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Record of Proceedings

Fayetteville City Council Agenda Session: December 30, 2025

City Council — Tuesday, December 30, 2025
BodyFayetteville, Arkansas
SessionCity Council
DateTuesday, December 30, 2025
StatusFILED
Video Record
0:00 / 1:35:15

Original source
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0:00

Um well I'm going to call our meeting to order here.

0:04

Get my agenda pull back up.

0:06

This is the um December 30th, City of Fayetteville agenda session for the city council.

0:15

And it's been a while since I've done one of these, so I'll try and wing it here.

0:21

Um so first we're going to have our call to order, our roll call, pledge of allegiance, any announcements the mayor may have.

0:30

Uh we'll have a review of presentations.

0:34

Do we go to the sales tax?

0:37

Uh do we do that sales tax now or at the end of the agenda?

0:42

That's at the council meeting.

0:44

That's the council meeting.

0:45

Okay.

0:48

All right.

0:48

On our consent agenda, we have um approval of December 16th, 2025 city council meeting minutes.

0:56

We have uh A2, which is a purchase of truck hauling services, a resolution to award bid 20 uh 2613 and authorize the purchase of truck hauling services from NEC Incorporated as primary supplier and to authorize use of other bidders based on price and availability through the end of 2026.

1:20

Next item is purchase of emerald ashboard treatment services.

1:26

A resolution to award bid.

1:27

I had a question.

1:30

Okay, go ahead.

1:32

Um, it's only because um she said this was based on other bidders, and I thought I spoke with Steve briefly, and these were all um RFPs that have already been bid and and the bids have been awarded.

1:45

Is that not correct?

1:47

No, that's that's correct.

1:48

Uh bid 26-13.

1:51

Um, and that information is in the uh the item itself.

1:55

So basically, what we do is oftentimes what we'll do is we'll award to one bidder, but we have authorization to use other bidders as well as needed.

2:08

And this is it on an as needed purpose.

2:12

That's correct.

2:13

And what was the cost on that?

2:14

I'm sorry, I'm not looking at my agenda yet either.

2:19

Uh, if you give me a second, I can pull that one out.

2:22

Thank you.

2:28

This is on the first one, Chris.

2:32

Yeah, this is the first one.

2:33

I'm trying to get my agenda up.

2:37

I'm sorry, what'd you say?

2:40

Hold on one second, we're pulling the memo up.

2:44

Sure, thank you.

2:52

Yeah, so this uh as Keith said, this is variable unit pricing as needed.

2:56

Um as outlined in uh the bid tab, bid 26-13 for truck hauling services.

3:03

It's on uh page four of the agenda item.

3:06

So it's as needed.

3:07

We don't have a set dollar amount, it's just as we need it.

3:11

Well, and what's the total?

3:13

I guess my question is we just have an open bid that we approve as a city council to spend on an elaborate amount of money as needed.

3:21

I'm just trying to be very clear on what's the what's I I understand, Keith.

3:25

I see how you're looking at me.

3:27

But I guess my question is what what is the total amount for this bid?

3:33

I think we have Terry Gully online.

3:35

He could answer that.

3:36

Thank you.

3:37

Yes, uh, what this is is for truck calling services when we use lease trucks to help us in our asphalt program.

3:46

And um we may have a if we're doing a larger project, we may release 10 trucks on a on a one-day project.

3:56

And uh if uh we're needing extra vehicles, we'll use this to supplement that so that we can have our uh employees running the paving and paving equipment and the rollers and all that.

4:10

So it says uh as needed basis.

4:14

If we're doing a small job the next day that maybe we only need the number of trucks that we have in the department, then we won't lease trucks.

4:23

So the $95 per hour is the rate, and uh we'll use the first bidder if they can supply the trucks.

4:31

If they're not able to supply them on that particular day, then we go to the other bidders until we find enough vehicles to uh provide our needs to get that project accomplished.

4:43

But it's open-ended, it's a guess on the total amount of how much we'll use.

4:48

It's just uh we can't estimate that till we actually get on each specific project and see how many vehicles we need to use to get the projects done.

5:00

can supply the trucks if they're not able to supply them on that particular day then we go to the other bidders until we find enough vehicles to uh provide our needs to get that project accomplished but it's open ended it's a guess on the total amount of how much we'll use it's just uh we can't estimate that till we actually get on each specific project and see how many vehicles we need used to get the projects done thank you and Steve I didn't understand that any of the bids were all are you are I'm just asking you just to be clear so we can move forward on this agenda are they any other bids that are similar that are all open ended that does not have a total amount up to to me what I would see a bid is $95 an hour up to $25,000 up to 100,000 what is budgeted for the bid answer what's that okay I think that what's confusing to this it's a unit cost so it's based upon specific projects so a lot of these projects are coming to you with a specific dollar amount.

5:40

So there may this may be encompassed 20 different projects and each one of those projects uh you know you may see those throughout the year it says that uh the material cost is X.

Discussion Breakdown — Share of Meeting
Procurement███████████████████████23%
Procedural██████████████14%
Zoning And Land Use████████████12%
Public Safety███████████11%
Engineering And Infrastructure██████████10%
Fiscal Sustainability████████8%
Tree Preservation██████6%
Waste Management████4%
Environmental Protection███3%
Summary of Proceedings

Fayetteville City Council Agenda Session: December 30, 2025

The City of Fayetteville held an agenda session on December 30, 2025, to review and vote on a broad range of consent items, including service contracts, material purchases, and utility easement vacations. The meeting featured significant deliberation on lighting ordinances regarding night sky compliance and intensity, a complex request to amend streamside protection maps for a downtown development, and a discussion on the fiscal impact and human conditions of the county jail contract. Council members requested site tours for specific zoning and environmental items and noted the holiday schedule for trash collection.

Consent Calendar

  • The council approved the minutes from the December 16, 2025, meeting.
  • Truck Hauling Services (Bid 26-13): Council approved awarding a contract to NEC Inc. with authorization to use other bidders as needed through 2026, constrained by the street fund operating budget (estimated at $285,000 based on $95/hour).
  • Emerald Ash Borer Treatment (Bid 26-19): Approved contract with Ace of Blades Lawn Care as needed through 2026, capped at an estimated $48,999.
  • Pavement Marking (Bid 26-01): Approved contract with Everline Coding and Services and AFNG LLC as needed through 2026.
  • Concrete Services (Bid 26-02): Approved contract with Sweets Construction Inc. as needed through 2026.
  • Tree Planting (Bid 26-03): Approved contract with Custom Lawn Care LLC as needed through 2026; clarified standard maintenance is one year as three-year maintenance bids were historically unsuccessful.
  • Asphalt Paving (Bid 26-04): Approved contract with Emory Sapp and Sons Inc. as needed through 2026.
  • Concrete Materials (Bid 26-05): Approved Toon Concrete as primary supplier with authorization to use other bidders as needed through 2026.
  • Aggregate Materials (Bid 26-06): Approved Hunt Rogers Materials LLC as primary supplier with authorization to use other bidders as needed through 2026.
  • Asphalt Materials: Approved purchase for the transportation division as needed through 2026.
  • High Performance Cold Mix (Bid 26-09): Approved contracts with Atlas Asphalt and Emory Sapp and Sons as needed through 2026.
  • HDPE Drainage Pipe (Bid 26-08): Approved contract with Northwest Arkansas Wind Water as needed through 2026.
  • Lighting (Bid 26-12): Approved Premier Lighting Group as primary supplier with authorization to use other bidders as needed through 2026; includes fixtures for both new installation and in-kind replacement of older non-compliant lights.
  • SOD (Bid 26-20): Approved contract with 36 North Network Solutions as needed through 2026.
  • Topsoil (Bid 26-14): Approved Grant Garrett Excavating Inc. as primary supplier with authorization to use other bidders as needed through 2026.
  • Plumbing Repairs: Approved a quote from Comfort Systems for the development services building, not to exceed $123,058, to be funded by the existing CIP budget.
  • Sewage System Extension: Approved extension to property at 3292 East Skillern Road.
  • Budget Adjustment: Approved a $400,000 adjustment to move funds to the construction materials account within the water and sewer fund.
  • Tax Back Program: Approved participation for Packaging Specialists Inc. in the Arkansas Tax Back program for their $24 million expansion.
  • Transfer Station Improvements (Bid 25-53): Approved a contract with Southern Brothers Construction LLC for $233,068.18 for concrete repairs at the recycling pit and compost pad.
  • Litter Abatement (Genesis Church): Approved Amendment 4 to extend the agreement through 2026, not to exceed $170,500.
  • Trash and Recycling Carts: Approved purchase from Waste Quip LLC via Sourcewell contract.
  • Stormwater Software: Waived competitive bidding for Qs Incorporated software for stormwater management, not to exceed $75,000 annually through 2030.
  • Vacuum Truck Services (Bid 26-18): Approved contract with Carl Hawley Plumbing Inc. as needed through 2026.
  • Refuse Trucks: Approved purchase of three commercial front-load refuse trucks totaling $1,133,500 from Arkansas Municipal Equipment.
  • Appleby-Plainview Connection: Council moved the original resolution to New Business due to insufficient detail regarding property acquisition costs; a new detailed resolution was requested.
  • Fire Remediation (RFP 25-18): Approved a one-year contract with Bell for USA Group Inc. with automatic renewal options.
  • Medical Testing (Washington Regional): Approved agreement for $500.58 per person for Fire Department testing, with 2% annual increase.
  • Police Pension Fund: Approved cash loan mechanism from the General Fund to cover monthly police pension payments, to be reimbursed upon receipt of county property tax funds in April and September.
  • Police Vehicles: Approved purchase of 15 Ford Police Interceptor Hybrid Utility vehicles ($656,910) and one Chevy Tahoe ($55,160) from Superior Ford/Chevy of Siloam Springs.
  • Ford Transit Van: Approved purchase of one van for $83,511.12 from Olafetah Ford.
  • Vehicle Upfitting: Approved upfitting supplies and labor for $182,316.30 from Superior Chevrolet of Siloam Springs.
  • Project Safe Neighborhood Grant: Approved acceptance of a $33,629.76 grant for the Police Department.
  • Jail Agreement: Approved the 2026 per capita jail fee agreement with Washington County Jail at $76,715.87.

Public Comments & Testimony

  • Councilmember Moore (via phone): Expressed concern regarding the intensity of 4,000K LED lighting on Mission Boulevard, noting it blinds drivers. Councilmember Moore stated, "I struggled to be able to see as an automobile going down the street" and requested that future projects consider pedestrian and driver interaction, even if the current fixtures meet dark sky technical standards.
  • Councilmember Moore (via phone): Questioned the lack of financial incentives for Fayetteville to reduce arrests under the current jail contract, noting the city accounts for 38% of the county population but only 22% of jail bookings. Councilmember Moore expressed concern for the humane conditions of residents, stating the facility is overcrowded and that residents sleep on floors, calling for a mechanism to credit the city for its reduced arrest efforts.
  • Councilmember Moore (via phone): Opposed the potential switch to a daily jail rate (estimated at $80.52/day) which was discussed but tabled, warning it would increase costs by over $1 million annually. Councilmember Moore stated, "We can't just do this continual over and over the same thing," emphasizing the need to address both fiscal responsibility and human toll.

Discussion Items

  • Lighting Ordinance Compliance (Bid 26-12): Staff clarified that while new lights meet dark sky compliance (cutoff, no uplight), some older fixtures with lenses (acorn lights) being replaced do not fully meet requirements due to light refraction. Staff noted the standard color temperature is 4,000K, which Councilmember Moore argued negatively impacts nocturnal animals and circadian rhythms. Staff explained that warmer lighting (3,000K) was tested previously but required lights to be placed closer together, resulting in "unacceptable lighting levels." It was confirmed that the Mission Boulevard project used no-lens fixtures due to a state highway requirement.
  • Appleby-Plainview Connection (A26): Councilmember Moore requested more detail on the acquisition of remaining easements, noting the original resolution lacked sufficient detail. Vice Mayor Bunch supported removing the item from the consent agenda to allow for a more detailed substitute resolution provided by Councilmember Moore. Staff explained the southern leg of the project was redesigned to be more cost-effective due to property owner negotiations, reducing the need for the full initial acquisition.
  • Litter Abatement Program (A21): Councilmember Moore requested information on employment outcomes and suggested future RFPs for substantial contracts. Staff reported 228 workdays provided to 99 individuals who picked up over 220,000 pounds of trash, surpassing 2024 numbers by double. Staff noted that RFPs are required for services over $40,000, but the council agreed to consider an RFP for the next budget year if the program proves successful.
  • Zoning - Streamside Protection (C2): Council requested a site tour of the Greg Avenue/Center Street property to witness the proposed culverting (concrete bottom, sides, and top) of the Tanglewood branch stream. Councilmember Moore requested a tour to understand the deviation from the ordinance's intent. Staff noted the property is currently a laydown yard, which may limit access, and agreed to coordinate a tour.
  • Zoning - Conservation, Cultural, and Recreation (C5): Council requested a site tour of the West Michael Cole Drive property due to the unique zoning split and the presence of a conservation easement. Staff confirmed this is the first request for the CCR district, requiring a conservation easement, and that the property split allows an existing home to remain in the RA district while the rest takes the CCR designation.

Key Outcomes

  • Voting Action: The consent agenda items (except the Appleby-Plainview Connection resolution) were unanimously approved.
  • Motion to Defer: Resolution A26 (Appleby-Plainview Connection) was removed from the consent agenda and moved to the beginning of New Business to accommodate a detailed substitute resolution proposed by Councilmember Moore.
  • Schedule Change: Trash collection will be delayed by one day due to the New Year's Day holiday; staff requested members alert their wards.
  • Site Tour Planning: Council members (Moore, Turk, and Vice Mayor Bunch) indicated a preference for touring the Greg and Center Street site or the Michael Cole site. Staff will coordinate a tour for Monday at approximately 3:00 PM, noting potential access limitations at the Downtown site due to active construction.
  • Fiscal Decision: The council upheld the $76,715.87 per capita jail contract, noting it is significantly cheaper than the proposed daily rate alternative (estimated at $800,000+) and aligns with the 2026 budget.
  • Policy Discussion: A continued discussion on the need to address the humane conditions in the county jail and the lack of financial incentives for reduced arrests was established for future collaboration with the County.
  • Procedural Note: Council discussed potentially suspending rules next week to waive the reading of the lengthy consent agenda items.

Meeting Transcript

Um well I'm going to call our meeting to order here. Get my agenda pull back up. This is the um December 30th, City of Fayetteville agenda session for the city council. And it's been a while since I've done one of these, so I'll try and wing it here. Um so first we're going to have our call to order, our roll call, pledge of allegiance, any announcements the mayor may have. Uh we'll have a review of presentations. Do we go to the sales tax? Uh do we do that sales tax now or at the end of the agenda? That's at the council meeting. That's the council meeting. Okay. All right. On our consent agenda, we have um approval of December 16th, 2025 city council meeting minutes. We have uh A2, which is a purchase of truck hauling services, a resolution to award bid 20 uh 2613 and authorize the purchase of truck hauling services from NEC Incorporated as primary supplier and to authorize use of other bidders based on price and availability through the end of 2026. Next item is purchase of emerald ashboard treatment services. A resolution to award bid. I had a question. Okay, go ahead. Um, it's only because um she said this was based on other bidders, and I thought I spoke with Steve briefly, and these were all um RFPs that have already been bid and and the bids have been awarded. Is that not correct? No, that's that's correct. Uh bid 26-13. Um, and that information is in the uh the item itself. So basically, what we do is oftentimes what we'll do is we'll award to one bidder, but we have authorization to use other bidders as well as needed. And this is it on an as needed purpose. That's correct. And what was the cost on that? I'm sorry, I'm not looking at my agenda yet either. Uh, if you give me a second, I can pull that one out. Thank you. This is on the first one, Chris. Yeah, this is the first one. I'm trying to get my agenda up. I'm sorry, what'd you say? Hold on one second, we're pulling the memo up. Sure, thank you. Yeah, so this uh as Keith said, this is variable unit pricing as needed. Um as outlined in uh the bid tab, bid 26-13 for truck hauling services. It's on uh page four of the agenda item. So it's as needed. We don't have a set dollar amount, it's just as we need it. Well, and what's the total? I guess my question is we just have an open bid that we approve as a city council to spend on an elaborate amount of money as needed. I'm just trying to be very clear on what's the what's I I understand, Keith. I see how you're looking at me. But I guess my question is what what is the total amount for this bid? I think we have Terry Gully online. He could answer that. Thank you. Yes, uh, what this is is for truck calling services when we use lease trucks to help us in our asphalt program.

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