The City of Highfill is committed to transparency, accountability, and open communication with the public. This page provides information about how residents can access public records, understand City communication practices, and know their rights when attending public meetings or visiting public facilities.
Use the section below to learn about AI-assisted content, request public records, understand recording rules, or meeting notices and agendas.
The City of Highfill may utilize artificial intelligence (AI) tools to assist in the creation of certain communications materials, including graphics, images, videos, and written content used in flyers, social media posts, newsletters, and other public information.
AI tools are used to support staff in developing informational materials more efficiently. All final content is reviewed by City staff prior to publication to ensure accuracy, clarity, and appropriateness.
The use of AI-assisted content does not replace official City records, policies, ordinances, or decisions adopted by the Mayor and City Council.
The Arkansas Freedom of Information Act ensures that the public has access to government records and meetings. The law promotes transparency by allowing citizens to inspect or obtain copies of many records maintained by public agencies, including cities.
Submitting a FOIA Request
Requests may be made by any citizen of Arkansas and can be submitted in person, by phone, email, or in writing. When submitting a request, please provide a clear description of the records you are seeking so staff can locate them efficiently.
Please include:
- Your name and contact information
- A clear description of the records you are requesting
- Your preferred method of receiving the records
Submit Requests To
City Clerk
City of Highfill
Email: admin@highfillarkansas.gov
There may be reasonable fees for copies of records. The City may charge the actual cost of reproduction as permitted by law.
The City of Highfill recognizes and respects the rights of individuals under the First Amendment of the United States Constitution and the Constitution of the State of Arkansas. Individuals may photograph, film, or record audio in certain areas of City-owned property, subject to reasonable rules intended to protect safety, privacy, and the orderly operation of government services.
Public Areas
Members of the public may photograph, film, or record audio in areas of City property that are generally open to the public (“Public Areas”). These areas are considered traditional public forums.
Recording in these areas is permitted as long as the activity does not:
- Disrupt normal City operations
- Interfere with employees performing their duties
- Harass, threaten, or intimidate employees or members of the public
- Violate any federal, state, or local law
Limited Access Areas
Certain areas of City facilities are designated as Limited Access Areas. These areas are not open to the general public except for specific purposes or by invitation.
Examples may include:
- Staff work areas
- Offices not open to the public
- Areas behind service counters
- Areas containing sensitive or private information
Photography, audio recording, and video recording are not permitted in Limited Access Areas.
Protecting Privacy
City employees or members of the public who do not wish to be recorded may move to a Limited Access Area where recording is prohibited.
Maintaining Order and Safety
Recording activities must not interfere with City business or public services. Individuals who disrupt operations, threaten others, or violate applicable laws may be asked to leave or may be subject to enforcement actions as allowed by law.
Law Enforcement Interaction
Municipal law enforcement officers may approach individuals recording on City property if a complaint is received or if activity appears suspicious. Recording alone does not constitute reasonable suspicion of unlawful activity.
Full Policy: Adopted via Resolution 08-2024.
The City of Highfill is committed to keeping residents informed about upcoming public meetings and City business.
In accordance with the Arkansas Freedom of Information Act (FOIA), public notice is provided for meetings of the City Council, boards, and committees. State law requires that:
- Regular meetings: Agendas and meeting notices must be posted at least three (3) days in advance of the meeting if the City maintains a website or social media page.
- Special meetings: Notice and the agenda must be provided at least two (2) hours before the meeting.
Meeting Notices
Public notices for regular and special meetings typically include:
- Date of the meeting
- Time of the meeting
- Location of the meeting
- The governing body holding the meeting
Notices are posted on the City website and may also be posted at City Hall or other designated public locations.
Agendas
Meeting agendas are prepared in advance whenever possible and provide an outline of the topics and items that will be discussed or considered. Agenda items may include:
- Approval of previous meeting minutes
- Ordinances and resolutions
- Reports from City officials
- New or unfinished business
- Public comment (when applicable)
Agendas for regular meetings are posted at least three (3) days in advance, and agendas for special meetings are posted at least two (2) hours prior to the meeting. Agendas may be updated as needed to address City business.
Meeting Minutes
Minutes of public meetings are prepared following each meeting and are made available to the public once approved by the governing body.
Accessing Meeting Information
Meeting notices, agendas, and approved minutes are posted on the City’s website to provide convenient public access and to support transparency in local government.
Q: What law governs public meetings in Arkansas?
A: Public meetings are governed by the Arkansas Freedom of Information Act (FOIA), which ensures that government business is conducted openly and transparently.
Q: What is considered a “public meeting”?
A: A public meeting includes any gathering of a governing body where official business is discussed or decided. This applies whether the meeting is formal or informal.
Q: Are public meetings required to be open to the public?
A: Yes. Under Arkansas law, all meetings of governing bodies must be open to the public unless a specific legal exception applies (such as certain executive sessions).
Q: What is an executive session?
A: An executive session is a portion of a meeting that is closed to the public and is only allowed for specific purposes, such as discussing personnel matters. Any final decisions must be made in public.
Q: Who can attend an executive session?
A: Attendance is limited to specific individuals such as the top administrator, the employee involved, and their supervisor, if requested by the governing body.
Q: Can decisions be made in executive session?
A: No. Any decision made in executive session is not valid unless the governing body returns to open session and votes publicly.
Q: What notice is required for public meetings?
A:
- Regular Meetings: The time and place should be established and made known to the public.
- Special or Called Meetings: At least 2 hours’ notice must be provided to the media that have requested notice.
Q: Is the City required to post agendas publicly?
A: Agendas for regular meetings are posted at least three (3) days in advance, and agendas for special meetings are posted at least two (2) hours prior to the meeting. Agendas may be updated as needed to address City business.
Q: Is the City required to post meetings on social media or a website?
A: No. The law requires notice to the media, not posting on websites or social media. However, these tools are commonly used to improve public awareness and access.
Q: Are meeting recordings or minutes required?
A: Yes. Open public meetings must be recorded in a way that captures sound (audio or video), and those recordings must be kept for at least one year. Executive sessions are not required to be recorded.
Q: Can citizens participate or ask questions during meetings?
A: The law guarantees the right to attend and observe meetings, but it does not require a governing body to allow public comment. Many cities choose to allow public input as part of their meeting procedures.
Q: Can I record a City Council meeting?
A: Yes, if you remain in public areas and do not disrupt the meeting.
Q: Can citizens attend meetings virtually?
A: Arkansas law does not require virtual access. However, if a city chooses to offer virtual attendance (such as through Zoom), it must still ensure the meeting remains open and accessible to the public.
Q: How is Highfill going beyond legal requirements?
A: The City of Highfill exceeds minimum requirements by:
- Posting agendas and meeting packets 7 days in advance
- Sharing notices via website, social media, and e-newsletter
- Providing live Zoom access to meetings
- Maintaining recordings for public review
Q: How do I submit a FOIA request?
A: Email the City Clerk at admin@highfillarkansas.gov or submit in person or by phone. Include your name, contact info, and a clear description of the records.
Q: Are there any fees for FOIA requests?
A: The City may charge for the actual cost of reproducing records.
Q: What areas of City property are off-limits for recording?
A: Staff offices, behind service counters, or any areas with sensitive or private information are not open to recording.
Q: Can I use AI-generated materials for official purposes?
A: AI tools are only used to assist City staff. Final content is reviewed and approved by staff; AI does not replace official City records or decisions.