HomeMy WebLinkAbout2020-11-16 - Agendas - FinalFayetteville Advertising and
Promotion Commission
November 16, 2020
2:00 p.m.
Location: Virtual Public Meeting, Via Zoom, register:
https://zoom.us/webinar/register/WN_YOSL-MplQjOyDTmWtgOPhA
Commissioners: Matthew Petty, Chairperson; Katherine Kinney;Todd
Martin; Robert Rhoads; Chrissy Sanderson; Sarah
Bunch; Reese Roberts
Staff: Molly Rawn, Chief Executive Officer
Agenda
I. Call to order at 2:00 p.m.
II. Old Business
A. Review and approval of October 2020 minutes
III. New Business
A. CEO Report:
i. September HMR report
ii. October financials
iii. Unit updates, including Clinton House Museum next steps
iv. Commission Vacancy
v. 2020 meeting schedule
B. Vote. Recommendation to accept a quote from Pinnacle Roofing for a roof
replacement at the Walker Stone House in the amount of $25,500. The roof
was significantly damaged by hail in May. Our insurance policy will reimburse
the cost of the roof. See attached memo for further details.
C. Marketing Report: Hazel Hernandez
IV. Agenda Additions. Additions to the agenda may be added upon request from a majority of
commissioners
Fayetteville Advertising and Promotion Commission
Minutes from October 191", 2020 Meeting
Virtual Public Meeting, Via Zoom
Commissioners Present: Todd Martin, Sarah Bunch, Chrissy Sanderson, Reese Roberts, Katherine
Kinney
Commissioners Absent: Matthew Petty, Chairperson; Robert Rhoads
Staff: Molly Rawn, Chief Executive Officer and Hazel Hernandez, Vice
President of Sales and Marketing
CEO Rawn called the meeting to order in lieu of Chairperson Petty at 2:01pm and began
with a roll call
Old Business
a. Commissioner Martin moved to approve the September 2020 minutes with
Commissioner Sanderson offering a second. The motion passed with a roll call vote.
III. CEO Report
a. Rawn reported that both health and dental premiums for 2021 will decrease and we will
use this decrease to upgrade to a more robust plan rather than pursue adding vision,
which had been discussed as a possibility last year.
b. Election day has been added as a new paid holiday for all full-time staff, starting this
year.
c. Jennifer Walker, our new VP of Finance starts next Monday. Rawn will be sending out
an email to the commission introducing her to each of you.
d. We are hosting the US Trail Running Conference this week in a hybrid model, it's the
first time the conference has been in Arkansas. In addition to Julie Pennington, Hazel
Hernandez and the entire FTC team, a big thank you to the Graduate Hotel.
e. Per the request of Devin Howland, the city's Director of Economic Vitality, we have sent
a proposal to City Council to fund 4 or 5 pop up Winter Lounges that Chloe Bell would be
planning, with Amy Stockton's assistance. These will be small events throughout the
entertainment district that will allow for expanded seating and social distancing.
f. The Arkansas High Country mountain bike race begins the weekend of October 30, it's a
1,000 mile race beginning and ending in downtown Fayetteville. This is the first time this
event has been held in Fayetteville and Brannon Pack is coordinating this.
g. Fayetteville Town Center is receiving fiber internet connection and additional Wi Fi
access points with much faster speed thanks to a partnership with the city. This will
allow the city to host any meetings in our larger space if needed
h. Rawn shared that she will present her wind down plan for the Clinton House Museum at
the November meeting. Angie Albright, CHM's Director, has gathered the Clinton House
Museum's board of directors to discuss the wind down
i. August HMR
i. August numbers are down compared to last year but not as down as July's
ii. Lodging numbers are down 26% compared to same time last year
iii. Restaurant numbers are down 12% compared to same time last year
iv. Overall HMR collections for 2020 are down 19%
Overall revenue for Fayetteville A&P across all units is far better than what we feared, as
of September 30th we are down only $43,780 due to cost cutting measures.
k. December meeting: Rawn proposes to meet December 14th, the second Monday of
December which will allow our new VP of Finance more time to work with team on the
2021 budget. This meeting, held the second, not the third, Monday in December, will
be focused just on the 2021 budget and will not include HMR collections or a marketing
report. Rawn asked if there were any objections or questions and with there being
none, she will send out a meeting reminder for a Monday, December 14th meeting.
IV. Marketing
a. Hazel Hernandez, VP of Sales and Marketing, reports that thanks to our ads running
since August, website traffic continues to increase, being significantly higher than earlier
months.
Our site traffic by top states continues to be Arkansas at 37%, Texas at 19%, Oklahoma
at 8%, Missouri at 7% and Tennessee at 4%. Total online guide requests for September
were 1,269.
c. Summer and Fall Flight numbers show that everything continues to perform well, with
outdoor activities information growing the fastest. Paid search is performing well with
the click through rate much higher as these are better leads, i.e. they represent people
actively googling topics such as "things to do in Fayetteville."
d. Hernandez also showed four current and upcoming print ads and then gave an update
on some of our public relations efforts: an article by Julie Pennington on Fayetteville
motorcycle tours and a Q and A with Molly Rawn and the NWA Business Journal with
Rawn featured on the cover. Additionally, we've also had excellent coverage of our new
Visitors Guide release. Finally, we created three different itineraries for Little Rock
Family.
V. New Business
a. Rawn presented that we need to add her to the Arvest purchasing card accounts.
Currently Sally Fisher is the only one listed and having two staff on the account is
needed. Commissioner Kinney presented a motion to approve Molly Rawn's ability to
make changes on this Arvest account by adding Rawn to the account. With
Commissioner Sanderson seconding, this motion passed unanimously.
b. To end the meeting, Commissioner Roberts shared that she has submitted her
resignation as General Manager of Bordinos effective November Vt which leaves us with
a vacancy on the A&P board. Rawn thanked Roberts for her service and her outreach
into the community during such a difficult year. Commissioner Bunch said if
commissioners know of someone who owns or manages a hotel, motel or restaurant
and would be interested in the position, please encourage them to apply.
c. With no further business, Rawn adjourned the meeting at 2:27pm
Minutes submitted by Amy Stockton, Director of Operations
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change
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** This represents one half of the total HMR collections. The other half supports the Parks and Recreation department.
Fayetteville A&P Commission
Balance Sheet
As of October 31, 2020
ASSETS
Current Assets
Cash
1st Security A&P/EF
656,339.74
1st Security Fayetteville TC
399,318.69
1st Security Clinton House
4,518.38
1st Security Cyclocross
772,531.43
Arvest Payroll Account
25,257.65
EF/CVB Cash in Register
150.00
TC Cash on Hand
1,000.00
CHM Cash In Register
100.00
Subtotal: Cash
1,859,215.89
Investments
Investments
848,160.94
Investments: Adjust to Market
3,198.95
Subtotal: Investments
851,359.89
Accounts Receivable
Accounts Receivable - City Parking
376.00
Accounts Receivable (TC)
67,752.42
HMR Funds Due from City
201,539.85
Total Accounts Receivable
269,668.27
Prepaid Expenses
24,035.44
Deposits
30,617.00
Visitors Guide Trade
1,438.59
Inventory Asset - EF/CVB
6,494.64
Inventory Asset - CHM
7,396.62
Total Current Assets
3,050,226.34
Other Assets
Capital Assets
Furniture & Fixtures
96,640.63
Equipment
371,600.53
EF/CVB Building
940,410.32
EF/CVB Land
198,621.00
Building Additions
907,335.49
Walker -Stone House
1,167,217.53
Accumulated Depreciation
(1,188,819.38)
Subtotal: Capital Assets
2,493,006.12
Construction in Progress
77,693.23
Total Other Assets
2.570.699.35
TOTAL ASSETS
LIABILITIES AND EQUITY
Current Liabilities
Accounts Payable
31,891.43
Sales Tax Payable
1,679.22
Unearned Revenue 2020
13,910.00
Unearned Revenue 2021
101,326.09
Notes Payable
2,514.98
Subtotal: Current Liabilities
151,321.72
Total Liabilities
Equity
Fund Balance 4,946,572.81
Temporarily Restricted Funds 395,661.50
Net Revenue
Gain/(Loss) on Investments (56,115.51)
Net Revenue without Cyclocross (109,263.39)
Net Revenue for Cyclocross 292,748.56 127,369.66
Total Equity
5,620,925.69
151,321.72
5,469,603.97
TOTAL LIABILITIES AND EQUITY 5,620,925.69
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
CONSOLIDATED
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining % of
Budget
Revenue
Hotel, Motel, Restaurant Taxes Revenue
CYHMRTaxes
2,434,268.92
2,369,024
65,244.92
-2.75%
PY HMR Taxes
33,050.42
30,000
3,050.42
-10.17%
Subtotal Hotel, Motel, Restaurant Taxes Revenue
2,467,319.34
2,399,024
68,295.34
Rental Revenue
Facility Rental
107,893.13
160,000
(52,106.87)
32.57%
Rental Items
16,607.77
24,000
(7,392.23)
30.80%
Alcohol Sales
29,631.09
55,000
(25,368.91)
46.13%
Rental Services
24,430.00
40,000
(15,570.00)
38.93%
Subtotal Rental Revenue
178,561.99
279,000
(100,438.01)
Event Revenue
First Thursday Income
5,000.00
0
5,000.00
-100.00%
LOTO Income
0.00
3,500
(3,500.00)
100.00%
Other Event Income
5,282.84
600
4,682.84
-780.47%
Subtotal Event Revenue
10,282.84
4,100
6,182.84
Clinton House Museum Revenue
Museum Store Sales
2,050.84
2,700
(649.16)
24.04%
Admission Revenue
0.00
0
0.00
Donations
1,685.15
5,000
(3,314.85)
66.30%
Membership
Subtotal Clinton House Museum Revenue
3,735.99
7,700
(3,964.01)
Visitor Center Store Revenue
Visitor Store Sales
Regular Store Sales
8,029.91
9,000
(970.09)
10.78%
Consignment Sales
1,006.00
4,000
(2,994.00)
74.85%
Subtotal Visitor Center Revenue
9,035.91
13,000
(3,964.09)
Parking Revenue
Parking Machine Revenue
4,585.80
10,000
(5,414.20)
54.14%
Parking Lease Revenue
11,030.00
13,800
(2,770.00)
20.07%
Subtotal Parking Revenue
15,615.80
23,800
(8,184.20)
Advertising Revenue
Visitor Guide Ad Income
18,650.00
15,000
3,650.00
-24.33%
Banner Income
900.00
2,000
(1,100.00)
55.00%
Subtotal Advertising Revenue
19,550.00
17,000
2,550.00
Other Revenue
Other Revenue
1,292.25
0
1,292.25
-100.00%
WFF Cycling Coordinator Grant
53,316.00
53,316
0.00
0.00%
WFF Cyclocross Grant
Cyclocross Grant Funds
0.00
0
0.00
100.00%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
CONSOLIDATED
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining % of
Budget
Cyclocross Events Revenue
0.00
0
0.00
100.00%
Cultural Arts Corridor
5,000.00
5,000
0.00
100.00%
Clinton House Museum Grants
8,000.00
0
8,000.00
100.00%
Subtotal Other Revenue
67,608.25
58,316
9,292.25
Interest and Investment Revenue
Investment Account Interest
12,174.53
9,900
2,274.53
-22.98%
Checking Account Interest
5,663.06
7,900
(2,236.94)
28.32%
Subtotal Interest and Investment Revenue
17,837.59
17,800
37.59
Total Revenue
2,789,547.71
2,819,740
(30,192.29)
Expenses
Operating Expenses
Rental Expenses
Facility Rental Expenses
0.00
0
0.00
100.00%
Linens
3,979.34
9,500
(5,520.66)
58.11%
Alcohol & Bar Supply Expenses
Alcohol
5,215.91
24,000
(18,784.09)
78.27%
Bar Supply Expenses
1,275.21
5,000
(3,724.79)
74.50%
Rental Services
5,949.00
15,000
(9,051.00)
60.34%
Subtotal Rental Expenses
16,419.46
53,500
(37,080.54)
Event Expenses
First Thursday Expenses
1,250.00
0
1,250.00
-100.00%
LOTO Expenses
0.00
5,500
(5,500.00)
100.00%
Other Event Expenses
3,183.56
1,100
2,083.56
-189.41%
Subtotal Event Expenses
4,433.56
6,600
(2,166.44)
Clinton House Museum
Other Event Expenses
2,827.47
3,500
(672.53)
19.22%
Museum Store Expenses
Goods for Sale
1,758.31
4,500
(2,741.69)
60.93%
Store Supplies
504.28
650
(145.72)
22.42%
Programs
Group Visits
0.00
500
(500.00)
100.00%
Honoraria
250.00
500
(250.00)
50.00%
General Program
134.10
1,000
(865.90)
86.59%
First Ladies Garden
10,800.06
13,000
(2,199.94)
Exhibit Expenses
2,550.89
5,000
(2,449.11)
48.98%
Fundraising
2,529.50
2,530
(0.50)
0.02%
Subtotal Clinton House Museum
21,354.61
31,180
(9,825.39)
Visitor Center Store
Goods for Sale
9,325.89
4,500
4,825.89
1 -107.24%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
CONSOLIDATED
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining % of
Budget
Store Supplies
960.84
2,500
(1,539.16)
61.57%
Consignment Expenses
822.60
2,500
(1,677.40)
67.10%
Subtotal Visitor Center Store
11,109.33
9,500
1,609.33
Marketing Expenses
Advertising Expense
Agency Advertising
225,008.74
250,000
(24,991.26)
10.00%
Non -Agency Advertising
13,161.91
29,000
(15,838.09)
54.61%
Agency Fees
149,625.00
179,550
(29,925.00)
16.67%
Promotion
Promotion Expenses
79,850.07
103,800
(23,949.93)
23.07%
Signage-Tourism
0.00
1,500
(1,500.00)
100.00%
Banners
1,532.88
3,900
(2,367.12)
60.70%
Printing
Visitors Guide Expense
31,552.10
14,400
17,152.10
-119.11%
Other Brochures
6,628.62
9,100
(2,471.38)
27.16%
Website
6,579.73
9,700
(3,120.27)
32.17%
Mailings
4,000.00
6,000
(2,000.00)
33.33%
Sales and Development
Promotional Items
596.03
5,500
(4,903.97)
89.16%
Groups
1,886.44
2,000
(113.56)
5.68%
Sports
17,626.06
11,640
5,986.06
-51.43%
Meetings
53.69
2,100
(2,046.31)
97.44%
Memberships
26,381.70
22,900
3,481.70
-15.20%
Tourism & Client Development
11,269.91
22,100
(10,830.09)
49.00%
Subtotal Marketing Expenses
575,752.88
673,190
(97,437.12)
14.47%
Payroll
Wages Expense
690,305.52
838,759
(148,453.48)
17.70%
Payroll Tax Expense
Federal (941) Payroll Taxes
50,362.43
69,200
(18,837.57)
27.22%
SUTA
2,207.23
2,600
(392.77)
15.11%
Benefits
Health and Other Emp Insurance
102,589.87
135,063
(32,473.13)
24.04%
Company Ret Contributions
16,980.26
29,323
(12,342.74)
42.09%
Car Allowance
1,874.97
1,041
833.97
-80.11%
Contract Labor
12,657.02
33,700
(21,042.98)
62.44%
Payroll Processing Fees
5,194.51
6,675
(1,480.49)
Subtotal Payroll Expenses
882,171.81
1,116,361
(234,189.19)
Office and Administrative Expenses
Office Expenses
Office Supplies
3,752.25
1 9,600
1 (5,847.75)
60.91%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
CONSOLIDATED
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining % of
Budget
Office Equipment Leases
4,963.29
8,200
(3,236.71)
39.47%
Office Equipment Purchases
1,101.63
1,800
(698.37)
38.80%
Subscriptions
423.06
1,100
(676.94)
61.54%
Employee Relations
2,589.87
4,700
(2,110.13)
44.90%
Training
2,232.78
6,700
(4,467.22)
66.67%
Postage and Shipping
1,063.78
1,400
(336.22)
24.02%
Fees
Bank Service Charges
414.65
750
(335.35)
44.71%
Credit Card Fees
2,364.62
6,900
(4,535.38)
65.73%
Business Taxes and Licenses
9,373.94
15,000
(5,626.06)
37.51%
Accounting, Audit, & Legal Fees
Accounting Fees
6,750.00
12,000
(5,250.00)
43.75%
Audit Fees
22,100.00
24,000
(1,900.00)
7.92%
Legal Fees
2,374.40
2,500
(125.60)
5.02%
Collection Expense
49,346.36
47,980
1,366.36
-2.85%
Travel
Lodging
6,424.60
8,150
(1,725.40)
21.17%
Mileage
642.06
1,350
(707.94)
52.44%
Transportation
3,050.27
4,800
(1,749.73)
36.45%
Meals Out of Town
1,528.13
3,600
(2,071.87)
57.55%
IT Expenses
Computer Hardware
9,393.07
21,000
(11,606.93)
55.27%
Software Purchases and Subs
23,991.27
25,400
(1,408.73)
5.55%
IT Support and Consulting
41,392.15
38,600
2,792.15
-7.23%
Insurance
Insurance - Building & Contents
15,447.00
15,000
447.00
-2.98%
Insurance - W/C
1,148.00
1,400
(252.00)
18.00%
Facilities
Rent
34,460.00
39,720
(5,260.00)
13.24%
Internet/Telephone
27,682.39
34,080
(6,397.61)
18.77%
Utilities
Electric
52,892.49
68,477
(15,584.51)
22.76%
Gas
8,964.55
13,060
(4,095.45)
31.36%
Water
8,700.08
15,500
(6,799.92)
43.87%
Repairs and Maintenance
41,517.68
69,000
(27,482.32)
39.83%
Janitorial Supplies
17,283.29
35,500
(18,216.71)
51.31%
Maintenance Contracts
36,092.43
39,500
(3,407.57)
8.63%
FFE & Improvements
101,864.01
110,000
(8,135.99)
7.40%
Subtotal Office and Administrative Expenses
541,324.10
686,767
(145,442.90)
21.18%
!Other Expenses
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
CONSOLIDATED
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining % of
Budget
Bond Payments
584,265.70
707,000
(122,734.30)
17.36%
Grants Awarded
Current Year Spring
47,540.00
70,000
(22,460.00)
32.09%
TheatreSquared Contribution
100,000.00
200,000
(100,000.00)
50.00%
Cyclocross Events
0.00
0
0.00
Total Other Expenses
731,805.70
977,000
(245,194.30)
0.25
Total Operating Expenses
2,784,371.45
3,554,098
(769,726.55)
Net Operating Income/(Loss)
5,176.26
(734,358)
739,534.26
FOR REFERENCE ONLY:
Unrealized Gain/(Loss) on Investments
(56,115.51)
Other (COGS / Bad Debt)
1,416.35
Estimated YTD Depreciation
(115,856.00)
Net Income/(Loss) for Cyclocross Events
292,748.56
Total Net Income on Balance Sheet
127,369.66
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Experience Fayetteville
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Revenue
Hotel, Motel, Restaurant Taxes Revenue
CY HMR Taxes
2,434,268.92
2,369,024
65,244.92
-2.75%
PYHMRTaxes
33,050.42
30,000
3,050.42
-10.17%
Subtotal Hotel, Motel, Restaurant Taxes Revenue
2,467,319.34
2,399,024
68,295.34
Rental Revenue
Facility Rental
Rental Items
Alcohol Sales
Rental Services
Subtotal Rental Revenue
Event Revenue
First Thursday Income
5,000.00
0
5,000.00
-100.00%
LOTO Income
0.00
3,500
(3,500.00)
100.00%
Other Event Income
Subtotal Event Revenue
5,000.00
3,500
1,500.00
Clinton House Museum Revenue
Museum Store Sales
Admission Revenue
Donations
Membership
Subtotal Clinton House Museum Revenue
Visitor Center Store Revenue
Visitor Store Sales
Regular Store Sales
8,029.91
9,000
(970.09)
10.78%
Consignment Sales
1,006.00
4,000
(2,994.00)
74.85%
Subtotal Visitor Center Revenue
9,035.91
13,000
(3,964.09)
Parking Revenue
Parking Machine Revenue
Parking Lease Revenue
Subtotal Parking Revenue
Advertising Revenue
Visitor Guide Ad Income
18,650.00
15,000
3,650.00
-24.33%
Banner Income
900.00
2,000
(1,100.00)
55.00%
Subtotal Advertising Revenue
19,550.00
17,000
2,550.00
Other Revenue
Other Revenue
245.00
0
245.00
-100.00%
WFF Cycling Coordinator Grant
53,316.00
53,316
0.00
0.00%
WFF Cyclocross Grant
Cyclocross Grant Funds
0.00
0
0.00
100.00%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Experience Fayetteville
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Cyclocross Events Revenue
0.00
0
0.00
100.00%
Cultural Arts Corridor
5,000.00
5,000
0.00
100.00%
Clinton House Museum Grants
Subtotal Other Revenue
58,561.00
58,316
245.00
Interest and Investment Revenue
Investment Account Interest
12,174.53
9,900
2,274.53
-22.98%
Checking Account Interest
3,454.30
4,900
(1,445.70)
29.50%
Subtotal Interest and Investment Revenue
15,628.83
14,800
828.83
Total Revenue
2,575,095.08
2,505,640
69,455.08
Expenses
Operating Expenses
Rental Expenses
Facility Rental Expenses
Linens
Alcohol & Bar Supply Expenses
Alcohol
Bar Supply Expenses
Rental Services
Subtotal Rental Expenses
Event Expenses
First Thursday Expenses
1,250.00
0
1,250.00
-100.00%
LOTO Expenses
0.00
5,500
(5,500.00)
100.00%
Other Event Expenses
961.72
1,100
(138.28)
12.57%
Subtotal Event Expenses
2,211.72
6,600
(4,388.28)
Clinton House Museum
Other Event Expenses
Museum Store Expenses
Goods for Sale
Store Supplies
Programs
Group Visits
Honoraria
General Program
First Ladies Garden
Exhibit Expenses
Fundraising
Subtotal Clinton House Museum
Visitor Center Store
Goods for Sale
9,325.89
4,500
4,825.89
-107.24%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Experience Fayetteville
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Store Supplies
960.84
2,500
(1,539.16)
61.57%
Consignment Expenses
822.60
2,500
(1,677.40)
67.10%
Subtotal Visitor Center Store
11,109.33
9,500
1,609.33
Marketing Expenses
Advertising Expense
Agency Advertising
225,008.74
250,000
(24,991.26)
10.00%
Non -Agency Advertising
10,179.40
21,000
(10,820.60)
51.53%
Agency Fees
149,625.00
179,550
(29,925.00)
Promotion
Promotion Expenses
78,223.79
95,000
(16,776.21)
17.66%
Signage-Tourism
0.00
1,500
(1,500.00)
100.00%
Banners
1,532.88
3,900
(2,367.12)
60.70%
Printing
Visitors Guide Expense
31,552.10
14,400
17,152.10
-119.11%
Other Brochures
6,516.96
5,000
1,516.96
-30.34%
Website
4,928.17
8,200
(3,271.83)
39.90%
Mailings
4,000.00
6,000
(2,000.00)
33.33%
Sales and Development
Promotional Items
419.70
2,500
(2,080.30)
83.21%
Groups
1,886.44
2,000
(113.56)
5.68%
Sports
17,626.06
11,640
5,986.06
-51.43%
Meetings
53.69
2,000
(1,946.31)
97.32%
Memberships
24,241.50
20,000
4,241.50
-21.21%
Tourism & Client Development
11,217.50
18,000
(6,782.50)
37.68%
Subtotal Marketing Expenses
567,011.93
640,690
(73,678.07)
Payroll
Wages Expense
425,457.43
498,308
(72,850.57)
14.62%
Payroll Tax Expense
Federal (941) Payroll Taxes
30,580.08
42,000
(11,419.92)
27.19%
SUTA
1,149.70
1,200
(50.30)
4.19%
Benefits
Health and Other Emp Insurance
70,667.38
89,000
(18,332.62)
20.60%
Company Ret Contributions
11,361.11
19,860
(8,498.89)
42.79%
Car Allowance
1,874.97
1,041
833.97
-80.11%
Contract Labor
1,925.50
2,000
(74.50)
3.73%
Payroll Processing Fees
3,102.38
4,000
(897.62)
22.44%
Subtotal Payroll Expenses
546,118.55
657,409
(111,290.45)
Office and Administrative Expenses
Office Expenses
Office Supplies
1,561.51
3,500
1 (1,938.49)
55.39%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Experience Fayetteville
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Office Equipment Leases
2,978.50
4,500
(1,521.50)
33.81%
Office Equipment Purchases
297.42
1,000
(702.58)
70.26%
Subscriptions
409.90
700
(290.10)
41.44%
Employee Relations
2,419.44
2,500
(80.56)
3.22%
Training
1,525.00
1,500
25.00
-1.67%
Postage and Shipping
653.32
900
(246.68)
27.41%
Fees
Bank Service Charges
226.15
500
(273.85)
54.77%
Credit Card Fees
524.14
2,000
(1,475.86)
73.79%
Business Taxes and Licenses
2,471.04
2,800
(328.96)
11.75%
Accounting, Audit, & Legal Fees
Accounting Fees
6,750.00
12,000
(5,250.00)
43.75%
Audit Fees
20,000.00
21,000
(1,000.00)
4.76%
Legal Fees
2,374.40
2,500
(125.60)
5.02%
Collection Expense
49,346.36
47,980
1,366.36
-2.85%
Travel
Lodging
5,070.28
6,000
(929.72)
15.50%
Mileage
468.41
800
(331.59)
41.45%
Transportation
2,304.39
3,500
(1,195.61)
34.16%
Meals Out of Town
1,130.49
2,800
(1,669.51)
59.63%
IT Expenses
Computer Hardware
9,262.50
11,000
(1,737.50)
15.80%
Software Purchases and Subs
16,123.28
18,000
(1,876.72)
10.43%
IT Support and Consulting
39,232.15
36,800
2,432.15
-6.61%
Insurance
Insurance - Building & Contents
11,878.00
11,800
78.00
-0.66%
Insurance - W/C
1,148.00
1,400
(252.00)
18.00%
Facilities
Rent
800.00
120
680.00
-566.67%
Internet/Telephone
11,113.58
13,600
(2,486.42)
18.28%
Utilities
Electric
6,128.24
7,177
(1,048.76)
14.61%
Gas
1,214.50
660
0.00
-84.02%
Water
1,140.96
1,400
(259.04)
18.50%
Repairs and Maintenance
16,315.17
10,000
6,315.17
-63.15%
Janitorial Supplies
957.26
3,500
(2,542.74)
72.65%
Maintenance Contracts
2,232.33
2,000
232.33
-11.62%
FFE & Improvements
1,163.56
10,000
(8,836.44)
88.36%
Subtotal Office and Administrative Expenses
219,220.28
243,937
(25,271.22)
Other Expenses
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Experience Fayetteville
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Bond Payments
584,265.70
707,000
(122,734.30)
Grants Awarded
Current Year Spring
47,540.00
70,000
(22,460.00)
32.09%
TheatreSquared Contribution
100,000.00
200,000
(100,000.00)
50.00%
Cyclocross Events
0.00
0
0.00
Total Other Expenses
731,805.70
977,000
(245,194.30)
0.25
Total Operating Expenses
2,077,477.51
2,535,136
(213,018.69)
Net Operating Income/(Loss)
497,617.57
(29,496)
282,473.77
FOR REFERENCE ONLY:
Unrealized Gain/(Loss) on Investments
Other (COGS / Bad Debt)
Estimated YTD Depreciation
Net Income/(Loss) for Cyclocross Events
Total Net Income on Balance Sheet
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Town Center
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Revenue
Hotel, Motel, Restaurant Taxes Revenue
CY HMR Taxes
PY H MR Taxes
Subtotal Hotel, Motel, Restaurant Taxes Revenue
Rental Revenue
Facility Rental
107,893.13
160,000
(52,106.87)
32.57%
Rental Items
16,607.77
24,000
(7,392.23)
30.80%
Alcohol Sales
29,631.09
55,000
(25,368.91)
46.13%
Rental Services
24,430.00
40,000
(15,570.00)
38.93%
Subtotal Rental Revenue
178,561.99
279,000
(100,438.01)
Event Revenue
First Thursday Income
LOTO Income
Other Event Income
5,282.84
0
5,282.84
-100.00%
Subtotal Event Revenue
5,282.84
0
5,282.84
Clinton House Museum Revenue
Museum Store Sales
Admission Revenue
Donations
Membership
Subtotal Clinton House Museum Revenue
Visitor Center Store Revenue
Visitor Store Sales
Regular Store Sales
Consignment Sales
Subtotal Visitor Center Revenue
Parking Revenue
Parking Machine Revenue
4,585.80
10,000
(5,414.20)
54.14%
Parking Lease Revenue
11,030.00
13,800
(2,770.00)
20.07%
Subtotal Parking Revenue
15,615.80
23,800
(8,184.20)
Advertising Revenue
Visitor Guide Ad Income
Banner Income
Subtotal Advertising Revenue
Other Revenue
Other Revenue
697.25
0
697.25
-100.00%
WFF Cycling Coordinator Grant
WFF Cyclocross Grant
Cyclocross Grant Funds
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Town Center
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Cyclocross Events Revenue
Cultural Arts Corridor
Clinton House Museum Grants
Subtotal Other Revenue
697.25
0
697.25
Interest and Investment Revenue
Investment Account Interest
Checking Account Interest
2,184.93
3,000
(815.07)
27.17%
Subtotal Interest and Investment Revenue
2,184.93
3,000
(815.07)
Total Revenue
202,342.81
305,800
(103,457.19)
Expenses
Operating Expenses
Rental Expenses
Facility Rental Expenses
0
0.00
100.00
Linens
3,979.34
9,500
(5,520.66)
58.11%
Alcohol & Bar Supply Expenses
Alcohol
5,215.91
24,000
(18,784.09)
78.27%
Bar Supply Expenses
1,275.21
5,000
(3,724.79)
74.50%
Rental Services
5,949.00
15,000
(9,051.00)
60.34%
Subtotal Rental Expenses
16,419.46
53,500
(37,080.54)
Event Expenses
First Thursday Expenses
LOTO Expenses
Other Event Expenses
2,221.84
0
2,221.84
-100.00%
Subtotal Event Expenses
2,221.84
0
2,221.84
Clinton House Museum
Other Event Expenses
Museum Store Expenses
Goods for Sale
Store Supplies
Programs
Group Visits
Honoraria
General Program
First Ladies Garden
Exhibit Expenses
Fundraising
Subtotal Clinton House Museum
Visitor Center Store
Goods for Sale
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Town Center
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Store Supplies
Consignment Expenses
Subtotal Visitor Center Store
Marketing Expenses
Advertising Expense
Agency Advertising
Non -Agency Advertising
260.51
3,000
(2,739.49)
-100.00%
Agency Fees
Promotion
Promotion Expenses
1,626.28
8,500
(6,873.72)
80.87%
Signage-Tourism
Banners
Printing
Visitors Guide Expense
Other Brochures
0.00
2,100
(2,100.00)
100.00%
Website
724.99
800
(75.01)
9.38%
Mailings
Sales and Development
Promotional Items
176.33
2,500
(2,323.67)
92.95%
Groups
Sports
Meetings
Memberships
1,442.50
2,350
(907.50)
38.62%
Tourism & Client Development
52.41
4,000
(3,947.59)
98.69%
Subtotal Marketing Expenses
4,283.02
23,250
(18,966.98)
Payroll
Wages Expense
203,084.43
260,202
(57,117.57)
21.95%
Payroll Tax Expense
Federal (941) Payroll Taxes
15,079.80
21,000
(5,920.20)
28.19%
SUTA
920.61
1,200
(279.39)
23.28%
Benefits
Health and Other Emp Insurance
23,317.32
35,421
(12,103.68)
34.17%
Company Ret Contributions
4,401.84
7,500
(3,098.16)
41.31%
Car Allowance
Contract Labor
10,227.34
31,000
(20,772.66)
67.01%
Payroll Processing Fees
2,021.63
2,500
Subtotal Payroll Expenses
259,052.97
358,823
(99,291.66)
Office and Administrative Expenses
Office Expenses
Office Supplies
1,577.11
1 5,100
1 (3,522.89)
69.08%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Town Center
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Office Equipment Leases
1,984.79
3,700
(1,715.21)
46.36%
Office Equipment Purchases
207.52
800
(592.48)
74.06%
Subscriptions
0.00
200
(200.00)
100.00%
Employee Relations
147.08
2,000
(1,852.92)
92.65%
Training
296.55
3,500
(3,203.45)
91.53%
Postage and Shipping
176.63
350
(173.37)
49.53%
Fees
Bank Service Charges
Credit Card Fees
1,307.23
4,100
(2,792.77)
68.12%
Business Taxes and Licenses
6,902.90
12,200
(5,297.10)
43.42%
Accounting, Audit, & Legal Fees
Accounting Fees
Audit Fees
Legal Fees
Collection Expense
Travel
Lodging
0.00
750
(750.00)
100.00%
Mileage
49.45
250
(200.55)
80.22%
Transportation
171.29
700
(528.71)
75.53%
Meals Out of Town
27.74
300
(272.26)
90.75%
IT Expenses
Computer Hardware
48.20
6,000
(5,951.80)
99.20%
Software Purchases and Subs
7,528.25
6,800
728.25
-10.71%
IT Support and Consulting
2,160.00
1,800
360.00
-20.00%
Insurance
Insurance - Building & Contents
3,179.00
2,850
329.00
-11.54%
Insurance - W/C
Facilities
Rent
20,000.00
24,000
(4,000.00)
16.67%
Internet/Telephone
14,117.37
17,680
(3,562.63)
20.15%
Utilities
Electric
46,018.31
60,100
(14,081.69)
23.43%
Gas
6,953.68
11,400
(4,446.32)
39.00%
Water
5,802.78
11,700
(5,897.22)
50.40%
Repairs and Maintenance
24,774.24
55,000
(30,225.76)
54.96%
Janitorial Supplies
14,767.27
30,000
(15,232.73)
50.78%
Maintenance Contracts
33,640.60
37,000
(3,359.40)
9.08%
FFE & Improvements
100,700.45
100,000
700.45
-0.70%
Subtotal Office and Administrative Expenses
292,538.44
398,280
(105,741.56)
Other Expenses
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Town Center
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Bond Payments
Grants Awarded
Current Year Spring
TheatreSquared Contribution
Cyclocross Events
Total Other Expenses
0.00
0
0.00
0.00
Total Operating Expenses
574,515.73
833,853
(258,858.90)
Net Operating Income/(Loss)
(372,172.92)
(528,053)
155,401.71
FOR REFERENCE ONLY:
Unrealized Gain/(Loss) on Investments
Other (COGS / Bad Debt)
Estimated YTD Depreciation
Net Income/(Loss) for Cyclocross Events
Total Net Income on Balance Sheet
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Clinton House
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Revenue
Hotel, Motel, Restaurant Taxes Revenue
CY HMR Taxes
PY H MR Taxes
Subtotal Hotel, Motel, Restaurant Taxes Revenue
Rental Revenue
Facility Rental
Rental Items
Alcohol Sales
Rental Services
Subtotal Rental Revenue
Event Revenue
First Thursday Income
LOTO Income
Other Event Income
0.00
600
(600.00)
100.00%
Subtotal Event Revenue
0.00
600
(600.00)
Clinton House Museum Revenue
Museum Store Sales
2,050.84
2,700
(649.16)
24.04%
Admission Revenue
0.00
0
0.00
Donations
1,685.15
5,000
(3,314.85)
66.30%
Membership
Subtotal Clinton House Museum Revenue
3,735.99
7,700
(3,964.01)
Visitor Center Store Revenue
Visitor Store Sales
Regular Store Sales
Consignment Sales
Subtotal Visitor Center Revenue
Parking Revenue
Parking Machine Revenue
Parking Lease Revenue
Subtotal Parking Revenue
Advertising Revenue
Visitor Guide Ad Income
Banner Income
Subtotal Advertising Revenue
Other Revenue
Other Revenue
350.00
0
350.00
-100.00%
WFF Cycling Coordinator Grant
WFF Cyclocross Grant
Cyclocross Grant Funds
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Clinton House
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Cyclocross Events Revenue
Cultural Arts Corridor
Clinton House Museum Grants
8,000.00
0
8,000.00
-100.00%
Subtotal Other Revenue
8,350.00
0
8,350.00
Interest and Investment Revenue
Investment Account Interest
Checking Account Interest
23.83
0
23.83
-100.00%
Subtotal Interest and Investment Revenue
23.83
0
23.83
Total Revenue
12,109.82
8,300
3,809.82
Expenses
Operating Expenses
Rental Expenses
Facility Rental Expenses
Linens
Alcohol & Bar Supply Expenses
Alcohol
Bar Supply Expenses
Rental Services
Subtotal Rental Expenses
Event Expenses
First Thursday Expenses
LOTO Expenses
Other Event Expenses
Subtotal Event Expenses
Clinton House Museum
Other Event Expenses
2,827.47
3,500
(672.53)
19.22%
Museum Store Expenses
Goods for Sale
1,758.31
4,500
(2,741.69)
60.93%
Store Supplies
504.28
650
(145.72)
22.42%
Programs
Group Visits
0.00
500
(500.00)
100.00%
Honoraria
250.00
500
(250.00)
-100.00%
General Program
134.10
1,000
(865.90)
-100.00%
First Ladies Garden
10,800.06
13,000
(2,199.94)
16.92%
Exhibit Expenses
2,550.89
5,000
(2,449.11)
48.98%
Fundraising
2,529.50
2,530
(0.50)
0.02%
Subtotal Clinton House Museum
21,354.61
31,180
(9,825.39)
Visitor Center Store
Goods for Sale
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Clinton House
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Store Supplies
Consignment Expenses
Subtotal Visitor Center Store
Marketing Expenses
Advertising Expense
Agency Advertising
Non -Agency Advertising
2,722.00
5,000
(2,278.00)
45.56%
Agency Fees
Promotion
Promotion Expenses
0.00
300
(300.00)
100.00%
Signage-Tourism
Banners
Printing
Visitors Guide Expense
Other Brochures
111.66
2,000
(1,888.34)
94.42%
Website
926.57
700
226.57
-32.37%
Mailings
Sales and Development
Promotional Items
0.00
500
(500.00)
100.00%
Groups
Sports
Meetings
0.00
100
(100.00)
100.00%
Memberships
697.70
550
147.70
-26.85%
Tourism & Client Development
0.00
100
(100.00)
100.00%
Subtotal Marketing Expenses
4,457.93
9,250
(4,792.07)
Payroll
Wages Expense
61,763.66
80,249
(66,123.88)
23.03%
Payroll Tax Expense
Federal (941) Payroll Taxes
4,702.55
6,200
(1,497.45)
24.15%
SUTA
136.92
200
(63.08)
31.54%
Benefits
Health and Other Emp Insurance
8,605.17
10,642
(2,036.83)
19.14%
Company Ret Contributions
1,217.31
1,963
(745.69)
37.99%
Car Allowance
Contract Labor
504.18
700
(195.82)
27.97%
Payroll Processing Fees
70.50
175
(104.50)
59.71%
Subtotal Payroll Expenses
77,000.29
100,129
(70,767.25)
Office and Administrative Expenses
Office Expenses
Office Supplies
613.63
1,000
(386.37)
38.64%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Clinton House
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Office Equipment Leases
Office Equipment Purchases
596.69
Subscriptions
13.16
200
(186.84)
93.42%
Employee Relations
23.35
200
(176.65)
88.33%
Training
411.23
1,700
(1,288.77)
75.81%
Postage and Shipping
233.83
150
83.83
-55.89%
Fees
Bank Service Charges
188.50
250
(61.50)
24.60%
Credit Card Fees
533.25
800
(266.75)
33.34%
Business Taxes and Licenses
Accounting, Audit, & Legal Fees
Accounting Fees
Audit Fees
2,100.00
3,000
(900.00)
100.00%
Legal Fees
Collection Expense
Travel
Lodging
1,354.32
1,400
(45.68)
3.26%
Mileage
124.20
300
(175.80)
58.60%
Transportation
574.59
600
(25.41)
4.24%
Meals Out of Town
369.90
500
(130.10)
26.02%
IT Expenses
Computer Hardware
82.37
4,000
(3,917.63)
97.94%
Software Purchases and Subs
339.74
600
(260.26)
43.38%
IT Support and Consulting
Insurance
Insurance - Building & Contents
390.00
350
40.00
-11.43%
Insurance - W/C
Facilities
Rent
13,660.00
15,600
(1,940.00)
12.44%
Internet/Telephone
2,451.44
2,800
(348.56)
12.45%
Utilities
Electric
745.94
1,200
(454.06)
37.84%
Gas
796.37
1,000
(203.63)
20.36%
Water
1,756.34
2,400
(643.66)
26.82%
Repairs and Maintenance
428.27
4,000
(3,571.73)
89.29%
Janitorial Supplies
1,558.76
2,000
(441.24)
22.06%
Maintenance Contracts
219.50
500
(280.50)
56.10%
FFE & Improvements
Subtotal Office and Administrative Expenses
29,565.38
44,550
(15,581.31)
Other Expenses
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Clinton House
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Bond Payments
Grants Awarded
Current Year Spring
TheatreSquared Contribution
Cyclocross Events
Total Other Expenses
0.00
0
0.00
Total Operating Expenses
132,378.21
185,109
(100,966.02)
Net Operating Income/(Loss)
(120,268.39)
(176,809)
104,775.84
FOR REFERENCE ONLY:
Unrealized Gain/(Loss) on Investments
Other (COGS / Bad Debt)
Estimated YTD Depreciation
Net Income/(Loss) for Cyclocross Events
Total Net Income on Balance Sheet
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Cyclocross Events
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Revenue
Hotel, Motel, Restaurant Taxes Revenue
CY HMR Taxes
PY H MR Taxes
Subtotal Hotel, Motel, Restaurant Taxes Revenue
Rental Revenue
Facility Rental
Rental Items
Alcohol Sales
Rental Services
Subtotal Rental Revenue
Event Revenue
First Thursday Income
LOTO Income
Other Event Income
Subtotal Event Revenue
Clinton House Museum Revenue
Museum Store Sales
Admission Revenue
Donations
Membership
Subtotal Clinton House Museum Revenue
Visitor Center Store Revenue
Visitor Store Sales
Regular Store Sales
Consignment Sales
Subtotal Visitor Center Revenue
Parking Revenue
Parking Machine Revenue
Parking Lease Revenue
Subtotal Parking Revenue
Advertising Revenue
Visitor Guide Ad Income
Banner Income
Subtotal Advertising Revenue
Other Revenue
Other Revenue
WFF Cycling Coordinator Grant
WFF Cyclocross Grant
Cyclocross Grant Funds
625,000.00
540,736
84,264.00
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Cyclocross Events
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Cyclocross Events Revenue
7,500.00
0
7,500.00
0.00%
Cultural Arts Corridor
Clinton House Museum Grants
Subtotal Other Revenue
632,500.00
540,736
91,764.00
Interest and Investment Revenue
Investment Account Interest
Checking Account Interest
1,221.67
0
1,221.67
-100.00%
Subtotal Interest and Investment Revenue
1,221.67
0
1,221.67
Total Revenue
633,721.67
540,736
92,985.67
Expenses
Operating Expenses
Rental Expenses
Facility Rental Expenses
Linens
Alcohol & Bar Supply Expenses
Alcohol
Bar Supply Expenses
Rental Services
Subtotal Rental Expenses
Event Expenses
First Thursday Expenses
LOTO Expenses
Other Event Expenses
Subtotal Event Expenses
Clinton House Museum
Other Event Expenses
Museum Store Expenses
Goods for Sale
Store Supplies
Programs
Group Visits
Honoraria
General Program
First Ladies Garden
Exhibit Expenses
Fundraising
Subtotal Clinton House Museum
Visitor Center Store
Goods for Sale
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Cyclocross Events
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Store Supplies
Consignment Expenses
Subtotal Visitor Center Store
Marketing Expenses
Advertising Expense
Agency Advertising
Non -Agency Advertising
Agency Fees
Promotion
Promotion Expenses
1,958.62
0
1,958.62
100.00%
Signage-Tourism
Banners
Printing
Visitors Guide Expense
Other Brochures
Website
Mailings
Sales and Development
Promotional Items
Groups
Sports
Meetings
Memberships
Tourism & Client Development
Subtotal Marketing Expenses
1,958.62
0
1,958.62
Payroll
Wages Expense
Payroll Tax Expense
Federal (941) Payroll Taxes
SUTA
Benefits
Health and Other Emp Insurance
Company Ret Contributions
Car Allowance
Contract Labor
Payroll Processing Fees
Subtotal Payroll Expenses
Office and Administrative Expenses
Office Expenses
Office Supplies
274.70
0
274.70
-100,00%
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Cyclocross Events
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Office Equipment Leases
Office Equipment Purchases
Subscriptions
Employee Relations
Training
Postage and Shipping
Fees
Bank Service Charges
83.00
0
83.00
-100.00%
Credit Card Fees
Business Taxes and Licenses
Accounting, Audit, & Legal Fees
Accounting Fees
Audit Fees
Legal Fees
Collection Expense
Travel
Lodging
Mileage
Transportation
Meals Out of Town
IT Expenses
Computer Hardware
Software Purchases and Subs
IT Support and Consulting
Insurance
Insurance - Building & Contents
Insurance - W/C
Facilities
Rent
Internet/Telephone
Utilities
Electric
Gas
Water
Repairs and Maintenance
Janitorial Supplies
Maintenance Contracts
FFE & Improvements
Subtotal Office and Administrative Expenses
357.70
0
357.70
Other Expenses
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year -to -Date @ October 31, 2020
Cyclocross Events
Year -to -Date
Actual
Budget
Over/(Under)
Budget
Remaining %of
Budget
Bond Payments
Grants Awarded
Current Year Spring
TheatreSquared Contribution
Cyclocross Events
338,656.79
540,736
(202,079.21)
37.37%
Total Other Expenses
338,656.79
540,736
(202,079.21)
Total Operating Expenses
340,973.11
540,736
2,316.32
Net Operating Income/(Loss)
292,748.56
0
90,669.35
FOR REFERENCE ONLY:
Unrealized Gain/(Loss) on Investments
Other (COGS / Bad Debt)
Estimated YTD Depreciation
Net Income/(Loss) for Cyclocross Events
Total Net Income on Balance Sheet
Memo
To: Molly Rawn, CEO, Fayetteville Advertising and Promotion Commission;
Fayetteville Advertising and Promotion Commissioners
From: Miletus Callahan-Barile, Facilities Manager, Fayetteville Town Center
Date: November 12, 2020
Re: Roof Replacement at Walker Stone House
Background:
The Walker Stone House roof is in need of extensive repairs due to hail damage and age. We
have received three quotes, with the most affordable, comprehensive quote from Pinnacle
Roofing, attached.
Cincinnati Insurance sent an adjuster to view the damage and has determined we are eligible
for an initial payment of $16,118.45 with an additional recoverable depreciation amount of up to
$12,774.20 to be distributed once the roof is substantially completed.
Recommendation:
The facilities manager and CEO recommend the commission accept the quote from Pinnacle
Roofing for $25,500. We expect to be reimbursed for the full amount.
The Pinnacle Roofing quote and letter from Cincinnati Insurance are attached.
08/25/2020
Pinnacle Roofing & Home Exteriors Claim Information
3061 Wagon Wheel
Springdale, AR 72762
1]I I. - n f'1 m1Vl%rl k l ^_
Phone: 479-250-1470
Company Representative
Brett Clark
Phone: (479) 202-2348
brett@mypinnacleroofing.com
This estimate is based on 56 squares including waste, starter, hip, ridge, & architectural shingles. We are to remove
existing shingles, remove 2 layers of existing underlayment, replace damaged decking up to 2 sheets (if needed), cut
openings for 6 additional turbine vents, install new chimney flashing on all 3 chimneys, step flashing (if needed) along
roof to brick connections, install ice & water barrier along all valleys, synthetic underlayment, drip edge, pipe jacks,
turbine vents, architectural shingles, & paint vent pipes to match shingle color. This estimate does not cover any
unforeseen labor/materials or special flashing. This estimate will come with a 15 year workmanship warranty & the
limited lifetime manufacturer shingle warranty.
Miletus Callahan Job: Miletus Callahan
Experience Fayetteville
207 West Center Street
Fayetteville, AR 72701 (512) 470-8808
Roofing Section
Qty Unit
7-8 Pitch Tear -Off and Install New Shingles (R&R)
56.00
SQ
Malarkey Vista
53.00
SQ
Malarkey 227 RidgeFlex Hip & Ridge - 12" (31')
6.00
BD
Malarkey Smart Start (114 LF)
4.00
BD
Drip Edge: Metal Drip Edge Style D 10' - White
55.00
STK
7/16" x 4' x 8' OSB
2.00
EA
To replace damaged decking (if needed)
Install OSB decking
2.00
EA
Resisto Econo Ice & Water Shield (2 sq)
2.00
RL
To be installed along all valleys
Install Ice and Water
2.00
RL
InterWrap RhinoRoof U10 Synthetic Underlayment - 42"x286' (10 sq)
6.00
RL
Airvent Turbine Vent - 14"
7.00
EA
Labor - Cut Opening for Turbine Vent
6.00
EA
Large Pan
6.00
EA
Step Flashing
4.00
BD
Trim Coil
2.00
RL
Musket Brown
Labor - Remove & Replace Chimney Flashing
3.00
EA
Small Flashings Kickouts and Corners
1.00
EA
Neoprene Pipe Flashing - 1"-3"
3.00
EA
Generic Touch Up Spray Paint (12 oz)
2.00
EA
Nova Flex
2.00
EA
Roofing Coil Nails - 1 1/4" (7200 Cnt)
3.00
BX
Generic Stainless Steel Staples - 3/8" (5000 Cnt)
4.00
BX
Arrowhead SRB Dumpster
1.00
EA
Pinnacle Roofing 15 Yr Workmanship Warranty
1.00
EA
2"x4"x12' Toe Board
5.00
EA
Safety Equipment
1.00
EA
$23,252.71
Sub Total $23,252.71
Tax $857.29
TOTAL $24,110.00
** All Estimates are valid for 15 days **
** All credit card payments are subject to a three percent (3%) convience fee. **
Important Notice To Owner : I understand that each contractor, subcontractor, laborer, supplier, architect, engineer, surveyor, appraiser,
landscaper, abstractor, or title insurance agent supplying labor, services, materials, or fixtures is entitled to a lien against the property if not paid
in full for all labor, services, materials, or fixtures used to improve, construct, or insure or examine title or the property even though the full
contract price may have been paid to the contractor. I realize that this lien can be enforced by the sale of the property if necessary. I am also
aware that payment may be withheld to the contractor in the amount of the cost of any services, fixtures, materials, or labor not paid for. I know
that it is advisable to, and I may, require the contractor to furnish to me a true and correct full list of all suppliers and service providers under the
contract, and I may check with them to determine if all materials, labor, fixtures, and services furnished for the property have been paid for. I may
also require the contractor to present lien waivers by all suppliers and service providers, stating that they have been paid in full for supplies and
services provided under contact, before i pay the contractor in full. If a supplier or other service provider has not been paid, I may pay the supplier
or other service provider and contractor with a check made payable to them jointly.
- Unless other wise agreed in writing, any changes in the size, scope, or detail of the project from the specifications set forth in this agreement
involving extra cost of materials or labor shall become an extra charge, over and above the contract amount. - No credits will be given for unused
materials left at the job site. Those materials will be returned to our suppliers. - Any delays or cancellations not caused by Pinnacle Roofing may
affect, among other things, the contract amount, the commencement date and the length of time for completion. - Payment is due upon
completion of work. If an invoice is not paid on or before the 10th day after completion, interest shall accrue at the rate of seventeen percent
(17%) per annum on the unpaid balance. - This agreement shall be governed and construed under and in accordance with the laws of
Arkansas. Venue for any action shall be in Benton County Circuit Court in Benton County, Arkansas or any proper venue Pinnacle Roofing may
choose in its sole discretion. - No back charges will be allowed unless agreed to in writing prior to the date that said back charge is the have
occurred. - Customer agrees that in the event of a problem arises in connection with Pinnacle Roofing's work, the exclusive remedy shall be
limited to, in the sole discretion of Pinnacle Roofing, one of the following: repair of the non -conforming service, replacement of the non-
conforming service, or refunding the original contract price. - Customer agrees that no consequential damages of any kind shall be recoverable
from Pinnacle Roofing whether arising out of contract, warranty, strict liability, product liability or tort. This includes but this in not limited to loss
of income, profits, business or reputation. - Customer must prove free and clear access to the site at all times during work hours. - If the work
fails or damaged through no fault or Pinnacle Roofing, the Pinnacle Roofing is not liable for such damages. If the customer wishes to have
Pinnacle Roofing repair such damages, this work will be done at the additional charge of $70.00 per man per hour, plus the cost of materials. -
Pinnacle Roofing is not responsible for damages to HVAC condensate and refrigerant lines. - All job related debris will be removed to the best of
Pinnacle Roofing's abilities. The ground around the house, garage, and all areas where materials and dumpsters were located will be
cleaned. During the installation process, debris and sawdust will fall into the attic; contractor will not be held responsible for cleanup of the attic
areas or any other interior areas. Precautions should be taken to protect any uncovered or valuable items. Incidental cracks in the wall and nail
pops in ceilings are at times unavoidable results of the roofing process. Care should be taken to remove items form the walls in order to prevent
damage. All efforts will be undertaken to avoid damage to the property owners landscaping and property. Pinnacle Roofing will not be responsible
for damages or re -positioning of satellite dishes. It is also the responsibility or property owner to move any items of value that could be damaged
during construction around the work area ( such as outdoor grills) , as Pinnacle Roofing will not be responsible for damage or breakage during
construction. - Pinnacle Roofing shall maintain current workmen's compensation and general liability insurance.
Company Authorized Signature
Customer Signature
Customer Signature
Date
Date
Date
r
CTHE The Cincinnati insurance Company ■ The Cincinnati Indemnity Company
I N C I N NATI The Cincinnati Casualty Company ■ The Cincinnati Specialty Underwriters Insurance Company
INSURANCE COMPANIES The Cincinnati Life Insurance Company
Brian Battaglia
Sr. claims specialist
11/09/2020
FAYETTEVILLE TOWN CENTER AND CONVENTION VISITOR BUREAU
ATTN: MILETUS CALLAHAN-BARILE
P.O. BOX 4157
FAYETTEVILLE, AR. 72702
RE: Insured: FAYETTEVILLE TOWN CENTER AND CONVENTION VISITOR BUREAU
Claim No.:
3611479
Policy No.:
OSENP0100938
Loss Date:
5/412020
Dear Miletus Callahan-Barile:
Please allow this letter to serve as confirmation of our conversation completed today regarding
the above referenced loss. Per our discussion, the building consultant we hired to assist us with
this hail damage claim (Young and Associates) has completed their estimates and I have attached
them here for your review. The properties inspected in Fayetteville Arkansas include the
"Visitor's Center" and the "Stone House". The damages at the Visitor's Center amounted to
$763.39, which is below your $2,500 deductible for that location. As such, I cannot issue a
payment for the damage to the Visitor's Center. The damage at the Stone House amounted to
$29,892.65. That building maintains a $1,000 deductible. The recoverable depreciation for this
location amounted to $12,774.20. Therefore, your initial claim payment (included here) is
$16,118.45.
As discussed, please contact me once the repairs have been substantially completed at the Stone
House so that we can reinspect the property, and if in order at that time, release the recoverable
depreciation payment to you in the amount of $12,774.20.
Sincerely,
Brian Battaglia
Sr. claims specialist
Mailing Address: PO Box 5427 ■ Bella Vista, AR 727 ! 4-5427
email:brian_banagliaCcDcinfin.com ■ Office :479 268 6399 ■ Fax:888 882 7633
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