Maryland State Firemen's Association

https://convention.msfa.org

Future Convention Dates
June 15-21, 2019
June 19-25, 2020
June 18-24, 2021

Executive Committee Meetings

December 1 & 2, 2018
Snow Hill Volunteer Fire Company, Inc.

February 9 & 10, 2019
United Communities VFD, Queen Anne's County

April 6 & 7, 2019
Friendsville VF&R, Garrett County


Announcements
April 20, 2019
MSFA SAFETY COMMITTEE MEETING
April 16, 2019
MFCA Leadership Training - Flawed Situational Awareness: The Stealth Killer of First Responders (Rich Gasaway) - Saturday, May 4, 2019
April 15, 2019
Registration Open for MSFA 2019 Recruitment & Retention Boot Camp - Please Share with Your R&R Teams
April 8, 2019
Announcements from NVFC
April 1, 2019
Rosedale VFC Engine For Sale
View All Announcements

Online Calendar
Next Seven Days
April 23, 2019
Recruitment and Retention
Online
April 24, 2019
Harford County Vol. Fire and Ambulance Association
Norrisville VFC
April 27, 2019
Shrimp & Bull Roast – April 27th – Buy Tickets Online !
Deale Volunteer Fire Department
View All Events


VCAF Home Guidelines Req'd Documents Apply VCAF Reps
Application Instructions

Click the following links to see a copy of each page of the VCAF application. The links below will take you to a PDF copy of the application form. The embedded links show on the PDF copy of the form WILL NOT WORK - it is a snapshot of the page. If you would like to see the examples, click the example links shown under the corresponding page.

Please note that ONLY an official online application can be submitted. To open an official online application, you must contact your VCAF Representative.

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 up to a maximum of $500,000. The company must have available resources to cover 25% of the total equipment project cost for a loan, or 30% of the total equipment project cost for a grant. The company must have available resources to cover 50% of the total cost for a facility grant, or any amount that exceeds the $500,000 grant limit. 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 or a grant. If your company is requesting both a loan and a grant, a separate application form is required for 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" 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.

  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 project cost for the equipment or facility (provide a summary sheet that includes cost data)

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 - Up to 20 years
  • Rescue Squad - Up to 20 years
  • Engine - Up to 15 years.
  • Tanker - Up to 15 years.
  • Ambulance/Medic Units - Up to 7 years.
  • Special Unit, Flood Light, Air Unit and Mini Squad - Up to 7 years.
  • Brush Unit - Up to 5 years.
  • Facility loan - Up to 30 years
  • Rescue Tools, SCBA, Turn Out Gear - Up to 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 a grant application, this is probably yes.

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 and/or grant 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 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 Chairperson 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 Chairperson 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 (Process follows MMD Checklist):

  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 whether or not 508 funds are available for the project
  7. A letter from the company’s local government regarding whether or not local government funds are available for the project (in addition to 508 funds)

If You're Ready... Apply

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