Committee pushes for standardized VFD budgets, chart of accounts and multiyear contracts

At the May 12 meeting the Sumner County volunteer fire department ad hoc committee advanced work on a standardized budget format and a chart of accounts for county volunteer fire departments.

A committee member presented a draft 'model' budget format compiled from example budgets and recommended collecting usable budgets from every county fire chief so the committee can standardize line items (for example, separating apparatus maintenance, radio maintenance and building maintenance). Members said a standardized format would make it easier for county commissioners to compare needs and to include consistent justification in budget requests.

Why it matters: Committee members said standardization would enable clear comparisons across departments, identify 'zeros' (services paid by the county vs. line‑item costs), and support multi‑year funding commitments that would help departments secure loans for apparatus and capital improvements. Members discussed examples from other counties and asked staff to resend CAS/Robertson County examples already in the committee folder.

Funding and contract mechanics: Discussion covered multiple funding approaches including a funding‑formula option (mixing improved property value, coverage area and call volume), per‑call payments, or a guaranteed per‑station allocation. Several members expressed a preference for five‑year contracts that set funding levels so departments can plan capital improvements and pursue loans; members also noted performance metrics could be included to protect county dollars.

Billing and subscription limits: The committee discussed limitations of subscription or bill‑per‑call models, including administrative complexity and the inability of current volunteer departments to force insurance recoveries without formal zone/resolution designations. Members said subscription approaches can produce billing burdens for residents who drive through multiple volunteer zones.

Next steps: staff will work to collect budgets from chiefs, draft a standardized chart of accounts, provide coverage maps, and return proposed contract structures and funding formulas at the next meeting.