HomeMy WebLinkAbout2025-05-19 - Agendas - FinalFayetteville Advertising and
Promotion Commission
May 19, 2025
Location: Fayetteville Town Center, 15 W. Mountain Street
Commissioners:
Staff:
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
Sarah Bunch, City Council Representative
Mike Wiederkehr, City Council Representative
Jennifer Walker, Interim CEO
I. Call to order at 2:00p.m.
II. Old Business
Agenda
A. Review and approval of April meeting minutes.
III. New Business
A. CEO Report. Jennifer Walker. An executive overview of the previous month.
B. Financial Report. Jennifer Walker, Interim CEO and VP of Finance
C. Marketing Report. Sarah King, VP of Marketing and Communications
D. Vote. Dickson Street Art Court Grant 2025-2027. Tyler Wilson, VP of Strategic Initiatives
Staff recommends a vote to accept the new two-year grant from the Tyson Family
Foundation for continued operations of the Dickson Street Art Court and authorize the
Interim CEO to execute the grant agreement. Memo and grant agreement included.
E. Additions to the agenda may be added upon request from a majority of the
commissioners.
IV. Adjourn
Fayetteville Advertising and Promotion Commission
Meeting Minutes - April 28, 2025
Fayetteville Town Center – 2:00 p.m.
Present: Chair Elvis Moya, Katherine Kinney, Elliot Hunt, Sterling Hamilton, Mike
Wiederkehr
Absent: Chrissy Sanderson, Sarah Bunch
Staff: Jennifer Walker
I. Call to Order
Chair Moya called the meeting to order at 2:00 pm
II. Old Business
• A motion to approve the March 24th and April 14th minutes was made by
Commissioner Wiederkehr and seconded by Commissioner Hamilton.
• Motion carried by roll call vote.
III. New Business
A. CEO Report. Jennifer Walker. An executive overview of the previous month.
• New Commissioners: Welcomed Elliot Hunt (Tourism) and Sterling Hamilton
(At-Large).
• CEO Offer: Offer extended to Ryan Hauck (Cody, WY); contract negotiations in
progress. Planned start date: July 21.
• Professional Development: Will attend the Congress of New Urbanism
conference in June (trip funded by Walton Family Foundation); Fayetteville will
co-host this conference in 2026.
• Visitor Services:
o Updated Downtown maps now available in the Visitors Center.
• Marketing & Events:
o New campaign “Our Fayetteville is Your New Favoriteville” was a finalist
for Best Partnership Marketing (eTourism Etsy Awards).
o Fayetteville Restaurant Week: July 20–26.
• Sales:
o Banana Ball event coming in August.
o Submitted letter of intent for Banana Ball World Tour 2026.
o Many more items listed in your packet
• Destination Services:
o Tourism Week: May 4–10.
o Onyx Coffee is coming to the downtown square.
• Recent & Upcoming Events:
o Sunday on the Square held yesterday with strong attendance and positive
response to new public restrooms.
o DFC annual meeting held last week; well attended.
o Strawberry Festival: May 17–18.
• FTC:
o hosted 33 events in March.
Finally, the Quarterly Art Court stakeholder meeting held; planning underway for
extended operations with funding agreement forthcoming.
B. Financial Report. Jennifer Walker, Interim CEO and VP of Finance
Financial Report
• Financial statements included in board packets.
• March targets:
o Revenue: 22% (target: 25%)
o Expenses: 26% (target: 25%)
o Variance due to front-loaded expenses (e.g., TheatreSquared, event
funding).
• March collections (Feb. activity) were down, likely impacted by February weather
events.
• YTD Operating Expenditures: $1.6 million
• YTD HMR Collections: 1.7% below seasonally adjusted budget.
• Balance Sheet:
o Cash & investments: $4.6 million
o Unearned revenue: $273K (for future Town Center events)
C. Marketing Report. Sarah King, VP of Marketing and Communications
Sarah King shared some of the creative from our agency of record, Outright. She also
stated that we would have a more robust report presented by Outright in May.
D. Vote. CEO Employment Agreement. Chair Elvis Moya & Interim CEO Jennifer
Walker
Chair Moya asked if there was a motion to enter executive session to discuss the CEO
employment agreement.
• The motion was made by Commissioner Hunt and seconded by Commission
Hamilton and was approved via roll call vote
• Executive session ended at 2:29 PM.
• A motion to authorize Chair Moya or Interim CEO Walker to execute an
employment agreement with Ryan Hauck was made by Commissioner
Wiederkehr, seconded by Commissioner Hunt and was approved unanimously.
• Chair Moya thanked Winner Partners; Tina Winner thanked the commission.
E. Discussion. Event Funding. Commissioner Sterling Hamilton.
Commissioner Hamilton highlighted the need for sustainable funding for large events in
Fayetteville, referencing the article “As NWA booms, where is Fayetteville?” He
proposed incorporating a profit margin (e.g., 20%) into event budgets to support
producers, suggesting A&P could offer margin protection (up to 30–40%) to incentivize
and retain local talent.
Commissioners discussed process logistics, including calendar coordination
(Commissioner Wiederkehr), integration with the current community incentive grant
structure (CEO Walker), and identifying medium-sized events to scale (Commissioners
Kinney, Moya). Events such as Strawberry Festival, Falltoberfest, and Pride Festival
were mentioned as potential models.
Next steps: Staff will draft a program framework based on current grant processes and
return to the commission for input within the next few months. Transparency and
financial accountability were emphasized throughout.
F. Discussion. Facilities Strategy. Commissioner Sterling Hamilton Memo included.
Facilities Overview & Strategic Discussion
Commissioner Hamilton requested an overview of A&P-managed facilities. Walker
noted:
• EF Offices & Visitors Center: Owned by A&P; in good condition except for a
roof that will need replacement.
• Walker Stone House (WSH): Historic, costly to maintain (~$70K/year); currently
leased to Folk School at negligible rent. Lease evaluation is needed soon.
• Town Center: Managed by A&P, owned by the City; second 20-year lease
underway. Maintenance responsibilities between A&P and City need clarification.
Facility runs an annual deficit of $300K–$400K plus capital expenses.
Commissioner Hamilton asked commissioners to consider long-term goals—profitability
vs. community value—especially regarding the Town Center.
Commissioner Wiederkehr reflected on the original intent of the Town Center, noting it
was likely community-focused, not profit-driven. Walker affirmed that WSH use has
been appropriate for financial investment and Commissioner Hamilton agreed with that.
She shared that FTC programming has prioritized community impact over financial
return.
The discussion ended with Hamilton stating that if finances were needed, one of the
avenues to pursue was pulling equity out of the real estate we’ve recently renovated,
i.e. 21 S. Block Avenue.
Chair Moya told Hamilton that commissioners could bring forth agenda items and
Commissioner Hamilton said he planned on bringing a voting issue to the commission
soon for the event funding idea. Chair Moya asked if we could bring forth an updated
list of EF funded events and CEO Walker said we could do that.
IV. Adjourn
Commissioner Wiederkehr made a motion to adjourn which was seconded by
Commissioner Hunt and the meeting ended at 3:21 pm.
After the meeting ended, several commissioners toured the newly renovated
Experience Fayetteville office space.
Minutes submitted by Amy Stockton, Director of Operations
Memo
To:
Fayetteville Advertising & Promotion Commissioners
From: Jennifer Walker, Interim CEO
Date: May 14, 2025
Re: Dickson Street Art Court Grant 2025-2027
In alignment with the City of Fayetteville’s Downtown Master Plan and Experience
Fayetteville’s Master Plan, Experience Fayetteville continues to support projects that
drive economic development through culture, creativity, and community engagement.
One such initiative is the Dickson Street Art Court—a temporary, immersive public
space with artistic and recreational elements, including basketball courts, located at the
site of the former Dickson Street Theatre.
Initially funded through a grant from the Tyson Family Foundation in 2021, the Art
Court project has received strong community engagement and serves as a unique
destination within our Downtown Cultural Arts Corridor. The original grant, totaling
$236,566 over a three-year period, was extended in 2023 to cover operations through
2025.
The Tyson Family Foundation has now offered a new two-year grant to Experience
Fayetteville, enabling continued operation, promotion, and maintenance of the Art
Court through June 30, 2027. These funds will support ongoing responsibilities such as
routine cleaning and upkeep, maintenance and repairs, and marketing and
communication efforts related to the space.
Grant Summary
• Grantor: Tyson Family Foundation
• Grantee: Experience Fayetteville
• Project: Dickson Street Art Court
• Grant Term: Three years (2025–2027)
• Total Amount: $162,600
• Use of Funds: Site operations, maintenance, and promotion
Recommendation:
Staff recommends that the Fayetteville Advertising & Promotion Commission accept
the new two-year grant from the Tyson Family Foundation for continued operations of
the Dickson Street Art Court and authorize the Interim CEO to execute the grant
agreement.
Dear Jennifer,
It is my pleasure to inform you that Tyson Family Foundation (Grantor) has approved a grant to
Experience Fayetteville (Grantee) in the total amount of $162,600 for the Art Court project
program at 227 W Dickson St, Fayetteville, AR. The project term will be October July 1, 2025 –
June 30, 2027. This grant is subject to the following terms and conditions:
1. Purpose: Responsible for maintaining and operating a vibrant public space in
downtown Fayetteville—prioritizing visitor experience and safety while fostering play,
connection, and community. Serve as the welcoming, public-facing ambassador of the
public-private partnership, guiding and supporting community members so they can
make the most of the space.
Grantee agrees to use all grant funds exclusively for the grant's purposes and according to the
allocated budget (Exhibit A). Any changes in these purposes or budget allocations must
be authorized in advance by Grantor in writing.
2. Amount: $162,600
3. Grant payments will be made as follows:
Installment Amount Date
#1 $80,800 July 1, 2025
#2 $81,800 July 31, 2026
3. Payable: This grant shall be payable upon receipt of a copy of this letter and payment
authorization form from Grantee acknowledging the terms and conditions set forth herein.
4. Accounting:
(a) Grantor encourages, whenever feasible, the deposit of grant funds in an interest-bearing
account. For purposes of this letter, the term “grant funds” includes the grant and income
earned thereon.
(b) Grantee will maintain records of receipts and expenditures made in connection with the
grant funds and will keep these records during the period covered by the Grantee’s reporting
obligations specified in paragraph 5 for at least four years thereafter (“Maintenance
Period”). Grantee will make its books and records in connection with the grant funds available
for inspection by Grantor during normal business hours as GRANTOR may request at any time
during the Maintenance Period.
Docusign Envelope ID: ABC0BAAF-54C8-4818-81C9-3DB958C033F1
5. Reporting and Evaluation: Grantee will provide Grantor with financial and narrative
reports by the due dates listed in the report schedule below. Each report shall include an
account of expenditures of grant funds, and a brief narrative of what was accomplished
(including a description of progress made in fulfilling the purposes of the grant and a
confirmation of Grantee’s compliance with the terms of the grant.)
A. Reporting Expectations:
Experience Fayetteville will prepare a final report to Grantor re: financials and expenditures,
operations and deliverables and any other miscellaneous updates as relevant.
B. Reporting Timeline:
Report Date Report Type
Every other month Group call
February 15, 2026 2025 Annual financial report
February 15, 2027 2026 Annual financial report
C. Evaluation
Success will be measured against the outputs and outcomes defined in “Exhibit A”.
All reports will be sent electronically to Grantor.
6. Representations: Grantee represents and warrants to Grantor that:
a. Grantee is an organization in good standing, is either an organization described
in section 501 (c) (3) of the Internal Revenue Code (“Code”) or a governmental
unit, and is not a “private foundation” described in section 509 (a) of the
Code. Grantee will promptly notify (Grantor) of any change in Grantee’s tax
status under the Code.
b. In no event will Grantee use any grant funds:
1. to carry on propaganda, or otherwise to attempt to influence legislation;
2. to influence the outcome of any specific public election or to carry on,
directly or indirectly, and voter registration drive; or
3. to undertake any activity other than for a charitable, educational or other
exempt purpose specified in section 170 (c) (2) (B) of the Code.
4. to improve any real property owned by a disqualified person or entity
c. Grantee will comply with all applicable laws and regulations.
7. Repayment: Grantee agrees to repay to Grantor any portion of the grant funds not
used for the grant’s purposes. In addition, the Foundation may discontinue any further
Docusign Envelope ID: ABC0BAAF-54C8-4818-81C9-3DB958C033F1
payments to Grantee, and may direct Grantee to repay any unexpended grant funds to the
Grantor if any of the following events occurs:
a. Grantee ceases to maintain its tax-exempt status as described in paragraph 6 (a) above;
b. Grantee fails to comply with the terms of this letter; or
c. There is a material change in grantee’s key personnel that in the sole opinion of Grantor
adversely affects Grantee’s management of the grant.
8. Release and Indemnity: Unless prohibited by law, Grantee shall release, indemnify,
defend and hold harmless Grantor and its directors, offers, employees, and agents from and
against any and all claims, actions, suites, demands, damages, losses, expenses and liabilities,
arising out of or related to any way to the actions omissions of the grantee (or its directors,
officers, employees, agents, or contractors) in connection with the Grant and the project
funded by the Grant, except to the extent caused by Grantor (or its director’s officers’,
employees’ or agents’) negligent actions or omissions. Grantee further agrees to carry
insurance in such forms and amounts as are commercially reasonable and appropriate to cover
Grantee’s operations and to enable Grantee to indemnify and defend Grantor as provided
hereunder.
Unless prohibited by law, Grantor shall release, indemnify, defend and hold harmless Grantee
and its directors, offers, employees, and agents from and against any and all claims, actions,
suites, demands, damages, losses, expenses and liabilities, arising out of or related to any way
to the actions omissions of the grantee (or its directors, officers, employees, agents, or
contractors) in connection with the Grant and the project funded by the Grant, except to the
extent caused by Grantee (or its director’s officers’, employees’ or agents’) negligent actions or
omissions.
9. Grant Publicity: Grant publicity related to this grant consistent with Grantee’s normal
practice is permitted, subject to the following provisions. Grantor expects any announcements
and publicity to focus on Grantee’s work and the project or issue funded by the
grant. Recognition of Grantor’s role in funding the project is permitted, provided that the
timing, content and strategic focus of such publicity should be approved by Grantor’s contact
listed in paragraph 11. Publicizing the grant and Grantor in Grantee’s publications and
communications in a manner consistent with similar grants obtained by Grantee is permitted.
Grantor may ask Grantee to provide illustrations, photographs, videos, recordings, information
or other materials related to the grant (collectively “Grant Work Product”) for use in Grantor
communications including the Grantor’s website, annual report, newsletters, board materials,
presentations, communications and other publications. Grantee agrees to provide Grantor
with such items upon the Grantor’s reasonable request and hereby grants to Grantor and
anyone acting under the authority of Grantor, a fully paid-up, world-wide, right and license to
use, reproduce, display and distribute the Grant Work Product in connection with Grantor’s
charitable operations and activities. In connection therewith, Grantee also acknowledges and
agrees to use by GRANTOR of historical, programmatic and other information relating to the
Grantee and the grant hereunder.
Docusign Envelope ID: ABC0BAAF-54C8-4818-81C9-3DB958C033F1
10. Recognition: N/A
11. Contact: For all communication regarding this grant, please contact Grantor by email at
Jordan Garner jordan@ivythirtyfive.com
By signing this letter the Grantee acknowledges and agrees to the terms and conditions herein.
___________________________________________ ________________
Olivia Tyson, President Tyson Family Foundation Date
__________________________________________ ________________
Jennifer Walker, Interim CEO & VP Finance, Experience Fay Date
Docusign Envelope ID: ABC0BAAF-54C8-4818-81C9-3DB958C033F1
4/24/2025
EXHIBIT A.
Docusign Envelope ID: ABC0BAAF-54C8-4818-81C9-3DB958C033F1