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Is your fire company incorporated? What is the particular question you have?
Prior approval would not mean specific approval of a particular purchase. For example, you might have a heating contract where your heating oil is delivered monthly and you are billed based on how much oil it took to fill the tank. If the appropriate officers had approved that particular arrangement no further additional approval would be required for each delivery of the oil or payment of the bill submitted by the oil company. I think the problem with the open charge was that any member could go in and order for any particular purpose with or without prior approval. If the Treasurer or other appropriate officer said that a particular purchase was approved that would be the necessary prior approval. You can provide prior approval for categories of expenditures that are not determinable with precision at the time of the authorization. For example, suppose each Monday you authorize breakfast to be purchased for all the members from the local grocery store. A person who went to make the purchase each Monday would be approved to make the purchase even though the exact amount of the purchase each week would not be known. Once purchased the obligation is incurred and approved and is required to be paid by the organization. The approval is given prior to the charge by authorization for the general activity. Your procedure of approval prior to paying on the credit card is satisfactory but does not have to be done in that way to satisfy the prior approval requirement.
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