HomeMy WebLinkAbout297-25 RESOLUTIONPage 1
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 297-25
File Number: 2025-2538
A RESOLUTION TO APPROVE A SERVICES AGREEMENT IN THE AMOUNT OF $175,000.00
ANNUALLY WITH THE DOWNTOWN FAYETTEVILLE COALITION FOR A THREE-YEAR TERM
WHEREAS, since 2023, the Downtown Fayetteville Coalition (DFC) has emerged as a central partner in the continued
development and vitality of Downtown Fayetteville; and
WHEREAS, the DFC has grown into an established nonprofit organization representing and supporting downtown
businesses, promoting events and activities, and coordinating closely with the City on issues related to the City’s
downtown; and
WHEREAS, the City has begun to consolidate its various partnerships and agreements with DFC into a single unified
scope of services reflecting the Coalition’s maturation as an independent nonprofit; and
WHEREAS, the proposed agreement formalizes this relationship directly between the City and DFC, replacing the
previous pass-through structure with Experience Fayetteville; and
WHEREAS, the DFC’s work is closely aligned with the goals outlined in the Economic Vitality Master Plan, the Arts
& Culture Plan, and the forthcoming Downtown Plan, and supports the City’s long-term strategy for a vibrant,
economically resilient downtown.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to sign a services
agreement in the amount of $175,000.00 annually with the Downtown Fayetteville Coalition for a three-year term.
PASSED and APPROVED on December 16, 2025
Approved:
_______________________________
Molly Rawn, Mayor
Attest:
_______________________________
Kara Paxton, City Clerk Treasurer
Mailing address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayetteville-ar.gov
CITY COUNCIL MEMO
2025-2538
MEETING OF DECEMBER 16, 2025
TO:Mayor Rawn and City Council
THRU:Alison Jumper, Director of Parks, Natural Resources and Cultural Affairs
Keith Macedo, Chief of Staff
FROM:Joanna Bell, Arts and Culture Director—Parks, Natural Resources and Cultural Affairs
SUBJECT: Agreement with Downtown Fayetteville Coalition
RECOMMENDATION:
Staff recommends approval of a Services Agreement between the City of Fayetteville and the Downtown
Fayetteville Coalition (DFC) for a three-year term (January 1, 2026 – December 31, 2028).
BACKGROUND:
Since 2023, the DFC has emerged as a central partner in the continued development and vitality of Downtown
Fayetteville. Initially supported through an agreement with the Fayetteville Advertising and Promotion
Commission, the DFC has grown into an established nonprofit organization representing and supporting
downtown businesses, promoting events and activations, and coordinating closely with the City on issues
related to the City's downtown.
In late 2025, the City began work to consolidate its various partnerships and agreements with DFC into a
single unified scope of services reflecting the Coalition’s maturation as an independent nonprofit. The
proposed 2026–2028 agreement formalizes this relationship directly between the City and DFC, replacing the
previous pass-through structure with Experience Fayetteville.
DFC’s work is closely aligned with the goals outlined in the Economic Vitality Master Plan, the Arts & Culture
Plan, and the forthcoming Downtown Plan, and supports the City’s long-term strategy for a vibrant,
economically resilient downtown.
DISCUSSION:
Under the proposed agreement, DFC will provide the services outlined in Exhibit A, including:
Serving as the primary liaison for downtown business and resident concerns
Convening quarterly stakeholder coordination meetings with businesses, residents, and City staff
Producing the three major downtown festivals with a combined attendance target of 20,000+ annually
Administering all aspects of the Outdoor Refreshment Area (ORA), including registration, signage,
participant onboarding, legislative updates, and compliance communication
Maintaining and updating downtown kiosks
Supporting the City’s long-range and downtown planning efforts
Submitting an Annual Report each December documenting accomplishments and event metrics
Mailing address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayetteville-ar.gov
The agreement structure mirrors the prior agreement, and reflects the Coalition’s new status as an
independent organization and the City’s shift to a direct partnership model.
BUDGET/STAFF IMPACT:
The agreement authorizes funding up to $175,000 annually (not to exceed $525,000 total over three years).
Annual funding is contingent upon budget approval by the Fayetteville City Council and completion of
deliverables as outlined in Exhibit A.
Funding for this agreement is sourced from:
GL Account
Number
Project Description Amount
2130.430.9131-
5711.05
N/A
Parking
$150,000
1010.520.0710-
5315.00
N/A Parks, Natural Resources & Cultural
Affairs (Arts & Culture Division)
$15,000
4470.090.8900-
5315.00
24003.1
Long-Range Planning project funds
$10,000
ATTACHMENTS: 3. Staff Review Form, 4. 2025-2538 Final Downtown Fay Coalition Agreement
Page 1
City of Fayetteville, Arkansas
Legislation Text
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
File #: 2025-2538
A RESOLUTION TO APPROVE A SERVICES AGREEMENT IN THE AMOUNT OF
$175,000.00 ANNUALLY WITH THE DOWNTOWN FAYETTEVILLE COALITION FOR A
THREE-YEAR TERM
WHEREAS, since 2023, the Downtown Fayetteville Coalition (DFC) has emerged as a central partner
in the continued development and vitality of Downtown Fayetteville; and
WHEREAS, the DFC has grown into an established nonprofit organization representing and supporting
downtown businesses, promoting events and activities, and coordinating closely with the City on issues
related to the City’s downtown; and
WHEREAS, the City has begun to consolidate its various partnerships and agreements with DFC into a
single unified scope of services reflecting the Coalition’s maturation as an independent nonprofit; and
WHEREAS, the proposed agreement formalizes this relationship directly between the City and DFC,
replacing the previous pass-through structure with Experience Fayetteville; and
WHEREAS, the DFC’s work is closely aligned with the goals outlined in the Economic Vitality Master
Plan, the Arts & Culture Plan, and the forthcoming Downtown Plan, and supports the City’s long-term
strategy for a vibrant, economically resilient downtown.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to
sign a services agreement in the amount of $175,000.00 annually with the Downtown Fayetteville
Coalition for a three-year term.
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CONTRACT FOR SERVICES BETWEEN THE CITY OF FAYETTEVILLE ARKANSAS AND
THE DOWNTOWN FAYETTEVILLE COALITION
WHEREAS, Downtown Fayetteville is the commercial, cultural, and social center of the city,
home to the highest concentration of small businesses, restaurants, entertainment venues, and
employers; and
WHEREAS, continued public and private investment in downtown support the City's long-term
goals for economic vitality, placemaking, and quality of life; and
WHEREAS, the Downtown Fayetteville Coalition ("DFC") was formally launched in 2023 to
serve as a dedicated nonprofit organization supporting downtown businesses, strengthening
community engagement, advancing cultural initiatives, and partnering with the City on shared
downtown priorities; and
WHEREAS, the City of Fayetteville seeks to enter a direct multi -year agreement with DFC to
provide defined services that support downtown business vitality, public -realm stewardship,
event activation, and engagement related to the City's adopted plans;
NOW, THEREFORE, this Contract is entered into by and between the City of Fayetteville,
Arkansas ("City") and the Downtown Fayetteville Coalition ("DFC"), collectively referred to as
the "Parties," in consideration of the mutual covenants set forth below:
A. Term
This Contract shall commence on January 1, 2026, and shall expire on December 31, 2028.
The Contract may be extended upon written agreement of the City and DFC.
B. Scope of Work
DFC shall provide the services and reporting outlined in Exhibit A, attached hereto and
incorporated herein by reference.
C. The City of Fayetteville's Rights and Responsibilities
The City shall make payments to DFC in an amount not to exceed $175,000 per year, after the
City is satisfied, in its discretion, that the project deliverables for the applicable period have been
met.
Funding for each year shall be contingent upon annual budget approval by the Fayetteville City
Council and the City's satisfaction, in its discretion, that the project deliverables for the previous
year have been met. If funds are not appropriated for any year, this Contract shall terminate at
the end of the then -current term. If funds appropriated are less than the full amount
contemplated by this Contract, then the parties shall agree upon amended project deliverables.
In the event the parties are unable to reach an agreement on amended project deliverables,
then the Contract shall be terminated at the end of the current month.
The Mayor of the City of Fayetteville, or the Mayor's designee, may serve as a voting
representative to the DFC Board of Directors for as long as this Contract remains in effect.
D. Termination
This Agreement may be terminated by mutual consent of the parties. An agreement to terminate
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EXHIBIT A: Scope of Services
Downtown Fayetteville Coalition (DFC)
Term: January 1, 2026 — December 31, 2028
Funding: Up to $175,000 annually (not to exceed $525,000 total)
1. Downtown Liaison & Stakeholder Engagement
a. Serve as the primary point of contact for downtown businesses, residents, and
property owners regarding parking, mobility, construction impacts, beautification,
and safety.
Convene quarterly stakeholder coordination meetings with downtown
businesses, residents, representatives from relevant City departments and
community partners.
2. Downtown Events & Activations
a. Produce a minimum of three major public events per calendar year with
combined attendance >_ 20,000 participants:
i. Strawberry Festival (Spring — 10,000+, 2 days)
ii. Falltoberfest (Fall — 10,000+)
iii. Phantasma—an art and light experience (time tbd — 2,500+, 3+ days,
contracting with at least 8 artists to create the event)
b. Provide support to other permitted community events designed to activate
downtown public spaces
3. Public Realm Stewardship & Placemaking
a. Downtown Kiosks: Maintain and quarterly update all downtown kiosks (maps,
directories, event listings)
b. Outdoor Refreshment Area (ORA) Administration
i. Administer the ORA program, including
1. Participant registration, signage distribution, and annual
compliance communication.
2. Orientation for new participants
3. Management of legislative or boundary amendments
4. Engagement with City Council on policy updates.
ii. Coordinate with City staff and the Police Department to monitor and
document compliance.
iii. Provide an annual ORA participation report to the city.
Placemaking Enhancements
Coordinate and implement small-scale beautification or placemaking
enhancements (planters, seasonal decor, temporary lighting, fagade grants,
other pilot programs).
4. Strategic Plan Implementation & Downtown Engagement
a. Lead or support identified actions from the Economic Vitality Master Plan and
Arts & Culture Master Plan related to downtown activation, business support, and
creative placemaking.
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b. Participate in City -led committees and working groups related to downtown
development.
c. Provide engagement support to long-range and other planning processes,
including:
i. Assisting with City -led public workshops and focus meetings (1-2
annually) by coordinating venues and basic logistics
ii. Hosting occasional (2-6 annually) informal engagement sessions
(downtown business engagement pop -ups) in collaboration with City staff
iii. Deploying staff for public input support at events
iv. Coordinating email and digital communications with downtown
stakeholders to share City updates and gather feedback.
5. Reporting
a. Maintain current data on downtown business activity/interests and broader public
event attendance.
b. Submit an Annual Report each December including:
• Summary of activities and accomplishments;
• Event and attendance metrics;
• Economic -impact estimates;
• Financial statement of City funds and leveraged partner funding; and
• Work plan for the following year.
Accountability/Performance Measures
Downtown Liaison & Stakeholder Engagement:
• Four stakeholder meetings per year with quarterly summaries.
Events and Activations:
• Attendance growth year over year (+10% minimum annually).
• Vendor/sponsor growth (+15% annually).
• At least three formal community partners per festival
• Documented safety, accessibility and waste -diversion plans for each event
• Positive community sentiment (measured in press, social media activity, surveys, etc.)
Public Realm Stewardship and Placemaking:
ORA report annually; documentation of participant orientations and legislative actions as
needed.
• Kiosks updated quarterly.
• Report on placemaking activities with at least 2 enhancements achieved a year
Reporting:
Annual Report submitted by December 31 each year.
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