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HomeMy WebLinkAbout2017-01-23 - Agendas - Final ADVERTISING AND PROMOTION COMMISSION January 23, 2017 2:OOpm Location: Fayetteville Town Center, Director's Room 15 West Mountain Street, Fayetteville, Arkansas Commissioners: Matthew Petty, Chairman; Matt Behrend; Adella Gray; Ching Mong; Robert Rhoads; Hannah Withers A. Call to Order at 2:OOpm B. Old Business 1. Approval of December 2016 Minutes. C. New Business 1. Vote: Extension of Sells contract for 1 year, through December 31, 2017 2. Discussion regarding Walker Stone House, Executive Director's recommendation 3. Presentation of 2016 year end financials, Sally Fisher 4. Presentation of 2017 budget for commission approval, Molly Rawn 5. Executive Director Announcements a. New hire, Director of Community Engagement, Dacre Whitaker b. Meeting with Just Kids curatorial team regarding art in the public sphere C. Commissioner Tim Freeman has resigned; review commission terms, openings d. Hospitality Hero awards banquet Wednesday, January 25 e. Preserve Arkansas awards banquet, Friday January 27 D. Agenda Additions An item may be added to the agenda with a consensus of the majority of the Commission. Advertising and Promotion Commission August Meeting December 19, 2016 Commissioners Present: Matthew Petty, Chairman, Ching Mong, Robert Rhoads, Adella Gray and Tim Freeman Commissioners Not Present: Matt Behrend, Hannah Withers Staff Present: Molly Rawn, Sally Fisher, Sandra Bennett and Hazel Hernandez A. Call to Order 1. Chairman Matthew Petty called the meeting of the Fayetteville Advertising and Promotion Commission to order on December 19, 2016 at 2:00 pm. B. Old Business 1. Approval of November 2016 minutes. Commissioner Robert Rhoades moved to approve minutes, motion seconded by Commissioner Ching Mong. Motion carried with a vote of 5:0. C. New Business 1. Update on budget process for FY 2017— Executive Director, Molly Rawn, requested to review the 2017 budget at the January 2017 meeting. Included in the 2017 budget will be new a chart of accounts which will be more detailed. 2. Directors Report i. HMR Report - $245,135.01 total check to A&P. As of November, we have collected $3,021,636.00 in HMR Tax. ii. Updated Financials—Consolidated A&P budget shows a surplus of$483,595.00, which includes expenses through November. iii. Marketing update—overall users up 3%, guide web requests up 80%. Commission also reviewed public relations efforts and marketing. iv. Town Center activity— revenue up 15% YTD, 11 definite bookings with value of $30,620.00 and 43 pending bookings with a value of$115,354.00. v. Convention activity—sports sales projections include tournaments and water ski championship. D. Agenda Additions 1. None. Chairman Petty adjourned the meeting at 2:30pm. Respectfully submitted, Sandra Bennett Operations Administrator 5265, 115 D 5233,583 S260, 155 $ 279, 128 . 82 S2779718 Monthly HMR Collected � 5292,083 � . � $ 65 , 270e29 � S2787988 Total Expenses � S27271122 $265,525 Ck to � $275,663 ' S3007841 $306,853 2012 2013 2014 2015 2016 S27875225 $2,522,008 $2,633,805 $2,757,761 $3,052,221 $3,300,161 Fayetteville A&P Commission Balance Sheet As of December 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 528.50 10300 1st Security A&P#8714 638,686.99 10400 1st Security Fayetteville TC 336,475.02 10500 1st Security Clinton House 15,917.37 10600 1st Security CVB # 8730 60,673.52 10700 Arvest Payroll Account#4636 57,333.31 Total Cash 1,110,114.71 11000 Accounts Receivable 90,407.79 11001 Accounts Receivable - City 1,304.10 11200 Due from Vendors 876.99 11400 Due From Other Funds 822,932.40 11500 Prepaid Expenses 41,788.98 12100 Inventory Asset- CVB 8,116.82 12150 Inventory Asset- CHM 5,047.03 13000 Investments 1,048,993.46 13100 Investments: Adjust to Market (9,990.00) Total Investments 1,039,003.46 Total Current Assets 3,119,592.28 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 4,527,638.00 Fayetteville A&P Commission Balance Sheet As of December 31, 2016 LIABILITIES AND EQUITY Liabilities Current Liabilities 20000 Accounts Payable 20,488.82 21000 KHT Security Deposit 1,000.00 23002 Colonial Life&Acc Ins. Payable 9.60 24500 Due to Other Funds 0.00 24901 Unearned Revenue 2016 0.00 24902 Unearned Revenue 2017 185,320.40 Total Liabilities 206,818.82 Equity 33000 Designated Fund -Arts Program 100,000.00 39005 Fund Balance 3,730,076.51 Net Revenue 490,742.67 Total Equity 4,320,819.18 TOTAL LIABILITIES AND EQUITY 4,527,638.00 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual CONSOLIDATED A& P COMMISSION December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Revenue 40000 Hotel, Motel, Restaurant Taxes 3,100,000 3,280,299 3,029,117 (180,299) 278,300 260,997 40200 PY Hotel, Motel,Restaurant Tax 22,000 19,863 23,104 2,137 225 75 40600 Rental Income 454,009 442,390 433,911 11,619 31,065 26,587 40601 -Incidentals 55,000 95,499 47,102 (40,499) 15,174 1,896 40602-Alcohol Sales 35,000 46,976 57,713 (11,976) 4,899 1,603 40700 1st Thursday Income 30,230 31,770 18,570 (1,540) 0 0 40800 Other Income 7,200 7,223 13,328 (23) 1,050 435 40900-Roots Festival 0 0 0 0 0 0 41000 Parking Revenue 12,000 7,990 12,017 4,010 728 2,670 41001 Parking Lease 18,000 14,579 20,814 3,421 0 5,223 41200 Gift Shop Sales 6,000 8,258 9,337 (2,258) 1,110 399 41300 Visitor Store Sales 25,000 28,692 26,290 (3,692) 4,411 1,997 41400 Partnership Income 2,755 2,550 4,855 205 2,550 21755 41600 Admission Revenue 22,000 23,838 17,720 (1,838) 1,091 1,153 41700 Health Reimbursement 0 0 1,389 0 0 0 42000 Special Projects 23,000 28,924 18,386 (5,924) 1,400 (3,948) 42600 Interest Income Investments 12,000 12,686 12,856 (686) 604 978 42610 Unrealized Gain/Loss 0 500 (5,093) (500) 0 (5,093) 42800 Interest Income Checking 3,575 4,253 2,999 (678) 441 320 42900 Visitor Guide Ad Income 21,500 21,500 0 0 0 0 43200 LOTO Income 10,300 1,950 10,125 8,350 350 450 98001 -Transfer from Reserves 801,605 750,000 0 51,605 0 0 98002-Transfer from A&P 714,430 0 0 225,794 0 0 Total Revenue 5,375,604 4,829,740 3,754,540 57,228 343,398 298,497 Expenditures 61000 Signage-Tourism 12,000 9,591 11,402 2,409 214 71 61500 Credit Card Fees 10,200 7,395 9,990 2,805 423 1,197 62500 Advertising&Marketing 860,000 792,663 610,835 67,337 43,774 19,383 62600 Printing/Brochures 150,000 15,763 147,340 134,237 0 75,324 62700 Website Update 7,000 13,500 8,825 (6,500) 500 2,740 63000 Accounting&Legal Fees 15,000 14,397 4,510 603 4,175 1,229 63100 Audit Expense 11,000 9,700 10,300 1,300 0 0 64000 Office Expense 29,050 25,409 20,461 3,641 3,799 2,688 64100 Visitor Store Expense 15,000 16,741 18,022 (1,741) 2,617 31178 64150-Clinton House Gift Shop 3,800 5,397 3,490 (1,597) 2,884 1,152 Page 1 of 3 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual CONSOLIDATED A& P COMMISSION December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 64155-Exhibits 5,000 3,961 0 1,039 2,012 0 64500 • Insurance-Building 16,000 15,518 9,775 482 0 0 64501 -Insurance-Workers Comp 1,750 1,521 1,705 229 0 0 64502-Insurance-D&O 1,991 1,991 1,991 0 0 0 65000 Insurance&Health Benefits 93,730 86,613 101,424 7,117 7,879 9,838 65501 Simple IRA Match 12,955 11,377 14,679 1,578 920 1,282 66000 Car Allowance 3,300 3,300 4,050 0 150 300 66500 Telephone Expense 13,700 15,334 19,815 (1,634) 2,159 1,992 67000 Postage&Shipping Expense 30,000 21,921 21,834 8,079 188 99 67100 Tracking Software 27,050 28,237 25,831 (1,187) 198 5,852 68100 Rent 12,000 12,000 12,000 0 1,000 0 68400 Maintenance/Lawn 17,500 20,436 14,132 (2,936) 10,396 8,215 68500 Repairs&Maintenance Expense 166,500 147,682 146,230 18,818 12,328 22,460 68600 Peace Fountain Maintenance 3,000 3,288 10,954 (288) 133 861 68700 Linens 28,000 26,132 25,866 1,868 1,947 1,689 69500 Publication&Dues 21,320 18,765 16,178 2,555 197 1,612 70000 Travel/Training Expense 82,000 53,563 63,397 28,437 708 6,534 70500 Taxes&Licenses 26,300 28,318 22,867 (2,018) 4,611 4,260 71000 Collections Expense 64,000 66,003 61,044 (2,003) 5,571 5,221 72000 Payroll Tax Expense 49,225 47,698 48,466 1,527 3,928 4,100 72500 Depreciation Expense 0 0 78,520 0 0 78,520 73000 Convention Development 60,500 54,881 61,285 5,619 3,584 3,465 76500 Contract Labor 192,500 176,419 64,284 16,081 25,090 4,908 77500 Wages Expense 606,200 598,547 604,504 7,653 50,298 53,131 77600-Relocation Expense 0 6,365 5,000 (6,365) 0 0 78000 Electric Utilities 67,050 64,009 70,496 3,041 4,060 4,601 78100 Gas Utility 11,100 10,656 14,668 444 2,429 1,247 78200 Water Utilitiy 12,000 12,686 10,258 (686) 1,004 894 78500 Security 2,265 2,865 1,703 (600) 1,335 22 78600 Airport Advertising 10,200 10,605 8,625 (405) 1,961 750 78700 Minor Equipment 56,500 30,069 16,184 26,431 666 (79,764) 78800 Airport Info Booth 4,800 4,800 4,800 0 800 1,200 89000 Other Expense 10,000 0 541 1 10,000 0 0 92000 Purchase Walker-Stone House 748,363 748,363 0 0 0 0 94300 LOTO Special Project 23,525 23,400 7,242 125 55 1 0 95005 A&P Funding 250,000 246,927 234,864 3,073 60,186 32,978 Page 2 of 3 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual CONSOLIDATED A& P COMMISSION December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 95010 • list Thursday 28,000 24,935 20,348 3,065 0 0 95025-Town Center Special Projects 10,000 28,181 14,775 (18,181) 8,069 849 95026-Incidental Expenses 0 0 19,401 0 0 0 95027-Alcohol&Bar Supply Purchases 15,000 23,247 35,099 (8,247) 1,698 1,165 95028-Public Arts Program 55,000 0 0 55,000 0 0 95050-CHM Special Events 600 4,474 730 (3,874) 2,704 79 96000-Annual Improvements 145,750 43,611 0 102,139 3,400 0 96500 Special Funding 0 0 0 0 0 0 97000 Bond Payments-Town Center 700,000 699,742 742,528 258 59,700 58,186 99000 Transfer Out 577,880 0 0 89,244 0 0 Total Expenditures 5,375,604 4,338,996 3,483,268 547,972 339,750 343,508 Excess of Revenues Over/(Under)Expenditures 0 490,744 271,272 3,648 (45,011) Page 3 of 3 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual FAYETTEVILLE A& P December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Revenue 40000 Hotel, Motel, Restaurant Taxes 3,100,000 3,280,299 3,029,117 (180,299) 278,300 260,997 40200 PY Hotel, Motel,Restaurant Tax 22,000 19,863 23,104 2,137 225 75 40600 Rental Income 3,259 3,259 0 0 0 0 40601 -Incidentals 0 0 0 0 0 0 40602-Alcohol Sales 0 0 0 0 0 0 40700 1st Thursday Income 0 0 0 0 0 0 40800 Other Income 4,000 4,500 11,202 (500) 1,050 590 40900-Roots Festival 0 0 0 0 0 0 41000 Parking Revenue 0 0 0 0 0 0 41001 Parking Lease 0 0 0 0 0 0 41200 Gift Shop Sales 0 0 0 0 0 0 41300 Visitor Store Sales 0 0 0 0 0 0 41400 Partnership Income 0 0 0 0 0 0 41600 Admission Revenue 0 0 0 0 0 0 41700 Health Reimbursement 0 0 1,389 0 0 0 42000 Special Projects 0 0 (4,093) 0 0 (4,093) 42600 Interest Income Investments 12,000 12,686 12,856 (686) 604 978 42610 Unrealized Gain/Loss 0 500 (5,093) (500) 0 (5,093) 42800 Interest Income Checking 1,500 2,053 1,205 (553) 264 114 42900 Visitor Guide Ad Income 21,500 21,500 0 0 0 0 43200 LOTO Income 2,100 1,750 2,100 350 350 350 98001 -Transfer from Reserves 801,605 750,000 0 51,605 0 0 98002-Transfer from A&P 0 0 0 0 0 0 Total Revenue 3,967,964 4,096,410 3,071,787 (128,446) 280,793 253,918 Expenditures 61000 Signage-Tourism 12,000 9,591 11,335 2,409 214 71 61500 Credit Card Fees 0 0 0 0 0 0 62500 Advertising&Marketing 850,000 786,833 608,136 63,167 43,598 19,100 62600 Printing/Brochures 150,000 15,763 146,737 134,237 0 75,324 62700 Website Update 7,000 13,500 8,825 (6,500) 500 2,740 63000 Accounting&Legal Fees 15,000 14,397 4,510 603 4,175 1,229 63100 Audit Expense 11,000 9,700 10,300 1,300 0 0 64000 Office Expense 4,250 3,588 2,955 662 1,359 211 64100 Visitor Store Expense 0 0 0 0 0 0 64150-Clinton House Gift Shop 0 0 0 0 0 0 Page 1 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual FAYETTEVILLE A& P December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 64155-Exhibits 0 0 0 0 0 0 64500 • Insurance-Building 16,000 15,518 9,775 482 0 0 64501 -Insurance-Workers Comp 1,750 1,521 1,705 229 0 0 64502-Insurance-D&O 1,991 1,991 1,991 0 0 0 65000 Insurance&Health Benefits 7,630 8,320 8,445 (690) 1,214 680 65501 Simple IRA Match 2,200 2,103 2,231 97 311 222 66000 Car Allowance 3,300 3,300 4,050 0 150 300 66500 Telephone Expense 0 0 0 0 0 0 67000 Postage&Shipping Expense 30,000 21,595 21,737 8,405 50 99 67100 Tracking Software 750 602 489 148 40 0 68100 Rent 0 0 0 0 0 0 68400 Maintenance/Lawn 7,500 7,235 6,833 265 7,235 6,833 68500 Repairs&Maintenance Expense 75,000 46,199 62,050 28,801 6,434 12,051 68600 Peace Fountain Maintenance 3,000 3,288 10,954 (288) 133 861 68700 Linens 0 0 0 0 0 0 69500 Publication&Dues 15,000 12,745 13,989 2,255 78 612 70000 Travel/Training Expense 7,000 4,710 4,136 2,290 0 311 70500 Taxes&Licenses 3,000 2,079 4,170 921 0 909 71000 Collections Expense 64,000 66,003 61,044 (2,003) 5,571 5,221 72000 Payroll Tax Expense 9,850 9,860 11,362 (10) 792 1 902 72500 Depreciation Expense 0 0 78,520 0 0 78,520 73000 Convention Development 2,500 2,798 2,534 (298) 1,442 52 76500 Contract Labor 131,500 110,449 0 21,051 19,258 0 77500 Wages Expense 125,000 121,886 140,210 3,114 10,208 11,479 77600-Relocation Expense 0 6,365 5,000 (6,365) 0 0 78000 Electric Utilities 0 367 0 (367) 24 0 78100 Gas Utility 0 238 0 (238) 138 0 78200 Water Utilitiy 0 147 0 (147) 49 0 78500 Security 0 0 0 0 0 0 78600 Airport Advertising 10,200 10,605 8,625 (405) 1,961 750 78700 Minor Equipment 50,000 25,107 11,692 24,893 560 (79,764) 78800 Airport Info Booth 4,800 4,800 4,800 0 800 1,200 89000 Other Expense 0 0 0 0 0 0 92000 Purchase Walker-Stone House 748,363 748,363 0 0 0 0 94300 LOTO Special Project 15,500 15,275 732 225 55 0 95005 A&P Funding 250,000 246,927 234,864 3,073 60,186 32,978 Page 2 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual FAYETTEVILLE A& P December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 95010 • list Thursday 0 0 0 0 0 0 95025-Town Center Special Projects 0 0 0 0 0 0 95026-Incidental Expenses 0 0 0 0 0 0 95027-Alcohol&Bar Supply Purchases 0 0 0 0 0 0 95028-Public Arts Program 55,000 0 0 55,000 0 0 95050-CHM Special Events 0 0 0 0 0 0 96000-Annual Improvements 0 0 0 0 0 0 96500 Special Funding 0 0 0 0 0 0 97000 Bond Payments-Town Center 700,000 699,742 742,528 258 59,700 58,186 99000 Transfer Out 577,880 488,636 315,000 89,244 22,092 0 Total Expenditures 3,967,964 3,542,146 2,562,264 425,818 248,327 231,077 Excess of Revenues Over/(Under)Expenditures 0 554,264 509,523 32,466 22,841 Page 3 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual CLINTON HOUSE December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Revenue 40000 Hotel, Motel, Restaurant Taxes 0 0 0 0 0 0 40200 PY Hotel, Motel,Restaurant Tax 0 0 0 0 0 0 40600 Rental Income 750 555 550 195 0 0 40601 -Incidentals 0 0 0 0 0 0 40602-Alcohol Sales 0 0 0 0 0 0 40700 1st Thursday Income 0 0 0 0 0 0 40800 Other Income 1,500 982 250 518 0 0 40900-Roots Festival 0 0 0 0 0 0 41000 Parking Revenue 0 0 0 0 0 0 41001 Parking Lease 0 0 0 0 0 0 41200 Gift Shop Sales 6,000 8,258 9,337 (2,258) 1,110 399 41300 Visitor Store Sales 0 0 0 0 0 0 41400 Partnership Income 0 0 0 0 0 0 41600 Admission Revenue 22,000 23,838 17,720 (1,838) 1,091 1,153 41700 Health Reimbursement 0 0 0 0 0 0 42000 Special Projects 0 0 1,715 0 0 0 42600 Interest Income Investments 0 0 0 0 0 0 42610 Unrealized Gain/Loss 0 0 0 0 0 0 42800 Interest Income Checking 125 153 97 (28) 11 13 42900 Visitor Guide Ad Income 0 0 0 0 0 0 43200 LOTO Income 0 0 0 0 0 0 98001 -Transfer from Reserves 0 0 0 0 0 0 98002-Transfer from A&P 79,340 64,900 50,000 14,440 3,387 0 Total Revenue 109,715 98,686 79,669 11,029 5,599 1,565 Expenditures 61000 Signage-Tourism 0 0 0 0 0 0 61500 Credit Card Fees 1,500 847 755 653 44 49 62500 Advertising&Marketing 0 141 0 (141) 141 0 62600 Printing/Brochures 0 0 0 0 0 0 62700 Website Update 0 0 0 0 0 0 63000 Accounting&Legal Fees 0 0 0 0 0 0 63100 Audit Expense 0 0 0 0 0 0 64000 Office Expense 5,000 3,492 1,924 1,508 189 39 64100 Visitor Store Expense 0 0 0 0 0 0 64150-Clinton House Gift Shop 3,800 5,397 3,490 (1,597) 2,884 1,152 Page 4 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual CLINTON HOUSE December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 64155-Exhibits 5,000 3,961 0 1,039 2,012 0 64500 • Insurance-Building 0 0 0 0 0 0 64501 -Insurance-Workers Comp 0 0 0 0 0 0 64502-Insurance-D&O 0 0 0 0 0 0 65000 Insurance&Health Benefits 4,600 5,134 7,915 (534) 606 680 65501 Simple IRA Match 655 478 1,234 177 0 107 66000 Car Allowance 0 0 0 0 0 0 66500 Telephone Expense 1,600 1,875 1,498 (275) 316 129 67000 Postage&Shipping Expense 0 186 0 (186) 0 0 67100 Tracking Software 0 29 0 (29) 0 0 68100 Rent 12,000 12,000 12,000 0 1,000 0 68400 Maintenance/Lawn 10,000 13,201 7,299 (3,201) 3,161 1,382 68500 Repairs&Maintenance Expense 2,000 2,260 700 (260) 102 0 68600 Peace Fountain Maintenance 0 0 0 0 0 0 68700 Linens 0 0 0 0 0 0 69500 Publication&Dues 220 495 210 (275) 119 0 70000 Travel/Training Expense 2,000 1,201 1,085 799 138 0 70500 Taxes&Licenses 1,800 1,767 541 33 289 65 71000 Collections Expense 0 0 0 0 0 0 72000 Payroll Tax Expense 3,875 4,057 3,253 (182) 479 273 72500 Depreciation Expense 0 0 0 0 0 0 73000 Convention Development 0 307 0 (307) 232 0 76500 Contract Labor 5,000 1,049 9,986 3,951 0 794 77500 Wages Expense 44,500 47,855 41,112 (3,355) 5,969 3,568 77600-Relocation Expense 0 0 0 0 0 0 78000 Electric Utilities 1,300 1,266 1,272 34 74 82 78100 Gas Utility 1,100 874 1,080 226 119 96 78200 Water Utilitiy 1,400 1,607 1,016 (207) 145 55 78500 Security 265 263 263 2 22 22 78600 Airport Advertising 0 0 0 0 0 0 78700 Minor Equipment 1,500 223 980 1,277 106 0 78800 Airport Info Booth 0 0 0 0 0 0 89000 Other Expense 0 0 0 0 0 0 92000 Purchase Walker-Stone House 0 0 0 0 0 0 94300 LOTO Special Project 0 0 0 0 0 0 95005 A&P Funding 0 0 0 0 0 0 Page 5 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual CLINTON HOUSE December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 95010 • list Thursday 0 0 0 0 0 0 95025-Town Center Special Projects 0 0 0 0 0 0 95026-Incidental Expenses 0 0 0 0 0 0 95027-Alcohol&Bar Supply Purchases 0 0 0 0 0 0 95028-Public Arts Program 0 0 0 0 0 0 95050-CHM Special Events 600 4,474 730 (3,874) 2,704 79 96000-Annual Improvements 0 0 0 0 0 0 96500 Special Funding 0 0 0 0 0 0 97000 Bond Payments-Town Center 0 0 0 0 0 0 99000 Transfer Out 0 0 0 0 0 0 Total Expenditures 109,715 114,439 98,343 (4,724) 20,851 8,572 Excess of Revenues Over/(Under)Expenditures 0 (15,753) (18,674) (15,252) (7,007) Page 6 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual TOWN CENTER December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Revenue 40000 Hotel, Motel, Restaurant Taxes 0 0 0 0 0 0 40200 PY Hotel, Motel,Restaurant Tax 0 0 0 0 0 0 40600 Rental Income 450,000 438,576 433,361 11,424 31,065 26,587 40601 -Incidentals 55,000 95,499 47,102 (40,499) 15,174 1,896 40602-Alcohol Sales 35,000 46,976 57,713 (11,976) 4,899 1,603 40700 1st Thursday Income 29,000 30,540 0 (1,540) 0 0 40800 Other Income 1,400 1,441 1,702 (41) 0 (155) 40900-Roots Festival 0 0 0 0 0 0 41000 Parking Revenue 12,000 7,990 12,017 4,010 728 2,670 41001 Parking Lease 18,000 14,579 20,814 3,421 0 5,223 41200 Gift Shop Sales 0 0 0 0 0 0 41300 Visitor Store Sales 0 0 0 0 0 0 41400 Partnership Income 0 0 0 0 0 0 41600 Admission Revenue 0 0 0 0 0 0 41700 Health Reimbursement 0 0 0 0 0 0 42000 Special Projects 23,000 28,924 20,764 (5,924) 1,400 145 42600 Interest Income Investments 0 0 0 0 0 0 42610 Unrealized Gain/Loss 0 0 0 0 0 0 42800 Interest Income Checking 1,600 1,658 1,182 (58) 138 143 42900 Visitor Guide Ad Income 0 0 0 0 0 0 43200 LOTO Income 0 0 0 0 0 0 98001 -Transfer from Reserves 0 0 0 0 0 0 98002-Transfer from A&P 137,250 45,454 0 91,796 9,327 0 Total Revenue 762,250 711,637 594,655 50,613 62,731 38,112 Expenditures 61000 Signage-Tourism 0 0 0 0 0 0 61500 Credit Card Fees 6,500 5,341 8,027 1,159 207 975 62500 Advertising&Marketing 0 35 621 (35) 0 0 62600 Printing/Brochures 0 0 0 0 0 0 62700 Website Update 0 0 0 0 0 0 63000 Accounting&Legal Fees 0 0 0 0 0 0 63100 Audit Expense 0 0 0 0 0 0 64000 Office Expense 10,000 11,078 9,106 (1,078) 1,874 992 64100 Visitor Store Expense 0 0 0 0 0 0 64150-Clinton House Gift Shop 0 0 0 0 0 0 Page 7 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual TOWN CENTER December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 64155-Exhibits 0 0 0 0 0 0 64500 • Insurance-Building 0 0 0 0 0 0 64501 -Insurance-Workers Comp 0 0 0 0 0 0 64502-Insurance-D&O 0 0 0 0 0 0 65000 Insurance&Health Benefits 36,000 33,852 38,373 2,148 3,029 3,399 65501 Simple IRA Match 4,600 4,140 4,821 460 310 407 66000 Car Allowance 0 0 0 0 0 0 66500 Telephone Expense 6,100 6,386 7,174 (286) 979 661 67000 Postage&Shipping Expense 0 91 14 (91) 91 0 67100 Tracking Software 1,300 4,400 3,100 (3,100) 0 3,100 68100 Rent 0 0 0 0 0 0 68400 Maintenance/Lawn 0 0 0 0 0 0 68500 Repairs&Maintenance Expense 85,000 97,151 81,133 (12,151) 5,778 9,978 68600 Peace Fountain Maintenance 0 0 0 0 0 0 68700 Linens 28,000 26,132 25,866 1,868 1,947 1,689 69500 Publication&Dues 100 50 0 50 0 0 70000 Travel/Training Expense 5,000 4,851 6,283 149 150 414 70500 Taxes&Licenses 18,000 20,977 14,717 (2,977) 3,655 2,568 71000 Collections Expense 0 0 0 0 0 0 72000 Payroll Tax Expense 17,000 16,033 15,075 967 1,330 1,265 72500 Depreciation Expense 0 0 0 0 0 0 73000 Convention Development 2,000 2,789 1,546 (789) 468 177 76500 Contract Labor 56,000 64,921 54,298 (8,921) 5,832 4,114 77500 Wages Expense 200,900 201,550 187,839 (650) 17,135 16,492 77600-Relocation Expense 0 0 0 0 0 0 78000 Electric Utilities 60,000 57,146 63,258 2,854 3,616 4,002 78100 Gas Utility 10,000 9,544 13,588 456 2,172 1,151 78200 Water Utilitiy 10,000 10,297 8,635 (297) 753 784 78500 Security 2,000 2,602 1,440 (602) 1,313 0 78600 Airport Advertising 0 0 0 0 0 0 78700 Minor Equipment 5,000 4,739 370 261 0 0 78800 Airport Info Booth 0 0 0 0 0 0 89000 Other Expense 0 0 0 0 0 0 92000 Purchase Walker-Stone House 0 0 0 0 0 0 94300 LOTO Special Project 0 0 0 0 1 0 0 95005 A&P Funding 0 0 0 0 0 0 Page 8 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual TOWN CENTER December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 95010 • list Thursday 28,000 24,935 0 3,065 0 0 95025-Town Center Special Projects 10,000 28,181 14,775 (18,181) 8,069 849 95026-Incidental Expenses 0 0 19,401 0 0 0 95027-Alcohol&Bar Supply Purchases 15,000 23,247 35,099 (8,247) 1,698 1,165 95028-Public Arts Program 0 0 0 0 0 0 95050-CHM Special Events 0 0 0 0 0 0 96000-Annual Improvements 145,750 43,611 0 102,139 3,400 0 96500 Special Funding 0 0 0 0 0 0 97000 Bond Payments-Town Center 0 0 0 0 0 0 99000 Transfer Out 0 0 0 0 0 0 Total Expenditures 762,250 704,079 614,559 58,171 63,806 54,182 Excess of Revenues Over/(Under)Expenditures 0 7,558 (19,904) (1,075) (16,070) Page 9 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual VISITOR CENTER December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Revenue 40000 Hotel, Motel, Restaurant Taxes 0 0 0 0 0 0 40200 PY Hotel, Motel,Restaurant Tax 0 0 0 0 0 0 40600 Rental Income 0 0 0 0 0 0 40601 -Incidentals 0 0 0 0 0 0 40602-Alcohol Sales 0 0 0 0 0 0 40700 1st Thursday Income 1,230 1,230 18,570 0 0 0 40800 Other Income 300 300 174 0 0 0 40900-Roots Festival 0 0 0 0 0 0 41000 Parking Revenue 0 0 0 0 0 0 41001 Parking Lease 0 0 0 0 0 0 41200 Gift Shop Sales 0 0 0 0 0 0 41300 Visitor Store Sales 25,000 28,692 26,290 (3,692) 4,411 1,997 41400 Partnership Income 2,755 2,550 4,855 205 2,550 2,755 41600 Admission Revenue 0 0 0 0 0 0 41700 Health Reimbursement 0 0 0 0 0 0 42000 Special Projects 0 0 0 0 0 0 42600 Interest Income Investments 0 0 0 0 0 0 42610 Unrealized Gain/Loss 0 0 0 0 0 0 42800 Interest Income Checking 350 389 515 (39) 28 50 42900 Visitor Guide Ad Income 0 0 0 0 0 0 43200 LOTO Income 8,200 200 8,025 8,000 0 100 98001 -Transfer from Reserves 0 0 0 0 0 0 98002-Transfer from A&P 497,840 378,282 265,000 119,558 9,379 0 Total Revenue 535,675 411,643 323,429 124,032 16,368 4,902 Expenditures 61000 Signage-Tourism 0 0 67 0 0 0 61500 Credit Card Fees 2,200 1,207 1,208 993 172 173 62500 Advertising&Marketing 10,000 5,654 2,078 4,346 35 283 62600 Printing/Brochures 0 0 603 0 0 0 62700 Website Update 0 0 0 0 0 0 63000 Accounting&Legal Fees 0 0 0 0 0 0 63100 Audit Expense 0 0 0 0 0 0 64000 Office Expense 9,800 7,251 6,476 2,549 377 1,446 64100 Visitor Store Expense 15,000 16,741 18,022 (1,741) 2,617 3,178 64150-Clinton House Gift Shop 0 0 0 0 0 0 Page 10 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual VISITOR CENTER December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 64155-Exhibits 0 0 0 0 0 0 64500 • Insurance-Building 0 0 0 0 0 0 64501 -Insurance-Workers Comp 0 0 0 0 0 0 64502-Insurance-D&O 0 0 0 0 0 0 65000 Insurance&Health Benefits 45,500 39,307 46,691 6,193 3,030 5,079 65501 Simple IRA Match 5,500 4,656 6,393 844 299 546 66000 Car Allowance 0 0 0 0 0 0 66500 Telephone Expense 6,000 7,073 11,143 (1,073) 864 1,202 67000 Postage&Shipping Expense 0 49 83 (49) 47 0 67100 Tracking Software 25,000 23,206 22,242 1,794 158 2,752 68100 Rent 0 0 0 0 0 0 68400 Maintenance/Lawn 0 0 0 0 0 0 68500 Repairs&Maintenance Expense 4,500 2,072 2,347 2,428 14 431 68600 Peace Fountain Maintenance 0 0 0 0 0 0 68700 Linens 0 0 0 0 0 0 69500 Publication&Dues 6,000 5,475 1,979 525 0 1,000 70000 Travel/Training Expense 68,000 42,801 51,893 25,199 420 5,809 70500 Taxes&Licenses 3,500 3,495 3,439 5 667 718 71000 Collections Expense 0 0 0 0 0 0 72000 Payroll Tax Expense 18,500 17,748 18,776 752 1,327 1,660 72500 Depreciation Expense 0 0 0 0 0 0 73000 Convention Development 56,000 48,987 57,205 7,013 1,442 3,236 76500 Contract Labor 0 0 0 0 0 0 77500 Wages Expense 235,800 227,256 235,343 8,544 16,986 21,592 77600-Relocation Expense 0 0 0 0 0 0 78000 Electric Utilities 5,750 5,230 5,966 520 346 517 78100 Gas Utility 0 0 0 0 0 0 78200 Water Utilitiy 600 635 607 (35) 57 55 78500 Security 0 0 0 0 0 0 78600 Airport Advertising 0 0 0 0 0 0 78700 Minor Equipment 0 0 3,142 0 0 0 78800 Airport Info Booth 0 0 0 0 0 0 89000 Other Expense 10,000 0 541 1 10,000 0 0 92000 Purchase Walker-Stone House 0 0 0 0 0 0 94300 LOTO Special Project 8,025 8,125 6,510 (100)1 0 0 95005 A&P Funding 0 0 0 0 0 0 Page 11 of 12 Fayetteville A P Commission Statement of Budget, Revenue and Expense December 2016 and Year-to-Date Modified Accrual VISITOR CENTER December December 2016 2016 Annual 2016 YTD 2015 YTD Remaining December December Budget Actual Actual Balance of 2016 Actual 2015 Actual Budget Expenditures(cont.) 95010 • list Thursday 0 0 20,348 0 0 0 95025-Town Center Special Projects 0 0 0 0 0 0 95026-Incidental Expenses 0 0 0 0 0 0 95027-Alcohol&Bar Supply Purchases 0 0 0 0 0 0 95028-Public Arts Program 0 0 0 0 0 0 95050-CHM Special Events 0 0 0 0 0 0 96000-Annual Improvements 0 0 0 0 0 0 96500 Special Funding 0 0 0 0 0 0 97000 Bond Payments-Town Center 0 0 0 0 0 0 99000 Transfer Out 0 0 0 0 0 0 Total Expenditures 535,675 466,968 523,102 68,707 28,858 49,677 Excess of Revenues Over/(Under)Expenditures 0 (55,325) (199,673) (12,490) (44,775) Page 12 of 12 1 Fayetteville A&P Commission 2017 Budget Account Number Account Name Consolidated Experience Town Center Walker Stone Clinton Fayetteville House House REVENUE 40000 Revenue 41000 Hotel, Motel, Restaurant Taxes 3,412,901 3,412,901 41100 HMR Taxes 3,392,424 3,392,424 41200 PY Hotel, Motel, Restaurant Tax 20,477 20,477 42000 Rental Income 602,000 598,500 3,500 42100 Facility Rental 505,300 501,800 3,500 42200 Rental Items 43,000 43,000 42300 Alcohol Sales 53,700 53,700 42400 Third Party Rental Revenue 0 43000 Event Income 36,750 31,750 5,000 43100 1st Thursday Income 20,000 20,000 43200 LOTO Income 5,000 5,000 43300 Partnership Income 6,750 6,750 43400 Other Event Income 5,000 5,000 44000 Sales 43,037 35,537 7,500 44100 Museum Store Sales 7,500 7,500 44200 Visitor Store Sales 35,537 35,537 44210 Regular Store Sales 30,567 30,567 44220 Consignment Sales 4,970 4,970 45000 Parking Revenue 30,800 0 30,800 45100 Parking Machine Revenue 11,000 11,000 45200 Parking Lease Revenue 19,800 19,800 46000 Ad Income 18,000 18,000 46100 Visitor Guide Ad Income 18,000 18,000 46200 Other Ad Income 0 47000 Museum Revenue 53,000 0 53,000 47100 Admission Revenue 23,000 0 23,000 47200 Contribution 30,000 0 30,000 47300 Membership 0 49000 Interest Income 14,367 12,400 1,767 200 49001 Investment Account Interest 10,000 10,000 49002 Checking Account Interest 4,367 2,400 1,767 200 TOTAL REVENUE 4,210,855 3,510,588 631,067 0 69,200 1/18/2017 3:03 PM Y:\Finance\Budgets\2017 Budgets\2017 Budget 2 Fayetteville A&P Commission 2017 Budget Account Number Account Name Consolidated Experience Town Center Walker Stone Clinton Fayetteville House House EXPENSE 50000 Rental/and Event Expenses 202,017 89,717 85,800 26,500 51000 Rental Expenses 86,000 85,000 1,000 51100 Facility Rental Expenses 500 500 51200 Rental Items 31,500 31,000 500 51300 Alcohol and Bar Supply Expenses 25,000 25,000 51400 Third Party Rental Expenses 29,000 29,000 52000 Event Expenses 67,000 800 0 6,000 52100 1st Thursday Expenses 35,000 35,000 52200 LOTO Expenses 20,000 20,000 52300 Partnership Expenses 0 52400 Other Event Expenses 18,800 12,000 800 6,000 53000 Store Expenses 22,717 0 0 5,400 53100 Museum Store Expenses 5,400 5,400 53200 EF Store Expenses 18,741 18,741 53300 Consignment Sales Expenses 3,976 3,976 54000 Museum Activities 14,100 0 0 0 14,100 54100 Program 2,100 0 0 0 2,100 54110 Group Visits 250 250 54120 Brick 350 350 54130 Honoraria 1,500 1,500 54140 Other 0 0 54200 Exhibit Expenses 10,000 10,000 54300 Fundraising 2,000 2,000 60000 Payroll and Related Expenses 1,022,739 572,151 292,526 0 158,062 61000 Wages 775,846 432,942 217,864 125,040 62000 Payroll Tax Expense 60,774 33,797 17,105 0 9,872 62100 Federal (941) Payroll Taxes 59,353 33,120 16,667 0 9,566 62300 SUTA 1,421 677 438 0 306 63000 Benefits 179,219 100,612 55,457 0 23,150 63100 Health and Other Employee Insurance 110,078 60,548 33,020 16,510 63200 Company Retirement Contributions 21,341 12,464 5,937 2,940 63300 Car Allowance 3,600 3,600 63400 Relocation Expenses 1,000 1,000 63500 Training and Development 41,000 22,000 15,500 3,500 63600 Employee Relations 2,200 1,000 1,000 200 64000 Contract Labor 6,900 4,800 2,100 1/18/2017 3:03 PM Y:\Finance\Budgets\2017 Budgets\2017 Budget 3 Fayetteville A&P Commission 2017 Budget Account Number Account Name Consolidated Experience Town Center Walker Stone Clinton Fayetteville House House 70000 Operating Expenses 1,749,361 1,194,166 267,962 237,468 49,765 71000 Marketing 916,750 906,000 8,500 0 2,250 71100 Advertising Expenses 539,000 538,000 0 0 1,000 71110 Agency Advertising 518,000 518,000 0 0 71120 Non-Agency Advertising 21,000 20,000 1,000 71200 Agency Fees 168,000 168,000 71300 Promotion 86,000 80,000 6,000 0 0 71310 Promotion Expenses 66,000 60,000 6,000 71320 Signage-Tourism 20,000 20,000 71400 Printing 73,500 70,000 2,500 0 1,000 71410 Visitors Guide 60,000 60,000 71420 Other Brochures 13,500 10,000 2,500 1,000 71500 Website 30,000 30,000 71600 Mailings 20,250 20,000 250 72000 Sales and Development 83,425 77,345 5,480 0 600 72100 Promotional Items 11,500 8,500 3,000 72200 Meals 3,000 2,000 1,000 0 72300 Groups 15,000 15,000 72400 Sports 25,000 25,000 72500 Meetings 4,500 3,500 1,000 72600 Memberships 18,425 17,345 480 600 72700 Other Sales and Development 6,000 6,000 73000 Office and Administrative Expenses 129,944 106,492 19,752 0 3,700 73100 Office Expenses 24,622 12,870 9,752 0 2,000 73110 Office Supplies 14,000 7,000 5,000 2,000 73120 Office Equipment Leases 3,686 2,034 1,652 73130 Office Equipment Purchases 6,500 3,500 3,000 73140 Subscriptions 436 336 100 73200 Fees 9,100 2,000 6,000 0 1,100 73210 Bank Service Charges 0 73220 Credit Card Fees 9,100 2,000 6,000 1,100 73400 Business Taxes and Licenses 3,500 200 3,200 100 73500 Accounting,Audit,and Legal Expenses 21,000 21,000 73700 Postage and Shipping 3,464 2,164 800 500 73900 Collection Expenses 68,258 68,258 1/18/2017 3:03 PM Y:\Finance\Budgets\2017 Budgets\2017 Budget 4 Fayetteville A&P Commission 2017 Budget Account Number Account Name Consolidated Experience Town Center Walker Stone Clinton Fayetteville House House 74000 Travel 38,500 26,740 9,300 0 2,460 74100 Lodging 12,600 9,625 1,950 1,025 74200 Mileage 6,225 3,200 2,400 625 74300 Transportation 11,840 9,040 2,450 350 74400 Meals Out of Town 7,835 4,875 2,500 460 75000 IT Expenses 51,100 36,740 9,800 0 4,560 75100 Computer Hardware 10,700 4,500 5,000 1,200 75200 Software Purchases and Subscriptions 15,800 11,000 4,800 75300 IT Support and Consulting 24,600 21,240 3,360 76000 Insurance 18,318 10,349 2,804 4,843 322 76100 Insurance- Building 14,618 6,649 2,804 4,843 322 76200 Insurance-W/C 1,700 1,700 76300 Insurance- D&0 2,000 2,000 77000 Facilities 511,324 30,500 212,326 232,625 35,873 77100 Rent 14,400 14,400 77200 Internet&Telephone 26,183 12,300 11,760 2,123 77300 Utilities 95,150 6,200 80,000 5,100 3,850 77310 Electric 69,000 5,500 60,000 2,200 1,300 77320 Gas 11,050 9,000 1,100 950 77330 Water 15,100 700 11,000 1,800 1,600 77400 Repairs and Maintenance 45,000 5,000 30,000 10,000 77500 Janitorial Supplies 20,800 4,000 16,300 500 77600 Maintenance Contracts 45,709 38,184 2,525 5,000 77800 Improvements 264,082 3,000 36,082 225,000 80000 Grants Awarded 214,934 214,934 80100 Current Year Spring 110,000 110,000 80200 Prior Year Fall 104,934 104,934 90000 Other Expenses 707,312 707,312 0 0 0 90100 Bond Payments 707,312 707,312 90200 Major Capital Purchases 0 0 0 0 0 90300 Future Project Funding 314,492 314,492 0 0 0 90310 Future Capital Improvement 60,000 90320 Operating Reserves 254,492 TOTAL EXPENSE 4,210,855 3,092,772 646,288 237,468 234,327 NET REVENUE OVER/(UNDER EXPENSE) (0) 417,816 (15,221) (237,468) (165,127) 98002 Support from Experience Fayetteville 0 (417,816) 15,221 237,468 165,127 1/18/2017 3:03 PM Y:\Finance\Budgets\2017 Budgets\2017 Budget On Jan 17, 2017 7:16 PM, "Tim Freeman" <tim.freemankunitedhm.com>wrote: Dear Chairman Petty and Fellow A&P Commissioners, I was recently trying to figure out exactly how long I had been on the A&P Commission. I honestly cannot remember when I first applied and started serving -- 2007 maybe? Whenever it was, it was a long time ago. Since then many things have changed for me, including the amount of time that I travel and have to dedicate to the commission. Moreover, I just don't think that anyone should do the same thing for too long in life! So I think it is now time for me to move on in this new year and give someone else the opportunity to serve -- someone who might bring new ideas and a fresh perspective to the commission. So please accept this as my resignation, effective immediately. And I feel comfortable leaving now! In my time serving on the commission I've seen many changes, but I have never seen a better group of commissioners and staff, who all clearly care greatly for Fayetteville and have the best interest of the city at heart. And I'm not saying that to flatter you--this group really does work well together, and I'm excited to see what the future has in store for the commission and the city. It has been an honor to serve with each of you and to do my small part in promoting our great city over the years. I hope that I have been a good steward of tax dollars and helped to move the city forward in some small way. I love this place. I truly believe that Fayetteville is one of the best cities in America and the world, and I cannot wait to see what is in store for the future. Thank you all for the opportunity, but mostly thank you for being so great to work with. I hope to see each of you around Fayetteville in the very near future. Sincerely, Tim Freeman � HLJ/\/IENT TC� United Hotel Management, LLC tim.freeman(ab,unitedhm.com 479-466-4629 unitedhm.com