HomeMy WebLinkAbout2016-11-14 - Agendas - Final A R K A N S A S Table of Contents I. Agenda pg 2 II. Balance Sheet pg 3 III. HMR Data pg 5 IV. Town Center Report pg 6 V. Marketing Review pg 7 VI. Consolidated Income Statement pg 12 VII. Grant Overview pg 15 ADVERTISING AND PROMOTION COMMISSION November 14, 2016 2:OOpm Location: Fayetteville Town Center, Director's Room 15 West Mountain Street, Fayetteville, Arkansas Commissioners: Matthew Petty, Chairman; Matt Behrend; Tim Freeman; Adella Gray; Ching Mong; Robert Rhoads; Hannah Withers A. Call to Order at 2:OOpm B. Old Business 1. Approval of October 2016 Minutes. C. New Business 1. Amendment to the bylaws with regard to procurement procedures. The amendment clarifies procedures in consideration of the differences between municipalities and Advertising and Promotion Commissions. This item was presented in October and can now be voted on in accordance with rules governing our bylaws. 2. Next steps on Walker Stone House renovation contract from Matthew Petty, chair. 3. Marketing Presentation from Hazel Hernandez, Marketing and Communications Director. 4. Executive Director's Report. i. Convention and Town Center activity: tours, meetings and events; ii. Update on Re-brand; iii. Update on 2017 budget. D. Grant Recommendations from CVB committee 1. Molly Rawn will present the recommended funding amounts for each of the applicants. Recommendations were made by a committee consisting of CVB staff. E. Agenda Additions An item may be added to the agenda with a consensus of the majority of the Commission. Fayetteville A&P Commission Balance Sheet As of October 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 678.50 10300 1st Security A&P#8714 476,613.61 10400 1st Security Fayetteville TC 268,086.24 10500 1st Security Clinton House 30,371.28 10600 1st Security CVB # 8730 70,952.64 10700 Arvest Payroll Account#4636 56,961.77 Total Cash 904,164.04 11000 Accounts Receivable 96,290.01 11001 Accounts Receivable - City 2,394.05 11400 Due From Other Funds 1,029,726.86 11500 Prepaid Expenses 40,184.48 12100 Inventory Asset- CVB 8,920.73 12150 Inventory Asset- CHM 3,321.79 13000 Investments 865,715.73 13100 Investments: Adjust to Market (9,990.00) Total Investments 855,725.73 Total Current Assets 2,940,727.69 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 4,348,773.41 Fayetteville A&P Commission Balance Sheet As of October 31, 2016 LIABILITIES AND EQUITY Liabilities Current Liabilities 20000 Accounts Payable 4,820.36 21000 KHT Security Deposit 1,000.00 23002 Colonial Life&Acc Ins. Payable 0.00 24500 Due to Other Funds 0.00 24901 Unearned Revenue 2016 59,555.50 24902 Unearned Revenue 2017 103,886.40 Total Liabilities 169,262.26 Equity 39005 Fund Balance 3,830,076.51 Net Revenue 349,434.64 Total Equity 4,179,511.15 TOTAL LIABILITIES AND EQUITY 4,348,773.41 5265, 115 D 5233,563 aA S26091155 $ 301 , 577 . 71 � ■ Total Revenues from 5277971 $ YTD HMR Collected � • $292,063 r $ 64, 202 .45 S2781988 � Total Expenses � S2729112 5265,525 otal check to IF� 5275,663 $300,841 2012013 2014 2015 2016 YTD. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $2,522,008 $2,633,805 $2,757,761 $3,052,221 S297129783 I of I MM see Is I FAYETFEVILLE TOWN CENTER FAYETTEVILLE 2016 October Activity Report iuwx ciMiia S Aff Engagements Groups Room Fees Pending contracts and dates held 26 $691985 ! � Booked Def'in 'ite 17 $87 , 828 Collections Collections Collections October 2015 October 2016 % change YTD 2015 YTD 2016 change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Revenue $69 , 598 . 28 $54,751 . 84 ( 21 % ) � $490 , 171 . 66 $550 , 546 . 45 12 % T In Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Event Consultant Software Tra 'in 'ing Facility & Equipment Upgrades MAHKITING HEVIEW 2014 016 Website Conversions: JANUARY - OCTOBER 24, 357 15 , 658 : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Overall Users: Guide Web Requests: 184, 45 1 , 2657, 956 41539 : ' . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Guide Requests: BAR Searches: 15, 937 4F54000 � ' , 16, 401 11 , 26 5 : � • ' 12016 PH [ = Hg [ [ CAMPAIGN OB I 1 0 5 OCTm 161 2016 (5 WEEK) f 10 1P I. A R K A N S A $ Kam [KINGS]000 LOOC 45 A JUJRANTS MERM m7 EPTN 14 _ Novo lir 2015 ( 7 WEEK)I I � ■ %P O A SumI rDay m,Pt.] 6 . . . . . . . . . . . . . . . . • . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . revious period ( July 25 Sept . 5 ) Pa .��N•..�rh_ tiAl['.F ■ L L i • ,.l y eviews +15jr225% 1,u n i q u e +14 O 8 3 3 • ll' 1, ll1 ll, 1, ll1 1, ll1 ll, . 1, . 1, ll1 1, ll1 1, 1, 1, ll, 1, ll1 1, ll, ll, . 1, . 1, , O Boujlce Ratem16% PANDOHA CAMPAIGN rayetteville Ale Trail OVERALL TRAFFIC OCTOBER 3 - 31 PANDORA Wild Nothing Radio signup I Ing in help dr 16 I' Midnight Song ■ o +83% by Wild Nothing0:77 � -24y on Nocturneessins . . . . . . . . . . . . . . . . . . . . . Fayetteville is Naw Playing G3 Music Feed �.My Profle J KIM .r r r o - l� ■ p Qpo Wild Nathlrlg Radior a ■ s e r s ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ +9 7 o ,J �� To start things off,we'll play a sang that exemplifies the musical style of ■ ao 0� Wild Nothing which features basic rack song structures,electronica ooD Qoo influences;a subtle use of vocal harmony,major key tonality and a vocal- N • centric aesthetic. ■ That's not what I wanted,delete this station 1. _ ■ ori^te.#iYMK - Ft �rmtnre.7,-urF'R.ap:�et "r4r""- ■ Midnight ■ WildNothing* ■ • . . . . . . . . . . . . . . . . . . . +7iVlo Publish Share... 1"BuV About Wild Nothing Jack Tatum,focmeily of •the Whale and -r. be ■ synth-washedhis shimmery, di poprecordingsr r ■ • • • 0 _.r r _ - l r ■ rr ■••rserus „; ... a.- eo u n ce rat . . . . . . . . . . . . . . . . - 66% < Beach Fossils Washed Out r_,t tbodro� are tDMAs ■ e .ow V11b" r«� — ■ Little Rock . . . . . . . . . . + 0 - u sa . . . . . . . . . . . . . . . . . + o i'MATraveIGuidexom NORTHWEST ARKANSAS jk 150 SH DES of GRAIN The Fayetteville Ale Trail is a TRAVEL GUIP collection of Northwest Arkansas' finest microbreweries. Start =� planning your getaway at fayettevillealetrail.com 1,4q PPF" Fayetteville A& Tug Exp erience the Ozarks'Finest Craft Brews i PHOTOSHOOT #4 SAMPIES Lake a ettevie a ettevie Underground , s , Smoke & Barrel 2 4 w t G " C,66�Sanford aero Sano hero Sanford r r � V9 I � A01 It •_ �is -''� � � r � `'l'I �� �-�'�` � '" � — ero Sanford � � do Sanford � Fayetteville A P Commission Modified Accrual Statement of Budget, Revenue and Expense October 2016 and Year-to-Date CONSOLIDATED A& P COMMISSION 2016 October 2016 Year-to-Date 2015 2016 October 2016 Month 2015 Annual Budget Budget Actual YTD Actual Balance of Budget Actual Month Actual Budget Revenue 40000 Hotel,Motel,Restaurant Taxes 3,100,000 2,608,399 2,693,191 2,486,827 406,809 245,800 300,791 278,309 40200 PY Hotel,Motel,Restaurant Tax 22,000 20,734 19,593 23,004 2,407 633 50 648 40600 Rental Income 454,009 378,884 376,876 367,113 77,133 37,562 39,036 58,626 40601-Incidentals 55,000 45,830 67,084 39,503 (12,084) 4,583 7,593 5,254 40602-Alcohol Sales 35,000 29,164 40,296 51,745 (5,296) 2,917 7,321 10,018 40700 1st Thursday Income 30,230 30,230 31,650 17,011 (1,420) 3,625 5,121 15 40800 Other Income 7,200 6,400 6,425 12,338 775 535 349 0 41000 Parking Revenue 12,000 10,000 6,623 8,863 5,377 1,000 152 975 41001 Parking Lease 18,000 15,000 9,413 15,591 8,587 1,500 0 5,584 41200 Gift Shop Sales 6,000 5,000 5,127 5,375 873 500 1,176 435 41300 Visitor Store 25,000 20,830 19,154 22,370 5,846 2,083 3,113 1,937 41400 Partership Income 2,755 2,755 0 1,950 2,755 2,755 0 300 41600 Admission Revenue 22,000 16,748 20,331 14,893 1,669 2,300 3,140 1,485 41700 Health Reimbursement 0 0 0 1,389 0 0 0 0 42000 Special Projects 23,000 18,120 21,371 11,719 1,629 2,440 2,352 2,436 42005 Security Income 0 0 0 0 0 0 0 0 42600 Interest Income Investments 12,000 10,000 11,437 10,596 563 1,000 736 969 42610 Unrealized Gain/Loss 0 0 300 0 (300) 0 0 0 42800 Interest Income Checking 3,575 2,912 3,393 2,399 182 329 403 260 42900 Visitor Guide Ad Income 21,500 21,500 21,500 0 0 0 0 0 43200 LOTO Income 10,300 5,650 1,050 2,625 9,250 3,000 0 1,550 98001-Transfer from Reserves 801,605 801,605 750,000 0 51,605 0 0 0 98002-Transfer from A&P 714,430 552,168 0 0 311,193 78,868 0 0 Total Revenue 5,375,604 4,601,929 4,104,814 3,095,311 867,553 391,430 371,333 368,801 Cost of Goods Sold 50000-CHM Gift Shop-COGS 0 0 (93) (3,334) 93 0 (171) 31 50001-CVB Store-COGS 0 0 (1,698) 3,999 1,698 0 (472) 530 Total Cost of Goods Sold 0 0 (1,791) 665 1,791 0 (643) 561 Gross Profit 5,375,604 4,601,929 1 4,106,605 3,094,6471 865,762 391,430 371,976 368,240 Page 1 of 3 Fayetteville A P Commission Modified Accrual Statement of Budget, Revenue and Expense October 2016 and Year-to-Date CONSOLIDATED A& P COMMISSION 2016 October 2016 Year-to-Date 2015 2016 October 2016 Month 2015 Annual Budget Budget Actual YTD Actual Balance of Budget Actual Month Actual Budget Expenditures 61000 Signage-Tourism 12,000 10,000 8,949 7,652 3,051 1,000 499 535 61500 Credit Card Fees 10,200 8,371 6,051 7,922 4,149 912 690 1,457 62500 Advertising&Marketing 860,000 775,834 752,911 549,905 107,089 65,833 47,331 31,727 62600 Printing/Brochures 150,000 125,000 12,988 54,652 137,012 12,500 1,604 117 62700 Website Update 7,000 5,000 5,000 6,085 2,000 500 500 1,000 63000 Accounting&Legal Fees 15,000 11,278 10,222 3,281 4,778 1,850 794 1,336 63100 Audit Expense 11,000 11,000 9,700 10,300 1,300 1,250 0 1,200 64000 Office Expense 29,050 23,725 19,400 16,777 9,650 2,662 3,892 3,620 64100 Visitor Store Expense 15,000 12,500 12,588 13,493 2,412 1,250 2,427 2,469 64150-Clinton House Gift Shop 3,800 3,166 1,881 2,338 1,919 317 723 0 64155-Exhibits 5,000 2,000 0 0 5,000 2,000 0 0 64500•Insurance-Building 16,000 16,000 15,518 9,775 482 0 0 0 64501-Insurance-Workers Comp 1,750 1,750 1,521 1,705 229 1,750 0 1,705 64502-Insurance-D&O 1,991 1,991 1,991 1,991 0 0 0 0 65000 Insurance&Health Benefits 93,730 77,420 71,399 82,748 22,331 7,020 7,912 8,838 65501 Simple IRA Match 12,955 10,151 9,375 12,065 3,580 1,308 702 1,333 66000 Car Allowance 3,300 2,700 2,700 3,450 600 300 300 300 66500 Telephone Expense/Internet 13,700 11,340 11,163 16,503 2,537 1,180 1,293 2,871 67000 Postage&Shipping Expense 30,000 25,000 20,884 18,949 9,116 2,500 2,538 4,049 67100 Tracking Software 27,050 22,760 22,123 16,336 4,927 2,143 311 4,790 68100 Rent 12,000 10,000 10,000 12,000 2,000 1,000 1,000 0 68400 Maintenance/Lawn 17,500 8,000 8,098 6,626 9,402 1,000 439 0 68500 Repairs&Maintenance Expense 166,500 139,680 118,019 115,515 48,481 13,908 18,986 15,605 68600 Peace Fountain Maintenance 3,000 2,500 2,454 9,906 546 250 211 920 68700 Linens 28,000 23,440 22,311 22,649 5,689 2,205 1,782 3,666 69500 Publication&Dues 21,320 18,365 17,764 12,824 3,556 300 173 156 70000 Travel/Training Expense 82,000 69,890 51,277 52,888 30,723 6,035 4,740 2,492 70500 Taxes&Licenses 26,300 21,729 21,013 17,083 5,287 4,046 2,005 3,081 71000 Collections Expense 64,000 52,835 54,256 50,197 9,744 5,585 6,017 5,579 Page 2 of 3 Fayetteville A P Commission Modified Accrual Statement of Budget, Revenue and Expense October 2016 and Year-to-Date CONSOLIDATED A& P COMMISSION 2016 October 2016 Year-to-Date 2015 2016 October 2016 Month 2015 Annual Budget Budget Actual YTD Actual Balance of Budget Actual Month Actual Budget Expenditures(cont.) 72000 Payroll Tax Expense 49,225 39,603 37,988 40,454 11,237 4,805 3,885 3,987 72500 Depreciation Expense 0 0 0 0 0 0 0 0 73000 Convention Development 60,500 51,868 48,838 52,186 11,662 4,391 2,689 3,157 76500 Contract Labor 192,500 153,531 143,535 53,508 48,965 19,320 8,473 7,574 77500 Wages Expense 606,200 489,510 474,814 500,853 131,386 58,337 49,690 51,230 77600-Relocation Expense 0 0 6,365 5,000 (6,365) 0 0 0 78000 Electric Utilities 67,050 56,231 55,782 61,049 11,268 5,346 4,915 5,503 78100 Gas Utility 11,100 8,639 7,658 12,542 3,442 1,229 238 495 78200 Water Utilitiy 12,000 10,244 10,526 8,341 1,474 950 1,209 1,097 78500 Security 2,265 1,750 1,510 1,660 755aO 22 22 78600 Airport Advertising 10,200 8,230 8,644 7,125 1,556 1,406 750 78700 Minor Equipment 56,500 47,510 25,810 95,948 30,690 6,834 420 78800 Airport Info Booth 4,800 4,000 4,000 3,600 800 800 800 89000•Other Expense 10,000 6,000 0 0 10,000 0 0 92000 Purchase Walker-Stone House 748,363 748,363 748,363 0 0 0 0 94300 LOTO Special Project 23,525 23,151 23,152 4,515 373 0 0 95000 Misc.Special Projects-Other 260,000 189,692 190,999 199,095 69,001 35,153 36,451 52,597 95010 1st Thursday 28,000 28,000 26,630 20,303 1,370 5,190 3,240 2,940 95026-Incidental Expenses 0 0 0 8,786 0 0 0 0 95027-Alcohol&Bar Supply Purchases 15,000 12,500 19,464 32,760 (4,464) 1,250 550 2,093 95028-Public Arts Program 55,000 16,350 0 0 55,000 16,350 0 0 95050-Clinton Activities 600 505 877 332 (277) 150 651 0 96000-Annual Improvements 145,750 86,317 38,805 0 106,945 29,716 0 0 96500 Special Funding 0 0 0 0 0 0 0 0 97000 Bond Payments-Town Center 700,000 581,860 581,856 622,130 118,144 58,186 58,186 62,213 99000•Transfer Out 577,880 534,650 0 0 174,643 2,115 0 0 Total Expenditures 5,375,604 4,601,929 3,757,172 2,865,802 1,215,195 391,430 286,108 293,724 Excess of Revenues Over/(Under)Expenditures 0 0 349,433 228,844 (349,433) 0 85,868 74,516 Page 3 of 3 A R K A N S A S Most Recent Award Most Recent Award Cumulative since Committee Organization Event/Project Requested Amount Cycle 2000 Notes Recommendation **Cumulative total shown represents Joe $9,080 Fall 2015 Martin exclusively,not Joe Martin Stage Race and Gran $25K special distribution all of funding to All All Sports Productions Fondo $35,000.00 $34,080.00 in Spring 2016 $90,780** Sports AR Air and Military Museum Marketing Support $10,000.00 $10,000.00 2012 $180,000.00 Arkansas Brewgrass Festival Arkansas Brewgrass Festival $15,000.00 $0.00 N/A $0.00 Arkansas Comedy Collective,LLC Huge Lightning Comedy Festival $5,000.00 $1,750.00 Fall 2015 $1,750.00 Art Feeds Mural Park $25,805.00 $0.00 N/A N/A **The Spring 2016 funding was for a specific project,not marketing support. Cumulative total reflects ALL Projects of the Artist's Laboratory Theatre Marketing Support $10,953.00 $7,500** Spring 2016 $18,000** theatre. Bike Fayetteville and City Sustainability Department National Bike Month $4,500.00 $0.00 N/A $0.00 Botanical Garden of the Ozarks Marketing Support $18,295.00 $17,500.00 2006 $17,500.00 Cattywampus Co-op Cattywampus Wonderland $21,000.00 $0.00 N/A $0.00 Comedians Northwest Arkansas/Susu Productions,LLC Series of National Comedy Shows $3,600.00 $0.00 N/A $0.00 Community Creative Center Marketing Support $10,000.00 $5,000.00 Fall 2015 $28,000.00 Equestrian Bridges Annual events $23,840.00 $0.00 N/A $0.00 Fayetteville Art Alliance,d.b.a. Marketing support&Sense of Fayetteville Underground Place Project $18,700.00 $6,830.00 Fall 2015 $189,830.00 Fayetteville Evergreen Cemetary Association Archibald Yell Monument $19,000.00 $1,000.00 Fall 2015 $1,000.00 Fayetteville High School Lady Dawg Softball Complex $55,000.00 $0.00 N/A $0.00 Fayetteville Parks&Rec Ladies Du Fayetteville $4,000.00 $1,000.00 Fall 2015 $1,000.00 Bulldog Classic(basketball Fayetteville Public Schools tournament) $10,000.00 $4,000.00 Spring 2015 $10,250.00 Fayetteville Public Schools(This was inadvertantly left out of the October packet by CVB team) Weekend of Champions $14,294.00 $14,294.00 Fall 2015 $102,566.00 Fossil Cove Brewing Frost Fest $15,000.00 $0.00 N/A $0.00 Habitat for Humanity Washco Springfest $10,000.00 $0.00 N/A $0.00 Idle Class Magazine Black Apple Showcase $7,500.00 $0.00 N/A $0.00 Inverse Performance Arts Inverse Performance Arts Festival Festival $15,950.00 $0.00 N/A $0.00 Magdalene Serenity House Krueger Brothers Benefit Concert $7,500.00 $0.00 N/A $0.00 Matt Miller Mural $15,000.00 $0.00 Northwest Arkansas Juggling Northwest Arkansas Juggling Fj estival Festival $2_,3.70.00 $1,5.25.00 Fall 2015 $2,525_.00 **Cumulative total shown is for Stage 18,a project of NWA Creative Arts Network. Cumulative for NWA Northwest Creative Arts Network Spring Season at Stage Eighteen $5,210.00 $0.00 N/A $0.00** CAN is$19,500 NWA Musicians Connection Song Writer Circles $10,000.00 $0.00 N/A $0.00 Ozark Literacy Read Across NWA $10,000.00 $0.00 N/A $0.00 Ozark Mixology and Arts Festival Ozark Mixology and Arts Festival $15,000.00 $2,000.00 Fall 2014 $2,000.00 SONA Season marketing support $10,000.00 $10,000.00 Fall 2015 $50,000.00 TEMP Series Project&UU Fayetteville Artists in Residence Fellowship (FAIR)Project $14,600.00 $0.00 N/A $0.00 The Art Experience Puppets in the Park $25,000.00 $6,413.00 Fall 2015 $6,500.00 Theatre Squared 2017 Season Marketing Support $20,000.00 $15,000.00 Fall 2015 $160,000.00 UA Graduate Thesis Project Virtual Fayetteville $4,954.06 $0.00 N/A $0.00 Region 4 flag football UA Recreation tournament $1,000.00 $0.00 N/A $0.00 UAMS (CARE Conference $3,100.00 $0.00 N/A $0.00 *'*Cumulative total shown is for Artsophere. WAC cumulative total is Walton Arts Center Artos here $20,000.00 $10000.00 Fall 2015 $25,000** $212175 Notal requested $516,171.06