Board Meeting 15 March 2022

Consent Items

Minutes of the Last Meeting

Held 15 February, 2021

Submitted by Don Black and Mike Crabill

The meeting was called to order at 1830 by Don Black. Members of the Board in attendance were Don Black, Brooks Frederick, Lou Henson, Mike Crabill, Bill Long, and Scott Olguin. Also in attendance were Sharon Sanders and Mary Lopez with the Auxiliary, and citizens John Schwin and Jeff Cook supporting the ESD effort.

The consent items were presented. Discussion was held concerning the new format for presenting summary financial information to the Board, with the Directors expressing approval. The consent items were approved unanimously.

Old Business

Work has commenced on the water storage tank at Station Two. The lease addendum for the tank has been signed by both President Black and Mayor Martin.

New Business

The Board calendar items were reviewed. We already have H-E-B git cards left over, so nothing else will be requested from them for this year’s BBQ. Scott Olguin will once again lead the process of evaluating the scholarship applicants and selecting the recipient. He will report progress to the Board as appropriate.

John Schwin and Jeff Cook gave a presentation on the ESD formation effort they are spearheading. The proposed boundary coincides with current Llano County Precinct 108, and they are targeting the vote for November 2022. Internal presentations are to be given to the Auxiliary and the regular Membership over the coming few weeks. They have asked for a statement of support from the VFD, and any other assistance we are able to provide.

Don Black presented information on the demo Hurst EWXT RAM available from MES. Motion to approve $7,500 for the purchase was made, seconded, and passed unanimously.

Meeting adjourned at 1935.

Treasurer’s Report

Submitted by Lou Henson, Board Treasurer

Revenue Thru February 2022

Source  Income  Expenses Net Projected Difference
Total for FY 2022 $10,658 $0 $10,658 $156,100 $145,442
Miscellaneous $2,589 $0 $2,589 $750 $1,839
Donations $1,000 $0 $1,000 $6,100 $5,100
Memorials and Bequests $0 $0 $0 $0 $0
Giving Campaign $2,618 $0 $2,618 $74,300 $71,682
Golf Tournament $4,203 $0 $4,203 $20,900 $16,697
Memorial Day BBQ $0 $0 $0 $10,900 $10,900
Sip and Stroll $0 $0 $0 $13,800 $13,800
Bass Tournament $0 $0 $0 $17,800 $17,800
Llano County Support $0 $0 $0 $9,300 $9,300
TFS Rural VFD Insurance and Training $248 $0 $248 $3,100 $2,852

Operating Budget Thru February 2022

Budget Category Actual Budget Difference
Total for FY 2022 $4,166 $71,300 $67,134
Administrative $852 $5,500 $4,648
Communication $0 $4,500 $4,500
EMS and FRO $1,193 $5,500 $4,307
Responder Gear $0 $6,500 $6,500
Apparatus $6 $16,000 $15,994
Fuel $0 $3,000 $3,000
General Maintenance $550 $9,000 $8,450
Insurance $0 $10,300 $10,300
Training $665 $5,000 $4,335
Utilities $900 $6,000 $5,100

Capital Budget Thru February 2022

Item Projected Actual Grant Awarded Net 
Total For FY 2022 $239,215 $142,032 $136,902 $81,402 $60,629
SCBA (2021 ) $97,000 $107,051 $81,402 $81,402 $25,649
Responder Gear (2021) $40,000 $12,063 $35,500 $0 $12,063
Air Fill System (2021) $15,460 $15,688 $0 $0 $15,688
Water Tank Station Two $25,000 $0 $0 $0 $0
Portable Radios  $25,000 $0 $0 $0 $0
Lucas Device $15,000 $0 $0 $0 $0
Water Supply Trailer $30,000 $0 $20,000 $0 $0
Hurst Ram $7,215 $7,230 $0 $0 $7,230

Cash Flow February 2022

Item Actual Totals
Beginning Checking Account Balance $310,178
Income $91,482
Expenses $32,036
Ending Checking Account Balance $369,623
Certificate of Deposit #196 $27,161
Certificate of Deposit #197 $27,161
Auxiliary Checking Account $10,665
Total Cash Assets 31 January, 2022 $434,611

Chief’s Report

Submitted by Dan Gower

Medical Calls to date –35
Fire Calls to date – 5
FYI – LZs are now reported as services provided on a medical call. So, in addition to 5 fire calls we’ve had two LZs established.

It’s like Christmas time lately – new SCBA, new cascade system, new turn-out gear, and a new electric ram for the extrication capabilities. Must turn our attention to training to be prepared for summer fires. Drought conditions are not getting better and the fire danger is high.

The fire boat is back in service thanks to Jim Miiller’s work.

Preparations are underway leading us to the Golf Tournament and the BBQ.

As a Board we need to come out with support for the ESD establishment and work with John and Jeff to inform and educate our citizens. I will be working to get a meeting established with myself and John and Danny Stone, Kingsland VFD Chief.

Auxiliary Report

Submitted by Mary Lopez

No report submitted.

Grant Report

Submitted by Bill Daly

Texas A&M Forest Service

  • PPE Grant – request was funded for $ 20,000 at the October 13 funding meeting. Bunker Gear and Dual Certified Gear is on order (helmets received). Grant expires April 13, 2022. If we do not submit paid invoice for reimbursement before then we must submit a request for extension stating time period requested & reason. If we are not going to receive PPE(bunker) before then I recommend we file the extension by March 30th. Dan has asked for the invoices as soon as possible.


  • SCBA Grant – All units have been received and paid for. $81,400 in funds was received from FEMA completing this grant.
  • County Communications Equipment Grant – Grant application has been updated and resubmitted.


We are eligible to submit another grant application in July 2022. A replacement Fireboat and a water collection tank and fill station for Station Two had been mentioned. However, we already have approved the water collection system and have a FEMA application in for the Fireboat. If we plan to submit a grant a project needs to be determined in time to get a bid and prepare the application. CCAA is planning to submit a grant application in July. We will not be submitting a grant application in July. The next grant application period is January 2023 and the deadline is January 31, 2023

Firehouse Subs

Grant application submitted on 1/13/2022 for $10,494.80 -Wildland PPE- 10 sets of pants & shirts, 30 Bullard helmets & goggles, 30 pairs gloves, 10 radio chest harnesses. No matching funds are required for this grant. Should receive notification by April 13, 2022.

Federal Infrastructure Bill

The bill scheduled to be signed by the president on Monday, November 15 includes money for “Wildfire defense grants for at-risk communities.” Frank Serpas is checking on this.

ESD Report

Submitted by Jeff Cook and John Schwin

Internal presentations given to the Auxiliary and the regular Membership. Volunteers have stepped up from both groups to assist with the petition drive.

Old Business

Water Tank for Station Two

Submitted by Don Black

The tank order has been submitted. The Chief is discussing with the Mayor an addendum to the lease to insure that it is covered.

New Business

March Board Calendar

  • Send annual letter and Board of Directors ballots.
  • Submit financial statements for audit.

Statement of Support for the ESD Effort

Submitted by Don Black

I move that the following statement be approved by the Board. It is to be delivered to the ESD organizers in the form of a signed document on VFD letterhead, and approved for public distribution.

The Sunrise Beach Volunteer Fire Department endorses and supports the effort currently underway to establish Llano County Emergency Services District #5, which will include the City of Sunrise Beach Village and additional response territory that we currently serve.

Replacement Radios

Submitted by Don Black

Per the capital expenditure priority list established by the Board, I have researched available radios and I recommend the Motorola APX 6000. Here is a link to the product page: Motorola APX 6000. The primary features driving my recommendation are:

  • Seamless operation on the Tri-County radio system.
  • APCO P-25 Phase II ready.
  • Ruggedness and ergonomics.
  • Built-in Bluetooth compatibility with our G1 SCBA.
  • Built-in GPS location capability.
  • IP68 rating allows up to two meter submersion for four hours.

The total quote for five radios is $23,912.75 and includes all required keycodes and options to operate on the Tri-County system, basic speaker mics, and three year standard service contracts. Current lead time is 8-12 weeks.

I only requested a quote from Bearcom because standard pricing is established by the State DIR contract to which all vendors must adhere, and any additional discounts are given directly by Motorola. Lastly, Bearcom is the only vendor currently approved to program radios for Llano County public safety agencies subscribing to this radio system, so buying from them simplifies the logistics.

I found this alternative speaker mic that may be worthy of consideration. It did not seem to be available directly from Bearcom. Their quote for the basic models totaled $1,316.25, so five of these would increase the total expenditure to $25,273.35.

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