July 1, 2009

To support the Mercer County Fire District firefighters and staff by providing volunteer support during times of emergency, official department functions, programs and other designated events; to recognize the service and sacrifice of firefighters and their families with events to honor them, and to encourage community support of the MCFPD and its members.

This organization shall be called Mercer County Fire Protection District Auxiliary.

The objectives of this organization are:

1. To fulfill our mission statement
2. To unite the members in the closest bond of fellowship and promote closer business and social union among them.
3. To function as an auxiliary to the Mercer County Fire Protection District and to cooperate with it to the fullest extent.

Membership

1. The MCFPD Auxiliary is authorized by the Chief of the MCFPD to assist the Department in certain functions necessary to support the responses of the volunteers.
2. MCFPD Auxiliary members are considered affiliate members of the Mercer County Fire Protection District with privileges and authority as determined by the Mercer County Fire District By-Laws.
3. Membership: anyone interested in fire safely, resident of Mercer County and agrees to adhere to the By-laws of the Mercer County Fire Protection District Auxiliary can request, complete and submit a membership application for consideration. Membership will be discussed and then voted upon at the next regular meeting. Approval for membership requires a majority vote of active members in attendance at the meeting.
4. Membership Designation:
   • Active Member: attending 80% of the regular scheduled meetings or have a recorded excused absence within the calendar year. An active member must also participate in at least one MCFPD Auxiliary sponsored event or project within a six month period. Active members are available to respond to activation to fire scenes.
   • Associate Member – by paying dues for the current year, support the Auxiliary’s efforts when called upon and participate in events and projects.
5. Change in Membership status - A request for change in membership status can be presented to the Executive committee.
6. Excused absences – an excused absence is one for which member has notified the secretary or Vice President by phone or in writing that they will be unable to attend the meeting and give reason for absence.

Dues and Meetings

1. (NOT AT THIS TIME) Dues shall be $10.00 – payable at the January meeting of each year, an additional $0.50 will be accessed per month afterwards for late payment. Members joining after June 30 will pay $5.00; $10.00 thereafter.
2. Dates and locations of meetings will be established at the regular scheduled January meeting.
3. A group shall be the majority of those members who attend the meeting.

Officers and Elections - The officers of this organization shall consist of a President, Vice President, Secretary and Treasurer.

1. At the October meeting, the nominating committee, made up of Auxiliary officers plus one active member at large, will announce they are seeking interested active members for officer positions.
2. The member at large can volunteer or if more than one active member is interested in the position a vote must be taken.
3. Upon presentation of the names the committee has nominated, an election of officers shall be held. All nominees must be previously contacted for consent.
4. To be nominated for office, the nominee must be an Active member and have given consent.
5. Officers shall be elected annually and shall take the office at the January meeting. They shall hold said office for one (1) year from that date. The office of President and Vice President are successive positions.
6. Only Active MCFPDA members are eligible to vote in officer elections.
7. In the event of a vacancy in an elected office, the nominating Committee shall appoint a member to fill the remaining term of said position.

Duties of Officers

PRESIDENT –

1. It shall be the duty of the President to preside at all meeting and to conduct the same in accordance with these By-laws.
2. (NOT AT THIS TIME) The President or her designee shall attend the MCFPD Board meetings and present any pertinent information to the board.
3. Shall have signature authority for checking account.
4. Shall be an Active member.

VICE-PRESIDENT –

1. It shall be the duty of the Vice-President to act in the capacity of the President should the President be absent.
2. Shall assume the “Gifts and Remembrance” responsibilities.
3. Shall be an Active member.

SECRETARY –

1. It shall be the duty of the Secretary to record the minutes of all general and executive meetings.
2. Shall distribute meeting minutes to MCFPDA membership and shall record any corrections or additions to the minutes presented at the next MCFPDA meeting.
3. Shall maintain a record of By-laws.
4. Shall maintain permanent attendance records of all members.
5. Read all correspondence pertaining to the Organization, keep a list of all members, write out notices and notify members when ordered to do so.
6. Shall be an Active member.

TREASURER –

1. It shall be the duty of the Treasurer to keep a permanent record of all financial transactions, income, donations, expenditures, receipts, accounts received and paid out, bank statements.
2. Shall give a monthly financial report at each regular meeting, detailing activity within the MCFPD Auxiliary bank account, including, deposits, checks, any fees or interest and the account total balance. A copy of the report shall be submitted to the secretary to include in permanent records.
3. Shall have the authority to write checks, make deposits, withdrawals and shall be responsible to transferring back account authority to successor.
4. Shall prepare a year-end financial report to be submitted to the membership at the January meeting for the previous year.
5. Shall be an Active member.
6. The books of the Treasurer shall be audited only when deemed necessary.

Amendments - These By-Laws may be amended or altered at any meeting by a majority vote of the members present. To amend or alter By-Laws, it must be brought to the floor before the President and members one (1) meeting before voting. Voting shall take place at the next scheduled meeting.

Gifts and Remembrances

1. Flowers shall be sent in case of death to Auxiliary members, active Firefighters, spouses, children or parents.
2. Flowers shall be sent to Auxiliary members in the hospital for any reason.
3. An appropriate gift, based on the Gifts and Remembrances guidelines shall be sent in honor of new babies, marriages of active firefighters and/or Auxiliary members. An appropriate card shall be sent to all firefighters, parents, spouses.

Purchasing Procedure - Any expenditure obligating the Auxiliary is required to gain prior approval of the majority of the members in attendance at the meeting and noted in the meeting minutes. With the exception of reimbursement for postage/supplies for newsletters and appropriate mailings and gifts for the G&R fund.

Standing Committees

• Executive Committee – made up of current officers plus the past president, responsibilities include decisions regarding membership status, emergency decisions for the Auxiliary.
• Membership committee – be responsible for coordinating information to solicit new members, prepare and send out the newsletter hold new members information sessions when necessary, coordinate with information posted to the MCFPD website.
• Fundraising Committee – responsible for coordinating Auxiliary’s own financial fund raiser.

General Rules of Order - Roberts Rules (condensed)

1. Only one subject may be discussed by the group at one time. Seconding a motion has to be performed. This means that at least two Auxiliary members agree to talk about whatever issue has been brought up. The speaking order - is when the mover (First member to bring up a subject) of the motion speaks first and at the end has the last say.
2. Each item (idea or subject) presented for consideration is entitled to full and free debate and discussion.
3. All members have equal rights and an equal say.
4. The rights of the minority (Small number of members who agree about something) must be preserved (Be respectful to those members), but the majority of the members wishes must be carried out.
5. Once an action is passed it should be supported by the whole group. (This means that there should be no more debates). You have voted and/or agreed to move on to other matters. *However, this does not mean that you can’t readdress a matter at another time.

Gifts and Remembrances Fund

Baby Gifts should be:

Wedding Gifts should be:

Flowers – get well

Funeral

Others

Special circumstances

Meeting Etiquette

• Cell phones should be turned down, incoming calls should be taken outside the meeting room
• Limit side conversations so that everyone’s comments are considered with respect
• Start meetings at the scheduled time and follow through in a business-like manner
• Order of business:
  • Call to Order
  • Reading/Approval of minutes
  • Financial report
  • Comments from the Chief
  • Committee/Activity/Events reports
  • Old Business
  • New business
  • Announcements
  • Adjournment
  • Social time

Standing Projects:

• Chili Cook-Off
• Crusade for Children
• Firefighter Field Day
• School Supplies
• Fire Prevention Week
• Thanksgiving Family Dinner Drive
• Christmas Family Gift Drive

When selecting candidates for office:

• Have demonstrated a commitment to the Auxiliary thru attendance and participation
• Have the time and desire to handle responsibilities of the office
• Expressed a desire to hold office
• Have gladly given consent to the nomination
• Accepted by others
• Nominees should be a member in good standing

Rights and Duties of an Auxiliary Member

• The MCFPDA is authorized by the Chief of the MCFPD to assist the Dept in certain functions necessary to support the responses of the volunteers
• Be in good standing by paying dues for the current year
• Commit to attending all regular meetings and events as possible
• All members in good standing have equal rights and equal say.
• Members in good standing may vote on all business brought before the group and are eligible to serve as officers.