By-Laws

By-Laws

VOLUSIA COUNTY FIRE CHIEFS’ ASSOCIATION CONSTITUTION AND BY-LAWS
ARTICLE I NAME AND OBJECTIVES

  1. This organization shall be known as the “VOLUSIA COUNTY FIRE CHIEFS’ ASSOCIATION”, and is here-in-after referred to as the “ASSOCIATION”. The ASSOCIATION is a Florida not-for-profit corporation regulated, pursuant to §617.0706, Fla. Stat., by these by-laws.

  2. The objectives of the Association shall be to:
    1. Promote the science and methods of fire prevention, fire protection and emergency medical services in Volusia County.
    2. To make this information available to the fire service organizations of Volusia County.
    3. To participate in any activity as an Association in the interest of preventing the loss of life and property by fire or any other disaster.
    4. To establish a closer bond and understanding among the various members of the Association.
    5. To promote and encourage participation and cooperation of all Volusia County fire departments and fire/rescue services in the Inter-Local Mutual Aid Agreement and the Association’s Strategic Plan.

ARTICLE II MEMBERSHIP

The membership of the Association shall consist of the following classes, pursuant to §617.0601, Fla. Stat.:

  1. Active Members
    The Chief Fire Official as designated by their governmental body within Volusia County. Attendance at 60% of the regularly scheduled meetings is required of active members to retain voting privileges for their department, unless excused for good cause by the Board of Directors. Attendance percentage will be considered by evaluating attendance records of the previous 12 duly convened meetings or date of membership if less than 12.

  2. Regular Member
    Any Command Staff as recognized by their respective department within Volusia County. A regular member may be designated by the Active Member, in good standing, of their department to cast a vote in the absence of the Active Member.

  3. Associate Member
    1. This Association may accept for Associate membership those persons from any governmental or quasi-governmental agencies allied with the Fire Service i.e. DBCC Emergency Services Institute, EVAC, Emergency Management, Medical Director. To be considered for Associate membership, applicant shall be sponsored by at least one Active Member Organization.
    2. An active member in good standing of the Association who retires, resigns, or under normal circumstances relinquishes his command or position as Chief or Assistant Chief of a Volusia County fire department shall be entitled to Associate Membership.

  4. Life Member
    Life members shall be those who have served as active members of the Association, rendered outstanding service to it, and been approved for membership by majority vote of the active membership present at a duly convened regular business meeting. Life Members shall be exempt from payment of dues and shall have no vote. Life membership may be rescinded for cause by majority vote of the active membership present at a duly convened regular business meeting.

  5. Sustaining Member
    This Association may accept for Sustaining Membership those persons from any fire service related organization or business when approved by a majority vote of the active membership present at a duly convened regular business meeting. These memberships are available to accommodate commercial or private individuals who wish to be affiliated with and support the Association, including organizations or individuals who would benefit the Association or who would be directly related to the fire/emergency medical service, i.e. fire protection engineers, alarm companies, sprinkler companies, apparatus manufacturers, service or equipment vendors and other associations with similar goals in public safety and fire/rescue protection.

  6. Active Member Organization
    Shall be defined as a fire service organization as designated by their governmental body within Volusia County and has an Active Members of this association.


ARTICLE III DUES

Dues shall be assessed each member and payable by April 1st of each year. The fee
structure shall be:

Active member $50
Regular member $50
Associate member $50
Life member $0
Sustaining member $100

Any Active Member with dues unpaid after May 31st is delinquent and has no privileges of voting or other benefits of the Association until such dues are paid in full, provided that notice was provided in the Annual Dues Statement in February. Further, the organization to which said Active Member is associated with will no longer be considered an Active Member Organization until such time as the Active Member has paid the required dues and is determinied to again be in good standing by majority vote of the active members at a duly convened regular meeting. Delinquent members that have not paid their outstanding dues by May 31st will be notified that their membership has been terminated, subject to Board of Directors approval.


ARTICLE IV
OFFICERS, DUTIES, & ELECTION

The officers shall consist of President, Vice President, Secretary/Treasurer and Immediate Past President, who together shall also constitute the Aassociation’s Board of Directors as required by §617.0801, Fla. Stat.

  1. Duties of Officers

    1. President
      It shall be the duty of the President to preside at all meetings of the Association and of the Board of Directors in accordance with parliamentary procedure, to call a special meeting when in his judgment it is necessary, to appoint all committees, to enforce the Constitution and Bylaws, and to install newly elected officers.

    2. Vice President
      In the absence or inability of the President, the Vice-President shall perform all the duties of that office, and when the President is presiding, shall assist that officer in every way possible. Should a vacancy occur in the office of President, he shall at once assume all duties and responsibilities of that office. The Vice-President shall normally chair the Nominating Committee.

    3. Secretary/Treasurer
      It shall be the duties of the Secretary/Treasurer to call the roll of active members at every meeting and to record the proceedings of the meetings. He shall keep the books and file the papers pertaining to his office. He shall furnish all members with certificates of membership. He shall give written notice of each special meeting and schools of instruction to each member that may be available to personnel of other departments. He shall attend to all correspondence, submit a report at each meeting, and perform such other duties that are incidental to his office.

      It shall be the duty of the Secretary/Treasurer to pay all bills against the Association by bank checks when authorized at a regular, special, or annual meeting, to keep a correct account of all receipts and disbursements and submit his accounts to the Association or Board of Directors when called for. He shall make a report at each regular meeting showing all amounts received and expended and the date, purpose, and payee, with respect to each expenditure. He shall also make a report at the annual meeting covering the entire year.

      The bank account shall be established in such a manner that withdrawals can only be made upon the signatures of two of the three elected officers. No money shall be withdrawn from any bank unless authorized at a regular, annual, or special meeting.

  2. Election of Officers

    The election of the officers, also constituting the Board of Directors, shall occur at the annual meeting of the members, as contemplated by §617.0701, Fla. Stat. to be held during the month of November, at a place designated at a previous meeting. The election of officers for the forthcoming year shall take place at this meeting by secret ballot. The officers shall hold office for a period of one (1) calendar year. In the normal progression of chairs, the Vice-President shall assume the chair of President. The offices of Vice President and Secretary/Treasurer shall be chosen by majority vote of active members of the Association. Officers shall normally be installed and assume office at the January meeting.

    Prior to the January meeting, the outgoing Secretary/Treasurer shall present the Association’s records to an Audit Committee of members not including the Board of Directors for an independent audit. Once this audit is completed and accepted by the Association, the new Secretary/ Treasurer shall assume assigned duties.

    Vacancies on the Board of Directors shall be filled in the same manner as a regular election, in the normal progression of chairs, the Vice-President shall assume the chair of President. The offices of Vice President and Secretary/Treasurer shall be chosen by majority vote of active members of the Association. Officers shall be installed and assume office at the next duly convened meeting of the Association. All replacements will hold office for the remainder of the term.


ARTICLE V MEETINGS

  1. The annual meeting of the Members of the Association, as contemplated by §617.0701, Fla. Stat., shall be the November meeting, at which the officers and Directors shall be elected. The annual meeting of the Board of Directors, as contemplated by §617.0820, Fla. Stat., shall be the January meeting.

  2. Monthly Meetings
    The regular meeting of the Association shall be held on the fourth (4th) Wednesday of each month unless approved otherwise at a regular meeting. The place of the meeting shall be designated by the body at the previous meeting as notified by the Secretary/Treasurer at a later date.

  3. Attendance by 50% of the Active Members, or their voting designee, shall constitute a quorum. If a quorum is not present then no legal transactions of the businessof the Association can occur and the official meeting is canceled.

  4. D. Rules of Order
    The normal order of business shall be:

    1. CALL TO ORDER
    2. INVOCATION (non-sectarian)
    3. PLEDGE OF ALLEGIANCE
    4. ROLL CALL OF ACTIVE MEMBERS
    5. WELCOME OF GUESTS
    6. MINUTES OF PREVIOUS MEETING

      7. a. Approved as read
      b. Approved w/additions or corrections

    7. MONTHLY TREASURER’S REPORT

      8. a. Received as read and filed for audit

    8. COMMITTEE REPORTS
    9. OLD BUSINESS
    10. NEW BUSINESS
    11. ADJOURNMENT


ARTICLE VI
SPECIAL MEETING

  1. Special meetings of the Board of Directors or of the members may be called by or at the request of the President or any two directors. The person or persons authorized to call special meetings of the Board of Directors or of the members may fix the place for holding any special meeting of the Board of Directors or of the members called by them.

  2. Notice of any special meeting shall be given at least 10 days previously thereto by written notice delivered personally or mailed to each members business address, telefax, or electronic mail (email). If mailed, such notice shall be deemed to be delivered when deposited in the United States mail so addressed, with postage thereof prepaid. Any Active Member may waive notice of any meeting. The attendance of a Active Member at a meeting shall constitute a waiver of notice of such meeting, except where a Active Member attends a meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened.


ARTICLE VII
VOTING

  1. Each Fire Service Organization represented by an Active Member shall be entitled to one (1) vote.

  2. Votes reflecting action or policy of the Association shall be made by a majority vote of the Active Members, or their voting designee, present at a duly convened meeting.

  3. Official positions or resolutions of the association shall require majority roll call vote of the Active Members, or their voting designee that are present.

  4. All votes taken shall be by roll call and those votes recorded in the official minutes of the Association.


ARTICLE VIII
CHANGES IN BY-LAWS

Amendments to these By-laws shall be approved by two-thirds (2/3) of the active members, or their designee, present at a duly convened meeting. Notice of By-law amendments shall be given to all active members not less than 28 days prior to the proposed action.