Hot Springs Board of Directors Agenda Meeting

December 30, 2025 Civic Briefing

Hot Springs Board Approves $385K in Software Contracts and Truck Purchase, Authorizes Malvin Avenue Crosswalk Grant Application

At its December 30, 2025 agenda meeting, the Hot Springs Board of Directors approved a $172,470 software transition extension with Tyler Technologies, a $9,226.80 records platform renewal with Civic Plus, a $3,500-per-truck discount amendment on two replacement fleet vehicles, and authorized filing for a $200,000 federal traffic safety grant for pedestrian crosswalk improvements on Malvin Avenue.

Hot Springs Board of Directors Agenda Meeting Agenda Meeting December 30, 2025 Confidence: Medium Independent — not affiliated with the City of Hot Springs

Published: May 17, 2026 · Last updated: May 17, 2026

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The short version

The Board extended a software license with Tyler Technologies for $172,470 to bridge a gap between the city's expiring contract and a planned switch to new software in July 2026; the vendor will refund the portion covering months after the city switches.
The Board renewed the city's public records request platform (Next Request by Civic Plus) for $9,226.80 per year, covering the system used by residents, lawyers, and insurance companies to submit FOIA and police records requests.
The Board authorized the city to apply for a federal Road to Zero grant of up to $200,000 to install enhanced pedestrian crosswalks at four intersections on Malvin Avenue, identified as a high-injury corridor; the record shows no required city spending commitment at this step.
The Board approved accepting two Dodge Ram trucks — delivered instead of the ordered Ford F250s due to a dealer error — at a $3,500 discount per truck.
All five votes were taken at this meeting; no vote was unanimous and no split vote was recorded in the available record.

By the numbers

Total identified spending

$385,197

Votes taken

includes procedural votes

Unanimous votes

Largest single item

$200,000

Road to Zero Traffic Safety Grant for Malvin Avenue Crosswalks

Emergency / ratification items

Resident questions unanswered

Money approved

Item	Amount	Vendor	Vote	Source
Tyler Technologies software license extension	$172,470	Tyler Technologies, Inc.	—	`item:2`
Civic Plus Next Request records platform renewal	$9,227	Civic Plus LLC	—	`item:3`
Road to Zero Traffic Safety Grant — Malvin Avenue crosswalks	$200,000	State/federal grant program	—	`item:4`
Dodge Ram truck purchase amendment discount	$7,000	Dealer	—	`item:5`
Total identified spending	$388,697

Major decisions

Tyler Technologies Software License Extension

Item: Contract extension — the city extended its existing software license and subscription agreement with Tyler Technologies for $172,470 to cover the period between the January 31, 2026 expiration and the planned July 27, 2026 go-live date for replacement software (BSNA).
Vote: —
Cost: $172,470; a refund for months not used after switching to BSNA is anticipated.
Vendor / responsible: Tyler Technologies, Inc.
Discussion level: Brief Brief presentation
Resident impact: City software systems will continue operating without interruption through the transition to new software; residents interacting with city services relying on this platform should see no service gap.
What the Board said or did: Approved without recorded separate debate. Staff explained that Tyler Technologies requires a one-year commitment rather than month-to-month, the full amount must be paid before February 1, 2026, and the 2026 budget already covers it.
What remains unclear: The name of the specific city systems covered by this license is not detailed in the available record.
Source: item:2

Civic Plus Next Request Records Platform Renewal

Item: Contract renewal — the city extended its agreement with Civic Plus LLC for the Next Request platform, which manages public records (FOIA) requests and police records requests, at $9,226.80 per year with a 3% annual increase.
Vote: —
Cost: $9,226.80 per year; cost is split between the city clerk's office and the police department.
Vendor / responsible: Civic Plus LLC
Discussion level: Brief Brief presentation
Resident impact: Residents, attorneys, and insurance companies who submit public records or police records requests will continue using the same online platform without interruption.
What the Board said or did: Approved without recorded separate debate. Staff noted the platform enables delivery of large files that cannot be emailed and has been in use since November 2022.
What remains unclear: The length of the renewal term (number of years) is not stated in the available record.
Source: item:3

Road to Zero Traffic Safety Grant — Malvin Avenue Crosswalks

Item: Grant application authorization — the Board authorized the city to file for and accept a Road to Zero traffic safety grant of up to $200,000 to install enhanced pedestrian crosswalks at four intersections on Malvin Avenue.
Vote: —
Cost: The record does not show a city spending commitment at this step. The grant application states no local match is required; estimated project cost is $192,000.
Vendor / responsible: Hot Springs city staff
Discussion level: Moderate Questions or explanation from board or staff
Resident impact: If awarded, the grant would fund enhanced crosswalks at Malvin Avenue intersections at Jefferson Street, Creek Street, Church Street, and Convention Boulevard — a corridor serving neighborhood residents, transit users, and pedestrians walking to downtown and the Creek Greenway.
What the Board said or did: Director Garcia raised a question about whether the relevant section of Malvin Avenue is a state highway and whether the city would need permission; staff clarified the section has been turned over to city jurisdiction. Director Garcia also noted that Central Avenue has similar crosswalk safety needs and asked about pursuing grants for that area.
What remains unclear: The identity of the grant program administrator, the application deadline, and any timeline for award notification are not stated in the available record. It is also not confirmed whether a Central Avenue crosswalk grant application will be pursued.
Source: item:4

Dodge Ram Truck Purchase Amendment

Item: Procurement amendment — the Board amended a prior truck purchase authorization to accept two Dodge Ram trucks delivered in place of the originally ordered Ford F250s, after a dealer error, and to apply a $3,500 per vehicle discount.
Vote: —
Cost: $3,500 discount per truck applied; original purchase price not stated in the available record.
Vendor / responsible: n/a
Discussion level: Moderate Questions or explanation from board or staff
Resident impact: Two city fleet trucks — used by Public Works — will be Dodge Ram models rather than Ford F250s; city staff confirmed both meet all original specifications.
What the Board said or did: Staff explained the dealer provided a letter claiming an alternate had been bid, but no such alternate appeared in the paperwork. Fleet and Public Works confirmed the trucks meet all specifications. The dealer agreed to provide warranty pickup and delivery at no charge. Director Garcia confirmed the city already operates Dodge vehicles and that standard parts maintenance is not a concern.
What remains unclear: The original purchase price of the trucks and the name of the dealer are not stated in the available record.
Source: item:5

Approved without separate discussion

These items passed without individual debate as part of the consent agenda.

Organizational Rules and Procedures Resolution R2601

Vote: — · no cost specified

item:1

Locations affected

Malvin Avenue at Jefferson Street, Hot Springs

Hot Springs

Enhanced pedestrian crosswalk proposed pending Road to Zero grant award

Status: Planned
Malvin Avenue at Creek Street, Hot Springs

Hot Springs

Enhanced pedestrian crosswalk proposed pending Road to Zero grant award

Status: Planned
Malvin Avenue at Church Street, Hot Springs

Hot Springs

Enhanced pedestrian crosswalk proposed pending Road to Zero grant award

Status: Planned
Malvin Avenue at Convention Boulevard, Hot Springs

Hot Springs

Enhanced pedestrian crosswalk proposed pending Road to Zero grant award

Status: Planned
Bath Street, Hot Springs

Hot Springs

HAWK (Hybrid Accessible Pedestrian Signal) system to be funded by the state; contracts to be let next year

Status: Planned
Oakland, Hot Springs

Hot Springs

HAWK (Hybrid Accessible Pedestrian Signal) system to be funded by the state; contracts to be let next year

Status: Planned
Valley Street, Hot Springs

Hot Springs

HAWK (Hybrid Accessible Pedestrian Signal) system to be funded by the state; contracts to be let next year

Status: Planned
Grand Avenue greenway crossing, Hot Springs

Hot Springs

HAWK (Hybrid Accessible Pedestrian Signal) system to be funded by the state; contracts to be let next year

Status: Planned

Watch list

Open follow-up issues we'll check on in future briefings.

Central Avenue Crosswalk Safety Grant Pursuit

Open

Director Garcia raised the question of whether the city should pursue a crosswalk safety grant for Central Avenue during the Malvin Avenue discussion, noting similar safety needs. No commitment was made at this meeting.

Why it matters: Central Avenue may have comparable pedestrian safety needs to Malvin Avenue, and grant funding could address those needs if the city decides to pursue it.
Next check: Monitor for future agenda items or staff announcements regarding Central Avenue crosswalk grant applications.

Road to Zero Grant Award Status

Open

The city has applied for the Road to Zero traffic safety grant of up to $200,000 for Malvin Avenue crosswalks. The grant must be delivered within one year of award if approved.

Why it matters: Grant award will determine whether the Malvin Avenue crosswalk project proceeds and its timeline for contractor selection and completion.
Next check: Confirmation of grant award, anticipated project schedule, and contractor selection for Malvin Avenue crosswalk work.

Truck Vendor Accountability and Transparency

Open

The dealer's name and original truck purchase price were not disclosed in the available record when the Board approved accepting Dodge Ram trucks in lieu of Ford F250s with a $3,500 per-vehicle discount.

Why it matters: If the Board revisits vendor accountability on the truck order or similar procurement issues arise, full transparency on vendor identity and original pricing would be material to oversight.
Next check: Monitor whether the Board or staff disclose the dealer name and original purchase price in future records or meeting materials.

BSNA Software Go-Live and Tyler Technologies Refund

Open

The city must pay Tyler Technologies $172,470 before February 1, 2026. The BSNA software is scheduled to go live on July 27, 2026, after which a refund from Tyler Technologies for unused months is anticipated.

Why it matters: Timely payment ensures uninterrupted software service during the transition; the refund will reduce net cost if the transition occurs as planned.
Next check: Confirm payment deadline met, BSNA go-live date maintained, and refund status after July 27, 2026.

Civic Plus Contract Renewal Timing

Open

The Civic Plus Next Request contract renewal takes effect before the current contract expires on January 28, 2026.

Why it matters: Ensures continuity of the public records request platform without service interruption.
Next check: Confirm renewal activation before January 28, 2026 expiration and uninterrupted service.

Source notes

This briefing is based on the public records below. Every claim above can be traced back to one or more of these sources.

video: Meeting Video Recording
agenda: Agenda Item 1 — Organizational Rules Resolution R2601
agenda: Agenda Item 2 — Tyler Technologies Software License Extension
agenda: Agenda Item 3 — Civic Plus Next Request Platform Renewal
agenda: Agenda Item 4 — Road to Zero Traffic Safety Grant Application Authorization
agenda: Agenda Item 5 — Dodge Ram Truck Purchase Amendment

Confidence: Medium

Transcript, public-comment capture, and 5 parsed agenda items available; no finalized minutes available as of this briefing.

How we know this

We do not invent facts.
We cite source records.
We distinguish what happened from what remains unclear.
We use neutral language.
We correct errors when found. See corrections.