As the fiscal year comes to a close, fire departments enter an important planning phase. For volunteer departments, where resources are often stretched, this time is especially crucial.
Taking intentional steps now, ahead of the year’s end, not only improves financial accountability but strengthens operational readiness and long-term sustainability. Here’s a few tips to help your department finish the fiscal year strong.
Review your Budget and Spending
Regardless of size, all departments should complete a year-end financial review. For volunteer departments, this could mean checking both municipal allocations and fundraising income, as well as tracking grant expenditures and community donations.
Volunteer Tip: Did you know that Snap-tite Hose recently launched its grant support services program? We believe that budget constraints should never be the reason your team operates with unsafe or unreliable equipment. This is a no-cost service for you. Click here to schedule a consultation and learn how we can help fund your department’s needs.
To conduct a year-end financial review:
Reconcile all receipts and invoices.
Ensure grant funds are used within guidelines.
Spend your remaining budget wisely, especially if it won’t roll over.
Inventory Equipment and Supplies
The end of the fiscal year is the ideal time to inventory tools, gear, and supplies. This process helps evaluate the condition of equipment and determine what needs repair, replacement, or retirement. When it comes to your fire hose, NFPA 1962 recommends annual testing to ensure they remain safe and functional. For volunteer departments, where donated or older gear is often in use, this step is especially important to maintain safety and reliability.
Pro tip: Consider using digital inventory software to track and categorize equipment by age, condition, and usage. Tools like Snap-tite Hose’s Hose Record Vault make it easy to manage hose records efficiently and stay compliant with testing standards.
Looking ahead, use your inventory findings to inform future budget planning and grant applications. By documenting what’s needed and why, you can prioritize equipment upgrades and replacements more effectively.
Audit and Inspect
Volunteers often balance firefighting with full-time jobs, making it more difficult to track and complete mandatory training. Now is the ideal time to review your team’s training records and ensure that everything is up to date. Look for any gaps in CPR, EMS, Hazmat, or Wildland training, and begin scheduling makeup sessions or continuing education courses. If your department has budgeted for training opportunities that haven’t yet been used, take advantage of them before the fiscal year ends.
You should also take time to inspect your facilities. Delaying repairs can lead to unplanned costs or downtime. So, if the remaining budget allows, it is in your best interest to address maintenance needs immediately. Pay special attention to your HVAC and electrical systems, as well as the state of your station as a whole.
Plan for the Future
Even if you don’t have a formal budget process, it’s important to take what you’ve learned from this year and plan for next year’s needs. This could include determining new fundraising goals, prioritizing equipment purchases, or researching local, state, and federal grant application deadlines, so you can plan to apply.
Final Thoughts
With the end of the fiscal year quickly approaching, now is the time to position your department for success in the year ahead. A thoughtful review of your current budget, paired with a proactive, forward-thinking approach, will help ensure your team is well-prepared for another strong year of service.