Governance

Bylaws Summary

Our bylaws define the operational structure, membership rules, and financial controls that govern the association.

About Relief Association Bylaws

Under Pennsylvania law, relief associations must be governed by a set of adopted bylaws. These bylaws serve as the foundational document that defines how the association operates day-to-day and ensures compliance with state requirements. Key areas addressed by bylaws include:

  • Operational procedures and administrative processes
  • Membership criteria and voting rights
  • Officer positions, duties, terms of office, and election procedures
  • Meeting requirements and quorum rules
  • Financial controls and expenditure authority
  • Amendment procedures for updating the bylaws

Bylaws must comply with Act 84 of 1968 (35 Pa.C.S. § 7411 et seq.) and related Pennsylvania statutes. The PA Auditor General identifies "inadequate bylaws" as one of the most common audit findings among relief associations statewide.

Key Bylaw Areas

Membership

Membership consists of any person who is an active member in good standing of Baldwin Fire Rescue in the Borough of Baldwin. These members have full voting privileges on all association business and officer elections.

Officers & Elections

The association is led by six elected officers: President, Vice President, Secretary, Treasurer, Insurance Officer, and Fitness Officer. All serve two-year terms on a staggered cycle — President/VP/Treasurer are elected in even-numbered years, Secretary/Insurance Officer/Fitness Officer in odd-numbered years. Elections are held at the regular January meeting by majority vote.

See Officers & Governance for full details on each role, election procedures, and vacancy filling.

Meetings

Regular and orderly meetings are essential to transparent governance:

  • Regular meetings are held on the 2nd Monday of every month, directly after the fire station meeting at 7:00 PM, at Station 2 unless otherwise notified
  • A quorum of 10 members is required to conduct official business
  • Special meetings may be called by the President or by written request of at least 10 members; the Secretary must notify all members in advance
  • Minutes must be recorded for all meetings and preserved as permanent records

Financial Procedures

Strict financial controls protect association funds and ensure compliance with state law:

  • All funds deposited in the name of Baldwin Borough Firefighters Relief Association
  • No expenditures without membership authorization, recorded in the minutes
  • Dual signature required on all checks, withdrawals, and investment redemptions (Treasurer + President; VP or Secretary may sign if President is unavailable)
  • Treasurer presents a written financial summary at least quarterly
  • Officer bonds required on all board members, equal to max cash balance
  • Investments limited to securities authorized by Act 84, with membership approval
  • President appoints 3 internal auditors each January; written report due within 60 days

Pennsylvania Legal Requirements

Under 35 Pa.C.S. § 7415, relief association bylaws must address the following requirements established by the Commonwealth:

  • Record Keeping — The association must take and preserve minutes of all meetings and maintain accurate books of account reflecting all financial transactions
  • Membership Rules — Bylaws must define requirements for membership, voting rights for each class of member, and conditions under which membership may be terminated
  • Amendment Procedures — A clear, documented process must exist for proposing, reviewing, and adopting amendments to the bylaws
  • State Aid Compliance — Bylaws must support the proper management of state relief funds, including authorized expenditure categories and reporting obligations

Bylaw Amendment Process

Amendments follow a two-meeting process to ensure deliberation:

  1. Proposal — A proposed change must be submitted in writing at a regular meeting, co-signed by at least five (5) members.
  2. Approval — The amendment is voted on at the next regular meeting and requires a 2/3 supermajority of members present to pass.

This two-meeting requirement gives all members time to review and consider changes before a final vote, even if they couldn’t attend the meeting where it was proposed.

Dissolution

In the event that the relief association dissolves or ceases to exist, all remaining funds revert to the Commonwealth of Pennsylvania, as mandated by Act 84. Association funds belong to the public trust — they can never be distributed to individual members or transferred to other organizations.

Requesting a Copy of the Bylaws

Active members of the association may request a complete copy of the current bylaws from any association officer. If you are a member and would like a copy, please contact us.

Compliance & Audit

The Pennsylvania Auditor General conducts periodic audits of relief associations to verify compliance. During these audits, the Auditor General reviews:

  • Whether the association's bylaws comply with all applicable state laws
  • Whether the association's operations follow its own bylaw provisions
  • Whether the bylaws are current and have been updated to reflect changes in law or practice

Source: Volunteer Firefighters' Relief Association Act, 35 Pa.C.S. §§ 7411–7419

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