234,585.59 Air Museum 7,000.00 7,000.00 7,000.00 - Special Proects - 3,350.00 (3.350.00) 3.350.00 30734.86 Calcasieu Rabbit Shaw _ 500.00 Ceramics SymposiumUA . 0earkV Vallealley Regional 12,500.00 12.500.00 . 12.500.00 Ora.Valiey TraNbn 1,000.00 1,000.00 1,000.00 Duathlon 5,000.00 5,000.00 5,000.0 - DicksonStMusk: Fe5t 20,000.0 20,000.00 18450.67 1,549.13 24,80581 DECA Manredng Faith 3,00080 3.000.00 3,000.00 - 1,000.00 4 State Volleyball Classic - - 4,000.00 NCAA Tack Outdoor 10.000.00 10,000.00 10,000.00 - 91Star Games 15.000.00 15,000.00 15,000.00 - 10,000.00 AR H.S. Coaches CIN 30.000.00 30000.00 30.00.00 20,000.00 Saturday of Champion 4.000.00 4,000.00 4,00.0 4,000.00 NWA Coaches Gini 6,000.00 6,000.00 5.800.00 200.00 State Saner Finals 1,750.00 1,750.00 1,750.00 - 1,500.00 7A Starts Tank Meet - - 100000 SEC Tennis Toumeme 1,500.00 1,511 - 1,500.0 Fayettevile Night Jam 5,000.00 5.000.00 - 5,000.00 5,000.00 Ora. Military Museun 1300.00 - 307.08 1,182.92 Jia Martin Stege Rau 3,000.00 3,000.00 3.000.00 - StateMasterGardnerConv Ml. Sequoyah Gering for Creation - 1,000,0 Solar Splash 5.000.00 5,000.00 5,000,00 - 7,500,00 TheaoeSquared 2.DDo.00 2.00.0 2000.90 Welton Arts Center Bar 10,000.00 10,000.00 10.0000 - 15,000.00 Water-Ski Regional Champ - 1,500.00 (1,500.00) 5,200.00 YouNSlmv Pitres Word Sedes - - - 6,196.82 Misc Equip 50,000.00 35,000.00 6.674.00 43.326.00 13,472.14 Repair B Maintenance 75.000.00 50,000.00 30496.27 38,503.73 6,250.00 28,752.09 34,658.25 Deprecbtion Exp 20000,00 13,320,00 - 20.000.00 1,665.00 Contract Labor - 22,000.00 (22,000.00) 2,750.00 22,279.89 Unallocated Revenues 10,167.88 10,168.00 - 10,167.88 Bank Charges - 30.00 (30.00) 75.88 Taxes 8 Ucenles - 5, Total 2,058,550.52 1,533,]24.00 1,381,915.85 244,420.00 1]1,8]2.89 1.590,802.69802SI) • i � I FAYETI'EVILLE THE CITY OF FAYETTEVILLE, ARKANSAS KIT WILLIAMS, CITY ATTORNEY DAVID WHITAKER, ASST. CITY ATTORNEY SPARTMENTAL CORRESPONDENCE LECA L DEPA RTNI FAT TO: A & P Commissioners CC : Casey Jones, City Prosecutor Marsha Hertweck, Accounting Director FROM: Kit Williams, City Attorney DATE: October 7, 2009 RE : Overdue HMR tax collection The City Prosecutor collected $ 1 ,225 .50 la3t month for a year-to-date collection of $60,435.11 in overdue Hotel, Motel and Restaurant taxes. Only one case was closed. Almost half of the thirteen pending cases involve a restaurant • which has not turned in their forms. We may have to look at our ordinances to ensure we can adequately prosecute a manager for not timely submitting the necessary tax forms. CITY OF FAYETTEVILLE OFFICE OF THE PROSECUTING ATTORNEY • CLINTON K. JONES MANDY FINKLEA OFFICE ADMINISTRATOR CITY PROSECUTOR E-mall: hotcheo k(81cl.fayettevllle.er.us BRIAN THOMAS 101 W. Mountain, Suite 202 FAYETTEVILLE, ARKANSAS 72701 DEPUTY CITY PROSECUTOR PHONE: (479) 575-8777 (479) 575-8779 MEMO Hot Checks: (479) 575-8254 FAX # : (479) 575-8777 TDO(Telecommunlci90n Device - tor the Dea"(479"21-1718 TO: K Williams Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: October 1, 2009 RE: Status of Active HMR cases � . Acambaro Four Jesus Socarro Paid: -0- Delinquent Balance: Forms not turned in Active Criminal Summons 2. Butcher Block Gary W. Bell Paid: -0- Court Ordered to pay $200.00 Per Month Delinquent Balance: $ 1 ,871 .28 Active Contempt of Court 3 . Chick Pea LLC John G. McIntyre Delinquent Balance: -0- Case Closed 4. China Garden Hsiao L. J. Shen Paid: -0- Delinquent Balance: Forms not turned in TD: 10/21 5 . Dominoes Pizza Lloyd Hardison Paid: $200.00 Delinquent Balance: $4,590.66 TD: 7/08/09 — Court ordered to pay $200.00 a month. • 17 Kit Williams 06ctober 1 , 2009 Page 2 6. 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 7. Hogwild Pizzeria David S. Mackey Paid: -0- (Jan — Mar 09) Delinquent Balance: $ 1 ,330.00 Paid -0- (April 09) Delinquent Balance: Forms not turned in TD: 10/28 8. Los Cuates Maria Richard Paid: $ 150.00 Delinquent Balance: $253 .00 Trial Date: 9/02/09 — Settled 9. Mama Dean's Meneria D. Morrison Active Criminal Summons Terry L. Morrison Pending Criminal Summons • Paid: $650.50 Delinquent Balance: Forms not turned in 10. Perk on Wedington Shea A. Hamm Paid: $75 .00 Delinquent Balance: $802.00 Arraignment: 4/13/09 - No Show FTAS Warrant Served Trial Date: 8/26/09 — Ordered to pay $75 .00 a month 11 . 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 Arraignment: 10/5/09 • � 8 Kit Williams ctober 1 , 2009 age 3 12. Seafood Market Bar/Grill Craig Dowd Paid: $ 150.00 Delinquent Balance: $5,922.60 TD: 9/16 — Time Pay: $200.00 by the 300' of every month. 13 . Shanghai Chinese Rest. Hsiao L. J. Shen Paid: -0- Delinquent Balance: Forms Not Turned In TD: 10/21 TOTAL: $1,225.50 !9 CLINTON HOUSE MUSEUM • MONTHLY REPORT SEPTEMBER 2009 The Clinton House Museum had a total of 103 visitors in September 2009. We have had an unusual amount of visitors from other states and countries including California, Wisconsin, Michigan, Panama, India, and Great Britain. MUSEUM ACTIVITIES AND EVENTS: The Pat O'Brian for Secretary of State Campaign hosted a fundraiser/rally on September 18° from 5- 9pm. Tents were provided by Collier Drug and catering by Nibbles. Despite the rainy weather, there were approximately 50 people in attendance and provided great traffic for the Museum. Modern Fence installed a cedar privacy fence around the north and east sides of the back Gardens. Daniel Keely of DK Designs and Leisurescapes coordinated to complete the dirt work. Planting will begin in October. The Clinton House Museum Board of Directors met for their Quarterly Meeting on September 22, 2009. Members in attendance were Steve Smith, Mark Henry, Tim Freeman, and Marilyn Heifner. • The Osher Lifetime Learning Institute at the University of Arkansas (OLLI) came to the Museum as part of their Out & About series. A tour of the home was provided in addition to a lecture titled Clintons: The Early Years. One individual said, "This is the most educational experience I' ve had with OLLI." OCTOBER ACTIVITIES: October should bring the completion of the Gardens project. Ground breaking will be held on Monday, October 19 at 1 :30 p.m. at the Clinton House. We will be looking forward to a dedication sometime this spring. Work has begun on the initial stages of marketing for that event. Also, we will be celebrating Bill and Hillary's 34h Wedding Anniversary on October I I with a reception on Friday, October 9w. We are partnering with Shelly Cassar, owner of Bliss Cupcakes, soon opening in the Ball Building just off the Fayetteville Square for this event. I • �D Activity Report From: 09/01/2009 To: 1010112009 ALLYSON E-Mail 9/14/2009 AAO Sports Experience Mr. Brad Friess Sports Festival finalize details for event in Oct 9/16/2009 Allyson Twiggs-General Storm Nolan-CSK Hotels Val U Place displacing BBB guests 9/18/2009 Bikes, Blues, BBQ Kate Moll-Clarion names for rooms for BBB 9/23/2009 International Association of Fire Fighters Jeremy Ashley-FFD Spring Rally dates set for 2010 rally in Fville 9/29/2009 ASAE Ms Mary Dandurand Annual Meeting turned in bid for 2011 conference 9/30/2009 International Association of Fire Fighters Pete Reagan Spring Rally confirmed meeting, details about dates 9/30/2009 Fayetteville High School Darin Phelan State Tennis Championships need hotel rates for state tennis tourney E-Mail Received 9/30/2009 Fayetteville High School Darin Phelan State Tennis Championships RE: Lead for State Tennis 9/30/2009 Fayetteville High School Darin Phelan State Tennis Championships RE: Lead for State Tennis 9/30/2009 Fayetteville High School Darin Phelan State Tennis Championships RE: Lead for State Tennis 9/30/2009 Fayetteville High School Darin Phelan • State Tennis Championships Re: State tennis tournament 9/30/2009 Fayetteville High School Darin Phelan State Tennis Championships RE: Lead for State Tennis 9/30/2009 Arkansas Activities Association Mr. Joey Walters Arkansas High School Coaches Meeting allstarfund09 10/1 /2009 Fayetteville High School Darin Phelan State Tennis Championships Re: Lead for State Tennis File Note 9/11 /2009 Allyson Twiggs-General Dickson St Inn Toured new property on Dickson 9/29/2009 Bikes, Blues, BBQ Mr. Nelson Driver Worked BBB event Issued Lead 9/29/2009 Arkansas Department of State Parks & Cosmo/FTC Governor's Conference on Tourism bidding on the 2012 conf 9/30/2009 Fayetteville High School Fayetteville Hotels State Tennis Championships for state tennis championships Meeting 9/3/2009 UA Women's Athletics Ms. Chris Pohl NCAA Basketball Tournament hotels for bid process 9/10/2009 UA Women's Athletics Bev Lewis NCAA Basketball Tournament marketing meeting for olympic sports 9/11 /2009 Bikes, Blues, BBQ Nelson & Kelly Way finalize details of hospitality/VIP room • 9/15/2009 Bikes, Blues, BBQ Dickson st Merchants annual meeting with FPD about BBB 9/16/2009 Bikes, Blues, BBQ Mr. Nelson Driver about the details of the VIP suite 9/22/2009 Allyson Twiggs-General Razorback A Club vt/ attended annual board meeting 9/29/2009 Arkansas Activities Association Joey Walters • Arkansas High School Coaches Meeting Details for 2010 all star week, other AAA events Phone Call 9/4/2009 Allyson Twiggs-General Charlotte Faucette-Raz Foundation hall of honor banquet 9/8/2009 Bikes, Blues, BBQ Doug Pope-FPD help getting info to dickson merchants 9/15/2009 Northwest Arkansas Times Robin Mero article about availabilty of hotel rooms 9/21/2009 Arkansas Floodplain Management Troy Davis-City of Bville Annual Conference Get maps to him for his conference 9/30/2009 International Association of Fire Fighters Jeremy Ashley Spring Rally mailout in april, needs of conference 9/30/2009 Arkansas Activities Association Mr. Joey Walters Arkansas High School Coaches Meeting meeting with FHS and All star week JULIE E-Mail Sent 9/28/2009 Citiizen Security Bank Horizen Club (beach@citizenssecurity.com Alright Let's Just File Note 9/1 /2009 Julie Pennington Mrs Julie Pennington Trick or Treat on the Square submitted permit 9/2/2009 Julie Pennington Mrs Julie Pennington Trick or Treat on Square Sam's Club Donation • 9/14/2009 Julie Pennington Mrs Julie Pennington Mailed Save the Date Cards 9/14/2009 Julie Pennington Mrs Julie Pennington Trick or Treat Added to media calendars Group Tour 9/9/2009 Mountain Home Charter Service, Inc Mr. Scott Lumbert South Central Motorcoach Confirmed Tour for Sep 21 2009 Group Tour Packet 9/14/2009 20th Century Coach, Inc. Ms. LouAnn Emerson Sale's Call Packet 9/14/2009 66 Federal Credit Union Mrs Cindy Reynolds Bank Travel Sales Call Tour Packet 9/14/2009 A Great Way to Charter Tour Mr Jonathan Berzas Travel South Sales Packet 9/14/2009 Abbott Tours Mr. Fred Abbott TMCA Sales Packet 9/14/2009 Abbott Tours Mr. Fred Abbott TMCA Sales Packet 9/14/2009 Accessible Travel Mr. Fred Rosen Sales Packet 9/14/2009 Adventure Student Travel Mr Shane Cassady American Bus Association Clinton House and the U of A 9/14/2009 Adventure Tours Dr. David Sexton American Bus Association Sales Packet 9/14/2009 Akwaaba Travelers MS Grayola Bryson . Will keep us in mind 9/14/2009 Aldmor Tours Mr. Homer Aldrich sales packet 9/14/2009 All American Tours Mr David Burns Sales Packet ad- 9/14/2009 All In One Tour Services Ms. Alice Riggins Sales Packet • 9/14/2009 ALL STARR Travel Mrs Starr Lawson TMCA New Packet since I did not go the TMCA 9/14/2009 Alliance Bank Mrs Linda Mattingly Bank Travel Sales Packet 9/14/2009 Amegy Bank of Texas Ms. Joyce Kappe Bank Travel Sales Packet 9/16/2009 ACR Coaches Mr Randy Futral South Central Motorcoach Send Packet 9/16/2009 American Bank of Texas Mrs Melissa Musgrove Bank Travel Sent new profile sheet 9/16/2009 AmeriCoach Tours Mr John Gibbs ABA Follow up Left Message 9/9/2009 A Great Way to Charter Tour Mr Jonathan Berzas Travel South Follow Back up 9/9/2009 Aliant Bank Ms. Margaret Dean Bank Travel Will not be back untill September 12th 9/9/2009 Around Town Tours Mrs Dolores Kaemmerer Travel South Out of office untill next week Meeting 9/15/2009 Julie Pennington Mrs Julie Pennington Phone Call 9/9/2009 20th Century Coach, Inc. Ms. LouAnn Emerson Sale's Call would prefer e-mail on upcoming tours 9/9/2009 66 Federal Credit Union Mrs Cindy Reynolds Bank Travel Wants me to send her a packet 9/9/2009 Affordable Travel Mrs Erma Bridges Headquarters House, Terra Studios and AM Railroad Tour ideas for 2010 9/9/2009 Concordia Mrs Patti Poulides Terra Studios Tour Follow up on packet I dropped off 9/9/2009 All American Tours Mr David Burns Would like information on the Walton Art Center 9/9/2009 All In One Destinations Mr David Kinney Travel South Send Packet Travel South Contact 9/9/2009 Alliance Bank Mrs Linda Mattingly Bank Travel 2011 Send packet no Arkansas Trips planned for 10 9/9/2009 Amegy Bank of Texas Ms. Joyce Kappe Bank Travel Send new information 9/9/2009 American National Bank of Texas Mrs Anne Davidson Bank Travel Go to Branson every other year 11 9/9/2009 AmeriCoach Tours Mr John Gibbs ABA email phone number not good 9/9/2009 Arkansas Destinations Ms Jana Cohen Agri Tour Daisy Air Museum 9/14/2009 A Great Way to Charter Tour Mr Jonathan Berzas Travel South Left Message on 09/09 follow up and call again 9/14/2009 Affordable Travel Mrs Erma Bridges Headquarters House, Terra Studios and AM Railroad Send new VG with tour information 9/29/2009 Around Town Tours Mrs Dolores Kaemmerer *Travel South Follow up left message last week Thank You 9/29/2009 Mountain Home Charter Service, Inc Mr. Scott Lumbert South Central Motorcoach Sent Thank You Card X3 SHELLY • E-Mail Sent 9/3/2009 AR Assoc of Collegiate Registrars and Sarah Jennings State Conference Offered VGs, postcards, and Dickson St map 9/4/2009 UA Friends of India Need space for 600 for banquet; FTC only option 9/9/2009 Shelly Walters - General Kathy Halbirt - TravelHero Change Quality to Travelodge 9/10/2009 Arkansas Lottery Commission Mark Hearn Training meeting Follow up with booking 9/11/2009 Society for Photographic Education Michael Peven South Central Regional Conference Offered assistance for conference 9/14/2009 Society for Photographic Education Michael Peven South Central Regional Conference October 16 possible for conference 9/14/2009 Sigma Tau Gamma Fraternity Douglas Haman Regional Conclave Follow up 9/28/2009 UA Continuing Education and Academic Shannon Stewart Meter School - checking on group needs 9/29/2009 NCAA Track and Field Chris Pohl Indoor Championships needs 23 rooms for officials 9/29/2009 Arkansas Assoc of Collegiate Registrars and Jean Mitchell State Conference Making a Dickson Street Map for the group Issued Lead 9/3/2009 UA Women's Athletics Ms. Chris Pohl NCAA Basketball Tournament Sent paperwork for bid to hotels Meeting 9/1 /2009 IAAP Ms Linda Dizney Razorback Chapter Board meeting 9/1 /2009 National Association of Black Geologists JoAnn Kvamme Annual Conference Delivered 90 bags for meeting 9/3/2009 UA Women's Athletics Ms. Chris Pohl NCAA Basketball Tournament hotels for bid process • aC 7 Fayetteville Visitor Center - 2009 Sales & Visitor Count Jan Feb Mar Apr May lune July Aug Sep Oct Nov Dec Sales Totals $502.70 $670.45 $842.57 $1 ,531 . 11 $2,320.70 $2,211 .38 $11919.87 $2,035.88 $1 ,690.49 2008 Toto/f $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% 78% from 2008 Visitor Count 235 381 539 906 1 ,042 1 ,273 1 , 120 1 , 148 695 2008 Tota/1 162 175 207 725 1903 1873 1983 1829 1 733 1875 532 1 553 _ % Change 31 % 118% 1 160% 1 25% 1 15% 1 46% 12% 28% -5% from 2008 2009 Goal = $12,000/year or $1,000/month Totals for 2009 $13,725. 15 Monthly $1 ,525.02 Visitors 79339 Averages 815 4b Change = divide the difference between the two numbers by the starting number then move the decimal two spaces right 2008 Monthly Sales Average=$1,018.93 2008 Monthly Visitor Average=629 Ka U l ��m��®®�� Fayetteville Town Center, Manager's Activity Report September 1 , 2009 to September 30, 2009 •sales: SEPTEMBER SEPTEMBER Month YTD YTD YTD 2008 (base) 2009 % Change 2008 2009_ % Change Sales 23 13 (43%) 170 141 I (17%) # returned contracts b to date — GL Complete Events (Paid/Sponsored) 22 13 (40%) 171 163 (5%) EMS Calendar - attached $areturned contracts b to les date — GL $391800.00 $209775.00 (48%) $302,506.79 $2373902.47 (21 %) Collections " $ - Payment Lo $51 ,733.00 $27,223.93 (47%) $345,762.92 $284,609.45 (17%) Credit -0- -0- NA -0- -0- I NA $ - GL Average per event o 0 $1 ,730.04 $1 ,598.08 (8 /0) $1 ,779.45 $1 ,687.25 (5 /°) $ Sales / # Sates i ** We collected $27,223.93 in rental and incidentals in September. We have reached 63% of our 2009 goal of $448,250.00. Operations Items: • Steam Cleaned the Carpet. • Starting to work on replacing garage lights. • General maintenance. Irarketing, Sales and Public Relations: • Jamey Sims attended Bridal Fair in Rogers. • Sandra Bennett working with CVB Trick or Treat on The Square and CAT TV's fall fundraiser. • Sandra Bennett and Brittany Dearien working on FTC Bridal Fair for 2010. Event List: • September 2 — Arvest Mortgage • September 11 — Children's Safety Center • September 3 — ABC Home Inspection Assoc. • September 12 — Green/Fallen Reception • September 4 — ABC Home Inspection Assoc. • September 12 — Hatfield Reception • September 4 — Lewis Reception • September 16 — Tyson Legal Department • September 5 — Yesenia Birthday Party • September 17 — Tyson Legal Department • September 5 — Keen/Weeks Reception • September 18 — Alp Ertem • September 10 — ASID Vendor Fair • J7 DIRECTOR'S REPORT September 2009 • ACTIVITY Tourism Activities — AAA All Star Coaches Clinic meeting Rachael de Mossimo — old Fayetteville photos Lindsley Smith — recent overnight tourism count for area Tracy Gott —overnight visitors Julie McQuad — "Buy Fayetteville" Gloria Young — Humanities Grant Tracy — Parks and Rec Dept. Roger Hill — Ozark Natural Foods Dale Christy — NATA Susan McCarthy — Business Plan Becky McCain — Butterfield Elementary School program Mel Gilbert - Heritage Festival Crystal Bridges — Clay Edwards and Esperanza Mendoza Relations with Media — Early morning television show interviews in Little Rock on 2 stations Rosemary — Arkansas Business Luke — U. S. News and World Report "America' s Best Undervalued Towns" Kathleen King — Oxford American Literary Cultural magazine Susie Parker — Christian Science Monitor Kelly George — KNWA • Worth Sparkman — NWA Business Journal A & P — Howard Robbins, ABC Erin Hef — Business plan Denise Lash — Arkansas Blue Cross and Blue Shield Joe Hamman — Walker Brothers - insurance Tanya — Robert Baker' s office Martin Miller — TheatreSquared Clinton House Museum — work on First Ladies Garden Martha Walker, Bayari Elementary Daniel Keeley — DK Design Town Center — Butch Coger — LED Lighting Robert — Sign A Rama • ,28 October 9, 2009 TO: Fayetteville A & P Commissioners FROM : Marilyn Heifner RE: Funding request for 2009 We have requests for projects for the remainder of 2009 from the following: Botanical Garden of the Ozarks - $50,000 for operations FilmFest - $20,000 for airline tickets, lodging and hospitality for filmmakers First Night Fayetteville - $20,000 for marketing Lewis & Clark Adventure Races - $5,000 for advertising media production costs Lights of the Ozarks - $20,000 for new materials, LED lights TheatreSquared - $8,000 for marketing of Robert Ford 's new holiday play Available funding: Investments $ 1,764,078. 12 A & P General 870,091.23 • First Security General 194,487.78 Total $2,828,657.13 Committed funds Investments $ 1, 764,078. 12 Balance needed for 1 yr. reserve 406,922 .00 A & P General 531,567 .00 First Security General- Dickson St. 1,536.33 Total $297049103.45 Looks like we have $ 124,553.68 in uncommitted funds. • �. 9