No preview available
HomeMy WebLinkAbout2012-10-08 - Agendas - Final AGENDA ADVERTISING AND PROMOTION COMMISSION October 8, 2012 2:00 p.m. Fayetteville Town Center I. Call to Order - Maudie Schmitt II. Reports A. Approval of Minutes for September 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 III. Old Business A.University of Arkansas request YW _ 8. 9vnamecct ¢, 7nu f m� -ate IV. New Business WAG >' �Fa, 020/5 V. Adjourn � , (� • ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING September 10, 2012 Commissioners Present: Ching Mong, Bob Davis, Bobby Ferrell, Hannah Mills, Bill Lyle, Maudie Schmitt and Justin Tennant. Staff Present: Sandra Bennett, Matt Clement, and Marilyn Heifner CALL TO ORDER Maudie Schmitt called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on September 10, 2012, at 2:00 p.m. WELCOME CHING MONG Maudie welcomed Ching Mong to the A & P Commission. Because his appointment has not been approved by the City Council, he can participate in discussion at today's meeting; however, he will not be able to vote on issues. Ratification should happen at the next City Council meeting. MINUTES Moved by Davis, second by Tennant, to approve the August minutes of the Commission. • Motion carried. FINANCIAL REPORTS HMR Revenue - Marilyn reported that HMR revenue for August is up 6.73%, $202,624. Year to date increase is 10.97%. Financial Statements - Keith Glass reviewed financial statements for July. Revenue is up and expenses are approximately the same as 2011. All accounts are in good financial shape. Delinquent Tax Collection Efforts - Kit Williams reported that $3,419.82 was collected by the Prosecutor in August. Three cases are closed. Eight have a zero balance. Davis asked why those restaurants weren't closed. Kit said they were kept open because they were repeat offenders. DEPARTMENTAL REPORTS Clinton House Museum - Matt reported that the Museum had 746 visitors in August due to the celebration of President's birthday (516 visitors) and a wedding (130 visitors). Kate was named to NWA Business Journal `40 under 40" class of 2012. Exhibit on Architecture of E. Fay Jones will open on September 14 and be open until December. CVB - The store sales decreased by 37% in August. Last August, we were the only • carriers of the Fayettechill t-shirts. They now have their own store and the UA Bookstore • carried the merchandise as well. The UA College of Engineering will have a national robotics competition next April. Economic impact is expected to be $1,250,000. Town Center - Town Center completed events, sales, contracts, collections, and average per event sales areas are all up significantly. To note, average per event sales is up 30% for the year. Town Center staff deserves credit for seeking opportunities to increase revenue for the Center. Executive Director's Report - 1.) Personnel. Ashden White, maintenance for the Town Center resigned. Interviews are being conducted this week. Reprint of Motorcycle Guide, tear off map and exhibitor list will be ready in time for Bikes, Blues, and BBQ. We will be printing a map of the pig locations for Pigshibition when all are installed. In the Visitor Store, we will carry postcards of the pigs to sell individually and as a set. 2. Brochures - Reprint of Motorcycle Guide, tear off map and exhibitor list will be ready in time for Bikes, Blues, and BBQ. We will be printing a map of the pig locations for Pigshibition when all are installed. In the Visitor Store, we will carry postcards of the pigs to sell individually and as a set. 3. Facilities - Auto fill valve on the Peace Prayer Fountain has been repaired and is up and running again. • 4. Other - A) Great SWOT meeting with staff and agency in preparation for 2013. Significant work and revamping of the website was identified as a need. B) Great Food Truck Race program on The Food Network starts on August 19 was a great promotion for Fayetteville. Fayetteville was presented in a very favorable light. C) Great celebration of First Thursday, FestOfAll, and Grand Opening of Fayetteville Underground. D) Grand opening of the Chancellor Hotel will be September 12 from 6-10 p.m. E) Matt and Staff will be presenting a bid for the 2014 Governor's Conference on Tourism . F) America In Bloom national symposium will be held in Fayetteville on September 19-21. G) CVB had two great meetings with our sports promoter partners and with hotel personnel. H) Library Gala and Premiere of Fayetteville film - If commissioners want tickets, Marilyn will order those for them. ADVERTISING AGENCY REPORT Drew Finkbeiner said the plan for 2013 should be ready by mid-October. They are working on keeping the momentum of the Town Center going, revisiting the current Fayetteville campaign which is 2 years old and revising as necessary, and building up the image library. Mike Sells reported on the web stats for the experiencefayetteville.com website. OLD BUSINESS HUMAN RESOURCES - POLICY AND PROCEDURES MANUAL • Moved by Davis, second by Tennant to approve the Human Resources Section of the Policy and Procedures Manual for DMAP study. Motion Carried. • UNIVERSITY OF ARKANSAS REQUEST Because the Attorney General has not issued an opinion on the U of A Request for $1,000,000, the issue was tabled. Tennant moved that the proposed City Town and Gown Committee take a look at this issue, second by Ferrell. Davis agreed if the proposed Town and Gown Committee would meet prior to the next A & P meeting. Tennant said they would be appointed on Sept. 11 and meet before the next A & P meeting. Motion carried. Members will be 7 UA, 7 City and 7 At Large members. Davis reminded everyone that the purpose of the HMR tax was to put heads in beds and seats in restaurants to increase the tax and asked that that be conveyed to the Committee. Marilyn asked that she be able to attend the meeting and convey the A & P purpose to the Committee. Schmitt announced that the Faulkners had been announced as a lead donor with a gift of $6 million dollars. She said the Chancellor was not rushing the Commission and wanted the Commission to have all the information they wanted to make a decision. She said that though the UA had asked for a million dollars, the Commission could choose to give them a smaller amount. Ching, a former music student at the UA, said the opportunity this presents to us is great. All agreed to wait for the Attorney General opinion. NEW BUSINESS - None There being no further business, the meeting was adjourned. • Respectfully submitted, Marilyn Heifner Executive Director Fayetteville A & P Commission • • Advertising and Promotion Commission For month of September 2012 Current Year HMR Collected (2120.0912.4101 .00) $ 2115;55 -5.61 : . Prior Year Collected (2120.0912.4101 .01 ) First Security Investment Interest Revenue (2120.0912.4708.00) $ 9310Z Total Revenues $ 216,586. 13 Annual Bond Audit Expense (2120.9120.7602.60) $ : : . Collection Expense (2120.9120.5333.00) $ (41313.06) Bank of OK Quarterly Fee (2120.9120.5712.00) Town Center Bond Payment (2120.9120.5712.00) 2010 Property Taxes on Town Center (2120.9120.7602.60) Total Expenses $ (60,447.05) Total Check to A&P $ 1.56,139.08 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 2006-2011 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 $187,730 -2.00% $187,976 0.00% $2170840 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% $2149750 4.53% August $167,897 $180,741 7.65% $189,839 5.03% $202,624 6.73% September $1761463 $184,471 4.54% $195,427 5.94% $215,653 10.35% October $189,728 $195,169 2.87% $214,713 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 $ $2,1659969 $2,182,155 0.75% $292993473 5.38% $1 ,862,138 10.89% \filename Keith M. Glass, CPA *d*P' 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) 846-4314 Accountant's Compilation Report 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 August 31 . 2012 and the related Statements of Revenue and Expenses for the period then ended, and eight months then ended and the period then ended last year, and eight months then ended last year, and the related Statements of Revenue and Expenses by Division for the period then ended and eight 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 asset, 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. Keith M. GWA, CPA Date 3� 2•/L Email: keith@nwacpa.com www.nwacpa.com Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modified Cash Basis August 31 , 2012 • ASSET'S Current Assets CVB Cash in Register $ 100.00 CHM Cash in Register 100.00 Arvest A&P General 1/4856 51 ,693.42 61 I st Security A&P General #8714 635,605.68 t I st Sec Fay Town Ctr #8722 240,400.55 I st Sec. Clinton House #8749 48,084.60 1 st Sec. Conv Visitor 98730 102, 187. Arvest Payroll Account 94636 7,367.30 Accounts Receivable 18.48 Due From Other Funds 9,655.64 Investments 1 ,795,814.36 Investment Adj to Market 4,321 .33 'Total Current Assets 2.895,348.52 Property and Equipment Furniture and Fixtures 34.550.01 Equipment 92,309.97 CVB Building 930,569.02 CVB Land 198.621 .00 Building Additions 410,287.38 Accutn. Depreciation (340,227.64) Total Property and Equipment 17326, 109.74 • Other Assets Total Other Assets 0.00 'total Assets $ 4.22 1458 20 LIABILITIES AND CAPITAL Current Liabilities Colonial Life & Ace Ins Payabl $ ( ) . 157.02) Federal Payroll Taxes Payable 9,076.86 FUTA Tax Payable 732.93 State Payroll Taxes Payable 104.78 SUTA Payable ( 1 . 130.43) Employee Benefits Payable 11 ,451 .20 Due to Other Funds 4,052.48 Due to Town Center 4, 142.40 Total Current Liabilities 27,27J.20 Long-Term Liabilities Total Long-Term Liabilities 0.00 Total Liabilities 27,273.20 Capital • Beginning Balance Equity 3,879,562.33 Unresticted Fund Balance 167,352.22 Restricted Fund-540 Film Grant 221 .53 Net Income 147,048.98 See Accountants' Compilation Report Fayetteville A&P Commission Statement of Assets, Liabilities & Equity - Modificd Cash Basis August 31 , 2012 • Total Capital 49194, 185.06 Total Liabilities & Capital $ 4,221 ,458.26 • • See Accuuntants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Eight Months Ending August 31 , 2012 • Revenues Current Month Year to Date HMR Tax Revenue S 202,337.78 81 .94 S 1 ,622,445.69 74.35 Prior Year HMR Tax Revenue 286. 15 0. 12 24, 110.88 1 . 10 Rental Income 34,648.52 14.03 2771548.61 12.72 Other Income 19526.55 0.62 - 14.096.63 0.65 Parking Revenue 514.00 0.21 4,713.75 0.22 Parking Lease 0.00 0.00 71965.51 0.37 Gift Shop Sales 626.95 0.25 4,015.55 0. 18 Visitor Store 5, 153.00 2.09 389101 .34 1 .75 Partnership Income 0.00 0.00 2,000.00 0.09 Admission Revenue 437.00 0. 18 51180.30 024 Special Projects 0.00 0.00 41305.00 0.20 Interest Income Investments 933.02 0.38 79900.81 0.36 Interest Income Checking 486.00 0.20 39241 .25 0. 15 Visitor Guide Ad Income 0.00 0.00 36,650.00 1 .68 Transfer In 0.00 0.00 130,000.00 5.96 Total Revenues 246,948.97 100.00 2. 182,275.32 ' 100.00 Cost of Sales Clinton House Gift Shop 0.00 0.00 2,015.02 0.09 Total Cost of Sales 0.00 0.00 21015.02 0.09 Gross Profit 246,948.97 100.00 2, 180,260.30 99.91 Expenses • SiSmage- Tourism 437.00 0. 18 7,972.94 0.37 Credit Card Discounts 516.24 0.21 3,93921 0. 18 Bank Charges 17.00 0.01 110.48 0.01 Advertising & Marketing 47,010.92 19.04 274,323.92 12.57 Brochures 6.784. 10 2.75 141 ,704.20 6.49 Accounting & Legal Fees 650.00 0.26 8,758. 10 0.40 Audit Expense 1200.00 0.89 2.200.00 0. 10 'Office Expense 11772.64 0.72 12,258.59 0.56 Visitor Store Exp 2,664.95 1 .08 27,72721 1 .27 Insurance & Health Benefits 3,048.05 1 .23 40,375.66 1 .85 408 (P) Company Match 946.00 0.38 79816.94 0.36 Car Allowance 300.00 0. 12 2,400.00 0. 11 Telephone Expense 647. 17 0.26 4,246.34 0. 19 Postage and Shipping Expense 3.569.58 1 .45 13,497.40 0.62 Material & Supplies 0.00 0.00 66.51 0.00 Rent 0.00 0.00 12,000.00 0.55 Maintenance/Lawn 50.00 0.02 350.00 0.02 Repairs & Maintenance Expense 43596.63 1 .86 42,681 .94 1 ,96 Kamensky Fountain Maintenance 162.55 0.07 1 ,434.09 0.07 Linens 1 .536.77 0.62 17,929.30 0.82 Printing Expense 0.00 0.00 395.49 0.02 Publications & Dues 0.00 0.00 3,599.00 0. 16 Travel/Training Expense 7,375.70 2.99 29,057.08 1 .33 Taxes & Licenses 435.00 0. 18 4,008.80 0. 18 Collections Expense 4,052.48 1 .64 32,931 . 14 1 .51 Payroll Tax Expense 3,156.26 1 .28 29,208.28 1 .34 Convention Development 2, 109.32 0.85 74,181 .96 3.40 Contract Labor 62478.00 2.62 39,25623 1 .80 • Wages Expense 38,799.79 15.71 293, 170.94 13.43 Electricity Utility 7.590.23 3.07 43,960.58 2.01 Gas Utility 140.40 0.06 7,274. 18 0.33 Water Utility 1 ,261 .37 0.51 7, 111 . 18 0.33 See Accountants' Compilation Report Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Eight Months Ending August 31 , 2012 • Cable Current Month Year to Date 543.27 0.22 4,668.40 0.21 Recycling 0.00 0.00 1 ,046. 15 0.05 Security 1 ,581 .85 0.64 3.942.94 0. 18 Airport Advertising 1 ,785.00 0.72 5, 175.00 0.24 Minor Equipment 2.292.07 0.93 14, 162. 13 0.65 Minor Equipment Capitalized 0.00 0.00 38,814.72 1 .78 Airport Info Booth 1 .200.00 0.49 3,600.00 0. 16 Other Expense 46.54 0.02 1 ,983.29 0.09 Artini Expenses 0.00 0.00 311 .41 0.01 LOTO Special Project 0.00 0.00 546.25 0.03 Misc Special Project 23,751 .77 9.62 189,966.42 8.70 Bond Payments=rownCenter 56, 133,99 22.73 4499071 .92 20.58 Trustee Expense 1 ,725.00 0.70 39975.00 0. 18 Transfer Oth 0.00 0.00 130,000.00 5.96 Total Expenses 237,367.64 96. 12 2,033,211 .32 93. 17 Net Income $ 9.581 .33 3.88 $ 147.048.98 6.74 • • See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Eight Months Ending August 31 , 2012 • Current Month Current Month Year to Date Year to Date Revenues This Year Last Year This Year Last Year HMR Tax Revenue $ 202,337.78 $ 188,592.60 $ 1 ,622,445.69 $ 1 .4692871 .47 Prior Year HMR Tax Revenue 286. 15 98.00 24, 110.88 12,757.51 Rental Income 34,648.52 28,987.57 277,548.6.1 256.851 .84 Other Income 1 ,526.55 4,533.85 14,096.6., 14.413.85 Parking Revenue 514.00 320.00 49713.75 3,491 .00 Parking Lease 0.00 0.00 7,965.51 8. 180.86 Gift Shop Sales 626.95 509.40 4.015.55 2,951 .56 Visitor Store 5, 153.00 9,674.69 38. 101 .34 39,441 ,37 Partnership Income 0.00 0.00 2.000.00 4,400.00 Admission Revenue 437.00 471 .00 5. 180.30 5,023.54 Special Projects 0.00 0.00 4,305.011 7,680.00 Intens[ Income Investments 933.02 1 .758.96 7,900.81 10.025.27 Interest Income Checking 486.00 290.56 3.241 .25 3.346.78 Visitor Guide Ad Income 0.00 0.00 36.650.00 12,075.00 Hospitality Summit 0.00 0.00 0.00 180.00 Fee Refunds 0.00 0.00 0.00 (27525,00) Transfer In 0.00 0.00 130000.00 130,000.00 235.236.63 2, 182,275.32 1 ,977. 165.05 Total Revenues 246,948.97 Cost of Sales Clinton House Gift Shop 0.00 510. 17 2,015.02 3,671 .58 Total Cost of Sales 0.00 510. 17 2,015.02 3,671 .58 • Gross Profit 246,948.97 234,726.46 2, 180,260.30 1 ,973,493.47 Expenses Signage- Tourism 437.00 0.00 71972.94 6.779.04 Credit Card Discounts 516.24 531 .30 3,939.21 3.948.22Bank Charges 17.00 47.79 110.48 421 .80 Parking Expense 0.00 0.00 0.00 265.00 Advertising & Marketing 47,010.92 11 ,428.70 274,323.92 307.233.28 Brochures 6,784. 10 70, 138.07 141 ,704.20 140,027.48 Accounting & Legal Fees 650.00 650.00 82758. 10 5,220.00 Audit Expense 2,200.00 2,700.00 2,200.00 x,700.00 Office Expense 1 ,772.64 21154.83 12,258.59 10,785.22 Visitor Store Exp 2,664.95 6,717.04 27,727.21 26.276.09 Insurance & Health Benefits 1048.05 5,387.59 40.375.66 .i6,5G8.48 408 (P) Company Match 946.00 976.78 7,816.94 7,213,82 Car Allowance 300.00 300.00 2.400.00 21400.00 Telephone Expense 647. 17 732.78 4,246.34 6, 175.33 Postage and Shipping Expense 3,569.58 2,694.59 13,497.40 10.921 .66 Tracking Software 0.00 0.00 0.00 1 ,695.00 Material & Supplies 0.00 0.00 66.51 563.76 Rent 0.00 0.00 Maintenance/Lawn 12,000.00 12.000.00 50.00 240.97 350.00 440.97 Repairs & Maintenance Expense 4,596.63 11 ,410.06 42,681 .94 101 ,918.22 Kamensky Fountain Maintenance 162.55 405.33 1 ,434.09 4,397. 14 Linens 1 ,536.77 21477.24 17,929.30 14,809.81 Printing Expense 0.00 0.00 395.49 0.00 Publications & Dues 0.00 645.00 3,599.00 3.915.00 • Travel/Training Expense 7,375.70 1 ,920.54 29,057.08 21 ,398.04 Taxes & Licenses 435.00 395.00 4,008.80 4,362.23 Collections Expense 41052.48 32773.81 32,931 . 14 2052.58 Payroll Tax Expense 3,156.26 1797,24 29.208.28 X3,786 17 See Accountants' Compilation Report Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Eight Months Ending August 31 , 2012 Current Month Current Month Year to Date Year to Date This Year Last Year This Year Last Year Convention Development 2, 109.32 1 ,023.56 74, 181 .96 26,028.8.3 Research Expense 0.00 0.00 0.00 475.00 Contract Labor 6,478.00 4,400.00 39,256.23 J5.284.49 Wages Expense 38,799.79 34,883.00 293. 170.94 278,77128 Electricity Utility 7,590.23 14, 171 .41 43,960.58 44,061 .26 Gas Utility 140.40 259.09 7,274. 18 9,233.09 Water Utility 1 .261 .37 1 .851 .39 7,111 . 18 6.621 .35 Cable 543.27 1 ,249.72 41668.40 4,830.62 Recycling 0.00 171 .89 1 ,046. 15 1 ,272,88 Security 1 ,581 .85 19971 .85 3,942.94 4,281 .02 Airport Advertising 1 ,785.00 0.00 5, 175.00 1 ,485.00 Minor Equipment 2,292.07 21374.54 14, 162. 13 84,438.41 Minor Equipment Capitalized 0.00 21 ,344.32 38.814.72 71 .993.62 Airport Info Booth 1 ,200.00 0.00 3,600.00 1 ,200.011 Other Expense 46.54 19168.94 1 ,983.29 1 , 168.94 Artini Expenses 0.00 0.00 311 .41 0.00 AIIStar Games 0.00 0.00 0.00 48,308.00 Saturday of Champions 0.00 0.00 0.00 6. 198.50 DELA 0.00 0.00 0.00 1 ,827.75 Square Gardens 0.00 0.00 0.00 281 .65 Dickson St Special Project 0.00 0.00 0.00 900.00 Town Center Garden Maim 0.00 0.00 0.00 69.Oq Joe Martin 0.00 0.00 0.00 2,500.00 Bikes, Blues, & Flot Rods 0.00 0.00 0,00 445.00 LOTO Special Project 0.00 0.00 54625 23,508.90 Arts Live Theatre 0.00 0.00 0.00 1 ,000.00 Mise Special Project 23,751 .77 20,087. 17 189,966.42 156,761 .35 Bond Payments-Town Center 56, 133.99 56304.00 449,071 .92 450.432.00 Trustee Expense 1 ,725.00 1 , 125.00 3.975.00 3,375.00 Transfer OUt 0.00 0.00 130,000.00 130.000.00 Total Expenses 237,367.64 290.911 . 14 2,033.211 .32 2, 183.027.32 Net Income $ 9,581 .33 $ (56, 184.68) $ 147,048.98 $ (209,533.85) • See Accountants' Compilation Report I'a%elle% 'Ile A I Conanissmn Statements of Revenue E%pcnsa by Division - MuJ10ed Cash Basis I'or the Month Fndm_g August 31 . 2012 Fmcllc% ille ASV toxo Center _Vlsnur Bureau Revenues2012 2011 2012 2011 2012 21.111 • HMR Tex Revenue 5 202.337.78 S 188.592.60 Prior Year I IMR Tax Revenue 286 15 98.00 Rental Income 2.750.00 2,750.00 $ 31 .848.52 $ 26.22118 $ 50.0o b 1634 Other Income 1 .55 1 ,275.00 925.00 $ 3.258 85 Parking Revenue 51400 32000 Parkmu I.cose Girt shop Sales Visitor Store Admission Rewnuc 5,153 fill 9.674 69 Interest Income Investments 933,02 1 ,75896 Interest Income Checking 316.92 171 ,00 100.25 59.20 47.84 4219 Traveler In Visitor Guide Ad Income Total Revenues 206.625.42 193,370.56 32.462.77 27,875.38 6. 175,89 1294212 Cost ofUdcs Clinton I Inusc Gift Shop Total Cost of Sales Gross ProOt 206,625.42 193.370.56 32,462.77 27,875,38 6. 17.1.89 12.992. 12 Expenses Slgnagc- 1 m risco 437.00 Bank Charge 17.00 47.79 Credit Card Discounts 187.55 288'80 23914 188. 16 Advertising S Marketing 47.010.92 I I . I I I .UB 7171,2 Brochures 6,784. 10 70.138.07 Accounting S Legal Fees 2.850.00 3.350.00 • Omce Expense 15030 1.261 50 797.56 245 80 1.205.24 Visitor Store Ixp 2,664.95 6.717,04 Insurance 8• Health Benefits 455,70 37909 1 ,844.60 1 ,84088 28660 408 (P) Company Match 2.715 08 I Y 300.00 200.00 .107 98 289.24 35.1 26 41!) 28 Car Allowance .100.00 300.00 telephone Expense 6.70 251 97 533 11 369 11 Postage and Shipping Expense .1,722.31 2,694 59 4 fit Maintenamx/Lawm Repairs S Maintenance I k nse 190 97 fk 4053J 4,006.93 8,857.51 559.60 Linens 1 ,536.77 2,477.24 Pubhcatinns and Dues Travel/T'rinning Expense 4:37;.01 645 00 238964 19211 Taxes S Lictuses 43g.U0 .195 OU 54 Cullecliuns Expense 4,052,48 .3,773.81 Pa)rn11 'I ax Expense 1 ,00195 527. 12 944.45 93746 99375 1 . 13567 Convention Development 49.50 1,00!) 00 00 2.059 82 23 56 Contract Later 2,75000 2.750.00 3,278.00 Wages Expense 1.774 60 B p 11,000.00 6,666.64 12,378.72 11 .774 60 12.596.27 13.866 75 GasUtilit Utililq 6.781,83 12932. 12 615 Gas Utility 2i 1 .053 10 Water Utlhtp 116.76 234.66 C'amc 870.85 1 ;522.28 51 .45 10835 Rcc%cfing 543.27 527.34 72238 Security 1.560.(H) 1.560,(11) 1950 f10 Airport Advertising 1.785,00 Other Expenses 623.38 Minor Fquipmcnt 46.54 54556 Minor Equipment C'apitaliixd 2.374.54 2,29207 Airport Info Booth1200.00 21.344.32 Mlsc Special Protect 20059,09 18.340.00 2, 10124 1.747. 17 1 .09141 Transfer Out Bond Payments=)'own Ccmer 56, 13399 56,304.00 • Trustee Expense 1 .725.00 1,125,00 Fills] Expenses 166559.35 179736.50 38, 162. 15 72,124.58 270283 32.154 39 Net Income $ 40.066.07 $ 13,634 06 $ (5 699 38) $ 144,219 20) S I v0 852 44) $ 119 162 271 See Accounlantts Compilation Report Faytoeville A2 Commission Statements ol'Revenuc Expenses by Dip>ion - ivlodilied Cath Rosi, For the Month Fading August 31 , 2012 Clinton Hous, 'ff.l'rAL, Revenues 2011 2011 2012 2011 • IiMR '1'ex Revenuc $ 202,3.17.78 $ 188.592.60 Prior Year HMI( I'ax Revenuc 286.15 9800 Rental Income 34.64852 28,987.57 Other Income $ 600.00 1.526.55 4,533.85 Parking Revenue 514.00 320.00 Parking Lease Gift Shop Sales 6X95 .$ 509.40 626.95 509.40 Visitor Store 5,15300 9.674.69 Admission Revenue 437.00 471 .00 437.00 47100 Interest Income Investments 933.02 1.758.96 Interest Income Checking 2094 18. 17 486.00 290.56 1 master In _ Visitor Guide Ad Income I"otal Revenues 1 ,684.89 998.57 24694897 23573663 Cost 01,Sales Clinton Housc Gift Shop 510. 17 510. 17 1 otal Cost orsales 510. 17 510 17 Gross Profit 1,684.89 488.40 246,94897 234.726.46 Cxpensm Signage- Tourism 437.00 Rank Charge 17.00 47.79 Credit Card Ncomus 89.55 54.34 516.24 531 .30 Advertising & Marketing 47.010.92 11,428.70 Brochures 6,784. 10 70.139.07 Accounting & I<gnl rem 2,850.00 3.350.00 • Ol ice Expensc 11504 152.03 1 ,772 64 2.154.93 Visitor Store Exp 2.664.95 6,717.04 Insurance & Health Reneftts 461. 15 43196 3,048.05 5.387 59 4084 P) Company Match 84.76 77.26 946.00 976.78 Car Allowance 71)11.00 300.181 Telephone F.xpatse 107.36 111 .70 647. 17 732.78 Postage and Shipping Expernc 3,732. 13 2.69459 Mainumance/Lawn 50.uo 50.00 50.00 240.97 Repairs & Maintenance Expense 30. 10 2,553. 15 4.596.63 11 .815 99 Linens 1536.77 2_.477.24 Publications and Dues 645 0U 1'mvcl/I'raimng Expense 64500 7.375.70 1.920.54 'faxes & Licenses 432.40 395,011 Collections L•.vpcnse 4.05248 3,773.81 Payton ruv Expcnsc 216. 11 196.`9 3. 156.26 2,79714 Convention Developmcm 2.1(19.32 1,023.56 Contract I,abnr 450.9 240.00 6.478.00 4,400.00 Wages Expense 2.825.00 2,575.01 38.799.79 3.1,883 00 Electricity Utility 193. 13 186 14 7.590.23 14,171 .41 Gat Utility 23.64 24.43 140.40 25209 Water ll3ilne Cable 339.07 220.76 1.26137 1 .851 _19 Recycling 543.27 1,249.72 Security 21 .951 .58185 - 171 .89 21.85 1 ,581.85 1.971.85 Airport Advertising 1,785.00 Other Expenses 4 Minor Equip6.54 1. 168.94 Equipment Minor Equipment CapitalizedCapitalized2,292.07 2,374.54- 21.344.32 Airport Into Brom 1,200.00 Mtsc Special Project 23,751.77 20.087. 17 Transfer out Bond Paymentslmvn Center• SG. 13] s9 56,304.00 Tnutec Expense 1,115.00 1. 125.011 Total Expenses 5.617.81 6,89567 23736764 29091114 Net Income $ (3.932.92) $ 16.407.27) s 958133 $ (56. 184 68) See Accountants' C'ompilmion Report FnlYtkw Ille A I Commission Smlemenis of Rexcnuo lixpenscs b) Dnlsmnn - Modified Cash Hasls For the. Light Months F-nding August 31 2012 _ FzYcuesdle &P _ _ Town Center ViStior Bureau 2019 2011 2012 2011 2!IL' 3111 _ • IIMRTax s Revcnuc E 1 ,622,435.69 E 1469.871 .47 Prior Year HMR Tax Revenue 24.110.88 12,757.51 Rental Income 22,00001) 22.000.00 .8 255,248.61 $ 231,47545 Y 30000 E 1639 Other Income 3.65275 4,)4500 4p9.591 447500 11,8279) 17793x5 Narking Rcvcnuc 2.5 00 4.713 75 3,406.00 Parking Lcase 1 944 11 2,638 51 6O21 40 5.54235 cin Shop Sales Visitor Store 38, IUI 34 39.44137 Admission Revenue Tmnsfer from A&P IW.00000 IW.O(IU Ikn Interest Income Investments 7,914181 10,112527 Interest Income Checking 2.24978 2.582 NI 686 60 417.66 203 58 237 73 Visitor Guide Ad Income 36.65000 12.07500 Toml Revenues 1.720.9S4.02 1 ,536.020.57 270.766.27 245 37646 150,43189 89 15748934 Cost of Sale.. Clinton Ilouse CMl Shop 'I'oml Cost of Sales Gross Profil 1 ,720.9540'_ 1 ,536020.57 270,766.27 245,37646 150.43289 1.5748934 Expenses Signago Tourism 8. 122.94 6,560 .54 21850 ( I SU UO) flank Chane 3400 23895 %2 85 Credo Lard Discounts1 .56760 2,02443 1 .76929 132445 Advertising & Marketing 27-1,29616 301726.94 197.12 92667 89064 57970 Hrochllres 141 .704 20 14U,(127 48 Accounting & Legal fees 10,958 Ill 7.920 ria Office Expense 628.50 769.03 5,16148 4,792,69 .5!%)500 4,06927 Visitor Store Exp 27.727 21 26.271+ 09 Insurance & Ilcalth Benefits 2,90902 '374896 1774460 13,5(998 15910.96 15 • 908 (P) Company Match ,625 91049 1r0 1 ,59437 2,50622 1 .964141 331.1002 ;(14209 Car Allowance 240000 2,4001x1 1 clephono Exponse 530 39 2148 28 2.X98 24 1 17963 Postage and Shipping Expense 12.735.64 10.81 1 67 682 20 I09 99 79 56 Rent MOIIIIellallCe/I:IKT Tracking SoflKarc 21597 Repairs & Maintenance Expense 1 65939 43,273,04 4(1638.27 49.465 12 1,78827 5. 11522 Linens 17.929 30 14,809 81 Puhlmcutionsand Dues 1,73000 1.065.00 14400 1 ,72500 2,85000 TravelfTraming Expense 6,99171 200.00 45.42 2109930 20.63574 Taxes & LicensK. 498 80 3,510.00 3,39500 405 i4 Gdlecuons Expense 32.931 14 29,652 58 Paym11 Tax hxpense. 6.307 18 4,38395 10,022.29 7,634 15 10.802 71 9.929,49 ('6nvenlion Development 35,2(V).59 11900.18 38.921 37 15,128 55 Contract Labor 22,000191 22(%%) OO 14,168,50 12.144.49 23023 Wages Expense 67,16666 53.33326 97,936.25 99,15757 106.88053 11469546 I'aecmcily Utility 5774 39,86.5,34 40.47248 3.35736 2,81570 Gas Uuhgy 6.53555 8.305 83 Water Utility 5,406 NO 5,423 33 51938 433 41 Cable 4.40945 4.10824 722 ;8 Recwhng 1.04615 1.27298 Sceunty 3.76814 4, (R, 22 Airport Advertising 5.175.00 1,485 00 Other Expenses (26 W) 623.38 10.00 65 M) 1.999 29 1,620 56 Minor Equipment 2,44720 4,098.26 4,48868 7167620 7,11625 9,69143 Minor bglipmeal Capmm6-zed 38,814 72 71,993 fit Airpan Info Boolh 3,600.00 1,200.00 Mise Special Project 171,36278 220.79536 9,73241 10,68202 9,72889 If1.32281 Ttislee Cxpcnse 3,97500 3,375 On Bond Payments-Town Center 449,U7192 450,432.00 "I"mnaler Out 130.000.00 130,00000 • 'I'nml Expenses 1.394.5(A 93 1 .456673.69 326,360.88 419,40288 262.25949 24954662 Net Income Y 326.789.09 E 79.34688 Y 455,594.61 ) Y 074026421 Y (1118266(j) E (9205729) See Accountants' Compilation Report Fnyertevillc A2 Commission Statements of Resenur lixpenses b) Division - Modified Cash Basis For the Fight Months Ending August 31. 2012 Clinton House 'fOTA I. _ 2012 2011 2012 21111 • HMRTa HMR Tax Revenue E 1,622.145 67 S 1.469,871 47 Prior Year HMR Tax Revenue 24.110.89 12,757 51 Rental Income $ 835.00 277,54861 253,32684 Other Income S 825.00 360 DO 20.401 .63 26.67385 Parking Revenue 4,713.75 3,491 IID Parking Lease 7.%X6 51 8,180 86 Gill Shop Sales 4.01555 2,951 sh 4.015 .55 2,951 i6 Visitor Store 38.101 34 39.-141 37 Admission Revenue 5,180.30 402354 5, 180.30 4,023.54 'I'ranstbr from A&P 30,006.00 30,(1(000 1311 (80.00 130100100 Interest Income investments 7;X1081 10!25 27 Interest Income Checking 10129 10858 3.241 .25 3,14678 Visitor Guide Ad Incnme 36.550 00 12,07500 Towl Revenues 40.12214 38,278.68 2, 182.27572 197716105 Cost of Sales Clinton House Gill Shop 2.01502 3.671.58 2,01502 367158 '10181 Cost of Sales 2.01502 3.671.58 2.01502 367158 Gross Profit 38,10712 34.60710 2. 180.2N) 30 197349347 Expenses Signago Tourism 7,97294 6,77904 Rank Charge 7648 110.48 42180 Crede Card Discounts 602.33 49934 3,93921 3,94822 Advertising & Marketing 36011 274.32392 307,2332R Brochures 141,704 20 140,027 48 Accounting & I-cgal Fees 10,958 10 7,92000 ORioc Expense 1 ,025 61 1 ,717.99 12.72U.59 11 348 98 Visitor Stare Exp 27,727 21 26,27609 Insumnce & Health HeneOts 4.31108 3,39916 40,375.66 36.56848 • 408 (P) Company Match 635.70 61695 7.816.94 7213.82 Car Allowance 2,400.00 2,400.00 Telephone Expense 81771 847.42 4.24634 6.17531 Postage and Shipping I'apense 13.497.40 10,921.66 Rent 12,000.00 12.01x100 12.000.00 12.006 W MatinenancclLawn 35000 225.uU 35000 44097 Tracking Soflware - Repairs & Maintenance Expense 30. 10 9,161 95 44. 11603 106,315 36 Linens 17,929 36 14.809 81 Publications and Ducs 3,59200 391.500 Travel/Training Expense 930.05 562.30 29.057 U8 21 .39804 'I axes & Licenses 56189 4.008.80 4,36223 Collmuons Expense 32931 14 29.652 58 Puyroll 'fax Expease 2.1176 11) 1.83758 29,2(1% 28 23,786, 17 Convention Development 74.18196 26.02883 Contract IAlwr 2,85750 1, 140.00 39.256.23 35,294.49 Wages Expense 21.187 50 21,584 99 293. 17094 278,771 28 Electricity Utility 737.88 715.34 43.960.58 44.061 26 Gas Utilil) 73R hi 927.26 7,274. 18 9,233.09 Water Utility 1 .18500 764.61 7. 11118 6621 .35 Cable 25895 4.668.40 4,830.112 Recycling 1046. 15 1 272.88 Security 17480 174.90 3.94294 4,281 .02 Airport Advemamg 5,175 00 1 .48500 Other Expenses 983,29 2.30894 Minor Equipment 667.52 14.16213 86, 13341 Minor Equipment C apiwli ed 38,814.72 71.99362 Airport Info Booth 3,600.00 1,200.00 Misc Special Project 1911.824.08 241,800.19 'I rustm Expense 3,97500 3.37500 Bond Payments-Town Center 449.071 92 450.432 00 Trwufer Out 110WO 00 131000 00 • Total Expenses 50.026.02 57.404. 13 2.03121132 218/ 02732 Net Income S O 1918 90) E (22 797 03) S 147-048.98 S (209.533.851 Sce Accountams' Compilation Report aETL7yrla Departmental Correspondence • ARKANSAS LEGAL www.accessfayetteviIle.org DEPARTMENT Kit Williams CityAttorney 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: October 2, 2012 RE: Overdue HMR collection efforts i The City Prosecutor collected $1 ,169.00 in overdue Hotel, Motel and Restaurant taxes in September. This brings the total collected this year to • $49,992.55. Seven of the seventeen reported cases showed a delinquent balance of zero. Four of those seven cases were closed. i i i l i CLINTON K. JONES MANDY FINKLEA CITY PROSECUTOR ye" OFFICE ADa91 yeft OR BRIAN THOMAS E.neO: HONE: (479) 575.83WOe.er.wPRONE: (479) 6758377 DEPUTY CITY PROSECUTOR (( 7x16768379 Hot Cheelm: (479) 6768264 OFFICE OF CITY PROSECUTOR FAxe : (47x) 6768373 MEMO TO: K. Williams Fayetteville City Attorney FROM: Casey Jones Fayetteville City Prosecutor DATE: October 1, 2012 RE: Status of Active HMR 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. i 1 . Acambaro Four Jesus Socarm Active Criminal Summons Business Closed Delinquent Balance: $ 1 ,468.04 2. Brenda's Drive-In Collin L. Wilkins Active Criminal Summons • Delinquent Balance: -0- 3. Cafd Delta Soul Michael L. Vaughn Paid: $75.00 Delinquent Balance: $ 1 ,706. 11 4. Dominoes Pizza Lloyd W. Hardison Trial Date: 11/14/12 Business Closed Delinquent Balance: $4,390.66 5. Hogwild Pizzeria David S. Mackey Letter Business Closed Delinquent Balance: $ 1 ,330.00 6. Mama Carmen's Global James M. Hall Paid: $594.00 C66 Douglas G. Harriman Delinquent Balance: -0- Karen L. Mason Case Closed 7. Mama Dean's Soul Food Meneria D. Morrison Arraignment: 10/29/12 Terry L. Morrison Arraignment: 10/29/12 Delinquent Balance: No Forms j. 8. Porky Chick's BBQ Mark A. Grant Paid: $380.00 Nancy S. Grant Delinquent Balance: -0- Case Closed j i i Telecommunication Device for the Deaf TDD (479) 627.1316 176 South Church, Suite 2 - Fayetteville, AR 72701 Kit Williams October 1 , 2012 • Page 2 9. Razor's Edge Alan S. Burton Arraignment: 10/22/12 Barbara A. Burton Arraignment: 10/22/12 Delinquent Balance: No Forms 10. Rowdy Beaver Den Amber M. Biason-Dunn Active Criminal Summons Delinquent Balance: -0- 11 . Seafood Market Bar/Grill Craig E. Dowd Paid: -0- Business Closed Delinquent Balance: $4,367.60 12. Shangbai Chinese and Hsiao L. J. Shen Active Contempt of Court China Garden Delinquent Balance: $3,090.00 Businesses Closed 13 . Soul Restaurant & Lounge Casey E. Dighero Paid: $120.00 Business Closed Delinquent Balance: -0- Case Closed 14. Stone Pony William E. Gran Trial Date: 9/26/12 - NP Delinquent Balance: -0- Case Closed • 15. Tim's Pizza (North) Michael A. Stephens Active Criminal Summons Business Closed Delinquent Balance: -0- 16. Uncle Gaylord's Hiram F. Brandon Paid: -0- Business Closed Delinquent Balance: $508. 12 i 17. WOW Japanese Bistro Chong N. Kim FTA Warrant I. Business Closed Paid: -0- Delinquent Balance: $2,527.00 TOTAL: $1,169.00 i L • CLINTON HOUSE MUSEUM MONTHLY REPORT SEPTEMBER 2012 The Clinton House Museum had a total of 267 visitors in September. MUSEUM ACTIVITIES AND EVENTS : September 14,h — EXHIBIT OPENING - " Outside the Pale" — The Architecture of E. Fay Jones Internationally renowned, Jones work was honored numerous design awards and inspired generations of students during his years at the University of Arkansas. A love for nature permeated his work and his unique style reflected modern elements such as broad roofs, clerestory windows, and skylights to develop energy conscious designs infused with natural light. The exhibit is a magnificent retrospective of the life and work of this disciple and prodigy of Frank Lloyd Wright. The Exhibit will be on display for the remainder of the year. • September 21st — America In Bloom National Symposium, Group Tour September 21s, — Fundraiser for Kyle Russell — Candidate for State Senate, Kansas 7th Congressional District — Fayetteville native and former Alderman September 26,h — "Cooking with the Clintons" — Group Tour and Luncheon September 301h — Presidential Scholars, Group Tour • Fayetteville Visitor Center - 2012 Sales & Visitor Count Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Sales Totals $1 ,863.93 $4,548.24 $4,516.75 $5, 115.91 $8, 145.52 $7,445. 15 $6,500.47 $5,994.26 $4,467.20 son rota_/r $854.92 $1 ,262.24 $2,450.88 $5,220.72 $70370.00 $6,356.51 $52707.79 $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 % 13.9% -37.9% -13.8% -100.0% -100.0% -100.0% Visitor Count 686 1043 1213 1570 1845 2271 1649 1853 1359 son Tota/r _ 295 238 691 1301 1454 1463 1441 1457 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% 1 14.43% 1 27. 18%1 3.50% 1 -100.00%1 -100.00% -100.00% 2011 Goal = $30,000/year or Moo/month 112011 Totals 2012 Totals Sales $66,815.71 Sales 1 $48,597.43 Visitors 13228 Visitors 13,489 45 Change = divide the difference between the two numbers by the 2010 number then move the decimal two spaces right 2011 monthly sales avera e= 55,5 76 98, 2012 monthly sales average= $5,399.71 X2011 months visitor avera e= 12012 monthly visitor average 1499 X2011 sales per_visitor = 12012 sales per visitor = $3.60 Inquiries by State/Country From: 91112012 To: 9/30/2012 • Showing: Blank country/state excluded state/Country Inquiries Texas 99 Arkansas 75 Missouri 55 Illinois 34 Oklahoma 32 Tennessee 31 California 26 Louisiana 26 Florida 16 Georgia 15 Kansas 14 New York 14 Pennsylvania 13 Virginia 13 Indiana 12 Wisconsin 12 Mississippi 11 Minnesota 11 North Carolina 11 Alabama 10 • Ohio 10 Michigan 10 Iowa 9 New Jersey 8 Nebraska 6 Kentucky 5 Arizona 5 Washington 5 None Entered 5 South Carolina 5 Ontario 5 New Mexico 5 Colorado 4 Total: 612 Page 1 of 2 10/4/2012 10:59 AM 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 • Massachusetts 4 Idaho 3 Maryland 3 • North Dakota 3 Connecticut 2 Alberta 2 British Columbia 2 Nevada 2 Oregon 2 Puerto Rico 2 South Dakota 2 Montana 2 Maine 1 Manitoba 1 Wyoming 1 New Brunswick 1 New Hampshire 1 Delaware 1 Nova Scotia 1 Rhode Island 1 Washington, DC 1 West Virginia 1 • Total: 651 Page 2 of 2 10/4/2012 10:59 AM 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 • • Definite BooklQs By Booking Date • August 2012 Meeting Dates Aftnd Peak Rooms $ Value Julie Pennington 08/10/2012 0 0 0 0 08/10/2012 First National Bank 10/31/2012 45 0 0 4,671 10/31 /2012 UA College of Engineering 04/03/2013 3,000 500 1 ,500 1 ,245,600 First Robotics Competition 04/06/2013 Sub-Total for August 3 Meetings 31045 11500 $1 ,2501271 GRAND TOTAL 3 Meetings 39045 19500 $1 ,2509271 Page 1 of 1 Printed: 10/3/2012 4:40PM Fayetteville Town Center, Manager's Activity Report September 1 , 2012 to September 30, 2012 Sales: 41 SEPTEMBER SEPTEMBER Month YTD YTD YTD 2011 (base) 2012 % Change 2011 2012 % Change Sales 12 13 8% 135 118 (13%) # returned contracts b to date — GL Complete Events (Paid/Sponsored) 22 18 (18%) 157 169 8% EMS Calendar - attached Sales $25,500.00 $15,225.00 (40%) $219,004.87 $229,298.50 5% $ returned contracts b to date — GL Collections " $ - Payment Lo $38,523.06 $29,376.76 (24%) $2859280.83 $2919761 .40 2% Executed Contracts $25,575.00 $28,845.00 13% $251 ,571 .00 $2653490.00 6% Credit -0- -0- NA -0- -0- NA $ - GL Average per Contract $2, 125.00 $1 , 171 . 15 (45%) $1 ,622.26 $1 ,943.21 20% $ Sales / # Sales Operations Items • General Maintenance • Carpet Cleaning Personnel • New Maintenance/Set Up employee hired. Sales New Proposals: Fayetteville Public Library, Fred Pryor, Blue Cliff Graduation, Ricoh, Misc. Weddings. • ➢ Accepted Proposals: Fred Pryor-Feb Dates (2 dates),VA Seminars (16 dates), Storms Orthodontics, Misc. Wedding Dates, Fortune Builders (1st time Event), JRDF-Nov 2012 (1st time Event), Kendrick Fincher (1 st time Event). Turned away- (Due to previous bookings): Various wedding Dates, Various Proms for April, 9 UA African Student Group-Nov 2012, UA Muslim Student Group-October 2012, J. Thomas May ALS-Event to be held in Dec 2012. Coordination Mosiac — First time to work with this organization; Town Center was their clients first choice for a venue. D Excellence in Business — Fayetteville Chamber event. ASID — American Society of Interior Designers — 3rd Annual Wine & Design fundraiser intended to serve students and professionals. Blue Cliff Graduation — Fall Graduation Ceremony. America In Bloom National Conference — This was a three day conference hosting cities involved with the America In Bloom Program. ➢ UA Honors College — Honors Convocation. Event List: • September 4 — Mosiac • September 18 — Excellence in Business • September 5 — Mosiac • September 20 — America In Bloom September 6 — ABC Home Inspection Assoc. • September 21 — America In Bloom • September 6 — ASID • September 22 — America In Bloom September 7 — ABC Home Inspection Assoc. • September 24 — UA Honors College • September 7 — Gibson Reception • September 25 — Dan Coody • September 8 — Gibson Reception • September 27 — Fred Pryor • September 14 Blue Cliff Graduation • September 29 — Ruiz Party • • September 17 — Wright, Lindsey & Jennings • September 29 — Santeramo Party Event Breakdown Social — 30% UA — 5% Corporate — 60% Non-profit — 0 Community — 0 Educational — 5% Date Approved Policy Name Cash and Checks 1 . PURPOSE: The purpose of this policy and procedure is to ensure separation of duties and adequate safeguards for the Fayetteville Advertising and Promotion Commission cash and checks. 2. POLICY: a. The Executive Director, Operations Manager and Commission president are the only authorized body to sign Fayetteville Advertising and Promotion Commission checks. b. Two signatures are required when checks exceed $5,000. c. Personal checks are only accepted for amount of bill owed. d. No two-party checks are accepted. e. If a check received is returned to the Fayetteville Advertising and Commission or its entities, no additional checks will be accepted. f. The Fayetteville Advertising reserves the right to charge a service fee for returned checks. g. Stale dated checks will not be kept on the Fayetteville Advertising and Commission books atter twelve (12) months. h. Exceptions to this policy may be granted by the Director of Administrative Services or Executive Director. i. No checks other than petty cash replacement checks will be written to cash 3. CHECK SIGNING PROCEDURES: • A. Checks will be locked up. The keys will be kept locked in a separate place with knowledge of the Operations Manager and Executive Director. B. Executive Director will sign all checks. When checks are needed, the Accounting Manager will prepare checks and process these through the computer, and then give to Executive Director to sign. • Date Approved Policy Name: Fixed Assets 1 : Overview 1 . PURPOSE: The purpose of this policy and procedure is to provide an overview of the accounting and control of fixed assets. 2. POLICY: Chapter 59, Section 14-59-107, of the Arkansas Statutes states that all municipalities shall establish and maintain, as a minimum, a listing of all fixed assets and equipment owned by the municipality. The listing shall contain as a minimum: 1 . Brief description; 2. Serial number, if available; 3. Location of property; 4. Vendor purchased from and date of acquisition; and 5. Cost of property. Such fixed asset and equipment records shall constitute a part of the general records of the Fayetteville Advertising and Promotion Commission and, accordingly, shall be made available for utilization by the auditor at the time of audit. In keeping with City of Fayetteville policies, the threshold for fixed assets is • $5,000. 3. DEPARTMENT RESPONSIBILITIES: The department manager shall be responsible for custody of property owned by the Fayetteville A & P Commission that has been acquired for the department's use or service. Each manager shall maintain an adequate record of property in his/her custody and will take periodic inventories. An adequate property record shall contain the items listed above for each asset. 4. OPERATIONS MANAGER RESPONSIBILITIES: The Operations Manager shall maintain records which detail a listing of all Fayetteville Advertising and Promotion Commission fixed assets. This list shall also include depreciation amounts for the current year and an accumulation. In addition, the Operations Manager shall also maintain all addition and deletion records regarding fixed asset transactions. On an annual basis, the Operations Manager will review the various charges which have been recorded in all capital outlay accounts. This review will verify that the charges meet all the criteria of a fixed asset. An asset number will be assigned, and the asset will be added to the fixed asset list. The Finance Manager will physically account for all assets at this time. • Date Approved Date Revised Fixed Assets 2: Definition, Classification, Acquisition and Disposal 1 . PURPOSE: The purpose of this policy and procedure is to provide guidelines and a definition for the classification of fixed assets. 2. POLICY: Fixed assets are tangible items of significant value having useful lives of more than one year. They are acquired by purchase, lease-purchase, construction, eminent domain, tax foreclosures and gifts. Fixed assets should be recorded at cost. The amount which will constitute "cost" includes purchase price or construction cost and any ancillary charges necessary to place the asset into operation. Examples of ancillary costs are transportation charges, professional fees, legal claim, and certain interest costs during construction. Donated fixed assets should be recorded at their estimated fair value when received. This method, however, should be disclosed in the notes to the financial statements. 3. CLASSIFICATION AND RECORDING OF FIXED ASSETS: a. Land: A fixed asset account that reflects the acquisition value of land and the rights to land owned by the Fayetteville Advertising and Promotion Commission. If purchased, the • valuation of land includes the purchase price, plus any costs related to acquisition and preparation for use, such as legal fees, fill in, and excavation. b. Buildings and Structures: A fixed asset account that reflects permanent structures used to house persons and property. Permanently installed fixtures that are included in the construction or purchase price of the structure and the cost of major improvements to structures are also recorded in this account. If purchased, valuation of buildings includes purchase price, plus any costs related to design or construction. If acquired by fits, valuation recorded should be the appraised value at the time of acquisition. c. Machinery and Equipment: A fixed asset account that reflects the value of tangible property, which is useful in carrying out operations of the Library. The basis of valuation of purchased equipment includes the net contract price, transportation charges, and any installation costs needed to place the asset in use. The basis of valuation of donated equipment is the appraised value at the date acquired. Equipment costing $5,000 and more should be recorded as a fixed asset. d. Furniture and Fixtures: A fixed asset account that reflects the value of-building furniture and any fixture that was not included in the construction or purchase price of the structure. The basis of valuation is the same as for machinery and equipment. 4. PROCEDURE FOR NEWLY PURCHASED ADDITIONS: Upon the delivery of newly purchased fixed assets, the receiving manager will procure a tag from the Operations Manager. The Operations Manager will assign a new tag number, and the receiving manager will sign a property sheet stating that: (1 ) he/she is the responsible party for the referenced item; (2) he/she has picked up their tags; and (3) he/she will properly affix those tags. The receiving manager will sign a property sheet stating that the referenced item is their responsibility for assets upon which tags cannot be affixed. • 5. PROCEDURE FOR DISPOSAL: Date Approved Procedure Name Internal Auditing Program 1 . PURPOSE: The purpose of this policy and procedure is to ensure that the Fayetteville Advertising and Promotion Commission and City interests are protected. 2. POLICY: An internal auditing program will be undertaken to assure that (1 ) the interests of the Fayetteville Advertising and Promotion Commission and City are adequately protected and that the operations are being controlled and conducted in accordance with state statutes and city policies; and (2) making constructive suggestions and recommendations that will lead to more effective and efficient operations. 3. PROCEDURE: The internal auditing program is a function independent of all other areas. Detailed audit findings and recommendations will be reported to the Fayetteville Advertising and Promotion Commission, the City, and the Executive Director. The nature of internal auditing requires frequent access to all Advertising and Promotion Commission records. Participants must be aware of the responsibility to respect the confidentiality of information obtained. • Reviews of Fayetteville Advertising and Promotion Commission functions will be conducted throughout the year, both based on information provided by the Executive Director and by individual observation. Scheduling of these reviews will be on a revolving format. In order to maintain the integrity of the audit function, the actual audit programs will not be detailed. •