Fayetteville Advertising and Promotion Commission - April Agenda

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PLEASE NOTE MEETING LOCATION CHANGE

The Advertising and Promotion Commission will meet on Monday, April 12, 2010 at 1:30 p.m, at the Clinton House Museum for the Historic Register plaque dedication at the House. Regular A & P meeting will follow at the Clinton House.
AGENDA ADVERTISING AND PROMOTION COMMISSION Apri112,2010 2:00 p.m. Clinton House Museum 1. II. Call to Order Reports A. Approval of Minutes for March 8, 2010 regular monthly meeting B. Financial Report 1. HMR Revenues - Marilyn Heifner 2. Financial Statements - Keith Glass 3. Update from City Attorney re: delinquent tax collection efforts - Kit Williams C. Clinton House Museum Report D. Visitor Bureau Report - Allyson Twiggs Dyer E. Town Center Report - Sandra Bennett F. Executive Director Report - Marilyn Heifner G. Advertising Agency Report - Mike Sells Old Business A. Operations Manual/Commission

III.

By-Laws

IV.

New Business A. Discussion of sustainability requirements and guidelines for HMR special event funding. Add to funding application form - "Please describe how you will use sustainable practices during your event, i.e., recycling, using e-mails, etc." V. Adjourn

1

ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING March 8,2010 Commissioners Present: Neal Crawford, Bob Davis, Tim Freeman, Lioneld Jordan, Brandon Karn, Robert Rhoads, and Maudie Schmitt. Commissioners Absent: None Staff Present: Sandra Bennett, Allyson Twiggs Dyer, Marilyn Heifner, Marlo Priest, and Jessica Edwards CALL TO ORDER Tim Freeman called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on March 8 at the Fayetteville Town Center at 2:00 p.m. APPOINTMENT OF COMMISSIONER FOR TERM EXPIRING 411114 Moved by Jordan, second by Schmitt to accept by acclamation Brandon Karn to fill a term expiring April 1,2014. Motion carried. ELECTION OF CHAIRMAN Commissioners voted for two nominated candidates for Chairman for 2010. Results of the voting were as follows: For Davis: Crawford, Schmitt, and Davis. For Freeman: Karn, Jordan, Rhoads, and Freeman. Tim Freeman was elected chairman. MINUTES Moved by Davis, second by Jordan to approve the minutes of the February 8 meeting. Motion carried. HMR COLLECTIONS HMR collections for February (January sales) were $143.940, a 13.88% decline from last year. Year to date collections is $310,586, a·6.83% change over prior year. FINANCIAL STATEMENTS Keith Glass reported on January financials. A & P operationally was as budgeted. Town Center, CVB, and CHM line items were all in line. CITY ATTORNEY Kit William apologized that revenue from overdue taxes was at an all time low of $387.34. He will work with the City Prosecutor to modify penalty procedures for not turning in forms and to make it a fine for not remitting those forms. REPORTS CLINTON HOUSE MUSEUM In February, the House featured its collection of magazines featuring the Clintons. An increase in visitors has been seen with spring approaching. President Clinton's heart procedure brought recognition to the house. President's Day was marked with the annual presidential trivia challenge. March event will feature the art of Scott Mashburn with a reception planned for March 23. In the garden and yard, the bulb watch continues.

2

VISITORS BUREAU Allyson introduced two new staff members: Jessica Edwards, communications manager, and Marlo Priest, sports marketing manager. The staff is gearing up to host the NCAA Indoor Championships and putting out the red carped for them since they won't be back for two years. Allyson met with attraction operators and Tim Freeman regarding an attraction passport where all would cross sell each other. Julie Pennington will attend Governor's Conference and represent Fayetteville. TOWN CENTER The Town Center staff exceeded their sales and collections goal for the month. EXECUTIVE DIRECTOR Marilyn thanked the Commission for their participation in the dedication of the sign at the Butterfield Trace at Lake Fayetteville. A crowd of 70 attended the dedication in 39 degree weather. Forth-four attended the presentation by the National Parks Service on their plans for certifying the Butterfield Overland Mail Route. Marilyn is working with a Forward Fayetteville Creative Economy group on producing a gallery guide. The new staff members at the CVB will put Fayetteville on the cutting edge of CVB' s not only in Arkansas, but across the region. Julie Pennington is working on two new group tours: Birding and garden tours. Marilyn said the staff will have to tighten their belts in March because of the revenue loss in February. However, she reported on energy savings at the Town Center for the first two months of $4,041.49 and 36,960 KWH. She presented an update for the experienceFayetteville.com website which focuses on the A & P Commission. Included in the section are an explanation of the Commission, HMR revenues for the last 2 years and current year; a funding request explanation and a funding request form. By consensus of the Commissioners, the site will go live on Tuesday. AD AGENCY REPORT Mike Sells discussed the goal for the website established 4 months ago to "engage the user". Tracking the key metrics, it appears that things are working. Visitors are staying 3 min. 21 sec. We wanted people to say, "Send me a Visitor Guide." Downloads of the Visitor Guide are up 170% for January and February of2010. Advertising inquiries are up 14% over lastJanuary and February. Jade Gustin said work was progressing on the Visitor Guide. The book will be to the printer in the next couple of weeks. She showed Steve Moore's photo of the castle which will be on the cover. Magazine ads were also presented. Lee said the magazine Women's Focus (Wichita) will feature Fayetteville in a "Plan a Getaway" article. Tulsa People will have an article on Fayetteville as well. OLD BUSINESS None

NEW BUSINESS None The annual report of the Botanical Garden of the Ozarks was included with the agenda for the Commission. There being no further business, the meeting was adjourned. Respectfully submitted,

7h~~
Marilyn Heifner Executive Director

4

Advertising and Promotion Commission For month of December 2009 Current Year HMR Collected (2120.0912.4101.00) Prior Year Collected (2120.0912.4101.01) First Security Investment Interest Revenue (2120.0912.4708.00) Total Revenues
$ $ $ $ 174,530.77 37.50 3,164.33 177,732.60

Annual Bond Audit Expense (2120.9120.7602.60) Collection Expense (2120.9120.5333.00) Bank of OK Quarterly Fee (2120.9120.5712.00) Town Center Bond Payment (2120.9120.5712.00) 2008 Property Taxes on Town Center (2120.9120.7602.60) Total Expenses

$ $ $ (3,491.37) (55,949.41)

$

(59,440.78)

Total Check to A&P

$

118,291.82

5

City of Fayetteville, Arkansas Monthly HMR Tax Collections

2007-2010

2007 Total HMR Taxes January February March April May June July August September October November December Total $ $166,620 $150,088 $157,317 $171,562 $165,779 $177,594 $173,079 $160,560 $172,373 $180,324 $185,111 $170,506 $2,030,913

2008 Total HMR Taxes $174,005 $158,693 $172,804 $183,672 $175,064 $194,447 $188,253 $174,648 $190,244 $187,125 $197,814 $174,682
:==:-:===~=

2008 Change Over Prior Year 4.43% 5.58% 9.84% 7.06% 5.60% 9.4.9% 8.77% 8.77% 10.37% 3.77% 6.86% 2.45% 6.92%

2009 Total HMR Taxes $166,214 $167,141 $180,027 $191,542 $190,320 $190.237 $180,944 $167,897 $176,463 $189,728 $190,887 $174,568 $2,165,969

2009 Change Over Prior Year -4.48% 5.32% 4.18% 4.28% 8.71% -2.17% -3.88% -3.87% -7.24% 1.39% -3.50% 0.00%

2010 Total HMR Taxes $166,645 $143,940 $174,568

2010 Change Over Prior Year 0.00% -13.88 -3.03

,._.

$2,171,451

-==::------=-====

:::=---=--:.-:=...-=--~--=-:-=

==-.:...:-=--=--=-

0.00%

-......., •....

-- $485,154-.- -,--

------5.50%

\filename

Statement

Fayetteville A&P Commission of Assets, Liabilities & Equity - Modified February 28, 2010 ASSETS

Cash Basis

Current Assets CVB Cash in Register CHM Cash in Register Arvest A&P General #4856 I st Security A&P General #8714 1st See Fay Town Ctr #8722 1st Sec. Clinton House #8749 1st Sec. Conv Visitor #8730 Arvest Payroll Account #4636 Accounts Receivable Due From Other Funds Investments Investment Adj to Market Total Current Assets Property and Equipment Furniture and Fixtures Equipment CVB Building CYB Land Building Additions Accum. Depreciation Total Property and Equipment Other Assets Total Other Assets Total Assets

$

100.00 100.00 728,483.34 143,818.35 38,167.82 30,191.17 96,873.33 23,963.46 18.48 84,078.64 1,675,611.22 4,256.62 2,825,662.43

31,470.85 171,560.14 921,632.37 198,621.00 318,677.24 (295,778.46) 1,346,183.14

0.00 $ 4,171,845.57

LIABILITIES Current Liabilities Aflac Colonial Life & Acc Ins Payabl Federal Payroll Taxes Payable FUTA Tax Payable State Payroll Taxes Payable SUT A Payable Due to Other Funds Due to Town Center Total Current Liabilities Long-Term Liabilities Liabilities

AND CAPITAL

$

188.46 30.10 7,138.72 415.45 1,600.63 1,018.25 2,878.81 6,089.10 19,359.52

Total Long-Term Total Liabilities

0.00 19,359.52

Capital Beginning Balance Equity Unresticted Fund Balance Restricted Fund-540 film Grant Net Income

3,879,562.33 258,274.40 221.53 14,427.79 See Accountants' Compilation Report

7

Statement

Fayetteville A&P Commission of Assets, Liabilities & Equity - Modified February 28, 2010

Cash Basis

Total Capital Total Liabilities & Capital

4,152,486.05

$

4,171,845.57

See Accountants'

Compilation

Report

8

Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Two Months Ending February 28, 2010 Current Month Revenues HMR Tax Revenue Prior Year HMR Tax Revenue Rental Income Other Income Parking Revenue Parking Lease Gift Shop Sales Visitor Store Partnership Income Admission Revenue Interest Income Investments Interest Income Checking Transfer In Total Revenues $ 143,373.13 567.16 36,941.57 859.50 582.00 3,397.39 269.86 87.61 1,000.00 280.00 6,267.64 224.39 0.00 193,850.25 73.96 0.29 19.06 0.44 0.30 1.75 0.14 0.05 0.52 0.14 3.23 0.12 0.00 100.00 $ Year to Date 300,809.18 9,583.33 73,201.16 1,523.46 1,052.00 3,397.39 437.03 753.44 2,200.00 347.91 6,267.64 390.19 155,000.00 554,962.73 54.20 1.73 13.19 0.27 0.19 0.61 0.08 0.14 0.40 0.06 1.13 0.07 27.93 100.00

Cost of Sales Clinton House Gift Shop Total Cost of Sales Gross Profit Expenses Signage- Tourism Credit Card Discounts Bank Charges Parking Expense Advertising & Marketing Brochures Accounting & Legal Fees Office Expense Visitor Store Exp Insurance & Health Benefits 408 (P) Company Match Car Allowance Telephone Expense Postage and Shipping Expense Repairs & Maintenance Expense Kamensky Fountain Maintenance Linens Publications & Dues Travel/Training Expense Collections Expense Payroll Tax Expense Convention Development Contract Labor Commissions Wages Expense Electricity Utility Gas Utility Water Utility Cable Recycling Security Airport Advertising Minor Equipment Airport Info Booth

33.09 33.09 193,817.16 ._--------_ .•._._-372.40 205.51 0.00 100.00 54,880.06 27,615.79 665.00 2,704.27 630.00 368.34 897.92 300.00 900.00 1,229.55 8,235.01 1,304.73 2,631.02 1,105.00 6,050.97 2,878.81 3,401.24 3,315.82 3,345.00 2,543.50 33,893.15 4,341.59 2,246.59 869.29 89.39 165.28 1,015.23 1,485.00 7,986.28 1,200.00

0.02 0.02 99.98
.

33.09
_._-_.-------

0.01 0.01 99.99

33.09

554,929.64

0.19 0.11 0.00 0.05 28.31 14.25 0.34 1.40 0.32 0.19 0.46 0.15 0.46 0.63 4.25 0.67 1.36 0.57 3.12 1.49 1.75 1.71 1.73 1.31 17.48 2.24 1.16 0.45 0.05 0.09 0.52 0.77 4.12 0.62

1,527.93 341.40 16.97 200.00 56,350.58 27,615.79 1,290.00 3,673.72 1,640.08 5,840.44 1,345.01 450.00 2,291.85 3,829.55 16,404.27 1,827.87 4,334.23 2,069.95 8,640.97 6,207.85 4,965.06 3,915.82 6,530.00 2,543.50 50,529.41 9,366.67 4,551.24 907.16 178.78 330.56 1,368.44 1,485.00 7,986.28 1,200.00

0.28 0.06 0.00 0.04 10.15 4.98 0.23 0.66 0.30 1.05 0.24 0.08 0.41 0.69 2.96 0.33 0.78 0.37 1.56 1.12 0.89 0.71 1.18 0.46 9.11 1.69 0.82 0.16 0.03 0.06 0.25 0.27 1.44 0.22

See Accountants' Compilation Report

9

Fayetteville A&P Commission Statements of Revenue & Expenses - Modified Cash Basis For the Month and Two Months Ending February 28, 2010 Current Month 0.00 5,300.00 3,971.16 0.00 4,326.67 2,000.00 9,251.82 55,949.41 0.00 0.00 259,770.80 $ (65,953.64) Year to Date 1,350.00 5,300.00 3,971.16 1,350.00 4,326.67 2,000.00 12,423.82 111,898.82 1,125.00 155,000.00 540,501.85 $ 14,427.79

DECA AR Air Museum Theatre Squad Bikes, Babes, & Bling Bikes, Blues, & Hot Rods National School Boards Misc Special Project Bond Payments-Town Center Trustee Expense Transfer OUt Total Expenses Net Income

0.00 2.73 2.05 0.00 2.23 1.03 4.77 28.86 0.00 0.00 134.01 (34.02)

0.24 0.96 0.72 0.24 0.78 0.36 2.24 20.16 0.20 27.93 97.39 2.60

See Accountants' Compilation Report

10

Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Two Months Ending February 28, 2010 Current Month This Year Revenues HMR Tax Revenue Prior Year HMR Tax Revenue Rental Income Other Income Parking Revenue Parking Lease Gift Shop Sales Visitor Store Partnership Income Admission Revenue Track Tickets Special Projects Sustainability Summit Interest Income Investments Interest Income Checking Transfer In Total Revenues $ 143,373.13 567.16 36,941.57 859.50 582.00 3,397.39 269.86 87.61 1,000.00 280.00 0.00 0.00 0.00 6,267.64 224.39 0.00
-------_ ..-

Current Month Last Year $ 164,705.24 2,436.21 35,038.62 371.73 787.00 0.00 194.36 437.50 2,500.00 346.91 2,366.00 1,175.00 0.00 3,519.25 288.01 15,000.00 229,165.83 $

Year to Date This Year 300,809.18 9,583.33 73,201.16 1,523.46 1,052.00 3,397.39 437.03 753.44 2,200.00 347.91 0.00 0.00 0.00 6,267.64 390.19 155,000.00 554,962.73 $

Year to Date Last Year 321,484.06 11,871.81 65,261.32 382.67 1,257.00 3,554.56 641.29 1,311.57 3,700.00 503.91 3,136.00 5,956.39 14,000.00 8,004.77 573.56 115,000.00 556,638.91

------

193,850.25
------ -------------

Cost of Sales Clinton House Gift Shop Total Cost of Sales Gross Profit

33.09
--------.---------

--------

423.71
---_
...•..

_--

33.09 33.09 554,929.64

423.71 423.71 556,215.20

33.09
-_.-_._----.

423.71 228,742.12

193,817.16

Expenses Signage- Tourism Credit Card Discounts Bank Charges Parking Expense Advertising & Marketing Brochures Accounting & Legal Fees Office Expense Visitor Store Exp Insurance & Health Benefits 408 (P) Company Match Car Allowance Telephone Expense Postage and Shipping Expense Material & Supplies Rent Maintenance/Lawn Repairs & Maintenance Expense Kamensky Fountain Maintenance Linens Publications & Dues Travel/Training Expense Taxes & Licenses Collections Expense Payroll Tax Expense Convention Development Research Expense Contract Labor Commissions

372.40 205.51 0.00 100.00 54,880.06 27,615.79 665.00 2,704.27 630.00 368.34 897.92 300.00 900.00 1,229.55 0.00 0.00 0.00 8,235.01 1,304.73 2,631.02 1,105.00 6,050.97 0.00 2,878.81 3,401.24 3,315.82 0.00 3,345.00 2,543.50

1,172.25 493.52 39.85 100.00 23,953.77 1,947.19 625.00 2,114.82 0.00 3,277.61 1,006.22 300.00 1,299.56 624.39 95.85 0.00 100.00 9,856.05 273.13 4,221.58 (100.00) 3,852.50 293.50 3,342.83 3,506.37 275.00 1,700.00 3,181.25 1,872.28

1,527.93 341.40 16.97 200.00 56,350.58 27,615.79 1,290.00 3,673.72 1,640.08 5,840.44 1,345.01 450.00 2,291.85 3,829.55 0.00 0.00 0.00 16,404.27 1,827.87 4,334.23 2,069.95 8,640.97 0.00 6,207.85 4,965.06 3,915.82 0.00 6,530.00 2,543.50

1,172.25 740.78 88.20 200.00 25,719.77 1,947.19 1,250.00 2,827.41 1,326.65 3,339.13 1,999.89 600.00 2,657.57 3,645.74 95.85 12,000.00 100.00 11,868.16 273.13 4,221.58 629.00 4,521.47 293.50 6,667.12 7,078.41 1,675.00 1,700.00 5,931.25 3,824.76

See Accountants' Compilation Report

11

Fayetteville A&P Commission Statement of Revenue & Expenses - Modified Cash Basis For the Two Months Ending February 28, 2010 Current Month This Year 33,893.15 4,341.59 2,246.59 869.29 89.39 165.28 1,015.23 1,485.00 7,986.28 1,200.00 0.00 0.00 0.00 0.00 5,300.00 3,971.16 0.00 4,326.67 2,000.00 9,251.82 55,949.41 0.00 0.00 259,770.80 $ (65,953.64)
$

Wages Expense Electricity Utility Gas Utility Water Utility Cable Recycling Security Airport Advertising Minor Equipment Airport Info Booth Coaches Clinic DECA Square Gardens Waterski Champion AR Air Museum Theatre Squad Bikes, Babes, & Bling Bikes, Blues, & Hot Rods National School Boards Mise Special Project Bond Payments-Town Center Trustee Expense Transfer OUt Total Expenses Net Income

Current Month Last Year 36,728.67 6,963.46 2,628.60 547.95 89.54 0.00 568.10 0.00 0.00 1,200.00 1,600.00 0.00 0.00 1,500.00 0.00 0.00 0.00 0.00 0.00 233.34 55,413.35 0.00 15,000.00 191,897.53 36,844.59 $

Year to Date This Year 50,529.41 9,366.67 4,551.24 907.16 178.78 330.56 1,368.44 1,485.00 7,986.28 1,200.00 0.00 1,350.00 0.00 0.00 5,300.00 3,971.16 1,350.00 4,326.67 2,000.00 12,423.82 111,898.82 1,125.00 155,000.00 540,501.85 14,427.79 $

Year to Date Last Year 73,020.01 13,563.66 5,534.33 1,064.91 179.07 0.00 589.95 0.00 0.00 1,200.00 1,600.00 0.00 29,244.43 1,500.00 0.00 0.00 0.00 0.00 0.00 233.34 110,826.70 1,125.00 115,000.00 463,075.21 93,139.99

See Accountants' Compilation Report

12

Fayetteville 8tmt of Budget, Revenue,

Town Center Cash Basis Month Ending February 2010

and Expense-Modified

2010 Annual Budget

2010 Year To Date Accumulated Budget

2010 Year To Date Actual

2010 Year Balance

February Monthly Budget

February Monthly Actual

2009 Year To Date Actual

Revenue
Rental Incl Service Actual 09 394,880.00 480.00 9,000.00 10,000.00 (3,663.00) 6,200.00 64,103.00 80.00 1,257.00 3,554.00 (666.00) 5,000.00 69,044.70 56.72 1,052.00 3,397.39 (1,016.54) 1,481.00 416,897.00 73,328.00 74,015.27 325,835.30 423.28 7,948.00 6,602.61 (2,646.46) 6,200.00 (1,481.00) 29,300.00 40.00 787.00 (333.00) 2,500.00 851.00 32,294.00 39,049.73 35,208.11 27.77 582.00 3,397.39 (1,016.54) 61,034.32 101.62 1,257.00 3,554.56 (1,273.00) 5,956.39 0.94 70,631.83

Interest - Checking
Parking Revenue Daily Leases Sales Tax Exp Special Projects Misc Revenue Transfer Total

Expenses
Salary+Benefits Commissions Contract Labor Payroll Taxes Credit Card Discounts Insurance 401K Match Utilities Water Phone Electricity Gas Cable Recycle Postage Contract 6,225.00 8,960.00 64,741.00 11,969.00 Dumpster Services 20,504.00 3,771.00 60,750.00 5,000.00 3,000.00 500.00 9,000.00 3,035.00 6,200.00 3,211.00 621.00 11,500.00 1,000.00 1,750.00 200.00 812.01 4,334.23 15,426.71 1,003.00 (81201) 16,169.77 3,771.00 45,323.29 5,000.00 1,997.00 500.00 9,000.00 3,035.00 1.187.21 (34299) (1,324.74) 43,745.00 1,138.00 294.00 10,500.00 400.00 96.25 2,631.02 7,892.81 1,003.00 1,302.42 4,221.58 10,513.47 1,766.00 (869.12) 1,080.00 1,980.00 135.00 975.00 1,480.00 11,127.00 5,650.00 180.00 330.00 135.00 781.26 1,507.65 8,346.72 4,292.91 178.78 197.57 5,443.74 7,452.35 56,394.28 7,676.09 901.22 1,980.00 (6257) 500.00 740.00 5,669.00 2,696.00 90.00 165.00 781.26 754.27 3,923.20 2,246.59 89.39 97.57 946.21 1,477.50 12,364.34 5,138.22 179.07 98.00 142,332.00 30,000.00 14,495.00 3,900.00 15,600.00 3,720.00 21,896.00 5,000.00 2,340.00 650.00 2,600.00 620.00 16,134.40 2,543.50 1,030.00 1,746.39 234.47 2,522.80 422.81 126,197.60 27,456.50 (1,030.00) 12,748.61 3,665.53 13,077.20 3,297.19 1,170.00 325.00 1,300.00 310.00 10,948.00 2,500.00 10,604.60 2,543.50 595.00 1,229.34 171.95 1,212.68 258.12 24,536.68 3,825.76 431.25 2,607.07 515.44 217.50 733.85

Office Expense Linens Outside Laundry Repairs & Maintenaru Materials & Supplies Advertising & Promo TravelITraining Building Insurance Taxes & Licenses Special Projects Misc Bank Charges Security Transer In Total

5,000.00

5,012.79 342.99 1,324.74

5,000.00

5,012.79 342.99

233.34 19.90

993.38 42,479.71

546.25 70,804.73

416,897.00

76,265.00

68,195.73

Convention Visitors Bureau Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2010

2010 Annual Budget

2010 Year To Date Accumulated Budget 125,000.00 100.00 1,600.00 500.00 1,600.00 400.00

2010 Year To Date Actual

2010 Year Balance

February Monthly Budget

February Monthly Actual

2009 Year To Date Actual

Revenue Transfer from A&P Interest Partnership Dues Travel Hero Vist. Ctr. Store Special Projects First Thursday Dickson St Film Festival Premeir Baseball Other Income Total Expenses Salary+ Benefits Payroll Tax Exp Insurance-Health 401K Match Utilities Telephone Electricity Water Conv & Tourism Develop Premier Baseball Travel & Training PublicationslDues Repair/Maintenance Office Supp/Printing Tracking Sftware/Maint Credit Card Discounts Taxes & Licenses(ASCAF Visitor Ctr Store Itms Education Reimbursemen Bank Charges Parking Expense Advertising & Marketing Special Project First Thursday Dickson St Film Festival Transfer Out Total

352,908.00 600.00 9,200.00 3,000.00 15,000.00 2,400.00 1,500.00 2,500.00 15,000.00 402,108.00

125,000.00 106.03 2,200.00 963.44

227,908.00 493.97 7,000.00 3,000.00 14,036.56 2,400.00 1,500.00 2,500.00 15,000.00 50.00 80.64 1,000.00 297.61

100,000.00 96.46 3,700.00 1,562.04

1,000.00 200.00

3,436.00 129,200.00 128,269.47 1,250.00 1,378.25 108,794.50

231,991.00 20,775.00 21,756.00 6,576.00 7,125.00 4,195.00 550.00 23,800.00 15,000.00 32,520.00 3,220.00 2,000.00 9,000.00 3,500.00 1,200.00 300.00 8,000.00 3,000.00 1,200.00

36,878.00 3,300.00 2,600.00 1,096.00 1,175.00 500.00 90.00 2,600.00 6,170.00 1,170.00 400,00 1,500.00 1,800.00 200.00 300.00 1,332.00

20,856.89 1,943.65 3,152.92 564.09 575.71 947.90 88.03 3,915.82 2,835.00 7,935.10 1,600.00 114.45 2,674.28 76.19 210.00 1,640.08

211,134.11 18,831.35 18,603.08 6,011.91 6,549.29 3,247.10 461.97 19,884.18 12,165.00 24,584.90 1,620.00 1,885.55 6,325.72 3,500.00 1,123.81 90.00 6,359.92 3,000.00 1,000.00 (1,150.00) 2,400.00 1,500.00 2,500.00

18,439.00 1,650.00 1,300.00 548.00 600.00 275.00 45.00 1,000.00 2,895.00 1,045.00 400.00 500.00 100.00 300.00 666.00

14,266.26 1,329.58 (299.64) 376.06 41.36 418.39 88.03 3,315.82 2,835.00 5,345.10 775.00 114.45 2,420.59 18.30 210.00 630.00

31,302.39 2,907.53 2,874.40 911.00 1,030.51 1,097.17 44.35 1,675.00 3,891.66 125.00 1,627.82 1,177.87 143.59 293.50 1,326.65 1,700.00 19.90 200.00

200.00

200.00 1,150.00

100.00

100.00

2,400.00 1,500.00 2,500.00 402,108.00

400.00

200.00

61,711.00

50,480.11

30,063.00

31,984.30

52,348.34

111

Clinton House Museum Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2010

2010 Annual Budget

2010 Year To Date

2010 Year To Date

2010 Year Balance

Accumulated
Budget
Revenue

Actual

February Monthly Budget

February Monthly Actual

2009 Year To Date Actual

Transfer from A&P Admission Special Events Gift Shop Sales Interest Other Income Total Expenses Salary+Benefits Payroll Tax Exp Insurance-Health 401K Match Rent Utilities-$3690 Water Gas Electricity Telephone Actual Materials & Supplies Credit Card Discounts Bank Charges Security Maintenance/Lawn Repair/Maintenance Sales Tax Special Projects PublicationslDues T ravellT raining Gift Shop Items Total

59,43100 5,400.00 900.00 6,600.00 240.00 72,571.00

30,000.00 900.00 1,100.00 40.00 32,040.00

30,000.00 347.91 468.03 5.01 20.07 30,841.02

29,431.00 5,052.09 900.00 6,131.97 234.99 (20.07) 550.00 20.00 1,020.00 300.86 20.07 600.93 450.00 280.00

15,000.00 260.00 634.73 21.73 18.00 15,934.46

36,180.00 2,892.00 3,951.00 984.00 12,000.00 500.00 1,300.00 1,000.00 1,200.00 1,200.00 1,000.00 264.00 500.00 2,000.00 600.00 1,200.00 250.00 500.00 5,000.00 72,521.00

6,030.00 482.00 650.00 164.00 12,000.00 74.00 395.00 102.00 200.00 200.00 10000 44.00 100.00 200.00 100.00 200.00 100.00 500.00 1,000.00 22,641.00

4,100.63 383.42 351.89 75.00

32,079.37 2,508.58 3,599.11 909.00 12,000.00

3,015.00 241.00 325.00 82.00 12,000.00 37.00 177.00 47.00 100.00 10000 50.00 22.00 100.00 200.00 50.00 100.00 500.00 17,146.00

2,730.63 255.32 75.00

5,345.94 488.20 21.00 12,000.00 74.35 396.11

37.87 258.33 72.05 208.49 55.90 30.74 43.70

462.13 1,041.67 927.95 991.51 1,144.10 969.26 220.30 500.00 2,000.00 569.00 1,200.00 250.00 405.01 4,966.91

104.37 55.90 15.26 21.85

102.15 149.56 451.37 81.75 28.40 43.70 100.00

31.00

31.00 50.00 94.99 33.09 3,417.41 100.00 423.71 19,856.24

94.99 33.09 5,777.10

15

Fayetteville Advertins and Promotion Commission Stmt of Budget, Revenue, and Expense-Modified Cash Basis Month Ending February 2010

2010 Annual Budget

2010 Year To Date Accumulated Budget 334,315.00 5,840.00 125.00

2010 Year To Date Actual

2010 Year Balance

February Monthly Budget

February Monthly Actual

2009 Year To Dale Actual

Revenue HMR Tax Revenue Prior Year HMR Tax Rev Interest Visitor Guide ads Misc Income Square Garden Carryc Renlallncome Interest Inc Checking Total Expenses Transfers Town Center Fund Bond Audit Exp Bond Paying Agent Fe Workman's Comp Ins Collection Exp Transfer to CVB Transfer to Clinton Hal Peace Fountain Maint Contract Labor Salaries Payroll Tax Exp Insurance-Health 401K Match Car Allowance Advertising & Marketin Airport Info Booth Airport Advertising Brochures Website Update Signage- Tourism Publication & Dues TravelfTraining Recycling Office Sup & Printing Postage Professional Services Straegic Planning Audit Expense Town Center Garden ~ Square Gardens Special Projects Air Museum AR H,S. Coaches Clini Arts Live Bikes, Babes, & Sling Bikes, Blues, & Hot Rc Committee for Mardi G DECA Marketing Fash H.S. Alistar Games NWA Coaches Clinic Saturday of Champions State Soccer Finals 7A State Track Meet Baseball & Softball WE Dickson SI Music Duathlon 4 State Volleyball Clas Iron Pig Festival Joe Martin Stage RaCE Natl School Boards Ozark Valley Triathlon Fayettville Night Jam Ozark Millitary Museun Solar Splash TheatreSquared Tri Sports Kid's & Fam NCAA Baseball Reqiot NCAA Track Indoor SEe Tennis Tournament SEe Men's & Women': SEC Softball Charnpioi Walton Arts Center Misc Expense Repair & Maintenance Minor Equip Depreciation Exp Bank Charges Taxes & Licenses UnalJocated Revenue Total

2,171,850.00 35,000.00 1,500,00 16,600,00 5,000.00

300,809.18 9,583,33 6,267,64 42.46 5,173,00 202.36 322,077.97

2,229,950.00

125.00 340,405.00

1,871,040.82 (9,58333) 28,732.36 1,500,00 16,557.54 5,000.00 (5,173.00) (202.36)

167,621.00 2,916,00

143,373,13 567,16 6,267.64 8,50 2,750.00 95,91 153,062.34

321,484.06 11,871.81 8,004,77 14,063.73 5,500.00 353.75 361,278.12

125.00 170,662.00

676,185,00 2,000.00 6,000,00 2,575.00 43,437.00 352,822.00 59,431.00 10,000.00 84,453,00 7,600,00 3,645.00 2,532.00 3,600.00 400,000.00 5,200.00 6,000,00 100,000.00 20,000,00 10,000,00 2,045.00 5,000.00 1,000,00 20,000.00 7,500,00 30,000.00 2,000.00 10,000.00

112,464,00 1,500,00 6,685.00 125,000.00 30,000,00 1,666.00 14,076.00 1,266.00 608.00 422,00 600.00 35,000.00 1,200.00 5,000,00 4,000.00 1,800.00 600.00 1,200,00 200,00 2,000,00 1,250.00

111,898.82 1,125.00 6,207.85 125,000.00 30,000,00 1,827,87 5,.500.00 9,437.49 891.60 (187,17) 283.11 450.00 54,197,58 1,200.00 1,485.00 27,615.79 1,527.93 469.95 610.88 330,56 131.53 3,631.98 1,290,00

564,286.18 2,000.00 4,875.00 2,575.00 37,229.15 227,822.00 29,431.00 8,172.13 (5,500.00) 75,015.51 6,708.40 3,832.17 2,248.89 3,150,00 345,802.42 4,000,00 4,515.00 72,384.21 20,000.00 8,472.07 1,575.05 4,389.12 (330.56) 86847 16,368.02 6,210.00 30,000.00 2,000,00 10,000.00 (3,172,00)

56,232.00

55,949.41

110,826.70 1,125.00

3,352.00

2,878.81

6,667,12 100,000,00 15,000.00 5,500,00 11,835,00 1,075.61 226.23 355.04 600,00 23,953,77 1,200.00 1,947.19 1,172.25 454,00 1,398.93

833.00 7,038,00 633.00 304.00 211.00 300,00 25,000,00 1,200,00 5,000.00 4,000,00 1,400,00 500.00 300.00 100,00 2,000.00 625.00

1,304.73 2,750.00 6,291.66 587,00 (544.70) 188,74 300.00 53,877,06 1,200,00 1,485.00 27,615.79 372.40 330.00 610.88 165.28 131.53 1,131.98 665.00

3,539.34 1,250,00

5,300.00 17,250,00 1,000.00 20,000.00 10,000,00 2,000,00 1,500.00 30,000,00 1,600,00 1,000.00 1,500,00 2,500.00

5,300.00 1,000,00

3,172.00 5,300,00

29,24443 1,500.00 5,300.00 1,600.00

1,350,00 4,326,67 1,404,03 1,350.00

17,250.00 1,000.00 18,650,00 5,673.33 595.97 150.00 30,000.00 1,600.00 1,000,00 1,500.00 2,500.00

4,326.67 1,404.03

1,000,00 2,500.00 3,200,00 2,000,00 500.00 1,000.00 5,000,00 20,000.00 1,500,00 10,000,00 7,000.00 3,500,00 2,000.00 30,000.00 75,000.00 75,000.00 20,000.00 12,500,00 12,500,00 3,330.00

1,000,00 2,500.00 3,200.00 2,000,00 500.00 1,000.00 5,000.00 16,028.84 1,500,00 10,000,00 7,000.00 3,500.00 2,000.00 30,000,00 863.11 7,643.29 16,97 74,136.89 67,356.71 20,000.00 (16,97) 4,074.00 381,167.00 416,323.00 123,193.00 182,163.47 320,490.61 6,250.00 6,250.00 1,665,00 227.75 7,643.29 2,000.00

3,971.16

3,971.16

20.00

4,074.00 2,229,949.00

FAYETrrEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS

KIT WILLIAMS, CITY ATTORNEY DAVID WHITAKER, ASST. ClTY ATTORNEY

DEPARTMENTAL CORRESPONDENCE

LEGAL DEPARTMENT

TO: CC:

A & P Commissioners Casey Jones, City Prosecutor Marsha Hertweck, Accounting Director

FROM: Kit Williams, City Attorney
...........•..•..•.

DATE: April 5, 2010 RE: Overdue HMR tax collection

The City Prosecutor's Office collected $1,620.07 in overdue Hotel, Motel, and Restaurant taxes last month to make the First Quarter of 2010 recovery $4,073.71. When I saw the monthly report from our Accounting Department last Friday, I noticed that the Cosmopolitan Hotel had failed to pay HMR taxes and requested that this information be forwarded to the City Prosecutor's Office. The
Accounting Department has now sent this to the City Prosecutor's Office. Casey

Jones informs me that a new case, criminal citation, etc. will be promptly filed for the Cosmopolitan's failure to timely remit the necessary HMR taxes. On #6, a new citation will be issuedfor the new owners who have not sent in their reporting forms or the necessary tax.

17

CLINTON K. JONES
CITY PROSECUTOR

MANDY FINKLEA OFFICE ADMINISTRATOR E-mail: [email protected] PHONE: (479) 575-8377

(479) 575-8378
Hot Checks: FAX #: (479) 575-8254 (479) 575-8373

BRIAN THOMAS
DEPUTY CITY PROSECUTOR

OFFICE OF CITY PROSECUTOR

MEMO

TO:

K. Williams Fayetteville City Attorney Casey Jones Fayetteville City Prosecutor April 2, 2010 Status of Active HMR cases
Paid: -0Delinquent Balance: Forms not turned in Active Criminal Summons (5 & 6, 09) Paid: -0Delinquent Balance: Forms not turned in Active Criminal Summons (1110) Paid: -0Court Ordered to pay $200.00 Per Month Delinquent Balance: $1,871.28 Active Contempt of Court Paid: $560.17 Delinquent Balance: Case Closed

FROM:

DATE:

RE:

l.

Acambaro Four

Jesus Socarro

2_

Brenda's

Drive-In

Collin L. Wilkins

3.

Butcher Block

Gary W. Bell

4.

Camilles of NW A

Robert W. Shoulders

-0-

5.

Dominoes Pizza

Lloyd W. Hardison

Paid: -0Delinquent Balance: $4,590.66 TD: 7/08/09 - Court ordered to pay $200.00 a month Active CriminalSummons (Fail to Pay HMR)

Telecommunication Device for the Deaf TOO (479) 521-1316

176 South

Church,

Suite 2 - Fayetteville,

AR 72701

1A

Kit Williams

April 2, 2010
Page 2

6.

Froggy's

Rodney A. Hall

Paid: -0- (Jan - April 09) Delinquent Balance: Forms not turned in Paid: -0- (Jan - Mar 09) Delinquent Balance: $1,330.00 Paid -0- (April 09) Delinquent Balance: Forms not turned in TD: 10128/09 - 90 days to pay TD: 417110 (Fail to Pay Fines) Paid: -0Delinquent Balance: $103.00 Trial Date: 9/02/09 - Settled Pending Criminal Summons Paid: $719.18 Active Criminal Summons (4, 6 & 7, 09) Active Criminal Summons (9 & 10, 09) Active Criminal Summons (12/09 & 111 0) Arraignment: 4116110 FTA Warrant-TD: 3117/10 - Guilty Paid: $165.72 Delinquent Balance: -0- (7 & 8, 09) Delinquent Balance: -0- (9 & 10,09) Trial Date: 5/05/10 Paid: $75.00 Delinquent Balance: $347.00 Arraignment: 4/13/09 - No Show FTAS Warrant Served Trial Date: 8/26/09 - Ordered to pay $75.00 a month

7.

Hogwild Pizzeria

David S. Mackey

8.

Los Cuates

Maria S. Richard

9.

Mama Dean's

Meneria D. Morrison

Terry L. Morrison 10. On The Rocks Richard E. Reynolds

11.

Perk on Wedington

Shea A. Hamm

19

Kit Williams

Apri12,2010
Page 3

12.

RX Catering

Jarrod C. Butler

Paid: -0Delinquent Balance: $6,755.85 Set for Trial: 12/03/08 - Guilty Ordered to Pay $200.00 a month Active Contempt of Court Served Arraignment: 7113/09 - No Show FTAS Warrant Served TD: 11104/09 - No Show Active Criminal Summons Trial Date: 412110 Paid: -0Delinquent Balance: $5,722.60 TD: 9116/09 - Time Pay: $200.00 by the 30th of every month. Trial Date: 4/2811 0 (Fail to Pay HMR) Paid: $100.00 Delinquent Balance: $3,390.00 Delinquent Balance: -0Arraignment: 12/07/09 - No Show Active FTAS Warrant (7 & 8, 09)

13.

Seafood Market BarlGrill

Craig E. Dowd

14.

Shanghai Chinese and China Garden WOW Japanese Bistro

Hsiao L. J. Shen

15.

ChongN. Kim

TOTAL:

$1,620.07

20

CLINTON HOUSE MUSEUM
MONTHLY REpORT MARCH 2010

The Clinton House Museum had a total of 92 visitors in March 2010. March has brought many spring break visitors marks the beginning of the House's "busy season". Additionally, we seem to be having more and more local visitors. The increased presence in print, network, and social media has been a great success for the House.
MUSEUM ACTIVITIES AND EVENTS:

During the month of March, we welcomed two group tours. The Arkoma Schools Gifted & Talented students came to the Museum to conclude a Unit on the Former President and Secretary of State. After much research and report writing, they were eager to hear the stories of the Clinton's time in Arkansas and were full of questions. Several members of The Historic & Heritage Resources Action Group of the FFEAC (Fayetteville Forward Economic Accountability Council) also visited the House in March continuing their recognition of "all things Fayetteville." KFSM's new morning Meteorologist, JasonAdams has been visiting places in Northwest Arkansas and the River Valley as part of his Keep It Local Tour so the Florida native can learn more about our area. He arrived, camera crew in tow to learn more about the House and its features. The interview was broadcast during the Channel 5 Morning Show and provided a great opportunity for exposure. If you'd like to watch the interview, you can find it at http://www.kfsm.comlvideobeta/5a7faa5e-aee7-45ab9037-25ad97fe5870/Weather/Jason-s-Keep-It-LoealTom-Fayetteville
APRIL ACTIVITIES:

April brings a bus tour from Bixby, OK and the Dedication of the Clinton House Museum into the National Historic Registry of Places. We will also host the monthly A&P Meeting on April iz" following the dedication. Additionally, the April issue of City seapes Magazine features an article about the Clinton House as part of its "In Your Backyard" series. We continue our "bulb watch" on Facebook despite the setback of the two feet of snow burying some of Hillary's daffodils.

21

Activity Report
From: 03/01/2010 To: 03/31/2010

ALLYSON
E-Mail 3/1/2010 VYPE I
7 on 7 Select Football Tournament 3/1/2010 NCAA Track and Field NCAA Indoor Track and Field Championship 3/4/2010 Hospitality Summit 3/5/2010 UA Track and Field NCAA Indoor Track and Field Championship 3/15/2010 Arkansas Medical Society 3/29/2010 Premier Baseball Championships 16 Under Championship Tournament 3/29/2010 America In Bloom Annual Symposium Mike Capshaw sent rate from hotels for his event Fayetteville Hotels volunteer times for shifts at welcome booth Harry-Sysco Foods details for sponsorship for summit Brad-TSI signs for XNA Ms Kay Waldo availability for cardiology group in October Sheila Honore-Events by Design a few hotels who need to turn in contracts Cindi Cope lodging for judges Chris Pohl final details of event Julie McQuade cultural mapping project Brittany Dearien-FTC layout for summit Ms Mary Dandurand attended monthly luncheon Ms Kay Waldo about group coming in october about april 12th event Dena Woerner attended/organized summit Rowland McKinney details about 2010 event Brandy Campbell-Hwy Dept details of moving highways signs to exit 62 Dena Woerner-Ark Parks/tourism details about presentation for summit Chris Pohl About Embassy Suites rooms Robert-Lokomotion booked tour for site visit Jeff Caudle-Powerhouse questions about event on dickson

Meeting
3/3/2010 NCAA Track and Field NCAA Indoor Track and Field Championship 3/3/2010 City of Fayetteville 3/10/2010 Hospitality Summit

3/16/2010 ASAE Annual Meeting 3/16/2010 Arkansas Medical Society 3/17/2010 3/29/2010 3/30/2010 3/31/2010 Clinton House Museum Arkansas Department of Parks and Tourism Hospitality Summit 540 Film Festival

Phone Call
3/1/2010 3/5/2010 Allyson Twiggs-General Hospitality Summit

3/10/2010 UA Track and Field NCAA Indoor Track and Field Championship 3/15/2010 Premier Baseball Championships 16 Under Championship Tournament 3/15/2010 St Patricks Day Pub Crawl

JESSI
810g Entry 3/1/2010 Fayetteville Visitors Bureau Congratulations to the Courtyard by Marrio' 3/9/2010 Fayetteville Visitors Bureau EF-Forbes names Fayetteville #7

Creative
3/5/2010 Clinton House Museum 3/10/2010 Fayetteville Visitors Bureau Kate Johnson bridal fair handout

??

EF-Dickson St. events web site 3/10/2010 3/11/2010 3/17/2010 Fayetteville Visitors Bureau EF-St. Patrick's Day Pub Crawl site Fayetteville Visitors Bureau EF-First Thursday logo Fayetteville Visitors Bureau EF-set up Experience Fayetteville flickr ace

312312010 Fayetteville Visitors Bureau
EF-First Thursday 3/26/2010 Fayetteville Visitors Bureau EF- set up First Thursday Flickr account

Facebook Entry
3/2/2010 3/4/2010 3/9/2010 3/10/2010 Fayetteville Visitors Bureau EF-Congratulations Fayetteville Visitors Bureau EF-What is your favorite Fayetteville park? Fayetteville Visitors Bureau EF-Forbes has named Fayetteville #7 colle Fayetteville Visitors Bureau EF-Support the Fayetteville Bulldogs 3/12/2010 Fayetteville Town Center Here Comes the Bride 3/17/2010 Fayetteville Visitors Bureau 3/23/2010 3/23/2010 3/23/2010 3/31/2010 Fayetteville Visitors Bureau EF-gift card giveaway Fayetteville Visitors Bureau EF-Wilson Park trivia question Fayetteville Town Center EF-Added Sweet 16 pictures Fayetteville Visitors Bureau EF-elephant sculpture arrives in Fayettevill TC-Here comes the bride reminder EF-St. Patrick's Day Pub Crawl to George's

Meeting
3/3/2010 Fayetteville Visitors Bureau TC-Social Networking at FPL

Twitter Entry
3/2/2010 3/2/2010 3/11/2010 3/30/2010 3/31/2010 3/31/2010 Fayetteville Visitors Bureau

,
EF-retweet-congrats to the Courtyard

Fayetteville Visitors Bureau EF-Mayor Jordan speaking at Buttefield Fayetteville Visitors Bureau EF-NCAA indoors signage & welcome Hospitality Summit EF-twitpic-UA Hospitality Management Fayetteville Visitors Bureau EF-Elephant arrives Fayetteville Visitors Bureau EF-Retweet of ddp's gallery show Par

JULIE
Convention
3/17/2010 American Bus Association attended tradeshow in Maryland Church Ms. Agri Ms. Agri Ms. Gerri Allen Tourism Cyndi Oatway Tourism Patty Fisher

Annual Motorcoach Show
E-Mail Sent
3/11/2010 3/11/2010 3/11/2010
West Side Christian

Quik Travel Staffing Crossroads Tours

23

3/11/2010 United Coach, Inc 3/11/2010 3/11/2010 Mid-America Travel Circuit Riders

3/11/2010 Anchor Trailways Charters & Tours 3/11/2010 Julie Pennington 3/11/2010 3/11/2010 3/11/2010 3/11/2010 3/11/2010 Glory Tours West Side Christian Church Happy Travelers Arkansas Department of Parks and Tourism Miller Transportation

3/11/2010 Karen's Tours Strawberry Tour 3/11/2010 First Baptist Senior Adults 3/11/2010 3/11/2010 3/11/2010 3/11/2010 3/11/2010 3/11/2010 3/22/2010 Abbott Tours Happy Heart Heber Springs State Bank Julie Pennington Glory Tours Headquarters House Museum Birding

3/22/2010 Good to Go with Patti Beth Diva's Do Dickson 3/22/2010 Arkansas Department of Parks and Tourism 3/30/2010 Citiizen Security Bank Horizen Club

Agri Tourism Mr. Don Williams Agri Tourism Ms. Deborah Fulmer Agri Tourism Mr. Bob Snell Agri Tourism Mr. John Stancil Agri Tourism Mrs Julie Pennington FW: Agri Tourism Ms Sue McWhorter FW: Agri Tourism Ms. Gerri Allen FW: Agri Tourism Ms. Ruth Boring Agri Tourism Renee Robison Agri Tourism Mr. John Miller Agri Tourism KarenlCharlie Smith Agri Tourism Ms. Sherri Mead Agri Tourism [email protected] Agri Tourism Mr. Ron Head Agri Tourism Mrs Patti Manvile Agri Tourism Mrs Julie Pennington Agri Tourism Ms Sue McWhorter Agri Tourism [email protected] Garden Tours . Mr Joe Neal RE: Northwest Arkansas Bird Guy:) Mrs Patti Anderson RE: Travel South Renee Robison RE: Inkpen Promotion Mrs Lisa Beach Mrs Carolyn Joyce Sent Thank You card Mrs Carolyn Joyce Mystery Tour Lunch@AQ Ms. Joyce Lawson Made sure she received her packet

File Note
3/17/2010 AGAPE Tours and Charters Mystery Tour

Group Tour
3/12/2010 AGAPE Tours and Charters Mystery Tour

Phone Call
3/2/2010 Travel Tours

MARLO
E-Mail
3/5/2010 World Spirit Association Championships and/or Nationals 3/10/2010 Midwest Cheer and Dance Association Darren DeMoss Introduce and inquire about 2012 Kim Schaub
?A

3111/2010 AAO Sports Experience Sports Festival 3/11/2010 Fayetteville Parks & Recreation 3/11/2010 3/11/2010 BES.T Baseball

Baseball Tournaments
JAMfest Events

3/11/2010 All Sports Productions Joe Martin Stage Race 3/11/2010 UA Baseball Regional Baseball Tournament 3/11/2010 Arkansas Comets - Soccer Ozark Cup Classic 3/11/2010 LPGA - NWA Championship 3/11/2010 Premier Baseball Championships 16 Under Championship Tournament 3/11/2010 NWA Tip-Off Club 3/11/2010 South Central 3/11/2010 7 on 7 Select 3/11/2010 Cedar Creek Water Ski Park Regional Water-Ski Championships 2008

WPE I
Football Tournament Northwest Arkansas Naturals

3/11/2010 B.E.S.T Baseball Baseball Tournaments 3/12/2010 Midwest Nationals Baseball Tournament 3/12/2010 Fayetteville Youth Baseball 3/12/2010 Fleet Feet 10 K Run 3/17/2010 Arkansas Activities Association Arkansas High School Coaches Meeting 3/17/2010 Arkansas Activities Association Saturday of Champions 3/17/2010 Battle of the Badge Softball Tournament 3/18/2010 Midwest Cheer and Dance Association 3/22/2010 Battle of the Badge Softball Tournament 3/24/2010 UA Softball NCAA Regionals & Super Regionals 3/25/2010 Dudley Thunder Series Adult Softball Tournament 3/25/2010 Razorback Aquatic Club 3/31/2010 Razorback Aquatic Club

3/31/2010 Dudley Thunder Series Adult Softball Tournament 3/31/2010 Razorback Aquatic Club

Introduction and discuss 2012 Mr. Brad Friess Introduced myself Mr. Chase Gibson Sent Introduction email Mr. Greg Baxendale Send all hotel rates to Greg Ashley Bickel Introduction & requested site specifications Mr. Bruce Dunn Introduction email Mr. Matt Shanklin Introduction email Mr. Samir Haj Introduction email Mr. Lenny Frankcore Introduction email Mr Don Patty Emailed introduction Wayne Stehlik Sent Introduction email & mentioned meeti Roger Boskus Sent Introduction & mentioned 2011 bid Mr. Kenyatta Wright Sent Introduction email Mr. Eric Edelstein Sent email introduction to Eric Mr. Greg Baxendale Sent introduction email to Baxendale Mr. Randy Merryman Sent Introduction email to Randy Mr. Terry Lawson Sent introduction email to Terry Andrea Gunnell Sent introduction email to Andrea Mr Lance Taylor Send introction email to Lance, Joey, & Ge Mr Lance Taylor Sent Intro. email to Lance, Barry, & Joey James Morrow Flier for email blast Kim Schaub Followed up & requested avail. dates for '1 James Morrow Send reminder about flier Julie Cain Send leads to Julie Cain Mr. George Wheatley Sent Introduction Email & offered assistant Mr. Scott Berry Sent introduction email offering assistance Mr. Scott Berry Recd' email from Scott Berry Mr. George Wheatley Heard back from George Mr. Scott Berry 3 Tournaments this spring/summer Mr. Greg Baxendale

Issued Lead
3/312010 B.E.S.T Baseball

25

Baseball Tournaments 3/22/2010 UA Softball NCAA Regionals & Super Regionals

Sent lead for July tournament Julie Cain UA Softball 5/19/10 and 5/27/10 Mr. Chase Gibson Meeting set to discuss '10 events Mr. Bruce Dunn Discussed Joe Martin & Iron Pig Tabitha Holmes Introduction meeting here at FCVB Mr. Bruce Dunn

Meeting
3/15/2010 Fayetteville Parks & Recreation 3/18/2010 All Sports Productions Joe Martin Stage Race 3/18/2010 Hogeye Hogeye Marathon 3/24/2010 All Sports Productions Joe Martin Stage Race

Phone Call
3/18/2010 World Spirit Association Championships andlor Nationals 3/18/2010 JAMfest Events Darren DeMoss Followed up, spoke to Wes Miller Ashley Bickel Followed up

SHELLY
Creative
3/19/2010 American Association of University Women State Convention Ms. Shawna Thorup created online registration for group Ms Christy Dean group needs VGs for April 16 conference Sent invitations Dr William Springer Booked space at Lake Fay Outdoor Festiv; Kim Lynk Introduced Marlo Mr. Greg Baxendale sent lead for June tournament Mr. Anthony McAdoo Congrats on appt to Volunteerism Ms. Shawna Thorup Mailed conference invitiations

E-Mail
3/10/2010 3/15/2010 UA Information Systems Hospitality Summit

3/16/2010 Solar Splash Solar Boat Race 3/19/2010 AAU Track and Field Area 11 National Qualifying Meet

Issued Lead
3/212010 B.E.S.T Baseball Baseball Tournaments

Letter
3/4/2010 UA Alumni Association Council

3/24/2010 American Association of University Women State Convention

Meeting
3/11/2010 Solar Splash Solar Boat Race 3/15/2010 Vietnam Education Foundation 3/18/2010 3/24/2010 3/31/2010 UA Hospitality Department Vietnam Education Foundation Hospitality Summit attended summit Dr William Springer Planning meeting for 2010 event Rick Jawish Bid for transportation needs Charles Ogbeide Gave lecuture on STR Report to FO Mgml Gloria Flores Planning for April site visit

Phone Call
3/19/2010 UA Softball SEC Softball Championships Julie Cain Rooms for officials

')c

Fayetteville Visitor Center
Sales Totals
','2009Totals'"

-

2010 Sales & Visitor Count
Nov Dee

Jan $55765 $502JO 9.9% 213 235 -10%

Oct Aug Sep Feb Mar Apr May July June $745.40 $354.29 9 ":$670.45'" "-$.842;57"1.$1;5~1::1T:·.$2',~;32Q?J)~ $2~2J1~38:~'$1,;9 ~. .87,7:i$21035:88';~ ~$1,6g0Ag, '$1j'566:65 -89.2% -13.0%

,$971 ;37'';1 :$2;385.23

% Change from 2009

Visitor Count
. 2009 Totals '. .

209 432 381"" : .'/." 5391<.'" -82% -25%

353' : .

% Change from 2009

2010 Goal = $15,000/year or $1,250/month

Monthly Averages

$552.45 285

%

Change = divide the difference between the two numbers by the starting number then move the decimal two spaces right

ADVERTISING

INQUIRIES BY STATE - 2010

JAN
AE Alabama 1 8

FEB
1 17 4 11 42 2 30 15 7 1 23 14 2 43 33 19 26 15 26 3 12 7 24 18 6 50 5 9 3 8 3 29 14

MAR
17

APR

MAY

JUN

JUL

AUG

SEPT

OCT

NOV

DEe

TOTAL

2

Alaska
Alberta
Arizona

1
1 6 75 2 25 9 1 2 22 9 1 39 13 16 27 9 24 1 3 11 4 15 11 18 78 1 3 5 4 8 5 13 15 2 23 51 5 2 19 2

1
1 17 105 1 32 28 7 3 54 20 6 195 118 81 90 36 21 3 6 11 106 98 18 185 2 40 7 1 1 8 16 17 8 85 56 9 13 18 3 4 2 2 8 8 26 91 3 22 17 6 122 3 1858 0 0 0 0 0 0 0 0 0

42 2 6 34 222 5 87 52 15 6 99 43 3 6 277 164 116 143 60 71 7 3 29 22 145 127 42 313

Arkansas British Columbia California Colorado Connecticut Delaware Florida Georoia Hawaii Idaho Illinois Indiana Iowa Kansas Kentuckv Louisiana Maine Manitoba Maryland Massachusetts MichiQan Minnesota Mississippi Missouri Montana Nebraska Nevada New Foundland New Hamoshire New Jersey New Mexico New York North Carolina North Dakota Nova Scotia Ohio Oklahoma Ontario Oreqon Pennsylvania Prince Edward lsl. Puerto Rico Quebec Rhode Island Saskatchewan South Carolina South Dakota Tennessee Texas Utah Vermont Viroinia Washinoton Washington, D. C. West Virqinia Wisconsin Wvominq Military TOTAL

3
48 21 8 24 8 58 46 10 0 132 146 24 20 62 0 6 13 4 5 18 16 69 349 5 2 44 38 0 14 163 3 0 3502

24 39 10 5 25 1 9 2 3 4 4 25 85 1 15 10 5 28

6 4 18 173 2 1 7 11 3 13

828

817

Fayetteville Town Center, Manager's Activity Report
March 1, 2010 to March 31, 2010
Sales:

14 13 $33,700.00 $43,036.40 $24,464.00 -0$1,208.33 . (5:0%)~· $1,850.52 18 40 $88,825.00 $104,689.56 $84,789.00 -040

$38,115.24 $34,500.00 -0$2,407.14

** We collected $43,036.40 in March which exceeded our goal. We have reached 27% of our sales goal for the year.

Operations Items:
• • • Getting quotes on pipe and drape for Ozark Room. Replaced covers on floor outlets. New AV connections in Ozark and Dogwood Rooms.

Marketing, Sales and Public Relations: • We have had several political rallies and events. • Jamey has been working on rebooking proms, continuing to work with the University and contacting local politicians for rallies, announcements, etc. . • Here Comes the Bride had a 68% increase in revenue compared to last year.

Event List:
• • • • • • • • • • March March March March March March March March March March 4 - American Society of Civil Engineers 5 - Trout Unlimited 6 - NWA Healthy Marriage 6 - Haffell Baby Shower 6 - ie" Birthday Party 7 - Ozark Natural Food Coop 9 - Boy Scouts of America 11 - Women's NCAA Track Banquet 12 - NWA Turkey Federation Banquet 12 - Monmuth Dance • • • • • • • • • • • March March March March March March March March March March March 13 14 16 16 19 20 20 26 27 30 30 Lincoln HS Prom Here Comes the Bride National School Board Luncheon Farmers Market Board Meeting Peace Rally Beruns Wedding Beruns Reception Independent Caucus DeGrand Reception CVB Hospitality Summit FHS Class Reunion Meeting

?Q

DIRECTOR'S REPORT MARCH 2010 ACTIVITY
Tourism Activities - National Park Service visit Dedication of Butterfield Trace historical wayside marker Cultural Mapping proj ect Gallery Guide Michelle Halsell - elephant Governor's Conference on Tourism - Eureka Springs Northwest Arkansas Tourism meeting Trail of Tears research committee Ralph WilcoxlNancy Sturm - SCA conference in October Barry Gebhart - Basketball parade Tabby Holmes - Hogeye Marathon Bruce Dunn - new event Relations with Media - Media release for Butterfield wayside dedication Jessica Franklin - A Y Magazine Kate Moore - Forbes #7 Top College Sports Town Center Brittney Ridgewell - AG Extension student publication Mywedding.com UA Parents Guide Town Center - "Here Comes the Bride" bridal fair Cox Communications - internet broadband for conference Ken Mourton - teleconference call Clinton House Museum - marketing Billgrimage Tour UA Special Collections meeting

A & P - Northwest Arkansas Council focus group on economic development John McLarty - Northwest Arkansas Regional Planning Commission City Council - First Thursday James - Fayetteville Parks baseball tournament Steve Aust- Fayetteville Underground Claire Edwards - reference on Brittany Starr TOP HMR COLLECTORS Olive Garden Chartwell's Dining Red Lobster Golden Corral Courtyard by Mariott Chick-Fil-A - NW Village Logan's Roadhouse Shogun Japanese Steakhouse Inn at Carnall Hall Rick's Bakery
.,11

- February

(January

Sales)

Chick-Fil-A

- Razorback Road

McDonald's - Joyce Penguin Ed's Catfish Hole Noodles Italian Kitchen McDonald's - MLK Blvd Chili's Restaurant Bordino's Clarion Inn McDonald's Wedington Taco Bell- Hwy 62 Buffalo Wild Wings Panera Bread Jason's Deli

., 1

Operations Manual
Insurance The Fayetteville Advertising and Promotion Commission maintains adequate insurance coverage at all times. This includes: • Personal accident insurance • Public liability insurance • Building and contents insurance policies • Worker's compensation insurance • Employee medical insurance • Employee dental insurance In addition, the Executive Director annual reviews its policies and is responsible for providing its insurer with a detailed and accurate schedule of activities and inclusions to be covered. The Fayetteville A & P Commission manages insurance through a local agent, as different policies are held with different companies. The Executive Director is responsible for ensuring that all insurance policies are current and adequate documentation is maintained. Through the local agent, the insurance is "shopped" annually. Requests for proposals for the local agent is conducted at least every three years. Professional Services All professional services other than for legal, architectural, engineering, and land surveying shall follow the formal Competitive Selection of Professional Services Policy of the City of Fayetteville. Contracts Services contracted by the Fayetteville A & P Commission which require contracts shall be competitively shopped at least every 3 years. Length of contract shall be set out in the initial contract. Contracts larger than $20,000 shall be advertised in the newspaper and approved by the Fayetteville Advertising and Promotion Commission. Other contract approvals shall be handled by the Executive Director.

A & P Commission By-laws (new section)
FINANCIAL INTEREST No Member ofthe Fayetteville Advertising and Promotion Commission with a direct or indirect financial interest in any items before the Commission shall participate in the discussion of/or voting on such matters. AUTHORITY TO CONTRACT WITH COMMISSION An A & P Commissioner shall be permitted to conduct business with the Commission, provided the contract or job for services, is submitted as a competitive bid, and is approved by the Fayetteville A & P Commission following disclosure of the direct or indirect financial interest of the individual commissioner.

.., .,

$ Requests should be typewritten

FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION FUNDING REQUEST FORMAT

$ Only one copy of application and one
copy of annual budget should be submitted

$ Requests are due to the Executive Please include the following:
10. Anticipated I. Name of organization/event i. d. number I I. Marketing plan budgets: advertising, 2. Contact person with complete address, phone number and e-mail address 3. Purpose of event and proposed use of funds generated by organization/ event 4. 5. 6. Period of operation or event date public relations, funding sources) 12. Funding request: purpose 13. Describe State specific sales; include prior (All year budget and expenditures and tax media exposure Director of the Fayetteville Advertising and Promotion Commission on April I and Oct I.

$ It is the burden of the presenter

to show how requests meets the criteria of uses for the A & P funds.

$ It is not the A & P Commission's
intent to fund requests that could be funded by the requesting organization

and amount. how this request meets the

Requests should be submitted to:
Marilyn Heifner, Executive Director

Location or event site Background tory of event of organization and his-

criteria of uses of A & P funds 14. Describe how event will be altered if

Fayetteville Advertising Commission

and Promotion

A & P funding is not secured. 15. Provide full financial disclosure revenues disclosure and expenses. is required of the of all P.

7.

Expected visitor draw (radius/ mileage) Prior year visitor count (radius/mileage) and how derived

o. Box

4157

Financial

15 W. Mountain
Fayetteville, AR 72702-4157

8.

Image: Is this organization or event identifiable with an attractive and unique feature of our area?

requesting organization's regular annual budget and is to be provided in the application for funding. Please

Phone 479-587-9944 [email protected]

9.

Marketing Plan: Advertising, public relations, sales and whether in-kind donation or purchased.

provide one copy!

'.

-,

-

Fayetteville Installs LED Lighting
TTH SHRINKing budgets and a citywide mandate to reduce the environmental impact of the public parking program in Fayetteville, AR, the city's sustainability coordinator, .101111 Coleman, turned to local "green" builder .Tames "Butch" Coger for options.
After a careful review of the energy consumption trends of the Town Center parking garage, Coger determined that the existing lighting was the main culprit in budget overruns and was the "lowest hanging fruit" for helping Fayetteville reduce costs and "green" their parking program. With the lighting targeted for replacement, the search began for lower maintenance and lower energy-consuming technologies. A daylight study was conducted to see what percentage of the parking garage could meet code without supplemental lighting. Coger discovered that while the existing facility was running the lights 2417, more than one-third of the fixtures could be turned off for as much as 10 hours a day and still meet local codes. With this knowledge, the search expanded to include 80called daylight-harvesting features as well. All of the modern lighting technologies were investigated, including fluorescent, inductive, HID and solid-state (LED) sources. Products that were incompatible, or compromised, by using daylight and motion sensors were cast aside in favor of products whose lives were not impacted by frequent re-strike and dimming. Coger determined that solid-state luminary (SSL) fixtures would provide the quickest return on investment for the city and the best projectecllong-term value. The compatibility of LED fixtures with daylight-harvesting technologies also tipped the scales in favor of LED over many competing technologies. LED low bay fixtures from Infinilux Inc. were selected for

the installation, based on a combination of factors, including extreme low-power consumption, robust construction and warranty terms. The complete retrofit of the Town Center Parking Deck took Coger's Custom Home and Commercial Electronics less than J 0 days to complete. Upon completion, monitored cnergy savings exceeded expectations and were the equivalent ~ using EPA calculations ~ of removing more than 1.8 million tons of C02 from the environment or taking 562 cars off the road permanently. The city of Fayetteville has calculated a complete payoff of less than three years, based on their energy savings alone, or a savings of more than $150,000. During the ribbon-cutting and grand re-opening of the Town Center Parking Deck, city Sustainability Coordinator Coleman said: "We are very pleased with both the cost savings and the reduction in Fayetteville's carbon foot-print. The (lighting) project has been a compete success and has met, if not exceeded, our expectations."

nership between Central Parking and Global Parking Systems, LLC, announce that the City of Houston, Texas has extended the agreement to manage and operate the parking and shuttle services at George Bush Intercontinental (IAH) and William P. Hobby Airport (HOU) for five years with options to extend for two additional one year periods. The Houston Airport System (HAS) is one of the largest airport systems in the world, serving nearly 50 million passengers annually. Central Parking operates on-site parking facilities for 23 airports, including seven large hub airports serving Houston, Los Angeles, San Francisco, Miami, Detroit, Washington D.C. and FI. Lauderdale. Finfrock Construction, Inc. has been awarded a contract by Skanska USA to design and build the new parking garage

for Nemours Children's Hospital at Lake Nona's medical city. The garage will provide parking for 900 cars and 7 motorcycles on ground plus four elevated levels. As the design-builder for the garage Finfrock worked with the hospital's architect and its construction manager Skanska to design the garage to campi imenr the 620,000 SF hospital currently under construction. Finfrock provided the most cost efficient design for the footprint and will construct the project within Nemours budget. Precast concrete for the project will be provided by Finfrock Industries and will include pigmented concrete clad exterior structural panels. The projcct is expected to be complete in summer of 2010.

MARCH 2010'

PARKING TODAY·

www.parkingtoday.com

B

34

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