HomeMy WebLinkAbout2016-09-19 - Agendas - Final 1 ADVERTISING AND PROMOTION COMMISSION September 19, 2016 2:OOpm Location: Fayetteville Town Center, Director's Room 15 West Mountain Street, Fayetteville, Arkansas Members: Matthew Petty, Chairman; Matthew Behrend; Tim Freeman; Adella Gray; Ching Mong; Robert Rhoads; Hannah Withers A. Call to Order at 2:OOpm B. Old Business 1. Approval of August 2016 Minutes C. New Business 1. Walker-Stone House, Contract for Architectural Services. A waiver of competitive bidding and approval of a contract for $24,000 which includes project contingency of $4,200 for architectural services provided by Allison Architects. The scope includes preparation of construction and bidding documents. 2. Amendments to the employee leave policy. Changes to more closely mirror peer organizations, offer sick leave during first year of employment, and a move toward floating holidays. 3. Revisions to the 2016 budget, including revenue exceeding projections, expenses associated with the Walker-Stone House, personnel changes, maintenance expenses, and other adjustments based on actuals. 4. Director's Report — Molly Rawn: A. Update on new hires and open positions i. Angie Albright as CHM Director ii. Sports Sales Manager positon open, soon to re post B. Convention activity: tours, meetings and events C. Recap of media coverage including significant international exposure for the Clinton House D. Fall grant making process i. Unless there is objection from the commission, Executive Director proposes removing the requirement that grant applicants present in person @ 2 October meeting and instead recommends grants be awarded based upon the written proposals. D. Attachments 1. Minutes from August 2016 meeting 2. Financial Statements a. Balance Sheet b. Statement of Revenue/Expense 3. HMR collection totals 4. Delinquent HMR 5. Revised 2016 Budget, Consolidated E. Agenda Additions An item may be added to the agenda with a consensus of the majority of the Commission. F. Announcements Brief announcements of upcoming events, recent awards, etc. Advertising and Promotion Commission 2 August 15, 2016 Meeting Minutes Commissioners Present: Robert Rhoades, Matt Behrend, Hannah Withers, Matthew Petty, Adella Gray, Ching Mong and Tim Freeman Staff Present: Molly Rawn, Sally Fisher and Sandra Bennett Call to Order Chairman Matthew Petty called the meeting of the Fayetteville Advertising and Promotion Commission to order on August 15, 2016 at 2:01 pm. Approval of Consent Agenda No amendments to June meeting notes. Commissioner Matt Behrend moved to approve the Consent Agenda. Motion seconded by Commissioner Hannah Withers. Motion carried with a vote of 4:0. (Adella Gray, Ching Mong and Tim Freeman were not present for vote). Old Business No old business New Business No new business Reports and presentations Molly Rawn, Executive Director, reported she has met with direct reports, Sells Agency representative, Black Box on new branding and SPMI, the Human Resource firm. She is also exploring options for health benefits and working on 2016 budget revisions. The position open at the Clinton House Museum will be filled by next month. Walker-Stone House Chairman Petty stated he had received from the architectural firm the scope of work to be done at the Walker House and also how the building can be used in the future. Agenda Additions None. Announcements None. Urgent Business No urgent business. Chairman Petty adjourned the meeting at 2:15 pm. Respectfully submitted, Sandra Bennett Operations Administrator 3 Fayetteville A&P Commission Balance Sheet As of August 31, 2016 ASSETS Current Assets Cash 10000 CVB Cash in Register 100.00 10050 TC Cash on Hand 300.00 10100 CHM Cash In Register 100.00 10200 Arvest A&P General #4856 778.50 10300 1st Security A&P#8714 412,952.34 10400 1st Security Fayetteville TC 278,217.76 10500 1st Security Clinton House 37,615.43 10600 1st Security CVB # 8730 89,148.08 10700 Arvest Payroll Account#4636 57,333.31 Total Cash 876,545.42 11000 Accounts Receivable 85,540.55 11001 Accounts Receivable - City 1,926.05 11400 Due From Other Funds 877,873.24 11500 Prepaid Expenses 38,069.03 11501 Prepaid Research Fees 57,431.63 12100 Inventory Asset- CVB 7,309.05 12150 Inventory Asset- CHM 2,278.24 13000 Investments 974,396.30 13100 Investments: Adjust to Market (9,990.00) Total Investments 964,406.30 Total Current Assets 2,911,379.51 Other Assets 14500 Capital Assets 15000 Furniture and Fixtures 34,550.01 15100 Equipment 262,117.44 15500 CVB Building 930,569.02 15510 CVB Land 198,621.00 15600 Building Additions 567,178.25 17300 Accumulated Depreciation (584,990.00) Total Other Assets 1,408,045.72 TOTAL ASSETS 4,319,425.23 4 Fayetteville A&P Commission Balance Sheet As of August 31, 2016 LIABILITIES AND EQUITY Liabilities Current Liabilities 20000 Accounts Payable 7,495.97 21000 KHT Security Deposit 1,000.00 23002 Colonial Life&Acc Ins. Payable 1.91 24000 Payroll Liabilities 0.00 24100 Employee Benefits Payable 0.00 24500 Due to Other Funds 0.00 24750 Unearned A&P Revenue 0.00 24900 Unearned Revenue 2015 0.00 24901 Unearned Revenue 2016 130,383.00 24902 Unearned Revenue 2017 56,900.00 Total Liabilities 195,780.88 Equity 39005 Fund Balance 3,830,076.51 Net Revenue 293,567.84 Total Equity 4,123,644.35 TOTAL LIABILITIES AND EQUITY 4,319,425.23 Fayetteville A P Commission 5 Modified Accrual Statement of Budget, Revenue and Expense August 2016 and Year-to-Date CONSOLIDATED A& P COMMISSION 2016 August 2016 Year-to-Date 2015 2016 August 2016 Month 2015 Annual Budget Budget Actual YTD Actual Balance of Budget Actual Month Actual Budget Revenue 40000 Hotel,Motel,Restaurant Taxes 2,941,944 1,961,296 2,116,811 1,949,520 825,133 245,162 256,451 240,416 40200 PY Hotel,Motel,Restaurant Tax 18,000 12,000 19,468 21,822 (1,468) 1,500 75 500 40600 Rental Income 557,331 371,554 278,824 289,914 278,507 46,444 33,933 29,702 40601 -Incidentals 30,740 20,493 51,970 34,284 (21,230) 2,561 10,856 5,984 40602-Alcohol Sales 50,000 33,333 24,924 41,725 25,076 4,166 6,017 9,547 40700 1st Thursday Income 20,000 15,000 24,571 16,304 (4,571) 2,500 1,409 15 40800 Other Income 2,100 1,400 5,678 12,238 (3,578) 175 411 160 41000 Parking Revenue 13,561 9,040 6,155 6,832 7,406 1,130 1,674 1,096 41001 Parking Lease 19,815 13,208 9,413 10,498 10,402 1,651 0 250 41200 Gift Shop Sales 6,781 4,520 3,412 4,744 3,369 565 641 667 41300 Visitor Store 32,830 21,886 13,600 18,400 19,230 2,736 2,321 2,809 41400 Partership Income 2,750 0 0 1,650 2,750 0 0 150 41600 Admission Revenue 18,674 12,448 15,307 11,848 3,367 1,556 2,243 1,871 41700• Health Reimbursement 0 0 0 1,389 0 0 0 0 42000•Special Projects 21,365 14,240 15,203 9,283 6,162 1,780 12,221 2,216 42005•Security Income 1,800 1,440 0 0 1,800 240 0 0 42600• Interest Income Investments 12,000 8,000 9,419 8,603 2,581 1,000 993 811 42610• Unrealized Gain/Loss 0 0 0 0 0 0 0 0 42800• Interest Income Checking 3,075 2,049 2,615 1,839 460 256 360 282 42900•Visitor Guide Ad Income 22,000 22,000 21,500 0 500 0 0 0 43200• LOTO Income 10,300 1,050 700 1,050 9,600 0 0 0 98000•Transfer In 1,319,647 853,561 750,000 0 228,006 82,527 0 0 Total Revenue 5,104,713 3,378,518 3,369,570 2,441,943 1,393,502 395,949 329,605 296,476 Cost of Goods Sold 50000-CHM Gift Shop-COGS 0 0 951 (4,878) (951) 0 178 (4,878) 50001 -CVB Store-COGS 0 0 (87) (2,180) 87 0 (354) (1,949) Total Cost of Goods Sold 0 0 864 (7,058) (864) 0 (176) (6,827) Gross Profit 5,104,713 3,378,518 3,368,706 2,449,001 1,394,366 395,949 329,781 303,303 Page 1 of 3 Fayetteville A P Commission 6 Modified Accrual Statement of Budget, Revenue and Expense August 2016 and Year-to-Date CONSOLIDATED A& P COMMISSION 2016 August 2016 Year-to-Date 2015 2016 August 2016 Month 2015 Annual Budget Budget Actual YTD Actual Balance of Budget Actual Month Actual Budget Expenditures 61000 Signage-Tourism 12,000 8,000 8,022 6,617 3,978 1,000 2,285 499 61500 Credit Card Fees 10,950 7,299 4,992 5,297 5,958 912 476 356 62500 Advertising&Marketing 860,000 634,167 620,700 304,743 239,300 30,834 28,265 38,130 62600 Printing/Brochures 150,000 100,000 11,372 47,996 138,628 12,500 0 10,072 62700 Website Update 12,000 8,000 4,000 4,585 8,000 1,000 500 0 63000 Accounting&Legal Fees 6,500 4,336 9,328 1,945 (2,828) 542 1,647 0 63100 Audit Expense 11,000 9,750 9,700 9,100 1,300 0 0 0 64000 Office Expense 27,600 18,401 13,477 12,344 14,123 2,300 1,314 868 64100 Visitor Store Expense 15,000 10,000 7,836 7,653 7,164 1,250 3,235 384 64150-Clinton House Gift Shop 3,800 2,532 421 2,338 3,379 317 483 0 64500• Insurance-Building 10,000 0 900 0 9,100 0 900 0 64501 -Insurance-Workers Comp 1,750 0 0 0 1,750 0 0 0 64502-Insurance-D&O 2,000 0 1,991 1,991 9 0 0 0 65000 Insurance&Health Benefits 115,640 77,064 58,466 66,536 57,174 9,633 6,118 7,956 65501 Simple IRA Match 19,942 13,286 7,889 9,478 12,053 1,661 642 1,254 66000 Car Allowance 43,600 26,400 2,100 2,850 41,500 4,300 150 300 66500 Telephone Expense/Internet 19,460 12,975 8,670 11,132 10,790 1,623 1,294 1,559 67000 Postage&Shipping Expense 30,500 20,333 18,218 14,900 12,282 2,542 3,070 589 67100 Tracking Software 25,750 17,584 21,722 11,443 4,028 195 90 9 68100• Rent 12,000 8,000 8,000 12,000 4,000 1,000 1,000 0 68400• Maintenance/Lawn 17,500 6,000 3,799 6,231 13,701 1,000 477 5,733 68500• Repairs&Maintenance Expense 166,300 113,114 82,083 87,086 84,217 13,858 10,570 9,209 68600• Peace Fountain Maintenance 7,500 5,000 1,579 8,760 5,921 625 0 8,532 68700• Linens 28,000 19,235 17,782 16,956 10,218 2,100 1,733 2,403 69500• Publication&Dues 18,250 13,578 17,513 12,668 737 241 5,028 178 70000•Travel/Training Expense 95,500 62,693 42,707 49,333 52,793 7,908 (1,555) 11,752 70500•Taxes&Licenses 21,425 13,659 15,407 12,329 6,018 1,275 1,530 1,077 71000•Collections Expense 63,000 42,000 42,726 39,427 20,274 5,250 5,131 4,818 Page 2 of 3 Fayetteville A P Commission 7 Modified Accrual Statement of Budget, Revenue and Expense August 2016 and Year-to-Date CONSOLIDATED A& P COMMISSION 2016 August 2016 Year-to-Date 2015 2016 August 2016 Month 2015 Annual Budget Budget Actual YTD Actual Balance of Budget Actual Month Actual Budget Expenditures(cont.) 72000 Payroll Tax Expense 56,428 37,615 30,208 32,475 26,220 4,704 2,982 3,917 72500 Depreciation Expense 0 0 0 0 0 0 0 0 73000 Convention Development 58,500 41,816 43,287 46,399 15,213 4,208 11,762 5,787 76500 Contract Labor 106,228 70,557 69,845 40,652 36,383 8,875 27,600 5,225 77500 Wages Expense 719,873 479,910 375,991 398,697 343,882 59,989 37,892 50,000 77600-Relocation Expense 0 0 0 5,000 0 0 0 0 78000 Electric Utilities 72,600 49,855 44,196 48,016 28,404 8,525 7,337 8,411 78100 Gas Utility 16,110 11,505 7,222 11,640 8,888 480 144 351 78200 Water Utilitiy 10,934 6,997 7,671 6,198 3,263 1,115 1,081 983 78500 Security 1,700 1,480 1,226 1,496 474 265 22 262 78600 Airport Advertising 9,000 6,000 6,257 5,625 2,743 750 980 750 78700• Minor Equipment 112,500 75,664 17,421 85,231 95,079 9,158 997 840 78800•Airport Info Booth 5,000 3,300 3,200 2,800 1,800 425 800 800 89000•Other Expense 20,000 12,000 0 0 20,000 2,000 0 0 92000• Purchase Walker-Stone House 0 0 748,363 0 (748,363) 0 0 0 94300 LOTO Special Project 23,025 23,025 23,152 4,515 (127) 6,250 14,940 0 95000 Misc.Special Projects-Other 269,865 179,904 120,168 132,943 149,697 22,488 9,200 19,484 95010 1st Thursday 20,000 17,000 20,840 14,219 (840) 1,500 3,251 2,692 95026-Incidental Expenses 0 0 0 8,786 0 0 0 0 95027-Alcohol&Bar Supply Purchases 30,000 20,000 10,317 30,891 19,683 2,500 2,239 6,827 95028-Public Arts Program 105,000 52,500 0 0 105,000 0 0 0 95050-Clinton Activities 450 225 86 263 364 0 63 0 96000-Annual Improvements 234,950 144,970 38,805 0 196,145 22,495 0 0 96500 Special Funding 0 0 0 0 0 0 0 0 97000 Bond Payments-Town Center 746,556 497,704 465,485 497,704 281,071 62,213 58,186 62,213 99000 Transfer Out 679,027 393,085 0 0 337,386 74,143 0 0 Total Expenditures 5,104,713 3,378,518 3,075,140 2,139,288 1,687,932 395,949 253,859 274,220 Excess of Revenues Over/(Under)Expenditures 0 1 0 293,566 1 309,713 1 (293,566) 0 75,922 29,083 Page 3 of 3 8 Advertising and Promotion Commission For month of August 2016 Current Year HMR Collected (2120.800.9120.4101.00) $ 256,450.58 Prior Year Collected (2120.800.9120.4101.01) $ 75.00 First Security Investment Interest Revenue (2120.800.9120.4708.00) $ 992.77 Total Revenues $ 257,518.35 Annual Bond Audit Expense (2120.800.9120.5307.00) $ - Collection Expense (2120.800.9120.5333.00) $ (5,130.51) Town Center Bond Payment (2120.800.9120.5739.00) $ (58,185.63) 2015 Property Taxes on Town Center (2120.800.9120.5345.00) $ - Total Expenses $ (63,316.14) Total Check to A&P $ 194,202.21 This report represents HMR collections through the end of the month. These figures may include past due amounts. 9 City of Fayetteville, Arkansas Monthly HMR Tax Collections 2012-2016 2012 2013 2013 2014 2014 2015 2015 2016 2016 Total Total Change Over Total Change Over Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year HMR Taxes Prior Year HMR Taxes Prior Year January 205,939 211,138 2.52% 202,477 -4.10% 236,849 16.98% 265,115 11.93% February 178,289 187,562 5.20% 203,022 8.24% 219,436 8.09% 233,583 6.45% March 201,015 213,526 6.22% 213,212 -0.01% 233,277 9.41% 260,155 11.52% April 217,840 228,865 5.06% 230,939 0.01% 258,307 11.85% 277,718 7.51% May 203,966 228,289 11.93% 236,098 3.42% 258,362 9.43% 292,083 13.05% June 222,062 218,829 -1.45% 243,770 11.40% 264,979 8.70% 278,988 5.29% July 214,750 227,971 5.79% 230,624 1.20% 259,215 12.40% 272,112 4.98% August 202,624 206,873 2.10% 215,802 4.32% 240,916 11.64% 256,525 6.48% September 215,653 226,103 4.85% 233,695 3.36% 259,534 11.06% October 241,017 243,129 0.01% 258,857 6.47% 278,956 7.76% November 210,335 231,456 10.04% 252,717 9.19% 281,318 11.32% December 208,518 210,064 0.74% 236,549 12.60% 261,072 10.37% Total $ 2,522,008 2,633,805 4.43% 2,757,761 4.70% 3,052,221 10.68% 2,136,279 8.37% DEPARTMENTAL CORRESPONDENCE "- t r OFFICE OF THE CITY ATTORNEY Kit Williams City Attorney Blake Pennington TO: Mayor Jordan Assistant City Attorney City Council Patti Mulford A&P Commissioners Paralegal CC: Casey Jones, City Prosecutor FROM: Kit Williams, City Attorney DATE: September 7, 2016 RE: Overdue HMR collection efforts The City Prosecutor reported on 25 active Hotel, Motel and Restaurant overdue tax collection cases for August 2016 as shown on his attached report. Two of these cases were closed. The City Prosecutor's Office collected $706.72 in overdue HMR taxes in August. Year to date collections total $36,533.48. .r 11 Consolidated Fayetteville A&P Commission 2016 Proposed Budget Revision Total 2016 Proposed Budget Revision Revenue 40000 Hotel, Motel, Restaurant Taxes 2,941,944 3,100,000 40200 PY Hotel, Motel, Restaurant Tax 18,000 22,000 40600 Rental Income 557,331 454,009 40601 Incidentals 30,740 55,000 40602 Alcohol Sales 50,000 35,000 40700 1st Thursday Income 20,000 30,230 40800 Other Income 2,100 6,500 41000 Parking Revenue 13,561 12,000 41001 Parking Lease 19,815 18,000 41200 Gift Shop Sales 6,781 6,000 41300 Visitor Store Sales 32,830 25,000 41400 Partnership Income 2,750 2,755 41600 Admission Revenue 18,674 22,000 42000 Special Projects 21,365 23,000 42005 Security 1,800 0 42600 Interest Income Investments 12,000 12,000 42800 Interest Income Checking 3,075 3,575 42900 Visitor Guide Ad Income 22,000 21,500 43200 LOTO Income 10,300 10,300 98000 Transfer In 1,319,647 0 98001 Transfer from Reserves 0 801,605 Walker-Stone house: 750,000;TC 51,605 98002 Transfer From A&P 0 715,130 CHM:80,040;TC: 137,250; CVB:497,840 Total Revenue 5,104,713 5,375,604 Expenditures 61000 Signage-Tourism 12,000 12,000 61500 Credit Card/Bank Fees 10,950 10,200 62500 Advertising & Marketing 860,000 860,000 62600 Printing/Brochures 150,000 150,000 62700 Website Update 12,000 7,000 63000 Accounting & Legal Fees 6,500 15,000 63100 Audit Expense 11,000 11,000 64000 Office Expense 27,600 29,050 64100 Visitor Store Expense 15,000 15,000 64150 CHM Gift Shop 3,800 3,800 64155 Exhibits 0 5,000 64500 Insurance - Building 10,000 16,000 64501 Insurance -W/C 1,750 1,750 64502 Insurance - D & O 2,000 1,991 65000 Insurance & Health Benefits 115,640 93,730 65501 Simple IRA- Company Match 19,942 12,955 12 Consolidated Fayetteville A&P Commission 2016 Proposed Budget Revision Total 2016 Proposed Budget Revision 66000 Car Allowance 43,600 3,300 66500 Telephone Expense 19,460 13,700 67000 Postage & Shipping Expense 30,500 30,000 67100 Tracking Software 25,750 27,050 68100 Rent 12,000 12,000 68400 Maintenance/ Lawn 17,500 17,500 68500 Repairs & Maintenance Expense 166,300 166,500 68600 Peace Fountain Maintenance 7,500 3,000 68700 Linens 28,000 28,000 69500 Publication & Dues 18,250 21,320 70000 Travel/Training Expense 95,500 82,000 70500 Taxes & Licenses 21,425 26,300 71000 Collections Expense 63,000 64,000 72000 Payroll Tax Expense 56,428 49,225 73000 Convention Development 58,500 60,500 76500 Contract Labor 106,228 192,500 77500 Wages Expense 719,873 606,200 78000 Electric Utilities 72,600 67,050 78100 Gas Utility 16,110 11,100 78200 Water Utility 10,934 12,000 78500 Security 1,700 2,265 78600 Airport Advertising 9,000 10,200 78700 Minor Equipment 112,500 56,500 78800 Airport Info Booth 5,000 4,800 92000 Purchase Walker-Stone House 0 748,363 89000 Other Expense 20,000 10,000 94300 LOTO Special Project 23,025 23,525 95000 A&P Grants 250,000 250,000 95001 Misc. Special Projects 19,865 10,000 95010 1st Thursday 20,000 28,000 95027 Alcohol & Bar Purchases 30,000 15,000 95028 Public Arts Program 105,000 55,000 95050 Clinton Activities 450 600 96000 Annual Improvements 234,950 145,750 97000 Bond Payments -Town Center 746,556 700,000 99000 Transfer Out from A&P to CHM/CVB 679,027 577,880 Total Expenditures 5,104,713 5,375,604 Net Revenue 0 0