fayetteville advertising and promotion commission - april agenda

8/9/2019 Fayetteville Advertising and Promotion Commission - April Agenda

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PLEASE NOTE MEETING LOCATION CHANGEThe Advertising and Promotion Commission will meet onMonday,April 12, 2010 at 1:30 p.m, at the Clinton House Museum for theHistoric Register plaque dedication at the House. Regular A & Pmeeting will follow at the Clinton House.

AGENDAADVERTISING AND PROMOTION COMMISSION

Apri112,2010 2:00 p.m. Clinton House Museum1. Call to Order

II. ReportsA. Approval of Minutes for March 8, 2010 regular monthly meetingB. Financial Report1. HMR Revenues - Marilyn Heifner2. Financial Statements - Keith Glass3. Update from City Attorney re: delinquent tax collection efforts - KitWilliamsC. Clinton House Museum Report -

D. Visitor Bureau Report - Allyson Twiggs DyerE. Town Center Report - Sandra BennettF. Executive Director Report - Marilyn HeifnerG. Advertising Agency Report - Mike Sells

III. Old BusinessA. Operations Manual/Commission By-Laws

IV. New BusinessA. Discussion of sustainability requirements and guidelines for HMR

special event funding.Add to funding application form - "Please describe how you will usesustainable practices during your event, i.e., recycling, using e-mails, etc."

V. Adjourn


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ADVERTISING AND PROMOTION COMMISSIONREGULAR MEETINGMarch 8,2010Commissioners Present: Neal Crawford, Bob Davis, Tim Freeman, Lioneld Jordan, Brandon Karn,Robert Rhoads, and Maudie Schmitt.Commissioners Absent: NoneStaff Present: Sandra Bennett, Allyson Twiggs Dyer, Marilyn Heifner, Marlo Priest, and Jessica EdwardsCALL TO ORDERTim Freeman called the regular monthly meeting of the Fayetteville Advertising and PromotionCommission to order on March 8 at the Fayetteville Town Center at 2:00 p.m.APPOINTMENT OF COMMISSIONER FOR TERM EXPIRING 411114Moved by Jordan, second by Schmitt to accept by acclamation Brandon Karn to fill a term expiring April1,2014. Motion carried.ELECTION OF CHAIRMANCommissioners voted for two nominated candidates for Chairman for 2010. Results of the voting were asfollows: For Davis: Crawford, Schmitt, and Davis. For Freeman: Karn, Jordan, Rhoads, and Freeman.Tim Freeman was elected chairman.MINUTESMoved by Davis, second by Jordan to approve the minutes of the February 8 meeting. Motion carried.HMR COLLECTIONSHMR collections for February (January sales) were $143.940, a 13.88% decline from last year. Year todate collections is $310,586, a6.83% change over prior year.FINANCIAL STATEMENTSKeith Glass reported on January financials. A & P operationally was as budgeted. Town Center, CVB,and CHM line items were all in line.CITY ATTORNEYKit William apologized that revenue from overdue taxes was at an all time low of $387.34. He will workwith the City Prosecutor to modify penalty procedures for not turning in forms and to make it a fine fornot remitting those forms.REPORTSCLINTON HOUSE MUSEUMIn February, the House featured its collection of magazines featuring the Clintons. An increase in visitorshas been seen with spring approaching. President Clinton's heart procedure brought recognition to thehouse. President's Day was marked with the annual presidential trivia challenge. March event willfeature the art of Scott Mashburn with a reception planned for March 23. In the garden and yard, the bulbwatch continues.


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VISITORS BUREAUAllyson introduced two new staff members: Jessica Edwards, communications manager, and MarloPriest, sports marketing manager. The staff is gearing up to host the NCAA Indoor Championships andputting 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 wouldcross sell each other. Julie Pennington will attend Governor's Conference and represent Fayetteville.TOWN CENTERThe Town Center staff exceeded their sales and collections goal for the month.EXECUTIVE DIRECTORMarilyn thanked the Commission for their participation in the dedication of the sign at the ButterfieldTrace at Lake Fayetteville. A crowd of 70 attended the dedication in 39 degree weather. Forth-fourattended the presentation by the National Parks Service on their plans for certifying the ButterfieldOverland 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 inArkansas, but across the region. Julie Pennington is working on two new group tours: Birding and gardentours.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 and36,960 KWH.She presented an update for the experienceFayetteville.com website which focuses on the A & PCommission. Included in the section are an explanation of the Commission, HMR revenues for the last 2years and current year; a funding request explanation and a funding request form. By consensus of theCommissioners, the site will go live on Tuesday.AD AGENCY REPORTMike Sells discussed the goal for the website established 4 months ago to "engage the user". Tracking thekey metrics, it appears that things are working. Visitors are staying 3 min. 21 sec. We wanted people tosay, "Send me a Visitor Guide." Downloads of the Visitor Guide are up 170% for January and Februaryof2010. 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 nextcouple of weeks. She showed Steve Moore's photo of the castle which will be on the cover. Magazineads 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 BUSINESSNone


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NEW BUSINESSNoneThe annual report of the Botanical Garden of the Ozarks was included with the agenda for theCommission.There being no further business, the meeting was adjourned.Respectfully submitted,7h~~Marilyn HeifnerExecutive Director


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Advertising and Promotion CommissionFor 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

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

Total Check to A&P

$ 174,530.77$ 37.50$ 3,164.33$ 177,732.60

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

$ (59,440.78)

$ 118,291.82


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y of Fayetteville, Arkansasnthly HMR Tax Collections 2007-2010

2007 2008 2008 2009 2009 2010 2010Total Total Change Over Total Change Over Total Change OverHMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year HMR Taxes Prior Year$166,620 $174,005 4.43% $166,214 -4.48% $166,645 0.00%

ry $150,088 $158,693 5.58% $167,141 5.32% $143,940 -13.88$157,317 $172,804 9.84% $180,027 4.18% $174,568 -3.03

ril $171,562 $183,672 7.06% $191,542 4.28%ay $165,779 $175,064 5.60% $190,320 8.71%

$177,594 $194,447 9.4.9% $190.237 -2.17%$173,079 $188,253 8.77% $180,944 -3.88%

ugust $160,560 $174,648 8.77% $167,897 -3.87%$172,373 $190,244 10.37% $176,463 -7.24%

ctober $180,324 $187,125 3.77% $189,728 1.39%vember $185,111 $197,814 6.86% $190,887 -3.50%

r $170,506 $174,682 2.45% $174,568 0.00%Total $ ,._. ------$2,030,913 $2,171,451 6.92% $2,165,969 0.00% $485,154 -5.50%:==-:===~=-==::------=-==== :::=---=--:.-:=..-=--~--=-:-= ==-.:...:-=--=--=- - . . . . . . . , . . . . - - .- -,-- - -

\filename


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Fayetteville A&P CommissionStatement of Assets, Liabilities & Equity - Modified Cash Basis

February 28, 2010

Current AssetsCVB Cash in RegisterCHM Cash in RegisterArvest A&P General #4856I st Security A&P General #87141st See Fay Town Ctr #87221st Sec. Clinton House #87491st Sec. Conv Visitor #8730Arvest Payroll Account #4636Accounts ReceivableDue From Other FundsInvestmentsInvestment Adj to MarketTotal Current AssetsProperty and EquipmentFurniture and FixturesEquipmentCVB BuildingCYB LandBuilding AdditionsAccum. DepreciationTotal Property and EquipmentOther AssetsTotal Other AssetsTotal Assets

Current LiabilitiesAflacColonial Life & Acc Ins PayablFederal Payroll Taxes PayableFUTA Tax PayableState Payroll Taxes PayableSUT A PayableDue to Other FundsDue to Town Center

Total Current LiabilitiesLong-Term LiabilitiesTotal Long-Term LiabilitiesTotal LiabilitiesCapitalBeginning Balance EquityUnresticted Fund BalanceRestricted Fund-540 film GrantNet Income

ASSETS

$ 100.00100.00

728,483.34143,818.3538,167.8230,191.1796,873.3323,963.46

18.4884,078.64

1,675,611.224,256.62

31,470.85171,560.14921,632.37198,621.00318,677.24(295,778.46)

$

LIABILITIES AND CAPITAL

$ 188.4630.10

7,138.72415.451,600.631,018.252,878.816,089.10

3,879,562.33258,274.40

221.5314,427.79See Accountants' Compilation Report

2,825,662.43

1,346,183.14

0.004,171,845.57

19,359.52

0.0019,359.52


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Fayetteville A&P CommissionStatement of Assets, Liabilities & Equity - Modified Cash Basis

February 28, 2010

Total Capital 4,152,486.05Total Liabilities & Capital $ 4,171,845.57

See Accountants' Compilation Report


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Fayetteville A&P CommissionStatements of Revenue & Expenses - Modified Cash BasisFor the Month and Two Months Ending February 28, 2010Current Month Year to Date

RevenuesHMR Tax Revenue $ 143,373.13 73.96 $ 300,809.18 54.20Prior Year HMR Tax Revenue 567.16 0.29 9,583.33 1.73Rental Income 36,941.57 19.06 73,201.16 13.19Other Income 859.50 0.44 1,523.46 0.27Parking Revenue 582.00 0.30 1,052.00 0.19Parking Lease 3,397.39 1.75 3,397.39 0.61Gift Shop Sales 269.86 0.14 437.03 0.08Visitor Store 87.61 0.05 753.44 0.14Partnership Income 1,000.00 0.52 2,200.00 0.40Admission Revenue 280.00 0.14 347.91 0.06Interest Income Investments 6,267.64 3.23 6,267.64 1.13Interest Income Checking 224.39 0.12 390.19 0.07Transfer In 0.00 0.00 155,000.00 27.93Total Revenues 193,850.25 100.00 554,962.73 100.00

Cost of SalesClinton House Gift Shop 33.09 0.02 33.09 0.01Total Cost of Sales 33.09 0.02 33.09 0.01_._-_.-------Gross Profit 193,817.16 99.98 554,929.64 99.99

._------- -_ .._ . _ - - .ExpensesSignage- Tourism 372.40 0.19 1,527.93 0.28Credit Card Discounts 205.51 0.11 341.40 0.06Bank Charges 0.00 0.00 16.97 0.00Parking Expense 100.00 0.05 200.00 0.04Advertising & Marketing 54,880.06 28.31 56,350.58 10.15Brochures 27,615.79 14.25 27,615.79 4.98Accounting & Legal Fees 665.00 0.34 1,290.00 0.23Office Expense 2,704.27 1.40 3,673.72 0.66Visitor Store Exp 630.00 0.32 1,640.08 0.30Insurance & Health Benefits 368.34 0.19 5,840.44 1.05408 (P) Company Match 897.92 0.46 1,345.01 0.24Car Allowance 300.00 0.15 450.00 0.08Telephone Expense 900.00 0.46 2,291.85 0.41Postage and Shipping Expense 1,229.55 0.63 3,829.55 0.69Repairs & Maintenance Expense 8,235.01 4.25 16,404.27 2.96Kamensky Fountain Maintenance 1,304.73 0.67 1,827.87 0.33Linens 2,631.02 1.36 4,334.23 0.78Publications & Dues 1,105.00 0.57 2,069.95 0.37Travel/Training Expense 6,050.97 3.12 8,640.97 1.56Collections Expense 2,878.81 1.49 6,207.85 1.12Payroll Tax Expense 3,401.24 1.75 4,965.06 0.89Convention Development 3,315.82 1.71 3,915.82 0.71Contract Labor 3,345.00 1.73 6,530.00 1.18Commissions 2,543.50 1.31 2,543.50 0.46Wages Expense 33,893.15 17.48 50,529.41 9.11Electricity Utility 4,341.59 2.24 9,366.67 1.69Gas Utility 2,246.59 1.16 4,551.24 0.82Water Utility 869.29 0.45 907.16 0.16Cable 89.39 0.05 178.78 0.03Recycling 165.28 0.09 330.56 0.06Security 1,015.23 0.52 1,368.44 0.25Airport Advertising 1,485.00 0.77 1,485.00 0.27Minor Equipment 7,986.28 4.12 7,986.28 1.44Airport Info Booth 1,200.00 0.62 1,200.00 0.22



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Fayetteville A&P CommissionStatements of Revenue & Expenses - Modified Cash BasisFor the Month and Two Months Ending February 28, 2010

Current Month Year to DateDECA 0.00 0.00 1,350.00 0.24AR Air Museum 5,300.00 2.73 5,300.00 0.96Theatre Squad 3,971.16 2.05 3,971.16 0.72Bikes, Babes, & Bling 0.00 0.00 1,350.00 0.24Bikes, Blues, & Hot Rods 4,326.67 2.23 4,326.67 0.78National School Boards 2,000.00 1.03 2,000.00 0.36Misc Special Project 9,251.82 4.77 12,423.82 2.24Bond Payments-Town Center 55,949.41 28.86 111,898.82 20.16Trustee Expense 0.00 0.00 1,125.00 0.20Transfer OUt 0.00 0.00 155,000.00 27.93Total Expenses 259,770.80 134.01 540,501.85 97.39Net Income $ (65,953.64) (34.02) $ 14,427.79 2.60



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Fayet tev il le A&P CommissionStatement of Revenue & Expenses - Modified Cash BasisFor the Two Months Ending February 28, 2010Current Month Current Month Year to Date Year to DateThis Year Last Year This Year Last Year

RevenuesHMR Tax Revenue $ 143,373.13 $ 164,705.24 $ 300,809.18 $ 321,484.06Prior Year HMR Tax Revenue 567.16 2,436.21 9,583.33 11,871.81Rental Income 36,941.57 35,038.62 73,201.16 65,261.32Other Income 859.50 371.73 1,523.46 382.67Parking Revenue 582.00 787.00 1,052.00 1,257.00Parking Lease 3,397.39 0.00 3,397.39 3,554.56Gift Shop Sales 269.86 194.36 437.03 641.29Visitor Store 87.61 437.50 753.44 1,311.57Partnership Income 1,000.00 2,500.00 2,200.00 3,700.00Admission Revenue 280.00 346.91 347.91 503.91Track Tickets 0.00 2,366.00 0.00 3,136.00Special Projects 0.00 1,175.00 0.00 5,956.39Sustainability Summit 0.00 0.00 0.00 14,000.00Interest Income Investments 6,267.64 3,519.25 6,267.64 8,004.77Interest Income Checking 224.39 288.01 390.19 573.56Transfer In 0.00 15,000.00 155,000.00 115,000.00------ -------_ ..-Total Revenues 193,850.25 229,165.83 554,962.73 556,638.91- ------ -------------Cost of SalesClinton House Gift Shop 33.09 423.71 33.09 423.71

--------.--------- -- --- --- -- - _ ... ._--Total Cost of Sales 33.09 423.71 33.09 423.71Gross Profit 193,817.16 228,742.12 554,929.64 556,215.20

-_-__----.

ExpensesSignage- Tourism 372.40 1,172.25 1,527.93 1,172.25Credit Card Discounts 205.51 493.52 341.40 740.78Bank Charges 0.00 39.85 16.97 88.20Parking Expense 100.00 100.00 200.00 200.00Advertising &Marketing 54,880.06 23,953.77 56,350.58 25,719.77Brochures 27,615.79 1,947.19 27,615.79 1,947.19Accounting & Legal Fees 665.00 625.00 1,290.00 1,250.00Office Expense 2,704.27 2,114.82 3,673.72 2,827.41Visitor Store Exp 630.00 0.00 1,640.08 1,326.65Insurance & Health Benefits 368.34 3,277.61 5,840.44 3,339.13408 (P) Company Match 897.92 1,006.22 1,345.01 1,999.89Car Allowance 300.00 300.00 450.00 600.00Telephone Expense 900.00 1,299.56 2,291.85 2,657.57Postage and Shipping Expense 1,229.55 624.39 3,829.55 3,645.74Material & Supplies 0.00 95.85 0.00 95.85Rent 0.00 0.00 0.00 12,000.00Maintenance/Lawn 0.00 100.00 0.00 100.00Repairs & Maintenance Expense 8,235.01 9,856.05 16,404.27 11,868.16Kamensky Fountain Maintenance 1,304.73 273.13 1,827.87 273.13Linens 2,631.02 4,221.58 4,334.23 4,221.58Publications & Dues 1,105.00 (100.00) 2,069.95 629.00Travel/Training Expense 6,050.97 3,852.50 8,640.97 4,521.47Taxes & Licenses 0.00 293.50 0.00 293.50Collections Expense 2,878.81 3,342.83 6,207.85 6,667.12Payroll Tax Expense 3,401.24 3,506.37 4,965.06 7,078.41Convention Development 3,315.82 275.00 3,915.82 1,675.00Research Expense 0.00 1,700.00 0.00 1,700.00Contract Labor 3,345.00 3,181.25 6,530.00 5,931.25Commissions 2,543.50 1,872.28 2,543.50 3,824.76



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Wages ExpenseElectricity UtilityGas UtilityWater UtilityCableRecyclingSecurityAirport AdvertisingMinor EquipmentAirport Info BoothCoaches ClinicDECASquare GardensWaterski ChampionAR Air MuseumTheatre SquadBikes, Babes, & BlingBikes, Blues, & Hot RodsNational School BoardsMise Special ProjectBond Payments-Town CenterTrustee ExpenseTransfer OUtTotal ExpensesNet Income

Fayetteville A&P CommissionStatement of Revenue & Expenses - Modified Cash Basis

For the Two Months Ending February 28, 2010Current MonthThis Year33,893.15

4,341.592,246.59869.2989.39165.281,015.231,485.007,986.281,200.000.000.000.000.005,300.003,971.160.004,326.67

2,000.009,251.8255,949.410.000.00

259,770.80$ (65,953.64) $

Current MonthLast Year36,728.676,963.462,628.60547.95

89.540.00568.100.000.001,200.001,600.000.000.001,500.000.000.000.000.000.00233.3455,413.350.0015,000.00

191,897.5336,844.59 $


Year to DateThis Year50,529.419,366.674,551.24907.16178.78330.561,368.44

1,485.007,986.281,200.000.001,350.000.000.005,300.003,971.161,350.004,326.67

2,000.0012,423.82111,898.821,125.00155,000.00540,501.8514,427.79 $

Year to DateLast Year73,020.0113,56 3.665,534.331,064.91179.070.00589.950.000.001,200.001,600.000.0029,244.43

1,500.000.000.000.000.000.00233.34110,826.70

1,125.00115,000.00463,075.2193,139.99


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Fayettevi lle Town Center8tmt of Budget , Revenue, and Expense-Modif ied Cash Basis Month Ending February 2010

2010 2010 2010 2010 February February 2009Annual Budget Year To Date Year To Date Year Monthly Monthly Year To Date

Accumulated Actual Balance Budget Actual ActualBudget

RevenueRental Incl ServiceActual 09 394,880.00 64,103.00 69,044.70 325,835.30 29,300.00 35,208.11 61,034.32I nte re st - Check ing 480.00 80.00 56.72 423.28 40.00 27.77 101.62Parking RevenueDaily 9,000.00 1,257.00 1,052.00 7,948.00 787.00 582.00 1,257.00Leases 10,000.00 3,554.00 3,397.39 6,602.61 3,397.39 3,554.56Sales Tax Exp (3,663.00) (666.00) (1,016.54) (2,646.46) (333.00) (1,016.54) (1,273.00)Special Projects 6,200.00 5,000.00 6,200.00 2,500.00 5,956.39Misc Revenue 1,481.00 (1,481.00) 851.00 0.94TransferTotal 416,897.00 73,328.00 74,015.27 32,294.00 39,049.73 70,631.83ExpensesSalary+Benefits 142,332.00 21,896.00 16,134.40 126,197.60 10,948.00 10,604.60 24,536.68Commissions 30,000.00 5,000.00 2,543.50 27,456.50 2,500.00 2,543.50 3,825.76Contract Labor 1,030.00 (1,030.00) 595.00 431.25Payroll Taxes 14,495.00 2,340.00 1,746.39 12,748.61 1,170.00 1,229.34 2,607.07Credit Card Discounts 3,900.00 650.00 234.47 3,665.53 325.00 171.95 515.44Insurance 15,600.00 2,600.00 2,522.80 13,077.20 1,300.00 1,212.68 217.50401K Match 3,720.00 620.00 422.81 3,297.19 310.00 258.12 733.85UtilitiesWater 6,225.00 975.00 781.26 5,443.74 500.00 781.26 946.21Phone 8,960.00 1,480.00 1,507.65 7,452.35 740.00 754.27 1,477.50Electricity 64,741.00 11,127.00 8,346.72 56,394.28 5,669.00 3,923.20 12,364.34Gas 11,969.00 5,650.00 4,292.91 7,676.09 2,696.00 2,246.59 5,138.22Cable 1,080.00 180.00 178.78 901.22 90.00 89.39 179.07Recycle Dumpster 1,980.00 330.00 1,980.00 165.00Postage 135.00 135.00 197.57 (6257) 97.57 98.00Contract ServicesOffice Expense 812.01 (81201) 96.25 1,302.42Linens 20,504.00 3,211.00 4,334.23 16,169.77 1,138.00 2,631.02 4,221.58Outside Laundry 3,771.00 621.00 3,771.00 294.00Repairs & Maintenaru 60,750.00 11,500.00 15,426.71 45,323.29 10,500.00 7,892.81 10,513.47Materials & Supplies 5,000.00 1,000.00 5,000.00 400.00Advert is ing & Promo 3,000.00 1,750.00 1,003.00 1,997.00 1,003.00 1,766.00TravelITraining 500.00 200.00 500.00 (869.12)Building Insurance 9,000.00 9,000.00Taxes & Licenses 3,035.00 3,035.00Special Projects 6,200.00 5,000.00 5,012.79 1.187.21 5,000.00 5,012.79 233.34Misc 342.99 (34299) 342.99Bank Charges 19.90Security 1,324.74 (1,324.74) 993.38 546.25Transer InTotal 416,897.00 76,265.00 68,195.73 43,745.00 42,479.71 70,804.73


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



RevenueTransfer from A&P 352,908.00 125,000.00 125,000.00 227,908.00 100,000.00Interest 600.00 100.00 106.03 493.97 50.00 80.64 96.46Partnership Dues 9,200.00 1,600.00 2,200.00 7,000.00 1,000.00 3,700.00Travel Hero 3,000.00 500.00 3,000.00Vist. Ctr. Store 15,000.00 1,600.00 963.44 14,036.56 1,000.00 297.61 1,562.04Special ProjectsFirst Thursday 2,400.00 400.00 2,400.00 200.00Dickson St 1,500.00 1,500.00Film Festival 2,500.00 2,500.00Premeir Baseball 15,000.00 15,000.00Other Income 3,436.00Total 402,108.00 129,200.00 128,269.47 1,250.00 1,378.25 108,794.50ExpensesSalary+ Benefits 231,991.00 36,878.00 20,856.89 211,134.11 18,439.00 14,266.26 31,302.39Payroll Tax Exp 20,775.00 3,300.00 1,943.65 18,831.35 1,650.00 1,329.58 2,907.53Insurance-Health 21,756.00 2,600.00 3,152.92 18,603.08 1,300.00 (299.64) 2,874.40401K Match 6,576.00 1,096.00 564.09 6,011.91 548.00 376.06 911.00UtilitiesTelephone 7,125.00 1,175.00 575.71 6,549.29 600.00 41.36 1,030.51Electricity 4,195.00 500.00 947.90 3,247.10 275.00 418.39 1,097.17Water 550.00 90.00 88.03 461.97 45.00 88.03 44.35Conv & Tourism Develop 23,800.00 2,600.00 3,915.82 19,884.18 1,000.00 3,315.82 1,675.00Premier Baseball 15,000.00 2,835.00 12,165.00 2,835.00Travel & Training 32,520.00 6,170.00 7,935.10 24,584.90 2,895.00 5,345.10 3,891.66PublicationslDues 3,220.00 1,170.00 1,600.00 1,620.00 1,045.00 775.00 125.00Repair/Maintenance 2,000.00 400,00 114.45 1,885.55 400.00 114.45 1,627.82Office Supp/Printing 9,000.00 1,500.00 2,674.28 6,325.72 500.00 2,420.59 1,177.87Tracking Sftware/Maint 3,500.00 1,800.00 3,500.00Credit Card Discounts 1,200.00 200.00 76.19 1,123.81 100.00 18.30 143.59Taxes & Licenses(ASCAF 300.00 300.00 210.00 90.00 300.00 210.00 293.50Visitor Ctr Store Itms 8,000.00 1,332.00 1,640.08 6,359.92 666.00 630.00 1,326.65Education Reimbursemen 3,000.00 3,000.00 1,700.00Bank Charges 19.90Parking Expense 1,200.00 200.00 200.00 1,000.00 100.00 100.00 200.00Advertising & Marketing 1,150.00 (1,150.00)Special ProjectFirst Thursday 2,400.00 400.00 2,400.00 200.00Dickson St 1,500.00 1,500.00Film Festival 2,500.00 2,500.00Transfer OutTotal 402,108.00 61,711.00 50,480.11 30,063.00 31,984.30 52,348.34


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


Ac cumulated Ac tua l Balance Budget Actual ActualBudget

RevenueTransfer from A&P 59,43100 30,000.00 30,000.00 29,431.00 15,000.00Admission 5,400.00 900.00 347.91 5,052.09 450.00 280.00 260.00Special Events 900.00 900.00Gift Shop Sales 6,600.00 1,100.00 468.03 6,131.97 550.00 300.86 634.73Interest 240.00 40.00 5.01 234.99 20.00 21.73Other Income 20.07 (20.07) 20.07 18.00Total 72,571.00 32,040.00 30,841.02 1,020.00 600.93 15,934.46ExpensesSalary+Benefits 36,180.00 6,030.00 4,100.63 32,079.37 3,015.00 2,730.63 5,345.94Payroll Tax Exp 2,892.00 482.00 383.42 2,508.58 241.00 255.32 488.20Insurance-Health 3,951.00 650.00 351.89 3,599.11 325.00 21.00401K Match 984.00 164.00 75.00 909.00 82.00 75.00Rent 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00Utilities-$3690Water 500.00 74.00 37.87 462.13 37.00 74.35Gas 1,300.00 395.00 258.33 1,041.67 177.00 396.11Electricity 1,000.00 102.00 72.05 927.95 47.00 102.15Telephone Actual 1,200.00 200.00 208.49 991.51 100.00 104.37 149.56Materials & Supplies 1,200.00 200.00 55.90 1,144.10 10000 55.90 451.37Credit Card Disco un ts 1,000.00 10000 30.74 969.26 50.00 15.26 81.75Bank Charges 28.40Security 264.00 44.00 43.70 220.30 22.00 21.85 43.70Maintenance/Lawn 500.00 100.00 500.00 100.00 100.00Repair/Maintenance 2,000.00 200.00 2,000.00 200.00Sales Tax 600.00 100.00 31.00 569.00 50.00 31.00Special Projects 1,200.00 200.00 1,200.00 100.00PublicationslDues 250.00 100.00 250.00 50.00T ravellT raining 500.00 500.00 94.99 405.01 500.00 94.99 100.00Gift Shop Items 5,000.00 1,000.00 33.09 4,966.91 33.09 423.71Total 72,521.00 22,641.00 5,777.10 17,146.00 3,417.41 19,856.24


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Fayetteville A dv ertin s and P ro motio n C om m is sionStmt of Budget, Revenue, and Expense-Modif ied Cash Bas is Mon th End ing February 2010

2010 2010 2010 2010 February Februar y 2009Annu al Budget Year To Date Year To Date Ye ar Monthly Monthly Ye ar T o D al e


RevenueH MR T ax R ev enue 2,171,850.00 334,315.00 300,809.18 1,871,040.82 167,621.00 143,373,13 321,484.06Prio r Y ea r H MR Tax Rev 9,583,33 (9,58333) 567,16 11,871.81Interes t 35,000.00 5,840.00 6,267,64 28,732.36 2,916,00 6,267.64 8,004,77Visi tor Guide ads 1,500,00 125.00 1,500,00Misc Income 16,600,00 42.46 16,557.54 8,50 14,063.73Sq uare G ard en Carryc 5,000.00 5,000.00Re nlallncome 5,173,00 (5,173.00) 2,750.00 5,500.00Interes t In c Che ck in g 125.00 202.36 (202.36) 125.00 95,91 353.75Total 2,229,950.00 340,405.00 322,077.97 170,662.00 153,062.34 361,278.12ExpensesTransfersT ow n C enter F un d 676,185,00 112,464,00 111,898.82 564,286.18 56,232.00 55,949.41 110,826.70Bond Audit Exp 2,000.00 2,000.00Bond Paying Agent Fe 6,000,00 1,500,00 1,125.00 4,875.00 1,125.00Workman's C om p In s 2,575.00 2,575.00Co llec tion E xp 43,437.00 6,685.00 6,207.85 37,229.15 3,352.00 2,878.81 6,667,12Tra ns fe r to C VB 352,822.00 125,000.00 125,000.00 227,822.00 100,000,00Transfer t o C li nt on H a l 59,431.00 30,000,00 30,000,00 29,431.00 15,000.00P ea ce F ou nt ai n M aint 10,000.00 1,666.00 1,827,87 8,172.13 833.00 1,304.73Co ntrac t Labor 5,.500.00 (5,500.00) 2,750.00 5,500,00Salaries 84,453,00 14,076.00 9,437.49 75,015.51 7,038,00 6,291.66 11,835,00Payroll Tax Exp 7,600,00 1,266.00 891.60 6,708.40 633.00 587,00 1,075.61Insu rance-Health 3,645.00 608.00 (187,17) 3,832.17 304.00 (544.70) 226.23401K Match 2,532.00 422,00 283.11 2,248.89 211.00 188,74 355.04Ca r Allowance 3,600.00 600.00 450.00 3,150,00 300,00 300.00 600,00Adve rtis in g & Ma rke tin 400,000.00 35,000.00 54,197,58 345,802.42 25,000,00 53,877,06 23,953,77Airport Info Booth 5,200.00 1,200.00 1,200.00 4,000,00 1,200,00 1,200,00 1,200.00A ir po rt A dvert is ing 6,000,00 1,485.00 4,515.00 1,485.00Brochures 100,000.00 5,000,00 27,615.79 72,384.21 5,000.00 27,615.79 1,947.19Website Update 20,000,00 4,000.00 20,000.00 4,000,00Signage- Tourism 10,000,00 1,800.00 1,527.93 8,472.07 1,400,00 372.40 1,172.25Publ ica tion & Dues 2,045.00 600.00 469.95 1,575.05 500.00 330.00 454,00TravelfTraining 5,000.00 1,200,00 610.88 4,389.12 300.00 610.88 1,398.93Recycling 330,56 (330.56) 165.28Office Sup & Printing 1,000,00 200,00 131.53 86847 100,00 131.53Postage 20,000.00 2,000,00 3,631.98 16,368.02 2,000.00 1,131.98 3,539.34Profess iona l Se rv ic es 7,500,00 1,250.00 1,290,00 6,210.00 625.00 665.00 1,250,00St raegic Planning 30,000.00 30,000.00Au dit Expense 2,000.00 2,000,00To wn C enter Garde n ~ 10,000.00 10,000.00S qu ar e G arde ns 29,24443Special Projects 3,172.00 (3,172,00) 1,500.00A ir Museum 5,300.00 5,300.00 5,300,00 5,300.00AR H,S. Coaches Clini 17,250,00 17,250.00 1,600.00Ar ts L iv e 1,000.00 1,000,00 1,000.00Bikes, B ab es , & S ling 20,000.00 1,350,00 18,650,00Bikes, Blues, & Ho t Rc 10,000,00 4,326,67 5,673.33 4,326.67Comm ittee for M ardi G 2,000,00 1,404,03 595.97 1,404.03DECA Marketing Fash 1,500.00 1,350.00 150.00H .S . A lista r Games 30,000,00 30,000.00N WA C oaches Clin ic 1,600,00 1,600.00Saturday of ChampionsS ta te S o cc er F ina ls 1,000.00 1,000,007A State Track Meet 1,500,00 1,500.00Baseball & Softball WE 2,500.00 2,500.00D ic ks on S I M u sicDuathlon4 S tate Volleyball Clas 1,000,00 1,000,00Iron Pig Festiva l 2,500.00 2,500.00Jo e M ar ti n S ta ge RaCE 3,200,00 3,200.00Natl School Boards 2,000,00 2,000,00 2,000.00Ozark Valley Triathlon 500.00 500.00Fayettville Night JamOzark Millitary Museun 1,000.00 1,000.00Solar Splash 5,000,00 5,000.00TheatreSquared 20,000.00 3,971.16 16,028.84 3,971.16Tri Sports Kid's & Fam 1,500,00 1,500,00NC A A B as eb all Reqiot 10,000,00 10,000,00NCAA Track Indoor 7,000.00 7,000.00SE e Te n ni s T o ur namentSEe M en 's & W om en ': 3,500,00 3,500.00SEC Softball Charnpioi 2,000.00 2,000.00Walton Arts Center 30,000.00 30,000,00Misc Exp ens eRepair & Ma int enance 75,000.00 12,500,00 863.11 74,136.89 6,250.00 227.75Minor Equip 75,000.00 12,500,00 7,643.29 67,356.71 6,250.00 7,643.29Depreciation Exp 20,000.00 3,330.00 20,000.00 1,665,00Bank Charges 16,97 (16,97) 20.00Taxes & LicensesUn alJ oc at ed Revenue 4,074.00 4,074.00Total 2,229,949.00 381,167.00 416,323.00 123,193.00 182,163.47 320,490.61


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KIT WILLIAMS, CITY ATTORNEYDAVID WHITAKER, ASST. ClTY ATTORNEY

FAYETrrEVILLET HE C IT Y O F F AY ET TE VIL LE , A RK AN SA S

DEPARTMENTA L CORRESPONDENCE LEGAL DEPARTMENT

TO: A & P CommissionersCC: Casey Jones, City ProsecutorMarsha Hertweck, Accounting DirectorFROM: Kit Williams, City Attorney

. . . . .. . . . .. . . .. .DATE: April 5, 2010RE: 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 lastFriday, 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. TheAccounting Department has now sent this to the City Prosecutor's Office. CaseyJones informs me that a new case, criminal citation, etc. will be promptly filed forthe 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 intheir reporting forms or the necessary tax.


18/34

CLINTON K. JONESCITY PROSECUTORBRIAN THOMAS

EPUTY CITY PROSECUTOR

MANDY FINKLEAOFFICE ADMINISTRATOR

E-mail: [email protected]: (479) 575-8377

(4 79 ) 5 75-8378Hot Checks: (479) 575-8254

FAX #: (479) 575-8373OFFICE OF CITY PROSECUTOR

MEMO

TO: K. WilliamsFayetteville City AttorneyFROM: Casey JonesFayetteville City ProsecutorDATE: April 2, 2010RE: Status of Active HMR cases

l. Acambaro Four Jesus Socarro Paid: -0-Delinquent Balance: Forms not turned inActive Criminal Summons (5 & 6, 09)

2_ Brenda's Drive-In Collin L. Wilkins Paid: -0-Delinquent Balance: Forms not turned inActive Criminal Summons (1110)

3. Butcher Block Gary W. Bell Paid: -0-Court Ordered to pay $200.00 Per MonthDelinquent Balance: $1,871.28Active Contempt of Court

4. Camilles of NW A Robert W. Shoulders Paid: $560.17Delinquent Balance: -0-Case Closed

5. Dominoes Pizza Lloyd W. Hardison Paid: -0-Delinquent Balance: $4,590.66TD: 7/08 /09 - Court ordered to pay$200.00 a monthActive CriminalSummons(Fail to Pay HMR)

Telecommunication Device for the Deaf TOO (479) 521-1316 176 South Church, Sui te 2 - Fayett eville, AR 72701


19/34

Kit WilliamsApril 2, 2010Page 2

6. Froggy's Rodney A. Hall Paid: -0- (Jan - April 09)Delinquent Balance: Forms not turned in7. Hogwild Pizzeria David S. Mackey Paid: -0- (Jan - Mar 09)Delinquent Balance: $1,330.00

Paid -0- (April 09)Delinquent Balance: Forms not turned inTD: 1 01 28 /0 9 - 90 days to payTD: 417110 (Fail to Pay Fines)

8. Los Cuates Maria S. Richard Paid: -0-Delinquent Balance: $103.00Trial Date: 9/02/09 - SettledPending Criminal Summons

9. Mama Dean's Meneria D. Morrison Paid: $719.18Active Criminal Summons (4, 6 & 7, 09)Active Criminal Summons (9 & 10, 09)Active Criminal Summons (12/09 & 1110)Arraignment: 4116110Terry L. Morrison FTA Warrant-TD: 3117/10 - Guilty10. On The Rocks Richard E. Reynolds Paid: $165.72Delinquent Balance: -0- (7 & 8, 09)Delinquent Balance: -0- (9 & 10,09)Trial Date: 5/05/1011. Perk on Wedington Shea A. Hamm Paid: $75.00Delinquent Balance: $347.00Arraignment: 4/13/09 - No ShowFTAS Warrant ServedTrial Date: 8/26/09 - Ordered to pay$75.00 a month


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Kit Wi ll iamsApri12,2010Page 3

12. RX Catering

13. Seafood Market BarlGrill

14. Shanghai Chinese andChina Garden15. WOW Japanese Bistro

Jarrod C. Butler

Craig E. Dowd

Hsiao L. J. Shen

ChongN. Kim

TOTAL: $1,620.07

Paid: -0-Delinquent Balance: $6,755.85Set for Trial: 12/03/08 - GuiltyOrdered to Pay $200.00 a monthActive Contempt of Court ServedArraignment: 7 11 3/0 9 - No ShowFTAS Warrant ServedTD: 11104/09 - No ShowActive Criminal SummonsTrial Date: 412110Paid: -0-Delinquent Balance: $5,722.60TD: 9116/09 - Time Pay: $200.00 by the30th of every month.Trial Date: 4/2811 0 (Fail to Pay HMR)Paid: $100.00Delinquent Balance: $3,390.00Delinquent Balance: -0-Arraignment: 12/07 /09 - No ShowActive FTAS Warrant (7 & 8, 09)


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CLINTON HOUSE MUSEUMMONTHLY REpORT MARCH 2010The Clinton House Museum had a total of 92 visitors in March 2010. March has brought manyspring break visitors marks the beginning of the House's "busy season". Additionally, we seemto be having more and more local visitors. The increased presence in print, network, and socialmedia has been a great success for the House.MUSEUM ACTIVITIES AND EVENTS:During the month of March, we welcomedtwo group tours. The Arkoma Schools Gifted& Talented students came to the Museum toconclude a Unit on the Former President andSecretary of State. After much research andreport writing, they were eager to hear thestories of the Clinton's time in Arkansas andwere 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 Marchcontinuing their recognition of "all things Fayetteville."

APRIL ACTIVITIES:

KFSM's new morning Meteorologist, JasonAdamshas been visiting places in Northwest Arkansas andthe River Valley as part of his Keep It Local Tour sothe Florida native can learn more about our area. Hearrived, camera crew in tow to learn more about theHouse and its features. The interview was broadcastduring the Channel 5 Morning Show and provided agreat opportunity for exposure. If you'd like towatch the interview, you can find it athttp://www.kfsm.comlvideobeta/5a7faa5e-aee7-45ab-9037-25ad97fe5870/Weather/Jason-s-Keep-It-Loeal-Tom-Fayetteville

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


22/34

Activity ReportFrom: 03/01/2010 To: 03/31/2010

ALLYSONE-Mail

3/1/2010 VYPE I7 on 7 Select Football Tournament3/1/2010 NCAA Track and Field

NCAA Indoor Track and Field Championship3/4/2010 Hospitality Summit3 /5 /2010 UA Track and Field

NCAA Indoor Track and Field Championship3 /15 /2010 Arkansas Medical Society3/29/2010 Premier Baseball Championships

16 Under Championship Tournament3/29/2010 America In Bloom

Annual SymposiumMeeting

3 /3 /2010 NCAA Track and FieldNCAA Indoor Track and Field Championship

3/3/2010 City of Fayetteville3 /10 /2010 Hospitality Summit3/16/2010 ASAE

Annual Meeting3 /16 /2010 Arkansas Medical Society3 /17/2010 Clinton House Museum3 /29 /2010 Arkansas Department of Parks and Tourism3 /30 /2010 Hospitality Summit3/31 /2010 540 Film Festival

Phone Call3 /1 /2010 Allyson Twiggs-General3 /5 /2010 Hospitality Summit3/10/2010 UA Track and Field

NCAA Indoor Track and Field Championship3/15/2010 Premier Baseball Championships

16 Under Championship Tournament3 /15 /2010 St Patricks Day Pub Crawl

JESSI810g Entry

3 /1 /2010 Fayetteville Visitors Bureau3/9/2010 Fayetteville Visitors Bureau

Creative3/5/2010 Clinton House Museum3/10/2010 Fayetteville Visitors Bureau

Mike Capshawsent rate from hotels for his eventFayetteville Hotelsvolunteer times for shifts at welcome boothHarry-Sysco Foodsdetails for sponsorship for summitBrad-TSIsigns for XNAMs Kay Waldoavailabil ity for cardiology group in OctoberSheila Honore-Events by Designa few hotels who need to turn in contractsCindi Copelodging for judgesChris Pohlfinal details of eventJulie McQuadecultural mapping projectBrittany Dearien-FTClayout for summitMs Mary Dandurandattended monthly luncheonMs Kay Waldoabout group coming in octoberabout april 12th eventDena Woernerattended/organized summitRowland McKinneydetails about 2010 eventBrandy Campbell-Hwy Deptdetails of moving highways signs to exit 62Dena Woerner-Ark Parks/tourismdetails about presentation for summitChris PohlAbout Embassy Suites roomsRobert-Lokomotionbooked tour for site visitJeff Caudle-Powerhousequestions about event on dickson

Congratulations to the Courtyard by Marrio'EF-Forbes names Fayetteville #7Kate Johnsonbridal fair handout


23/34

EF-Dickson St. events web site3/10/2010 Fayetteville Visitors Bureau

EF-St. Patrick's Day Pub Crawl site3/11/2010 Fayetteville Visitors Bureau3/17/2010 Fayetteville Visitors Bureau

EF-First Thursday logoEF-set up Experience Fayetteville fl ickr ace312312010 Faye t te vi ll e V is it or s Bu re auEF-First Thursday

3/26/2010 Fayetteville Visitors BureauEF- set up First Thursday Flickr accountFacebook Entry

3/2/2010 Fayetteville Visitors Bureau3/4/2010 Fayetteville Visitors Bureau3/9/2010 Fayetteville Visitors Bureau

3/10/2010 Fayetteville Visitors Bureau3/12/2010 Fayetteville Town Center

Here Comes the Bride3/17/2010 Fayetteville Visitors Bureau3/23/2010 Fayetteville Visitors Bureau3/23/2010 Fayetteville Visitors Bureau

EF-Congratulations to George'sEF-What is your favorite Fayettevil le park?EF-Forbes has named Fayettevil le #7 colleEF-Support the Fayetteville BulldogsTC-Here comes the bride reminderEF-St. Patrick's Day Pub CrawlEF-gift card giveawayEF-Wilson Park trivia question

3/23/2010 Fayetteville Town Center3/31/2010 Fayettevil le Visitors Bureau

EF-Added Sweet 16 picturesEF-elephant sculpture arrives in Fayettevill

Meeting3/3/2010 Fayetteville Visitors Bureau

TC-Social Networking at FPLTwitter Entry ,

3/2/2010 Fayetteville Visitors Bureau3/2/2010 Fayetteville Visitors Bureau

3/11/2010 Fayetteville Visitors Bureau

EF-retweet-congrats to the CourtyardEF-Mayor Jordan speaking at ButtefieldEF-NCAA indoors signage & welcome

3/30/2010 Hospitality SummitEF-twitpic-UA Hospitality Management Par

3/31/2010 Fayetteville Visitors Bureau3/ 31 /2010 Fayetteville Visitors Bureau

EF-Elephant arrives

EF-Retweet of ddp's gallery showJULIEConvention

3 /17/2010 American Bus AssociationAnnual Mo to rc oa ch ShowE-Mail Sent

3/11 /2010 West Side C hris tia n C hu rc hattended tradeshow in Maryland

3/11/2010 Crossroads Tours

Ms. Gerri AllenAgri TourismMs. Cyndi OatwayAgri TourismMs. Patty Fisher

3/11 /2010 Quik Travel Staffing


24/34

3/11/2010 United Coach, IncAgri TourismMr. Don WilliamsAgri TourismMs. Deborah FulmerAgri TourismMr. Bob SnellAgri TourismMr. John StancilAgri TourismMrs Julie PenningtonFW: Agri TourismMs Sue McWhorterFW: Agri TourismMs. Gerri AllenFW: Agri TourismMs. Ruth BoringAgri TourismRenee RobisonAgri TourismMr. John MillerAgri TourismKarenlCharlie SmithAgri TourismMs. Sherri MeadAgri [email protected]

Agri TourismMr. Ron HeadAgri TourismMrs Patti ManvileAgri TourismMrs Julie PenningtonAgri TourismMs Sue McWhorterAgri [email protected] Tours .Mr Joe NealRE: Northwest Arkansas Bird Guy:)Mrs Patti AndersonRE: Travel SouthRenee RobisonRE: Inkpen PromotionMrs Lisa Beach

3/1 1/2010 Mid-America Travel3/11 /2010 Circuit Riders3/11/2010 Anchor Trailways Charters & Tours3/11/2010 Julie Pennington3/11/2010 Glory Tours3/11/2010 West Side Christian Church3/11 /2010 Happy Travelers3/11/2010 Arkansas Department of Parks and Tourism3/11 /2010 Miller Transportation3/11 /2010 Karen's Tours

Strawberry Tour3/11 /2010 First Baptist Senior Adults3/11 /2010 Abbott Tours3/11/2010 Happy Heart3/11 /2010 Heber Springs State Bank3/11/2010 Julie Pennington3/11 /2010 Glory Tours3/11 /2010 Headquarters House Museum3/22 /2010 Birding3/22/2010 Good to Go with Patti Beth

Diva's Do Dickson3/22 /2010 Arkansas Department of Parks and Tourism3/30 /2010 Citiizen Security Bank Horizen Club

File Note3/17 /2010 AGAPE Tours and Charters

Mystery TourGroup Tour3/12/2010 AGAPE Tours and ChartersMystery TourPhone Call

3/2 /2010 Travel Tours

Mrs Carolyn JoyceSent Thank You cardMrs Carolyn JoyceMystery Tour Lunch@AQMs. Joyce LawsonMade sure she received her packetMARLO

E-Mai l3/5 /2010 World Spirit Association

Championships and/or Nationals3/10/2010 Midwest Cheer and Dance Association

Darren DeMossIntroduce and inquire about 2012Kim Schaub


25/34

3/31/2010 Razorback Aquatic Club

Introduction and discuss 2012Mr. Brad FriessIntroduced myselfMr. Chase GibsonSent Introduction emailMr. Greg BaxendaleSend all hotel rates to GregAshley BickelIntroduction & requested site specificationsMr. Bruce DunnIntroduction emailMr. Matt ShanklinIntroduction emailMr. Samir HajIntroduction emailMr. Lenny FrankcoreIntroduction emailMr Don PattyEmailed introductionWayne StehlikSent Introduction email & mentioned meetiRoger BoskusSent Introduction & mentioned 2011 bidMr. Kenyatta WrightSent Introduction emailMr. Eric EdelsteinSent email introduction to EricMr. Greg BaxendaleSent introduction email to BaxendaleMr. Randy MerrymanSent Introduction email to RandyMr. Terry LawsonSent introduction email to TerryAndrea GunnellSent introduction email to AndreaMr Lance TaylorSend introction email to Lance, Joey, & GeMr Lance TaylorSent Intro. email to Lance, Barry, & JoeyJames MorrowFlier for email blastKim SchaubFollowed up & requested avail. dates for '1James MorrowSend reminder about flierJulie CainSend leads to Julie CainMr. George WheatleySent Introduction Email & offered assistantMr. Scott BerrySent introduction email offering assistanceMr. Scott BerryRecd' email from Scott BerryMr. George WheatleyHeard back from GeorgeMr. Scott Berry3 Tournaments this spring/summer

3111/2010 AAO Sports ExperienceSports Festival3 /1 1 / 2 0 1 0 Fayetteville Parks & Recreation3/11/2010 BES.T Baseball

Ba se b all T o u rn ament s3/ 11 /2010 JAMfest Events3/11/2010 All Sports Productions

Joe Martin Stage Race3/ 11/2010 UA Baseball

Regional Baseball Tournament3 /11/2010 Arkansas Comets - Soccer

Ozark Cup Classic3/11/2010 LPGA - NWA Championship3/11/2010 Premier Baseball Championships

16 Under Championship Tournament3/11/2010 NWA Tip-Off Club3/11/2010 Cedar Creek Water Ski Park

South Central Regional Water-Ski Championships 20083/ 11/2010 WPE I

7 on 7 Select Football Tournament3/11 /2010 Northwest Arkansas Naturals3/ 11/2010 B.E.S.T Baseball

Baseball Tournaments3/12 /2010 Midwest Nationals

Baseball Tournament3/12/2010 Fayetteville Youth Baseball3 /12/2010 Fleet Feet

10 K Run3 /17 /20 10 Arkansas Activities AssociationArkansas High School Coaches Meeting3/17/2010 Arkansas Activities Association

Saturday of Champions3/17 /2010 Battle of the Badge

Softball Tournament3/18 /2010 Midwest Cheer and Dance Association3 /22/2010 Battle of the Badge

Softball Tournament3/24/2010 UA Softball

NCAA Regionals & Super Regionals3 /25 /2010 Dudley Thunder Series

Adult Softball Tournament3/25/2010 Razorback Aquatic Club

3/31 /2010 Dudley Thunder SeriesAdult Softball Tournament

3/31 /2010 Razorback Aquatic ClubIssued Lead

3/312010 B.E.S.T Baseball Mr. Greg Baxendale


26/34

Baseball Tournaments3/22/2010 UA Softball

NCAA Regionals & Super RegionalsMeeting

3/15/2010 Fayetteville Parks & Recreation

Sent lead for July tournamentJulie CainUA Softball 5 /1 9/10 and 5/27/10

3/18/2010 All Sports ProductionsJoe Martin Stage Race

3/ 18 /2010 HogeyeHogeye Marathon

3 /24 /2010 All Sports ProductionsJoe Martin Stage RacePhone Call

3/18/2010 World Spirit AssociationChampionships andlor Nationals

3/18/20 10 JAMfest Events

Mr. Chase GibsonMeeting set to discuss '10 eventsMr. Bruce DunnDiscussed Joe Martin & Iron PigTabitha HolmesIntroduction meeting here at FCVBMr. Bruce Dunn

Darren DeMossFollowed up, spoke to Wes MillerAshley BickelFollowed upSHELLY

Creative3/19/2010 American Association of University Women

State ConventionE-Mail

3 /1 0/2010 UA Information Systems

Ms. Shawna Thorupcreated online registration for groupMs Christy Deangroup needs VGs for April 16 conference

3 /15 /2010 Hospitality Summit3 /16/2010 Solar Splash

Solar Boat Race3 /19 /201 0 AAU Track and Field

Area 11 National Qualifying MeetIssued Lead

3/212 01 0 B.E.S.T BaseballBaseball TournamentsLetter

3 /4 /2 010 UA Alumni Association

Sent invitationsDr William SpringerBooked space at Lake Fay Outdoor Festiv;Kim LynkIntroduced MarloMr. Greg Baxendalesent lead for June tournament

3 /24/2010 American Association of University WomenState ConventionMeeting

3 /11 /2010 Solar SplashSolar Boat Race

3/15 /2010 Vietnam Education Foundation

Mr. Anthony McAdooCongrats on appt to Volunteerism CouncilMs. Shawna ThorupMailed conference invitiations

3/18 /2010 UA Hospitality Department

Dr William SpringerPlanning meeting for 2010 eventRick JawishBid for transportation needsCharles OgbeideGave lecuture on STR Report to FO MgmlGloria FloresPlanning for April site visit

3/24/2010 Vietnam Education Foundation3/31/2 010 Hospitality Summit

attended summitPhone Call3 /19/2010 UA Softball

SEC Softball Championships Julie CainRooms for officials


27/34

Fayetteville Visitor Center - 2010 Sales & Visitor CountJan Feb Mar Apr May June July Aug Sep Oct Nov D

Sales Totals $55765 $354.29 $745.40','2009Totals'" $502JO ":$670.45'" "-$.842;57"1.$1;5~1::1T:.$2',~;32Q?J)~$2~2J1~38:~$1,;9 ~.9.87,7:i$21035:88';~ ~$1,6g0Ag, '$1j'566:65 ,$971 ;37 '';1 :$2;3%Changefrom2009 9.9% -89.2% -13.0%Visitor Count 213 209 432. 2009 Totals '. . 235 381"" : ./ ."5391


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ADVERTISING INQUIRIES BY STATE - 2010J A N F E B M A R A P R M A Y JUN JUL AU G SEPT OCT NOV DEe TOTAL

AE 1 1 2Alabama 8 17 17 42A la s k a 1 1 2Alberta 1 4 1 6Arizona 6 11 17 34Arkansas 75 42 105 222British Columbia 2 2 1 5California 25 30 32 87Colorado 9 15 28 52Connecticut 1 7 7 15Delaware 2 1 3 6Florida 22 23 54 99Georoi a 9 14 20 43Hawaii 1 2 3Idaho 6 6Illinois 39 43 195 277Indiana 13 33 118 164Iowa 16 19 81 116Kansas 27 26 90 143Kentuckv 9 15 36 60Louisiana 24 26 21 71Maine 1 3 3 7Manitoba 3 3Maryland 11 12 6 29Massachusetts 4 7 11 22MichiQan 15 24 106 145Minnesota 11 18 98 127Mississippi 18 6 18 42Missouri 78 50 185 313Montana 1 2 3Nebraska 3 5 40 48Nevada 5 9 7 21New Foundland 1New Hamoshire 4 3 1 8New Jersey 8 8 8 24New Mexico 5 3 8New York 13 29 16 58North Carolina 15 14 17 46North Dakota 2 8 10Nova Scotia 0Ohio 23 24 85 132Oklahoma 51 39 56 146Ontario 5 10 9 24Oreqon 2 5 13 20Pennsylvania 19 25 18 62Prince Edward lsl. 0Puerto Rico 2 1 3 6Quebec 9 4 13Rhode Island 2 2 4Saskatchewan 3 2 5South Carolina 6 4 8 18South Dakota 4 4 8 16Tennessee 18 25 26 69Texas 173 85 91 349Utah 2 3 5Vermont 1 1 2Viro inia 7 15 22 44Washinoton 11 10 17 38Washington, D. C. 0West Virqinia 3 5 6 14Wisconsin 13 28 122 163Wvominq 3 3Military 0TOTAL 828 817 1858 0 0 0 0 0 0 0 0 0 3502


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Fayetteville Town Center, Manager's Activity ReportMarch 1, 2010 to March 31, 2010

Sales:

1413 18 40 40

$33,700.00 $88,825.00

$38,115.24 $43,036.40 $104,689.56$34,500.00 $24,464.00 $84,789.00

-0- -0- -0-$2,407.14 $1,208.33 . (5:0%)~ $1,850.52

** 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 localpolit icians for rallies, announcements, etc. . Here Comes the Bride had a 68% increase in revenue compared to last year.

Event List: March 4 - American Society of Civil Engineers March 5 - Trout Unlimited March 6 - NWA Healthy Marriage March 6 - Haffell Baby Shower March 6 - ie" Birthday Party March 7 - Ozark Natural Food Coop March 9 - Boy Scouts of America March 11 - Women's NCAA Track Banquet March 12 - NWA Turkey Federation Banquet March 12 - Monmuth Dance

March 13 - Lincoln HS Prom March 14 - Here Comes the Bride March 16 - National School Board Luncheon March 16 - Farmers Market Board Meeting March 19 - Peace Rally March 20 - Beruns Wedding March 20 - Beruns Reception March 26 - Independent Caucus March 27 - DeGrand Reception March 30 - CVB Hospitality Summit March 30 - FHS Class Reunion Meeting


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DIRECTOR'S REPORTMARCH 2010

ACTIVITY

Tourism Activities - National Park Service visitDedication of Butterfield Trace historical wayside markerCultural Mapping proj ectGallery GuideMichelle Halsell - elephantGovernor's Conference on Tourism - Eureka SpringsNorthwest Arkansas Tourism meetingTrail of Tears research committeeRalph WilcoxlNancy Sturm - SCA conference in OctoberBarry Gebhart - Basketball paradeTabby Holmes - Hogeye MarathonBruce Dunn - new event

Relations with Media - Media release for Butterfield wayside dedicationJessica Franklin - A Y MagazineKate Moore - Forbes #7 Top College Sports Town CenterBrittney Ridgewell - AG Extension student publicationMywedding.comUA Parents Guide

Town Center - "Here Comes the Bride" bridal fairCox Communications - internet broadband for conferenceKen Mourton - teleconference call

Clinton House Museum - marketing meetingBillgrimage TourUA Special Collections

A & P - Northwest Arkansas Council focus group on economic developmentJohn McLarty - Northwest Arkansas Regional Planning CommissionCity Council - First ThursdayJames - Fayetteville Parks baseball tournamentSteve Aust- Fayetteville UndergroundClaire Edwards - reference on Brittany Starr

TOP HMR COLLECTORS - February (January Sales)Olive GardenChartwell's DiningRed LobsterGolden CorralCourtyard by MariottChick-Fil-A - NW VillageLogan's RoadhouseShogun Japanese SteakhouseInn at Carnall HallRick's Bakery


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Chick-Fil-A - Razorback RoadM cDonald 's - JoycePenguin Ed'sCatfish HoleNoodles Italian KitchenMcDona ld 's - MLK BlvdChili's RestaurantBordino'sClarion InnMcDonald's WedingtonTaco Bell- Hwy 62Buffalo Wild WingsPanera BreadJason's Deli


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Operations ManualInsuranceThe Fayetteville Advertising and Promotion Commission maintains adequate insurancecoverage 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 forproviding its insurer with a detailed and accurate schedule of activities and inclusions tobe covered.The Fayetteville A & P Commission manages insurance through a local agent, asdifferent policies are held with different companies. The Executive Director isresponsible for ensuring that all insurance policies are current and adequatedocumentation is maintained.Through the local agent, the insurance is "shopped" annually. Requests for proposals forthe local agent is conducted at least every three years.Professional ServicesAll professional services other than for legal, architectural, engineering, and landsurveying shall follow the formal Competitive Selection of Professional Services Policyof the City of Fayetteville.ContractsServices contracted by the Fayetteville A & P Commission which require contracts shallbe competitively shopped at least every 3 years. Length of contract shall be set out in theinitial contract. Contracts larger than $20,000 shall be advertised in the newspaper andapproved by the Fayetteville Advertising and Promotion Commission. Other contractapprovals shall be handled by the Executive Director.A & P Commission By-laws (new section)

FINANCIAL INTERESTNo Member ofthe Fayetteville Advertising and Promotion Commission with a direct orindirect financial interest in any items before the Commission shall participate in thediscussion of/or voting on such matters.

AUTHORITY TO CONTRACT WITH COMMISSIONAn 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 isapproved by the Fayetteville A & P Commission following disclosure of the direct orindirect financial interest of the individual commissioner.


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$ Requests should be typewrittenFAYETTEVILLEADVERTISING AND PROMOTION

COMMISSION

FUNDING REQUEST FORMAT$ Only one copy of application andcopy of annual budget should besubmitted

Please include the following:I. Name of organization/event and tax

i. d. number10. Anticipated media exposure

$ Requests are due to the ExecutivDirector of the FayettevilleAdvertising and PromotionCommission on April I and Oct

2. Contact person with complete ad-dress, phone number and e-mail ad-dress

I I. Marketing plan budgets: advertising,public relations, sales; include prioryear budget and expenditures (Allfunding sources)

$ It is the burden of the presentershow how requests meets the cof uses for the A & P funds.

3. Purpose of event and proposed useof funds generated by organization/event

12. Funding request: State specificpurpose and amount.

$ It is not the A & P Commission'sintent to fund requests that coulfunded by the requesting organiz

4. Period of operation or event date5. Location or event site

13. Describe how this request meets thecriteria of uses of A & P funds

Requests should be submitted

6. Background of organization and his-tory of event7. Expected visitor draw (radius/

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

. Image: Is this organization or eventidentifiable with an attractive andunique feature of our area?

. Marketing Plan: Advertising, publicrelations, sales and whether in-kinddonation or purchased.

14. Describe how event will be altered ifA & P funding is not secured.

Marilyn Heifner, Executive DirectorFayetteville Advertising and PromotCommission

15. Provide full financ ia l disclosure of allrevenues and expenses. Financialdisclosure is required of therequesting organization's regularannual budget and is to be providedin the application for funding. Pleaseprovide one copy!

P. o. Box 41571 5 W. MountainFayetteville, AR 72702-4157

Phone [email protected]

' .


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-, -

Fayetteville Installs LEDLightingTTH SHRINK -ing budgets anda citywide man-date to reducethe environmen-tal impact of the public parking pro-

gram in Fayetteville, AR, the city's sus-tainability coordinator, .101111 Coleman,turned to local "green" builder .Tames"Butch" Coger for options.

After a careful review of the energy con-sumption trends of the Town Center parkinggarage, Coger determined that the existinglighting was the main culprit in budget overrunsand was the "lowest hanging fruit" for helpingFayetteville reduce costs and "green" theirparking program.

With the lighting targeted for replacement,the search began for lower maintenance andlower energy-consuming technologies. A day-light study was conducted to see what percentage of the parkinggarage could meet code without supplemental lighting.

Coger discovered that while the existing facility was run-ning the lights 24 17, more than one-third of the fixtures couldbe turned off for as much as 10 hours a day and still meetlocal codes.With this knowledge, the search expanded to include 80-called daylight-harvesting features as well. All of the modernlighting technologies were investigated, including fluorescent,inductive, HID and solid-state (LED) sources. Products that wereincompatible, or compromised, by using daylight and motionsensors were cast aside in favor of products whose lives were notimpacted by frequent re-strike and dimming.

Coger determined that solid-state luminary (SSL) fixtureswould provide the quickest return on investment for the city andthe best projectecllong-term value. The compatibility of LED fix-tures with daylight-harvesting technologies also tipped the scalesin favor of LED over many competing technologies.

LED low bay fixtures from Infinilux Inc. were selected for

nership between Central Parking and Global Parking Systems,LLC, announce that the City of Houston, Texas has extended theagreement to manage and operate the parking and shuttle servic-es at George Bush Intercontinental (IAH) and William P.Hobby Airport (HOU) for five years with options to extend fortwo additional one year periods. The Houston Airport System(HAS) is one of the largest airport systems in the world, servingnearly 50 million passengers annually. Central Parking operateson-site parking facilities for 23 airports, including seven largehub airports serving Houston, Los Angeles, San Francisco, Mia-

the installation, based on a combination of factors, includingextreme low-power consumption, robust construction andwarranty terms.

The complete retrofit of the Town Center Parking Deck tookCoger's Custom Home and Commercial Electronics less than J 0days to complete. Upon completion, monitored cnergy savingsexceeded expectations and were the equivalent ~ using EPA cal-culations ~ of removing more than 1.8 million tons of C02 fromthe environment or taking 562 cars off the road permanently.

The city of Fayetteville has calculated a complete payoff ofless than three years, based on their energy savings alone, or asavings of more than $150,000.

During the ribbon-cutting and grand re-opening of theTown Center Parking Deck, city Sustainability CoordinatorColeman said: "We are very pleased with both the cost savingsand the reduction in Fayetteville's carbon foot-print. The (light-ing) project has been a compete success and has met, if notexceeded, our expectations."

for Nemours Children's Hospital at Lake Nona's medical city.The garage will provide parking for 900 cars and 7 motorcycleson ground plus four elevated levels. As the design-builder forthe garage Finfrock worked with the hospital's architect and itsconstruction manager Skanska to design the garage to campi i-menr the 620,000 SF hospital currently under construction.Finfrock provided the most cost efficient design for the foot-print and will construct the project within Nemours budget.Precast concrete for the project will be provided by FinfrockIndustries and will include pigmented concrete clad exterior

fayetteville advertising and promotion commission - april agenda

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