IDAHO FIRE CHIEF'S ASSOCIATION
CONSTITUTION AND BY‑LAWS
Revised May 3, 2007 at Lewiston, ID
Amended May 13, 2010 at Post Falls, ID
Amended May 10, 2012 at Boise, ID
SECTION 1. Name. This association shall be known as the Idaho Fire Chief's Association, Inc., also referred to hereafter as the IFCA.
SECTION 2. Organizational composition. The IFCA was established in June 1969. It is an incorporated entity in the state of Idaho and is registered with the IRS as a 501(c)
3 non-profit organization. It is governed by a Board of Directors, hereafter referred to as the Board, The Board of Directors consists of an Executive Board (the Officers) , District Directors and Ex-Officio (non-voting) Board members as may be appointed to the Board by the Board. The IFCA’s Officers and Directors are elected from those eligible to hold office from within the IFCA’s membership.
SECTION 3. Mission and Vision statements. The mission and vision statements of the IFCA, as of January, 2007, are as follows:
SECTION 4. Purpose. The purpose of
this organization i s to collectively pursue and achieve the following ideals for the common good of all members and the public they serve:
H. To support and encourage fire service participation in the delivery of pre‑hospital emergency care and medical services at various proficiency levels to relieve human suffering and trauma;
H. To promote the development of the fire and EMS services through a comprehensive program of education, public relations, political action and research;
I. To monitor, propose, and advocate for or defend against legislation at all levels of government to assure the best interests of the majority of member fire and EMS services are served and that such legislation
SECTION 1. Membership, general. Regular membership in the IFCA is intended primarily for chief officers (crossed bugles) who are active members from a career, combination or volunteer fire and/or fire-EMS service or agency whose area of jurisdiction is within the state of Idaho. Other classes of membership are offered in several categories for Associate, Life, Honorary, Divisional or Department as described below.
SECTION 2. Categories of Membership. The IFCA shall have the following categories of membership:
A. Regular Member
1. Must be an active member of any fire or fire-EMS department or agency whose area of jurisdiction is within the state of Idaho.
2. Job responsibility must include:
a. A chief or administrator who oversees the operations of any career, combination or volunteer fire or fire-EMS department and all chief officers (crossed bugles) of any public, private, governmental or industrial fire or fire-EMS department.
Eligible to hold elective office within the IFCA .
Eligible to serve on IFCA committees.
vote on all IFCA business matters which may be brought to a vote of the general membership
and the election of officers.
6. Receive member communications from the IFCA.
B. Associate Member (single) or Associate Membership (group)
1. Any individual, business or firm interested in the IFCA’s mission and vision or whom provide products or services to the members of the IFCA; and
2. Is or are otherwise not eligible for Regular membership.
3. Other fire, EMS or emergency service professional organizations or associations.
1. May participate in events and activities of the IFCA but may not hold office or vote on IFCA business or election of officers.
2. Eligible to serve on any IFCA committee.
3. Receives member communications from the IFCA.
C. Life Member and Honorary Member
1. Life Member. Past-President of the IFCA; and/or IFCA member for ten (10) consecutive years immediately preceding retirement or honorable
separation from service; and/or
2. Not eligible for Regular or Associate membership.
3. Honorary Member. Anyone recommended and approved by a majority consensus (6
6%) of the Board, or, anyone recommended and voted upon by a majority consensus (6 6%) of the voting Membership. This would typically be someone who has rendered outstanding, exceptional or conspicuous service to the IFCA, its aims and purposes.
1. Waiver of dues to the IFCA.
Waiver of conference registration fee to the IFCA annual conference.
3. Receives all IFCA member communications.
4. Eligible to serve on all IFCA committees.
5. Life Members meeting eligibility Items No. 1 and 2 (above) are eligible to vote on IFCA business, including elections of Board members. 1. Life Members may hold elective office.
D. Divisions and Division Membership (Division Member)
The IFCA Board may authorize the establishment, continuation of, or dissolution of specialized divisions within the IFCA. Divisions are intended to carry out detailed activities in specialized or specific fire and
must be organized and developed under their own written operating protocols, provided they abide by coincide with the guidelines and parameters of the IFCA’s Constitution and By-Laws. Division operating protocols shall first be approved by the Division’s Membership and Board Division operating protocols shall then be submitted to the IFCA Board for further review and approval.
2. Divisions shall be under the ultimate jurisdiction of the IFCA Board.
However, Divisions shall be operated by their own board of directors elected from within that division. Presidents of each division shall report to and be fully accountable to the IFCA Board. The IFCA President may appoint an IFCA Board member to serve as a liaison to each or any Division.
3. Anyone with an interest in a division’s purpose and guidelines may hold
a Division Membership.
4. Committees may be established within each division by Division Boards,
as needed or required, to conduct division business. Committees shall be
under the jurisdiction of, and responsible to, the division, but with
oversight from the IFCA Board. Members of committees shall be
members of that division.
5. Divisions shall not be financially independent of the IFCA. Divisions shall
annually submit for review and consideration a proposed budget to the IFCA Board before April 1 of each year. This budget shall list all anticipated expenditures and revenue for the following calendar year. All division expenditures must be authorized in advance by the IFCA Vice-President of Operations.
6. All division sponsored activities and programs requiring any funding are expected to be self‑supporting. All Division sponsored activities and programs that may present a financial liability to the IFCA shall be coordinated
, in advance, with the Vice-President of Operations
E. All-Volunteer Fire or EMS Department Memberships. All-volunteer fire or
F. Master Membership for IFCA Board Members. Those persons serving on the IFCA’s Board of Directors are provided “Master Memberships” at the Regular Member annual due cost. This is to encourage Board members to participate as voting members in each IFCA Division, as they so choose, and as a benefit for volunteering their time to serve on the Board.
BOARD OF DIRECTORS
SECTION 1. Composition of the Board.The IFCA
SECTION 2. Executive Board. The Executive Board shall be composed of the following positions: President, Vice‑President, Vice-President of Operations, State Vice‑President to Western Fire Chiefs Association, and the Immediate Past President. The chain-of-succession to the Chair is in the order shown.
SECTION 3. District Directors. There shall be seven (7) District Directors on the Board, one from each of the seven (7) IFCA districts. Each District Director and Alternate District Director shall be from an agency headquartered within the geographic district that he/she would represent as Director or Alternate Director. District Directors shall be elected as specified in the Constitution, Article III, Section 6. (Amendment #2010-02 passed 5-13-10)
SECTION 4. District Director Alternates. Each person serving as a District Director shall appoint and identify a District Director Alternate who shall have full powers to represent the District Director in their absence (See Article IV, Section 2, F.).
SECTION 5. Eligibility. Any eligible member of the IFCA seeking election to any of the elective offices specified in this article shall, on the day of election, and thereafter while in office, be a Regular
or Life member in good standing of the IFCA.
SECTION 6. Election of Officers and Directors. The President, Vice‑President, Vice-President of Operations, and State Vice‑President to Western Fire Chiefs Association shall each be elected by
a ll members present and voting. There shall be seven (7) District Directors on the Board, one from each of the seven (7) IFCA districts. These seven (7) District Directors wi
ll be voted on only by those members of the IFCA from within that particular district. The eligible voting members from those seven (7) Districts
will be members of IFCA in good standing. (Amendment #2010-01 passed 5-13-10)
SECTION 7. Terms of Office.
SECTION 8. Vacancies and Resignations.For the position of President, Vice‑President, Vice-President of Operations, and State Vice‑President to Western Fire Chiefs Association; any of whom ceases to be eligible as a Regular IFCA member, upon two‑thirds approval from the Board, be allowed to continue in office until expiration of their term. In the event of a vacancy occurring on the Executive Board, the next officer in line, or an officer of the Board’s choosing, shall immediately be directed by the Board to assume all the duties and authorities of the vacant office. An acting officer, to replace the one filling the vacancy, shall be appointed by the Board. Vacancies of District Directors may be filled by the District Director Alternate, with their agreement, and/or may be appointed by the President.
DUTIES OF THE BOARD OF DIRECTORS
SECTION 1. Duties of the Board of Directors.
Collectively the Board of Directors is expressly authorized to have general charge for and responsibility to the membership for the affairs of the IFCA. .
A. The Board of Directors shall review the work of the IFCA at all Board of Directors meetings and
to regularly inform the membership of the work of the IFCA through various communication mediums.
D. The Board of Directors shall develop
broad policy for the goals, objectives and operation of the IFCA through the use of the Strategic Planning process . That process shall involve the voluntary participation and involvement of the IFCA membership.
F. The Board of Directors have been extended Division memberships in all IFCA Divisions to encourage the Board’s involvement in those divisions to the extent they are able to do so.
G. All IFCA Board members and District Director Alternates shall maintain their membership requirements for Regular membership in the IFCA throughout the duration of their Board term.
SECTION 2. Duties of Officers. All officers shall follow guidelines as adopted herein and as may be revised by the IFCA Board as circumstances or need may dictate.
A. The President shall:
1. Be the official representative and spokesperson for the IFCA.
2. Preside at meetings of the IFCA and at meetings of the Board.
3. Appoint committees as needed or not otherwise provided for and make special appointments of persons on committees or other positions as may be needed.
4. Perform other such duties as may be required of their office or by the Board.
5. Provide leadership and guidance to carry-out and maintain the Strategic Plan of the IFCA.
6. Monitor the performance of the Divisions and Committees and mentor their leaders in their duties.
B. The Vice‑President shall:
1. Assume the duties and responsibilities of the President in the absence or inability of the President to perform the duties of the office.
2. Assist the President in conducting the annual conference, meetings, business and polices of the IFCA.
3. Assist the President and Vice-President of Operations in managing the organizations finances and in the development of the annual budget and strategic plan.
4. Perform such other duties as are prescribed by the President or Board.
C. The Vice-President of Operationsshall:
1. Keep records of all proceedings and records of business activities. 1. Keep a record of the membership with current member contact information.
Be responsible for the custody of all the assets of the IFCA and exercise responsible control of same adhering to the IFCA’s Financial Policy.
Deposit all monies of the IFCA in a chartered bank or recognized financial institution in the name of the IFCA.
3. Supervise the collection and disbursement of all funds
and disperse such funds of the IFCA by check drawn by the Vice- President of Operations and countersigned by any other Board member.
5. Disbursements shall be made in accordance with the Financial Policy of the IFCA.
1. Be bonded in an amount approved by the Board and shall be periodically revised as needed.
6. Report to the Board and membership at the annual meeting on the financial condition of the IFCA, including a financial statement prepared
and/or reviewed by an Idaho CPA.
Prepare and provide a budget for the next calendar year for the IFCA. 1.
D. The State Vice‑President to the Western Fire Chiefs Association shall:
1. Serve as liaison and State Director from the IFCA to the Western Fire Chiefs Association.
2. Participate on the Board of Directors of both the Western Fire Chiefs Association and the IFCA.
3. Communicate pertinent fire service issues, legislation, events and activities within Idaho to the Western Fire Chiefs Association.
4. Prepare and submit activity reports to the IFCA Board and members.
5. Serve on the IFCA membership committee.
6. Keep the members of the IFCA notified of Western Fire Chief's Association activities.
7. Coordinate special projects and assignments for the IFCA as assigned by the Board or President.
SECTION 3. Duties of District Directors. All District Directors shall follow guidelines as adopted herein and as may be revised by the IFCA Board as circumstances or need may dictate.
A. The District Directors shall:
1. District Directors shall serve as the IFCA’s local point-of-contact for all members within their particular district.
2. District Directors shall make regular contact with the IFCA members within their district
by email, phone and/or in-person for the purpose of communication on IFCA matters.
District Directors shall constantly monitor activities within their districts and actively work to recruit new IFCA members.
4. District Directors shall make reports at Board meetings on their activities in their District on behalf of the IFCA.
B. District Director Alternates:
1. There shall be designated alternates, one for each District Director, selected by the District Director from IFCA members within their district. These alternates shall have full authority to discharge the duties as director in the event said Director is unavailable or unable to do so, should they become incapacitated and are unable to fulfill their term of office or responsibilities as Director.
2. The District Director shall “pre-qualify” any District Director Alternate prior to submitting that person’s name to the Board by having that person’s consent to serve and ensuring they are a current IFCA member from within their district.
MEETINGS AND CONFERENCES
SECTION 1. Annual Meeting. There shall be an Annual Meeting of the IFCA membership at a date, time and location approved by the Board and announced at least thirty (30) days prior to such meeting. The annual meeting shall typically be held in conjunction with the Annual Conference. The purpose of this meeting is to review and discuss IFCA business, to present reports on the IFCA’s activities, to
conduct the election of Board members and to vote on any pertinent IFCA business. The membership in attendance at the annual meeting shall constitute a quorum for the purpose of conducting business.
SECTION 2. Board of Director Meetings. The IFCA Board shall meet at least twice annually, one of those times being in or around the Annual Meeting and Conference. The IFCA Board shall also meet in the Fall of each year, typically at the venue of the following year’s Annual Meeting and Conference. The Board may also convene to meet on special occasions, circumstances or issues at any time when so requested by the President.
SECTION 3. Division Meetings. All IFCA Divisions are required to hold at least one annual business meeting to review and discuss division business, to present reports on the division’s activities, to conduct the election of divisional Board members and to vote on any pertinent division business. Minutes of this meeting shall be forwarded to the
Vice-President of Operations within thirty (30) days of the meeting.
SECTION 4. Committee Meetings. All committees, Standing and Ad Hoc, shall be led by a Committee Chair appointed by the President
and/or the Board. Committees may meet and conduct business in whatever manner best suits its member ’s capabilities (email, teleconference or in-person). Committee chairs are responsible for their committees and for keeping the Board informed of their efforts. (See By-Laws, Article II for more information.)
SECTION 5. Annual Conference.
SECTION 6. Division Conferences. Divisions may hold their own conferences but they must be self-supporting and must be coordinated at least six months in advance with approval of the
Vice-President of Operations. No one except the President or Vice-President of Operations may sign or enter into a contract in relation to any conference on behalf of the IFCA.
SECTION 1. Dues. The dues for all members of the IFCA, shall be as identified in Appendix A – Dues and Revenue. Dues are assessed annually and are for the calendar year. Memberships expire on December 31 of each year until dues are received for the following year. Dues increases may only be approved upon an affirmative vote of 2/3 of the IFCA membership
at an Annual Meeting with thirty (30) days advance notice required.
SECTION 2. Fiscal liabilities. No
Board member, Division board member, committee person or IFCA member shall incur any expenses or fiscal liabilities in the name of the IFCA without the knowledge and authority of the Board; except for the Vice-President of Operations , or any other person specifically permitted to do so by the Board, in the course of carrying out IFCA business .
SECTION 3. Fiscal year. The fiscal year of the IFCA shall be a calendar year and shall extend from the 1st day of January through the 31st day of December.
SECTION 4. Voting restriction. No member,
except Life Members, while in arrears for dues and/or failing to pay the Annual Conference registration fee , while at the annual meeting, shall be entitled to vote or have any of the other privileges enjoyed by members whose membership dues and conference registration fees are paid-in-full. Any dues in arrear or conference registration fees must be paid-in-full before 0800 hours on the day of the Annual Meeting and election in order to be able to vote.
SECTION 5. Complimentary Annual Conference Registrations. Certain guests of the IFCA’s Board including invited speakers, distinguished visitors and dignitaries shall be provided “complimentary” conference registrations and other paid expenses, upon approval of the President.
A two‑thirds (2/3) affirmative vote of eligible members, who are present and voting, shall be necessary for the adoption of any such amendment or revision. In certain circumstances of an urgent or emergency nature, the Board may, “temporarily” amend or revise a specific section or aspect of the Constitution or By-Laws, if done so with unanimous consent of the Board and for the primary benefit of the IFCA and its members. That specific section would remain “temporarily” amended or revised until the next following annual meeting where the action can be voted upon by the membership as a whole.
SECTION 1. Standing Committees.The following Standing committees are established, whose chairperson and members shall hold office until replaced, or changed, by the Board, who shall reconfirm or make new appointments at the first meeting of the Board following an election of Board members.
A. Finance Committee
B. Constitution and By-Laws Committee
C. Elections Committee
D. Conference Committee
E. Membership Committee
F. Legislative Committee
SECTION 2. Ad Hoc Committees. The President may appoint special (Ad Hoc) committees should it be necessary or useful to do so.
SECTION 3. Reports Due. Each Standing and Ad Hoc committee shall be responsible for submitting a report of their activities at the annual meeting.
SECTION 1. Reporting of Nominations. The Elections Committee shall present their report to the Chair and membership during the annual meeting giving a complete list, if any, of the nominations for all elective offices of the IFCA. If the Chair is nominated and/or running for any office, then the Chair shall turn the gavel and chair over to a Board member that is not running for office. The Chair shall then call for any further nominations from the floor. Nominations from the floor shall require the nominee's presence and verbal concurrence from the floor, at the time of nomination. After calling three (3) times for further nominations, the Chair shall declare the nominations closed. SECTION 2. Nominee Withdrawals. Any nominee who desires to withdraw their name may do so at the time of nomination but shall not make any address nor request their sponsors to support any other candidate. All election campaigns are expected to be conducted on the highest ethical level. SECTION 3. Single Nominations. For any Office for which there is only one nomination, the Chair shall instruct the chairperson of the Elections Committee, as the representative of the membership assembled, to cast a ballot for such nominee, and shall thereupon declare such nominee elected. SECTION 4. Election Procedure. The Elections Committee shall obtain a list of all Regular, Life and Honorary IFCA members registered for the annual conference as of 0800 hours on the morning of the Annual Meeting and election. The Chair shall inform the membership that the polling place will be open at 1200 hours and close at 1600 hours, the location of the polling place, and that all eligible members shall be entitled to vote as follows: The polling place shall be operated by members of the Election Committee, with assistance if needed. The polling place shall provide sufficient privacy to ensure confidentiality of those voting. There shall be no campaigning allowed within sight or sound of the polling place. SECTION 5. Tabulation of Ballots. The polls shall remain open until 1600 hours, at which time the polls shall be closed by the Elections Committee. The Elections Committee shall immediately count, and re-count, the ballots for accuracy and report the results to the President. The election results shall be posted in the Registration Area of the Annual Conference the following morning . SECTION 6. Ties. In the case of a tie vote, the Board shall cast a secret ballot. Ballots shall be sealed in an envelope and given to the Elections Committee for counting. The Elections Committee shall report back to the Board the results of that election. SECTION 7. Preservation of Ballots. All ballots shall be preserved by the Elections Committee chairperson until 1700 hours the day after the election in case a recount should be required. After that time the chairperson of the Elections Committee shall destroy the ballots by shredding.
RULES OF ORDER
SECTION 1. Duties of the Chair.The Chair shall be the presiding officer and shall preserve order and decorum. The Chair shall not take part in debates while presiding. All questions of order shall be subject to appeal to the members assembled, and upon such an appeal the vote shall be taken without debate. The Chair may state the reasons for the decision given, and shall put the question as follows: "Shall the decision of the Chair be sustained?" A two‑ thirds (2/3) majority of those present and voting shall be necessary to reverse the decision of the Chair.
SECTION 2. Addressing the Chair.Every member, when speaking or offering a motion, shall rise, state their name and department or agency, and respectfully address the Chair, and when finished speaking, shall at once resume their seat. Anyone addressing the Chair or the meeting shall speak loud and clearly as the meeting is being digitally sound recorded for the Minutes.
SECTION 3. Simultaneous speakers.When two or more members rise to speak at the same time, the Chair shall decide who is entitled to the floor first and that the second party will be recognized to speak next.
SECTION 4. Call to Order. A member called to order shall immediately cease speaking and resume their seat until the point of order in question has been decided, when they shall again be entitled to the floor.
SECTION 5. Previous questions.A motion to take the previous question shall always be in order except when a member is in possession of the floor, and must be put without debate, and if supported by a majority
of the members present, voting shall be declared carried, and no further debate or amendments shall be in order until the main question has been decided.
SECTION 6. Motion to Adjourn. A motion to adjourn shall always be in order, except when a member is in possession of the floor, or a vote is being taken. A motion to adjourn is not debatable, but a motion to adjourn to a given time is open to debate.
SECTION 7. Proposed Amendments.The reading of all proposed amendments to the Constitution or By‑Laws, of which notice has been given prior to the opening of the annual meeting, shall be the first item of New Business of the annual meeting.
SECTION 8. Robert’s Rules Apply. Robert’s Rules of Order shall apply when conflict in rules of order are experienced.
NEW OFFICERS AND OATH OF OFFICE
Section 1. Swearing in ceremony. All new Board members shall be sworn in for their new terms of office following the annual meeting and before the close of the annual conference. Typically a Past President will do the duty of swearing in the new officers.
Section 2. Oath of Office. All elected Board members shall affirm to the following oath of office:
“I, , hereby affirm that I will support the Constitution and By‑Laws and at all times bear true allegiance to the goals and purposes of the Idaho Fire Chief's Association. I will perform the duties and responsibilities of my office to the best of my ability. So help me God."
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