You may have heard newly elected Presidents talk about their plan for the first 100 days in office. Many fire departments and EMS organizations don’t have multiple year terms. So, the timeline is shortened to get a situational awareness on the financial and administrative status of the organization, notify stakeholders of changes in ESO leadership, and continue the work of those before you.

Some members may be entering into new roles within your organization based on elections. It is an important step for all key persons within the ESO to review the following items to better understand the current financial situation as they begin their new positions. Leaders should not make assumptions those before you have completed all of these tasks thoroughly and accurately.

• Newly elected chiefs, presidents, treasurers, or board chairs should;
  • Publish change of officers on website and social media.
  • Verify each key position has a job description.
  • Complete a conflict of interest statement for every board member and officer at least on an annual basis, and during changes in outside employment.
  • Conduct additional background checks for all individuals involved in the organization’s finances. Specifically, a credit report for each individual if not done so already prior to the elections.
    • Note: This should be on an annual basis regardless of whether it was completed previously for any individual
    • It is important decision to know who is going to review/verify the credit reports and conflict of interest statements are approved. Decisions should be made as objectively as possible. The recommendation would be a compliance officer
  • Review and verify foundational documents such as incorporation paperwork, bylaws and other governance docs are up to date
  • Make changes to signature cards at your financial institution(s) only after credit reports have been reviewed and compliance officer has approved
  • Process in place to change access to email for each officer role.
  • Notify department of state changes in officers (filing fee may be required)
  • Review prior EOY financial reports, especially balance sheet, budget
  • Review list of assets including technology items such as domain names, logos
  • Review schedules of loans, investments, contracts, and grants
  • Change contacts for state and federal grants
  • Notify insurance carrier(s) change in officers, designate primary, and secondary points of contact.
  • Update your organization roster to account for changes in junior members and active or inactive firefighters.
  • Review insurance coverage, exclusions and limits with your agent or broker. Review management liability coverage.
  • Review your members' benefits, including your Length of Service Awards Program (LOSAP), with your benefits provider(s).
  • Notify attorney of changes
  • Notify accountant of changes
  • Review and verify 990 IRS filing for submission to avoid your tax-exempt status lapsing
  • Notify fire and/or EMS billing provider of changes, as applicable
  • Make changes to previously issued bank cards and issue new as needed
  • Review schedule of any current or potential litigation against the ESO
  • Compliance with filing requirements in your state if you fundraise
  • Consider review the credit report for the org
  • Review payroll tax filings for compliance, as required
  • Verify sales tax exemption for compliance