WINNING NARRATIVE 2008



Project Description
* Please indicate which of these Target Capabilities your request outlined in this application will satisfy. Check all that
apply:
* Please provide your narrative statement in the space provided below. Include in your narrative, details regarding (1)
your project’s description and budget, (2) your organization’s financial need, (3) the benefit to be derived from the cost
of your project, and (4) how the activities requested in your application will help your organization’s daily operations and
how this grant will protect life and property.

PROJECT DESCRIPTION AND BUDGET:
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The XXX Fire District is located in a small rural village in XXX New York. We are 100% volunteer and are
located in XXX County and neighbor XXX and XXX Counties.

Our district encompasses eighty-eight (88) square miles in the Catskill Mountains and is saturated with rolling hills,
steep slopes and rugged terrain. Fifty percent of the district encompasses land used for agriculture and 10% of the
land is used for commercial, industrial or institutional purposes. The remaining 40% of our district is used for residential
purposes. We also cover a thirty-five (35) square mile portion of a neighboring district of the town of XXX - which
contracts with us to provide fire/EMS protection.

We have undertaken a risk assessment and a detailed study of our communications equipment. The first thing we did
was analyze each call. After each response, line officers critiqued the time line for the call. What worked – what did
not? We reached out for expertise from other departments, gathered research information, sought advice from experts
in the communications field, and consulted with technology experts.

For years, our challenge has been working with intermittent radio signals in our area. This condition negatively affects
our ability to provide mission critical services. Working with authorized radio dealers, we have found that the intermittent
radio signals can be eliminated with the proper equipment. For years, this has been a challenge in our area.

For example, our inability to communicate resulted in a radio failure at the scene of a recent motor vehicle accident and
resulted in a delay of state police, rescue, county highway, and wrecker service. This failure resulted in a dangerous
situation as the road remained obstructed and the patient transport was delayed. Firefighters had to be staged along
the highway and communications relayed from one firefighter to the next until we were able to establish effective
communications with responding firefighters to control the scene.

A committee of line officers have made strong recommendations that would allow us to maintain the safety of our
firefighters and protect our citizens and those who visit or travel through our community. The answer is a high band
radio communications system.

We have one station and our all-volunteer thirty (30) member XXX Fire District provides service to a large
population as a result of our tourist trade and busy crossroads to several colleges, universities, parks and three ski
centers that has increased over the past several years and impacts our project.

Within our district are two important critical infrastructures: XXXX Department of Environmental Protection Wastewater
Treatment Center and the New York Citys Tunnel XXXX. The wastewater facility is contained within a single
building approximately 290 feet long by 214 feet wide. The capacity of the facility is 500,000 gallons per day. The
intake is part of the XXXX Reservoir and impounds water except for periods of spilling, for diversion through the
XXX Tunnel into the XXXXX to the XXXX Reservoir, for XXXXX water supply.

A high band radio communication enhancement project will allow our responders to be able to communicate with each
other as well as local law enforcement and mutual aid responders. These radios will eliminate the need to use human
relay stations to transfer emergency information via radio communications.

We no longer would have to station vital firefighters at intermittent locations at higher elevations to transmit emergency
information. Current technology would bring us to a level that would enhance our emergency response capabilities and
provide more accurate information exchange and better firefighter safety. We would have a base station, mobile radios,
portables/charger, and pagers that would provide seamless, quick and responsive communications.

The project would enable us to achieve our objective of having the most reliable communications system available and
will provide a distinctive safety benefit to our members. The ability of line officers to coordinate rescue activities and
coordinate with key people and officials is our number one priority.

The cost of our project is $19,300 and is consistent with program priorities.

This project would include the cost of thirteen (13) Kewnood TK 2160 HK 50 watt mobile radios at $490 each, eighteen
(18) Kenwood TK 2170 ADP 5 watt portable radios with batteries, antenna, charger & belt clip and includes case and
speaker/microphone at $403 each, ten (10) Minitor V pagers at $350 each, one (1) Kenwood Dual Head TK790HBK
100 watt hi band dual head mobile radio - installed at $2,011, and one (1) KMB-16 mobile six unit charger installed in
rescue truck at $165.

Mobile Radios – 13 -- @ $ 490 = $ 6,370
Portable Radios – 18 -- @ $ 403 = $ 7,254
Pagers – 10 -- @ $ 350 = $ 3,500
Base Station – 1 -- @ $ 2,011 = $ 2,011
KMB-16 mobile six unit charger installed in rescue truck -- 1 -- @ $ 165 = $ 165
$19,300....TOTAL PROJECT COST INCLUDING TRAINING
$19,300.........Requesting Funds
$965...........Required 5% Match
$18,335..........Federal Share


FINANCIAL NEED:
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Our districts annual budget is funded solely by the taxpayers. XXX is a small rural, low tax based community
with several farms and few businesses. The population is comprised of moderate to low income taxpayers. Our
average annual district budget for the last three years is $156,000. A very small portion of our budget (less than .01%)
is for the salary of our treasurer/secretary.

XXX is enriched by local families who have been born and raised here and many local businesses that have
been here throughout the years. It has also experienced an influx of city residents from XXXXX, and XXXX,
and others who have relocated here and become embedded in the country life with little needs or
wants. The districts tax base continues to be stretched to the limit with the bare minimum necessities required to
maintain our fire department. It is impossible to fund the high band radio communications enhancement project without
jeopardizing other important expense areas.

Our community previously supported our own school district but that was dissolved years ago due to the economic
hardship of keeping the facility open for a K-12 student population of less than 200. Our students are now transported
to neighboring districts via school bus. This type of economic decline continues as we have experienced the closure of
a large car dealership, a shoe repair shop, restaurant bar, auto repair shop, diner, and a video store. We used to be
home to doctors who have since relocated to neighboring towns. We no longer have a grocery store. Although a small
community, we now have a new bank, a convenience store, a farm store, and a wine liquor establishment.

In 2002, we bonded $630,000 for a new firehouse. The original fire house served us well for over 50 years but
improvements/modifications were required as we were deficient in meeting OSHA guidelines. It was at this time we
decided to fund and build a new firehouse. We bonded the expense and continue to make a payment of approximately
$40,000 per year during the 15 year program.

Our high band radio communications enhancement project has always been considered a priority by the district, but has
slipped through the financial cracks while other issues such as fuel, insurances, personal protective equipment, EMS
supplies, vehicle repair and maintenance expenses have escalated. Until recently, our budget did not allow the
replacement of any of our vehicles. Our small fund balance at the end of each year was allocated for vehicle
replacement if/when needed.

In 2001, we made application for an AFG grant to replace our ambulance at that time, but we were denied.
In 2004, we made a $17,000 application for an AFG grant to purchase thermal imaging cameras. We were denied. We
have not yet been able to fund the purchase of the cameras.

In 2006, we made application for an AFG grant to replace our 1974 pumper/tanker and were denied again.

Additionally, we have made application to a local foundation for a matching grant to replace our LifePak 12 defibrillator
at a cost of $16,000. We were granted this award. Matching funds will be needed for this purchase. We have a
three-year time frame to purchase this unit. The purchase has not yet been made.

The 2007 budget year allocation was $161,875. Our expenses were $194,135. The extra money needed for these
expenses was from the equipment reserve for a new pumper/tanker replacement. Along with the bond payment, some
of the major expenses for the 2007 year include: $30,652 equipment (personal protective clothing, compressors, fire
hose, foam, axes, EMS supplies, etc.); $8,600 utilities (fuel, lights, water, phone); $2,405 fuel/gas/diesel; $6,462
building repairs; $3,022 apparatus repair; $4,637 storage building, $10,600 insurance; $1,569 personnel services.
Other expense items included training, office supplies, physicals, building/grounds maintenance, advertising and legal
services for audit expenses.

Training, drills and paperwork take up most of the available time of our volunteers as well as responding to over 180
emergency calls a year. We currently report to the National Fire Incident Reporting System (NFIRS).

Additionally, department members work hard by holding community events that are small fundraisers throughout the
year to help subsidize minor expenses. While these events are held to actually support the local community, area
churches and other not-for-profit organizations any small remaining fund balances are used to support training, meeting
and drill expenses.

COST – BENEFIT :
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The protection of our community and responders hinge on the ability to communicate in a timely manner. Having an
effective communications system is the most important aspect of the fire service. From the initial call to service over
180 times a year, to scene arrival, securing the scene, incident command, fire attack, mutual aid requests, clearing the
scene and returning to quarters, it is imperative that the communication system functions without one instance of
difficulty.

Benefit - This system would be used before, during and after every response including our over 61 mutual aid calls we
have received and/or provided. The inability of our current system to meet our communications needs has resulted in
severe delay during many responses.

Benefit - This price includes installation and training of our entire department by the successful vendor. Our research
has directed us to the Kenwood TK-x90 series. We have had good experience with the Kenwood brand in the past and
have determined that these interoperable radios are rated very high by other fire departments we canvassed.

Benefit - In addition to getting a high quality radio, we found they cost significantly less than anything comparable. The
low band radios are becoming obsolete. Although they work well for long distances, our mountainous terrain identifies
their weakness. The XXX Fire District would like to be a leader in this enhancement to our communications
system.

Benefit - The XXX First District and the XXXXX Fire District have formalized an agreement for the use of a
repeater located at XXXX. This repeater will be consistent with the operation of the Fire Radio Repeater
System. XXXXXX, Inc., XXXXXXX will provide this functioning repeater and agrees to fully maintain said repeater.

Benefit - A high band radio communications enhancement project is an economical solution to our problem. We have a
small department that needs few – but important – radios. Our ability to communicate with one another is our personal
interoperability – without the ability to convey information to fellow firefighters we are not safe. Whether we are interior
firefighters, exterior firefighters, incident command, pump operators, fire police, or line and safety officers – there can
be no communications failures. Our communities firefighters lives depend on it.

Benefit - The high band radio system would be used in our vehicles and used by firefighters before, during and after
every response. This system is the basis for our success – without a dependable communication system, our services
will suffer. Our chiefs coordinate assignments based on their work schedules and family commitments. It is imperative
that our line officers have mobile radios in their POVs because of the logistics of our area and minimal staffing. We
have spent much time in this narrative trying to paint a picture of our geographical area. To insure prompt response and
adequate control of the scene, the XXX Fire District Chief, 1st Assistant, 2nd Assistant and Safety Officer
must share responsibilities. The safety of our entire department and community depends on having a trained line officer
on scene to take command. This can only be accomplished by coordinating these responsibilities. Each of our line
officers have sworn to uphold the responsibilities of their office - they take their commitment seriously. The use of
mobile radios in POVs is our only assurance that incident management can and will happen in a timely and often
life-saving manner in the XXX Fire District

We can no longer put lives at risk because of our communications system. Not receiving this grant will put a severe
strain on our districts finance and the safety of our firefighters.


EFFECT ON DAILY OPERATIONS:
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Our ability to communicate with one another is of the utmost importance – without the ability to convey to fellow
firefighters we all are in a place that is not safe. This addition to our communications system will provide a safety
benefit to all of our members. With all of our interior firefighters, exterior firefighters, incident command, pump
operators, fire police, line and safety officers, and EMS responders – there can be no communications failures. This
equipment will increase our organizations capabilities within our existing mission area as well as our response to our
neighbors.

Measurable results can be simply stated. The XXX Fire District has experienced zero line of duty member
fatalities or line of duty member injuries in our jurisdiction over the last three years. In fact, we have never had one
fatality or injury to either a civilian or a firefighter. This has been less a matter of luck than a reflection of the skills of
our fire and rescue workers. We want to continue to provide the excellent services we presently afford our
communities, but there is no guarantee that our luck will continue. We are anxious to create this high band radio
communications enhancement project that will absolutely guarantee we have done everything possible to protect the
lives and property of our community and those who visit.

As part of this proposal, our firefighters and EMTs will continue to receive periodic training by our line officers on the
use and maintenance of the high band radio system to promote proper use and eliminate the possible misuse of the
high tech equipment. We expect the equipment will provide us with many years of reliable service and are committed to
continuing our communications initiatives beyond the grant year.

Thank you for this opportunity to submit this AFG grant.