Advertising & Promotion Commission — Fayetteville, AR
Date: 2026-03-16
Time: 14:00

Fayetteville Advertising and
 Promotion Commission
 March 16, 2026

 Location: Fayetteville Town Center, 15 W. Mountain Street


 Commissioners: Elvis Moya, Chair, Tourism & Hospitality Representative
 Katherine Kinney, Tourism & Hospitality Representative
 Elliot Hunt, Tourism & Hospitality Representative
 Chrissy Sanderson, Tourism & Hospitality Representative
 Sterling Hamilton, Commissioner at-large
 Bob Stafford, City Council Representative
 Mike Wiederkehr, City Council Representative

 Staff: Ryan Hauck, CEO


 Agenda

I. Call to order at 2:00p.m., Chair Elvis Moya

II. Administration
 A. Additions or changes to the agenda may be added upon request from a
 majority of the commissioners, Chair Elvis Moya

 B. Review and approval of February meeting minutes, Chair Elvis Moya.

 C. Vote. Engagement Letter with Forvis, LLP for 2024 audit services. Ryan Hauck, CEO
 Staff recommends a vote to authorize CEO Ryan Hauck to execute the 2025 audit
 engagement letter with Forvis, LLP for an estimated fee of $33,250 Memo and
 Engagement Letter included.

III. Reports

 A. Meet the Team, CEO Ryan Hauck
 • Chris Lankford, Director of Brand Strategy, EF
 • Tina Archer, VP of Sales, EF
 • A.C. Day, FTC Marketing Manager and Contract Content Creator for EF

 B. CEO Report, CEO Ryan Hauck, An executive overview of the previous month

 C. Financial Report, CEO Ryan Hauck

 D. Marketing and Communications Quarterly Update, VP of Marketing and
 Communications Brannon Pack

IV. Old Business

V. New Business

 A. Discussion and Vote. Commissioner applicants, Commissioner Mike Wiederkehr
 B. Discussion and Vote. Policy Revisions
 • Employee Handbook and Financial Policies: Employee Recognition and Appreciation
 • Includes recommendations from Chair Moya
 • Employee Handbook: LWOP – to include caring for family, birth adoption, etc
 • Employee Handbook: Parental Leave to reference LWOP
 • From Chair Moya: Company Credit Card Policy

 Memos and proposed policy edits included.


VI. Good of the Order/ Adjournment, Chair Moya and CEO Hauck
 Thank you to outgoing commissioner, Chrissy Sanderson
Fayetteville A&P Commission – Meeting Minutes

Meeting Details
• Meeting held February 16, 2026 at 2:00 p.m. at the Fayetteville Town Center.
• Present: Chair Elvis Moya; Commissioners Hamilton, Stafford, Sanderson, Hunt.
• Absent: Commissioners Kinney and Wiederkehr.
• Staff Present: CEO Ryan Hauck.

I. Call to Order
• Chair Moya called the meeting to order at 2:00 p.m. and noted there were no changes to the
 agenda.

II. Approval of Minutes
• Motion to approve the January 26, 2026 Minutes made by Commissioner Stafford;
 seconded by Commissioner Hunt; approved unanimously via roll call.

III. Reports

A. Acknowledgements & Team Introductions
• Chair Moya recognized outgoing Commissioner Sarah Bunch and offered words of
 appreciation; CEO Hauck presented her with a token of thanks.
• Team introductions included: Gretchen Hunt (Director of Finance, EF), Emma Reed (Event
 Services Manager, FTC), and Amy Stockton (Director of Organizational Services, EF).

B. CEO Report – Ryan Hauck
• Marketing & Communications: Onboarding AM Group (PR) and AC Day for organic posting
 efforts; transitioning to new AOR.
• National Exposure: PBS Appalachia episode filmed in fall aired January 22.
• Club America Promotion: PR blitz underway; event scheduled for March 28 with strong early
 ticket sales.
• Website Performance: Slight dip attributed to agency transition.
• Agencies (AM Group, Verb) actively using Zartico; monthly reports will be included in
 packets.
• Visitor Center: 283 visitors in January from New Zealand, Israel, Canada; annual inventory
 completed.
• ABA Reno Trip: Hauck and Julie met with multiple groups; early booking traction reported.
• Sales update including several items: America250 Committee: Supporting aligned events
 and funneling others that fit mission; EF creating the Fayetteville250 site.
• CEO Hauck shared both prospective and definite business leads from the Sales Team.
• Cities of the SEC: Jose and Brannon attended; key takeaways to be shared at a future
 meeting per request of the commission.
• Town Center: 10 January bookings completed; 8 confirmed for February; Monica Jannati
 earned CMP certification.
• Town Center Revenue: January hosted 17 events with revenue exceeding $15K; 4 events
 currently under negotiation.
• Commissioner Sanderson’s seat application deadline: February 20.
• Marketing Engagement: Commissioners and staff are receiveing all AM Group news
 releases; Brannon Pack, VP of Marketing and Communications to provide quarterly updates
 starting next meeting.
• Ale Trail Passport: Higher redemption expected in warmer months, especially as new
 passport focuses on just the includes 9 Fayetteville breweries.
• New Business reports from City of Fayetteville: Commission requested inclusion in monthly
 CEO updates; staff to provide.

D. Finance Report
• CEO Hauck provided the report with Director of Finance Gretchen Hunt available for
 questions.
• December HMR collections were 1% below seasonally adjusted levels; 2025 had seen >5%
 growth, so minor decline not concerning.
• January revenue at 6.5% (target 8%); expenditures at 6.8%.
• Operating Net Income YTD: -$90,662 due to early‑year subscription payments.
• Director Hunt exploring investment opportunities with City Finance Director Steve Dotson.

IV. New Business

A. Walker Stone POA Townhomes Water Mitigation Project
• Presentation by Michele Halsell regarding plan to divert flooding from WSH parking lot;
 COF’s Allan Pugh supportive of curb cuts for drainage.
• Discussion addressed placement and ownership of proposed stem wall; likely on WSH
 property.
• Motion made by Commissioner Hamilton to accept the WS Townhomes POA’s request to
 build and maintain a retaining wall not exceeding 18 inches above WSH property, with
 maintenance agreement reviewed by A&P’s Commission legal counsel. This will be
 transferable upon sale and will include both the Walker Stone House POA and the
 townhomes as well as the Walker Stone House. It was seconded by Commissioner Stafford
 and was unanimously approved.

B. Wheel the World Contract
• CEO Hauck presented contract details, referencing discussion at fall retreat; partnership
 includes Visit Bentonville.
• Purpose is accessible‑focused regional marketing; aligns with Destination Master Plan.
• EF will have 25 Points of Interest; Bentonville 20, creating slight cost difference.
• Platform has largest accessibility‑travel audience internationally.
• Motion to approve made by Commissioner Stafford; seconded by Commissioner Hamilton;
 approved unanimously.
V. Executive Session
• Commission entered executive session to discuss continued employment of a staff member;
 no action taken upon return to open session.

VI. Good of the Order / Adjournment
• Reminder to commissioners to confirm attendance when meeting announcements are
 distributed.
• For next month’s financial and employment policy discussions, commissioners asked to
 submit suggested topics to CEO Hauck or Amy Stockton before packet deadline.
• CEO Hauck announced launch of the Favoriteville Fund with information available online.
• Motion to adjourn made by Commissioner Sanderson; seconded by Commissioner Stafford;
 approved unanimously. Meeting adjourned at 3:52 p.m.
• Minutes recorded by Amy Stockton.
Memo
 To: Fayetteville Advertising & Promotion Commissioners

 From: Gretchen Hunt, Director of Finance, Experience Fayetteville

 Date: March 10, 2026

 Re: 2025 Financial Audit Engagement Letter with Forvis


Background:

The Fayetteville Advertising and Promotion Commission has engaged Forvis, LLP for
audit services from fiscal years 2018 through 2024. To maintain consistency and
alignment, we strive to coordinate our audit services with the City of Fayetteville, which
is currently in Year 4 of a five-year contract with Forvis.


For the 2025 fiscal year, the estimated audit fee is $33,250. The Commission’s 2026
operating budget includes $35,000 for audit and accounting services, ensuring
sufficient funding for this engagement. The 2025 engagement letter is attached for
reference.


The engagement letter was sent to the CEO for signature before the commission voted
on this matter and has been signed and returned to Forvis. I will ensure that future
contracts follow the correct approval sequence before being sent for signature.


Staff Recommendation:
Staff recommends a vote to approve the engagement agreement for audit services
for 2025 to be provided by Forvis, LLC for an estimated fee of $33,250.
 January 16, 2026


 Board of Commissioners
 Mr. Ryan Hauck, CEO
 Fayetteville Advertising and Promotion Commission
 21 South Block Avenue, Suite 100
 Fayetteville, AR 72701

 We appreciate your selection of Forvis Mazars, LLP as your service provider and are pleased to confirm
 the arrangements of our engagement in this contract. Within the requirements of our professional standards
 and any duties owed to the public, regulatory, or other authorities, our goal is to provide you an Unmatched
 Client Experience®.

 In addition to the terms set forth in this contract, including the detailed Scope of Services, our engagement
 is governed by the following, incorporated fully by this reference:

 x Terms and Conditions Addendum


 Summary Scope of Services
 As described in the attached Scope of Services, our services will include the following:

 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
 x Audit Services for the ended December 31, 2025

 You agree to assume full responsibility for the substantive outcomes of the contracted services and for any
 other services we may provide, including any findings that may result.

 You also acknowledge these services are adequate for your purposes, and you will establish and monitor
 the performance of these services to ensure they meet management’s objectives. All decisions involving
 management responsibilities related to these services will be made by you, and you accept full responsibility
 for such decisions.

 We understand you have designated a management-level individual(s) to be responsible and accountable
 for overseeing the performance of nonattest services, and you have determined this individual is qualified
 to conduct such oversight.


 Engagement Fees
 The fee for our services will be $33,250.

 Included in this fee are travel costs and fees for services from other professionals, if any, as well as an
 administrative fee of (5)% to cover certain technology and administrative costs associated with our services.

 Our pricing for this engagement and our fee structure are based upon the expectation that our invoices will
 be paid promptly. Payment of our invoices is due upon receipt.




Forvis Mazars, LLP is an independent member of Forvis Mazars Global Limited
 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
 January 16, 2026
 Page 2

Our timely completion of services and the fees thereon depends on the assistance you provide us in
accumulating information and responding to our inquiries. Inaccuracies or delays in providing this
information or the responses may result in additional billings, untimely filings, or inability to meet other
deadlines.


Contract Agreement
Acknowledged and agreed to as it relates to the entire contract, including the Scope of Services and
Terms and Conditions Addendum, on behalf of FAYETTEVILLE ADVERTISING AND PROMOTION
COMMISSION.




Forvis Mazars, LLP


BY
 Ryan Hauck, CEO


DATE March 3, 2026

AM: 1182746
 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
 January 16, 2026
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Scope of Services – Audit Services
We will audit the regulatory basis financial statements and related disclosures, which collectively comprise
the basic financial statements for the following entity:

 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION as of and for the year ended
 December 31, 2025

The audit has the following broad objectives:

 x Obtaining reasonable assurance about whether the financial statements as a whole are free from
 material misstatement, whether due to fraud or error
 x Expressing an opinion on the regulatory basis financial statements prepared in accordance with
 Arkansas Code Section 10-4-202
 x Issuing a report on your internal control over financial reporting and compliance and other matters
 based on the audit of your financial statements in accordance with Government Auditing Standards

We understand the financial statements are prepared in accordance with the regulatory basis of accounting
permitted by Arkansas Code Section 10-4-202, which is a basis of accounting that differs from accounting
principles generally accepted in the United States of America.

We will also provide you with the following nonattest services:

 x Preparing a draft of the financial statements and related notes

You agree to assume all management responsibilities and to oversee the nonattest services we will provide
by designating an individual possessing suitable skill, knowledge, and/or experience. You acknowledge
that nonattest services are not covered under Government Auditing Standards. You are responsible for:

 x Making all management decisions and performing all management functions.
 x Evaluating the adequacy and results of the services performed.
 x Accepting responsibility for the results of such services.
 x Designing, implementing, and maintaining internal controls, including monitoring ongoing activities.

Cynthia Burns, director is responsible for supervising the engagement and authorizing the signing of the
report.

We will issue a written report upon completion of our audit, addressed to the following parties:

 Entity Name Party Name
 FAYETTEVILLE ADVERTISING AND Board of Commissioners
 PROMOTION COMMISSION Ryan Hauck, CEO

You are responsible to distribute our reports to other officials who have legal oversight authority or those
responsible for acting on audit findings and recommendations, and to others authorized to receive such
reports.

The following apply for the audit services described above:

 Our We will conduct our audit in accordance with auditing standards generally
 Responsibilities accepted in the United States of America (GAAS), the standards applicable to
 financial audits contained in Government Auditing Standards, issued by the
 Comptroller General of the United States. Those standards require that we plan
 and perform the audit of the financial statements to obtain reasonable rather than
 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
 January 16, 2026
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 absolute assurance about whether the financial statements are free of material
 misstatement, whether caused by fraud or error.

 We will exercise professional judgment and maintain professional skepticism
 throughout the audit.

 We will identify and assess the risks of material misstatement of the financial
 statements, whether due to fraud or error, design and perform audit procedures
 responsive to those risks, and obtain audit evidence that is sufficient and
 appropriate to provide a basis for our opinion.

 We will obtain an understanding of internal control relevant to the audit in order
 to design audit procedures that are appropriate in the circumstances.

 We will evaluate the appropriateness of accounting policies used and the
 reasonableness of significant accounting estimates made by management, as
 well as evaluate the overall presentation of the financial statements, including the
 disclosures, and whether the financial statements represent the underlying
 transactions and events in a manner that achieves fair presentation.

 We will also conclude, based on audit evidence obtained, whether there are
 conditions or events, considered in the aggregate, that raise substantial doubt
 about the entity’s ability to continue as a going concern for a reasonable period
 of time.

 We will identify and assess the risks of material noncompliance, whether due to
 fraud or error, and design and perform audit procedures responsive to those risks.
 Such procedures include examining, on a test basis, evidence regarding the
 entity’s compliance with compliance requirements subject to audit and performing
 such other procedures as the auditor considers necessary in the circumstances.

 We are required to communicate with those charged with governance, regarding,
 among other matters, the planned scope and timing of the audit and any
 significant deficiencies and material weaknesses in internal control over
 compliance that the auditor identified during the audit.

Limitations & Reasonable assurance is a high level of assurance but is not absolute assurance
Fraud and, therefore, is not a guarantee that an audit that is planned and conducted in
 accordance with GAAS will always detect a material misstatement when it exists.
 Misstatements, including omissions, can arise from fraud or error and are
 considered material if there is a substantial likelihood that, individually or in the
 aggregate, they would influence the judgment made by a reasonable user based
 on the financial statements. Our responsibility as auditors is limited to the period
 covered by our audit and does not extend to any later periods for which we are
 not engaged as auditors.

 The risk of not detecting a material misstatement resulting from fraud is higher
 than for one resulting from error, as fraud may involve collusion, forgery,
 intentional omissions, misrepresentations, or the override of internal control.

 Our understanding of internal control is not for the purpose of expressing an
 opinion on the effectiveness of your internal control. However, we will
 communicate to you in writing any significant deficiencies or material weaknesses
 in internal control relevant to the audit of the financial statements that we identify
 during the audit.
 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
 January 16, 2026
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 We are available to perform additional procedures with regard to fraud detection
 and prevention at your request, subject to completion of our normal engagement
 acceptance procedures. The actual terms and fees of such an engagement would
 be documented in a separate contract to be signed by you and Forvis Mazars,
 LLP.

Opinion Circumstances may arise in which our report may differ from its expected form
 and content based on the results of our audit. Depending on the nature of these
 circumstances, it may be necessary for us to modify our opinion, add an
 emphasis-of-matter paragraph or other-matter paragraph(s) to our auditor’s
 report, or if necessary, decline to express an opinion or withdraw from the
 engagement.

 If we discover conditions that may prohibit us from issuing a standard report, we
 will notify you. In such circumstances, further arrangements may be necessary to
 continue our engagement.

Your Management and, if applicable, those charged with governance acknowledge
Responsibilities and understand their responsibility for the accuracy and completeness of all
 information provided and for the following:

 x Audit Support – to provide us with:
 o Unrestricted access to persons within the entity or within components of
 the entity (including management, those charged with governance, and
 component auditors) from whom we determine it necessary to obtain
 audit evidence
 o Information of which you are aware that is relevant to the preparation and
 fair presentation of the financial statements, including access to
 information relevant to disclosures
 o Information about events occurring or facts discovered subsequent to the
 date of the financial statements, of which management may become
 aware, that may affect the financial statements
 o Information about any known or suspected fraud affecting the entity
 involving management, employees with significant role in internal control,
 and others where fraud could have a material effect on the financials
 o Identification and provision of report copies of previous audits, attestation
 engagements, or other studies that directly relate to the objectives of the
 audit, including whether related recommendations have been
 implemented
 o Additional information that we may request for the purpose of the audit

 x Internal Control and Compliance – for the:
 o Design, implementation, and maintenance of internal control relevant to
 compliance with laws and regulations and the preparation and fair
 presentation of financial statements that are free from material
 misstatement, whether due to fraud or error
 o Alignment of internal control to ensure that appropriate goals and
 objectives are met; that management and financial information is reliable
 and properly reported; and that compliance with and identification of the
 laws, regulations, contracts, grants, or agreements (including any federal
 award programs) applicable to the entity’s activities is achieved
 o Remedy, through timely and appropriate steps, of fraud and
 noncompliance with provisions of laws, regulations, contracts, or other
 agreements reported by the auditor
 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
 January 16, 2026
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 o Establishment and maintenance of processes to track the status and
 address findings and recommendations of auditors

 x Accounting and Reporting – for the:
 o Maintenance of adequate records, selection and application of
 accounting principles, and the safeguard of assets
 o Adjustment of the financial statements to correct material misstatements
 and confirmation to us in the representation letter that the effects of any
 uncorrected misstatements aggregated by us are immaterial, both
 individually and in the aggregate, to the financial statements taken as a
 whole
 o Preparation and fair presentation of the financial statements in
 accordance with accounting principles permitted by Arkansas Code
 Section 10-4-202, which is a regulatory basis of accounting that differs
 from accounting principles generally accepted in the United States of
 America
 o Inclusion of the auditors’ report in any document containing financial
 statements that indicates that such financial statements have been
 audited by us
 o Distribution of audit reports to any necessary parties

Written As part of our audit process, we will request from management and, if applicable,
Confirmations those charged with governance written confirmation acknowledging certain
Required responsibilities outlined in this contract and confirming:

 x The availability of this information.
 x Certain representations made during the audit for all periods presented.
 x The effects of any uncorrected misstatements, if any, resulting from errors or
 fraud aggregated by us during the current engagement and pertaining to the
 latest period presented are immaterial, both individually and in the aggregate,
 to the financial statements taken as a whole.

Peer Review Government Auditing Standards require that we provide you with a copy of our
Report most recent external peer review report and any letter of comment, and any
 subsequent peer review reports and letters of comment received during the
 period of the contract, upon request. If you would like a copy, please request from
 your engagement executive.
 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
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 Forvis Mazars, LLP Terms and Conditions Addendum
GENERAL 4. Termination. Either party may terminate these services in
 good faith at any time for any reason, including Your failure to
1. Overview. This addendum describes Forvis Mazars, LLP’s comply with the terms of Our contract or as We determine
 standard terms and conditions (“Terms and Conditions”) professional standards require. Both parties must agree, in
 applicable to Our provision of services to the Client (“You”). The writing, to any future modifications or extensions. If services are
 Terms and Conditions are a part of the contract between You terminated, You agree to pay Forvis Mazars for time expended
 and Forvis Mazars, LLP. For the purposes of the Terms and to date. In addition, You will be billed costs and fees for services
 Conditions, any reference to “Firm,” “We,” “Us,” or “Our” is a from other professionals, if any, as well as an administrative fee
 reference to Forvis Mazars, LLP (“Forvis Mazars”), and any of five (5) percent to cover certain technology and
 reference to “You” or “Your” is a reference to the party or parties administrative costs associated with Our services. Unless
 that have engaged Us to provide services and the party or terminated sooner in accordance with its terms, this
 parties ultimately responsible for payment of Our fees and engagement shall terminate upon the completion of Forvis
 costs. Mazars’ services hereunder.

BILLING, PAYMENT, & TERMINATION DISPUTES & DISCLAIMERS
2. Billing and Payment Terms. We will bill You for Our 5. Mediation. Any dispute arising out of or related to this
 professional fees and costs as outlined in Our contract. Unless engagement will, prior to resorting to litigation, be submitted for
 otherwise provided in Our contract, payment is due upon nonbinding mediation upon written request by either party. Both
 receipt of Our billing statement. Interest will be charged on any parties agree to try in good faith to settle the dispute in
 unpaid balance after 30 days at the rate of 10 percent per mediation. The mediator will be selected by agreement of the
 annum, or as allowed by law at the earliest date thereafter, and parties. The mediation proceeding shall be confidential. Each
 highest applicable rate if less than 10 percent. All fees, charges, party will bear its own costs in the mediation, but the fees and
 and other amounts payable to Forvis Mazars hereunder do not expenses of the mediator will be shared equally.
 include any sales, use, excise, value-added, or other applicable
 taxes, tariffs, or duties, payment of which shall be Your sole 6. Indemnification. Unless disallowed by law or applicable
 responsibility, and do not include any applicable taxes based professional standards, You agree to hold Forvis Mazars
 on Forvis Mazars’ net income or taxes arising from the harmless from any and all claims which arise from knowing
 employment or independent contractor relationship between misrepresentations to Forvis Mazars, or the intentional
 Forvis Mazars and Forvis Mazars’ personnel. withholding or concealment of information from Forvis Mazars
 by Your management or any partner, principal, shareholder,
 We reserve the right to suspend or terminate Our work for this officer, director, member, employee, agent, or assign of Yours.
 engagement or any other engagement for nonpayment of fees. You also agree to indemnify Forvis Mazars for any claims made
 If Our work is suspended or terminated, You agree that We will against Forvis Mazars by third parties, which arise from any
 not be responsible for Your failure to meet governmental and wrongful actions of Your management or any partner, principal,
 other deadlines, for any penalties or interest that may be shareholder, officer, director, member, employee, agent, or
 assessed against You resulting from Your failure to meet such assign of Yours. The provisions of this paragraph shall apply
 deadlines, and for any other damages (including but not limited regardless of the nature of the claim.
 to consequential, indirect, lost profits, or punitive damages)
 incurred as a result of the suspension or termination of Our 7. Statute of Limitations. You agree that any claim or legal
 services. action arising out of or related to this contract and the services
 Our fees may increase if Our duties or responsibilities are provided hereunder shall be commenced no more than one (1)
 increased by rulemaking of any regulatory body or any year from the date of delivery of the work product to You or the
 additional new accounting or auditing standards. Our termination of the services described herein (whichever is
 engagement fees do not include any time for post-engagement earlier), regardless of any statute of limitations prescribing a
 consultation with Your personnel or third parties, consent longer period of time for commencing such a claim under law.
 letters and related procedures for the use of Our reports in This time limitation shall apply regardless of whether Forvis
 offering documents, inquiries from regulators, or testimony or Mazars performs other or subsequent services for You. A claim
 deposition regarding any subpoena. Charges for such services is understood to be a demand for money or services, demand
 will be billed separately. for mediation, or the service of suit based on a breach of this
3. Billing Records. If these services are determined to be within contract or the acts or omissions of Forvis Mazars in performing
 the scope and authority of Section 1861(v)(1)(I) of the Social the services provided herein. This provision shall not apply if
 Security Act, We agree to make available to the Secretary of enforcement is disallowed by applicable law or professional
 Health and Human Services, or to the U.S. Comptroller standards.
 General, or any of their duly authorized representatives, such
 of Our books, documents, and records that are necessary to 8. Limitation of Liability. You agree that Forvis Mazars’ liability,
 certify the nature and extent of Our services, until the expiration if any, arising out of or related to this contract and the services
 of four (4) years after the furnishing of these services. This provided hereunder, shall be limited to the amount of the fees
 contract allows access to contracts of a similar nature between paid by You for services rendered under this contract. This
 subcontractors and related organizations of the subcontractor, limitation shall not apply to the extent it is finally, judicially
 and to their books, documents, and records. determined that the liability resulted from the intentional or
 willful misconduct of Forvis Mazars or if enforcement of this
 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
 January 16, 2026
 Page 8

 provision is disallowed by applicable law or professional 16. Forvis Mazars Workpapers. Our workpapers and
 standards. documentation retained in any form of media for this
 engagement are the property of Forvis Mazars. We can be
9. Waiver of Certain Damages. In no event shall Forvis Mazars compelled to provide information under legal process. In
 be liable to You or a third party for any indirect, special, addition, We may be requested by regulatory or enforcement
 consequential, punitive, or exemplary damages, including but bodies (including any State Board) to make certain workpapers
 not limited to lost profits, loss of revenue, interruption, loss of available to them pursuant to authority granted by law or
 use, damage to goodwill or reputation, regardless of whether regulation. Unless We are prohibited from doing so by law or
 You were advised of the possibility of such damages, regulation, Forvis Mazars will inform You of any such legal
 regardless of whether such damages were reasonably process or request. You agree We have no legal responsibility
 foreseeable, and regardless of whether such damages arise to You in the event We determine We are obligated to provide
 under a theory of contract, tort, strict liability, or otherwise. such documents or information.

10. Choice of Law. You acknowledge and agree that any dispute 17. Subpoenas or Other Legal Process. In the event Forvis
 arising out of or related to this contract shall be governed by the Mazars is required to respond to any such subpoena, court
 laws of the State of Texas, without regard to its conflict of laws order, or any government regulatory inquiry or other legal
 principles. process relating to You or Your management for the production
 of documents and/or testimony relative to information We
11. WAIVER OF JURY TRIAL. THE PARTIES HEREBY AGREE obtained or prepared incident to this or any other engagement
 NOT TO ELECT A TRIAL BY JURY OF ANY ISSUE TRIABLE in a matter in which Forvis Mazars is not a party, You shall
 OF RIGHT BY JURY, AND WAIVE ANY RIGHT TO TRIAL BY compensate Forvis Mazars for all time We expend in
 JURY FULLY TO THE EXTENT THAT ANY SUCH RIGHT connection with such response at normal and customary hourly
 SHALL NOW OR HEREAFTER EXIST WITH REGARD TO rates and to reimburse Us for all out-of-pocket expenses
 THIS AGREEMENT, OR ANY CLAIM, COUNTERCLAIM, OR incurred in regard to such response.
 OTHER ACTION ARISING IN CONNECTION THEREWITH.
 THIS WAIVER OF RIGHT TO TRIAL BY JURY IS GIVEN 18. Use of Deliverables and Drafts. You agree You will not modify
 KNOWINGLY AND VOLUNTARILY BY THE PARTIES, AND any deliverables or drafts prepared by Us for internal use or for
 IS INTENDED TO ENCOMPASS INDIVIDUALLY EACH distribution to third parties. You also understand that We may
 INSTANCE AND EACH ISSUE AS TO WHICH THE RIGHT on occasion send You documents marked as draft and
 TO A TRIAL BY JURY WOULD OTHERWISE ACCRUE. understand that those are for Your review purpose only, should
 not be distributed in any way, and should be destroyed as soon
12. Severability. In the event that any term or provision of this as possible.
 agreement shall be held to be invalid, void, or unenforceable,
 then the remainder of this agreement shall not be affected, and Our report on any financial statements must be associated only
 each such term and provision of this agreement shall be valid with the financial statements that were the subject of Our
 and enforceable to the fullest extent permitted by law. engagement. You may make copies of Our report, but only if
 the entire financial statements (exactly as attached to Our
13. Assignment. You acknowledge and agree that the terms and report, including related footnotes) and any supplementary
 conditions of this contract shall be binding upon and inure to information, as appropriate, are reproduced and distributed
 the parties’ successors and assigns, subject to applicable laws with Our report. You agree not to reproduce or associate Our
 and regulations. report with any other financial statements, or portions thereof,
 that are not the subject of Our engagement.
14. Disclaimer of Legal or Investment Advice. Our services do 19. Proprietary Information. You acknowledge that proprietary
 not constitute legal or investment advice. You should seek the information, documents, materials, management techniques,
 advice of legal counsel in such matters. Regulatory authorities and other intellectual property are a material source of the
 may interpret circumstances differently than We do. In addition, services We perform and were developed prior to Our
 the applicable laws, regulations, and regulators’ enforcement association with You. Any new forms, software, documents, or
 activities may change over time. intellectual property We develop during this engagement for
 Your use shall belong to Us, and You shall have the limited right
RECORDS, WORKPAPERS, DELIVERABLES, & to use them solely within Your business. All reports, templates,
PROPRIETARY INFORMATION manuals, forms, checklists, questionnaires, letters,
 agreements, and other documents which We make available to
15. Maintenance of Records. You agree to assume full You are confidential and proprietary to Us. Neither You, nor any
 responsibility for maintaining Your original data and records of Your agents, will copy, electronically store, reproduce, or
 and that Forvis Mazars has no responsibility to maintain this make any such documents available to anyone other than Your
 information. You agree You will not rely on Forvis Mazars to personnel. This provision will apply to all materials whether in
 provide hosting, electronic security, or backup services, e.g., digital, “hard copy” format, or other medium.
 business continuity or disaster recovery services, to You unless
 separately engaged to do so. You understand that Your access
 to data, records, and information from Forvis Mazars’ servers, REGULATORY
 i.e., Forvis Mazars portals used to exchange information, can 20. U.S. Securities and Exchange Commission (“SEC”) and
 be terminated at any time and You will not rely on using this to other Regulatory Bodies. Where We are providing services
 host Your data and records. either for (a) an entity that is registered with the SEC, (b) an
 affiliate of such registrant, or (c) an entity or affiliate that is
 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
 January 16, 2026
 Page 9

 subject to rules, regulations, or standards beyond those of the agreement or document, and will be effective when
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 FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION
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 Page 10

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CEO Update – February 2026

Arkansas Governor’s Conference on Tourism and Outdoor Recreation

We had 13 staff and Chair Moya attend the Arkansas Governor’s Conference on Tourism and
Outdoor Recreation in Little Rock, February 22-24th. We served or moderated on two panels.

The event provided networking with industry partners and vendors, along with professional
development on international trends and best practices. The conference will be held in Rogers
next year, allowing for maximum attendance.



Electric Bikes for Experience Fayetteville

 • See E-bike Handout



Marketing & Communications

 • Mobile Visitors Center – To promote the updated Fayetteville Ale Trail, Vanny attended
 the Annual Frost Fest Beer Festival at the Washington County Fairgrounds, engaging
 with hundreds of attendees.
 • Finalized the 2025 Experience Fayetteville Impact Report, highlighting tourism’s
 impact on the local economy, major events, and community investment.
 • VERB launched the 2026 Paid Strategy: February ads generated over 1M impressions
 and 54k website clicks, with Texas and Arkansas as the top markets.
 • AM Group secured 42 press mentions, generating an Advertising Value Equivalency
 (AVE) of $3.7M.
 • Onboarded Zartico, a visitor intelligence platform to better understand visitor behavior
 and economic impact.
 • With paid media running, the website received about 113,000 February sessions, up
 301% from January and 192% year-over-year, with 86% new visitors.
 • Website Performance Report | February – Pixel Perfect
 • Paid, Earned, and Social Media Report | February – VERB
 • Media Report | February – AM Group



Visitor Center

 • 472 visitors in February, including guests from London, France, Montana, Vermont, and
 Oregon.
 • Sales: $1,305.72 Ale Trail: 2 completed passport under the new format.
 • Razorback softball and baseball are in full swing

Destination Services
Select Bank Travel, Richmond Virgina

 • 36 appointments with bank tour operators.

Meet up with NWA Equality to discuss pre-FAM tour/itinerary for NWA Pride Weekend

Arkansas Governor’s Conference on Tourism

 • Panel presentation on Visitors Centers
 • Nominated for Outstanding Hospitality Award

CTA (Certified Tourism Ambassador) Program to kick off April 29th

 • See two page overview included



Experience Fayetteville Sales

America 250 – Fayetteville Committee

Tina Archer will lead ongoing efforts of this group to support and amplify community-led efforts
celebrating the nation’s 250th anniversary in 2026. We have released a launch plan that
includes comprehensive PR and marketing efforts across multiple organizations including press
releases, website for travelers and industry, event branding, city A250 logo, A250 products,
initiatives, and much more before the end of March.

Make Music Day - June 21st

Tina is leading the charge of this project with city and industry partners. Make Music Day is an
annual celebration occurring on the summer solstice includes more than 1,000 cities in 120
countries making music together on the summer solstice.

Friends of Lake Wedington

Tina is representing us as the group works to reopen the park to full capacity next year. The
park is currently permit-only, and several larger All Sports Production events may be displaced
due to ongoing lake work.

Prospective Business Highlights

Meetings & Groups

 • NWA Gem and Mineral Society (2026 business)
 • Arkansas County Agriculture Agents Association (2026 business)

Sports

 • NEW: Jujitsu Competition - Summer 2026
 o Brazilian Jiu-Jitsu group sourced from TEAMS conference
 • NEW: International Sumo Wrestling Event 2027
 o In potential partnership with UA

February Definite Business

Sports
 • Service assist Club América
 o In preparation for Jose & Tina served as Club América Golden Clash local
 liaisons on Feb 14th as the international team was here doing two days of
 community engagement, TV, Radio and live events.

Meetings/Groups

 • PCMA E3 Conference- service assist only (use of local restaurant)
 • AHPP Annual Training - service assist only (use of local restaurant)
 • ACAAA Annual Meeting - EI $28,410.00 and 90 Rooms (Arkansas County Agricultural
 Agents Association)
 • Arkansas State Speed Cubing Championship - EI $137,372.66, and 60 Rooms
 • SCARS Summit - EI $52300.00 (Justice in the Natural State Multidisciplinary
 Conference)
 • Zeta Phi Beta Event - EI $14,496.00

LinkedIn: Up over 6K in followers with a goal of 8K by year end



Fayetteville Town Center

Bookings & Operations

 • 19 bookings completed in February; 15 are currently confirmed for March.
 • First time hosting the new format of State of the City with raving reviews from the Mayor
 • 2026 inventory completed.
 • Event and Facilities staff are now Fire Extinguisher and Stop the Bleed certified through
 Fayetteville Fire Department

Projects & Challenges

 • Working on Client experience survey & professional development planning
 • Will be posting for open Event Coordinator position this month



Monthly Sales Report (Town Center)

Activity: 17 incoming calls | 27 outgoing | 118 emails | 7 meetings

Events & Revenue:
 • 19 events hosted; 5,126 attendees (avg. 223/event).
 • February revenue: $65,052 | YTD: $87,633
 • 26 additional bookings secured for 2026.

Pipeline:

 • 9 contracts in negotiation; 27 tentative/hold.
 • Prospective value of contracts: $404,593.15
 • 4 key opportunities anticipated to close next month.

Sales Priorities:

 • Attending multiple networking opportunities and working on tentative contracts



Hotel, Motel Restaurant, Bars & Attraction News:

 • The Botanical (509 W. Spring, former Cork & Keg) has opened, serving international
 sports, global brews, and non-alcoholic drinks.
 • Mong Dynasty (3101 N. College) will close May 30 to make way for a financial
 institution; a new restaurant may open featuring favorite dishes and the Buddha statue.
 • Fossil Cove Brewing plans a second location in south Fayetteville at 1221 S. School
 Ave. in the proposed South School Strip development.
 • Wicked Wood Fired Pizza plans a storefront across from Fossil Cove on Poplar,
 expanding to sandwiches and take-and-bake pizzas. Its current pop-up container will
 move to Fossil Cove’s new School Ave. location (late summer).
 • Looper’s Lounge, a bar with indoor golf simulators, beer, and wine, plans to open in
 April at 1925 Birch Ave., across from Fossil Cove.
 • 7 Brew is exploring a west Fayetteville site at Wedington and N. Golf Club Dr., next to
 Slim Chickens.
 • Artemis Temperance Lounge (509 W Spring) has opened at location of former Club
 509, offering all-ages music, art events, coffee, and non-alcoholic drinks.

Upcoming

 • March 18-22nd US Pro Cup at Centennial Park – comprehensive mountain bike
 competition
 • March 28th Club América Golden Clash – International soccer showcase at Razorback
 Stadium, More info and tickets available here
 • Fayetteville Farmers Market – Spring Fling March 21 & 28th, Opening Day on the Square
 April 4th
 • April 19th - Fayetteville Arts Fair in Upper Ramble, hosted by Downtown Fayetteville
 Coalition
 • April 29th kick off for CTA (Certified Tourism Ambassador) Program
A partial listing of business permits issued for HMR partners and attractions. Updated list provided at meeting


Provided by Chung Tan, City of Fayetteville's Dept. of Economic Development for time period November 2025-February 2026
BUSINESS NAME LICENSE NUMBER NAIC NAIC DESCR DATE BUSINESS
 OPENED ADDRESS
Botanical Live LLC BLC-0936-2025 7224 Drinking Places (Alcoholic 11/01/2025 509 W SPRING ST 230
 Beverages)

Fuego Fayetteville, LLC BLC-0671-2025 7224 Drinking Places (Alcoholic 11/18/2025 2190 W MLK BLVD
 Beverages)

Washington County Fair Association BLC-1032-2025 7139 Other Amusement and Recreation 11/24/2025 2537 N MCCONNELL AVE
 Industries

Sagely and Loyd Holdings, LLC BLC-1021-2025 7139 Other Amusement and Recreation 01/15/2026 3061 N MARKET AVE 6
 Industries

Nightcap BLH-0035-2026 7224 Drinking Places (Alcoholic 02/01/2026 1336 E FORD DR 12
 Beverages)
Why the E-Bikes Were a Strategic & Necessary Investment

1. Direct Alignment with Our Mission

 • Advances Experience Fayetteville’s core mission to promote Fayetteville as an
 outdoor recreation and cycling destination.

 • Supports key priorities outlined in the Destination Master Plan:

 o Outdoor recreation leadership

 o Sustainable transportation

 o Accessibility and inclusion

 o Organizational effectiveness

 • Reinforces Fayetteville’s brand identity as a premier cycling community.

2. Showcasing Our Primary Tourism Asset: Cycling Infrastructure




 • Fayetteville’s cycling network (greenways, mountain bike trails, road routes) is one
 of our strongest tourism drivers.

 • The e-bikes allow staff to:

 o Experience the product ﬁrsthand

 o Accurately represent trail conditions and connectivity

 o Conﬁdently host media, planners, and tour operators

 • We cannot effectively sell or market assets we do not actively understand.

 • Used during:

 o FAM tours

 o Site visits
 o Sports tourism recruitment

 o Event organizer walkthroughs

 • Allows us to physically demonstrate:

 o Trail access from lodging to downtown

 o Event routes

 o Connectivity between venues

 • Enhances our credibility when recruiting cycling events and outdoor competitions.

3. Event Operations Support

 • Can support implementation of a bike valet system at EF sponsored events.

 • Provide on-site mobility during festivals and large-scale activations.

 • Assist staff in navigating downtown efficiently during multi-site events.

4. Sustainable Transportation Leadership

 • Demonstrates Experience Fayetteville modeling the behavior we promote.

 • Reinforces Fayetteville’s commitment to sustainability.

 • Reduces short-distance vehicle usage during site visits and downtown meetings.

5. Accessibility & Inclusion

 • E-assist expands usability for:

 o Staff of varying physical abilities

 o Visiting planners and promoters unfamiliar with trail systems

 o Older or less-experienced riders

 • Makes the cycling product more approachable and inclusive.

6. Data Collection & Mapping Accuracy

 • Enables:

 o GPS veriﬁcation of trail routes

 o Real-time mapping validation

 o Updated visitor-facing content accuracy
 • Improves quality control for digital marketing materials and trail guides.

7. Cost-Effective Marketing Asset

 • One-time capital investment with multi-year useful life.

 • Recorded as ﬁxed assets on the Commission’s balance sheet.

 • Less expensive over time than repeated equipment rentals, if there are any
 available, for hosted tours.

 • Tangible, visible marketing tool that generates recurring use value.

8. Governance & Oversight

 • Stored at the Experience Fayetteville office.

 • Use limited to approved staff purposes.

 • Waivers required.

 • Will be capitalized appropriately as ﬁxed assets.

 • Commission brieﬁng included for transparency and documentation.

Bottom Line

The e-bikes are a mission-aligned operational tool that:

 • Supports tourism sales and recruitment

 • Enhances event execution

 • Strengthens brand authenticity

 • Demonstrates sustainability leadership

 • Aligns directly with the Destination Master Plan

They are a strategic asset that helps Experience Fayetteville effectively promote and grow
one of our city’s strongest tourism drivers: cycling.
 Imagine the Possibilities…
 of a product knowledgeable frontline and
 passionate residents – that understand
 the value of tourism – that have a renewed
 sense of pride – that feel connected
 and work together as a team to deliver
 your community’s Brand Promise!



 Certified Tourism Ambassador®
• An international, industry-recognized certification program for your frontline workers, stakeholders and
 volunteers. Accredited and licensed through the Tourism Ambassador Institute®, the Certified Tourism
 Ambassador® (CTA) program is a Ph.D.-designed certification program that goes well beyond basic customer
 service training. It is designed as a lasting program that creates a destination culture that mobilizes a
 destination’s workforce to turn every visitor and resident encounter into a positive experience.

• Over 60,000 frontline staff, residents and destination stakeholders have been certified since 2006, receiving
 the industry-recognized designation Certified Tourism Ambassador® (e.g., John Smith, CTA).

• Current Destinations that have made the commitment to their frontline and their community stakeholders!
 Anaheim / Orange County, CA Ann Arbor Area, MI Battle Creek / Calhoun Co, MI Bellevue, WA
 Billings, MT Brighton Howell Area, MI Brookings, SD Buffalo Niagara, NY
 Cincinnati, OH Columbia, MO Dover/Kent County, DE Dutchess County, NY
 Fayetteville, AR Flint & Genesee County, MI Franklin County, PA Galveston, TX
 Greenville, SC Iron Range Tourism, MN Lake County, CA Lake Havasu City, AZ
 Lansing, MI Little Rock, AR Loudoun County, VA Northern Kentucky, KY
 The Palm Beaches, FL Quad Cities, IA IL Rapid City, SD Rochester, MN
 Seattle, WA Sweetwater, WY Tucson, AZ Yakima, WA

• The Program is Highly Customized through six important phases – engendering Key Stakeholder buy-in.
 Phase One – Research & Planning (Focus Groups, Subject Matter Expert Panel, Survey of Management and Frontline)
 Phase Two – Customized Program Development (History, Culture, Attractions, Resources and More)
 Phase Three – Train the Trainer (Facilitator Guide, Facilitator Training)
 Phase Four – Field Testing
 Phase Five – Program Launch
 Phase Six – Ongoing Program Management (Database software, web site w/ local ‘micro site’ – CTANetwork.com)

• Proven Behavior Change at the Front-Line
 88% — More Aware of the Power of Tourism & Their Role
 85% — More Pride & Passion for the Destination
 89% — Pay More Attention to Things Visitors May Ask About
 83% — Make an Effort to Explore the Destination; First-Hand Experience
 87% — Have More Confidence in Serving Visitors
 91% — Have Gained More Knowledge About the Destination Product

● CTANetwork.com – The CTA Online Community: Each Accredited Provider is provided with specially-designed
 database software and a special CTANetwork.com micro-site to facilitate program administration and
 information-sharing with the frontline. The online community becomes a motivated and connected frontline
 that is continually up-to-date! This ongoing energy results in program sustainability over time.
Top-Line Benefits
CTA is not a class...it’s a culture.
Here is what the Certified Tourism Ambassador® program offers that sets it apart:

 • Recognized Certification – Your frontline will be part of an international, industry-recognized certification
 program – with annual renewal – proudly using the Certified Tourism Ambassador® designation behind their
 name (John Smith, CTA) and proudly wearing their CTA lapel pin. As with other certification programs, the CTA
 designation is recognized industry-wide as a valued part of the visitor experience by your frontline, their
 employers, and, most importantly, your visitors.

 • Workforce Development / Higher Education / Ongoing Learning – Your destination can leverage CTA as the
 initial foundation upon which to build important educational opportunities. CTA exclusive ‘behind the scenes’
 and other local tourism-related activities reinforce learning. Higher education institutions and high schools
 have embraced CTA as an extension of their degree programs, fueling the next generation of tourism.

 • Workforce Product Knowledge – Through the initial certification, this program teaches the workforce why
 tourism is important and gives valuable destination product knowledge to your frontline. The learning
 objectives and highly customized curriculum focus on giving your frontline employees and volunteers the tools
 and confidence they need to create memorable experiences and exceed customer expectations. And the
 annual renewal requirements ensure that your ambassador corps is forever building upon their product
 knowledge base.

 • Proven Community Alignment & Engagement – CTA destinations have been amazed at how this program
 aligns all stakeholders in their area. From the beginning Research Phase to Program Launch, they are engaged
 in shaping the program and, thus, take ownership in its ongoing success. It gives your destination a common,
 collaborative project that will help reinforce the importance of working together, instead of apart, to enhance
 regional tourism.

 • Competitive Advantage – Meeting professionals and other decision-makers have indicated that they would
 select a “CTA City” over a non CTA city. By committing to the program, they believe a destination shows its
 commitment to working together as a community and, most importantly, to ensuring the best possible
 experience for their group. Meeting planners and tour operators are now asking in their RFP's,
 "Are you a CTA Destination?"

 • Branding & Consistent Messaging – Through CTANetwork.com – the CTA Online Community – and through
 CTA networking events, you can push frequent messages to your CTAs – in good times and bad – providing
 important reminders and updates to build upon their knowledge base. As a result, your CTAs will develop a
 close-knit network that allows them to connect with one another to further their knowledge and fuel their
 motivation to serve the customer. By keeping your frontline engaged and connected to your destination’s
 attributes and vision, your ambassador corps will be at-the-ready, ensuring that groups and visitors hear a
 consistent story about your destination…powerful branding and marketing at the frontline.

 CTANetwork.com 913-558-0325 U.S.

 Copyright © 2006-2026 Tourism Ambassador Institute® Copyright © 2006-2026 CTA Network LLC
 Protected by Laws of Copyright and Trademark. All Rights Reserved.
Memo
 To: Fayetteville Advertising & Promotion Commissioners

 From: Ryan Hauck, CEO

Date: March 10, 2026

 Re: Proposed New Employee Handbook and Financial Policies – Employee
 Recognition and Appreciation Policy including Commissioner
 Recommendations

Background:

We do not currently have an Employee Recognition and Appreciation Policy to guide
our practices. We propose adopting both the handbook policy and the Financial Policy
below which were developed with guidance from MyHRPRos, current and applicable
IRS guidelines, input from other DMO HR departments and our team and addresses
our proposed practices.

New Employee Recognition and Appreciation Policy for Employee Handbook

The Fayetteville A&P Commission values a positive workplace culture and recognizes
employee milestones and significant life events. Recognition activities are designed to
celebrate our team while remaining compliant with applicable IRS and tax regulations.

Recognition may include certificates, cards, or occasional group meals and
celebrations. These activities are coordinated by the Team Engagement & Activities
Crew, approved by managers, and funded through the Employee Relations budget.

Any tangible items provided must comply with IRS de minimis benefit rules, meaning
they are small in value, provided infrequently, and non-cash in nature. Gift cards
are not used because they are considered taxable income and must be processed
through payroll.

Additional details are outlined in the Financial Policies and Standard Operating
Procedures.


New Financial Policy: Employee Recognition and Appreciation

Recognition activities are coordinated by the Team Engagement & Activities Crew,
approved by managers, and funded through the Employee Relations budget.

De Minimis Non-Cash Gifts
Low-value, occasional items may qualify as de minimis benefits and can generally
be excluded from taxable wages when they meet IRS guidelines.
Examples may include:
• Greeting Cards
• Branded items (mugs, T-shirts, water bottles)
• Flowers for life events such as bereavement, birth, or hospitalization
• Occasional group meals or celebrations
• Occasional tickets to a local event
Guidelines:
• Low value (under $100)
• Infrequent
• Non-cash items only

Cash and general-purpose gift cards are not considered de minimis and are not used
unless processed through payroll as taxable income.

Recognition and Culture Programs
Programs intended to support workplace culture may include:
• Voluntary gift exchanges (such as a Secret Gift Exchange) with modest spending
limits
• Manager-supported team lunches or small celebrations
• Employees may voluntarily organize gestures using personal funds.


MyHRPros & Chairperson Moya’s Recommendation:

We recommend the commission vote to approve this handbook and financial policy
addition.
Memo
 To: Fayetteville Advertising & Promotion Commissioners

 From: Ryan Hauck, CEO

Date: March 10, 2026

 Re: Proposed edit to Leave Without Pay Policy in Employee Handbook


Background:

Our Leave Without Pay Policy (LWOP), adopted in May of 2024 and replacing the
medical leave policy, inadvertently omitted the ability for medical leave to extend
outside of the employee and to cover family members and birth, adoption and foster
placement events as our previous medical leave policy did. We propose inserting the
language from our former medical leave policy into the LWOP policy, see this below
indicated with yellow highlighted and italicized text.

 10. Employee Leave Without Pay Policy (LWOP)

Experience Fayetteville recognizes that circumstances may arise in which an employee
navigates life events that may necessitate an extended absence from work. In these
circumstances employees may request leave without pay (LWOP).

Requests for such absences will be evaluated on a case-by-case basis with the
employee, the employee’s supervisor(s), and the CEO. In the event the LWOP request
is made by the CEO, the request will be evaluated by the A&P Commission.

Approval or disapproval of requests for leave without pay will be determined based upon
impact on the organization’s operation and mission and whether approval would create
an undue hardship.


Eligibility
Full-time employees, employed for a minimum of one-year, are eligible for LWOP as part
of a medical leave of absence due to a serious health condition or to care for a family
member with a serious health condition. This includes leave for the birth and care of a
newborn child, upon the employee’s adoption of a child, or upon the placement of a
foster child within the employee’s home.

For LWOP unrelated to medical leave, full-time employees must be employed for a
minimum of three years and must be in good standing, with no performance
improvement plans in place.

Duration
LWOP is limited to twelve weeks in a calendar year.
Insurance and Benefits
The employee may continue to participate in group insurance programs while on LWOP.
Within six months of their return from LWOP, employees will be responsible for
repayment of their portion of insurance premiums that are in arrears. During LWOP, the
employer will not make matching retirement contributions on behalf of the employee.

The employee will be reinstated will full rights at the end of the LWOP period. A returning
employee’s leave accrual rate will not be affected by periods of LWOP.
Additional information, including the LWOP request form, is available in Appendix B of
this handbook.

CEO Recommendations:

We request that the commission vote to approve this proposed edit to the LWOP
handbook policy for immediate adoption.
Memo
 To: Fayetteville Advertising & Promotion Commissioners

 From: Ryan Hauck, CEO

Date: March 10, 2026

 Re: Proposed edit to Parental Leave Policy in Employee Handbook


Background:

Our Parental Leave Policy below currently refers to a medical leave of absence. During
policy reviews with MyHRPros, it was advised to tie this leave of absence to Leave
Without Pay to clarify they were one and the same policy. The edit to the policy is
shown below with the additional text in yellow highlighted italics text.

6. Parental Leave

Full-time employees are eligible for 4 weeks of paid parental leave for the birth and
care of a newborn child or upon the employee’s adoption of a child. Eligibility includes
biological parents and domestic partners. This leave must occur within one year
following the birth or adoption of the child.

In order to ease the transition back to full-work, employees who have given birth may
elect up to 2 additional weeks of half-time work.

If one of the 3 official paid holidays occurs during parental leave, the holiday will run
concurrent and will not be added to the parental leave. Vacation, sick, and floating
holiday leave may be combined with parental leave. Parental leave runs concurrent with
a Leave Without Pay/medical leave of absence and will not be added to the medical leave
time.


CEO Recommendation:

 To approve the proposed edit to clarify that the medical leave of absence is tied to the
 existing Leave Without Pay policy.
 Memo
 To: Fayetteville Advertising & Promotion Commissioners

 From: Chair Elvis Moya

 Date: March 11, 2026

 Re: Proposed handbook and financial policies changes: Use of Company
 Credit Cards

 Background:

Current Company Credit Card Policy and Alcoholic Beverages:


 E. Finances

 1. Use of Company Credit Cards

 Company issued credit cards are the property of Fayetteville A&P Commission and
 should be used for Company business only. Receipts for purchases made with
 Company issued credit cards should be coded and turned in immediately. If you are
 travelling, receipts are to be turned in within 3 days of your return to work. As a
 general rule, the commission does not pay for or reimburse alcoholic beverages for
 consumption by employees.

 Abuse of the company credit card in the form of personal charges will result in
 disciplinary action, up to and including termination. Accidental charges are to be
 reported to the CEO and the Finance Manager immediately.

Proposed Company Credit Card Policy:

 Use of company credit cards (this expands card controls)
 Procurement cards are issued for official Experience Fayetteville business only.

 Receipts for purchases made with Company issued credit cards should be coded and
 turned in immediately. If you are travelling, receipts are to be turned in within 3 days of
 your return to work

 Personal purchases are strictly prohibited. Any personal charges must be reimbursed
 immediately and documented. Repeated personal charges will result in progressively
 formal corrective measures, which may include written warnings, temporary card
 restrictions, or HR review. The Finance Office will review all card activity monthly, and
 any violations will be reported to the CEO for review and appropriate follow-up. All
 cardholders are required to acknowledge this policy annually and understand that
 compliance is a condition of card privileges.
Alcoholic beverages may be purchased only as part of approved client entertainment,
tourism promotion, or official hospitality functions when there is a documented business
purpose. Such purchases must be supported by itemized receipts and approved by the
CEO. Alcohol purchases made by the CEO must be approved by the Commission
Chair.

Gift card purchases

Company credit cards may not be used to purchase gift cards, prepaid cards, or stored-
value cards without prior written approval from the CEO for a documented tourism
promotion event. Cardholders must submit itemized receipts showing each item
purchased.


CEO and Chair Moya’s recommendation:


We request that the commission vote to approve this proposed Company Credit Card
Policy.