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Record of Proceedings

RVCC 911 Governing Board Regular Meeting - January 29, 2026

Meeting Portal — Wednesday, March 4, 2026
BodyFort Smith, Arkansas
SessionMeeting Portal
DateWednesday, March 4, 2026
StatusFILED
Video Record
0:00 / 42:47

Original source
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0:03

Okay, since we're all here, we're gonna go ahead and call the meeting to order.

0:07

Dr.

0:07

Roll Call, Danny Baker?

0:09

Errol Clark here.

0:12

Travis Cooper.

0:14

Jeff Dingman.

0:15

Here.

0:16

Tim Hearn.

0:17

Here.

0:17

Steve Hope.

0:18

Here.

0:19

Doug Kinslow.

0:20

Obi Runyan.

0:21

President.

0:22

Tom Sizemore.

0:23

Okay.

0:24

Moving to the approval of the 20 December 16th, 2025 minutes.

0:29

Motion for approval.

0:32

Who got?

0:36

And then Baker's second.

0:40

All right.

0:40

All in favor?

0:42

Aye.

0:42

Any opposed?

0:46

Alright.

0:47

You go to the last page of your agenda package, the financial report.

0:52

This is first month of the year.

0:54

Everything is looking good on right on track.

0:58

The main accounts that you see with uh the in the red, those are the red progress bar.

1:08

These are budgeted items that has already paid.

1:10

First one is the 75,000 to Western Arkansas Planning and Development for the yearly fees.

1:16

We paid the Pro Phoenix dues, which is 188, 492.

1:20

And then I have got an encumbrance to Motorola for 42,688.

1:26

These are for the service agreement for Sebastian County Dispatch Radios.

1:31

One thing of note is that it was a it's a 5% increase from 2025.

1:37

So the Motorola agreement is $2100 over budget that I had for this year.

1:46

Next uh is we are going to be moving forward with the budgeted Everbridge purchase in a couple of weeks.

1:53

We've been working with Sebastian County Emergency Management in the City of Fort Smith, and this is going to replace Hyper Reach.

1:58

Uh and once we get everything going and set up, we're going to do the data transfer, and then we will bring in all of the stakeholders that have the access to the current Hydra Reach and give them the access to the Everbridge in training.

2:11

I'm not sure how that's long that's going to be, but I need to get the agreement signed, which I'll be taking it to the board here pretty soon.

2:21

Once that gets going, we'll get the kickoff meeting and get that up and running.

2:26

So that is the financial report.

2:28

Anybody have any questions?

2:33

Motion to approve.

2:35

I'll make that motion.

2:36

Approved.

2:37

Okay.

2:38

Legislature.

2:42

All in favor.

2:43

Aye.

2:45

Any opposed.

2:48

Alright.

2:48

So for the update of the consolidation, we are on track.

2:51

It has been a very busy two months since last we met working on the consolidation.

2:59

We put the consolidation date to be July the first.

3:03

However, as I'm taking a look at uh the strategy and everything moving into it, I y'all are all well aware the July 4th holiday is one of the busiest uh holidays that we deal with.

3:14

So with your permission, I would like to move the date for consolidation to Monday, July 6th.

3:20

It's the beginning of a pay period.

3:22

It's the that's the week, it's the the week immediately after the 4th of July holiday.

3:28

It sets it instead of the first, just move it to the six.

Discussion Breakdown — Share of Meeting
Financial Oversight█████████████████████21%
Technology and Innovation████████████████████20%
Engineering And Infrastructure███████████████████19%
Government Structure Reform█████████████████17%
Procedural████████8%
Personnel Matters████████8%
Procurement███████7%
Summary of Proceedings

River Valley Communications Center 911 Governing Board Regular Meeting – January 29, 2026

The River Valley Communications Center (RVCC) 911 Governing Board met on January 29, 2026, at 1:00 PM in the Fort Smith Police Department Community Room. Executive Director Wes Milam presided. The board approved minutes from the previous meeting, received a financial report, discussed consolidation progress, and tabled decisions on consolidation expenses and inter-local agreement updates until the next meeting.

Consent Calendar

  • Approval of Minutes: Motion by Tim Hearn, second by Danny Baker, passed unanimously (Aye) to approve the December 16, 2025 minutes.
  • Financial Report: Wes Milam presented the first month of 2026 financial report, noting all accounts are on track. Motion by Hobe Runion, second by Doug Kinslow, passed unanimously (Aye) to approve the financial report.

Discussion Items

  • Consolidation Progress Report

    • Date Change: Milam requested moving the consolidation date from July 1, 2026 to Monday, July 6, 2026, to avoid the July 4th holiday period. The board agreed.
    • Progress Update: Milam reported that CAD geo verification was completed and sent to Pro Phoenix; the exchange program between Sebastian County and Fort Smith dispatchers is ongoing; system administrator training is scheduled for February 17-19, 2026; goal to have Sebastian County operational on CAD by June 1, 2026; jail software administrator training planned for March 2026.
    • Consolidation Expenses: Milam requested authorization to spend up to $400,000 in state consolidation funds for new dispatcher chairs, Motorola radio moving/updates, network upgrades, and voice products call recorder. Board members expressed concern about blanket approval without a specific budget breakdown. Judge Steve Hotz requested detailed budget categories. The matter was tabled until the March meeting to allow time for detailed cost estimates and quotes.
    • Personnel Matters: Discussion of employee transitions from Sebastian County to Fort Smith. Decision deadline: mid-March for the first wave, September for the second wave. Fort Smith will maintain employees' seniority dates if they transfer. An estimated 6-8 employees are interested in transferring. Post-consolidation staffing will be 28 telecommunicators and 6 supervisors.

  • Discussion on Updates to Inter-Local Agreement

    • Milam raised questions about potential changes to the interlocal agreement, particularly regarding procurement and purchasing procedures, payment structure (currently 69.7% Fort Smith, 30.3% Sebastian County), and inclusion of smaller municipalities in the funding structure. The discussion was tabled for further consideration. Milam will prepare bylaws for board review.

Key Outcomes

  • Approved minutes from December 16, 2025.
  • Approved the financial report for January 2026.
  • Agreed to move the consolidation date to July 6, 2026.
  • Tabled the request for $400,000 in consolidation expenses until the March meeting, pending detailed cost estimates.
  • Tabled discussion on inter-local agreement updates; Milam will draft bylaws for review.
  • Next meeting scheduled for March 2026 (specific date to be determined).

Meeting Transcript

Okay, since we're all here, we're gonna go ahead and call the meeting to order. Dr. Roll Call, Danny Baker? Errol Clark here. Travis Cooper. Jeff Dingman. Here. Tim Hearn. Here. Steve Hope. Here. Doug Kinslow. Obi Runyan. President. Tom Sizemore. Okay. Moving to the approval of the 20 December 16th, 2025 minutes. Motion for approval. Who got? And then Baker's second. All right. All in favor? Aye. Any opposed? Alright. You go to the last page of your agenda package, the financial report. This is first month of the year. Everything is looking good on right on track. The main accounts that you see with uh the in the red, those are the red progress bar. These are budgeted items that has already paid. First one is the 75,000 to Western Arkansas Planning and Development for the yearly fees. We paid the Pro Phoenix dues, which is 188, 492. And then I have got an encumbrance to Motorola for 42,688. These are for the service agreement for Sebastian County Dispatch Radios. One thing of note is that it was a it's a 5% increase from 2025. So the Motorola agreement is $2100 over budget that I had for this year. Next uh is we are going to be moving forward with the budgeted Everbridge purchase in a couple of weeks. We've been working with Sebastian County Emergency Management in the City of Fort Smith, and this is going to replace Hyper Reach. Uh and once we get everything going and set up, we're going to do the data transfer, and then we will bring in all of the stakeholders that have the access to the current Hydra Reach and give them the access to the Everbridge in training. I'm not sure how that's long that's going to be, but I need to get the agreement signed, which I'll be taking it to the board here pretty soon. Once that gets going, we'll get the kickoff meeting and get that up and running. So that is the financial report. Anybody have any questions? Motion to approve. I'll make that motion. Approved. Okay. Legislature. All in favor. Aye.

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