River Valley Communications Center 911 Governing Board Meeting – March 26, 2026

The River Valley Communications Center (RVCC) 911 Governing Board met on March 26, 2026, at 1:00 PM at Ben Geren Park Safe Shelter in Fort Smith, Arkansas. The board considered a budget amendment to account for $400,000 in state consolidation funds, approved three consolidation-related purchase requests totaling $303,426.75, and reviewed a draft of proposed bylaws. The consolidation remains on track for July 2026.

Consent Calendar

• Approval of Minutes: The board unanimously approved the minutes of the January 29, 2026 meeting (motion by Tim Hearn, second by Doug Kinslow).
• Financial Report: Director Wes Milam reported the organization is performing well financially and is on track for the first quarter. Some line items showing critical status are due to annual costs such as the $75,000 Western Arkansas Planning Development District fee. The board unanimously accepted the financial report (motion by Darrell Clark, second by Dan Dennis).

Discussion Items

• Budget Amendment Resolution (Item IV-A): Director Milam presented a resolution to amend the 2026 budget to add a $400,000 revenue line item from the Arkansas State 911 Board for consolidation reimbursement and a corresponding $400,000 expense line item. This is an appropriation only; specific purchases require separate approval. The board approved the resolution by a 9-0 roll call vote (motion by Mike Conger, second by Tim Hearn).
• Consolidation Update and Purchase Requests (Item IV-B): Director Milam reported consolidation is on track for July 2026, with all 911 calls to be routed to the unified center the week of July 6. A minor setback with the CAD system is not expected to affect the timeline. Three purchase requests were presented for consolidation expenses:
  1. Motorola Radio Console Move: $272,043.23 to relocate three MCC7500 radio consoles from Sebastian County to Fort Smith, including backup infrastructure, reprogramming, tornado siren activation, and fire paging system. Discussion included questions about the necessity of replacing existing APX8500 consolettes (backup radios). Milam explained that the move addresses a non-functional console in Fort Smith, increases backup capacity for the unified center, and prepares for future TR/DMA Phase 2 compliance (required by 2031). He noted that the new equipment was approved as a consolidation expense and will reduce future replacement costs.
  2. Network Equipment Upgrades (Dell): $12,773.37 (per minutes and transcript; the agenda quoted $13,137.07) for five desktop computers, additional monitors, and a graphics card to equip nine dispatch consoles. The quote via NASPO cooperative was noted to have a two-week expiration.
  3. Dispatcher Chairs (BodyBilt ErgoGenesis): $18,610.15 for ten ergonomic chairs designed for 24-hour use. Three bids were received: BodyBilt $18,610.15, Concept Seating $21,164.11 (minutes show $21,641.11), and Iron Horse Seating $30,479.50 (minutes show $30,475.50). Discussion noted that current concept seating chairs are less resilient; BodyBilt chairs are modular allowing component replacement. Milam stated the chairs would replace eight console chairs and two supervisor chairs. The board unanimously approved all purchase requests totaling $303,426.75 from the consolidation expense account (motion by Jeff Dingman, second by Steve Hotz).
• Bylaws Presentation (Item IV-C): Director Milam presented a draft of proposed bylaws for the governing board, originally planned in the 2022 state submission. The bylaws would formalize board operations, meeting procedures, quorum, and governance. No vote was taken. Board members (notably Tom Sizemore) offered to review and provide red-lined comments. Milam requested feedback via email; the draft will be circulated for review and legal review before a future vote. It was noted that bylaws will also need approval from the Fort Smith Board of Directors and Sebastian County Quorum Court.

Key Outcomes

• Budget Amendment: Approved unanimously (9-0) to add $400,000 revenue and expense lines for consolidation funds.
• Consolidation Purchases: Approved unanimously (9-0) for Motorola radio move ($272,043.23), Dell network equipment ($12,773.37), and BodyBilt chairs ($18,610.15), total $303,426.75, to be drawn from the consolidation expense account.
• Bylaws: Draft presented for review; no action taken. Comments to be submitted to Director Milam for incorporation before a future meeting.
• Next Meeting: Scheduled for the last Thursday in June 2026.
• Announcements: Congressman Steve Womack will tour the facility on Tuesday, April 7, 2026, from 10:30-11:30 AM. Director Milam will provide a consolidation update to the Fort Smith Board of Directors on March 31, 2026. Grant research continues for radio projects and a purpose-built facility.