Officers & Governance
How the Relief Association is organized and led under Pennsylvania law.
Governance Structure
Under Pennsylvania law, firefighters' relief associations are governed by their membership through elected officers and established bylaws. The relief association operates as a democratic organization where members elect officers, approve budgets, authorize expenditures through recorded votes, and hold leadership accountable. All officers serve as fiduciaries — they have a legal obligation to act in the best interest of the association and its members, not for personal gain.
Officer Positions
President
Presides over all meetings, ensures order, enforces all association laws, and appoints committees as needed. Calls special meetings when necessary. Co-signs all checks, withdrawals, and investment redemptions alongside the Treasurer.
Vice President
Has the full power of the President in their absence. May co-sign financial documents when the President is unavailable. Assists with association business and provides continuity of leadership.
Secretary
Keeps a record of all proceedings of all association meetings. Minutes must note the membership authorization of all transactions as well as all other pertinent business. Notifies members in advance of any special meetings. May co-sign financial documents when the President is unavailable.
Treasurer
Custodian of all association funds. Maintains detailed ledgers of all transactions, processes authorized payments through association accounts, and presents a written financial summary on at least a quarterly basis. Must maintain all financial records in the format required by the PA Auditor General. No funds may be spent or investments entered into without membership authorization.
Insurance Officer
Investigates, researches, and recommends insurance policies for the benefit of all association members. Ensures all purchases meet state-mandated guidelines. Maintains all insurance policies and records alongside the Treasurer.
Fitness Officer
Coordinates the association’s physical fitness program in conjunction with the board. Administers firefighter physicals and manages purchases of exercise equipment as stipulated by state regulations. All programs must be approved by the board and general membership prior to implementation.
Fiduciary Responsibilities
All officers share fiduciary duties under Pennsylvania law:
- Duty of care — Make informed decisions, attend meetings, stay current on association business and PA law requirements
- Duty of loyalty — Put the association's interests above personal interests, avoid conflicts of interest, maintain confidentiality of member information
- Duty of obedience — Follow the association's bylaws, comply with Pennsylvania law (35 Pa.C.S. § 7411 et seq.), and ensure funds are used only for authorized purposes
- Financial stewardship — Protect association assets, ensure proper accounting, maintain records for audit
Officers who fail in their fiduciary duties may be personally liable for losses to the association and may face removal from office.
Meetings & Decision-Making
The relief association conducts business through regular membership meetings. Under PA law and the association’s bylaws:
- Regular meetings are held monthly on the 2nd Monday, directly after the fire station meeting at 7:00 PM
- A quorum of 10 members must be present to conduct official business
- All expenditures require a motion, second, and recorded vote in the minutes
- Special meetings may be called by the President or by written request of at least 10 members
- Meetings are held at Station 2 unless otherwise notified
Order of Business
- Call to Order / Pledge of Allegiance
- Roll Call of Officers
- Reading of Previous Meeting Minutes
- Treasurer’s Report
- Communications
- Committee Reports
- Old Business
- New Business
- Approval of Expenditures
- For the Good of the Association
Meeting minutes are a critical legal document. The Pennsylvania Auditor General reviews minutes during audits to verify that expenditures were properly authorized by membership vote.
Elections
Officers are elected to staggered two-year terms by a majority of the membership at the regular January meeting:
- Even-numbered years: President, Vice President, and Treasurer
- Odd-numbered years: Secretary, Insurance Officer, and Fitness Officer
Nominations and elections are held at the same meeting, with installation of officers occurring immediately. The staggered cycle ensures continuity — experienced officers remain on the board while new leadership takes office.
Vacancies
If an officer position becomes vacant due to death, resignation, removal, or incapacity, the President appoints a replacement to serve until the next regular meeting. At that meeting, a special election is held to fill the vacancy by a 2/3 majority of members present. The elected officer serves until the next regular election cycle for that position.
Committees
The relief association may establish committees to handle specific areas of business:
- Audit committee — Reviews financial records and internal controls
- Scholarship committee — Evaluates scholarship and training grant applications
- Bylaws committee — Reviews and proposes amendments to governing documents
- Fundraising committee — Plans and coordinates fundraising activities
Committee assignments are typically made by the president with approval of the membership. Committees report their findings and recommendations at regular meetings.