Constitution & By-Laws
April 2011October, 2012
15
Western North Carolina Association of Firefighters
Constitution & By-Laws
I. Name………………………………………………………. 3
II. Purpose……………………………………………………. 3
III. Mission & Values…………………………………………. 3
IV. Executive Officers………………………………………… 3
V. Expectations of Officers…………………………………... 4
VI. Executive Board…………………………………………… 7
VII. Membership……………………………………………...... 8
VIII. Amendments………………………………………………. 10
IX. Committees………………………………………………... 10
X. Rules of Order…………………………………………….. 11
XI. Meetings……………………………………………………. 11
XII. Election of Officers………………………………………… 12
XIII. NCSFA/NCAFC Directors………………………………… 13
XIV. Awards Program…………………………………………… 13
XV. Scholarship Program………………………………………. 14
XVI. Compensation & Expenses………………………………… 15
XVII. Financial Decisions…………………………………………. 16
XVIII. WNCAFF Property………………………………………… 16
XIX. By-Laws Revision/Version………………………………… 16
I. Name
This organization shall be known as the "Western North Carolina Association of Firefighters" and may be abbreviated hereafter as “WNCAFF”.
II. Purpose
The purpose of the Association shall be as follows:
· To provide an avenue for the exchange of ideas on improving the level of fire protection services in Western North Carolina.
· To provide quality training programs for member departments and any others that may wish to participate.
· To act as a clearinghouse for information concerning legislation, technical data, and current items of interest to member fire departments.
· To serve as a forum for representation of the member fire departments to all law and policy-making bodies and their members.
III. Mission & Values
Mission Statement
Our mission is to promote a safer quality of life in Western North Carolina by supporting our membership's capability to provide effective public safety services.
Core Values
To accomplish our mission, we adhere to the essential core values of:
1. Service to the fire departments of Western North Carolina and the communities they protect.
2. Dedication to the fire service through enhancement of professional knowledge and skills.
3. Advocacy for the membership and its citizens.
4. Integrity to maintain and promote the highest ethical standards.
IV. Excecutive Officers
The officers of this association shall consist of a President, First Vice President, Second Vice President, Secretary, Treasurer, and an Executive Director. They, with the immediate Past President, shall constitute the Executive Officers Offciers and will hold their respective offices for one year, or until their successors are shall be elected and qualified. Each officer of the association shall have one vote on all questions coming before the association.
V. Expectations and Responsibilities of Officers
The various roles of the Officers expectations of the require a passionate commitment to improve the fire service in Western North Carolina. The WNCAFF is the outlet which reaches the grass roots of the fire service in our region and provides a platform of feedback from the members to other agencies. The WNCAFF has been and will continue to be the most active and influential regional association in the state. This has come from committed work by previous officers who have worked with the WNCAFF and other agencies to promote the values of the WNCAFF. The commitment from 2nd Vice President to Past President is a four year commitment which consists of 4 WNCAFF regular meetings per year, 4 board meetings per year, and other meetings which require some or all of the board to attend, such as NCSFA, NCAFC, NCEM, County and Gateway meetings. Although it is not required that all board members attend all meetings, however the success of the organization depends on the commitment of the Executive Officers.
a. President
1. Roles & Responsibilities: It shall be the duty of the President to preside over the meetings of the association, to appoint or establish committees, and represent the association at the annual meetings of the NCSFA, NCAFC, Gateway and/or other meetings where the WNCAFF needs to be represented (the Executive Board being authorized to provide expenses for the President or his designee). It shall be the duty of the President to perform such other duties as may be incident to his/her office or shall be required of him/her by the membership or the Executive Board. The Executive Board is authorized to provide stipends covering reasonable and job-related expenses incurred by the President and/or his designee which attending such meetings.
2. Expectations: The President is responsible for conducting all meetings and representing the WNCAFF throughout the state as the primary representative of the fire service in Western North Carolina.
b. 1st Vice President
1. Roles & Responsibilities: In the absence of the President or in the event of the President’s death, inability or refusal to act, the 1st Vice President, or 2nd Vice President if the 1st Vice President is unable to serve, shall perform the duties of the President, and when so acting shall have all the powers of and be subject to all restrictions upon the President. Any Vice President shall perform such other duties as from time to time may be assigned by the President or by the Executive Board, and to serve as ex-officio of the Membership Committee. He/she shall perform such other duties as the President or the Executive Board may require.
2. Expectations: The 1st Vice President is responsible for maintaining communication with other organizations to ensure the WNCAFF is meeting the needs of other associations and that the other associations are aware of WNCAFF needs. The 1st Vice President is also responsible for providing the members with information and updates regarding all legislative issues which are affecting the fire service in the region.
c. 2nd Vice President
1. Roles & Responsibilities: It shall be the duty of the Second Vice President to perform all the duties of the First Vice President in his/her absence, and to serve as ex-officio of the Program Committee. He/she shall perform such other duties as the President or the Executive Board may require.
2. Expectations: The 2nd Vice President is responsible for all merchandise, marketing items and other items which are utilized to promote the association at meetings or other events. Some people in this position have also taken the merchandise to fire schools to market and raise funds for the association. The 2nd Vice President is also responsible for setting the meeting locations for the following year.
d. Secretary
1. Roles & Responsibilities: It shall be the duty of the Secretary to maintain permanent records of all the proceedings of the association; to receive and answer all communications pertaining to the association; to keep a roster of the names of the members of the association; to collect the membership dues, and to pay the same over to the Treasurer, taking his/her receipt there from. He/she shall perform such other duties as the President or the Executive Board may require.
2. Expectations: The Secretary is responsible for documenting and distributing all information from meetings or other necessary communications of the WNCAFF. The Secretary is also responsible for collecting annual dues from the members, maintaining an accurate database of current members, then providing this information all of such to the Treasurer. The Secretary also keeps minutes of the meeting in the absence of the Executive Director.
e. Treasurer
1. Roles & Responsibilities: It shall be the duty of the Treasurer to receive all monies collected by the Secretary and give a receipt for the same; to disburse money on debts of the association, and to make a full report of all monies received and disbursed by him at each regular meeting of the association. He/she shall collect all monies due the Association from all sources, keep a true and correct account of all monies received and disbursed, and pays no money except by approval of the Executive Board. All monies belonging to the Association shall be deposited in a chartered, FDIC-insured bankapproved by the Executive Board, with the deposit being in the name of the Association. He/she shall have the authority, with the approval of the Executive Board first attained, to engage assistance at any time he/she may deem necessary for the proper discharge of business of the Association. He/she shall perform such other duties as the President or the Executive Board may require.
2. Expectations: The Treasurer is responsible for maintaining all funds for the WNCAFF. The Treasurer is also responsible for collecting annual dues from the secretary and maintaining an accurate database of current members.
f. Executive Director
1. Roles & Responsibilities: It shall be the duty of the Executive Director to keep a complete record of all proceedings of the Association and its Executive Board. He/She shall keep a true and correct record between the individuals composing the membership of the Association. He/She shall have the authority, with the approval of the President and Executive Board, to obtain assistance at any time he/she may deem necessary for the proper discharge of business of the Association. He/she shall, at each annual meeting, present a written or printed statement of the work of his/her office for the preceding year. He/she shall coordinate and manage educational programs approved by the President and the Executive Board. He/she shall provide quarterly newsletters and mailings to all members. He/she shall record the minutes of meetings, plan agendas, and keep the Executive Board informed of necessary information. He/she shall develop forms, pamphlets, and informational materials as well as respond to complaints and inquires. He/she shall take additional responsibilities as deemed necessary by the Executive Board. The Executive Director shall be evaluated on an annual basis by the Executive Board.
2. Expectations: The Executive Director is responsible for maintaining continuity of the officers of the association as new members are elected to the Board. The Executive Director is also responsible for representing the Executive Board and Association by correspondence and presence at the events deemed necessary by the Executive Board. The Executive Director shall be the point of contact for all business of the association and report all information to the Executive Board.
g. Past President
1. Roles & Responsibilities: It shall be the duty of the Past President to perform all the duties of the Second Vice President in his absence, and to serve as ex-officio of the Nominating Committee. He/she shall perform such other duties as the President or the Executive Board may require.
2. Expectations: The Past President is responsible for assisting the President and the Executive Board with transitioning for the new year and as needed throughout the year.
h. Regional Directors
1. Roles & Responsibilities: It shall be the duty of the regional directors to increase communications and representation to and from the designated counties and the WNCAFF. He/she shall perform such other duties as the President or the Executive Board may require.
2. Expectations: The Regional Directors are responsible for assisting the President and the Executive Board with regional representation of issues, needs, and communication.
i. Succession of Officers
Each of the officers currently holding a position as President, First Vice President, and Second Vice President shall automatically succeed to the next ranking position annually. In the event of a vacancy the officer in the next lowest position will succeed to the vacant position with the lowest vacant position being elected from the membership. The following positions will be elected by the membership annually: Second Vice President, Secretary, and Treasurer. In the event of an officer being removed by the membership, the succession shall be treated in the same manner as a vacancy. All regional directors will be elected at the 2011 October meeting to start their duties at the 2012 January meeting. The Mountain Director will be re-elected in 2012 and every three years after, The Highland Director will be re-elected in 2013 and every three years after, The Foothill Director will be re-elected in 2014 and every three years after.
VI. Executive Board
a. Make up of Executive Board
There shall be an Executive Board consisting of the Executive Officers and three directors. The three directors shall be elected by the membership at the October meeting each year. One director shall be elected each year for three-year term depending on rotation. The directors shall cover three regions which shall be named Mountain Region, Highland Region, and Foothill Region, and will cover counties as determined below:
The Highland Region Director shall be an at-large representative from one of the following counties: Buncombe, Cherokee, Clay, Graham, Haywood, Henderson, Jackson, Macon, Madison, Swain, and Transylvania.
The Mountain Region Director shall be an at-large representative from one of the following counties: Alexander, Alleghany, Ashe, Avery, Caldwell, Iredell, McDowell, Mitchell, Watauga, Wilkes, and Yancey.
The Foothill Region Director shall be an at-large representative from one of the following counties: Burke, Cabarrus, Catawba, Cleveland, Gaston, Lincoln, Mecklenburg, Polk, Rowan, Davie, and Rutherford.
b. Meetings of Executive Board
The Executive Board shall meet at such time and place as they deem necessary, on a call of the President or a majority of said Executive Board.
c. Duties of Executive Board
It shall be the duty of the Executive Board to transact all business meetings of the association in the intervening times between meetings of the association and to advise the Treasurer in the management of all funds of the association. At all meetings of the Executive Board, a majority shall constitute a quorum. All business and transactions taken must be with the approval of two-thirds of the entire Executive Board. It shall also be the duty of the Executive Board to have the books of the Treasurer reviewed annually at the close of each fiscal year by a committee approved by the Executive Board. A report of this review shall be made to members of the association no later than the summer meeting. In addition, a review shall be performed immediately after a change in Treasurer. The Executive Board reserves the right to secure bonds sufficient to cover the association's assets at the expense of the association for all parties authorized to handle funds for the association. Further, and it shall be the responsibility of the Executive Board to authorize an officer other than the Treasurer to perform the duties of the Treasurer in his absence.
VII. Membership
Membership in the association shall be open to fire departments, fire companies, fire brigades, fire-related service organizations, and individuals with background and/or special interest in the fire service. All members of the Association will comply with the provisions of the Constitution and By-Laws of this association.
Membership into the association may be obtained by any rated Fire Department located in and operating in the Western District defined by the State Firemen’s Association. The Western District includes the following counties: Alexander, Alleghany, Ashe, Avery, Buncombe, Burke, Cabarrus, Caldwell, Catawba, Cherokee, Clay, Cleveland, Davie, Gaston, Graham, Haywood, Henderson, Iredell, Jackson, Lincoln, Macon, Madison, McDowell, Mecklenburg, Mitchell, Polk, Rowan, Rutherford, Swain, Transylvania, Watauga, Wilkes, and Yancey. Fire Departments in the Western District counties, which are current on their dues and are in good standing with the association all subject to all rights, privileges, and benefits of the association.