Maryland State Firemen's Association

Future Convention Dates
June 16-22, 2018
June 15-21, 2019
June 13-19, 2020
June 12-18, 2021
June 11-17, 2022

Executive Committee Meetings

August 26, 2017
Reese and Community Volunteer Fire Company

December 2, 2017
Kent Island Volunteer Fire Department

February 24, 2018
Singerly Fire Company

April 14, 2018
Midland Volunteer Fire Deparment #1

June 17, 2018
Ocean City

June 22, 2018
Ocean City


Announcements
June 21, 2017
Fire Prevention Floats for the parade today
June 19, 2017
Mechanicsville Vol. Fire Dept. mourns the loss of Past President James F. Mattingly, III
June 12, 2017
SAVE THE DATE - BCC Rescue Squad Alumni Association Crab Feast
June 10, 2017
Bay District VFD Historical Committee
June 6, 2017
MALSC 2017
View All Announcements

Online Calendar
Next Seven Days
June 28, 2017
Harford County Volunteer Fire and Ambulance Assn
Abington
View All Events


VCAF Home Guidelines Instructions Apply VCAF Reps
REQUIRED DOCUMENTS
What documents does your company have to gather and/or prepare?

Below are the required documents to complete a VCAF loan and/or grant application.  If you need help with details, contact your VCAF Representative and arrange a pre-application meeting to review the components of the application process and to create an action plan for completing the application.

 

Your company must have the following requirements met before starting a VCAF loan and/or grant application:
  1. Have MSFA dues paid in full and be a MSFA Member Company in Good Standing

  2. Have a current MSFA Statistical Report on file

  3. Have a current Articles of Incorporation on file, in good standings with the State of Maryland (no action - MD Military Department will obtain a copy of the certificate for you), and

  4. Have documentation that the company has made a good faith effort to obtain money from its local government (local funds and 508 funds)

Your company must gather and/or prepare the following documents to qualify for a VCAF loan and/or grant:

  • A complete and accurate VCAF application form
  • Confirmed that your company has a valid Articles of Incorporation filed
  • A Corporate Resolution, signed by all board of director members, acknowledging company authorization to enter into a loan and/or grant
  • The company's financial statements (or other official documents such as, Statement of Financial Position, Statement of Activities, Statement of Functional Expenses or Statement of Cash Flows) for the two fiscal years immediately prior to the fiscal year in which the application is made – include audited financial statements if available
  • The company's IRS Form 990 (or official form used for Federal Tax submission) for each year presented on the financial statements
  • A letter from the company’s local government regarding 508 funds received or denied
  • A letter from the company’s local government verifying that no funds are available to the company for the project (above and beyond 508 funds if granted)
  • A copy of the specification (condensed version) and evidence of 3 competitive bids (copies of official proposals from vendors – can be cover letter with cost data)

 

WHAT HAPPENS AFTER THE LOAN OR GRANT IS APPROVED?

After receiving a VCAF loan and/or grant, the company will have to settle their loan and/or grant.  The Maryland Military Department (MMD) settles / closes loans and grants for the VCAF Fund.  The process is much like closing a loan on a home. 

Because the process requires some very specific documentation, and in some cases updated information submitted with the original loan or grant application, planning is required to ensure that MMD can settle the loan and issue the check when it is needed.  The Company’s failure to plan, compile and submit documentation will cause a settlement delay which can require the Company to acquire a bridge loan (funds from another source – cash reserves, bank loan, etc.) in order to have funds needed to take delivery of the equipment or to pay off the construction debt.

Documents that have have to be update for settlement will include:

  • Letter showing a good faith effort to obtain funds from the local government (508 and other government funding)
  • IRS tax forms
  • Financial statements

The other settlement documentation is listed on the MMD Closing Checklist.  Companies receiving a VCAF loan or grant should review the list and begin compiling documentation as soon as the loan or grant is approved by Maryland’s Board of Public Works.  The majority of checklist documentation needs to be submitted 60 days before the planned settlement date.

Click this link to see MMD’s Vehicle / Equipment checklist

Click this link to see MMD’s Facility checklist

Have questions, contact your VCAF representative

 

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