Court approves updated volunteer fire department agreements, adds checklist and W‑9 requirement

The Coryell County commissioners approved amended agreements with local volunteer fire departments that revise audit language, add a required checklist tied to contract paragraph 5, and clarify documentation the county will require before issuing funds.

County staff and the county attorney raised two items they said were missing from prior paperwork: a requirement for volunteer departments to maintain active entity status with the Texas Secretary of State and a requirement to submit W‑9 tax documentation prior to payment. The county attorney said he had not checked every department’s filing status but emphasized the county needs consistent documentation. Several volunteer chiefs and representatives noted leadership turnover and asked for clear instructions; Christina Tatum (S5) of Nevada Volunteer Fire Department said departments want to comply and "I can get it to you in an hour." The court instructed the county judge’s office to collect and verify the documentation and to clear compliance items with the county attorney before issuing payments.

The approved motion (moved by Commissioner Matthews and seconded by Commissioner Taylor in the transcript) adds a supporting checklist for paragraph 5, which staff will provide to departments and post for continuity. The court discussed options for how the county would accept evidence of entity status (Secretary of State printout or an active‑status document) and agreed that the judge’s office will centralize submissions and distribute status updates to the departments. The revised agreements were adopted by voice vote.