Board meetings allow residents to stay informed about city operations and policies, participate in public comment, and observe key decisions and discussions by the Board of Directors. There are two primary types of board meetings: regular meetings and study sessions.

 These are some examples of decisions made at board meetings: 

• Public policy changes

• New ordinances and regulations established or repealed

• Major projects throughout the city, including city parks, roadways, sewer infrastructure, and water infrastructure

• Purchasing of assets such as vehicles

The week prior to the regular meeting of the board of directors, the board, along with staff, meet in a study session to review upcoming items for consideration including reports/updates on major projects, etc. These items may or may not become action items for the Board to vote on in regular meetings. Study sessions are not voting meetings and no official action taken at a study session. 

Only the city administrator, the mayor, or a member of the board may invite persons to address the board at a study session.

Yes, residents have the opportunity to speak at regular meetings and during the monthly Citizens Forum, which typically occurs during the first study session of each month.

• Prior to the start of a regular or special meeting, any resident who desires to address any item on the agenda must first complete a speaker's card (these are located on a table at entrance to the meeting room) and give the card to the City Clerk. When called upon, residents may address the board; however, it is not intended to be a Q&A period.

Board meetings take place on Tuesdays at 6:00 p.m. at The Blue Lion on 101 North 2nd Street in Fort Smith. If a month contains 5 Tuesdays, there is typically no meeting on the 5th Tuesday. 

• Two regular meetings are held each month on the first and third Tuesdays at 6:00 p.m.

• Two study sessions are held per month on the second and fourth Tuesdays at 6:00 p.m

Yes, residents can address the board at a regular meeting (and special meetings). Residents must address an item on the agenda. 

• Residents who would like to address the Board at a regular meeting must complete a speaker's card (these are located on a table at the entrance to the meeting room) and give the speaker's card to the City Clerk.

• Residents will be called individually by the City Clerk to address the Board for each agenda item, if indicating.

• Each resident will have two minutes to share their comments with the Board on each agenda item in which they indicated on the speaker card they would like to address. 

• Residents will be notified when the two minute time allotment to address the board has been met. When this happens, the current person addressing the board will stop and the next person will begin addressing the board, if any are indicating. 

• Time limits can be extended by board consensus. If additional discussion or review time is needed, the item may be referred to the City Administrator or other appropriate staff.

Residents can only address the Board at study sessions during the Citizens Forum, which occurs once a month, typically the first study session of each month.

• During the Citizens Forum, residents may address the Board for requests, report an issue, and/or concern. 

The roll call is conducted to determine if a quorum of the board of directors is present. Four (4) of the seven (7) members constitute a quorum, and at least five (5) members must be present in order for passage of an ordinance which is general and permanent in nature.

During this segment of the meeting, the mayor explains the time allotment for individuals who have indicated their desire to address the board concerning an agenda item. The time allotments are as follows: 

• Applicants (the party applying for a zoning change or permit, for example) get up to 5 minutes to present their case.

• Opposing groups also get up to 5 minutes.

• Each side may have 3 minutes for rebuttals.

• Individual citizens have 2 minutes for relevant comments.

  • Time limits can be extended by board consensus.

If additional discussion or review time is needed, the item may be referred to the City Administrator or other appropriate staff.

A standard procedure exists for reviewing the agenda items and is outlined as follows: 

The mayor introduces the agenda item and refers to the city administrator or other appropriate staff member to present the item briefing. 

The mayor then asks if any board members have questions or comments. 

The mayor then asks if there are any citizens present to address the item. 

Following all discussion, the mayor will entertain a motion. When the board is in a public hearing, the mayor will first close the public hearing before a motion can be made. 

The vote occurs by a motion being made by one board member with another member seconding the motion. The city clerk then takes the vote by roll call and at the conclusion announces the results. 

The consent agenda consists of those items deemed routine in nature (e.g., bids, final payments, etc.) and are therefore, listed on the agenda as "A-Z" items. Questions regarding any item can still be addressed, and, unless specifically requested, one vote for all items within the consent agenda is all that is necessary.

"Suspending with the full reading" All by-laws and ordinances of a general and permanent nature (e.g., rezonings, utility rates, street closings, etc.) shall be fully and distinctly read on three (3) different days unless five (5) members of the board of directors dispense with the rule. 

A motion for the adoption of an ordinance of general and permanent nature must call for the suspension of the rule. The city clerk reads the title of the ordinance and if five (5) affirmative votes are cast, then the ordinance passes on its first reading. When only four (4) affirmative votes are received, the three (3) separate readings must occur, and this normally involves consideration of the ordinance at three (3) different regular meetings of the board of directors before it becomes law.

Except as otherwise specifically provided by law, executive sessions are permitted only for the purpose of discussing or considering employment, appointment, promotion, demotion, disciplining or resignation of any public officer or employee. 

Prior to convening into executive session, the mayor announces the purpose of the executive session. The meeting room is cleared with only the mayor, board, and city administrator present for the executive session (unless otherwise permitted per the Arkansas Freedom of Information Act). 

At the conclusion of the executive session, the mayor reconvenes the meeting and all other persons are invited back into the meeting room. The mayor announces appointment nominations (e.g., boards & commissions) and other action taken. For appointment nominations, a motion and second is made to accept the appointments.