Highfill Highlights
December 10, 2025
The Highfill City Council convened for a special meeting on December 9, 2025, to address several important topics affecting the community. These meetings serve as a forum for decision-making on city operations, budgeting, property acquisitions, AI policy, public safety, and community infrastructure.
Approval of Minutes
Council approved the minutes from the following prior meetings:
- Special City Council Meeting – November 3, 2025
Public Comment
During the public comment period, one resident addressed the Council:
- John Matar: Announced his candidacy for Justice of the Peace, District 13, Benton County. He introduced himself to the Council and residents, shared informational brochures, and expressed interest in collaborating with local officials to improve services and quality of life in the district.
No additional public comments were made, and the public comment period was then closed.
Agenda Amendment
Before beginning new business, the Mayor requested an amendment to add a new resolution regarding the purchase of land for a pump station.
A motion was made and seconded, and the amendment passed with unanimous approval.
Walton Family Foundation / Recycling Partnership Presentation
City leadership shared that residents have asked about recycling for years, and the City has been researching ways to bring curbside recycling to Highfill. Recently, the Walton Family Foundation connected the City with The Recycling Partnership, a national nonprofit that helps communities expand and improve recycling programs.
Charlotte Pitt, Vice President of Community Development, joined via Zoom to outline how Highfill could take its first major step toward curbside recycling:
Key Highlights From the Presentation
- $45,000 Grant Secured:
The Recycling Partnership will provide a grant to hire experts in waste and recycling contracts. - Goal: Bring Curbside Recycling to Highfill in 2027
When the City’s current trash contract expires, Highfill hopes to include recycling in a new regional contract. - Why This Matters:
Research shows 117,000 tons of recyclable materials end up in Northwest Arkansas landfills each year. Adding recycling helps reduce waste and gives residents more sustainable options.
What the Grant Will Do
- Help the City draft a strong request for proposals (RFP)
- Review vendor bids and assist in negotiations
- Build a modern contract that:
- Includes service-level standards
- Allows the City to hold providers accountable
- Ensures fair pricing
- Prepares for adding curbside recycling
Cost Concerns & Resident Impact
Council asked about potential cost increases for residents.
Charlotte explained:
- Adding a new service will likely include a small increase, but costs should remain manageable.
- A second potential grant may help purchase recycling carts, reducing the overall expense.
- A regional approach (partnering with surrounding cities) could help prevent large cost hikes.
The Mayor emphasized the goal is to keep costs from rising unnecessarily by working collaboratively with neighboring communities.
Charlotte concluded by sharing their recent work in Springdale and pointing councilmembers to the public Northwest Arkansas Recycling Roadmap.
Resolution 2025-28 – Recycling Partnership Grant Approved
Following the presentation from The Recycling Partnership, the Council moved to consider Resolution 2025-28, which authorizes the City of Highfill to enter into a Recycling Partnership Grant Agreement.
A motion was made and seconded, and the resolution passed unanimously.
What This Grant Agreement Means for Highfill
This agreement formalizes a partnership between:
- The Recycling Partnership, Inc. – a national nonprofit dedicated to expanding and improving recycling, and
- The City of Highfill – the grantee.
Under the agreement:
Funding & Support Included
- $45,000 in grant funding to help Highfill hire expert consultants to support the development of a new waste and recycling service contract.
- Up to $25,000 in in-kind services, including technical assistance, project guidance, and contract-review support.
Purpose of the Grant
The funding supports Highfill’s plan to increase recycling opportunities by:
- Analyzing service needs,
- Preparing a competitive bidding process with expert help,
- Strengthening the City’s next waste service contract, and
- Positioning Highfill for curbside recycling by 2027, when the current trash contract expires.
Grant Terms at a Glance
- Grant period: Effective upon signing and ending January 31, 2027
- Highfill must follow the project Work Plan and provide required reporting
- Either party may terminate with 30 days’ notice
- Funds can only be used for approved, project-related expenses
- Public announcements will be coordinated between the City and The Recycling Partnership
Why It Matters
This partnership gives Highfill expert support—at no cost to residents—to responsibly plan and design a future waste and recycling program that:
- Reduces landfill waste
- Prepares for long-term community growth
- Helps keep future costs as low and predictable as possible
Resolution 2025-29 – State Aid Street Program: Road Overlay
The Council next considered Resolution 2025-29, which expresses the City of Highfill’s willingness to participate in the Arkansas State Aid Street Program for a major road improvement project.
Project Overview
The project will resurface:
- Peterson Road, from Highway 12 all the way to Digby Road
- Digby Road, from Peterson south to Auburn Road
This totals approximately 2.1 miles of roadway.
Although these roads are already paved, the project will provide a full overlay, improving safety, ride quality, and long-term durability.
Cost Breakdown
- State contribution: Up to $300,000
- City contribution: Approximately $150,000, already budgeted in the 2026 Road Department budget
The mayor noted that once this overlay is completed—anticipated next summer—the City will be ready to submit a new application for another State Aid project.
Council Action
A motion was made and seconded to approve Resolution 2025-29. The vote was unanimous.
Why This Matters
This partnership with the Arkansas Department of Transportation allows Highfill to complete large-scale road improvements at a significantly reduced cost to the City. By maintaining an active project pipeline, Highfill can continue leveraging State Aid funding to keep improving local infrastructure year after year.
Resolution 2025-30 – 2025 Chevy Tahoe Purchase
The next item on the agenda was Resolution 2025-30, a resolution authorizing the Mayor to execute agreements to purchase and equip a 2025 Chevrolet Tahoe for the Police Department.
The Mayor explained that due to this year’s significant budget surplus—largely the result of department heads pausing non-essential spending during the airport situation—the City has an opportunity to proactively replace aging equipment. This vehicle replacement was discussed during budget meetings.
The Police Department noted that the unit being replaced has over 100,000 miles and is nearly five years old, making continued maintenance less practical. Replacing one vehicle at a time keeps the City from facing multiple high-cost replacements in the same year. The department maintains seven patrol vehicles for seven full-time officers and currently has only one spare unit.
Council members discussed the long-term replacement cycle, emphasizing the goal of maintaining safe, reliable vehicles while avoiding major multi-vehicle purchases at once. The price includes the Tahoe and all outfitting through Integrity Outfitters.
With no further questions, a motion was made and seconded to approve the resolution.
Resolution 2025-30 passed.
Fire Department Air Pack Replacement – Discussion & Motion to Table
The next item on the agenda was the Fire Department’s annual air pack replacement, part of the City’s long-standing commitment to purchasing five new air packs each year. Fire Chief Cody confirmed this program has been in place for 6–7 years to ensure firefighters have safe, updated equipment.
Because the City has a significant surplus in this year’s budget, the administration proposed completing next year’s air pack purchase now, rather than budgeting it for next year. This allows next year’s budget to remain lighter and makes room for other needed equipment, such as the mini-excavator.
However, due to not having the required number of council members present for passage, the item could not move forward for a first reading or approval.
The Mayor noted that while the purchase can be made and recorded in this year’s budget, the resolution itself will need to be taken up next month.
A motion was made and seconded to table the item until the next meeting.
Motion passed.
Resolution 2025-31 – FB-94 Pumper Fire Truck Purchase
The Council next considered Resolution 2025-31, authorizing the Mayor to accept a quote for the purchase of an FB-94 Pumper Fire Truck manufactured by Fouts Bros.
Fire Chief Cody provided background and explained the urgent need:
- The City’s only frontline engine is 29 years old and has experienced major mechanical failures, including breaking down during calls.
- The truck has reached the end of its safe service life, and while it is currently back in operation, it is only reliable enough to be held in reserve status until a replacement arrives.
Chief Cody and the Mayor explained why the FB-94 model is the best option:
- Fouts Brothers is an established manufacturer, and Highfill already owns one of their trucks, which has performed well.
- Benton County recently purchased two of the same model for county departments, reinforcing their reliability.
- The price—$666,477—is $300,000 less than comparable trucks and will increase by approximately $80,000 at the beginning of the year.
Financing & Budget Impact
- Thanks to years of responsible saving in the Fire Department’s Act 833 and equipment reserve accounts, the department can make a large down payment—estimated around $450,000—without touching next year’s city budget.
- Monthly payments will be covered entirely by Fire Department revenue already received each month.
- The truck has an estimated 9-month build time, significantly faster than the national average of 38 months.
Disposition of the Old Truck
- Chief Cody requested authorization to prepare the current engine for sale.
- He will gather quotes from companies that specialize in advertising and reselling used fire trucks and present options to the Council next month.
- Early estimates place its value around $30,000, but the Chief noted this may be optimistic given its age (1997 model) and condition.
Council Action
A motion was made and seconded to approve Resolution 2025-31.
Motion passed unanimously.
Resolution 2025-32 – AI and Automated Decision Tools Policy
The Council next considered Resolution 2025-32, adopting the City of Highfill Artificial Intelligence and Automated Decision Tools Policy.
Background and Purpose
- Jay explained that the adoption of this policy is required by Arkansas law. Every city in the state must adopt an AI and automated decision tools policy.
- The policy incorporates all statutory requirements outlined in the Arkansas code, ensuring that any use of AI by the City is reviewed by humans and adheres to legal standards.
- Examples include ensuring that AI-generated recommendations, such as city policies or event calendars, cannot be adopted without human review.
Training Requirements
- City staff will complete training on the policy as required by statute.
- This policy does not apply to elected officials but covers city employees involved in AI-assisted decision-making.
Council Action
A motion was made and seconded to approve Resolution 2025-32.
Motion passed unanimously.
Resolution 2025-33 – 2026 City Budget
The Council next considered Resolution 2025-33, accepting and adopting the City of Highfill budget for the year January 1, 2026, through December 31, 2026.
Key Highlights of the 2026 Budget
- Overall Budget: Largely unchanged from 2025, with adjustments for normal utility and operational increases.
- Capital Expenditures:
- MiniX for the Water Department – replaces an aging, undersized unit; trade-in value of $25,000 applied, paid outright.
- Road Overlay Program – an additional $175,000 allocated to accommodate unforeseen costs and ensure proper repairs.
- ARPA Loan Funding – $540,000.
- Employee and Council Adjustments:
- Council pay increased from $50 to $100 to align with similar-sized cities.
- Planning Commission compensation increased to $75.
- Highfill Parks Advisory Committee compensation established at $50.
- Financial Planning:
- Budget includes a cushion of over $800,000 to offset anticipated sales tax losses from the airport de-annexation.
- Designed to absorb one-time capital expenditures without raising rates or taxes for citizens.
- Road Maintenance and Development:
- Focus on paving and repairing city roads, particularly on city outskirts, despite lost road mileage due to airport de-annexation.
Council Action
A motion was made and seconded to approve Resolution 2025-33, and it passed unanimously.
Resolution 2025-34 – Property Purchase for Pump Station
The Council considered Resolution 2025-34, authorizing the purchase of real property from Richard and Jodie Boyd.
Purpose of the Purchase
- The property is a half-acre parcel adjacent to the city’s existing pump station.
- Funds for the purchase are available in the Water Department savings account, which also covers planned pump station upgrades and other related projects.
- The purchase allows the city to expand water system capacity, including installation of larger pumps and water lines.
Council Action
- After discussion and confirming understanding of the project and funding, a motion was made and seconded to approve Resolution 2025-34.
Approval of November 2025 Financial Report
The Council reviewed and discussed the November 2025 financial statements.
Key Highlights:
- Council members were given time to review the financials and ask questions.
- Property tax revenue exceeded the budgeted amount of approximately $400,000 by around $150,000, showing improved budget performance for the city.
- The final end-of-year budget will be prepared and presented for approval around February 2026.
Council Action:
- A motion was made and seconded to approve the November 2025 financial report.
- The motion passed unanimously
Department Head Reports
Fire Department Updates
The Fire Department reported several grant successes:
- Arkansas Rural Services awarded over $12,000 toward turnout gear, which will be purchased in the first quarter of next year. This is a 50% matching grant, allowing nearly five full sets of gear to be acquired.
- The Arkansas Department of Agriculture provided equipment for wildland fire suppression, also expected in the first quarter.
The Department discussed surplus air packs that are out of service and options for donating or selling them to other departments. Council advised bringing details next month for consideration.
Call volume trends were noted, with over 450 calls last year and an upward trend this year. The Department highlighted Benton County’s support for mutual aid, including county-provided fire trucks for larger incidents, emphasizing the effectiveness of the local emergency response ecosystem.
Parks and Recreation Updates
- Fall Fest had strong community turnout, including a taco-eating contest that exceeded expectations.
- Christmas in the Park was a success, with more children and families attending than in previous years. Sponsors such as Black Howler and Downtown Dogs contributed to free hot dogs and other festivities.
- Plans for purchasing additional Christmas lights for park displays were discussed, with Council approval to spend up to $2,000 if needed.
Public Works Updates
- Arkansas Department of Health approved of upgrades to Lift Station #1.
- Preparations for winter are underway, including inspection and readiness of plow equipment.
Police Department Updates
- Ongoing traffic safety measures in residential subdivisions are being implemented, including part-time officers patrolling at high-traffic times and use of radar trailers on private property with permission.
Overall, department heads reported progress on grants, community events, public safety, and operational readiness, highlighting proactive planning and resource management to support Highfill residents.
Mayor’s Report
Employee Comp Time
Mayor Holland addressed an issue regarding employee comp time. One employee, Jeremy, had accrued 88 hours of comp time, exceeding the handbook limit of 20 hours. Council approved allowing Jeremy to carry over 80 hours to use toward vacation in February 2026, rather than receiving payout.
Grant Updates
The Mayor shared good news on several grant successes:
- Park Grant: Highfill was awarded the park grant.
- Sidewalk Grant: The grant process is extensive and federally regulated, expected to take up to three years. City staff will work closely with state representatives to ensure proper implementation.
- Other Grants: Updates were provided on previously discussed grants, including trash and turnout gear grants, as well as ongoing planning for sidewalk improvements.
Infrastructure and Public Works
- Progress continues on Malone and Douglas road improvements, with materials already spread and work expected to be completed before year-end.
- Mayor Holland highlighted ongoing planning and development efforts to support city growth and maintain safety and community quality.
Upcoming Meetings
- Planning Commission: Tuesday, December 23, 2025, at 6:00 PM
- Next City Council Meeting: Tuesday, January 13, 2026, at 6:00 PM
- Parks Advisory Committee (HPAC) Meeting: Tuesday, January 20, 2026, at 6:00 PM
Closing Remarks
Mayor Holland thanked Council members and residents for attending, encouraged continued community engagement, and wished everyone a safe and happy holiday season.
Watch the Meeting
Missed the Special City Council Meeting? Don’t worry! You can view the full video or listen to the audio recording to catch every discussion, vote, and update.
Watching the meeting gives residents a firsthand look at how decisions are made, how the Council prioritizes the City’s finances, and how your local government plans for future growth, infrastructure, and community services. Stay informed, stay engaged, and see your City in action.
For additional details, supporting documents, or updates on upcoming meetings and community projects, visit the City of Highfill’s official website [link].
Stay connected, ask questions, and share your feedback — your voice matters in shaping the future of Highfill.
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