TABLE OF CONTENTS
ARTICLE ONE NAME/PURPOSE 1
ARTICLE TWO MEMBERSHIP 2
Section One Regular Members 2
Section Two Associate Members 2
Section Three Honorary Members 2
Section Four Life Members 2
Life Associate Members 3
Section Five Applications 3
Section Six Retirement 3
Section Seven Removal of Members 3
Section Eight Membership – not transferable 3
ARTICLE THREE OFFICERS AND THEIR ELECTION 4
Section One Officers 4
Section Two Term 4
Section Three Nomination and Reappointment 4
Section Four Eligibility 5
Section Five Removal 5
ARTICLE FOUR DUTIES OF THE OFFICERS 6
Section One President 6
Section Two Vice-Presidents, Secretaries, Treasurer, Sergeant-at-Arms and
Directors 6-7
ARTICLE FIVE MEETINGS 8
Section One Bi-monthly Meetings 8
Section Two Special Meetings 8
Section Three Quorum 8
Section Four Executive Session 8
Section Five Notification 8
Section Six Directors Meetings, Meeting Proxy & Reimbursements 9
ARTICLE SIX MAINE CHIEF FIRE OFFICER CERTIFICATION 10
Section One Mission Statement and Purpose 10
Section Two Certification Level 10
Section Three Certification Committee, Applications, Minimum of Service,
Re-Cert., Costs 10
ARTICLE SEVEN RULES OF ORDER 11
Section One Rules 11
Section Two Procedure for Conducting Quarterly Meetings 11
ARTICLE EIGHT AMENDMENTS TO THE CONSTITUTION 12
ARTICLE NINE DUES 13
Section One Annual Dues & Adjustments 13
Section Two Delinquent Dues 13
CONSTITUTION AND BY-LAWS
OF
MAINE FIRE CHIEFS’ ASSOCIATION
ARTICLE ONE
PURPOSE
The Chiefs of Departments of Maine and other such persons as
we shall deem it proper to join us, form ourselves into an organization to be
known as "The Maine Fire Chiefs’ Association." The purpose of which shall be to
Promote and Develop Professionalism, Foster Political Relationships, provide
Chief Officer Certifications and provide Leadership Qualities for Maine Fire
Service.
If at any time the Association shall cease to carry out the
purpose as herein stated, all assets and property held by it, whether in trust
or otherwise, shall, after payment of its liabilities, be paid over to an
organization, selected by a majority of the Board of Directors of the
Association, which has similar purposes and has established its tax exempt
status under section 501 (3) of the Internal Revenue code of 1354 as now
enacted, or as may hereafter be amended, and such assets and property shall be
applied exclusively for such charitable, scientific and education programs.
ARTICLE TWO
MEMBERSHIP
SECTION ONE
Regular members shall be any duly sworn chief of a fire
department, either public or private, or who regardless of their official title,
are the chief fire official in any city, town, hamlet, or village within the
State of Maine and appointed by that jurisdiction as the chief fire official,
and the chief officers of said department, Fire Chief, Deputy Fire Chief,
Battalion Chief, Division Chief, District Chief, Assistant Chief, or Fire
Administrator.
SECTION TWO
Associate Members shall have all the privileges of
Regular Membership except that of holding office and voting.
Associate Membership shall include, but not be limited
to: the Maine Fire Marshal and Assistant, Maine Director of Forest Fire
Control and District Rangers, the Maine Fire Training and Education
Administrator and Deputies, and Fire-related Business Professional etc.,
excluding all other fire department personnel not covered under Section One
regardless of rank or position.
There shall be a Chaplains’ Division of the Association.
Membership in the Chaplains’ Division shall be limited to members of the
clergy who are serving in any official capacity as Chaplain to a fire
department in the State of Maine. Members of the Chaplains’ Division shall
be considered associate members of the Association.
There shall be a Retired Fire Chiefs’ Division (RCD) of
the Association. Membership in the RCD shall be limited to past Regular
Members, who served their communities, as Chief, for five (5) continuous
years. The Retired Fire Chiefs’ Divisions shall be considered Life Members,
with voting privileges but will not hold any position on the Board of
Directors, Executive Board, or Chair any Committees of the Association.
SECTION THREE
Honorary members shall be those who may have rendered
conspicuous service to "The Maine Fire Chiefs’ Association," recommended and
accepted by the Board of Directors of the Association.
SECTION FOUR
A. Life Members shall include Regular Members who have
completed five (5) continuous years as a Regular Member and who honorably
retires or resigns from active duty, and will retain voting rights as a
Regular Member but will not hold any position on the Board of Directors,
Executive Board, or Chair any Committees of the Association. Upon
reinstatement as an Active Member, the Life Membership shall be suspended
until the member re-retires or re-resigns.
B. Life Associate Members shall include Associate Members
who have completed five (5) continuous years as an associate member and who
honorably retire or honorably resign from active duty in the fire related
activity.
SECTION FIVE
A. Any applicant for Regular Membership must complete the
full membership form, and be sponsored by a regular member.
B. Any applicant applying for Associate Membership must
complete the ful1 membership form and be sponsored by a Regular Member.
C. Acceptance for any type of membership shall be by
majority vote of the Board of Directors.
SECTION SIX
On the retirement or separation of employment in good
standing, of any regular Association member from office in his/her individual
fire department, he/she may retain his/her membership in the Association, for 1
year, subject to the approval of the Board of Directors. They may not hold any
position on the Board, Executive Board or Chair any committees.
SECTION SEVEN
Removal of Members. The Board of Directors may
censure, either publicly or privately, suspend, or expel, and prohibit
reinstatement of a member for any violation of the IAFC Code of Ethics as
adopted by the MFCA Board. The Board of Directors shall establish procedures for
the handling of complaints against members and for the investigation and
determination thereof. In each case the member so involved shall be notified
promptly.
SECTION EIGHT
Membership is not transferable; it shall be in the name of
the individual and shall not be attached to the position.
ARTICLE THREE
OFFICERS AND THEIR ELECTION
SECTION ONE
A. The Executive Board of Directors of the Association
shall consist of a President, First Vice-President, Second Vice-President,
Correspondent Secretary, Treasurer and Sergeant-at-Arms. The Executive Board
shall meet as needed to handle urgent business matters, which can not wait
until the Regular Monthly Meeting of the Board and with suggestions from the
Board of Directors, set-up the yearly schedules for meetings and trainings
for the year. Emergency actions of the Executive Board will be brought to
the full Board of Directors, as soon as possible.
B. The Board of Directors will consist of sixteen (13)
Active Members, representing the 13 Counties, the Immediate Past President
and the Executive Officers.
SECTION TWO
Executive Board Members shall hold office for a term of
one year subject to the terms contained below. Officers shall hold office
until their successors are elected. President, 1st Vice-President, 2nd
Vice-President, , and Sergeant-at-Arms may be nominated to advance under the
normal process of elevation, provided they are qualified and want to move
up. The Correspondent Secretary and Treasurer shall remain in office until
they resign or are replaced.
Members of the Board of Directors shall be elected and
serve for a term of one (1) to three (3) years.
SECTION THREE
Nomination and/or Reappointment of Officers:
There shall be a nominating committee composed of two (2)
past presidents and three (3) board members of the Association. Nomination
of Board Members will be made by the Nominating Committee or from the floor
at the Annual Meeting in October. If other nominations come from the floor,
the President may ask for a secret ballot.
Should a vacancy in the Executive Board occur, such
vacancy may be filled at the next Regular Meeting of the Board of Directors.
Should a vacancy in the Board of Directors occur, such
vacancy will be filled at the Annual Meeting or by direct nomination (in
writing) from a County Association and approval of the Board of Directors.
County Associations should be involved in having a Board Member to represent
them, even if that representative is from another County
SECTION FOUR
Eligibility for Office. To be eligible as a Board
Member of the Association, the candidate must be a Regular Member and have been
a Regular Member for a period of at least one (1) year.
SECTION FIVE
Removal of Officers. All Board Members, absent from 3
meetings in a row or over 50% of the Association Meetings within the fiscal year
(Oct 1st to Sept 30th), without approval of the President
or First Vice President, shall be dismissed from the board. Any such approval
from the President or First Vice President must be put in the minutes at the
meeting they are missing.
The Board of Directors may censure, either publicly or
privately, suspend, or expel, and prohibit reinstatement of a member for any
violation of the IAFC Code of Ethics as adopted by the MFCA Board. The Board of
Directors shall establish procedures for the handling of complaints against
members and for the investigation and determination thereof. In each case the
member so involved shall be notified promptly.
ARTICLE FOUR
DUTIES OF THE OFFICERS
SECTION ONE
It shall be the duty of the President to preside at all of
the meetings of the Association; to keep order therein; to call regular meetings
of the Board of Directors; to call Special Meetings of the Board of Directors;
to sign all purchase orders or check requests for the Treasurer; to appoint, at
the meeting preceding the annual meeting a Nominating committee of two (2) past
Presidents and three (3) Board of Director members, and direct them to present,
in writing, a complete slate of officers for consideration at the Annual
Meeting.
SECTION TWO - DUTIES
President – executive leadership of the Association. See
Administrative Guide.
First Vice-President – to perform the duties of the
President during his absence, and to assist the President in the performance
of his duties. See Administrative Guide.
Second Vice-President – to perform the duties of the
President during the absence of the President and the First Vice-President
and to be in charge of all publicity for the Association. See Administrative
Guide.
MMA Secretary – to be responsible for maintaining all
records and transactions of the Association and make a written report of
business of the preceding year at the annual meeting. Attend all meetings of
the Association and do the minutes. To maintain and safeguard all
Association records entrusted to his/her care. The Secretary shall notify,
by mail, the members of the Association and the Board of Directors of all
meetings, keep a roll of all members of the Association, and submit to the
Board of Directors all additions or deletions to the same as soon as
possible as they occur. See Administrative Guide.
Correspondence Secretary – to help the President write
all correspondence as necessary as soon as possible after each meeting. Work
with MMA Staff as necessary. In the absence of the MMA Secretary, keep
minutes at all meetings. Work directly with the Maine Fire Chiefs’ Web
Master to keep the Web Site current. All info for the Web Site should go
directly to the Correspondence Secretary. See Administrative Guide.
Treasurer – to implement and maintain a sound system of
financial records and management and maintain budgetary control. See
Administrative Guide.
Sergeant-at-Arms – to enforce the directions of the
President at all meetings; to control and circulate the attendance book at
all meetings; to levy wearing the Association name badges; to circulate
necessary materials among the members at a meeting; to control access to
meetings; and to assist the President in overseeing the security and
maintenance of order at all Association/Director’s meetings, and conferences.
See Administrative Guide.
Board of Directors – shall have charge and control of the
management of the Association, including the ways and means of carrying out
its objectives and purposes, subject to the wishes of its members expressed
at any regular meeting. The Directors shall also have general management of
all the affairs of the Association not otherwise provided for. See
Administrative Guide.
ARTICLE FIVE
MEETINGS
SECTION ONE
The Executive Board of Directors, with suggestions and
direction from all Board Members, shall set all meetings of the Association.
SECTION TWO
A. The MFCA normally meets every month between Board of
Directors Meetings, Quarterly Meetings and the Annual meeting. The October
meeting will be the Annual Meeting. All meetings will be posted on the MFCA
Website and can be changed by the Board of Directors.
B. Special meetings may be called by the President or
First Vice President, in the President’s absence. Each member shall be
notified by mail or e-mail of the time and place of the meeting by the MMA
Secretary. E-mail notification shall require a confirmation of receipt.
C. The Executive Board shall meet every August to put
together a Proposed Budget for the following year.
SECTION THREE
Nine (6) members shall constitute a quorum to transact
business.
SECTION FOUR
Whenever the President or a majority of the Board of
Directors deems it necessary to go into Executive Session at a Quarterly Meeting
or a meeting of the Board of Directors, the President shall so order and state
the purpose of the executive session. Attendance at executive sessions shall be
limited to voting members for (Quarterly Meetings) and Board Members (at Board
of Directors Meetings) and any other persons as requested by the President, per
Maine State Law Title I, Section 405.
SECTION FIVE
All members shall be notified at least five (5) days previous
to the holding of any meeting of the Association except, Special Emergency,
Executive Board or meetings of the Board of Directors.
SECTION SIX
Board Members may have a proxy at meetings to bring back
information in the absence of the Board Member. This proxy will not have
voting privileges.
Travel allowance will be provided to all Board Members of
the Association who do not have a travel allowance they can use at regular
Board meetings only. Mileage will be reimbursed at the current Federal Rate.
The Association at regular Board meetings only, provided
they are not covered by the member’s travel/meal allowances will pay for the
cost of meals for Board Members. Board Members traveling over 200 miles
round trip, will be reimbursed for lodging for Board meetings only. The
original receipt must be accompanied with the request for payment for
reimbursement.
All other expenses will have to be approved by the
President or 1st Vice President.
ARTICLE SIX
MAINE CHIEF FIRE OFFICER CERTIFICATION
SECTION ONE
The mission of the Maine Fire Chiefs’ Association Professional Certification
program is to foster professional development of Fire and Emergency Service
Personnel by providing guidance for professional achievement.
The purpose is to further enhance the professionalism of Fire Chiefs
throughout the State of Mane by establishing Education, Training and Experience
Criteria relevant to the position of Fire Chief and Chief Officers and to
certify that the candidates have met these criteria.
SECTION TWO
The Maine Fire Chiefs’ Certification Program has two levels, Level I and
Level II with Level II being the highest designation. Either may be used after
your name using the following designated letters:
MECFOI or MECFOII
SECTION THREE
The Certification Program will be managed by a "Certification Committee"
appointed by the Board of Directors of the Maine Fire Chiefs’ Association.
Applications for Certification may be downloaded from the Maine Fire Chiefs’
Web Site or contacting the MMA Secretary.
A Fire Chief or Chief Officer must have a minimum of five (5) years service
as Chief to be certified.
A Certification and Re-Certification Fee of $50.00 will be
charged per application to cover associated costs.
ARTICLE SEVEN
RULES OF ORDER
SECTION ONE
In the absence of any provision to the contrary in this
constitution or the Rules of the Association, all meetings of the Association
and all meetings of the Board of Directors, and of all other committees and
sections shall be governed by the parliamentary rules and usages contained in
then current editions of Roberts Rules of Order Revised.
SECTION TWO – QUARTERLY MEETINGS
The order of business shall be as follows unless changed by
the President or by suggestion and board approval:
Pledge of Allegiance to the Flag.
Message of Thanks to the Host Chief.
Message of Thanks to providers of Hospitality.
Reading of the Minutes.
Reading of the Treasurer’s Report.
Communications.
Reports of Standing Committees.
Reports of Special Committees.
Break Period.
Unfinished Business.
New Business.
Applications for Membership and/or applications for Mutual
Aid Radio Frequencies.
Report of the Nominating Committee (Annual Meeting).
Remarks for the good of the Association
ARTICLE EIGHT
AMENDMENTS TO THE CONSTITUTION
Proposed By-Laws changes must be submitted in writing at any
Quarterly Meeting of the Association. After introduction, a decision to vote on
such proposed by-laws shall be conducted at the next regularly scheduled monthly
meeting of the Association Directors. By-Laws shall be changed by a two-thirds
vote of the active members present at the next Quarterly Association Meeting.
Proposed by-laws changes shall be published on the Association Web Site during
the period between the meeting at which the changes were introduced and the
meeting at which the proposed changes are to be voted upon.
ARTICLE NINE
DUES
SECTION ONE
A. The annual dues of the Association for Regular and
Associate Members will be paid in the amount established by the majority of
the membership present at a Regular Meeting of the Association, after being
notified of possible change on the Chiefs’ Web Site and the meeting notice,
preceding the meeting. Membership runs January 1 to December 31st each year.
New Memberships will be allowed a three-month grace period for dues:
October, November and December.
B. Honorary, Life and Associate Life Members shall not be
subject to annual dues.
SECTION TWO
Whenever any member shall fail to pay his/her annual dues,
after being sent an original invoice and thirty (30) days later a second notice,
their name shall be dropped from the membership list. Any member so dropped can
be reinstated by paying all dues owed to the Association.
Adopted by Membership on October 6, 2004.
Amended and Adopted by Membership on July 21, 2005.
Amended and Adopted by Membership on February 9, 2007.
