february 13, 2012 2:00 p.m. fayetteville town center i. ii. reports … · 2012-02-11 · butcher...

AGENDA ADVERTISING AND PROMOTION COMMISSION

February 13 2012 200 pm Fayetteville Town Center I Call to Order ndash Maudie Schmitt

II Reports

A Approval of Minutes for January monthly meeting B Financial Report

1 HMR Revenues ndash Marilyn Heifner 2 Financial Statements - Keith Glass 3 Update from City Attorney re delinquent tax collection efforts ndash Kit

Williams C Departmental Reports

1Clinton House Museum 2 Convention and Visitors Bureau 3 Town Center

D Advertising Agency Report ndash Mike Sells

III Old Business A Old Post Office

IV New Business

V Adjourn

ADVERTISING AND PROMOTION COMMISSION REGULAR MEETING January 9 2012 Commissioners Present Bob Davis Lioneld Jordan Brandon Karn Bill Lyle and Maudie Schmitt Commissioners Absent Justin Tennant and Hannah Mills Staff Present Marilyn Heifner Shelly Walters Sandra Bennett CALL TO ORDER Maudie Schmitt called the regular monthly meeting of the Fayetteville Advertising and Promotion Commission to order on January 9 2012 at 200 pm ELECTION OF CHAIRMAN FOR 2012 Moved by Davis second by Jordan to elect Maudie Schmitt chairman for 2012 Motion carried OLD BUSINESS Old Post Office Marilyn presented a Business Plan for the Old Post Office A copy is available in the Fayetteville CVB office Davis complimented the business plan He asked who was responsible for utility problems that might be discovered since the land surrounding the building is a city park Kit Williams indicated that the current owners have an easement across the property and the building ownerlessee would be responsible for maintenance and repair The mayor agreed Davis liked the portion in the lease giving the A amp P Commission 12-14 months to exercise the option to purchase He indicated that though the budget allowed for 10 artist studios that more could possibly be accommodated He liked the synergy between First Thursday Fayetteville Underground and local businesses He didnrsquot see too many negatives and thanked Brandon Karn and Marilyn Heifner for pursuing the opportunity The Mayor asked what kind of roof was on the building Marilyn said a copper roof had been installed in 2005 The mayor said we needed to make sure the roof was sealed properly to prevent future problems He said this was a tremendous opportunity for the A amp P Commission and the City and a great opportunity to invest in downtown and in the arts Karn said the Old Post Office was the heart of the city for so many years and many people want to see the building regenerated Frank Sharp 2062 Smokehouse Trail said he was a part of the 1974 group that started the petition drive to save the Old Post Office and presented it to the Housing Authority

People cared about the building then and care about it now He said ldquoOf course there will be problems there always arerdquo Leilani Law artist said she had been a part of the underground for 18 months and served on the arts committee She said 1) that the Board of Directors make sure the artists were represented the artists and their vision 2) that the woodwork by Steve Moore be dismantled not demolished and 3) that she was willing to help and be a part Hank Kaminsky artist said he had been in Fayetteville since the early 80rsquos He is glad to see that the artists are a significant part of Fayetteville and that we are planting the seeds of cultural arts He reiterated Leilanirsquos concern for artist representation on the Board The reorganization will contribute to resurgence of the Underground Martin Miller managing director of TheatreSquared and on the Fayetteville Arts Council said that this move will raise Fayettevillersquos profile nationally Kudos for having the Old Post Office be a cultural arts anchor Davis moved Jordan second that the A amp P Commission move forward with the intent to execute a lease with the option to purchase the Old Post Office After Ron Bumpass reviews the lease it will be resubmitted for final approval by the Commission Motion carried APPROVAL OF MINUTES Jordan moved to approve the minutes of the December 2011 meeting second by Lyle Motion carried FINANCIAL REPORT HMR Report - Marilyn reported that the HMR tax was outstanding for December a 1779 increase Year end increase was 538 Financial Statements - Marilyn also reviewed November financials in lieu of the absence of Keith Glass There were no outstanding issues or unusual expenses or income in any account Update from City Attorney ndash Kit Williams reported that the City prosecutor collected $1232250 in November Year to date $4708019 has been collected Davis inquired about 13 places without a balance some because of improper forms Discussion ensued regarding enforcement of those not filling out forms A amp P YEAR IN REVIEW Marilyn presented a multimedia report of activities of the Clinton House the CVB and the Town Center ADVERTISING AGENCY REPORT Mike Sells reported that the number of Fayetteville Guide downloads in 2011 (17500) exceeded the number of Visitor Guides printed in the first year The Old Post Office will be

a marketing focus in 2012 Fayetteville HMR numbers (+54) were compared to the state (+32) Drew Finkbeiner explained the rational for the media plan In 2011 we owned the sports market In 2012 we will capitalize on Crystal Bridges We will continue what worked last year and do what we can to improve on it Niche marketing will subsidize the overall marketing goals promoting Fayetteville as the premier city in Northwest Arkansas We will position Fayetteville as a ldquomust returnrdquo city Greg Harrison reviewed the media plan and highlighted key differences in the plan from last year Moved by Karn to approve media plan for 2012 second by Davis Motion carried NEW BUSINESS Parking Deck Tokens ndash Because of the increase in the daily parking entry charge (which was approved by the Commission in December) charge for individual tokens should be increased Moved by Karn second by Davis to increase the parking tokens from $3 to $4 each and tokens purchased in bulk will increase for 100 tokens from $100 to $133 on a escalated rate scale Motion carried There being no further business the meeting was adjourned Respectfully submitted Marilyn Heifner Executive Director

Current Year HMR Collected (21200912410100) 18450179$ Prior Year Collected (21200912410101) 2143673$ First Security Investment Interest Revenue (21200912470800) 90559$

Total Revenues 20684411$

Annual Bond Audit Expense (21209120760260) -$ Collection Expense (21209120533300) (411877)$ Bank of OK Quarterly Fee (21209120571200) (112500)$ Town Center Bond Payment (21209120571200) (5613399)$ 2010 Property Taxes on Town Center (21209120760260)

Total Expenses (6137776)$

Total Check to AampP 14546635$

~ This report represents HMR collections through the end of the monthThese figures may include past due amounts

For month of January 2012Advertising and Promotion Commission

City of Fayetteville ArkansasMonthly HMR Tax Collections 2008-2011

2009 2010 2010 2011 2011 2012 2012 Total Total Change Over Total Change Over Total Change Over

HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year HMR Taxes Prior Year

January $166214 $166645 000 $179546 774 $205939 1470

February $167141 $143940 -1388 $158037 980

March $180027 $172662 -409 $169093 -206

April $191542 $187730 -200 $187976 000

May $190320 $185096 -274 $188149 165

June $190237 $184371 -308 $205700 1157

July $180944 $196323 008 $205438 460

August $167897 $180741 765 $189839 503

September $176463 $184471 454 $195427 594

October $189728 $195169 287 $214713 1001

November $190887 $213494 1184 $203529 -467

December $174568 $171511 -018 $202027 1779

Total $ $2165969 $2182155 075 $2299473 538 $205939 1470

filename

Departmental GorrespondenceARKANSAS

Kit WillianrsCity Attorney

Jason B KelleyAssistant C ity Atto rne y

TO Mayor JordanAampP Commissioners

CC Don Marr Chief of StaffCasey Jones Prosecuting Attomey

FROM Kiexclt Wilnams City Attorney

DATE February 72012

RE Overdue HMR collection efforts

The City Prosecutors Office collected $665349 to begin 2012 It appearsthat of all businesses still open and operating only one has a delinquent balance ofHMR taxes unpaid and overdue Those business owners are scheduled forarraignment and trial this month

Eleven of the businesses shown on the City Prosecutors report are listed asclosed The other eight (which are operating) show a delinquent balance of zero

CLINTON K JONESCITY PROSECUTORBRIAN THOMAS

DEPUTY CITY PROSECUTOR

TO

TANDY FINKLEAOFFICE ADTIINISTRATOR

E-mall hotcheurockclfaystevlliexcloarusPHoNE (479) 57seuro377

(479) 575euro378Hot checks (479) 57542s4

FAX (479) 575373

OFFICE OF CITY PROSEGUTOR

MEMO

K WilliamsFayetteville City Attorney

VI

FROM Casey Jones l -----Fayetteville City Prosecutor [-

DATE February 22012 |

RE Status of Active HMR cases

When a Criminal Summons is issued for a violation and the Defendant subsequently pays the delinquent balance

the Crirninal Summons remains active and is then routinely dismissed by the Judge at arraignment if the Defendant

is still current and not in violation

1 Acambaro FourBusiness Closed

2 Antoinettes SPecialCakes amp Catering

3 Brendas Drive-In

4 Butcher BlockBusiness Closed

5 Cafeacute Delta Soul

6 Dominoes PizzaBusiness Closed

7 HabibiBusiness Closed

8 Hjem Restaurant

Jesus Socarto

Antoinette R HanisJami A Harris

Collin L Wilkins

Gary W Bell

Mario C MorrisMichael L Vaughn

Lloyd W Hardison

Michael S Gumm

Matthew M Holland

Delinquent Balance $146804Active Criminal Summons

Active Criminal SummonsActive Criminal SummonsDelinquent Balance -0-

Active Criminal SummonsDelinquent Balance -0-

Active Contempt of CourtDelinquent Balance $ 187 1 28

Trial date 2ll5ll2Arraignment 2l24ll2Delinquent Balance $198000

Pending Criminal SummonsDelinquent Balance $439066

Trial date 2ll5ll2Delinquent Balance No Forms

Paid -0-Delinquent Balance No Forms

Telecommunication Device for the Deaf TDD (479) 521-1316 176 South Ghurch Suite 2 - Fayetteville 4R72701

Kit WilliamsFebruary 22012Page2

9 Hogwild PizzenaBusiness Closed

10 Mama Deans

I 1 MezzaLtna

12 Neon lce

13 Northern Exposure

14 Razors Edge

15 Seafood Market BarGrillBusiness Closed

16 Shanghai Chinese andChina GardenBusinesses Closed

17 Soul Restaurant amp LoungeBusiness Closed

18 Tims Pizza(North)Business Closed

19 Uncle GaylordsBusiness Closed

VOW Japanese BistroBusiness Closed

David S Mackey

Meneria D MorrisonTerry L Morrison

Juan F BarcenasFrancisco C Soto

Brandon S PooreeWilliam S Pooree

Kevin M Laughlin

Barbara A BurtonAlan S Burton

Craig E Dowd

Hsiao L J Shen

Casey E Dighero

Michael A Stephens

Hiram F Brandon

Chong N Kim

LetterDelinquent Balance $ 133000

TD 2ll5ll2 amp414112TD 2l5ll2 amp414112Delinquent Balance -0-

Arraignment 2l24ll2Trial date 2l8ll2Delinquent Balance -0-

Active Criminal SummonsActive Criminal SummonsDelinquent Balance No Forms

Pending Criminal SummonsPaid $655349Delinquent Balance -0-

Dismissed ArraignmentDismissed ArraignmentDelinquent Balance -0-Case Closed

Paid $10000Delinquent Balance 5436760

Active Contempt of CourtDelinquent Balance $309000

Paid -0-Delinquent Balance $26834

Active Criminal SummonsDelinquent Balance -0-

FTA WanantDelinquent Balance No Forms

FTA WarantDelinquent Balance $204200

20

TOTAL $665349

CLINTON HOUSE MUSEUM

MONTHLY REPORT JANUARY 2012

The Clinton House Museum had a total of 71 visitors in the month of January

MUSEUM ACTIVITIES AND EVENTS

The month of January brought many visitors from outside Arkansas and across the globe Wersquove had an extroidinary amount of non-English speaking visitors the past month The Clinton House Walking Tour originally created for large Group Tours has become an invaluable part of operations at the Museum It has been translated into many different languages to give international guests a better opportunity to understand and navigate the Museum This month we were able to use the German Spanish and Chinese versions of the Tour for our guests Flowers in the First Ladies Gardens made their 2012 debut this month The first daffodil blooms along the front rock wall were seen on January 12th Fans of the Clinton House Museum facebook page made special mention of the house being ldquoalways the first place to see daffodils in townrdquo The Garden at the Museum is gaining notoriety with Fayetteville locals and visitors alike making it a must-see in Northwest Arkansas

first daffodil blooms on Jan 12th

COMING SOON

The ESPN production on the 1994 Razorback Basketball National Championship entitled 40 Minutes of Hell premieres at Bud Walton Arena on February 11th after the basketball game and on ESPNU that evening The documentary features footage of both the interior and exterior of the House in addition to a candid interview with President Clinton

PBS American Experience ndash Clinton It All Began With Hope including an interview with the Museumrsquos Board of Directors President Stephen Smith makes its debut on February 15th on PBS and wwwpbscom

Presidentrsquos Day Extravaganza ndash February 20th ndash Jim Scanlon who ran against Clinton for the Democratic nomination for the 1973 US House of Representatives campaign will be ldquocooking outrdquo and telling stories of a young and dedicated Clinton in his first political campaign setting out to change the world

Jan Feb Mar Apr May June July Aug Sep Oct Nov DecSales Totals $1863932011 Totals $85492 $126224 $245088 $522072 $737000 $635651 $570779 $965033 $518226 $722130 $479754 $1074122 Changefrom 2011 1180 -1000 -1000 -1000 -1000 -1000 -1000 -1000 -1000 -1000 -1000 -1000

Visitor Count 6862011 Totals 295 238 691 1301 1454 1463 1441 1457 1313 1189 1103 1283 Changefrom 2011 13254 -10000 -10000 -10000 -10000 -10000 -10000 -10000 -10000 -10000 -10000 -10000

2011 Goal = $30000year or $2500month 2011 Totals$6681571 $186393

13228 686

Change = divide the difference between the two numbers by the 2010 numberthen move the decimal two spaces right

2011 monthly sales average= $556798 2012 monthly sales average= $186393

2011 monthly visitor average= 1102 2012 monthly visitor average 6862011 sales per visitor = $505 2012 sales per visitor = $272

Fayetteville Visitor Center - 2012 Sales amp Visitor Count

SalesSalesVisitors Visitors

2012 Totals

Inquiries Tabulated by SourceModeFrom 112012 To 1312012

NOTE This report shows only active modes and sources and can only display the first nine active modes defined in your system

Source 800 Number Formatted - Bulk

Formatted - First Cl

Totals

Mode

Website 1 0 154 155

Midwest Living 0 25 0 25

Travel Guides Free 0 553 0 553

Travel Informationcom 0 307 0 307

UA Graduate School 0 0 32 32

Totals 1 885 186 1072

Page 1 of 1 2102012 1036 AM

Fayetteville Convention amp Visitors Bureau21 S Block Suite 100 ~ Fayetteville AR 72701

Phone (800) 766-4626 (479) 521-5776 ~ Fax (479) 571-4731 ~ infoexperiencefayettevillecom ~ Web wwwexperiencefayettevillecom

Inquiries by StateCountryFrom 112012 To 1312012

Showing all records

InquiriesStateCountry

19Alabama

3Alaska

4Alberta

8Arizona

70Arkansas

4British Columbia

49California

17Colorado

7Connecticut

2Delaware

41Florida

24Georgia

1Idaho

49Illinois

37Indiana

38Iowa

27Kansas

13Kentucky

45Louisiana

3Maine

3Manitoba

5Maryland

5Massachusetts

37Michigan

28Minnesota

20Mississippi

72Missouri

6Montana

11Nebraska

1Nevada

1New Brunswick

10New Hampshire

11New Jersey

Total 671

Page 1 of 2 2102012 1036 AM

Fayetteville Convention amp Visitors Bureau21 S Block Suite 100 ~ Fayetteville AR 72701

Phone (800) 766-4626 (479) 521-5776 ~ Fax (479) 571-4731 ~ infoexperiencefayettevillecom ~ Web wwwexperiencefayettevillecom

3New Mexico

32New York

4None Entered

22North Carolina

1North Dakota

26Ohio

35Oklahoma

12Ontario

6Oregon

22Pennsylvania

6Quebec

1Rhode Island

1Saskatchewan

13South Carolina

5South Dakota

35Tennessee

111Texas

4Utah

11Virginia

14Washington

10West Virginia

26Wisconsin

1Wyoming

Total 1072

Page 2 of 2 2102012 1036 AM

Fayetteville Convention amp Visitors Bureau21 S Block Suite 100 ~ Fayetteville AR 72701

Phone (800) 766-4626 (479) 521-5776 ~ Fax (479) 571-4731 ~ infoexperiencefayettevillecom ~ Web wwwexperiencefayettevillecom

Definite Bookings By Booking Date

January 2012 Meeting Dates Attnd Peak Rooms $ ValueSEC Exchange 9001272012

012920122802640 80

UA IntramuralRecreational SportsAIRSA State Basketball Tournament

3000224201202262012

9342050 100

BEST Baseball17U World Series

3000711201207152012

155700100 400

BEST BaseballArkansas Summer State Championship

3000718201207222012

155700100 400

990 $4328464 MeetingsSub-Total for January 980

GRAND TOTAL 990 980 $4328464 Meetings

Printed 2102012 1038AMPage 1 of 1

Fayetteville Town Center Managerrsquos Activity Report January 1 2012 to January 31 2012

JANUARY 2011 (base)

JANUARY 2012

Month Change

YTD 2011

YTD 2012

YTD Change

Sales ( returned contracts by log date ndash GL)

15 15 -0- 15 15 -0-

Completed Events (PaidSponsored) 13 12 (8) 13 12 (8) Sales ($ returned contracts by log date ndash GL) $3607275 $3897600 8 $3607275 $3897600 8

Collections ($ - Payment Log) $2433156 $3056963 26 $2433156 $3056963 26

$ Executed Contracts $1869000 $3232500 73 $1869000 $3232500 73 Average per event ($ Sales Sales) $240485 $259840 8 $240485 $259840 8

2012 is off to a good start compared to 2011 The focus has been on being more pro-active with re-bookings and putting more effort into working with repeat clients Operations Items

General maintenance Facility doors repaired

Marketing Sales and Public Relations

Over 50 of February 2011 events have rebooked for February 2012 March through August Saturday dates-95 bookedmdashSpring break and Easter weekends open Because most weekends are full clients are being encouraged to have their event on Fridays or

Sundays

Event List January 7 ndash Hairston Reception January 24 ndash Fred Pryor January 10 ndash Fred Pryor January 28 ndash UA Associated Student Government January 16 ndash MLK Banquet January 31 ndash UA Signing Day (set up) January 21 ndash Paint the Town Red

lessorsSellers Counter Offer

The Lease with Option to Purchase Agreement dated between Ronald E Bumpass Revocable Trust and LesseeBuyer Fayetteville Advertising and Promotion Commission covering the real property know as The Old Post Office 1 Center St Fayetteville Ar is not accepted in its present form therefore the following counter offer is hereby submitted

Rent is to be $7500 per month

The premises include the main level and basement level only The rented premises excludes the 3rd

floor and access stairwell to the third floor

No alterations changes additions or major repairs can be made by lessee without the expressed written consent of the lessor

Lease to be Triple Net with the tenant paying all operating expenses of the building including utilities insurance taxes and ordinary repairs Lessee will provide security deposit to Lessor of $5000 Existing furniture and equipment to be inventoried and included in the lease

Regarding Option to Purchase Building

Purchase Price to be $1500000 The property is sold in As is where is condition with no warranty made by seller

Closing to occur within 90 days of the notice that Lessee intends to purchase the property

Non-Refundable Deposit A Non-Refundable Deposit is funds tendered by the LesseeBuyer to Seller to compensate Seller for liquidated damages that many be incurred by Seller resulting from Buyer failing to purchase the property The liquidated damages shall include but not be limited to Sellers time efforts expenses and potential loss of marketing due to Sellers removal from market the aforementioned property

The Deposit is not refundable to the Buyer unless failure to close is exclusively the fault of the Seller or if Seller cannot deliver marketable title to the Property The Deposit will be credited to Buyer at closing the deposit will be $2000000 (twenty thousand dollars)

Offer Date January 25 2012

Signature of Lessee Date

Signature of Lessor Date

Buyerrsquos Counter Offer

The Lease with Option to Purchase Agreement dated January 25 2012 between Seller Ronald E Bumpass Revocable

Trust and Buyer Fayetteville Advertising and Promotion Commission covering the real property known as ldquoThe Old Post

Officerdquo 1 Center St Fayetteville AR is not accepted in its present form therefore the following counter offer is

hereby submitted

Regarding the Leasing of the Building

The Commission no longer wishes to lease the building with the option to purchase

Regarding Purchase of the Building

The Buyer wishes to purchase the building outright Gross Sale Price for the real property and improvements shall be

_______________________ pending a commercial inspection of the building andor a property appraisal

All furniture fixtures and equipment currently in the Premises shall be included in the purchase of the Premises as well

as all fixtures materials and historical photos etc which were in the original building which are now in storage by the

owner

As a precondition of the sale Seller agrees to obtain from the Arkansas Department of Historic Preservation a release of

preservation easement and Right of Third Refusal at or before closing

Conveyance shall be made by Seller to Buyer by general warranty deed subject to recorded restrictions and easements

if any

Conveyance shall be made by Seller to Buyer upon closing Closing to occur within 60 days of the acceptance of this

offer by both parties

IN WITNESS WHEREOF the parties set their hands by their duly authorized respective officers

RONALD E BUMPASS REVOCABLE TRUST SELLER

BY___________________________________

Ronald E Bumpass

Date______________________________

ATTEST____________________________

FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION BUYER

BY______________________________________

Marilyn Heifner Executive Director

Date_____________________________

ATTEST __________________________