OPENPUBLICA · PUBLIC MEETING RECORD
Record of Proceedings

RVCC Governing Board Regular Meeting - August 27, 2025

Meeting PortalWednesday, August 27, 2025
BodyFort Smith, Arkansas
SessionMeeting Portal
DateWednesday, August 27, 2025
StatusFILED
Video Record

STREAMING COPY IN PREPARATION — RECORDING AVAILABLE FROM THE ORIGINAL SOURCE

Transcript — Verbatim
0:02

Okay.

0:03

It is see it's a little bit after three.

0:08

We'll go ahead and call this meeting in order.

0:12

We'll start with roll call.

0:14

Judge Holtz.

0:15

Here.

0:17

Administrator Dingman.

0:21

Chief Baker, but your Thompson.

0:24

Okay, Jason Thompson for Fort Smith PD, Chief Waters.

0:29

Sheriff Runyon.

0:32

Association President Sizemore.

0:35

Fort Smith EMS Director Hearns here.

0:38

Mayor Kinslow.

0:40

And Travis Cooper is absent.

0:44

Okay.

0:45

So first thing is this if you had any sent the minutes from last week's or last month's meeting.

0:57

Entertain a motion to accept the minutes.

1:02

Okay.

1:06

Is that you that second?

1:07

Okay.

1:08

Any discussion about them.

1:12

All in favor?

1:13

Aye.

1:14

Any opposed.

1:17

Okay.

1:17

First order of business is going to be the 2026 budget and the discussion of the budget.

1:27

I sent the operating budget to each of you in the agenda packet.

1:35

And I think right now what we could start with is just there a motion to accept the operating budget for 2026.

1:55

Okay.

1:57

Moved.

1:58

Any seconds?

2:00

Now questions.

2:11

We'll get to that.

2:12

Yeah, that's that's the second thing.

2:14

The first thing is the operating expenses from Tyler.

2:19

That's the printout that's got uh all of the personnel and uh operating expenses for that.

2:27

Uh and you'll see that the total operating expenses for 2026 3,724,055 and 60 cents.

2:44

Okay.

2:46

Any other questions.

2:53

Hearing none.

2:54

All in favor.

2:57

Any opposed.

2:59

Okay.

3:01

The next part of the discussion is that chart on the last page of your packet.

3:09

As you know, we are looking at a new facility construction at 4501 borough road, and I am trying to identify a funding stream for that facility.

3:21

We just got approval uh on Bashir's construction company to start working on the uh the the GMP um for that facility.

3:36

And based on what I have so far, what I have in front of I have two options.

3:43

The first row is what's going to be available in the fund balance at the end of 2025.

3:51

This was what is the remainder of that first payment from the 911 fund from Sebastian County to Fort Smith for the River Valley Communications Center.

4:01

And then the second row is the estimated very conservative estimate of the remainder of the 911 fund that'll be transferred to the River Valley Communications Center fund at the beginning of 2026.

4:15

What's going to happen is is the uh reconciliation of 2025 is going to have to happen.

4:21

And once that's completed, whatever's left in that fund will be transferred here.

4:27

Based on the calculations that I did after meeting with Melissa at the county and discussing all of the expenses that's yet to come out for 2025.

4:39

That's a very, very rough estimate of what we'll be.

4:43

All right.

4:45

Now we have that's the fund going into 2026.

4:49

We have the revenue uh again, very conservative estimate based on prior projections from the Arkansas State 911.

4:57

These are going to be your wireless fees.

5:00

Uh these are the ones that we have to certify every year, and it just comes in quarterly payments.

5:05

Um, I'm estimating uh 1.75 for 2026 on 911 uh wireless revenue and then the 911 landline fees um on top of that.

5:19

Again, I have uh I went very conservative on this uh based on the fact that the decline of landline fees it's um with the decline of the use of landlines has dropped over the past five, six years.

5:31

So uh I'm keeping very very conservative with that.

5:35

The next two rows represent the impact to the city and the county based upon the interlocal agreement split between city of Fort Smith and Sebastian County, plus the service and license agreement for ProPhoenix.

5:56

Now we may not pay the Pro Phoenix Service and License Agreement for the county in 2026.

6:02

However, as I said last meeting, I went ahead and budgeted for it just in case.

6:07

Okay.

6:08

So that comes to a total revenue projection for 2026, is you have the two columns.

6:18

Take away the uh the the budget, the personnel and operating expenses beneath this will have the fund balance for next year for 2026.

6:32

The two options that I put before you are two ways in which to fund the construction project.

6:44

First option is I use all 911 fees in the fund that begins in 2026, and the revenue we get next year to be put towards the facility at a total of 5.5 uh million in change.

7:02

Then uh excuse me, then option two is if we don't use 911 revenue for the facility and what the cost will be to both the city and the county, depending on what option that we have.

7:22

Looking at this, it seems basically what what you know we we can um we can move forward with option one, and that's what I'm putting forth to this board is to go ahead with not option one that'll give us a solid revenue stream going into next year so we could begin uh facility construction uh as soon as we get a GMP.

7:44

Okay.

7:45

The second option is if if not, we would still need to come up with beyond 3.7 and with which to fund the facility project somewhere.

7:57

Okay.

7:58

Um the the final line is the in the purple is the personnel reimbursement.

8:11

Okay, part of the expenses in 2026 will include will include personnel reimbursement for both Fort Smith EMS and Sebastian County.

8:22

That's the way we we've it has been done with that.

8:25

I took that out of what the county contribution would be.

8:32

So instead of 1.1 with option one, the county would only owe 729 709.

8:42

Rather than rather than pay a personnel disbursement to the county just to have them turn around and write another check back.

8:48

I just I tried to make it is is as simple as I could with that.

8:54

So having said that, I'll open it up for any discussion or questions about that as we move into this.

9:13

Yes.

9:17

Well, that's the that's the personnel expense.

9:34

That'd be this that'll be the city, correct?

9:39

That come out that comes out at 1.7.

9:44

That's what I'm asking.

9:45

I can either pull it out of that 1.7.

9:55

That's the uh the expensive in the operating budget.

10:00

So that personnel expense is part of the operating budget.

10:03

Um the the city of Fort Smith is 70 the 69.7, and then Sebastian County contribution is 30.3 percent plus the uh SLA fees for the for Pro Phoenix, and so the personnel reimbursement will come to you out of the operating expense from the city of Fort Smith.

10:27

I'm talking about how we use the revenue for that.

10:30

If that the bottom side, the total 2026 operating budget is what we approved just now on um the that first report.

10:42

And if you go, I think what you're talking about, Tim, if you go to the page right above this chart, the second to last page under current other current expenses, that's the personnel reimbursements.

11:25

Yeah, yeah.

11:26

That's how much money we would have in the fund if I don't use 2026 revenue.

11:41

What I'm asking is to use option one to keep all of the state 911 revenue earmarked specifically for the facility project.

11:54

Something that we're gonna have to clear up Sunday is this the personnel, you know, the all the cities contribute to the 911 fund too, which I assume that includes personnel, but then up here also at the Sebastian County contribution of 30.3 percent county's portion of that is about 15 percent, and all the other cities besides Fort Smith is the other 15 percent.

12:22

So we're gonna have to be cognizant of that.

12:28

And see, when we get to that point, if we want to go down that now, it's do we want to split that up that 15% you're referring to, Judge.

12:37

Is that going to split up by call load?

12:40

Is that going to be split up by uh population?

12:44

Uh the percentage of the population.

12:46

How because I feel like we we need to when we get down there, we need to nail it down.

12:52

Yeah, because there's some leg uh there's some litigation going on in a couple of counties in Arkansas because they've switched from either uh population to call load or call load to population.

13:03

It's been a big dust up.

13:05

So when this is done, it's it's got to be the the right call because it's gonna be what we use for a while.

13:17

Okay.

13:19

Okay.

13:20

So I think I think that's the logical way to do it.

13:23

If you're gonna do call volume, you're gonna be constantly reevaluating that every year.

13:29

That would be yeah.

13:36

And they that's another reason why we use population.

13:40

Makes sense in the team.

13:42

Doesn't that say well, and that's and that's kind of why I brought this today, is so we could get that figured, and that way for the municipalities to start planning on it, because we are we are in full blown budget season right now.

13:58

And population is also used for disbursements of revenue, you know, the county wide sales tax gets divvy by population.

14:04

It's already an accepted formula for yeah, yeah.

14:08

And though so if we if we do decide today to move forward with the split by population, um next week I could send out or even before Friday, I could probably send out what those costs are going to be.

14:24

That's what everybody's gonna want to see the numbers, right?

14:34

When would that actually when would you plan on actually in fact six when it opens in the well that's and that's completely up to this board?

14:48

You know, we can we can we could start it once we're fully consolidated in 2027, but then that leaves that that remaining this point right here that still needs to be paid for, and so that'll be something again that's up to this board.

15:09

Do we start it in 26?

15:10

Do we start it in 27?

15:15

I think it makes sense to start in 26.

15:18

You're under construction, you're you're in the middle of the whole thing, that I'm thinking and that's the process soon, which is already yeah.

15:33

Okay, okay.

15:34

Assuming we can get numbers in a reasonable amount of time.

15:37

Right.

15:39

Friday, okay.

15:40

But but that's a board decision, not my decision.

15:46

So I guess that the first step that we would need to do is do we want to use the 911 funds for the facility, and then spread out that spreads out the operating costs amongst all it's 15 percent of Sebastian County contribution line about half I'm using rough numbers, but that's basically it would be about half of that, right?

16:35

Yeah, half of 729 709.

16:37

If we go with option one or half of right for the facilities, you're gonna pay one way or the other.

16:53

So where's that money going?

16:55

Well, uh dispatch fee, right?

16:58

And what that's going to do is once we consolidate, all of that is going to come into one, which that's going to be later on in the agenda to show you this staffing part.

17:09

But the River Valley can the River Valley Communications Center will be staffed this way.

17:23

Yes.

17:24

Well, okay, so and I gotta make sure I'm getting everything right here in my mind too.

17:29

In 2026, Sebastian County's dispatchers will remain at Sebastian County.

17:36

This is why that purple line is because I'm still going to make the personnel reimbursement of the state funds for those dispatchers, and that includes what you're talking about.

17:49

Okay.

17:49

In 27, when we consolidate the personnel reimbursements go away, because everybody will be employed at RVC.

18:01

All right.

18:02

And so all of that, all of the revenue and everything will be in here so that it'll be a true okay.

18:08

Here is the operating expenses for the 2027 for a fully consolidated dispatch, and then that will be split into that 69.7 or the 30.3 percent, and then that 30.3 percent will then be further broke down into the municipalities.

18:30

Yes, yeah.

18:32

When I come up with that, and we talking about cities, we needed to hire two operators, and essentially what I did is I've got a large portion of one of them paid for a large portion by the cities, but I and uh I don't think we have we can we raise that every year.

18:54

I don't think we did.

18:55

We talked about it, but I don't think we ever did.

18:57

But that was originally the intent was the city was pay for most of one dispatcher and the county pay for the other.

19:04

That's that's what that was about yeah.

19:06

I guess we don't want to see it go off the charge.

19:16

And see what we do in 27 once we determine the staffing and the organizational structure of what I'm wanting to do with it in 2027, then as the facility has been paid for, then that revenue that we get from the state, that'll be taken off from what so it'll be high for the next two or three years, and then understandably, once the facility is operating and paid for, that will then reduce because we're taking uh you know 1.8 a year revenue off that expenses.

20:00

So instead of the money going to construction, it's all going to operations.

20:02

Going to operations, correct.

20:14

So option one, if it keeps it cleaner, that's fine with me.

20:18

Again, everybody's going to pay, I think the same amount either way.

20:22

It's just whether it's earmarked for this or that.

20:26

And keep in mind of this costs, as soon as I get above, I can get 400,000 reimbursed from the state of Arkansas.

20:35

So 400 more to reimburse this is about what we would have for 2026.

20:42

This will allow us to move forward with the facility construction with what we've got now and get it to 2027.

20:53

And then depending on what the costs total cost will be, well, you know, 1.8 for 27, 1.8 for 20 2028.

21:07

That should get us to where we get everything paid for, and then that's when it rolls off.

21:18

Couple years, yes, sir.

21:21

Yes, so yes, sir.

21:23

So all of us, county and city and cities need to be hitting up our state reps.

21:30

It's gonna say three years.

21:32

You know, you've given us this unfunded mandate, so help us out to build this thing.

21:36

So uh and I'm available to beg if I need to just let me know.

21:43

Uh I can come speak to whatever we need to get done because you know, the facility costs of what's coming, you know.

21:51

I'm trying to get it all done and up front as soon as possible, so we have a very good idea uh of what we're looking at.

22:01

But if we go with option two, that's fine.

22:06

We'll just have to come back and come up with a way to we have to determine a funding stream for the facility if we're not going to use the 911 funds, it's got to come from someplace else.

22:18

I think it's cleaner if we use the 911 funds for the facility and then split out the operating costs amongst the city and the county cities as we do as ongoing operations.

22:32

I think that helps us get that facility built.

22:35

I agree.

22:38

So is that a motion?

22:40

Well, I was gonna ask.

22:45

I would certainly like to see the stuff coming out of years, Tommy.

22:48

We're done in common, but I'd like to see the figures.

22:54

If we go with option one, I want to see the figures of what the small communities are gonna have to pay, because some of them not all of them, but some of them are probably gonna have could possibly have a hardship paying for it, depending on how much.

23:10

I remember how difficult it was for the sheriff to get his custom approved by all these communities because some of them we can't afford.

23:25

And that's the message the state needs to hear.

23:29

Yes, absolutely.

23:33

You know, so I would certainly like an opportunity to see those figures and take them to those communities before I choose option one.

23:42

I mean if that makes sense.

23:44

That's fine.

23:45

Would you like to table that till next meeting?

23:56

Got a second.

24:00

Okay.

24:01

Moved and second to table till next meeting.

24:04

I think it's correct.

24:08

Yeah, yes, I think it's a good plan.

24:11

Okay.

24:11

No problem.

24:15

I agree completely, but I don't, I just didn't I think it may be a shock to some of these other communities.

24:21

Yeah, and that's fine.

24:22

We can table to September.

24:24

I can get you the numbers by the end of the week.

24:26

Now that I've now that I've been able to sit down and kind of get an idea of what's coming and going, what we're looking at, you know, that'll give me I can actually sit down and actually run the numbers now and and get this in in a better format for us for next month.

24:44

All in favor.

24:46

Any opposed?

24:48

Okay.

24:50

All right.

24:51

So the next portion on the agenda is is keeping in this spirit of moving towards a consolidated center in 2027.

25:04

There are several ancillary functions that is related to 911 services and public safety dispatch.

25:16

And we have been looking at several ways to make this more efficient.

25:22

We've been looking at ways in which we can do things different.

25:27

And one of the two things that that pop up is the civil defense or tornado sirens and the mass notification system.

25:39

Now for a great majority.

25:51

We can set them off at the um EOC over on Mazard, and we could set them off at the state police headquarters.

26:00

Once we move into the new facility, we need to look at you know where that's going to be, plus we need to add county.

26:08

And I real I understand that Sebastian County Dispatch is able to activate the sirens.

26:14

Tim, are you able to activate any sirens?

26:17

Okay.

26:18

And then there are some municipalities within the county that operate their own.

26:22

Does the county operate yours or do your you do?

26:26

Okay.

26:27

So in that we are going to be consolidated into a public safety communications center, an emergency communications center.

26:38

Do we want to continue to split out per municipality, or do we want to continue maybe consolidate all of that into the RVCC?

26:53

That now by no means is the RVCC intended to be the only activation point, but to be the primary for the entire county.

27:13

When they can't, there are some that will need to be upgraded.

27:20

Now again, this is not anything we need to worry about till we go consolidated in 2027.

27:26

But yes, some of them would need to be upgraded.

27:29

I'm uh there's a system out from federal signal.

27:35

And right now, the city of Fort Smith, our Motorola service agreement and AVC handles the upkeep and maintenance of the tornado sirens in Fort Smith.

27:48

And I believe uh, I'm not sure who does it for the county, but I know that at one point Travis and I were looking at this, and there's a system, it's an upgraded system that incorporates all the tornado sirens in Sebastian County, and it is specific, it's it's hooked up to the National Weather Service.

28:08

So whenever the National Weather Service issues a tornado warning in polygon, it automatically sets off the sirens within that polygon.

28:18

So only those citizens within that polygon receive the tornado siren.

28:23

What we run into, you know, in Fort Smith is the polygon hits South Fort Smith, but then all of the tornado sirens are activated at once, and people in North Fort Smith may not even get a drop of rain.

28:37

So this was this was something that I was looking at with Travis leading up to the consolidation effort is a way to consolidate that service into one system.

28:53

Um the question is is whether or not we even want this the civil disservice sirens to rest within the RBCC.

29:02

I know within the city of Fort Smith, me uh and CO Gentry had talked about having that reside with me within the RBCC, at least for the city.

29:13

And we have this opportunity if I'm going to be doing it there as well.

29:17

I think it goes to the spirit of consolidation, and the purpose of this is to get communication with the citizens as fast and efficient as possible, that that's where it would be housed.

29:30

If and the thing is this is not anything that I we need a uh a vote on or anything today beyond just are you okay with it moving forward that it's going to remain with RBCC, and then I put forth options, what it would look like, what we can do, how's that gonna look for the future?

29:54

Because that's something I can do next year while we're building the facility is to present, all right.

30:00

Well, here we go, what we're what we're looking at and keep it that way.

30:02

I just need to know if it's acceptable for you all for for that to be housed at the R VCC.

30:20

Right.

30:22

Correct.

30:25

On that aspect, the same thing is um mass notification system.

30:32

Currently, Sebastian County Emergency Management Office maintains a system for alerting those for public safety messages, um, you know, weather alerts, uh, shelter in place, uh, road closures, things of that nature, and that funding is coming out of the 911 fund.

30:57

So in 2026, RVCC was going to be paying for that.

31:02

In fact, it's in that budget under hyperreach.

31:05

Well, here recently, the city of Fort Smith has come in looking at ways, um, HR department, IT department has been looking at ways for internal notifications and such.

31:17

And we actually had a demonstration with a company that is a lot more user-friendly when it comes to the mass notification system.

31:29

And we may already, depending on what the cost is, we may by combining a bunch of ancillary line items, could pay for it, because this would replace hyperreach.

31:43

This will replace e dispatch.

31:46

This will replace um this will be a way to notify uh SWAT emergency services within uh county.

31:55

This would be used for rural fire uh paging.

31:59

And essentially what this does is it connects with the CAD, and when a telecommunicator has a situation where you need um you need SWAT team, you need search and rescue, you've got to have you know whatever it is, or even page out rule fire, it's connected to CAD so that it's one stop as soon as they hit send on that call, it automatically sends it and it will send a text message, an email, and a voicemail phone call, and it lists whether or not it was successful, and you can get reports to that uh aspect of um whether or not the call went through with that.

32:45

Uh the city of Fort Smith is looking at it the same system for its internal uh notification system, you know, but the question between City of Fort Smith HR, myself, and Sebastian County emergency management was where will this reside as a matter of function?

33:07

It's already residing with the 911.

33:10

I offered to keep it there and us look at these these new options.

33:16

So the same thing with this, the civil defense sirens, the mass notification to me, it makes sense to keep it within RVC, and unless y'all have serious heartburn or something that you do not want that happen, or you you know, you just absolutely that's a hard stop.

33:35

I can present some um some options for consideration at later meetings, or if you have any downside to it being here.

33:49

Is there any problems you think would arise with that?

33:54

One of the things that I want to make sure is that there will be the appropriate users that need it.

34:01

One of the one of the things that I I brought up was okay, um, I'm a user, uh Chief Thompson's a user.

34:09

Tornado warning hits, and we want to let everybody at the city know, hey, there's a tornado warning for the city.

34:14

I'm in there sending a message, and he's in there sending a message.

34:18

Do they get two messages?

34:20

Well, there's a system built into that where it'll see the bit, and you can actually come back and delete one.

34:27

It's it's got a little bit of a fail-safe to know that it's a copy and cannot do that.

34:33

So, I mean, this is just things that we've talked about in the past weeks uh about this type of stuff.

34:40

So unless there's just anything else, I'm gonna move forward with bringing these options to you guys uh for that system.

34:49

Um so that uh yo.

34:54

Yes, sir.

34:57

That implement weather.

35:00

That includes weather county's gonna hold, we're gonna cut a 10 overall.

35:05

Yes, and that would remain with the emergency management.

35:07

That the emergency manager that handles that now, Travis would keep that.

35:11

Oh it's just the the payment and upkeep of the software, the brain, so to speak, would be at RVC because Travis would Travis would use it, the city would use it, any other cities that would want to use it could use it.

35:27

Does it re does it allow them to drop theirs?

35:30

I mean, if they're gonna help pay for it, they need to be able to use it.

35:33

Right.

35:34

So you know, and I I this this the SWOT call out.

35:37

It's that's a big thing for that for search and rescue.

35:42

So there is that not only that notification to the public, but that's also the internal paging mechanism that we can use within dispatch.

36:02

Right.

36:02

Appropriately on that population model.

36:05

Correct.

36:06

Probably correct.

36:08

Okay, so there's that.

36:11

Next thing that I've looked at is protocol dispatching.

36:15

I had a call, I believe, with Pro QA.

36:18

Is that who you all use?

36:20

Okay, to set us up for emergency medical dispatch and quality assurance checks when we become fully consolidated in 2027.

36:31

Looking at that platform, I was incredibly uh impressed with how it handles all calls, not just EMS, not just emergency medical, but fire and police, and that it provides a more professional structure to telecommunicators, it takes the individuality out of the telecommunicators.

36:57

Call comes in, it has structured guidelines that is accepted in worldwide and international, the accepted guidelines.

37:09

You the the dispatcher will then somebody calls 911, they all you say is where it's at, get the basic information and what's going on.

37:18

When you type what's going on, it automatically right in front of the dispatcher brings up the card for what's going on and they ask the questions.

37:26

Are they breathing?

37:28

Are they turning blue?

37:29

Are they vomiting?

37:30

Have they added this?

37:32

Uh, there's you know, it goes through every call and asks a set type of questions for both police fire and EMS.

37:44

And uh I thought it would be incredibly beneficial to the professionalism of our center to have that.

37:51

We're already gonna have to have it for the emergency medical portion of it.

37:56

Uh, I'm just looking to add the police and fine.

38:02

Yes.

38:03

Yeah, this battery button.

38:07

And the bill is the override things, it's still gonna ask you those set of questions containing answer, depends on three changing.

38:14

Yeah, so in our center, all three dispatchers would just match the same call, the same flight, same out of connections is very good.

38:23

It's a very good program.

38:26

Otherwise, yes, yes, that's going to make reporting and accreditation with Kalia so much easier.

38:33

Uh, I think it's going to be um better to hold us accountable to the public through any type of requests, transparency because it's all linked in and to this one system.

38:46

It ties in with the CAD, it's gonna tie in with the radio, and it's all gonna be one system.

38:52

Okay, finally, the last thing is the radio.

39:00

As we are moving forward, I know we talked about the Motorola quote that came in June, right?

39:11

I did not have enough knowledge about the system that we're trying to build to have a good enough idea.

39:22

So I've taken the last two months to learn all there is to know about radios in public safety dispatch.

39:30

Okay, that includes what we're trying to do to be connect with AWIN.

39:37

AWIN was built in the state of Arkansas with the idea of interoperability amongst all um public safety agencies.

39:48

That's the idea behind that.

39:51

And I looked at four different radio vendors, and Motorola is the way we're gonna need to go.

40:01

Motorola, no matter what, Motorola is going to have to grant access to us to AWins.

40:10

So if we go with a different, let's say we went with Kenwood.

40:14

Okay.

40:20

We also then have to come back and buy what's called an ISSL from Motorola at the tune of 1.3 million dollars to be able to talk on AWINs.

40:31

Okay.

40:35

If we decide to go that route, it's all analog.

40:40

Essentially, it's not a digital radio platform.

40:46

It's a computer taking the microphone from your radio and putting it next to a speaker from another radio.

40:55

So I'd have to get your radio and your radio and your radio and your radio and hook it up computer wise into one microphone so that we could hear and talk back.

41:08

There are only about five consolidated or five uh PSAPs in the state of Arkansas that are on anything but Motorola.

41:19

And essentially what it does is it creates your own network.

41:25

All right.

41:28

One of the examples that I had was Bentonville.

41:32

Bentonville went with the radio software vendor and made their own network.

41:40

But that network, they can't talk to AWIN unless Benton County grants them access, and it's only one channel.

41:52

And so if Benton County needs to get a hold of Bentonville, they can't use radio traffic.

41:58

They've got to use phone call.

42:01

So that being said, Motorola is going to be the best vendor for our needs.

42:07

However, I'm carving off the extras that they gave us, the furniture.

42:21

I'll keep Motorola to Motorola stuff and the call logger, the nice call logger.

42:26

Okay.

42:27

That's what I'm going to have Motorola quote.

42:29

I'm also going to reduce the cost significantly.

42:32

We came up with 16 consoles.

42:36

And we will need 16 consoles with the new center, but we only need maybe 12 radios.

42:46

So I can actually maybe 10 or 12 radios, but depending on our need.

42:51

So I can reduce some costs significantly with Motorola by keeping us in the back room ready for 16, but really kind of getting consolidated and up and running with 10 to 12.

43:05

And then down the road years down the road, if we need to add on, we can come back and look at it that way.

43:15

Yes.

43:17

Yes.

43:22

Yes.

43:22

This will change no radios in any other public safety agency.

43:26

This is simply the radios for the RVCC.

43:30

That's it.

43:34

Yeah.

43:35

Wow.

43:39

Yeah.

43:43

So I will be going to Bentonville tomorrow to get that rolling so we can at least get that in front of us.

43:53

So the last thing on the agenda is the staffing and organization structure of the fully consolidated RVCC.

44:03

I completed an ABCO retains staffing report last week.

44:18

But through a computer anomaly with APCO, I wasn't able to get it until about an hour before the meeting.

44:25

So I have it here, and I'm going to email it to each of you to review.

44:30

The last APCO retains report was done in 2021 when APCO came and did the consolidation feasibility study.

44:40

And they did a staffing analysis based on workloads and a number of things to determine what a consolidated dispatch should be staffed with.

44:52

And I placed uh the the non volume specific positions in it in it.

45:01

Essentially, what I'm looking at for a consolidated dispatch center will have the executive director and an administrative coordinator, a chief compliance officer, or the chief compliance officer is going to be between you know the executive and the communication supervisor.

45:23

The chief compliance officer will maintain the um compliance to ACIC, the compliance with Kalia accreditation, the compliance with the QA that we will need for all dispatching, and then a chief of operations, which will maintain the um organizational functional day-to-day processes, payroll, um, vacation, approval, scheduling, um, all of that oversight of the operations of the the center, and then six communication supervisors, and finally, according to the coverage position, using the formulas they have recommends 56 911 telecommunicators, that's up from five from what APCO told us in 2021.

46:32

They told us 51 dispatchers in 2021, and the workload is increased significantly.

46:39

That this this basically this 55, excuse me, 56 full-time employees at telecommunicator puts eight dispatchers on duty 24-7.

46:59

So the inevitable question is you're gonna need eight.

47:04

Well, that is exactly what APCO suggested in 2021, is based on the responsibilities that we're going to be needing.

47:11

We needed a minimum of eight at all times.

47:22

That might help.

47:38

So you're using three now.

47:40

Uh Fort Smith as a minimum of four.

47:44

Sebastian County has a minimum of two.

47:49

How many do you all have minimum?

47:57

So you have one for the the heavy, the heaviest pot.

48:02

Right.

48:05

So that's eight right there.

48:26

Right.

48:28

And see, I'm wanting to spend once we get live with Pro Phoenix in September.

48:32

I'd like to get a hold of you and Brian and come and see what we need to do.

48:48

24.

48:55

County has 55, yeah.

48:59

How many do you have, Tim?

49:01

14.

49:02

So you have to ease.

49:11

So that's right there.

49:15

Yeah, basically.

49:22

Yeah.

49:24

You've got the basic telecommunicator portion position.

49:30

You've got the the 24-7 supervision.

49:34

Then you've got the oversight and compliance, which is going to take a lot of time.

49:41

Uh, and then essentially uh um an admin coordinator and the director.

49:48

You said this is gonna be 10 more employees in total.

49:55

She got also got somebody over that probably wasn't counting back.

50:02

Somebody else is over it now.

50:04

Okay.

50:05

Yeah.

50:06

So it's an actual screen like eight, but eight to ten or sure.

50:14

And keep in mind.

50:15

It's the opposite of what you normally do when you consolidate.

50:18

Yeah.

50:20

Well, but keep in mind too that this is based on hours needing coverage and the task at hand by the workflow.

50:31

This was using data from uh ATT for 2024, the bulk of which it's the city of Fort Smith.

50:43

You know, and and you can I think it breaks it down, you know.

50:50

Um in 2024, 26, 267,209 total calls.

51:00

Uh nice 911, 74,000 911 uh dispatch calls 133,000 and wireless calls 62,000.

51:13

It this this report I'll send you breaks it all the way down.

51:17

Um all of that.

51:23

This also says this is basically what it looks at is we are a medium emergency communications center, and it's going to compare from the 2018 survey that retains did of all dispatches dispatch uh centers in America and compares it.

51:40

So if you look at you know the workload, um average law enforcement unit dispatch handles at one time.

51:54

Uh that's not that's not it, sorry.

51:57

So number of primary radio channels.

51:59

Retains has three, we have three.

52:02

Secondary did retains has three, we have three.

52:05

Average number of law enforcement unitors units monitored, monitored by public safety telecommunicators.

52:12

APCO had 16, we have 15 for our size.

52:16

Average number of fire and EMS units monitored.

52:19

APCO has 11, we have eight.

52:23

Based on our size and workload data that APCO puts together for this.

52:29

This is the same report that was done in 21.

52:32

It's just got 24 data now.

52:37

Hadn't determined that yet.

52:38

We're looking at all schedules, eight, tens, and twelves.

52:44

Right now, PD is uh eights, five eights.

52:49

County is at twelve.

52:55

Yes, yes, yeah.

52:56

You think the panel is good.

52:57

Yeah, I guess what we have to say.

53:03

Yes, right, and I figure this on 2080 a year.

53:07

What 2080?

53:10

If we do 2088 a year, that's more because that's more hours of that's more hours coverage.

53:21

Yeah, so this is not covered.

53:24

This doesn't include the overtime coverage, because I I mean, while I'd love to be fully staffed at that amount, that's gonna take us some time to get there.

53:36

And keep in mind this is this is just kind of a guideline.

53:41

We we do not know how it's gonna look for fully consolidated yet, because we've got to figure out that that's as if literally if we just picked up our chairs and do exactly what we do, but can we combine stuff?

53:56

You know, so yeah, so that's where we are on that, and I will send this to you as we get started.

54:06

Now that I've got all that, is as I get data, I'll send it to you all, because then I can bring it, break it down to 2026.

54:15

I'll have that to you by the end of the week, and then I can do some rough numbers to kind of come up with a 2027, even a 2028 um estimate to kind of give us a uh three year outlook on what what it's gonna be.

54:35

And that's all I have for that meeting.

54:38

Is there anything else we need to discuss?

54:46

Okay, your journal.

Discussion Breakdown — Share of Meeting
Public Safety█████████████████████████████████████37%
Budget Equity Analysis███████████████████████████27%
Procedural██████████████14%
Technology and Innovation██████████10%
Personnel Matters████4%
Public Engagement███3%
Workforce Development███3%
Pending Litigation██2%
Summary of Proceedings

River Valley Communications Center Governing Board Regular Meeting - August 27, 2025

The River Valley Communications Center (RVCC) Governing Board met on August 27, 2025, at 3:00 PM at the Fort Smith Police Department Community Room. The board approved the 2026 operating budget, discussed funding for a new facility, received updates on construction and radio equipment, and considered future staffing and organizational structure for full consolidation. The board also agreed to explore consolidating civil defense sirens and mass notification systems under RVCC.

Consent Calendar

  • Approval of Minutes: The board unanimously approved the minutes from the July 29, 2025 meeting by a vote of 9-0. (Motion by Tom Sizemore, second by Boyd Waters.)

Discussion Items

  • 2026 Operating Budget: RVCC Executive Director Dr. Wes Milam presented the 2026 operating budget totaling $3,724,055.60. The budget covers personnel (24 telecommunicators, 5 supervisors at the Fort Smith ECC, plus county dispatch through 2026), operating expenses, and includes a reclassification of telecommunicator job descriptions to three levels to improve retention. The board unanimously approved the budget (motion by Jeff Dingman, seconded by Doug Kinslow, vote 9-0).

  • RVCC Construction Project Funding: Dr. Milam presented two funding options for the new facility at 4501 Burrough Road. Option 1 would dedicate all 2026 state 911 revenue ($5.54 million estimated) solely to construction, spreading operating costs across the city and county. Option 2 would not use 911 revenue for construction, leaving operations funded but requiring alternative funding for the facility. Estimated ending fund balance under Option 1 is $5,397,489; under Option 2, $3,582,062. Discussion included concerns from Steve Hotz (County Judge) and Doug Kinslow (Greenwood Mayor) about the impact on smaller municipalities. Jeff Dingman (City Administrator) supported Option 1 as "cleaner." The board voted 8-0 to table the decision until the September meeting, pending a detailed breakdown of costs for all municipalities (motion by Tim Hearn, second by Doug Kinslow).

  • Construction Update – Radio and Equipment: Dr. Milam updated that Motorola will be used for radio equipment due to compatibility with AWIN (statewide interoperability). He explained that choosing a non-Motorola vendor would require a costly ISSL gateway ($1.3 million) and limited interoperability. He plans to reduce costs by purchasing 10-12 consoles initially instead of 16. The board also discussed using ProQA for protocol-based emergency medical, fire, and police dispatching, and the benefits for CALEA accreditation.

  • Staffing and Organizational Structure for Full Consolidation (2027): Dr. Milam presented a proposed structure based on an updated APCO Retains staffing report (using 2024 call data: 267,209 total calls). The structure includes: Executive Director (1), Admin Coordinator (1), Chief of Operations (1), Chief of Compliance (1), Communications Supervisor (6), and 911 Telecommunicator (56 FTE). This would place 8 dispatchers on duty 24/7, up from current combined minimums (Fort Smith 4, Sebastian County 2, Greenwood 1, etc.). The board noted the increase but recognized the need based on call volume. Dr. Milam will email the report to members and provide a three-year outlook.

  • Civil Defense/Tornado Sirens and Mass Notification System: Dr. Milam proposed that the consolidated RVCC host the county-wide tornado siren activation and the HyperReach mass notification system (currently managed by Sebastian County Emergency Management). The system could integrate with the National Weather Service for polygon-based siren activation. Board members agreed this aligns with consolidation goals. Dr. Milam will bring cost estimates and options to future meetings.

Key Outcomes

  • Approved the 2026 operating budget (unanimous, 9-0).
  • Tabled the decision on using 911 revenue for facility construction to September 30, 2025 meeting, pending cost breakdown for municipalities (8-0).
  • Board expressed support for hosting civil defense sirens and mass notification systems at RVCC; Director Milam will develop proposals.
  • Discussed radio equipment (Motorola) and protocol dispatching (ProQA) as part of construction planning.
  • Received staffing report; further analysis and cost projections to be presented at future meetings.
  • Next regular meeting scheduled for September 30, 2025.

Meeting Transcript

Okay. It is see it's a little bit after three. We'll go ahead and call this meeting in order. We'll start with roll call. Judge Holtz. Here. Administrator Dingman. Chief Baker, but your Thompson. Okay, Jason Thompson for Fort Smith PD, Chief Waters. Sheriff Runyon. Association President Sizemore. Fort Smith EMS Director Hearns here. Mayor Kinslow. And Travis Cooper is absent. Okay. So first thing is this if you had any sent the minutes from last week's or last month's meeting. Entertain a motion to accept the minutes. Okay. Is that you that second? Okay. Any discussion about them. All in favor? Aye. Any opposed. Okay. First order of business is going to be the 2026 budget and the discussion of the budget. I sent the operating budget to each of you in the agenda packet. And I think right now what we could start with is just there a motion to accept the operating budget for 2026. Okay. Moved. Any seconds? Now questions. We'll get to that. Yeah, that's that's the second thing. The first thing is the operating expenses from Tyler. That's the printout that's got uh all of the personnel and uh operating expenses for that. Uh and you'll see that the total operating expenses for 2026 3,724,055 and 60 cents. Okay. Any other questions. Hearing none. All in favor. Any opposed. Okay. The next part of the discussion is that chart on the last page of your packet. As you know, we are looking at a new facility construction at 4501 borough road, and I am trying to identify a funding stream for that facility. We just got approval uh on Bashir's construction company to start working on the uh the the GMP um for that facility. And based on what I have so far, what I have in front of I have two options. The first row is what's going to be available in the fund balance at the end of 2025. This was what is the remainder of that first payment from the 911 fund from Sebastian County to Fort Smith for the River Valley Communications Center. And then the second row is the estimated very conservative estimate of the remainder of the 911 fund that'll be transferred to the River Valley Communications Center fund at the beginning of 2026.

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