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Home My WebLink About2012-07-09 - Agendas - Final i AGENDA ADVERTISING AND PROMOTION COMMISSION July 9, 2012 2:00 p.m. Fayetteville Town Center I. Call to Order — Maudie Schmitt II. Resignation of Brandon Karn — process for replacement III. Reports A. Approval of Minutes for April and May 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. Departmental Reports • 1 .Clinton House Museum 2. Convention and Visitors Bureau 3 . Town Center 4. Executive Director D. Advertising Agency Report — Mike Sells IV. Old Business V. New Business A. Policy and Procedures manual — DMAI accreditation 1 . Governance section B. University of Arkansas request VI. Adjourn • l r Fellow Commissioners I am writing this to thank you and the community for the opportunity to serve the community for the past few years on the Fayetteville Advertising & Promotions Committee. However, with current and future business growth requmng more from me, I am resigning effective immediately. It has been a great privilege to assist and watch the community benefit from A&P services amd the staff s hard work and dedication to the city we all are fond of ^Best regards, Brandon Kam ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING April 9, 2012 i Commissioners Present: Bob Davis, Lioneld Jordan, Bill Lyle, Hannah Mills, and Maudie Schmitt. Commissioners Absent: Brandon Karn and Justin Tennant i Staff Present: Sandra Bennett, Marilyn Heifner CALL TO ORDER Maudie Schmitt called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on April 9, 2012, at 2:00 p.m. MINUTES Davis moved to approve the minutes of March's meeting, second by Jordan. Motion carried. HMR REPORT Marilyn reported that HMR taxes were up 18.88% in March with total collections of $201,015. Year to date increase is 15.51% with total collections of $585,243. FINANCIAL REPORT In the absence of Keith Glass, Marilyn presented the financial report. Financials in March will be more complete with comparisons of year to date and budget numbers. .Z DELINQUENT TAX COLLECTIONS it Williams reported $7,458.46 in collections by the Prosecutor for March, 2012. Year to date collections have been $26„393.39. Seven cases show a delinquent balance of $1,000, seven show a zero balance, and only one showing a balance is an operating balance. Davis inquired about getting those with no forms off of the sheet. Williams explained that if they file and pay, the business is left on until it is dismissed by the Prosecutor. CLINTON HOUSE MUSEUM Visitors in March totaled 323. Five group tours were accommodated during the month. CONVENTION VISITORS BUREAU Visitor Center had $4,516.75 in sales, an 84% increase over same time last year. There were 1213 visitors during the month of March in the store. TOWN CENTER Sandra reported that the Town Center collections were up 2% over last year with sales of $31,968.07. Average per event sales was up 23% for the month and 39% for the year. EXECUTIVE DIRECTOR Advertising - Marilyn reported that with a change in paper, addition of 44 pages and an inserted map that the price for producing the Fayetteville Guide was going to be less than last year's price. The book is estimated to cost $75,825.00. CVB staff has been selling ads and total sales is $39,750 (compared with $16,500 sales last year). Rersonnel - Marilyn presented a job description for an Operations Manager to be added to the staff instead of replacing the Convention/University Marketing Manager position created with the resignation of Shelly Walters. Marilyn indicated that a budget adjustment would be presented to the Commission because of the change. Salary range was adjusted to $48,400 to $58,400. Moved by Davis, second by Jordan to advertise for an operations manager. Motion carried. •i acilities - Marilyn alerted Commission to some repairs which needed to be addressed. Roof on the Town Center - $40,000-$44,000 (this will prolong the life of the roof). Ice machine needs to be replaced $6,120. Air condition unit 3 has hail damaged condenser coils and two contactors need replacing on Unit 4. Commission requested that city insurance be looked into regarding hail damage. AD AGENCY Drew Finkbeiner reported for the Agency that Spring Summer creative was focusing on the outdoor s, patios, and gardens. The Facebook campaign is getting 9% referral numbers, a higher than industry standard. Mike Sells thanked the CVB staff for ad sales and said the progress to have the book completed earlier was a stretch but the Agency was working diligently toward that goal. n the Fayetteville guide. January - February has shown an increase of web activity. They've expanded geographical region and all areas show an increase. Drew presented the new First Thursday logo. OLD BUSINESS A.Old Post Office Appraisal from Parrish Appraisals was reviewed. Their estimate of Improved Value (Land and Building) was $730,000. Davis said there was no way to go back and approve the counteroffer from Bumpass of $1.5 million after receiving the appraisal though he realized the need for synergy downtown of the building use for artists, weddings, and meeting space. •iordan thought the $1.5 million was too high. He suspected that we are going to have to do some repair and renovations to the building to make it fit our uses. Davis said it would take from $250,000-$400,000 to bring the building up to standards and asked if the Commission wanted to continue negotiations. Jordan said, "I think so," and the sentiment was echoed by the other Commissioners. Lyle said he wasn 't interested in a lease any longer. Schmitt said the lease would handcuff the Commission with any repairs or remodeling having to be approved by Bumpass and not having access to the entire building. Lyle suggested hiring an attorney. Kit Williams said doing the appraisal was good. He suggested the need for an inspection of mechanicals. Davis indicated that the Commission could make an offer with the conditions based on acceptance of mechanical system and roof inspection. He said it wouldn't be prudent to spend more money if the Commission and Bumpass couldn't come together on a purchase price. Schmitt suggested that the Commission offer to purchase the Old Post Office building based on the appraisal of $730,000 (to use as a starting point for negotiations) with conditions previously stated. SCARPINO BUILDING - Jordan said the building has an issue with parking available. Building is all right. Parking could be used at the U of A after hours. Davis said the synergy is downtown and the best situation for the artists would be to be downtown. Schmitt said Scarpino is a beautiful place for weddings, not necessarily for artists. The OPO allows for income and for other uses for the Commission. 0yle asked if an appraisal had been done on Scarpino. Schmitt pointed out that Scarpino was too far away from the Square for what we're looking for. Jordan said the Old Post Office was an "ideal location" and would fit for what we're trying to do on the Square. Jordan moved to make a basic offer of $730,000 contingent on the Old Post Office meeting requirements and passes an %inspection. Davis second. Motion carried. Zeal Estate Attorney - The Commission received one response from the ad placed in the paper for a real estate attorney, The Davis Firm. They have lots of clients and have included a fee schedule in their proposal. Williams said the City has used this firm and they are good. Moved by Davis to accept The Davis Firm as the real estate attorney to make the offer for the Old Post Office to Bumpass, second Jordan. Motion carried. NEW BUSINESS The Butterfield Overland Mail Route Historic Trail public hearing. Moved by Davis, second by Jordan to approve the resolution supporting the Butterfield as a National Historic Trail which will be presented to National Parks Service personnel conducting a public hearing. Motion carried. Jordan indicated that he will be speaking on behalf of the City as well. OTHER BUSINESS Operations Manager - Mills asked that the salary range be changed to $48,000-$58,000 with the salary based on experience and performance. There being no further business, the meeting was adjourned. Respectfully submitted, ..Jlarilyn Heifner Executive Director Fayetteville A & P Commission • ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING May 14, 2012 •Commissioners Present: Bob Davis, Lioneld Jordan, Brandon Karn, Bill Lyle, Hannah Mills, Maudie Schmitt and Justin Tennant. Commissioners Absent: None Staff Present: Sandra Bennett, Marilyn Heifner The Advertising and Promotion Commission met as a committee of the whole on May 14. Beginning at noon, Commissioners circulated among those who had applied for special project funding. At one p.m. the commission began discussion regarding funding available and allocation of those funds. CALL TO ORDER Maudie Schmitt called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on May 14, 2012, at 2:00 p.m. BUDGET ADJUSTMENTS Marilyn presented budget adjustments for the remainder of the year to reflect changes in personnel from CVB and A & P Commission. After discussion, moved by Tennant to approve the revised budgets for A & P Commission and CVB budgets, second by Davis. Motion carried. FUNDING ALLOCATIONS Moved by Davis, second by Jordan to approve allocations for special project funding in the amount of 159,200. The following groups were awarded funding: B-Earth 0 Artosphere $ 15,000 Fayetteville Parks Girls Fastpitch Tournament 0 2012 Run for Veterans Event $ 1,700 Fayetteville Forward Green Economy Group $ 1,000 Fayetteville Roots Festival $ 20,000 World Poetry Slam $ 59000 Seedling Film Assoc. Offshoot Film Festival $ 21000 Puppets in the Park $ 1,000 Premiere/Gala for "Up Among the Hills" $ 20,000 4 races - Lewis & Clark Adventure Race $ 29500 Regional Flag Football Tournament $ 19000 Harvest Moon Ultimate Tournament $ 500 Renaissance and Fantasy Faire of the Ozarks $ 2,000 Lights of the Ozarks $ 15,000 Little Craft Festival $ 1,500 Fayetteville Half Marathon $ 4,000 Fayetteville Parks & Rec Portable Mounds 0 Arkansas Air & Military Museum $ 10,000 Fayetteville Art Alliance $ 55,000 qV1I Out June $ 21000 Total $1509200 i i OLD POST OFFICE Marilyn reported that Ron Bumpass had not responded in the allocated time to the offer extended by the Davis Law Firm. She asked the law firm to close the file. •There being no further business, the meeting was adjourned. Respectfully submitted, I Marilyn Heifner Executive Director Fayetteville A & P Commission • • Advertising and Promotion Commission For month of June 2012 Current Year HMR Collected (2120.0912.4101 .00) 222,056.88 Prior Year Collected (2120.0912 .4101 .01 ) $ 5.00 First Security Investment Interest Revenue (2120.0912.4708.00) $ 936. 17 Total Revenues $ 222,998.05 Annual Bond Audit Expense (2120.9120.7602 .60) $ - j Collection Expense (2120.9120.5333.00) $ _(43441 .24)_ Bank of OK Quarterly Fee (2120.9120.5712.00) Town Center Bond Payment (2120.9120.5712.00) $ (56, 133.99) 2010 Property Taxes on Town Center (2120.9120.7602.60) Total Expenses $ (60,575.23) Total Check to A&P $ 162,422.82 • This report represents HMR collections through the end of the month. These figures may include past due amounts. • City of Fayetteville, Arkansas Monthly HMR Tax Collections 2008-2011 2009 2010 2010 2011 2011 2012 2012 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 $166,214 $166,645 0.00% $179,546 7.74% $205,939 14.70% February $167, 141 $143,940 -13.88% $158,037 9.80% $178,289 12.81 % March $180,027 $172,662 -4.09% $169,093 -2.06% $201 ,015 18.88% April $191 ,542 $1870730 -2.00% $187,976 0.00% $217,840 15.89% May $190,320 $185,096 -2.74% $188, 149 1 .65% $203,966 8.41 % June $190,237 $184,371 -3.08% $205,700 11 .57% $222,062 7.95% July $180,944 $196,323 0.08% $205,438 4.60% August $167,897 $180,741 7.65% $189,839 5.03% September $176,463 $184,471 4.54% $195,427 5.94% October $189,728 $195, 169 2.87% $2149713 10.01 % November $190,887 $213,494 11 .84% $203,529 -4.67% December $174,568 $171 ,511 -0. 18% $202,027 17.79% Total $ $2,165,969 $2,182,155 0.75%a $2,2999473 5.38% $19229,110 12.92% \filename Keith M. Glass, CPA 2580 N. College 503 Pitman P.O. Box 268 Fayetteville, AR 72703 Prairie Grove 72753 (479) 571-0811 (479) 846-3424 (479) 571-0812 fax fax 479 Accountant's Compilation Report ( ) 846-4314 To Commission Members, I have compiled the accompanying Statements of Assets, Liabilities, and Capital arising from transactions of Fayetteville Advertising and Promotion Commission, The Fayetteville Town Center, The Convention and Visitors Bureau, and The Clinton House Museum as of May 31 , 2012 and the related Statements of Revenue and Expenses for the period then ended, and five months then ended and the period then ended last year, and five months then ended last year, and the related Statements of Revenue and Expenses by Division for the period then ended and five months then ended last year. I have not audited or reviewed the accompanying financial statements and, accordingly, do not express an opinion or provide assurance about whether the financial statements are in accordance with the modified accrual basis of accounting. The financial statements have been prepared on the modified cash basis, which is a comprehensive basis of accounting other than generally accepted accounting principles. Management (Owners) is(are) responsible for the presentation and fair presentation of the financial statements in accordance with the modified cash basis of accounting and for • designing, implementing and maintaining internal control relevant to the preparation and fair presentation of the financial statements. My responsibility is to conduct the compilation in accordance with Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants. The objective of a compilation is to assist management in presenting financial information in the form of financial statements without undertaking to obtain or provide any assurance that there are no material modifications that should be made to the financial statements. Management has elected to omit substantially all of the disclosures ordinarily included in financial statements arising from modified cash basis of accounting. If the omitted disclosures were included in the financial statements, they might influence the user's conclusions about the Company's asse[ liabilities, equity, revenue, and expenses. Accordingly, these financial statements are not designed for those who are not informed about such matters. I am not independent with respect to Fayetteville Advertising and Promotion Commission, The Fayetteville Town Center, The Convention and Visitors Bureau, and The Clinton House Museum. 2 Keith M. Glass, fCPA • Date Email: keith@nwacpa.com wwwnwacpa.com Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Five Months Ending May 31 , 2012 • Revenues Current Month Year to Date HMR Tax Revenue S 203,866. 19 77.21 S Prior Year HMR Tax Revenue 983,356.48 77,59 Rental Income 100.00 0.04 23,764.02 1 .87 37,019.25 14.02 Other Income 2 826 97 1 07 174,245.82 13.75 Parking Revenue 7,898.28 0.62 Parking Lease 11802.00 0.68 3,467.75 0.27 2,428.07 092 Gift Shop Sales . 4,372. 18 0.34 Visitor Store 964.41 0.37 2,233.85 0. 18 Partnership Income 8,413.96 3. 19 21 ,518.05 1 .70 0000 0. Admission Revenue 0. 2,000.00 0. 16 Special Projects 715.00 0.27 3,050.52 0.24 Interest Income Investments 0.00 0.00 4,080.00 0.32 936 Interest Income Checking . 17 0.35 4,825.96 0.38 Visitor Guide Ad Income 452.30 0. 17 1 ,884.91 0. 15 41500.00 1 .70 30,750.00 2.43 Total Revenues 264,024.32 100.00 I ,2673447.82 100.00 Cost of Sales Clinton House Gift Shop 192.05 0.07 1 ,618.99 0. 13 Total Cost of Sales 192.05 0.07 1418.99 0. I3 Gross Profit 263,832.27 99.93 1 ,2657828.83 99.87 • Expenses Signage- Tourism 437.00 0. 17 Credit Card Discounts 3260.00 0.26 Bank Charges 494.99 0. 19 29364.33 0. 19 Advertising & Marketing 0.00 0.00 76.48 0.01 Brochures 69,373. 16 26.28 170,553.52 13.46 Accounting & Legal Fees 899660.05 33.96 1089933.84 8.59 Office Expense 39358. 10 1 .27 61808.10 0.54 Visitor Store Exp 1 ,003.26 0.38 6,269.37 0.49 Insurance & Health Benefits 61420'27 2'43 16,773.72 1 .32 408 (P) Company Match 4,521 .69 1 .71 28,571 .46 2.25 Car Allowance 946.00 0.36 41978.94 300.00 0. 11 0 Telephone Expense 63317 1 ,500.00 p12 , 12 Postage and Shipping Expense 0'24 2,272.83 0. 18 Material & Supplies 3,059.76 1 . 16 82895.73 0.70 Rent 0.00 0.00 66.51 0.01 Maintenance/Lawn 0.00 0.00 12,000.00 0.95 Repairs & Maintenance Expense 50.00 0.02 125.00 0.01 Kamensky Fountain Maintenance 4,240. 11 1 .61 27527.47 2. 17 Linens 0.00 0.00 958.43 0.08 Printing Expense 2,393.07 0.91 11 ,973.04 0.94 Publications & Dues 0.00 0.00 395.49 0.03 Travel/Training Expense 0.00 0.00 19789.00 0. 14 Taxes & Licenses 4,013.36 1 .52 12,634.91 1 .00 Collections Expense 500.00 0. 19 998.80 0.08 Payroll Tax Expense 4.079.32 1 .55 20, 142.41 1 .59 Convention Development 21867.60 1 .09 19, 145.80 1 .51 •Contract Labor 8,621 .71 3.27663023 562528.84 4.46 , . Wages Expense 2.51 23,881 .73 1 ,88 Electricity Utility 33,660.89 12.75 177,502.68 14.00 59367.49 2.03 22,746. 19 1 .79 See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Five Months Ending May 31 , 2012 • Gas Utility Current Month Year to Date Water Utility 236. 11 0.09 6,933.36 0.55 Cable 701 .04 0.27 39544.49 0.28 542.45 0.21 Recycling 3,040.57 0.24 182.25 0.07 919.40 0.07 Security 240.00 0.09 1 .837.39 0. 14 Airport Advertising 1 .605.00 0.61 1 ,605.00 0. 13 Minor Equipment 3. 172.89 1 .20 109808.32 0.85 Minor Equipment Capitalized 38,814.72 14.70 38,814.72 3.Ob Airport Info Booth 1 .200.00 0.45 2,400.00 0. 19 Other Expense Artini Expenses 0.00 0.00 909.00 0,07 LOTO Special Project 0.00 0.00 311 .41 0.02 Misc Special Project 0.00 0.00 546.25 0.04 52,056.28 19.72 87,911 .56 6.94 Bond Payments-Town Center 56, 133.99 21 .26 Trustee Expense 280,669.95 22. 14 0:00 0.00 2,250.00 0. 18 Total Expenses 407,515.96 154.35 1 , 192, 176.04 94.06 Net Income $ (143,683.69 (54.42) $ 73,652.79 5.81 • See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Five Months Ending May 31 . 2012 • Current Month Current Month Year to Date Year to Date Revenues This Year Last Year This Year Last Year HMR Tax Revenue $ 203,866. 19 S 187,969.41 $ 983,356.48 $ 870,401 .52 Prior Year HMR Tax Revenue 100.00 180.00 23,764.02 12,399.33 Rental Income 37,019.25 36.570.04 174,245.82 165.486.48 Other Income 21826.97 2, 100.00 72898.28 6, 130.00 Parking Revenue 1 ,802.00 425.00 3,467.75 Parkin Lease 2,456.00 Gift Shop Sales 2'964.41 2,322.23 41372. 18 5,542.35 964.41 448.35 2,233.85 Visitor Store 81413.96 8,308,97 1 ,746.94 Partnership Income 21 ,518.05 17,732 17 0.00 1 ,600.00 2,000.00 Admission Revenue 715.00 802.00 3,050.52 4,400.00 Special Projects 0.00 31895.00 4,080.00 29396.54 Interest Income Investments 936. 176,955.00 1 ,220.26 4,825.96 6, 102. 18 Interest Income Checking 452.30 488.78 1 t884.91 � Visitor Guide Ad Income 4,500.00 2.29' 32 Hospitality Summit 7,500.00 30,750.00 9,075.00 0.00 0.00 0.00 Fee Refunds 0.00 (2,525.00) 0.00 180.00 Transfer In 0.00 130.000.00 (2,525.00) _ 0.00 130,000.00 Total Revenues 264,024.32 381 ,305.04 1 .267,447.82 1 ,2403770.83 Cost of Sales Clinton House Gift Shop 192.05 0.00 1 ,618.99 1 ,605.98 Total Cost of Sales 192.05 0.00 1 ,618.99 1 ,605.98 • Gross Profit 263,832.27 381 ,305.04 1 ,265,828.83 1 ,239, 164.85 Expenses Signage- Tourism 437.00 1 ,724.40 Credit Card Discounts 3,260.00 3,547.79 494.99 681 .22 2.364.33 2,295.31 Bank Charges 0.00 15.93 7648 Parking Expense 0.00 165.00 0.00 358.08 Advertising & Marketing 69,373. 16 565.00 Brochures 99,223.65 170,553.52 154,616.73 89.660.05 157362.53 108,933.84 61 ,208. 13 Accounting & Legal Fees 3.358. 10 650.00 6,808. 10 Office Expense 1 ,003.26 256.30 6226937 3,330.00 Visitor Store Exp 61420.27 6,395.91 Insurance & Health Benefits 2,958.76 16,773.72 14.801 .55 4,521 .69 4.012.99 28,571 .46 21 ,681 .01 408 (P) Company Match 946.00 906.78 49978.94 Car Allowance 300.00 300.00 3.946.86 Telephone Expense 1 ,500.00 1 ,350.00 633. 17 827.49 2,272.83 3.839.80 Postage and Shipping Expense 3,059.76 747.95 8,895.73 Tracking Software 0.00 4'227.07 Material & Supplies 0.00 6.51 1 ,695.00 0.00 83.76 66.51 563.76 Rent 0.00 0.00 12,000.00 12,000.00 Maintenance/Lawn 50.00 50.00 125.00 Repairs & Maintenance Expense 4,240. 11 ( 11729.68 50.00 Kamensky Fountain Maintenance ) 27.527.47 61 ,565.99 Linens 0.00 0.00 958.43 1 ,205.64 Printing Expense 2.393.07 2, 190.08 11 ,973.04 8,290.23 0.00 0.00 395.49 Publications & Dues 0.00 0.00 0.00 • Travel/Training Expense 4,013.36 1 ,789.00 3,055.00 Taxes & Licenses 50 15.00 10.00 2,500.00 998.2,634.8 13,266.72 80 3,467.23 Collections Expense 4,079.32 31762.99 20, 142.41 17,656.02 Payroll Tax Expense 29867.60 2,967.60 19, 145.80 13.983.88 Convention Development 8,621 .71 5.000.00 56,528.84 17,644. 19 See Accountants' Compilation Report i i Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Five Months Ending May 31 , 2012 • Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year Research Expense 0.00 0.00 0.00 475.00 Contract Labor 69630.23 5,350.00 239881 .73 21 ,306.00 Wages Expense 33,660.89 35;283. 13 1779502.68 157,393. 18 Electricity Utility 51367.49 450.77 227746.19 17,949.61 Gas Utility 236. 11 602.31 6,933.36 8,250. 18 Water Utility 701 .04 61 .68 31544.49 3,285.66 Cable 542.45 535.27 39040.57 2,515.57 Recycling 182.25 171 .89 919.40 929. 10 Security 240.00 21 .85 1 ,837.39 1 ,545.47 Airport Advertising 1 ,605.00 0.00 11605.00 1 ,485.00 Minor Equipment 3, 172.89 0.00 10,808.32 18,897.72 Minor Equipment Capitalized 38,814.72 0.00 38,814.72 0.00 Airport Into Booth 1 ,200.00 0.00 2.400.00 1 ,200.00 Other Expense 0.00 0.00 909.00 Artini Expenses 000 0.00 0.00 311 .41 0.00 All Star Games 0.00 47,250.00 0.00 47.250.00 DECA 0.00 0.00 0.00 1 ,827,75 Square Gardens 0.00 281 .65 0.00 281 .65 Dickson St Special Project 0.00 900.00 0.00 900.00 Joe Martin 0.00 0.00 0.00 2,500.00 LOTO Special Project 0.00 8,508.90 546.25 81508.90 Arts Live Theatre 0.00 0.00 0.00 11000.00 Misc Special Project 529056.28 45,950.49 87,911 .56 110,542.31 Bond Payments-Town Center 56. 133.99 56.304.00 280,669.95 281 ,520.00 Trustee Expense 0.00 0.00 2,250.00 2,250.00 Transfer OUt 0.00 130,000.00 0.00 130,000.00 • Total Expenses 4079515.96 4749344.69 1 ,192, 176.04 1 ,259,400.00 Net Income $ ( 143,683.69) S (93,039.65) S 73,652.79 S (20,235. 15) • See Accountants' Compilation Report Fayetteville AI Commission Statements of Revenue Expenses by Division - Modified Cash Basi$ For the Month Ending May 31, 2012 • Fayetteville A&P Town Center Visitor Burcau Clinton ( louse "TOTAL Revenua5 HMR Tax Revenue S 203,866. 19 S 203,866.19 Prior Year HMR Tex Revenue 100.00 100.00 Rental Income 2,750.00 S 34,269.25 37.019.25 Other Income 150.00 S 2.676.97 2.826.97 Parking Revenue 1 ,802.00 1 ,802.00 Parking Lease 4428 07 Gill Shop Sales 2,42R.07 $ 964.41 964.41 Visitor Store 8.413.96 8,413.96 Admission Revenue 715 00 715.00 Interest Income Investments 936. 17 936. 17 Interest Income Checking 331 .70 91 .61 20.53 8.46 452.30 Visitor Guide Ad Income 4.500.00 C500.00 00 Iota] Revenues 212,634.06 38.590.93 11.111.46 1687 87 264.024.32 Cog of Sales Clinton House Gill Shop 192.05 192.05 Total Cost of Sales 192.05 192.05 Gross Profit 212,634.06 38,590.93 1 I .I 1146 1495 82 263,832.27 Expenses Signage- Tourism 437.00 437.00 Credit Card Discounts 225.08 182.57 87.34 494,99 Advertising & Marketing 69.158.98 214. 18 69,373. 16 Brochures 99,660.05 89,660.05 Accounting & Legal Fees 3,358. 10 3,358. 10 • Once Expense 452.77 328.01 222.48 1 ,003.26 Visitor Store Exp 6,420.27 6,420.27 Insurance & Health Benefits 399.60 1,844.60 1,844.60 432.89 4.521 .69 408 (P) Company Match 200.00 307.98 353.26 84 76 946.00 Car Allowance 300.00 Telephone Expense 6.80 518.46 107.91 600.1 33.17 Postage and Shipping Expense 3.059.76 3,059.76 Maimenance/Lalwn 50.00 50.1 Repairs & Maintenance Expense 3.962.61 277.50 4140.11 Linos 2.393.07 2.393.07 Travel/Training Expense 4,013.36 4,013.36 Taxcs & Licenses 51.00 500.00 Collections Expense 4.079.32 4,079.32 Payroll Tax Expense 527. 11 1,038.67 1 ,055.61 246.21 2.867.60 Convention Development 5.089.09 3.532.62 8.621.71 Contract labor 2.750.00 3,297.00 133.23 450.00 6,630.23 Wages Expense 6.666.66 12,046.92 12, 122.31 2,825.00 33,660.99 Electricity Utility 4.980.37 323.22 63.90 5.367.49 Gas Utility 206. 19 29,92 236. 11 Water Utility 497.52 57.31 146.21 701 .04 Cable 542.45 542.45 Recycling 182.25 182.25 Security 240.00 240.1 Airport Advertising 1,605.00 1 ,605.00 Minor Equipment ( 1,245.45) 4,418.34 3. 172.89 Minor Equipment Capitalized 38,814.72 381814 72 Airport Info Booth 1,200.00 1,21.00 Mise Special Project 49,389.29 1,866.55 800.44 $2.056.28 Bond Payments-Town Center 56, 133.99 56.133.99 Total Expulses 292.768.50 73,405.55 36.595 29 4.746.62 407515 96 • Net Income S (80. 134.44) S (34.814.62) S (25,483 83) S (3.250.80) S ( 143,683.69) See Accountants' Compilation Report Fayetteville Al Commission Statements of Revenue Expenses by Division - Modified Cash Basis For the Five Months Ending May 31 , 2012 • Fayetteville A&P Town Center Vister Bureau Clinton House TOTAL Revenues HMR Tax Revenue S 983,356.48 S 983,356.48 Prior Year HMR -fax Revenue 23,764.02 23,764.02 Rental Income 13,750.02 S 160,345.80 S 150.00 174.245.82 Other Income 649.40 3,395.91 3,852.97 7,898,28 Parking Revenue 31467.75 3,467.75 Parking Lease 1 ,944. 11 2,428.07 4,372. 18 Gift Shop Sales S 21233.85 25233.85 Visitor Store 21 ,518.05 21 ,518.05 Partnership Income 2,000.00 21000.00 Admission Revenue 3,080.82 3,050.52 Special Projects 3,000.00 700.00 380.00 4,080.00 Interest Income Investments 41825.96 4,825.96 Interest Income Checking 11336.47 398.06 96.09 54.29 1 ,884.91 Visitor Guide Ad Income 30.750.00 302750.00 Total Revenues 1 ,0631376.46 170,735.59 27,997. 11 5,338.66 1267 447 82 Cost of Sales Clinton House Gift Shop 1 ,618.99 11618.99 • Total Cost of Sales 11618.99 11618.99 Gross Profit 1 ,063,376.46 170,735.59 27,997. 11 39719.67 1 ,265 828 83 Expenses Signage- Tourism 3,410.00 ( 150.00) 3,260.00 Credit Card Discounts 1 ,025.45 975.64 363.24 2.364.33 Bank Charges 76.48 76.48 Advertising & Marketing 169,525.76 197. 12 800.64 30.00 170,553.52 Brochures 108,933.84 108,933.84 Accounting & Legal Fees 6,808. 10 6,808. 10 Office Expense 478.20 21136.50 21985.53 669. 14 61269.37 Visitor Store Exp 162773.72 16,773.72 Insurance & Health Benefits 25204. 12 11 ,710.80 11 ,935. 16 27721 .38 283571 .46 408 (P) Company Match 1 ,025.00 11582.28 19990.24 381 .42 4,978.94 Car Allowance 1 ,500.00 17500.00 Telephone Expense 510. 19 1 ,267.42 495.22 22272.83 Postage and Shipping Expense 82175.88 682.20 37.65 8,895.73 Material & Supplies 66.51 66.51 Rent 129000.00 12,000.00 Maintenance/lawn 125.00 125.00 Repairs & Maintenance Expense 225.30 26.073.50 1 ,228.67 27,527,87 Kamensky Fountain Maintenance 958.43 958.43 Linens 11 ,973.04 11 ,973.04 Printing Expense 395.49 395.49 • Publications & Dues 125.00 144.00 1 ,520.00 1 ,789.00 Travel/Training Expense 750.00 11 ,884.91 12,634.91 i See Accountants' Compilation Report Fayetteville A2 Commission Statements of Revenue Expenses by Division - Modified Cash Basis • For the Five Months Ending May 31 , 2012 Fayetteville A&P Town Center Vister Bureau Clinton House TOTAL Expenses (continued) Taxes & Licenses 498.80 500.00 998.80 Collections Expense 20, 142.41 203142.41 Payroll Tax Expense 3,215.33 6,705.70 79797.01 1 ,427.76 19, 145.80 Convention Development 34,501 . 11 22,027.73 56,528.84 Contract Labor 13,750.00 83094.00 230.23 1 ,807.50 23,881 .73 Wages Expense 341166.65 61 ,735.58 68,887.95 127712.50 171,502.68 Electricity Utility 20,753.32 13713.09 279.78 22,746. 19 Gas Utility 61265.69 667.67 6,93336 Water Utility 2.850.28 374.69 319.52 31544.49 Cable 21781 .62 258.95 3,040.57 Recycling 919.40 919.40 Security 1 ,728. 14 109.25 1 ,83739 Airport Advertising 11605.00 1 ,605.00 Minor Equipment 2,44710 31426.94 41934. 18 10,808.32 Minor Equipment Capitalized 389814,72 38,814.72 Airport Info Booth 2,400.00 2;400.00 Other Expense (26.00) 10.00 925.00 909.00 Artini Expenses 311 .41 311 .41 LOTO Special Project 546.25 546.25 • Misc Special Project 80,317.82 5.74935 1184439 87,911 .56 Bond Payments-Town Center 280,669.95 280,669.95 Trustee Expense 21250.00 2,250.00 Total Expenses 780,057.90 216,681 .23 160,925.59 349511 .32 1192 176 04 Net Income $ 2839318.56 S (45,945.64) $ ( 132,928.48) $ (30,791 .65) $ 73,652.79 • See Accountants' Compilation Report • • aye evl a Departmental Correspondence LEGAL ANKANSAS www.accessfayetteville.org DEPARTMENT Kit wweins City Attorney TO: Mayor Jordan Jason B. Kelley Assistant City Attorney A&P Commissioners CC : Don Marr, Chief of Staff Casey Jones, Prosecuting Attorney FROM: Kit Williams, City Attorney DATE: July 3, 2012 RE: Overdue HMR collection efforts I The City Prosecutor' s Office collected $10,908.90 in overdue Hotel, Motel and Restaurant taxes in June of 2012. This brings the total year-to-date collection • to $43,990.43 for the first half of 2012. Thirteen of the twenty-five cases show a delinquent balance of zero with nine cases closed. I. f I i JJ� • I I CLINTON K, JONES "Die MANDY FINKLEA ya OFFICE ADMINISTRATOR CITY PROSECUTOR Eanall: hOftheek@el.fayetfevllle.ar.us BRIAN THOMAS PHONE: (479) 579-8377 DEPUTY CITY PROSECUTOR Notcneeke: �e7sjs77 aisa OFFICE OF CITY PROSECUTOR FAX M : (479) 5754373 MEMO TO: K. Williams Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: July 2, 2012 RE: Status of Active HAM cases • When a Criminal Summons is issued for a violation and the Defendant subsequently pays the delinquent balance the Criminal Summons remains active and is then routinely dismissed by the Judge at arraignment if the Defendant is still current and not in violation. 1 . Acambaro Four Jesus Socarro Active Criminal Summons Business Closed Delinquent Balance: $1,468.04 • 2. Antoinette's Special Antoinette R. Hams Delinquent Balance: -0- Cakes & Catering Jami A. Harris Case Closed Business Closed 3. Brenda's Drive-In Collin L. Wilkins Active Criminal Summons Delinquent Balance: -0- 4. Caf6 Delta Soul Michael L. Vaughn Trial date: 6/13/12 — to Pay $200.00/month Delinquent Balance: $22131 .00 5. Dominoes Pizza Lloyd W. Hardison Active Criminal Summons Business Closed Delinquent Balance: $4,390.66 6. Green Room Laurie L. Fuller Trial Date: 6/20/12 — NP Rustin E. Fuller Trial Date: 6/20/12 - NP Delinquent Balance: -0- Case Closed i 7. Hogwild Pizzeria David S. Mackey Letter Business Closed Delinquent Balance: $1 ,330.00 8. Kruton's Inc. Jennifer Keaton Paid: $347.00 Delinquent Balance: -0- f • Case Closed Telecommunication Device for the Deaf TDD (479) S21-1316 176 South Church, Suite 2 — Fayetteville, AR 72701 ' Kit Williams July 2, 2012 • Page 2 9. Legacy Blues Jacqui Lefler Paid: $2,929.00 James K. Lefler Delinquent Balance: -0- James R Lefler Case Closed Tad A. Lefler Troy J. Lefler Ernest E. Nicholson David W. Robinson Wade E. Simpson 10. Lyn D's Cajun Gypsy Caf6 John S. Defelice Paid: $200. 16 Delinquent Balance: -0- Case Closed 11 . Mama Dean's Soul Food Meneria D. Morrison Active Criminal Summons Terry L. Morrison Active Criminal Summons Paid: $813.42 Delinquent Balance: -0- 12. Pesto Cafd Stephen M. Glenn Paid: $3,855.00 Delinquent Balance: -0- Case Closed • 13. Posta Plata Steven A. Jones Arraignment: 7/20/12 Raul Mendez Jr. Active Criminal Summons Paid: $2,070.00 Delinquent Balance: -0- 14. Razor's Edge Barbara A. Burton Arraignment: 7/9/12 Alan S. Burton Arraignment: 7/9/12 Paid: $538.50 Delinquent Balance: No Forms 15. Rogue Pizza Company John. M. Dortch Dismissed at Arraignment Delinquent Balance: -0- Case Closed 16. Rowdy Beaver Den Amber M. Biason-Dunn Active Criminal Summons Delinquent Balance: No Forms 17. Seafood Market Bar/Grill Craig E. Dowd Paid: -0- Business Closed Delinquent Balance: $4,367.60 18. Shanghai Chinese and Hsiao L. J. Shen Active Contempt of Court • China Garden Delinquent Balance: $3,090.00 Businesses Closed Kit Williams July 2, 2012 Page 3 19. Sipamouane Twin Kitchen Jeffrey Sipamouane Trial Date: 6/20/12 - NP Delinquent Balance: -0- Case Closed 20. Soul Restaurant & Lounge Casey E. Dighero Paid: -0- Business Closed Delinquent Balance: $118.64 21 . Southern Hospitality Leann Vanwinkle-Gisler Paid: $155.82 Delinquent Balance: -0- Case Closed 22. Stone Pony William E. Gran Arraignment: 7/20/12 Delinquent Balance: No Forms 23. Tim's Pizza (North) Michael A. Stephens Active Criminal Summons Business Closed Delinquent Balance: -0- 24. Uncle Gaylord's Hiram F. Brandon Trial Date: 8/1/12 Business Closed Delinquent Balance: No Forms 25. WOW Japanese Bistro Chong N. Kim FTA Warrant Business Closed Paid: -0- Delinquent Balance: $2,327.00 TOTAL: $10,908.90 I I I I CLINTON HOUSE MUSEUM MONTHLY REPORT JUNE 2012 The Clinton House Museum had a total of 270 visitors in the month of June. MUSEUM ACTIVITIES AND EVENTS : June 6" — PRESS CONFERENCE - Fayetteville Insider's Guide — Arkansas Air Museum — Clinton House featured on pages 8-9 June 10'' — KICKOFF RECEPTION — Clinton Presidential Center — We worked closely with the Library in both the research and execution of this exhibit. Private event attended by Clinton and Rodham Families. Keynote Address given by Chelsea Clinton. Dorothy Howell Rodham & Virginia Craton Kelley • RcmarkablelVomen . ExtraordinmyLives. t JUNE 11 . 2012 - NOVEMBER 25 . 2012 Rom at the close of World War 1 and on the asp of the Roaring Twenties, Dorothy Howell Rodham and Virginia Clinton Kelley cane of age in a changing America. i The Great Depression and World War 11 defined their generation, and both women �. overcame obstacles to provide nurturing homes filled with love and support. Their •� lives were an inspiration to their family, friends, and those who knew them. June 15'h — GROUP TOUR — Affordable Travels — 53 visitors June 19' — ANNUAL AMERICA IN BLOOM JUDGES BREAKFAST — Guests included Marlborough Packard and Bruce Riggs - National AIB Judges, Marilyn Heifner — Executive Director A&P Commission, Cindy Cope — Fayetteville In Bloom Chairman, Connie Edmondston - Director of Parks, Julie McQuade — City Communications Department, Matt Mihalevich — Trails Coordinator, Judy Hammond — Fayetteville In Bloom Committee Member and Mayor Lionel Jordan. June 20" — CHILDREN'S GROUP TOUR — Lloyd's Little Land — 23 visitors June22 "d — COOKING WITH THE CLINTONS — Sweet Magnolia Tours — 23 visitors Fayetteville Visitor Center - 2012 Sales & Visitor Count Jan Feb Mar I Apr May lune July Aug Sep Oct Nov Dec Sales Totals $1 ,863.93 $4,548.24 $4,516.751 $5P115.91 $81145.52 $7,445. 15 .tonTotafs $854.92 $1 ,262.24 $2,450.88 $5,220.72 $7,370.00 $63356.51 $5,707.79 $9,650.33 $5, 182.26 $7,221 .30 $4,797.54 $10,741 .22 % Change from 2011 118.0% 260.3% 84.3% -2.0% 10.5% 17. 1 % -100.0% -100.0% -100.0% -100.0% -100.0% -100.0% Visitor Count 686 1043 1213 1570 1845 2271 201, Totals 295 238 691 1301 1454 1463 1 1441 1 1457 1 1313 1 1189 1103 1283 % Change from 2011 132.54% 1 338.24% 1 75.54%1 20.68% 1 26.89% 1 55.23% -100.00% -100.00% -100.00% 1 -100.00% 1 -100.00% -100.00% 1011 Goal = $30,000/year or $2,500/month 112011 Totals 1 1 2012 Totals 11 Sales 1 $661815.711 Sales 1 $319635.50 11 Visitors 13228 11 Visitors 81628 9b Change = divide the difference between the two numbers by the 2010 number then move the decimal two spaces right X011 monthly sales average= $5,5 7698 2012 monthly sales average= $5,272.58 12011 monthly visitor average= 11021 2012 monthly visitor ave ra a 1438 12011 sales per visitor = $ ' 2012 sales per visitor = $3.67 • • • Definite Bookings By Booking Date June 2012 Meeting Dates Attnd Peak Rooms $ Value Affordable Travel 06/15/2012 53 0 0 5,501 Headquarters House, Terra Studios and AM Railroad Tour 06/15/2012 National Federation of the Blind - Arkansas Chapter 10/05/2012 100 30 60 31 ,140 State Convention 10/07/2012 Sub-Total for June 2 Meetings 153 60 $36,641 GRAND TOTAL 2 Meetings 153 60 $36,641 Page 1 of 1 Printed: 7/3/2012 2:49PM Inquiries By Source From: 61112012 To: 613012012 Showing: all records Source Inquiries S/Inquiry State Newspaper Insert 492 $0.00 Travel Guides Free 390 $0.00 Arkansas Group Travel 381 $0.00 Travel lnformation.com 300 $0.00 @ Website 248 $0.00 Southern Living 190 $0.00 LIA Graduate School 37 $0.00 Where to Retire 19 $0.00 MidSouth Traveler 8 $0.00 2,065 • Page 1 of 1 7/3/2012 03:00 PM Fayetteville Convention & Visitors Bureau . 21 S. Block - Fayetteville, AR 72701 Phone: (800) 7664626, (479) 521-5776 - Fax: (479) 571 -4731 - info@expehencefayetteville.com - Web: vnnv.expe riencefayetteville.com Inquiries by State/Country From: 61112012 To: 613012012 • Showing: all records State/Country Inquiries Alabama 17 Alaska 4 Alberta 1 Arizona 16 Arkansas 552 British Columbia 1 California 55 Colorado 9 Connecticut 1 Delaware 2 Florida 53 Georgia 19 Idaho 1 Illinois 76 Indiana 32 Iowa 30 • Kansas 75 Kentucky 23 Louisiana 93 Maine 4 Manitoba 1 Maryland 6 Massachusetts 6 Michigan 27 Minnesota 21 Mississippi 58 Missouri 141 Montana 4 Nebraska 8 Nevada 2 New Hampshire 2 New Jersey 13 New Mexico 5 Total: 10358 Page 1 of 2 7/3/2012 03:02 PM Fayetteville Convention & Visitors Bureau • 21 S. Block - Fayetteville, AR 72701 Phone: (800) 766-4626, (479) 521 -5776 - Fax: (479) 5714731 - info@experiencefayetteville.com - Web: w .experiencefayetteville.com New York 17 None Entered 95 • North Carolina 27 North Dakota 2 Ohio 40 Oklahoma 92• Ontario 4 Oregon 1 Pennsylvania 16 Rhode Island 3 South Carolina 12 South Dakota 2 Tennessee 74 Texas 265 Utah 1 Vermont 1 Virginia 15 Washington 15 Washington, DC 1 West Virginia 3 Wisconsin 18 Wyoming 3 • Total: 2,065 Page 2 of 2 7/3/2012 03:02 PM Fayetteville Convention & Visitors Bureau • 21 S. Block - Fayetteville, AR 72701 Phone: (800) 766-4626, (479) 521-5776 - Fax: (479) 571 -4731 - info@experiencefayetteville.com - Web: www.experiencefayetteville.com Fayetteville Town Center, Manager's Activity Report June 1 , 2012 to June 30, 2012 • Sales: JUNE JUNE Month YTD YTD YTD 2010 (base) 2011 % Change 2010 2011 % Change Sales 7 7 -0- 96 77 (20%) # returned contracts by log date - GL Complete Events (Paid/Sponsored) 17 17 0- 100 119 19% EMS Calendar - attached Sales ($ returned contracts by log date - GL $111675.00 $10,850.00 (7%) $150,272.87 $153,538.00 2% Collections " $28,863.76 $28,973.36 .04% $1852131 .47 $196,351 .84 6% $ - Payment Lo $ Executed Contracts $32,675.00 $25, 175.00 22% $207,521 .00 $189,360.00 8% Credit $ - GL -0- -0- NA -0- -0- NA Average per event $ Sales / # Sales $1 ,667.86 $1 ,550.00 (7%) $1 ,565.34 $1 ,994.00 27% Operations Items: • Carpet Cleaned • General Maintenance Sales New Proposals : Kendrick Fincher Hydration Foundation, Mosiac, Yvonne Richardson Center Gala, o Hogsby Awards-LI of A, Arts Live, JRDF-Fund raising Gala, Gem Fair—Gem and Jewelry Show o Arvest-Fall Seminar, Holiday Luncheon. • ➢ Accepted Proposals: North Hill Dialysis-Holiday Event, LifeSource-Anniversary Gala, Dr. Curry-Dental Seminar, Habitat for Humanity-Fundraiser Gala, AR Trial Lawyers (moved from Ft. Smith). Coordination Wal-Mart Shareholders Executive luncheon – Facilitated 200 of Wal-Mart's VIPs with a plated lunch service and program during the annual meeting in Fayetteville. 9 National Agricultural Biotechnology Council- reserved three days in June for a conference centered on sustainability. Attendees enjoyed catered meals from local restaurants and attended a reception and gala both at the Fayetteville Town Center. Conferences like these showcase the Town Center in its many capacities. AAA Coach's Clinic – Three day conference centered on the Fayetteville Square facilitating continued education for Arkansas coaches. Single Parent Scholarship Fund (NPO) – Annual fundraiser to help fund scholarships for single parent families in Northwest Arkansas. UA Literacy Symposium – Annual event for continued education of local teachers. Event List: • June 1 — Wal-Mart • June 16 — Kopta Reception June 2 — Carter Reception 0 June 18 — Coaches Clinic • June 8 — Engleman Reception 0 June 19 — Coaches Clinic • June 9 — Albarra Reception • June 20 — Coaches Clinic • June 9 — Corez Reception 0 June 20 — Single Parent Scholarship Banquet • June 11 – NABC Conference 0 June 21 – Single Parent Scholarship Banquet • June 12 – NABC Conference 0 June 22 – UA Literacy Symposium June 13 – NABC Conference 0 June 23 – UA Literacy Symposium • June 16 – Gilmore Reception *Event Breakdown Social – 35% UA – 29% Corporate – 6% Non-profit – 12% Educational – 18% • DMAI — Destination Marketing Accreditation Program Readiness Checklist Eligibility • The DMO (destination management organization) is a legal organization or part of a legal organization • Destination marketing is the primary function of the DMO • The DMO has two or more years of destination marketing experience • The DMO is the official highest governing entity authorized to provide destination marketing services for the jurisdiction(s) served • The DMO leadership has read and abides by the Destination Marketing Accreditation Program Organizational Code of Ethics. Governance and Finance • The DMO has a functioning governing body and a chief executive officer • The DMO has articles of incorporation, bylaws, and operating olicies • he DMO has_a_strategic plan with a vision and mission statement • The DMO has written policies for the control of its financial operations r/ aecBv. — • A formal audit is_co.nducted_at_least_everyttyo y_e r� s r 6tca ��,� � 'i 0 . • The DMO maintains insurance coverage to cover potential es ated liabilities . • The DMO has appropriate avenues to report and document the misuse of funds MANDATORY STANDARDS — GOVERNANCE 1.1 Copy of current articles of incorporation (or similar legal documentation) 1.2 Bylaws 1.3 Vision and Mission Statements 1.4 Governing body approves a budget on an annual basis 1.5 Governing body conducts an annual evaluation of the chief executive 1.6 Follows the recommended organizational Code of Ethics 1.7 Develop and follow conflict-of-interest policy 1.8 Develop and maintain a current strategic plan 1.9 Governing body receives and reviews periodic financial reports including income and expense statements and a balance sheet 1.10 DMO employs or contracts with a CEO or executive director with management experience/credentials and/or a background in destination marketing/management 1.11 DMO shall use a formal process for the orientation of new governing body members • • OTHER MANDATORY TOPICS Human Resources Technology Marketing Individual Services Group Visitor Services Sales Communications Management Facilities Destination Development • Research/Market Intelligence Stakeholder Relationships We will be asking for Commission approval on each of these sections in the months to come. We hope to be able to complete this process and receive our certification as a destination marketing organization by April 2012. This process will be beneficial in getting our policies and procedures in order so that anyone •