2010
The name of this organization shall be The Nassau County Junior Firefighters Association.
Section II
The purpose of this organization shall be:
a) Promote camaraderie for all Junior/Explorer programs throughout Nassau County.
b) To have a centralized training program.
c) To have an avenue of information for all the Junior/Explorer programs.
d) To participate and assist in community events, (Fire Safety, Child Safety, Etc.)
Section III
This association will be run in a para-military fashion. All officers will be addressed by title and name at association functions.
All advisors appointed to this organization must be approved by the Nassau County Firemen’s Association (NCFA Executive Board).
Section I
There will be no enrollment limit.
Section II
Applicants for membership shall be of good moral character.
Section III
The Junior/Explorer Program applying for membership of the NCJFA must reside in Nassau
County.
Section IV
Any Junior/Explorer Program wishing to join must have all proper paperwork in order before
being accepted into the organization.
Article III Duties of Members
Section I
All advisors will be furnished a copy of the NCJFA By-Laws. It will be the duty of the advisor to
distribute said By-Laws to His/Her Junior/Explorer organization. These By-Laws must be read
by both the member and parent/guardian.
Section II
No member shall leave the scene of an activity without permission from an officer or advisor from his/her organization.
Section III
When traveling to any sanctioned Association trip, all members must provide a written slip, with
an emergency contact and telephone number prior to leaving for the event. NO EXCEPTIONS!
All members must show respect to all adults, peers and themselves.
Article IV Officers
The officers of The Nassau County Junior Firefighters Association shall be President, 1st Vice President, 2nd Vice President , Secretary, Treasurer, and Sergeant at Arms.
The terms of the office shall be one (1) year, January to December.
The election of officers shall be held at the January meeting as these By-Laws provide for.
The terms of the first officers of this organization will be decided upon by an appointed Officers Committee.
Subsequent officer’s terms will commence annually at the January general meeting of each
year. Officers will be installed at this meeting.
Section IV
Any member wishing to run for office must have a letter from their advisor stating
qualifications.
Section V
In the event of more than one person running each member must present a bio on themselves to
the general membership.
Article V Duties of Officers
PRESIDENT: (1) The duties of the President shall be to preside at all meetings, call special meetings, and command the membership whenever the association is gathered for extracurricular activities. (2) The President starts the meetings starting with the Pledge of Allegiance. (3) The President is in charge of all juniors/explorers and officers. (4) The President will run the meeting according to Roberts’s Rules of Order. (5) The President is to bring any concerns or problems with any of the juniors/explorers immediately to the board for discussion. (6) The President will email his/her itinerary to the Chairperson & Co-Chairperson for the upcoming meeting no later than the Wednesday before the meeting. (7) The President will be in monthly contact with his/her officers and committees and report them to the Chairperson. (8) The President will store, transport, setup and be responsible for the NCJFA banner, pole and Roberts Rules of Order. The banner will be present at all association meetings, dinner or any other activities designated by the Board of Directors. (9) The president will impartially enforce all provisions of the by-laws. (10) The President will arrive 15 minutes before the start of a meeting or activity.
2nd Vice President: (1) The duties of the 2nd Vice President shall be to preside and command at all times in the absence of the President and the 1st Vice President and to cooperate and assist them in all ways possible. (2) The 2nd Vice President is to bring any concerns or problems with any of the juniors/explorers immediately to the board for discussion. (3) The 2nd Vice President will arrive 15 minutes before the start of a meeting or activity.
Section IV
Secretary: (1) The Secretary will read the minutes from the previous meeting. (2) The Secretary will record any reports from the advisors, officers, board members and any other reports made. (3) The Secretary will read back the minutes from each meeting for the juniors to accept or correct. (4) The Secretary will type the report from meeting or activity and e-mail them to the Chairperson, Co-Chairperson. (5) The Recording Secretary will read all correspondences. (6) The Secretary’s email must be checked daily. (7) The Recording Secretary will keep the roster updated each meeting. (8) The Secretary will send out e-mails notifying the organization of meetings or activities. (9) The Secretary is to bring any concerns or problems with any of the juniors/explorers immediately to the board for discussion. (12) The Secretary will arrive 15 minutes before the start of a meeting or activity.
Section V
Treasurer: (1) The Treasurer will collect any money due the organization (2) The Treasurer will read bank statements to the membership at regular meetings, keep all financial records and to turn over any Association funds for deposit to the advisor designed as Treasurer. (3) The Treasurer will keep track of dues and inform the Secretary of any member or organization not in good standing. Receipts of all money transactions shall be kept.
Section VI
Sergeant at Arms: (1) The Sergeant at Arms will take attendance at all meetings. (2) The
Sergeant at Arms will lead the Salute to the Flag. (3) The Sergeant at Arms will assist the
President in maintaining order during the meeting, and to provide records of attendance of
meetings or any other activities of the NCJFA. (4) The Sergeant at Arms is to bring any concerns
or problems with any of the juniors/explorers immediately to the board for discussion. (5) The
Sergeant at Arms will arrive 30 minutes before the start of a meeting or activity.
Section VII
In the event an officer is unable to fulfill the term of the office, said office will be declared vacant. The President may at his/her discretion request to the advisors/officers committee to appoint someone to temporarily fill the vacant office. In the event the vacancy will be longer than six (6) months, nominations and elections will follow at the next regularly scheduled meeting. Notice must be sent to all members ten (10) days in advance of the meeting informing them of the vacant position and upcoming nominations and elections.
Article VI Meetings
Section I
Association meetings will be held on Sunday mornings of the following months: January, April, June, September, October and November..
Section II
upcoming meetings. The website can be checked to confirm meetings.
Section III
Meetings shall begin promptly at 10:00 am. Meeting location and time may be altered by the
Officers or Advisors providing notice is given to the membership seven (7) days prior to such
meeting.
Section IV
Ten (10) members or 10% of the membership, whichever is less, in good standing, and two (2)
advisors shall constitute a quorum for any meeting.
Section V
Section VI
All meetings will be run according to Robert’s Rules of Order unless superseded by these by-laws.
Section VII
Any member wishing to speak at a meeting shall raise his/her hand and wait to be recognized by the presiding officer. A member shall rise when addressing the membership.
Section VIII
The annual meeting of the association will be held in December.
Section IX
The order of business for all meetings shall be:
1. Call to order
2. Pledge of allegiance
3. Reading of the minutes from previous meeting or special meeting
4. Proposal of new members
5. Collection of dues
6. Nominations/election of members/and or officers
7. Reports of officers
8. Reports of advisors
9. Reports of committee’s
10. Communications and bills
11. Report of Treasurer
12. Unfinished business
13. New business
14. Excuses
15. Roll call
16. Good and welfare
17. Adjournment
18. Refreshments
Article VII Dues
Section I
There will be no individual dues.
Section II
Each affiliated Junior Department or Explorer Post will pay annual dues of fifty dollars ($50.00). dues must be paid by the December meeting each year in order for the group to be eligible to vote.
Section III
Dues shall not be pro-rated.
Section IV
Failure to pay organization dues for two (2) years will result in the suspension of all activities for the individual Department membership. Failure for a third year will result in removal form The Nassau County Junior Firefighters Association.
Section V
If an organization is removed from the association for non-payment of the dues as described above, and wishes to rejoin the association, they must re apply for the group membership and pay the appropriate back dues as set forth by the Board of Directors.
Article VIII Nominations
Section I
Nominations shall occur at the October and November regular meetings.
Section II
All nominations must be made from the floor. Nominations shall be declared open at the start of the October meeting and the November meeting and closed at the end of said meeting. Elections will take place at the start of the January Meeting.
Section III
No more than one (1) member from each organization or post shall hold an office at the same time.
Section IV
Any member wishing to run for office
a.) Must be a member in good standing for at least six (6) months.
b.) Must be able to serve a full term of office.
Section V
To run for the position of President, a member must have held a prior officer position for at least one (1) full term.
Section VI
No member can hold an office more than once, except Treasurer, Secretary, or Sergeant at Arms
Article IX Elections
Section I
Elections will be held at the January general meeting of the association.
Section II
Voting shall be by secret ballot.
Section III
The President shall vote in the same manner as all other members so as not to isolate him/her and highlight his/her voting preference.
Section IV
Elections shall be decided by a plurality vote. In case of a tie, there will be new ballots cast until the tie is broken.
Section V
There will be no write-ins or absentee ballots.
Section VI
At no time will a count be given on the outcome of the election other than a tie, at the time of the announcement only the name of winner will be announced.
Article X Resignations
Section I
Resignation of organizations or officers must be in writing to the chairman. Resignations will be accepted by the Board of Directors and all equipment belonging to the Association has been returned in good and/or working order.
Article XI Neglect of Duty, Suspensions or Dismissal
Section I
Neglect of duty of a member may consist of one or more of the following:
a) Failure to participate in training activities.
b) Disobedience of a direct and lawful order of a superior officer or advisor.
c) Conduct unbecoming a junior firefighter or explorer shall include but not be limited to the following: smoking, drinking alcohol, or using controlled substances while on fire department property or during a sanctioned event.
d) Failure to turn over money belonging to the Association.
e) Loss of association issued equipment.
f) Failure to comply with the by-laws of The Nassau County Junior Firefighters Association.
g) Abuse of authority.
h) Use of profanity.
i) Damaging or stealing property from the association.
Section II
Any member may be suspended for neglect of duty by an Advisor of the association and confirmed by the Board of Directors. The suspension begins immediately and shall not exceed sixty (60) days. Such suspension must be followed up in writing from the Association Secretary to the member as soon as possible. The notice must be mailed certified with return receipt requested to the members’ last known address.
Section III
Repetition of any offense or second different offense may result in dismissal as recommended by the Board of Directors.
Article XII Uniforms and Media
Section I
Any apparel issued or purchased by the member that has the official name or logo of the association shall be kept in good order and worn with pride.
Section II
Any apparel issued to a member by the association shall be maintained by the member and returned to the association upon leaving the association in a wearable and clean condition.
Section III
No one shall display the name of the association on a garment, or item, not approved by the association.
Section IV
At no time will any member of the organization make any statement to the media or news without first notifying the Chairman of the Board of Directors
Section V
At no time shall any member post any pictures, videos, power points, statements, or blogs of any activity, training, or meeting on any website, facebook, myspace, twitter, Etc. without the written permission of the Board of Directors.
Article XIII By-Laws and Amendments
Section I
Amendments to these by-laws shall be presented in writing at any regular association meeting and may be acted upon at any following regular meeting provided that each member is notified of said changes at least ten (10) days prior to the meeting that said change is to be acted upon
Section II
To change a by-law, a two-third (2/3) vote of the membership present must be in favor of the adoption of such change.
Section III
If a proposed amendment is defeated, it may be resubmitted and voted on at the next meeting. An amendment can be changed, cancelled, corrected or added to the present by-laws.
Article XIV Advisors
Section I
Initial Advisors shall be appointed by the Officers Committee and the Board of Directors with the approval of the NCJFA Executive Board. They shall have terms that run for the same period as the elected officers.
Section II
There shall be no less than ten (10) advisors appointed at all times. This number shall increase as a proportionate ratio of advisors to the members of the association. This ratio will be 1:10, with a ratio never to exceed 1:15
Section III
Subsequent Advisors shall be required to submit a letter of interest to the Officers Committee. If the need for additional Advisors needs to be met before such time, Advisors will be appointed by the current committee to meet our set ratios.
Section IV
Advisors are to oversee the firematic and administration of the association.
Section V
Advisors will have no vote at general meetings.
Section VI
Advisors will have overall control of the membership at all times, ensuring the safety and well-being of all members.
Section VII
Advisors will refrain from smoking, consuming alcohol, abusive language and any unbecoming
conduct when in contact with the members of the Association.
Section VII
There shall be no more than (2) people from the same Fire Department serving on the Board of Directors at the same time.
Section XI
Any personnel applying for the NCJFA Board of Directors shall attend an interview at the next scheduled Board of Directors Meeting. A vote shall take place at the meeting, with a 2/3 vote for acceptance.
Article XV Committees
Section I
All active committees will report regularly to the Board of Directors and then to the General
membership. Committee Chairpersons are expected to submit, in writing, a report at each
meeting.
Section II
No committee shall spend any funds without written permission of the Association without the approval of the Association and the NCFA Board of Directors.
Section III
Advisors will chair the following committees:
a) Meeting sites.
b) Refreshments for outings.
c) By-laws.
d) Officers and nominations
e) Grants and Loans.
Section IV
The President shall appoint the following committees, under the advisement of the Board of
Directors of the NCJFA.
Fund Raising Committee:
This committee shall bring to the membership ideas for fund raising, and
if approved, they shall execute these ideas. All money is to be handled through the Treasurer and the appointed Treasurer.
Sunshine Committee:
This committee shall send an appropriate card to any member who is sick or experiences a death in his/her immediate family. All members are required to notify the committee if they hear of any such events. A small petty cash fund will be established. Records and all receipts will be kept. This will be audited annually.
Audit Committee:
This committee shall, with the assistance of at least two advisors, audit any financial records of the association prior to the annual meeting and will present the report to the membership.
Budget Committee:
The committee, along with two advisors, shall oversee the income and expenditures of the association and present an annual budget to the membership at the beginning of each calendar year.
Training Committee:
This committee, along with two advisors, shall set up Firematic and training activities.
Annual Dinner Committee:
This committee, along with two advisors, will secure a location, choose a date, send out invitations, order food and set up a program for an annual installation dinner. This dinner will honor the outgoing President. A budget will be set and adhered to.
Apparel Committee:
This committee will obtain ideas for apparel, get prices for comparison and bring before the membership such ideas. If approved by the members and advisors, this committee will be in charge of taking orders from members and placing them with the approved vendor. Any money collected will be accounted for and given to the Treasurer and a receipt will be obtained from them.
Recreation Committee:
This committee shall come to the regular meetings with ideas, locations and possible costs for recreational activities. These activities can be with other organizations or possibly field trips outside the area.
Picnic Committee:
This committee would be in charge of securing a date and place for an annual picnic. Unless a budget has been approved for the cost of a picnic, each participating department would bring something.
Grant Committee:
This committee will prepare grant application forms for submittal to the respective municipality with the support of the local politicians.
Note: All committee expenditures will be based on the budget. If no budget dollars are available, a request from each participating Fire Department can support activities.