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Home My WebLink About2010-04-12 - Agendas - Final PLEASE NOTE MEETING LOCATION CHANGE The Advertising and Promotion Commission will meet on Monday, April 12, 2010 at 1 :30 p.m. at the Clinton House Museum for the Historic Register plaque dedication at the House. Regular A & P meeting will follow at the Clinton House. AGENDA ADVERTISING AND PROMOTION COMMISSION April 12, 2010 2:00 p.m. Clinton House Museum I. Call to Order II. Reports A. Approval of Minutes for March 8, 2010 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 — Mike Sells II1 . Old Business A. Operations Manual/Commission By-Laws IV. New Business A. Discussion of sustainability requirements and guidelines for HMR special event funding. Add to funding application form — "Please describe how you will use sustainable practices during your event, i.e., recycling, using e-mails, etc." V. Adjourn • ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING March 8, 2010 Commissioners Present: Neal Crawford, Bob Davis, Tim Freeman, Lioneld Jordan, Brandon Kam, Robert Rhoads, and Maudie Schmitt. Commissioners Absent: None Staff Present: Sandra Bennett, Allyson Twiggs Dyer, Marilyn Heifner, Marlo Priest, and Jessica Edwards CALL TO ORDER Tim Freeman called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on March 8 at the Fayetteville Town Center at 2 :00 p.m. APPOINTMENT OF COMMISSIONER FOR TERM EXPIRING 4/1 /14 Moved by Jordan, second by Schmitt to accept by acclamation Brandon Karn to fill a term expiring April 1 , 2014. Motion carried. ELECTION OF CHAIRMAN Commissioners voted for two nominated candidates for Chairman for 2010. Results of the voting were as follows: For Davis: Crawford, Schmitt, and Davis. For Freeman : Karn, Jordan, Rhoads, and Freeman. Tim Freeman was elected chairman. MINUTES Moved by Davis, second by Jordan to approve the minutes of the February 8 meeting. Motion carried. HMR COLLECTIONS HMR collections for February (January sales) were $ 143 .940, a 13 . 88% decline from last year. Year to date collections is $310,586, a 6. 83% change over prior year. FINANCIAL STATEMENTS Keith Glass reported on January financials. A & P operationally was as budgeted. Town Center, CVB, and CHM line items were all in line. CITY ATTORNEY Kit William apologized that revenue from overdue taxes was at an all time low of $387.34. He will work with the City Prosecutor to modify penalty procedures for not turning in forms and to make it a fine for not remitting those forms. REPORTS CLINTON HOUSE MUSEUM In February, the House featured its collection of magazines featuring the Clintons. An increase in visitors has been seen with spring approaching. President Clinton' s heart procedure brought recognition to the house. President's Day was marked with the annual presidential trivia challenge. March event will • feature the art of Scott Mashburn with a reception planned for March 23 . In the garden and yard, the bulb watch continues. VISITORS BUREAU • Allyson introduced two new staff members: Jessica Edwards, communications manager, and Marlo Priest, sports marketing manager. The staff is gearing up to host the NCAA Indoor Championships and putting out the red carped for them since they won't be back for two years. Allyson met with attraction operators and Tim Freeman regarding an attraction passport where all would cross sell each other. Julie Pennington will attend Governor's Conference and represent Fayetteville. TOWN CENTER The Town Center staff exceeded their sales and collections goal for the month. EXECUTIVE DIRECTOR Marilyn thanked the Commission for their participation in the dedication of the sign at the Butterfield Trace at Lake Fayetteville. A crowd of 70 attended the dedication in 39 degree weather. Forth-four attended the presentation by the National Parks Service on their plans for certifying the Butterfield Overland Mail Route. Marilyn is working with a Forward Fayetteville Creative Economy group on producing a gallery guide. The new staff members at the CVB will put Fayetteville on the cutting edge of CVB 's not only in Arkansas, but across the region. Julie Pennington is working on two new group tours: Birding and garden tours. • Marilyn said the staff will have to tighten their belts in March because of the revenue loss in February. However, she reported on energy savings at the Town Center for the first two months of $4,041 .49 and 363960 KWH. She presented an update for the experienceFayetteville.com website which focuses on the A & P Commission. Included in the section are an explanation of the Commission, HMR revenues for the last 2 years and current year, a funding request explanation and a funding request form. By consensus of the Commissioners, the site will go live on Tuesday. AD AGENCY REPORT Mike Sells discussed the goal for the website established 4 months ago to "engage the user". Tracking the key metrics, it appears that things are working. Visitors are staying 3 min. 21 sec. We wanted people to say, "Send me a Visitor Guide." Downloads of the Visitor Guide are up 170% for January and February of 2010. Advertising inquiries are up 14% over last January and February. Jade Gustin said work was progressing on the Visitor Guide. The book will be to the printer in the next couple of weeks. She showed Steve Moore's photo of the castle which will be on the cover. Magazine ads were also presented. Lee said the magazine Women's Focus (Wichita) will feature Fayetteville in a "Plan a Getaway" article. Tulsa People will have an article on Fayetteville as well. OLD BUSINESS • None NEW BUSINESS . None The annual report of the Botanical Garden of the Ozarks was included with the agenda for the Commission. There being no further business, the meeting was adjourned. Respectfully submitted, A4�C Marilyn Heifner Executive Director • • Advertising and Promotion Commission • For month of March 2010 Current Year HMR Collected (2120.0912.4101 .00) $ 168 , 983. 93 Prior Year Collected (2120.0912.4101 .01 ) $ 3,677.69 First Security Investment Interest Revenue (2120.0912.4708.00) $ 31000. 54 Total Revenues $ 175 ,662. 16 Annual Bond Audit Expense (2120.9120.7602.60) $ Collection Expense (2120. 9120.5333 .00) $ (33453 .23) Bank of OK Quarterly Fee (2120.9120.5712.00) $ Town Center Bond Payment (2120.9120. 5712.00) $ (551949 :41 ) 2008 Property Taxes on Town Center (2120.9120.7602.60) Total Expenses $ (59,402.64) Total Check to A&P $ 116,259.52 • City of Fayetteville, Arkansas Monthly HMR Tax Collections 2007-2010 2007 2008 2008 2009 2009 2010 2010 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 $166,620 $174,005 4.43% $166,214 -4.48% $166,645 0.00% February $150,088 $1582693 5.58% $167, 141 5.32% $143,940 -13.88 March $157,317 $172,804 9.84% $180,027 4. 18% $174,568 -3.03 April $171 ,562 $183,672 7.06% $191 ,542 4.28% May $165,779 $175,064 5.60% $190,320 8.71 % June $177,594 $194,447 9.49% $190,237 -2. 17% July $173,079 $188,253 8.77% $1800944 -3.88% August $160,560 $174,648 8.77% $167,897 -3.87% September $172,373 $190,244 10.37% $176,463 -7.24% October $180,324 $1873125 3.77% $189,728 1 .39% November $185, 111 $197,814 6.86% $190,887 -3.50% December $170,506 $174,682 2.45% $174,568 0.00% Total $ $2,030,913 $2,171 ,451 6.92% $2,165,969 0.00% $485,154 -5.50% \filename Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis February 28, 2010 • ASSETS Current Assets CVB Cash in Register $ 100.00 CHM Cash in Register 100.00 Arvest A&P General #4856 7287483.34 1 st Security A&P General #8714 1433818.35 1 st Sec Fay Town Cur #8722 389167.82 Ist Sec. Clinton House #8749 30, 191 . 17 1 st Sec. Conv Visitor #8730 96,873.33 Arvest Payroll Account #4636 23,963.46 Accounts Receivable 18.48 Due From Other Funds 84,078.64 Investments 19675,611 .22 Investment Adj to Market 41256.62 Total Current Assets 2,825,662.43 Property and Equipment Furniture and Fixtures 319470.85 Equipment 1719560. 14 CVB Building 9215632.37 CVB Land 1989621 .00 Building Additions 318,677.24 Accum. Depreciation (295,778.46) Total Property and Equipment 15346, 183. 14 • Other Assets Total Other Assets 0.00 Total Assets $ 41171 ,845.57 LIABILITIES AND CAPITAL Current Liabilities Aflac $ 188.46 Colonial Life & Acc Ins Payabl 30. 10 Federal Payroll Taxes Payable 71138.72 FUTA Tax Payable 415.45 State Payroll Taxes Payable 19600.63 SUTA Payable 11018.25 Due to Other Funds 2,878.81 Due to Town Center 6,089. 10 Total Current Liabilities 19,359.52 Long-Term Liabilities Total Long-Term Liabilities 0.00 Total Liabilities 19,359.52 • Capital Beginning Balance Equity 358795562.33 Unresticted Fund Balance 258,274.40 Restricted Fund-540 Film Grant 221 .53 Net Income 149427.79 See Accountants' Compilation Report •• Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis February 28, 2010 • Total Capital 421523486.05 Total Liabilities & Capital $ 4, 171 ,845.57 • See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Two Months Ending February 28, 2010 Current Month Year to Date Revenues HMR Tax Revenue S 143,373. 13 73.96 S 300,809. 18 54.20 Prior Year HMR Tax Revenue 567. 16 0.29 99583.33 1 .73 Rental Income 36,941 .57 19.06 73,201 . 16 13. 19 Other Income 859.50 0.44 11523.46 0.27 Parking Revenue 582.00 0.30 11052.00 0. 19 Parking Lease 35397.39 1 .75 35397.39 0.61 Gift Shop Sales 269.86 0. 14 437.03 0.08 Visitor Store 87.61 0.05 753.44 0. 14 Partnership Income 1 ,000.00 0.52 2,200.00 0.40 Admission Revenue 280.00 0. 14 347.91 0.06 Interest Income Investments 69267.64 3.23 6,267.64 1 . 13 Interest Income Checking 224.39 0. 12 390. 19 0.07 Transfer In 0.00 0.00 1557000.00 27.93 Total Revenues 193,850.25 100.00 5549962.73 100.00 Cost of Sales Clinton House Gift Shop 33.09 0.02 33.09 0.01 Total Cost of Sales 33.09 0.02 33.09 0.01 Gross Profit 1932817. 16 99.98 5547929.64 99.99 Expenses Signage- Tourism 372.40 0. 19 1 ,527.93 0.28 * Bank Card Discounts 205.51 0. 11 341 .40 0.06 Bank Charges 0.00 0.00 16.97 0.00 Parking Expense 100.00 0.05 200.00 0.04 Advertising & Marketing 543880.06 28.31 56,350.58 10. 15 Brochures 277615.79 14.25 27,615.79 4.98 Accounting & Legal Fees 665.00 0.34 11290.00 0.23 Office Expense 2,704.27 1 .40 3,673.72 0.66 Visitor Store Exp 630.00 0.32 1 ,640.08 0.30 Insurance & Health Benefits 368.34 0. 19 5,840.44 1 .05 408 (P) Company Match 897.92 0.46 19345.01 0.24 Car Allowance 300.00 0. 15 450.00 0.08 Telephone Expense 900.00 0.46 2,291 .85 0.41 Postage and Shipping Expense 1 ,229.55 0.63 39829.55 0.69 Repairs & Maintenance Expense 8,235.01 4.25 16,404.27 2.96 Kamensky Fountain Maintenance 11304.73 0.67 1 ,827.87 0.33 Linens 27631 .02 1 .36 41334.23 0.78 Publications & Dues 11105.00 0.57 21069.95 0.37 Travel/Training Expense 65050.97 3. 12 8,640.97 1 .56 Collections Expense 22878.81 1 .49 61207.85 1 . 12 Payroll Tax Expense 3,401 .24 1 .75 41965.06 0.89 Convention Development 39315.82 1 .71 3,915.82 0.71 Contract Labor 35345.00 1 .73 61530.00 1 . 18 Commissions 2,543.50 1 .31 2,543.50 0.46 Wages Expense 33,893. 15 17.48 507529.41 9. 11 Electricity Utility 49341 .59 2.24 97366.67 1 .69 Gas Utility 29246.59 1 . 16 4,551 .24 0.82 Water Utility 869.29 0.45 907. 16 0. 16 •Cable 89.39 0.05 178.78 0.03 Recycling 165.28 0.09 330.56 0.06 Security 1 ,015.23 0.52 1 ,368.44 0.25 Airport Advertising 11485.00 0.77 1 ,485.00 0.27 Minor Equipment 75986.28 4. 12 7,986.28 1 .44 Airport Info Booth 12200.00 0.62 19200.00 0.22 See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Two Months Ending February 28, 2010 Current Month Year to Date DECA 0.00 0.00 1 ,350.00 0.24 AR Air Museum 59300.00 2.73 51300.00 0.96 Theatre Squad 31971 . 16 2.05 31971 . 16 0.72 Bikes, Babes, & Bling 0.00 0.00 11350.00 0.24 Bikes, Blues, & Hot Rods 41326.67 2.23 41326.67 0.78 National School Boards 2,000.00 1 .03 21000.00 0.36 Misc Special Project 95251 .82 4.77 12,423.82 2.24 Bond Payments-Town Center 555949.41 28.86 11 1 ,898.82 20. 16 Trustee Expense 0.00 0.00 1 , 125.00 0.20 Transfer OUt 0.00 0.00 155,000.00 27.93 Total Expenses 2595770.80 134.01 540,501 .85 97.39 Net Income $ (653953.64) (34.02) $ 149427.79 2.60 • I, i I See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Two Months Ending February 28, 2010 • Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year Revenues HMR Tax Revenue $ 143,373. 13 $ 164,705.24 $ 3005809. 18 $ 321 ,484.06 Prior Year HMR Tax Revenue 567. 16 21436.21 9,583.33 113871 .81 Rental Income 36,941 .57 35,038.62 735201 . 16 653261 .32 Other Income 859.50 371 .73 1 ,523.46 382.67 Parking Revenue 582.00 787.00 1 ,052.00 1 ,257.00 Parking Lease 39397.39 0.00 3,397.39 35554.56 Gift Shop Sales 269.86 194.36 437.03 641 .29 Visitor Store 87.61 437.50 753.44 1 ,311 .57 Partnership Income 1 ,000.00 29500.00 21200.00 32700.00 Admission Revenue 280.00 346.91 347.91 503.91 Track Tickets 0.00 22366.00 0.00 3, 136.00 Special Projects 0.00 15175.00 0.00 5,956.39 Sustainability Summit 0.00 0.00 0.00 14,000.00 Interest Income Investments 6,267.64 3,519.25 69267.64 85004.77 Interest Income Checking 224.39 288.01 390. 19 573.56 Transfer In 0.00 15,000.00 1553000.00 1 15,000.00 Total Revenues 1939850.25 229, 165.83 5543962.73 5565638.91 Cost of Sales Clinton House Gift Shop 33.09 423.71 33.09 _ 423.71 Total Cost of Sales 33.09 423.71 33.09 423.71 • Gross Profit 193,817. 16 228,742. 12 5549929.64 556,215.20 Expenses Signage- Tourism 372.40 15172.25 1 ,527.93 11172.25 Credit Card Discounts 205.51 493.52 341 .40 740.78 Bank Charges 0.00 39.85 16.97 88.20 Parking Expense 100.00 100.00 200.00 200.00 Advertising & Marketing 54,880.06 239953.77 56,350.58 259719.77 Brochures 27,615.79 12947. 19 27,615.79 15947. 19 Accounting & Legal Fees 665.00 625.00 1 ,290.00 11250.00 Office Expense 29704.27 23114.82 35673.72 21827.41 Visitor Store Exp 630.00 0.00 1 ,640.08 1 ,326.65 Insurance & Health Benefits 368.34 35277.61 5,840.44 31339. 13 408 (P) Company Match 897.92 19006.22 1 ,345.01 11999.89 Car Allowance 300.00 300.00 450.00 600.00 Telephone Expense 900.00 15299.56 27291 .85 21657.57 Postage and Shipping Expense 1 ,229.55 624.39 35829.55 31645.74 Material & Supplies 0.00 95.85 0.00 95.85 Rent 0.00 0.00 0.00 129000.00 Maintenance/Lawn 0.00 100.00 0.00 100.00 Repairs & Maintenance Expense 85235.01 9,856.05 16,404.27 11 ,868. 16 Kamensky Fountain Maintenance 1 ,304.73 273. 13 11827.87 273. 13 Linens 2,631 .02 4,221 .58 41334.23 49221 .58 Publications & Dues 1 , 105.00 ( 100.00) 21069.95 629.00 Travel/Training Expense 65050.97 35852.50 81640.97 4,521 .47 Taxes & Licenses 0.00 293.50 0.00 293.50 •Collections Expense 21878.81 32342.83 6,207.85 69667. 12 Payroll Tax Expense 37401 .24 3,506.37 49965.06 79078.41 Convention Development 37315.82 275.00 35915.82 1 ,675.00 Research Expense 0.00 1 ,700.00 0.00 15700.00 Contract Labor 3,345.00 3, 181 .25 61530.00 51931 .25 Commissions 2,543.50 19872.28 21543.50 37824.76 See Accountants' Compilation Report • Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Two Months Ending February 28, 2010 • Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year Wages Expense 33,893. 15 369728.67 507529.41 73,020.01 Electricity Utility 4,341 .59 61963.46 9,366.67 13,563.66 Gas Utility 2,246.59 23628.60 4,551 .24 59534.33 Water Utility 869.29 547.95 907. 16 1 ,064.91 Cable 89.39 89.54 178.78 179.07 Recycling 165.28 0.00 330.56 0.00 Security 15015.23 568. 10 11368.44 589.95 Airport Advertising 1 ,485.00 0.00 11485.00 0.00 Minor Equipment 79986.28 0.00 75986.28 0.00 Airport Info Booth 19200.00 12200.00 19200.00 11200.00 Coaches Clinic 0.00 1 ,600.00 0.00 11600.00 DECA 0.00 0.00 12350.00 0.00 Square Gardens 0.00 0.00 0.00 29,244.43 Waterski Champion 0.00 11500.00 0.00 11500.00 AR Air Museum 5,300.00 0.00 55300.00 0.00 Theatre Squad 31971 . 16 0.00 3,971 . 16 0.00 Bikes, Babes, & Bling 0.00 0.00 1 ,350.00 0.00 Bikes, Blues, & Hot Rods 41326.67 0.00 4,326.67 0.00 National School Boards 21000.00 0.00 22000.00 0.00 Misc Special Project 9,251 .82 233.34 12,423.82 233.34 Bond Payments-Town Center 55,949.41 553413.35 111 ,898.82 110,826.70 Trustee Expense 0.00 0.00 11125.00 1 , 125.00 Transfer OUt 0.00 155000.00 155,000.00 1159000.00 Total Expenses 259,770.80 191 ,897.53 540,501 .85 463,075.21 • Net Income $ - (65,953 64) $ 36_844.59 $ - 14,427.79 $ 93, 139.99 • See Accountants' Compilation Report Fayetteville Town Center Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2010 • 2010 2010 2010 2010 February February 2009 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 - Actual 09 394,880.00 64,103.00 69,044.70 325,835.30 29,300.00 35,208.11 61 ,034.32 Interest - Checking 480.00 80.00 56.72 423.28 40.00 27.77 101.62 Parking Revenue - - - Daily 9,000.00 1,257.00 1,052.00 7,948.00 787.00 582.00 1,257.00 Leases 10,000.00 3,554.00 3,397.39 6,602.61 3,397.39 3,554.56 Sales Tax Exp (3,663.00) (666.00) (1,016.54) (2,646.46) (333.00) (1,016.54) (1,273.00) Special Projects 6,200.00 5,000.00 - 6,200.00 2,500.00 5,956.39 Mac Revenue - 1,481 .00 (1 ,481.00) 851.00 0.94 Transfer - Total 416,897.00 73,328.00 74,015.27 32,294.00 39,049.73 70,631 .83 Expenses Salary+Benefits 142,332.00 21,896.00 16,134.40 126,197.60 10,948.00 10,604.60 24,536.68 Commissions 30,000.00 5,000.00 2,543.50 27,456.50 2,500.00 2,543.50 3,825.76 Contract Labor - - 1 ,030.00 (1 ,030.00) 595.00 431.25 Payroll Taxes 14,495.00 2.340.00 1 ,746.39 12,748.61 1,170.00 1,229.34 2,607.07 Credit Card Discount! 3,900.00 650.00 234.47 3,665.53 325.00 171.95 515.44 Insurance 15,600.00 2,600.00 2,522.80 13,077.20 1,300.00 1,212.68 217.50 401K Match 3,720.00 620.00 422.81 3,297. 19 310.00 258.12 733.85 Utilities - - - Water 6,225.00 975.00 781 .26 5,443.74 500.00 781.26 946.21 Phone 8,960.00 1,480.00 1,507.65 7,452.35 740.00 754.27 1,477.50 Electricity 64,741.00 11 ,127.00 8,346.72 56,394.28 5,669.00 3,923.20 12,364.34 Gas 11 ,969.00 5,650.00 4,292.91 7,676.09 2,696.00 2,246.59 5,138.22 Cable 1 ,080.00 180.00 178.78 901.22 90.00 69.39 179.07 Recycle Dumpster 1 ,980.00 330.00 - 1 ,980.00 165.00 Postage 135.00 135.00 197.57 (62.57) 97.57 98.00 Contract Services - - - • Office Expense - 812.01 (812.01) 96.25 1 ,302.42 Linens 20,504.00 3,211 .00 4,334.23 16,169.77 1,138.00 2,631.02 4,221.58 Outside Laundry 3,771.00 621 .00 - 3,771 .00 294.00 Repairs & Maintenant 60,750.00 11,500.00 15,426.71 45,323.29 10,500.00 7,892.81 10,513.47 Materials & Supplies 5,000.00 1,000.00 - 5,000.00 400.00 Advertising & Promo 3,000.00 1 ,750.00 1,003.00 1 ,997.00 1,003.00 1,766.00 Travel/Training 500.00 200.00 - 500.00 (869.12) Building Insurance 9,000.00 - - 9,000.00 Taxes & Licenses 3,035.00 - - 3,035.00 Special Projects 6,200.00 5,000.00 5,012.79 1 . 187.21 5,000.00 5,012.79 233.34 Misc - 342.99 (342.99) 342.99 Bank Charges - - - 19.90 Security - 1 ,324.74 (1,324.74) 993.38 546.25 Transer In - Total 416,897.00 76,265.00 68,195.73 43,745.00 42,479.71 70,804.73 • Convention Visitors Bureau Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2010 - • 2010 2010 2010 2010 February February 2009 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 352,908.00 125,000.00 125,000.00 227,908.00 100,000.00 Interest 600.00 100.00 106.03 493.97 50.00 80.64 96.46 Partnership Dues 9,200.00 1,600.00 2,200.00 7,000.00 1 ,000.00 3,700.00 Travel Hero 3,000.00 500.00 - 3,000.00 Vist. Ch. Store 15,000.00 1 ,600.00 963.44 14,036.56 1,000.00 297.61 1,562.04 Special Projects - - - First Thursday 2,400.00 400.00 - 2,400.00 200.00 Dickson St 1 ,500.00 - - 1,500.00 Film Festival 2,500.00 - - 2,500.00 Premetr Baseball 15,000.00 - - 15,000.00 Other Income - 3,436.00 Total 402,108.00 129,200.00 128,269.47 1,250.00 1 ,378.25 108,794.50 Expenses Salary+Benefits 231,991.00 36,878.00 20,856.89 211,134.11 18,439.00 14,266.26 31,302.39 Payroll Tax Exp 20,775.00 3,300.00 1,943.65 18,831.35 1 ,650.00 1 ,329.58 2,907.53 Insurance-Health 21,756.00 2,600.00 3,152.92 18,603.08 1,300.00 (299.64) 2,874.40 401K Match 6,576.00 1,096.00 564.09 6,011.91 548.00 376.06 911.00 Utilities - - - Telephone 7,125.00 1,175.00 575.71 6,549.29 600.00 41 .36 1,030.51 Electricity 4,195.00 500.00 947.90 3,247.10 275.00 418.39 1,097.17 Water 550.00 90.00 88.03 461.97 45.00 88.03 44.35 Conv & Tourism Develop 23,800.00 2,600.00 3,915.82 19,884.18 1 ,000.00 3,315.62 1,675.00 Premier Baseball 15,000.00 - 2,835.00 12,165.00 2,835.00 Travel & Training 32,520.00 6,170.00 7,935.10 24,584.90 2,895.00 5,345.10 3,891.66 Publications/Dues 3,220.00 1,170.00 1,600.00 1,620.00 1 ,045.00 775.00 125.00 Repair/Maintenance 2,000.00 400.00 114.45 1,885.55 400.00 114.45 1,627.82 Office Supp/Printmg 9,000.00 1,500.00 2,674.28 6,325.72 500.00 2,420.59 1,177.87 Tracking Sflware/Maint 3,500.00 1,800.00 - 3,500.00 Credit Card Discounts 1,200.00 200.00 76.19 1,123.81 100.00 18.30 143.59 • Taxes & Licenses(ASCAF 300.00 300.00 210.00 90.00 300.00 210.00 293.50 Visitor Ctr Store Itms 8,000.00 1,332.00 1,640.08 6,359.92 666.00 630.00 1,326.65 Education Reimbursemen 3,000.00 3,000.00 1,700.00 Bank Charges - - - 19.90 Parking Expense 1,200.00 200.00 200.00 1 ,000.00 100.00 100.00 200.00 Advertising & Marketing - 1,150.00 (1 ,150.00) Special Project - - - First Thursday 2,400.00 400.00 - 2,400.00 200.00 Dickson Sl 1,500.00 - - 1 ,500.00 Film Festival 2,500.00 - - 2,500.00 Transfer Out - Total 402,108.00 61,711.00 50,480.11 30,063.00 31 ,984.30 52,348.34 • Clinton House Museum Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2010 • 2010 2010 2010 2010 February February 2009 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Accumulated Actual Balance Budget Actual Actual Budget Revenue Transfer from ABP 59,431.00 30,000.00 30,000.00 29,431.00 15,000.00 Admission 5,400.00 900.00 347.91 5,052.09 450.00 280.00 260.00 Special Events 900.00 - - 900.00 Gift Shop Sales 6,600.00 1 ,100.00 468.03 6, 131.97 550.00 300.86 634.73 Interest 240.00 40.00 5.01 234.99 20.00 21.73 Other Income 20.07 (20.07) 20.07 18.00 Total 72,571.00 32,040.00 30,841.02 1 ,020.00 600.93 15,934.46 Expenses Salary+Benefits 36,180.00 6,030.00 4,100.63 32,079.37 3,015.00 2,730.63 5,345.94 Payroll Tax Exp 2,892.00 482.00 383.42 2,508.58 241.00 255.32 488.20 Insurance-Health 3,951.00 650.00 351.89 3,599.11 325.00 21.00 401K Match 984.00 164.00 75.00 909.00 82.00 75.00 Rent 12,000.00 12,000.00 - 12,000.00 12,000.00 12,000.00 L tilities-$3690 - - Water 500.00 74.00 37.87 462.13 37.00 74.35 Gas 1 ,300.00 395.00 258.33 1 ,041.67 177.00 396. 11 Electricity 1 ,000.00 102.00 72.05 927.95 47.00 102.15 Telephone Actual 1 ,200.00 200.00 208.49 991.51 100.00 104.37 149.56 Materials 8 Supplies 1 ,200.00 200.00 55.90 1 ,144.10 100.00 55.90 451 .37 Credit Card Discount: 1 ,000.00 100.00 30.74 969.26 50.00 15.26 81 .75 Bank Charges - - - 28,40 Security 264.00 44.00 43.70 220.30 22.00 21.85 43.70 Maintenance/Lawn 500.00 100.00 - 500.00 100.00 100.00 Repair/Maintenance 2,000.00 200.00 - 2,000.00 200.00 Sales Tax 600.00 100.00 31.00 569.00 50.00 31.00 Special Projects 1 ,200.00 200.00 - 1,200.00 100.00 Publications/Dues 250.00 100.00 - 250.00 50.00 Trevel/iraining 500.00 500.00 94.99 405.01 500.00 94.99 100.00 • Gift Shop Items 5,000.00 1,000.00 33.09 4,966.91 33.09 423.71 Total 72,521.00 22,641.00 5,777.10 17,146.00 3,417.41 19,856.24 • Fayette gle Ativenins and Pronation Commission $Imt of Budget. Revenue, and Expense,Mndined Cash Basis Morn Ending February 2010 • 2010 2010 2010 2010 February February 2009 Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date Acamulated Actual Balance Budget Actual Actual Budget Revenue HMR Tex Revenue 2,171,850.00 334,315.00 300,809.18 1,871,040.82 167,621.00 143.373.13 321484.06 Prior Year HMR Tax Rev - 9,583,33 (9,583.33) 567.16 11,871.81 Interest 35,000.00 5.840.00 6,267.64 28.732.% 2,916.00 6,267,84 8,004.77 Visitor Guide ads 1,500.00 125.00 - 1,500.00 Misc Income 16.600.00 - 42.46 16,557.54 850 14,063.73 Square Garden Canyc 5,000.00 - - 5,000.00 Rental Income - 5,173.00 (5,173.0(l) 2.750.00 5,500.00 Interest Inc Checlting 125.00 202.38 (202.36) 125.00 95,91 353.75 Total 2.229.950.00 340.405.00 322,0T7.97 170.662.00 153,062.34 361,278.12 Expanses Transfers Town Center Fund 676,185.00 112464.00 111,89882 564,288.18 56,232.00 55,949.41 110,826.70 Band Audit Etta 2,000.00 - - 2,000.00 Bond Paying Agent Fe 6.000.00 1,500.00 1,125.00 4,875.00 1,125.00 Workmen's Comp Ins 2,575.00 - - 2,575.00 Collection Exp 43,437.00 8685.00 6.207.85 37,229.15 3,352.00 2,878.81 6.667.12 Transfer to CVB 352,822.00 125,000.00 125,000.00 227,822.00 100,000.00 Transfer to Linton Hat 59.431.00 3800800 38000.00 29,431.00 15,000.00 Peace Fountain Maint 10,000.00 1,868.00 1,827.87 8,172.13 833.00 1,304.73 Contract Labor 5,500.00 (5,500.00) 2.750.00 5.500.00 Salaries 84,453.00 14,076.00 9,437.49 75.015.51 7,038.00 6,291.66 11.835.00 Payroll Tax Exp 7.600.00 1,266.00 891.60 6,708.40 633.00 587.00 1,075.81 Insxnxc HeeItn 3,645.00 608.00 (187.17) 3.832.17 304,00 (544.70) 226.23 401RMaust 2,532.00 422.00 283.11 2.24689 211.00 188.74 355.04 Car Allowance 3,600.00 600.00 450,00 3,150.00 300.00 300.00 600.00 Advertising E Markalin 400,000,00 35,000.00 54,197.58 345,802.42 25.000.00 53,877.06 23,953.77 Airport into Booty 5,200.00 1,200.00 1,200.00 4,000.00 1,200.00 1,200.00 1,200.00 Airport Advertising 6,000.00 - 1485.00 4,515.00 1485.00 Brochures 100,000,00 5.000 00 27,615.79 72,384.21 5,000.00 27.615.79 1,947.19 Website Update 28000.00 4,000.00 - 20,000 00 4,000.00 Signage, Teudsm 10.000.00 1,800.00 1,527.93 8,472.07 1400.00 372.40 1,172.25 Publication 6 Dues 2,045.00 600.00 469.95 1,575.05 500,00 33000 454.00 TraveliTrainieg 5,000,00 1.200.00 610.88 4,389.12 300.00 610.88 1,398.93 Recycling - 330,58 (330.58) 165.28 Officer $up B Printing 1,000.00 200,00 131.53 868.47 100.00 131.53 Postage 20,0013.00 2,000.011 3,631.98 16,368,02 2,000.00 1,131.98 3,539.34 Professional Services 7.500.00 1,250.00 1,290,00 6,210.00 625.00 665.00 1,250.00 • $baegk Planning30.000.00 - 30.000,00 Audit Expense 2,000,00 2,000.00 Town Center Garden k 10,000.00 10.000.00 Square Ga ser s - 29,24443 Special Projects - 3,172.00 (3,172.00) 1,50000 AU Museum 5.300.00 5,300.00 5.300.00 - 5,300.00 AR H.S. Coached Cim 17,250.00 - - 17.250.00 1,800.00 Are live 1,000,00 1,000.00 1,000.00 Bikes, Babes, & Sting 20.1100 011 - 1,350.00 18650.00 Bikes. Blues, 8 Hot Rc 10.000.00 - 4,326.67 5.673.33 4,326.67 Communes for Meng G 2,000.00 - 1,404,03 595.97 1,404.03 DELA Marketing Fash 1,50000 - 1,350.00 150,00 H.S. Agstar Games 30.000.00 - - 30,000.00 NWA CoaNes Clack 1,600.00 - - 1,600,00 Saturday of Crompton _ . State Soccer Finale 1,000.00 - - 1,000,00 7A State Track Meet 1500.00 - - 1,500.00 Baseball & Soltbati WE 2.50000 2,500,00 Dickson St Music . Duagran _ 4 State Volleyball Cuts 1.000.00 - - 1.000.00 Iron Pig Festival 2,500,00 - 2,50000 Joe Marlin Stage Rea 3,200.00 - - 3,200.013 Nag Saw Boards 2.000.00 - 2,000.00 - 2,000.00 Ozark Valley TliaWon 500,00 - 50000 FayetMlle Nigh Jam - - _ Ozark Milt Museum 1.000.00 - - 1.000.00 Soler Splash 5.000.00 - - 5.000.00 Thear"Squared 20,000.00 - 3.971.16 16,028,84 3,971.16 Tri Spans We E Fam 1,500.00 - - 1,500.00 NCM Baseball Region 10,000.00 - - 10,000.00 NCM Track Indoor 7,000.00 - - 7,000.00 SEC Tennis Tournament - SEC Meme & Women% 3,500.00 - - 3,500.00 SEC Sogball Champlo 2.000.00 - - 2,000.00 Walton Ars Center 30,0030.00 - - 38000.00 Misc Expanse - _ Repair& Maintenance 75.000.00 12,500.00 863.11 74,136.89 6.250.00 227.75 Mina Equip 75,000.00 12,50000 7,64329 67,358.71 6,250.00 7,643.29 Depreciation Exp 20,000.00 3.330.00 - 20,000.00 1,66500 Bank Charges - 16.97 (16.97) 20,00 Taxes & licenses - Unallocated Revenue 4,074.00 - 4,074.00 Total 2,229,949.00 381,167.00 416,323.00 123,193.00 162,163.47 320.490.61 • FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS KIT WILLIAMS, CITY ATTORNEY • DAVID WHITAKER, ASST. CITY ATTORNEY DEPARTMENTAL CORRESPONDENCE LEGAL DEPAR'ITMN1' TO: A & P Commissioners CC : Casey Jones, City Prosecutor Marsha Hertweck, Accounting Director FROM : Kit Williams, City Attorney DATE : April 5, 2010 RE: Overdue HMR tax collection The City Prosecutor' s Office collected $1 ,620.07 in overdue Hotel, Motel, and Restaurant taxes last month to make the First Quarter of 2010 recovery • $49073.71 . 0. When I saw the monthly report from our Accounting Department last Friday, I noticed that the Cosmopolitan Hotel had failed to pay HMR taxes and requested that this information be forwarded to the City Prosecutor' s Office. The Accounting Department has now sent this to the City Prosecutor' s Office. Casey Jones informs me that a new case, criminal citation, etc. will be promptly filed for the Cosmopolitan ' s failure to timely remit the necessary HMR taxes. On #6, a new citation will be issued .for the new owners who have not sent in their reporting forms or the necessary tax. CLINTON K. JONES T ' NIANDV v A OFFADMINISTRATOR CITY PROSECUTOR Emall: hMtcheckBl.layettevllle .acua BRIAN THOMAS AauAn9, s PHONE: (4795754377 sya (4791) 5754378 �PUTY CITY PROSECUTOR Not Checks: (479) 575-8254 OFFICE OF CITY PROSECUTOR FAX # : (479) 5754]7] MEMO TO: K. Williams Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: April 2, 2010 RE: Status of Active HMR cases 1 . Acambaro Four Jesus Socarro Paid: -0- Delinquent Balance: Forms not turned in Active Criminal Summons (5 & 6, 09) 2. Brenda's Drive-In Collin L. Wilkins Paid: -0- Delinquent Balance: Forms not turned in Active Criminal Summons ( 1 /10) 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. Camilles of NWA Robert W. Shoulders Paid: $560. 17 Delinquent Balance: -0- Case Closed 5. Dominoes Pizza Lloyd W. Hardison Paid: -0- Delinquent Balance: $4,590.66 TD: 7/08/09 — Court ordered to pay $200.00 a month Active Criminal Summons (Fail to Pay HMR) • Telecommunication Device for the Deaf TDD (479) 521-1316 176 South Church, Suite 2 - Fayetteville, AR 72701 Kit Williams April 2, 2010 Page 2 6. Froggy' s Rodney A. Hall Paid: -0- (Jan — April 09) Delinquent Balance: Forms not turned in 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: 10/28/09 — 90 days to pay TD: 4/7/10 (Fail to Pay Fines) 8. Los Cuates Maria S. Richard Paid: -0- Delinquent Balance: $ 103 .00 Trial Date: 9/02/09 — Settled Pending Criminal Summons 9. Mama Dean's Meneria D. Morrison Paid: $719. 18 Active Criminal Summons (4, 6 & 7, 09) • Active Criminal Summons (9 & 10, 09) Active Criminal Summons ( 12/09 & I / 10) Arraignment: 4/16/10 Terry L. Morrison FTA Warrant — TD: 3/17/10 - Guilty 10. On The Rocks Richard E. Reynolds Paid: $ 165.72 Delinquent Balance: -0- (7 & 8, 09) Delinquent Balance: -0- (9 & 10, 09) Trial Date: 5/05/10 11 . Perk on Wedington Shea A. Hamm Paid: $75 .00 Delinquent Balance: $347.00 Arraignment: 4/13/09 - No Show FTAS Warrant Served Trial Date: 8/26/09 — Ordered to pay $75 .00 a month • Williams WApri12, 2010 Page 3 12. 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: 11/04/09 — No Show Active Criminal Summons Trial Date: 4/2/10 13 . Seafood Market Bar/Grill Craig E. Dowd Paid: -0- Delinquent Balance: $5,722.60 TD: 9/16/09 — Time Pay: $200.00 by the 30`h of every month. Trial Date: 4/28/10 (Fail to Pay HMR) 14. Shanghai Chinese and Hsiao L. J. Shen Paid: $ 100.00 • China Garden Delinquent Balance: $3,390.00 15 . WOW Japanese Bistro Chong N. Kim Delinquent Balance: -0- Arraignment: 12/07/09 — No Show Active FTAS Warrant (7 & 81 09) TOTAL: $1,620.07 • CLINTON HOUSE MUSEUM • MONTHLY REPORT MARCH 2010 The Clinton House Museum had a total of 92 visitors in March 2010. March has brought many spring break visitors marks the beginning of the House' s "busy season". Additionally, we seem to be having more and more local visitors. The increased presence in print, network, and social media has been a great success for the House. MUSEUM ACTIVITIES AND EVENTS: During the month of March, we welcomed two group tours. The Arkoma Schools Gifted & Talented students came to the Museum to conclude a Unit on the Former President and ! Secretary of State. After much research and report writing, they were eager to hear the stories of the Clinton' s time in Arkansas and were full of questions. Z !' Several members of The Historic & Heritage Resources Action Group of the FFEAC (Fayetteville Forward Economic Accountability Council) also visited the House in March • continuing their recognition of "all things Fayetteville." KFSM's new morning Meteorologist, JasonAdams + has been visiting places in Northwest Arkansas and the River Valley as part of his Keep It Local Tour so the Florida native can learn more about our area. He arrived, camera crew in tow to learn more about the House and its features. The interview was broadcast ,� during the Channel 5 Morning Show and provided a great opportunity for exposure. If you' d like to watch the interview, you can find it at http://www.kfsm.com/videobeta/5a7faa5 e-ace7-45ab- 903 7-25ad97fc5870/Weather/Jason-s-Keen-It-Local- Tour-Fayetteville APRIL ACTIVITIES : April brings a bus tour from Bixby, OK and the Dedication of the Clinton House Museum into the National Historic Registry of Places. We will also host the monthly A&P Meeting on April 12u' following the dedication. Additionally, the April issue of Cityscapes Magazine features an article about the Clinton House as part of its "In Your Backyard" series. We continue our "bulb • watch" on Facebook despite the setback of the two feet of snow burying some of Hillary ' s daffodils. Activity Report From: 03/0112010 To: 0313112010 ALLYSON E-Mail 3/1 /2010 VYPE I Mike Capshaw 7 on 7 Select Football Tournament sent rate from hotels for his event 3/1 /2010 NCAA Track and Field Fayetteville Hotels NCAA Indoor Track and Field Championship volunteer times for shifts at welcome booth 3/4/2010 Hospitality Summit Harry-Sysco Foods details for sponsorship for summit 3/5/2010 UA Track and Field Brad-TSI NCAA Indoor Track and Field Championship signs for XNA 3/15/2010 Arkansas Medical Society Ms Kay Waldo availability for cardiology group in October 3/29/2010 Premier Baseball Championships Sheila Honore-Events by Design 16 Under Championship Tournament a few hotels who need to turn in contracts 3/29/2010 America In Bloom Cindi Cope Annual Symposium lodging for judges Meeting 3/3/2010 NCAA Track and Field Chris Pohl NCAA Indoor Track and Field Championship final details of event 3/3/2010 City of Fayetteville Julie McQuade cultural mapping project 3/10/2010 Hospitality Summit Brittany Dearien-FTC layout for summit 3/16/2010 ASAE Ms Mary Dandurand Annual Meeting attended monthly luncheon 3/16/2010 Arkansas Medical Society Ms Kay Waldo • 3/17/2010 Clinton House Museum about group coming in october about april 12th event 3/29/2010 Arkansas Department of Parks and Tourism Dena Woerner 3/30/2010 Hospitality Summit attended/organized summit 3/31 /2010 540 Film Festival Rowland McKinney details about 2010 event Phone Call 3/1 /2010 Allyson Twi s-General y gg Brandy Campbell-Hwy Dept details of moving highways signs to exit 62 3/5/2010 Hospitality Summit Dena Woerner-Ark Parks/tourism details about presentation for summit 3/10/2010 UA Track and Field Chris Pohl NCAA Indoor Track and Field Championship About Embassy Suites rooms 3/15/2010 Premier Baseball Championships Robert-Lokomotion 16 Under Championship Tournament booked tour for site visit 3/15/2010 St Patricks Day Pub Crawl Jeff Caudle-Powerhouse questions about event on dickson JESS [ Blog Entry 3/1 /2010 Fayetteville Visitors Bureau Congratulations to the Courtyard by Marrio' 3/9/2010 Fayetteville Visitors Bureau EF-Forbes names Fayetteville #7 *Leative 3/5/2010 Clinton House Museum Kate Johnson bridal fair handout 3/10/2010 Fayetteville Visitors Bureau EF-Dickson St. events web site 3/10/2010 Fayetteville Visitors Bureau EF-St. Patrick's Day Pub Crawl site 3/11 /2010 Fayetteville Visitors Bureau • EF-First Thursday logo 3/17/2010 Fayetteville Visitors Bureau EF-setup Experience Fayetteville flickr acr 3/23/2010 Fayetteville Visitors Bureau EF-First Thursday 3/26/2010 Fayetteville Visitors Bureau EF- set up First Thursday Flickr account Facebook Entry 3/2/2010 Fayetteville Visitors Bureau EF-Congratulations to George's 3/4/2010 Fayetteville Visitors Bureau EF-What is your favorite Fayetteville park? 3/9/2010 Fayetteville Visitors Bureau EF-Forbes has named Fayetteville #7 colle 3/10/2010 Fayetteville Visitors Bureau EF-Support the Fayetteville Bulldogs 3/12/2010 Fayetteville Town Center Here Comes the Bride TC-Here comes the bride reminder 3/17/2010 Fayetteville Visitors Bureau EF-St. Patrick's Day Pub Crawl 3/23/2010 Fayetteville Visitors Bureau EF-gift card giveaway 3/23/2010 Fayetteville Visitors Bureau EF-Wilson Park trivia question 3/23/2010 Fayetteville Town Center • 3/31/2010 Fayetteville Visitors Bureau EF-Added Sweet 16 pictures EF-elephant sculpture arrives in Fayettevill, Meeting 3/3/2010 Fayetteville Visitors Bureau TC-Social Networking at FPL Twitter Entry 3/2/2010 Fayetteville Visitors Bureau EF-retweet-congrats to the Courtyard 3/2/2010 Fayetteville Visitors Bureau EF-Mayor Jordan speaking at Buttefield 3/11 /2010 Fayetteville Visitors Bureau EF-NCAA indoors signage & welcome 3/30/2010 Hospitality Summit EF-twitpic-UA Hospitality Management Par 3/31 /2010 Fayetteville Visitors Bureau EF-Elephant arrives 3/31 /2010 Fayetteville Visitors Bureau EF-Retweet of ddp's gallery show JULIE Convention 3/17/2010 American Bus Association Annual Motorcoach Show attended tradeshow in Maryland E-Mail Sent • 3/11 /2010 West Side Christian Church Ms. Gerri Allen Agri Tourism 3/11 /2010 Quik Travel Staffing Ms. Cyndi Oatway Agri Tourism 3/11 /2010 Crossroads Tours Ms. Patty Fisher Agri Tourism 3/11 /2010 United Coach, Inc Mr. Don Williams Agri Tourism 3/11 /2010 Mid-America Travel Ms. Deborah Fulmer • Agri Tourism 3/11 /2010 Circuit Riders Mr. Bob Snell Agri Tourism 3/11 /2010 Anchor Trailways Charters & Tours Mr. John Stancil Agri Tourism 3/11 /2010 Julie Pennington Mrs Julie Pennington FW: Agri Tourism 3/11 /2010 Glory Tours Ms Sue McWhorter FW: Agri Tourism 3/11 /2010 West Side Christian Church Ms. Gerri Allen FW: Agri Tourism 3/11 /2010 Happy Travelers Ms. Ruth Boring Agri Tourism 3/11 /2010 Arkansas Department of Parks and Tourism Renee Robison Agri Tourism 3/11/2010 Miller Transportation Mr. John Miller Agri Tourism 3/11/2010 Karen's Tours Karen/Charlie Smith Strawberry Tour Agri Tourism 3/11 /2010 First Baptist Senior Adults Ms. Sherri Mead Agri Tourism 3/11 /2010 Abbott Tours info@abbottbus.com Agri Tourism 3/11 /2010 Happy Heart Mr. Ron Head Agri Tourism . 3/11/2010 Heber Springs State Bank Mrs Patti Manvile Agri Tourism 3/11/2010 Julie Pennington Mrs Julie Pennington Agri Tourism 3/11/2010 Glory Tours Ms Sue McWhorter Agri Tourism 3/11/2010 Headquarters House Museum info@headquartershouse.org Garden Tours 3/22/2010 Birding Mr Joe Neal RE: Northwest Arkansas Bird Guy :) 3/22/2010 Good to Go with Patti Beth Mrs Patti Anderson Diva's Do Dickson RE: Travel South 3/22/2010 Arkansas Department of Parks and Tourism Renee Robison RE: Inkpen Promotion 3/30/2010 Citiizen Security Bank Horizen Club Mrs Lisa Beach File Note 3/17/2010 AGAPE Tours and Charters Mrs Carolyn Joyce Mystery Tour Sent Thank You card Group Tour 3/12/2010 AGAPE Tours and Charters Mrs Carolyn Joyce Mystery Tour Mystery Tour Lunch@AQ Phone Call 3/2/2010 Travel Tours Ms. Joyce Lawson Made sure she received her packet MARLO I' �-Mail 3/5/2010 World Spirit Association Darren DeMoss Championships and/or Nationals Introduce and inquire about 2012 3/10/2010 Midwest Cheer and Dance Association Kim Schaub Introduction and discuss 2012 3/11 /2010 AAO Sports Experience Mr. Brad Friess Sports Festival Introduced myself 3/11 /2010 Fayetteville Parks & Recreation Mr. Chase Gibson Sent Introduction email 3/11 /2010 B. E.S.T Baseball Mr. Greg Baxendale Baseball Tournaments Send all hotel rates to Greg 3/11/2010 JAMfest Events Ashley Bickel Introduction & requested site specifications 3/11 /2010 All Sports Productions Mr. Bruce Dunn Joe Martin Stage Race Introduction email 3/11 /2010 UA Baseball Mr. Matt Shanklin Regional Baseball Tournament Introduction email 3/11 /2010 Arkansas Comets - Soccer Mr. Samir Haj Ozark Cup Classic Introduction email 3/11 /2010 LPGA - NWA Championship Mr. Lenny Frankcore Introduction email 3/11 /2010 Premier Baseball Championships Mr Don Patty 16 Under Championship Tournament Emailed introduction 3/11 /2010 NWA Tip-Off Club Wayne Stehlik Sent Introduction email & mentioned meeti 3/11 /2010 Cedar Creek Water Ski Park Roger Boskus South Central Regional Water-Ski Championships 2008 Sent Introduction & mentioned 2011 bid 3/11 /2010 VYPE I Mr. Kenyatta Wright 7 on 7 Select Football Tournament Sent Introduction email 3/11 /2010 Northwest Arkansas Naturals Mr. Eric Edelstein Sent email introduction to Eric 3/11 /2010 B. E.S.T Baseball Mr. Greg Baxendale Baseball Tournaments Sent introduction email to Baxendale 3/12/2010 Midwest Nationals Mr. Randy Merryman *Baseball Tournament Sent Introduction email to Randy 3/12/2010 Fayetteville Youth Baseball Mr. Terry Lawson Sent introduction email to Terry 3/12/2010 Fleet Feet Andrea Gunnell 10 K Run Sent introduction email to Andrea 3/17/2010 Arkansas Activities Association Mr Lance Taylor Arkansas High School Coaches Meeting Send introction email to Lance, Joey, & Ge 3/17/2010 Arkansas Activities Association Mr Lance Taylor Saturday of Champions Sent Intro. email to Lance, Barry, & Joey 3/17/2010 Battle of the Badge James Morrow Softball Tournament Flier for email blast 3/18/2010 Midwest Cheer and Dance Association Kim Schaub Followed up & requested avail. dates for '1 3/22/2010 Battle of the Badge James Morrow Softball Tournament Send reminder about flier 3/24/2010 UA Softball Julie Cain NCAA Regionals & Super Regionals Send leads to Julie Cain 3/25/2010 Dudley Thunder Series Mr. George Wheatley Adult Softball Tournament Sent Introduction Email & offered assistanc 3/25/2010 Razorback Aquatic Club Mr. Scott Berry Sent introduction email offering assistance 3/31 /2010 Razorback Aquatic Club Mr. Scott Berry Recd' email from Scott Berry 3/31/2010 Dudley Thunder Series Mr. George Wheatley �dult Softball Tournament Heard back from George 3/31 /2010 Razorback Aquatic Club Mr. Scott Berry 3 Tournaments this spring/summer Issued Lead 3/3/2010 B. E.S.T Baseball Mr. Greg Baxendale Baseball Tournaments Sent lead for July tournament 3/22/2010 UA Softball Julie Cain NCAA Regionals & Super Regionals UA Softball 5/19/10 and 5/27/10 Meeting 3/15/2010 Fayetteville Parks & Recreation Mr. Chase Gibson Meeting set to discuss '10 events 3/18/2010 All Sports Productions Mr. Bruce Dunn Joe Martin Stage Race Discussed Joe Martin & Iron Pig 3/18/2010 Hogeye Tabitha Holmes Hogeye Marathon Introduction meeting here at FCVB 3/24/2010 All Sports Productions Mr. Bruce Dunn Joe Martin Stage Race Phone Call 3/18/2010 World Spirit Association Darren DeMoss Championships and/or Nationals Followed up, spoke to Wes Miller 3/18/2010 JAMfest Events Ashley Bickel Followed up SHELLY Creative 3/19/2010 American Association of University Women Ms. Shawna Thorup State Convention created online registration for group E-Mail 3/10/2010 UA Information Systems Ms Christy Dean group needs VGs for April 16 conference 3/15/2010 Hospitality Summit Sent invitations 3/16/2010 Solar Splash Dr William Springer Solar Boat Race Booked space at Lake Fay Outdoor Festiva 3/19/2010 AAU Track and Field Kim Lynk *Area 11 National Qualifying Meet Introduced Mario Issued Lead 3/2/2010 B. E.S.T Baseball Mr. Greg Baxendale Baseball Tournaments sent lead for June tournament Letter 3/4/2010 UA Alumni Association Mr. Anthony McAdoo Congrats on appt to Volunteerism Council 3/24/2010 American Association of University Women Ms. Shawna Thorup State Convention Mailed conference invitiations Meeting 3/11/2010 Solar Splash Dr William Springer Solar Boat Race Planning meeting for 2010 event 3/15/2010 Vietnam Education Foundation Rick Jawish Bid for transportation needs 3/18/2010 UA Hospitality Department Charles Ogbeide Gave lecuture on STIR Report to FO Mgml 3/24/2010 Vietnam Education Foundation Gloria Flores Planning for April site visit 3/31/2010 Hospitality Summit attended summit Phone Call 3/19/2010 UA Softball Julie Cain SEC Softball Championships Rooms for officials • Fayetteville Visitor Center - 2010 Sales & Visitor Count Jan Feb Mar Apr May lune July Aug Sep Oct Nov Dec Sales Totals $557.65 $354.29 $745.40 2009Totalr $502.70 $670.45 $842.57 $1 ,531 . 11 $2,320.70 $2,211 .38 $1 ,919.87 $2,035.88 $1 ,690.49 $1 ,566.65 $971 .37 $2,385.23 % Change from 2009 9.9% -89.2% -13.0% Visitor Count 213 209 432 2009 Total, 235 381 539 1 906 1 11042 1 11273 1 11120 1 1 , 148 695 747 456 353 % Change from 2009 -10% -82% -25% 2010 Goal = $15,000/year or $1,250/month Yearly $1 ,657.34 Monthly $552.45 Totals 854 Averages 285 4b Change = divide the difference between the two numbers by the starting number then move the decimal two spaces right 2009 Monthly Sale;Average=$I554.o3 20109 Monthly VisitorAverage=742 . 2009 sales per visitor Z $2.10 2010 sales per visitor = $1.94` ADVERTISING INQUIRIES BY STATE - 2010 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL E 1 1 2 labama 8 17 17 42 laska 1 1 2 Alberta 1 4 1 6 Arizona 6 11 17 34 Arkansas 75 42 105 222 British Columbia 2 2 1 1 5 C omia 25 30 32 87 2Crado 91 151 281 52 Connecticut 1 7 71 15 Delaware 2 1 3 6 Florida 22 23 54 99 Georgia 9 14 20 43 Hawaii 1 2 3 Idaho 6 6 Illinois 39 43 195 277 Indiana 13 33 118 164 Iowa 16 19 81 116 Kansas 27 26 90 143 Kentucky 9 15 36 60 Louisiana 241 261 211 71 Maine 1 3 3 7 Manitoba 3 3 Ma and 11 12 6 29 Massachusetts 4 7 11 22 Mich! an 15 24 106 145 Minnesota 11 18 98 127 Mississi i 18 6 18 42 Missouri 78 50 185 313 Montana 1 2 3 Nebraska 3 5 40 48 Nevada 5 9 7 21 New Foundland 1 New Hampshire 4 3 1 8 New Jersey 8 8 8 24 New Mexico 5 3 8 AM ew York 13 29 16 58 Orth Carolina 15 14 17 46 North Dakota 2 8 10 Nova Scotia 0 Ohio 23 24 85 132 Oklahoma 51 39 56 146 Ontario 51 101 91 24 Oregon 2 5 13 20 Pennsylvania 19 25 18 62 Prince Edward Isl. 0 Puerto Rico 2 1 3 6 Quebec 9 4 13 Rhode Island 2 2 4 Saskatchevran 3 2 5 South Carolina 6 4 8 1 18 South Dakota 4 4 8 16 Tennessee 18 25 26 69 Texas 1731 851 911 349 Utah 2 3 5 Vermont 1 1 2 Wton 7 15 22 44 11 10 17 38 , D. C. 0 ia 3 5 6 14 13 28 122 163 3 3828 817 1858 0 0 0 0 0 0 0 0 0 3502 Fayetteville Town Center, Manager's Activity Report March 1 , 2010 to March 31 , 2010 ,*Sales: MARCH MARCH Month YTD YTD YTD 2009 (base) 2010 % Change 2009 2010 _ % Change Sales 14 21 50% 48 63 31 % # returned contracts by log date — GL Complete Events (Paid/Sponsored) 13 18 38% 40 40 1 0- EMS Calendar Sales $33,700.00 $259375.00 (24%) $88,825.00 $100, 348.951 13% $ returned contracts by log date — GL Collections ** ($ - Payment Log) $38, 115.24 $432036.40 13% $104,689.56 $115,746.09 11 % [Monthly Goal=$37,355.0 $ Executed Contracts $34,500.00 $24,464.00 (29) $107,075.00 $84,789.00 1 (21 % Credit -0- -0- NA 0- -0- 1 0- $ - GL Average per event $ Sales / # Sales $22407. 14 $15208.33 (50 %) $1 ,850.52 $11592.84 (14 /0) ** We collected $43,036.40 in March which exceeded our goal. We have reached 27% of our sales goal for the year. Operations Items: • Getting quotes on pipe and drape for Ozark Room. • Replaced covers on floor outlets. • 0 New AV connections in Ozark and Dogwood Rooms. Marketing, Sales and Public Relations: • We have had several political rallies and events. • Jamey has been working on rebooking proms, continuing to work with the University and contacting local politicians for rallies, announcements, etc. • Here Comes the Bride had a 68% increase in revenue compared to last year. Event List: • March 4 — American Society of Civil Engineers • March 13 — Lincoln HS Prom • March 5 — Trout Unlimited • March 14 — Here Comes the Bride March 6 — NWA Healthy Marriage • March 16 — National School Board Luncheon • March 6 — Haffell Baby Shower • March 16 — Farmers Market Board Meeting • March 6 — 16'" Birthday Party • March 19 — Peace Rally March 7 — Ozark Natural Food Coop • March 20 — Beruns Wedding March 9 — Boy Scouts of America • March 20 — Beruns Reception • March 11 — Women's NCAA Track Banquet • March 26 — Independent Caucus • March 12 — NWA Turkey Federation Banquet • March 27 — DeGrand Reception • March 12 — Monmuth Dance • March 30 — CVB Hospitality Summit • March 30 — FHS Class Reunion Meeting • DIRECTOR'S REPORT MARCH 2010 • ACTIVITY Tourism Activities — National Park Service visit Dedication of Butterfield Trace historical wayside marker Cultural Mapping project Gallery Guide Michelle Halsell — elephant Governor's Conference on Tourism — Eureka Springs Northwest Arkansas Tourism meeting Trail of Tears research committee Ralph Wilcox/Nancy Sturm — SCA conference in October Barry Gebhart — Basketball parade Tabby Holmes — Hogeye Marathon Bruce Dunn — new event Relations with Media — Media release for Butterfield wayside dedication Jessica Franklin — AY Magazine Kate Moore — Forbes #7 Top College Sports Town Center Brittney Ridgewell — AG Extension student publication Mywedding.com UA Parents Guide • Town Center — "Here Comes the Bride" bridal fair Cox Communications — internet broadband for conference Ken Mourton — teleconference call Clinton House Museum — marketing meeting Billgrimage Tour UA Special Collections A & P — Northwest Arkansas Council focus group on economic development John McLarty — Northwest Arkansas Regional Planning Commission City Council — First Thursday James — Fayetteville Parks baseball tournament Steve Aust- Fayetteville Underground Claire Edwards — reference on Brittany Starr TOP HMR COLLECTORS — February (January Sales) Olive Garden Chartwell's Dining Red Lobster Golden Corral Courtyard by Mariott • Chick-Fil-A — NW Village Logan 's Roadhouse Shogun Japanese Steakhouse Inn at Camall Hall Rick's Bakery