Maryland State Firemen's Association

Future Convention Dates
June 17-23, 2017

Executive Committee Meetings

August 27-28, 2016
Arbutus VFD

October 15-16, 2016
St. Mary's City

February 25-26, 2017
Frederick

April 22-23, 2017
Cecil County

June 18, 2017
Ocean City

June 22, 2017
Ocean City


Announcements
March 23, 2017
SAFETY CONFERENCE FREE TO MARYLAND FIREFIGHTERS-20 OPENINGS
March 23, 2017
Hollywood LA ~ ANNUAL SPRING CRAFT SHOW
March 21, 2017
Executive Committee Meeting - 20170422
March 16, 2017
Gamber Auxiliary Wine Glass Painting Fundraiser
March 14, 2017
Hotel Block Ending Soon! Last Opportunity to Register for Beyond Hoses and Helmets on March 31-April 1 & From Xbox to Box Alarm
View All Announcements

Online Calendar
Next Seven Days
March 26, 2017
Training Committee Meeting
Montgomery County's New Public Safety Training Academy
March 26, 2017
PREMIER SHRIMP & OYSTER FEAST IS COMING TO BETHESDA, MARYLAND
Bethesda Chevy Chase Rescue Squad
March 27, 2017
Southern Maryland Volunteer Firemen's Assn
Charles County Dive @ Rita Bee's
March 29, 2017
Garrett County Volunteer Firemen's Assn
Northern Rescue at Friendsville
March 31, 2017
Beyond Hoses and Helmets
North East Fire Company
April 1, 2017
Beyond Hoses and Helmets
North East Fire Company
View All Events


VCAF Home Guidelines Req'd Documents Apply VCAF Reps
Application Instructions
Click HERE to see a copy of the application questions. This is a copy of the application form - ONLY online applications will be accepted.  Please work with your VCAF Rep to complete an online application.
Instructions for completing the MSFA VCAF loan/grant application online form:

Applicant Information

  1. "Amount of Funding Requested" is the total amount of funding being requested for the loan and/or grant. Remember the guidelines – maximum request for an equipment loan is 75% of total cost and 70% for a grant. Maximum request for a facility loan is 75% of the total construction cost or $2.5M, and the maximum for a facility grant is 50% of the total construction cost or $2.5M. The company must have available 25% of the total project cost for a loan or 50% for a a facility grant / 30% for an equipment grant. Combined loans (VCAF and commercial) for the project cannot exceed 80% for a loan and cannot exceed 70% for a grant)

  2. Form of Assistance Requested” is whether your company is requesting a loan, a grant, or both

  3. Federal Identification Number” is the company’s official Federal tax number

Company Information

  1. Company Name" is the legal name of the Company requesting assistance - the company name as found on incorporation and tax documents

  2. Company Street Address, City, Maryland County and Zip Code” are the legal address components for the company

  3. Phone Number, Secondary Number and Hotline" are the official phone number for the company

Contact Information

  1. Name of Contact Person” is the company’s official representative who can speak and act on behalf of your company as assigned by the company’s by-laws or other legal document to conduct business (including contracts)

  2. "Position" is the official position the contact person is appointed to within the company - President, Secretary, Chief, etc.

  3. Mailing Address different than Company Address” is the address that the MSFA and/or Maryland Military Department can send official documents on behalf of the company, this includes City, State, and Zip Code

  4. Email Address/Secondary Address” are the email addresses for the person(s) identified in Name of Contact Person section

  5. Contact Phone Numbers” are current and valid phone numbers for the person or persons identified in Name/Position of Contact Person section – include home, work, pager and cell numbers

Asset Information

  1. Asset to be Acquired” is a brief description of what the company will buy/build using the requested VCAF allocation. The description must provide enough information for the reviewers to understand what is being purchased or built

  2. Location of Asset” is likely the same as Company Address, however if the asset will be housed or the building is being built at a location different than the Company address, provide that information and a brief explain as to why a different location (Station-B, etc.)

  3. Asset Title Holder” is likely the same as Company Name, however if different, provide pertinent information and a brief explain as to why it is different

  4. Contract or Bid Cost” is the total bid cost for the equipment or facility (copy of Contract/Bid is required)

Funding Information

  1. Source of Funding for the Balance Not Provided from the Volunteer Company Assistance Fund” is an explanation as to where the company will obtain the balance of funds for the equipment or facility. This can be the company bank account, Senator Amos Funds (508), and/or commercial loan - example being: Cash reserves: $38,000 and FY2013 Sen. Amoss Funds: $150,000 Total company funding is $188,000.00 or 30.44% of the contract cost

  2. "Will the Loan or Grant be used to replace or repair eligible items to the extent that insurance proceeds are available for those purposes“ – the answer is normally No – If yes include an explanation” is self-explanatory – the answer is normally No – If yes include an explanation in the Justification Section

  3. "Will the Loan or Grant be used to refinance a debt or other obligation of the Company” is self-explanatory – the answer is normally No – If yes include an explanation in the Justification Section

  4. Are You Applying for a Loan or Grant" is where you select one (if applying for both, two application forms are required)

  5. "How Many Years is the Loan Being Requested For" is where you indicate desired loan term. The amount of years must comply with the following guidelines:

  • Ladder Truck - Cannot exceed 20 years
  • Rescue Squad - Cannot exceed 20 years
  • Engine - Cannot exceed 15 years.
  • Tanker - Cannot exceed 15 years.
  • Ambulance - Cannot exceed 7 years.
  • Special Unit, Flood Light, Air Unit and Mini Squad - Cannot exceed 7 years.
  • Brush Unit - Cannot exceed 5 years.
  • Facility loan - Cannot exceed 30 years
  • Rescue Tools, SCBA, Turn Out Gear - Cannot Exceed 5 years
  1. "Which Payment Option is Requested" is where indicate Monthly / Quarterly / Semi-Annually / Annually - this is where the company selects its payment schedule – most company’s select annually

  2. "Funding Source(s) for Required Match Fund" is where you indicate your funding source(s) for the required 30% or greater for a grant and the required 25% or greater for a loan

  3. "Did an act of God or other unforeseen event substantially impair the ability of the volunteer company to provide adequate and safe service" is self-explanatory – the answer is normally No – If yes include an explanation in the Justification Section

  4. "Is the volunteer company unable to maintain the minimum level of performance for adequate and safe service established by standards of the MSFA because of a demonstrated lack of financial resources" – If yes include an explanation in the Justification Section

Prioritize request

This information is about the equipment being replaced - how old is it, etc.

  1. "Vehicle Year/Facility Built Date " is self-explanatory

  2. "Vehicle/Facility Age" is self-explanatory

  3. "Vehicle/Facility Condition "is your judgment

  4. "Vehicle Mileage" is actual miles on vehicle

  5. "Pump Test Results" are optional - provide if recently tested (summary is fine)

  6. "Ladder Test Results" are optional - provide if recently tested (summary is fine)

  7. "Maintenance Costs Incurred to Keep Vehicle in Service" are optional - provide if available (summary is fine)

Justification for a VCAF Loan or Grant

  1. "Justification" is where you will provide Company information and your requirement (Click here for an example):

  • Introduction
  • Overview
  • Justification
  • Planning and Procurement, and
  • Financial Capability

Checklist and Required Documents

  1. Attach the following required documents - save documents in PDF format

  • Company resolution, signed by all board of director members, acknowledging that the company is authorized to enter into a loan administered through the MSFA’s VCAF and Maryland Military Department: Click here for an example
  • Letter from the company’s local government regarding 508 funds availability or denial: Click here for example
  • Letter from the company’s local government regarding Local Government funds available (in addition to 508 funds if granted) or denial: Click here for example
  • Company financial statements for the two fiscal years immediately prior to the fiscal year in which the application is made – include audited financial statements if available: Click here for an example
  • Copy of the equipment/facility specification (condensed version): Click here for example
  • IRS Form 990 (or official form used for Federal Tax submission) for each year presented on the financial statements: Click here for an example
  • Any available audit of the financial statements: Click here for an example
  • Evidence of 3 competitive bids (copies of official proposals from vendors – can be cover letter with cost data: Click here for an example

Confirm

  1. I hereby solemnly declare and affirm under the penalties of perjury that the information contained in this application and the attached financial statements are true and correct to the best of my knowledge understanding and belief. If applying for a grant, I further certify that the volunteer company applied for money from our local government and was denied, either wholly or partly.” is a required submission check by the company’s official representatives who can speak/act on behalf of the company as assigned by the company’s by-laws or other legal document to conduct business (including contracts)

  2. Check the "box" to confirm - double check for completeness and then submit your application by clicking the SAVE AND FINALIZE button


The Settlement Process
  • Settlement occurs after the Maryland Board of Public Works approves the loan or grant application. VCAF loans and grants are settled by representatives of Maryland Military Department and the Office of the Attorney General. The process will ensure legal transfer of funds and ensure necessary documentation is in order.

  • The company's VCAF representative and Secretary will help your company with the settlement process to ensure that all required forms and supporting documents are complete and current prior to submission to the Maryland Military Department.

  • The VCAF representative, in coordination with the company representative will ask the VCAF Secretary to officially submit a “request for settlement” to the Maryland Military Department. Upon receipt of the request, the Maryland Military Department will coordinate a settlement date with the target date being as close as possible to the company’s requested settlement date.

  • The VCAF Secretary will ensure that the company’s settlement package meets the requirements of the Maryland Military Department – this will include providing updated time sensitive documents (cross fiscal years, new company president, etc.) to the MD Military Department.

  • The following documents, which are included in the original application package, may have to be updated prior to time of settlement:

  1. Complete and current copy of the company’s by-laws
  2. Non-Discrimination Certificate (if not part of by-laws; company order or company resolution): Click here for an example
  3. Certifications of the President and Secretary document: Click here for an example
  4. All financial data forms (current financial statements, 990’s, etc.)
  5. A copy of the specification (can be condensed version) and evidence of competitive bids (copies of official proposals from vendors – can be cover letter with cost data)
  6. A letter from the company’s local government regarding 508 funds received or unavailability
  7. A letter from the company’s local government verifying that no funds are available to the company for the request (above and beyond 508 funds if granted)
  8. A current MSFA statistical report A current MSFA statistical report

If You're Ready... Apply

Read how VCAF can
help you.


Read 
The Volunteer Trumpet!

February 2017


2017 Convention Registration

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Registrations Alpha


Lighthouse Uniform Bereavement Program

Lighthouse Uniform Bereavement Program


2015 Statistical Report


MSFA/MFCA

Recruitment and Retention Grant

Scholarship Grant Form

Project Request Form


Recruitment & Retention Toolbox


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