Pike County Ohio Firefighters Association

Proudly Serving Pike County Firefighters Since 1976.

Constitution and By-laws

Pike County Firefighter’s Association Inc.

Constitution of the Pike County Firefighter’s Association Incorporated

Revised and Adopted November 26, 2013

Article I- Name

The name of the organization will be the Pike County Firefighter’s Association Incorporated, hereafter referred to as the “Association”.

Article II- Mission, Object and Purpose

The mission, object and purpose of this Association are to promote cooperation and communications between the member organizations.  This includes mutual aid between organizations; sharing of resources, both manpower and equipment; common training, where possible; and cooperative practices and policies for emergency response, as appropriate and to bring together at frequent intervals members of the Association for the purpose of promoting mutual understanding, dissemination of knowledge, procedures and practices of firefighting.

Article III- Membership

Section 1.  Eligibility for membership in the Association will be extended to all recognized, regularly constituted volunteer or paid fire departments in Pike County Ohio and any neighboring county departments and their members in good standing.

Section 2.   Any departments wishing to join the Association will first need to be present at a regularly scheduled Association meeting and complete an application for membership.  The President will forward the application to the Inspection Committee who will inspect the candidate department, make a report in writing and provide the results of their inspection at the next regularly scheduled Association meeting.  All candidate departments must meet the minimum equipment and standards as set forth by the Association in order to be considered regular members of the Association.  The minimum guidelines used by the Inspection Committee cannot be above those set forth in the most current version of NFPA 1901, ISO and/or other applicable standards and publications.

Section 2.1.  The Inspection Committee will either recommend acceptance as a regular member, rejection or referral for further investigation.  However, if said referral or rejection is due to not meeting the equipment criteria they may recommend an Associate membership until the candidate department can meet the minimum standards as set forth by the Association above.  Upon the Inspection Committee’s recommendation, the President will call for a vote.  The vote will be to accept, reject or refer for further investigation.   A vote by the majority of the member departments present is required in order to take action on the recommendation of the Inspection Committee.  If a candidate department is rejected for any reason they will be notified in writing as to the reason(s) for their rejection.  The candidate department will not be reconsidered for membership until all reasons for rejection have been satisfied.  Departments who have been recommended as Associate members do not have a vote in the Association and do not have all privileges and or rights extended to them up to and including mutual aid.

Section 3.  Membership classifications are as follows.  Active (meaning a department), Regular (meaning an individual person), Charter, Charter Retired, Honorary, Honorary Retired, Associate and Business/Corporation.

Section 3.1.  Active members (departments) are those who meet the membership requirements as set forth in Section 1 of this Article and have all privileges up to and including voting rights. 

Section 3.2.  All personnel in good standing with any Pike County or neighboring county member Fire Department are also deemed as Regular members (individual) of the Association.

Section 3.3.  Charter and Charter Retired members are those members who joined the Association prior to April 1, 1976 and/or those who have ten (10) years or more of fire service and are in good standing with the Association.  Charter and Charter Retired members have all privileges up to and including voting rights. 

Section 3.4.  Honorary members are those who have significantly contributed to the fire service and have helped to promote the mission, object and purpose of this Association and or those who have been members of the fire service.  Honorary members do not have voting rights.  

Section 3.5.  Associate members are those departments and agencies that do not meet the minimum requirements for regular membership but are deemed an asset to the Association.  Associate members do not have voting rights.

Section 3.6.  Business/Corporate memberships will be extended to those businesses or corporations that wish to be a contributor to the mission, object and purpose of the Association.  Corporate members do not have voting rights.

Article IV- Charges, Complaints, Discipline, Removal and Appeal (member or department)

Section 1.  Any member or member department of the Association may be suspended or expelled for just cause after a complaint or charges in writing have been presented to the President.  Once a complaint or charges have been made against a member or member department the President will refer the charge or complaint to the Investigation Committee who will investigate the allegations and report their findings within thirty (30) days of the complaint or charge or at the next regularly scheduled Association meeting.  The Investigation Committee will make a written report and either recommend sustaining the complaint or charges or dismissing them. Additionally, if the Committee finds that the charges or complaint should be sustained then they will also recommend the remedy, which will either be suspension, expulsion, probation, written reprimand or no action to be taken.  The member or member department will be allowed to speak on their behalf prior to any voting.  The President will call for a vote which may be by secret ballot by the member department’s present.  Their vote will be to first either sustain or dismiss the complaint or charges.  Then the voting departments must vote to accept the recommendation of punishment. 

Section 1.1.  The removed member or member department may appeal their removal in writing to the Executive Committee within seven (7) days of their removal.  The Executive Committee will conduct a hearing within thirty (30) days of the request for appeal.  The Executive Committee will notify the appealed of the date, time and location of the hearing.  The Executive Committee’s decision shall be rendered within thirty (30) days from the hearing, reduced to writing and sent to the appealed.  The Executive committee’s decision will be final.

Article V- Officers, Eligibility and Eligibility to Vote

Section 1.  The officers of the Association will be President, Vice President, Secretary, Treasurer, or Secretary/Treasurer (which may be the same office holder), Statutory Agent, at least three (3) Trustees and any other officers that the Association may deem as necessary. These officers will be known as the Executive Committee.  All officers will be nominated from the floor at the regularly scheduled Association meeting preceding the annual election.  The President, Vice President, Secretary or Treasurer may also serve as the Statutory Agent or Trustee of the Association. 

Section 2.  Every member in good standing of this Association will be eligible to hold office in the Association.

Section 3.  Any Active, Regular, Charter or Charter Retired member shall have a vote in the Association.  However, please note that in some instances there is only one (1) vote allowed per member department rather than one (1) vote per individual member.  The highest-ranking member present from each department will do all voting or balloting but the vote should be based upon the recommendation or consensus of the members present from the department. 

Section 3.1.  The Treasurer will provide the President and the Executive Committee with a list of eligible member departments who are entitled to vote before each meeting.  In order to have voting rights the member department must be in good standing with the Association as provided in this Constitution and By-Laws.

Article VI- Nominations, Elections of Officers and Term of Office

Section 1.  There will be a Nominations Committee appointed by the President in September of each year.  The purpose of this committee will be to canvass the roster of the Association and prepare a slate of candidates for each office.  The Nominations Committee will present the slate of recommended candidates to the Association at the October meeting.  These recommendations shall not prevent or discourage other nominations from the floor.  After all nominations have been made the President shall call for a vote which may be by secret ballot at the November Association meeting.  The Nominations Committee will be responsible for the collecting and counting of any ballots. A member may only hold one (1) office in the Association with the exception of Statutory Agent, Trustee and Secretary/Treasurer which may be the same office holder.  The President, Vice President, Secretary, Treasurer or any other Association member may hold the offices of Agent and Trustee.  A candidate must receive a majority vote by the member departments present in order to be elected. 

Section 2.  The elections of officers will be held annually at the November Association meeting and shall be by secret ballot by the member departments present.  Each member department in good standing shall have one (1) vote per office.  The candidate who receives the majority votes for their nominated office shall be deemed the successful candidate and the elected officer will take office on January 1 of the next year. Officers will hold their office for one (1) year or until their successors are elected with the exception of Association Statutory Agent and Trustee’s.  The Agent will serve a three (3) year term of office and one (1) Trustee will hold a two (2) year term of office and the remaining will hold three (3) year terms. 

Article VII- Removal of Officers, Charges, Complaints, Discipline and Appeal

Section 1.  Any office holder who misses three (3) consecutive meetings without being excused may be removed for inefficiency and or any office holder who no longer is able to perform the duties of their elected office and or any office holder who fails to perform the duties of their office and or performs any ethical, moral or legal misconduct may be removed from office. 

Section 2.1.  An Association member or officer must first submit their charge or complaint or reasons for removal in writing to the President or Vice President if the charge or complaint is regarding the President. Once the complaint is received the President will present the charge or complaint at the next regularly scheduled Association meeting.  The President will refer the complaint or charge to the Investigation Committee.  The Committee will make a report in writing and shall report them at the next regularly scheduled Association meeting where the President will then allow the accused office holder to speak on their behalf regarding the charge or complaint.  The President will then call for a vote by secret ballot by the majority of the member departments present and they will either sustain or dismiss the charge or complaint.  If the charge or complaint is sustained the office holder will immediately be removed from his office.  All Association property and documents shall be returned to the President within thirty (30) days. 

Section 2.2.  The removed officer may appeal his removal in writing to the Executive Committee within seven (7) days of said removal.  The Executive Committee will conduct a hearing within thirty (30) days of the request for appeal.  The Executive Committee will notify the appealed by certified mail of the date, time and location of the hearing.  The Executive Committee’s decision shall be rendered within thirty (30) days from the hearing, reduced to writing and sent by certified mail to the appealed. The Executive Committee’s decision will be final.

Article VIII- Finance, Revenue Dues and Delinquency

Section 1.  The revenue for this Association will be generated from yearly membership fees and fund raising projects as recommended by the Treasurer and the Auditing/Finance Committee and as determined by the membership of the Association. 

Section 2.  The amount of annual membership dues and other assessments will be recommended by the Treasurer and the Auditing/Finance Committee and as determined by the membership of the Association.

Section 3.  All membership fees will be payable to the Association Treasurer on or before the meeting held in January of each year.

Section 4.  Any department six (6) months delinquent in payment of dues may be dropped from membership by a majority vote of the member departments present at any regular meeting. Any department that has been removed is deemed as not in good standing with the Association and shall not have any voting privileges until reinstated by the Association membership.

Section 5.  Any department who has been dropped from the membership roster for nonpayment of dues will not be considered for reinstatement until all delinquent dues, fees and assessments have been paid in full from the date they became delinquent.  The treasurer shall certify that the department has paid all fees.  The President will call for a vote which may be by secret ballot and in order to be reinstated the department must receive a majority vote by the member departments present.

Section 6.  No cancellation, prorating or refunding of dues will be made.

Section 7.  In the event of a special circumstance any immediate and emergent bill under $100 or any moral obligation may be paid prior to a regularly scheduled Association meeting. Any Association Officer may direct the ordering of flowers, purchasing of certain cards and/or gifts to be ordered and paid for by the Association Treasurer and the Treasurer may pay for said bills without approval of the membership.  All bills should wait until a scheduled meeting to be discussed, voted on and then paid with the exception of the above mentioned situations.  Flowers should not exceed $50.   

Article IX- Amendments

Section 1.  The Constitution and By-Laws may be amended by recommendation of Association members, member departments or the Constitution and By-laws Committee providing that the proposed amendment(s) have been submitted to the Association’s Constitution and By-Laws Committee prior to a regularly scheduled Association meeting.  The Committee will present the proposed amendment(s) to the Association for their consideration and recommendation. No action will be taken until the next regularly scheduled Association meeting.  The Committee will meet prior to the next regularly scheduled Association meeting to consider the proposed amendment(s).  The Committee will present their recommendation either for or against the proposed amendment(s).  The Committee will also give a report in writing to the Association.  The President will call for a vote which may be by secret ballot and in order to be enacted, the amendment(s) must receive a majority vote by the member department’s present.

By-Laws of the Pike County Firefighter’s Association Incorporated

Article I- Name, Mission, Object and Purpose

Section 1.  The Association existing under these By-Laws is to be known as the Pike County Firefighter’s Association Incorporated, hereafter referred to as the “Association”.

 Section 2.  The mission, object and purpose of this Association are set forth in the Constitution.

Article II- Management

Section 1.  The government and management of the Association shall be entrusted to the elected Executive Committee as provided in the Constitution Article V Section 1.

Article III- Nominations, Elections of Officers, Term of Office and Vacancies

Section 1.  Nominations, Elections of Officers, Term of Office and Vacancies will be the same as provided in Article VI of the Constitution. 

Section 2.  The remaining members of the Executive Committee shall fill all vacancies existing in the Executive Committee with the exception of President or in any office of the Association for any cause and the person whom is appointed shall hold the office for the unexpired term of the officer whom they succeed.  In the event that there is a vacancy in the office of President, the Vice President will assume the role of President and providing that the Statutory Agent is not the President or Vice President then the Statutory Agent shall fill the office of Vice President.  The same will apply for vacancies in the office of Secretary and Treasurer or if combined Secretary/Treasurer.  If the Statutory Agent is already serving in one of the aforementioned offices then the Trustees will fill the vacancies.  Once all offices have been filled by the existing Executive Committee and in the event of any further vacancies in the Executive Committee the President will appoint officers to fill the vacancies and or term or until their successors are elected.

Article IV- Association Executive Committee and Special Meetings

Section 1.  The Association Executive Committee will generally have charge of and be responsible for the management of the affairs of the Association.

Section 2.  The President shall call a special meeting of the Association Executive Committee upon the request of any member of the Executive Committee.

Article V- Duties of Officers

Section 1.  Duties of the Association President shall be to preside at all Association meetings and to have general supervision over business and affairs of the Association.  The President should make an annual report at the January meeting covering the accomplishments of the previous year.  The President should make a report on the goals of the Association for the ensuing year.  The President shall perform Association duties in good faith and in a manner he believes to be in, or not opposed to, the best interests of the Association.

Section 2.  The duties of the Vice President shall be to assume and discharge the duties of the President in his absence, disability, removal or when called upon by the Association President.  The Vice President shall perform Association duties in good faith and in a manner he believes to be in, or not opposed to, the best interests of the Association.

Section 3.  The duties of the Secretary shall be to have charge of and keep a full and correct record of all proceedings of the Association meetings, render reports of membership annually or when called upon at a meeting and under the direction of the President handle any correspondence of the Association.  The Secretary shall also be the custodian of the department membership roster and shall at all times keep the roster up to date.  The Secretary shall perform Association duties in good faith and in a manner he believes to be in, or not opposed to, the best interests of the Association.

Section 4.  The duties of the Treasurer shall be to have charge of all finances and see that they are safely deposited in an Association approved institution and shall report once a month to the Executive Committee and the Association the condition of the finances of the Association.  The Treasurer shall be responsible for the collections of all dues, fees and assessments of the Association.  He along with the Audit/Finance Committee shall recommend any necessary changes in membership fees and fund raising activities in order to carry out the activities of the Association.  The Treasurer shall perform Association duties in good faith and in a manner he believes to be in, or not opposed to, the best interests of the Association.

Section 5.  The duties of the Statutory Agent shall be to assist the President, Vice President, Secretary and Treasurer in conducting the affairs of the Association and in the event of removal, resignation or vacancy shall fill any such vacancy in the office of either Vice President, Secretary or Treasurer and shall perform Association duties in good faith and in a manner he believes to be in, or not opposed to, the best interests of the Association.  The Statutory Agent may also serve in the office of Association President, Vice President, Secretary or Treasurer.  The Statutory Agent will automatically move up to fill any vacancy with the exception of President, which will be filled by the Vice President.

Section 6.  The duties of the Trustees shall be to assist in the conducting of the affairs of the Association and in the event of removal, resignation or vacancy shall fill any such vacancy in the office of either President, Vice President, Secretary, Treasurer or Secretary/Treasurer and or Statutory Agent and shall perform Association duties in good faith and in a manner he believes to be in, or not opposed to, the best interests of the Association. The Trustee may also serve in the office of Association President, Vice President, Secretary or Treasurer.

Article VI- Appointments and Committees

Section 1.  The President immediately upon taking office each year should appoint any committees deemed necessary to effectively carry out the mission, object, purpose and business of the Association.  All committee’s should consist of at least three (3) Regular Association members.  Association members may serve on more than one (1) committee.

Section 2.  The standing committees of the Association are as follows: Auditing/Finance, Constitution and By-Laws, Communications, Inspection/Investigation, Mutual Aid and Nominating.

Section 2.1.  The Auditing and Finance Committee will meet at least once per year or as necessary with the Association Treasurer.  The Committee will perform a general audit of the Associations finances and books and will recommend any needed changes to either increase or supplement the Association’s income.  The committee will give a written report at the January organizational meeting.

Section 2.2.  The Constitution and By-Laws Committee will meet at least once per year or as necessary.  The Committee will advise the Association of any recommended or needed changes in the Association’s Constitution and By-Laws.

Section 2.3.  The Communications Committee will meet at least once per year or as necessary.  The Committee will be in charge of recommending changes in the Pike County Emergency Communications Committee.

Section 2.4.  The Inspection and Investigation Committee will meet as necessary.  The Committee will be in charge of inspecting new candidate departments and will also serve as the investigators of any charge or complaint rendered against any member, member department or officer of the Association.

Section 2.5.  The Mutual Aid Committee will meet at least once per year or as necessary.  The Committee will advise the Association of any recommended or needed changes in the Associations Mutual Aid Agreement. 

Section 2.6.  The Nominations Committee will meet once per year starting in September to prepare a slate of candidates for the Associations Executive Committee.

Article VIII- Meetings and Quorum     

Section 1.  The regular meeting of the Association shall be held at pre-designated locations on the last Tuesday of each month.  If the regular meeting date falls on a holiday or interferes with a county activity the meeting date will be moved to the Tuesday proceeding the last Tuesday.  This change should first be discussed at a regular meeting but may be changed by the President if he is notified of a conflict.  This change shall not cause any undue hardship on the host department and they should be notified of said change immediately to confirm that the new date is not in conflict with their department’s scheduled activities.  If the date change is in conflict, the President will either change the location to another host department or cancel the meeting.  Notifications will be by pager, radio, text, social media, email or other available means of the date, time and location. There will be no regular Association meeting scheduled in December.

Section 2.  A special meeting may be called by the Association President at the request of any Association member to the Executive Committee providing the reason for said meeting is stated with the reason why it cannot wait until the next regularly scheduled Association meeting.  If the Executive Committee deems the meeting to be an emergency or urgent then the President shall call for the requested meeting. The special meeting will be announced as outlined in Section 1 above. 

Section 3.  At any special meeting that has been called only the business for which the meeting was called should be discussed and transacted.

Section 4.  A quorum shall consist of a majority of the Executive Committee members present and one-third of Active member departments present at the meeting. 

Article VIII- Notice

Section 1.  The Secretary will notify all member departments of the annual elections.

Section 2.  The Treasurer will mail every Association member a dues notice in December of every year.

 

Article IX- Department Demographics and Changes

Every department should furnish the Secretary with its mailing address along with the department’s demographic information (address, phone number, email, chief name, address, phone number and email, etc.).  The Secretary will provide every Association department a demographics/membership form in December of every year.  The demographics/membership form should be turned in by the January meeting to the Secretary.  All member departments should also furnish the Secretary any department changes as soon as they occur so that an up to date roster and mailing list may be kept.

Article X- Rules of Order

All proceedings of this Association should be conducted under Roberts Rules of Order.

Article XI- Limitations and Liabilities

This Association and/or Active members and/or Regular members and/or any member shall not incur or cause to be incurred any liability or obligation which shall subject to liability any department, group, member, the Association or other individual, corporations or organizations.

Article XII- Order of Business

1.  Call to Order

2.  Pledge of Allegiance

3.  Invocation

4.  Meal

5.  Re-Call to Order-Resume Meeting-Thank Host Department

6.  Roll Call of Officers and Roll Call of Departments

7.  Reading of Minutes of Previous Meeting and Motion for Approval

8.  Treasurers Report, Bills and Motion for Approval

9.  Committee Reports

10.  Old or Unfinished Business

11.  New Business

12.  Report of Members Sick or in Distress

13.  Good of the Association

14. Guest Speakers

15.  Adjournment

16.  Program-Speaker-Guests-Training

Article XIII- Certificate of Adoption of Constitution and By-Laws           

This Constitution and By-Laws amends, replaces and supersedes any and all existing Constitution and By-Laws of the Pike County Firefighter’s Association.

I do hereby certify that the above stated Constitution and By-Laws of The Pike County Ohio Firefighters Association Incorporated were approved as amended by the Constitution and By-Laws Committee, the Executive Board and the majority of the member departments present on Tuesday, November 26, 2013 and constitute a complete copy of the Amended Constitution and By-Laws of the corporation.

 

Secretary  Jason Fields

Date: November 26, 2013


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