The Mission of the Rochford Rural Fire Association is to work together as a community organization to sustain a viable fire department with professional, reliable and prompt fire and emergency medical response for the Rochford and the surrounding area with the highest regard for life safety.
Bylaws of the Rochford Rural Fire Association.
Membership:
Applicants should be an owner of any interest in real or personal property assessed for taxation in the Rochford Fire Protection District or maintain a residence within the boundaries of the said district.
Applicants must be at least 18 years of age at the time of application, agree to submit to and pass the required county background check; all applications will be reviewed by the Executive Board.
Applicants must come to a regularly scheduled monthly fire meeting and have the majority of members present vote the applicant in as a member.
All applicants must have started S-130/S-190 within one year after becoming a member.
To remain a member in good standing of the fire department, members must:
Annually attend a combination of the following to equal twelve (12) attendances:
regular monthly meetings,
training classes,
responses,
special events
*Training does not have to be a scheduled event or time. Training with any of the three chiefs, training officer, or designee counts as a training event. Each class in a course series, such as Certified Fire Fighter, EMT, etc. counts as one attendance.
Attend and pass the minimum basic NIMS Incident Command System Courses required for their position as mandated by County, State, or Federal guidelines.
Attend the yearly RT-130 wildland firefighter refresher course or medical CE classes for maintaining certification.
Special situations may be voted on to extend or forgive any of the membership requirements A through E by a vote of the fire department members present at a regular or special meeting.
The fire chief holds the right to suspend the good standing of any member in the case of grievous misconduct. The Executive Board will meet to review
any suspension and make formal recommendation to be voted on by the members of the department present at the next regularly scheduled or special fire meeting.
Fire Department Chain of Command Offices:
The positions for chain of command will be Fire Chief, 1st Assistant Chief, and 2nd Assistant Chief or their designee.
There may also be three Captains appointed by the Fire Chief, if qualified. The three Captain designations would be one each for Wildland, Structural and Medical.
The minimal level of additional training required by the Fire Chief, 1st Assistant Chief, and the 2nd Assistant Chief is SD Certified Fire Fighter or the old Fire Fighter 1 (both for structure). Must be initiated within one (1) year of becoming a chief.
The minimal level of additional training required for the Captains, if appointed, are:
Wildland Captain - Wildland FF1
Structural Captain - SD Certified Firefighter/ Fireground Support
Medical Captain - Emergency Medical First Responder
Special situations may be voted on to extend or modify any of the training requirements in C and D by a vote of the fire department members present at a regular or special meeting.
Assigned areas of responsibility:
Based on each individuals knowledge and experience, The Chief, in consultation with the Assistant Chiefs, will assign an area of responsibility to the Fire Chief, 1st Assistant Chief, and 2nd Assistant Chief:
Fire Operations – Included responsibilities:
Structure Fire Operations
Wildland Fire Operations
Medical Response
Vehicle Accident Response
Fire Board, County Chief, and Tax District Meetings
Training Program
Facilities and Equipment
Buildings
Equipment
Tools
Fuel
Administration
Accounting
Bill processing and payment
Reporting
Tax and Regulatory filing
Spend and Ordering authority will attach to the person assigned to each area of responsibility for items and services within that scope of authority and within the budgeted line items attached to that authority.
Ill. Fire Department Executive Board Offices:
The Fire Chief will act as Chair of the Executive Board, Assistant Chiefs act as co-Vice-Chairs.
There will also be a Treasurer, who has no fire command authority. The treasurer will track and pay all monthly bills and approved expenses. This member will also present all reimbursable bills to the tax district or other entity for reimbursement. This may be delegated to another fire department member if the treasurer is unable to attend the respective meeting.
There will be a Secretary, who has no fire command authority. The secretary will record and distribute the minutes from fire department business and special meetings within one week of the respective meeting being held. The secretary will also be responsible for maintaining the department files and records in conjunction with the Fire Chief. In the event the Secretary is unable to attend a meeting, this duty may be delegated to another fire department member.
There will also be a Training officer or committee. This position has no fire command authority but may actively train other members on fires if deemed safe to do so by the Incident Commander (IC). This position requires a minimum training of old Fire Fighter I or S.D. Certified Fire Fighter to be obtained within one year of taking office. In addition, an Instructor's Certificate for wildland or structural firefighting is recommended to be obtained within two years.
There may be a Safety officer or committee. This position has the responsibility of monitoring safety on fires, training, and special events. On the fire ground, the Safety Officer reports directly to the Incident Commander. The safety officer will observe the performance of fire fighters en-route, on the scene, and returning to the station. If a life-safety issue arises, the safety officer will immediately discuss the issue with the involved individuals and the IC. Post incident, the Safety Officer will lead a review and make recommendations to the Fire Chief and the IC of the incident. Minimum suggested training criteria are Wildland FF2 or equivalent and structural S.D. Certified Fireground Support or equivalent. This person may also be asked to attend additional training as the need and opportunities arise.
Special situations may be voted on to extend or modify any of the training requirements in D and Eby a vote of the fire department members present at a regular or special meeting.
Meetings
A. Regular monthly meetings are to be held the third Tuesday of every month at the fire hall. Meeting times will be established by officers and members. Meetings may be rescheduled if agreed upon by two of the three chiefs.
B. Meetings shall be held in accordance with Roberts Rules of Order.
A minimum of seven (7) members must be present to constitute a quorum for a meeting of the fire department to be recognized as official with the exception of committee meetings. For committee meetings, a minimum of 51% of the committee must be present.
The Fire Chief is to preside over regularly scheduled and special meetings as chairman. In the absence of the Fire Chief, the 1st Assistant Chief will preside over the meeting. If the Fire Chief and the 1st Assistant Chief are not available, the 2nd Assistant Chief will preside over the meeting. In the absence of all three chiefs, no meeting may be held and counted as an official meeting, with the previously noted exception of committee meetings.
Special fire meetings may be called by the Fire Chief, the 1st Assistant Chief or the 2nd Assistant Chief. Notification of the meeting must be at least twenty-four (24) hours, but not more than seventy two (72) hours prior to the meeting. Notification will be made by telephone calling tree and/or electronic media. A page sent out from the fire hall or one of the dispatch centers may be used to remind members of the meeting or to notify of the special meeting. Monthly secretary and treasurer reports must be presented at regular meetings but are not required at special meetings. Secretary's minutes from special meetings will be reported at the next regularly scheduled monthly meeting.
A regularly scheduled monthly meeting may be canceled for special reasons (i.e. Christmas, special events, etc.) if voted on and passed by a majority of the fire department members present at the previous regularly scheduled monthly meeting. Emergency situations may necessitate cancellation or postponement of meetings without notice.
Voting:
All items brought up to a vote at regularly scheduled monthly and special meetings must be in the form of a motion and a second to the motion. The chairman may not form a motion, second a motion, nor vote on a particular motion unless there is a tie vote. In the event of a tie, the chairman will cast the deciding vote.
The election of all fire department offices will be the third Saturday in September at a time and location to be announced during the regularly scheduled August meeting. All department offices will be held for a two-year term.
There will be three fire department members, either volunteer or appointed, to the election committee.
The election committee will be formed at the regularly scheduled July fire department meeting.
These three individuals will solicit nominations for all fire department offices following the above requirements.
The election committee will report their nominations at the regularly scheduled August fire department meeting. After their nominations are voted on, open nominations will be accepted from the floor.
The election committee will set up the location, attend the location, make ballots or have them made, count the votes, and ensure confidentiality of voting.
The result of the vote will be available for public knowledge within 72 hours of the completion of counting the votes.
Absentee ballots will be available from two days after the regularly scheduled August meeting until the day of the election with all ballots to be turned in for counting by 1:00 PM on the day of the election.
The voter must directly turn their ballot in to one of the committee members.
Absentee ballots may also be mailed to the fire department with "Absentee Ballot" and the voter's signature marked on the outside of the envelope.
An absentee ballot may also be emailed to a member of the voting committee, with prior consent of the committee member to receive it.
Absentee ballots must be received prior to 1:00 PM on the day prior to election day, unopened, by a member of the voting committee.
All elected persons are to take office at the first regular business meeting of January the following year.
In the event of open fire department offices, an election with nominations from the fire department members will be held at the next regularly scheduled fire department meeting. Balloting will be done by writing on paper (Secret Ballot) to try to maintain confidentiality. The winner of this election will remain in their respective office until the next seating of elected officials.
Dispute Resolution:
Any disputes between members will be addressed as follows:
The involved parties will first try to resolve their dispute among themselves.
If this is ineffective or undesirable, then one or both of the parties may approach any of the three Chiefs with their concerns and/or grievances.
If after discussion the dispute still cannot be resolved, then a committee may be formed at one of the Chiefs' discretion. This will be brought to the attention of the fire department at the next regularly scheduled fire meeting. The dispute parties may remain anonymous if so desired.
8. The Fire Chief, or one of the Assistant Chiefs will ask for three volunteers from the department and one of the Chiefs to form a Dispute committee. The two parties involved will meet with the Dispute committee at a designated time agreed to by all parties involved. The Dispute committee will then bring their findings to the next regularly scheduled fire department meeting with their recommendation.
If the Chiefs and/or the Dispute committee cannot reach an agreeable resolution, a third party arbitrator may be utilized to attempt to resolve the issues. This third party may be the County Fire Coordinator, a member of the Rochford Fire Protection District Board, or another entity agreed upon by the involved parties. Recommendations from this third party are to be brought to the next regularly scheduled fire meeting by the third party or their designee.
If any disputes cannot be resolved by the parties involved or with the help of the Dispute committee, Fire Department officers or third party arbitration, then any of the parties involved in the dispute may be removed from their respective position with the fire department. To accomplish this, the dispute or concern must be brought to a regularly scheduled fire department meeting. After discussion regarding all available facts and information and all involved parties are given opportunity to present their side of the argument; a vote regarding the parties involved will be held. Removal from office, loss of fire department membership, or both may be the end consequence once voted on by the majority of members present at the meeting. That decision will be final.
If an elected official is removed from their office, they may remain on the fire department as a member, unless the majority also votes to remove them as a member of the fire department. If an elected official is removed from office, then their respective position vacancy will be addressed as previously described.
Any member of the fire department may call for a 'confidence vote' of any elected person, at any meeting except for committee meetings. A formal motion and second must be made. The following vote by members shall be by Secret Ballot as previously described. If there is a majority of 'no confidence' obtained, then immediately following the vote the member shall be removed from their respective office. If the office is vacated, the vacant seat will be addressed as previously described.
Finances
The fire department will order checks with two signature lines on each check.
The Fire Chief, 1st Assistant Chief, 2nd Assistant Chief, and Treasurer are the only members to have check signing privileges.
All checks should have two (2) signatures. Signature by the Treasurer is sufficient if receiving documentation is signed by the Fire Chief, 1st Assistant Chief, or 2nd Assistant Chief, or the purchase is specifically authorized in the Regular Meeting Minutes.
No two members of the same household may sign the same check and/or it’s receiving documentation.
There shall be an annual Audit Committee formed at the regularly scheduled January meeting each year. This committee will audit the fire department's financial records for the previous calendar year. This committee will be at least three (3) department members. The Treasurer is not part of the committee but shall be present to assist the committee and answer any questions. The findings of the committee will be presented at the regularly scheduled March business meeting.
There will be a Budget Committee which will create an annual budget in consultation with the Rochford Fire Protection District. The budget will follow the calendar year, 1 January to 31 December. The next year's annual budget must be presented to the general membership for approval at the August business meeting.
Expenditure of Rochford Fire Protection District Funds:
Major repairs involving budgeted tax proceeds, must be pre approved by the Rochford Fire Protection District Board.
Emergency repairs involving budgeted tax proceeds up to $1000 may be authorized by the Fire Chief. Notification must then be made to the District Treasurer. If the District Treasurer is not available, then any Rochford Fire Protection District board member may be contacted.
For emergency repairs in excess of $1000, prior notification must be made to the Rochford Fire Protection District Treasurer. If the District Treasurer is not available, notification may be made to any Rochford Fire Protection District Board member.
Expenditure of Fire Department Funds:
The Fire Chief, 1st Assistant Chief, and 2nd Assistant Chief may each spend up to $1000.00 of fire department funds on needed regular and emergency supplies for the fire department. If there is an emergency need and it is deemed inappropriate or impractical to call a special meeting, all of the three chiefs may combine to spend up to $3000.00 of fire department funds without a general vote.
Items costing more than $1000.00 for general supplies or service or $3000.00 for emergency supplies or service require a vote of the general membership at a regularly scheduled or special fire department meeting with the majority approving the use of fire department funds.
Compensation for Time, Mileage & Materials
Members who offer their time and expertise in support of fire department goals will be compensated for their time and/or mileage and/or materials. Mileage will be compensated at rates established by the General Accounting Office. Hourly remuneration will be set annually by the budget committee.
Committees
Special committees may be formed when deemed in the best interest of the fire department by one of the three chiefs. Any department member may volunteer or be appointed to be on a committee.
Committees will have their meetings outside of regular or special fire meetings. The meeting will be held at the time and place agreed upon by a majority of the committee members.
Each committee will have a chairperson or leader that will be the voice of the committee at regularly scheduled or special fire meetings.
Each committee will give monthly reports and updates to the fire department at the regularly scheduled business meetings.
Committees will be dissolved once their particular task is deemed completed or no longer needed, by one of the three Fire Chiefs.
Committee members will have no more nor no less vote or power than other fire department members.
Training
Training will be considered imperative and vital to safe and effective firefighting, medical and other fire department operations.
Fire department members will be afforded an assortment of training opportunities. Training may be in-house or offered at other locations and times.
Members may attend training outside regular fire department training and claim reimbursement for pre-determined costs; e.g. mileage or per diem when applicable. Travel expenses exceeding $1000 will require pre-approval through a vote of members in a regularly scheduled or special business meeting.
In-house training opportunities will combine fire department specific equipment, apparatus and procedures combined with general fire, medical, and rescue training. Fire Department members will also be provided opportunities to attend training offered at neighboring fire departments, county, state, or federal agencies as available.
All in-house department specific training will focus on fire department standard operating guidelines and procedures, proper operation and use of the department's equipment and proper apparatus use.
All members requesting one, will be provided a personal training curriculum from the Training Officer designed to satisfy the individual's training goals and requirements.
Amendment and Accessibility of Bylaws
Proposed amendments to these bylaws must be distributed to the entire membership prior to a vote for or against adoption.
Bylaws may be amended if approved by a majority of the fire department members which are present and voting.
These bylaws are to be made available to any person who requests a copy within a reasonable time frame.