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Membership

SCVFD Membership Overview

 

An applicant must be a citizen or legal resident of the United States, be at least eighteen (18) years of age, complete the membership application, pass a driving record background check conducted by the South Dakota Department of Public Safety, receive membership application approval by the voting membership, possess a valid driver’s license, be sworn in as a firefighter member of the SCVFD who have completed their probationary requirements per the Standard Operating Guidelines (SOG) and this includes firefighters transferring from other departments. Membership is open to anyone willing to complete the application process and abide by the Bylaws and SOGs of the Department.  Members may reside outside of the Silver City Fire Protection District with approval / majority vote of the voting membership.

Mission  Statement

Mission

 

Silver City VFD protects the lives and property of the Silver City Fire District as first responders to fires, medical emergencies, disasters, and other public safety issues. The Department promotes public safety through fire prevention education programs. Silver City VFD makes significant contributions to the safety of the Silver City Fire District and surrounding mutual aid communities through timely execution of these services.

Motto

Value Life, Prevent Harm, Respond quickly and Respect all

Objectives

Objectives & General Information

 

  • To provide a safe and healthy work environment for all Department personnel, to train its members to the highest standards possible, to protect the lives and property of area residents and transients through the extinguishing of fires, delivery of emergency medical care, initiate effective mitigation of hazardous material and man-made or other natural disaster incidents.

 

  • The Department’s jurisdiction shall be the area contained within the Silver City Fire Protection District boundaries.  The SCVFD is a separate legal entity from the Silver City Fire Protection District.

 

  • Be a Department in good standing and to cooperate in mutual aid and be affiliated with County, State, and Federal agencies who request assistance.

 

  • The rights and privacy of Department personnel, and the personnel protected by this Department, shall be observed through treating all information in a confidential manner. No information will be released to outside agencies or personnel, until approved by the Fire Chief or Incident Commander; Inter/Intra-Department information exchange will be done on a need-to-know basis only.

 

  • The SCVFD fully subscribes to the provisions of the Federal Americans With Disabilities Act and is an equal opportunity employer and adopts an anti-harassment policy.  It is the policy of the SCVFD to comply with all applicable federal, state and local laws concerning the membership/employment of persons with disabilities.

 

  • It is SCVFD policy not to discriminate against qualified individuals with disabilities in regard to membership application procedures, hiring, advancement, discharge, compensation, training, or other terms, conditions, and privileges of membership/employment.

 

  • The SCVFD will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a volunteer position provided it does not cause an undue hardship to the SCVFD. An individual who can be reasonably accommodated for a volunteer position, without undue hardship, will be given the same consideration for that position as any other volunteer applicant.  Reasonable accommodations may be available to individuals with temporary impairments, including those related to pregnancy.

 

  • The rules contained in Roberts Rules of Order shall govern the SCVFD in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws or operating rules of the Fire Protection District.

Code of Conduct

Code of Ethics
Firefighter Code of Ethics (adopted from the U.S. Fire Administration): Code is as follows: I understand that I have the responsibility to conduct myself in a manner that reflects proper ethical behavior and integrity. In so doing, I will help foster a continuing positive public perception of the fire service. Therefore, I pledge the following…
  • Always conduct myself, on and off duty, in a manner that reflects positively on myself, my Department and the fire service in general.

  • Accept responsibility for my actions and for the consequences of my actions.

  • Support the concept of fairness and the value of diverse thoughts and opinions.

  • Avoid situations that would adversely affect the credibility or public perception of the fire service profession.

  • Be truthful and honest at all times and report instances of cheating or other dishonest acts that compromise the integrity of the fire service.

  • Conduct my personal affairs in a manner that does not improperly influence the performance of my duties, or bring discredit to my organization.

  • Be respectful and conscious of each member’s safety and welfare.

  • Recognize that I serve in a position of public trust that requires stewardship in the honest and efficient use of Department owned resources or other Department resources, including uniforms, facilities, vehicles and equipment and that these are protected from misuse and theft.

  • Exercise professionalism, competence, respect and loyalty in the performance of my duties and use information, confidential or otherwise, gained by virtue of my position, only to benefit those I am entrusted to serve.

  • Avoid financial investments, outside employment, outside business interests or activities that conflict with or are enhanced by my official position or have the potential to create the perception of impropriety.

  • Never propose or accept personal rewards, special privileges, benefits, advancement, honors or gifts that may create a conflict of interest, or the appearance thereof.

  • Never engage in activities involving alcohol or other substance use or abuse that can impair my mental state or the performance of my duties and compromise safety.

  • Never discriminate on the basis of race, religion, color, creed, age, marital status, national origin, ancestry, gender, sexual orientation, medical condition or disability.

  • Never harass, intimidate or threaten fellow members of the service or the public and stop or report the actions of other firefighters who engage in such behaviors.

  • Responsibly use social networking, electronic communications, or other media technology opportunities in a manner that does not discredit, dishonor or embarrass my organization, the fire service and the public. I also understand that failure to resolve or report inappropriate use of this media equates to condoning this behavior.

     

     

Meeting  Schedules

SCVFD Board & Business Meeting Schedule

 

Board of Directors Meeting

Time: 8:30am

Location: Cousin's Pizza -- 22493 US-385, Deadwood, SD 57732

Meeting Dates: Station 2

  • January 12, 2017

  • April 13, 2017

  • July meeting TBD

  • September meeting TBD

  • October 12, 2017

 

Bi-Monthly Business-Training Meeting

Time: 7:00pm – 3rd Thursday of every month

  • NOTE: Business Meeting starts promptly at 700pm/1900hrs and ends promptly at 715pm/1915hrs

Location: Station 1 (or unless otherwise specified)

 

Annual Business Meeting

Time: 7:00pm – 2nd Saturday of each September

Location: Silver City Historical Schoolhouse

Historical Society

Donations

Financial Contributions & Support

 

Annual Fire Department Financial Contributions – The Department will accept annual financial contributions for properties under its protection and from the general public.  The financial contribution is encouraged to be paid by January 1st annually.  The recommended contribution amount shall be determined each year by the Board at the time the budget is presented.  If an annual financial contribution is not made, the SCVFD reserves the right to charge the property owner for any costs incurred for firefighting actions taken to protect the property or structure.  The Department intends to respond to any fire or other emergency situation that is known of within the Silver City Fire Protection District regardless of whether that person or property owner has made a financial contribution to the SCVFD.  The Board may invoice the person(s) or property owner(s) for compensation of emergency services rendered for those who have not made the recommended annual financial contribution.  The Board may waive the invoice as it sees appropriate for those active Department members who volunteer significant time or resources.  Payment of the annual financial contribution does not define the contributors voting rights; only members who have completed the membership requirements set forth in Article III have voting rights.

 

Financial donations from the general public, residing within or outside of the Silver City Fire Protection District are welcomed and encouraged to help support the Department’s emergency response mission.  Individuals or entities who voluntarily donate financially to the Department do not have a voting nor formal membership position unless they have completed the membership requirements set forth in Article III.

 

In the event of a mil-levy being established in the Silver City Fire Protection District, the Department cannot invoice for private property fire related incidents.  However, the Board may continue to encourage annual financial contributions to address any budget shortfalls not covered by any potential future fire tax revenues received.

 

FireWise

Silver City Historical Society

 

In 2014, the SCVFD entered into a long-term management agreement with the Silver City Historical Society (SCHS) to manage its non-firefighting assets including the schoolhouse, cemetery, garden, church properties.  The garbage service was turned over to a private resident who now manages that community function.

 

Silver City is a FireWise Community

About the Firewise Communities Program 

 

Brush, grass and forest fires don’t have to be disasters. NFPA’s Firewise Communities Program encourages local solutions for safety by involving homeowners in taking individual responsibility for preparing their homes from the risk of wildfire. Firewise is a key component of Fire Adapted Communities – a collaborative approach that connects all those who play a role in wildfire education, planning and action with comprehensive resources to help reduce risk.

 

The program is co-sponsored by the USDA Forest Service, the US Department of the Interior, and the National Association of State Foresters.

 

To save lives and property from wildfire, NFPA's Firewise Communities program teaches people how to adapt to living with wildfire and encourages neighbors to work together and take action now to prevent losses. We all have a role to play in protecting ourselves and each other from the risk of wildfire.

 

About the National Fire Protection Association (NFPA) 


Founded in 1896, NFPA is a global, nonprofit organization devoted to eliminating death, injury, property and economic loss due to fire, electrical and related hazards. The association delivers information and knowledge through more than 300 consensus codes and standards, research, training, education, outreach and advocacy; and by partnering with others who share an interest in furthering the NFPA mission. For more information visit www.nfpa.org. All NFPA codes and standards can be viewed online for free at www.nfpa.org/freeaccess.

 

Bylaws

SCVFD Bylaws

 

Article I

General Information

 

Section 1.1:  Name – This organization shall be known as the Silver City Volunteer Fire Department (SCVFD or Department), a non-profit 501(c)(4) corporation.  The SCVFD was incorporated under the South Dakota Common Code on August 14, 1964, and located in Pennington County in the State of South Dakota.

 

Section 1.2:  Mission Statement – Silver City VFD protects the lives and property of the Silver City Fire District as first responders to fires, medical emergencies, disasters, and other public safety issues. The Department promotes public safety through fire prevention education programs. Silver City VFD makes significant contributions to the safety of the Silver City Fire District and surrounding mutual aid communities through timely execution of these services.
 

Section 1.3:  Motto – Value Life, Prevent Harm, Respond Quickly and Respect All.

 

Section 1.4:  The objectives and general information of this organization shall be:

 

1.4.1    To provide a safe and healthy work environment for all Department personnel, to train its members to the highest standards possible, to protect the lives and property of area residents and transients through the extinguishing of fires, delivery of emergency medical care, initiate effective mitigation of hazardous material and man-made or other natural disaster incidents.

 

1.4.2    The Department’s jurisdiction shall be the area contained within the Silver City Fire Protection District boundaries.  The SCVFD is a separate legal entity from the Silver City Fire Protection District.

 

1.4.3    Be a Department in good standing and to cooperate in mutual aid and be affiliated with County, State, and Federal agencies who request assistance.

 

1.4.4    The rights and privacy of Department personnel, and the personnel protected by this Department, shall be observed through treating all information in a confidential manner. No information will be released to outside agencies or personnel, until approved by the Fire Chief or Incident Commander; Inter/Intra-Department information exchange will be done on a need-to-know basis only.

 

1.4.5    The SCVFD fully subscribes to the provisions of the Federal Americans With Disabilities Act and is an equal opportunity employer and adopts an anti-harassment policy.  It is the policy of the SCVFD to comply with all applicable federal, state and local laws concerning the membership/employment of persons with disabilities.

 

1.4.6    It is SCVFD policy not to discriminate against qualified individuals with disabilities in regard to membership application procedures, hiring, advancement, discharge, compensation, training, or other terms, conditions, and privileges of membership/employment.

 

1.4.7    The SCVFD will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a volunteer position provided it does not cause an undue hardship to the SCVFD. An individual who can be reasonably accommodated for a volunteer position, without undue hardship, will be given the same consideration for that position as any other volunteer applicant.  Reasonable accommodations may be available to individuals with temporary impairments, including those related to pregnancy.

 

1.4.8    The rules contained in Roberts Rules of Order shall govern the SCVFD in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws or operating rules of the Fire Protection District.

 

Article II

Fire Department Bylaws

 

Section 2.1:  The Department Bylaws are rules dictating mandatory requirements and actions that will not change.

 

Section 2.2:  No portion of the Bylaws shall be in conflict with federal, state, county, or local laws. If such conflicts occur, the state, county or local law will prevail.

 

Section 2.3:  Department Bylaws may be changed by a two-thirds (2/3) vote of the Department membership, providing that each member is in good standing as specified in the membership categories in this document. The reading of these Bylaws shall take place in two consecutive meetings including Monthly Regular Business-Training Meetings, or the annual Department meeting with a final vote at the second meeting. The new Bylaws will be signed by the President, Secretary, and Fire Chief thus making them binding.

 

Section 2.4:  These Bylaws may be amended at the annual September or other Monthly Regular Business-Training Meetings, by a two-thirds (2/3) vote of the members, provided the proposed amendment was submitted in writing at any previous meeting during the year.  Proposals are subject to review one (1) month prior to the annual meeting or other Monthly Regular Business-Training Meetings, by the Bylaws Committee to insure compliance with state laws and that they do not conflict with existing Bylaws.  A two-thirds (2/3) vote from the membership is required to approve any amendments or changes to the Bylaws.

 

Article III

Membership

 

Section 3.1:  Duties of Members Overview – 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3.1.1    A member’s departure from the Department must be communicated to the Chief, and Department issued property and equipment must be returned and accounted for prior to final departure.

 

3.1.2    No member shall engage in any activity as a representative of the Department without prior approval from the Chief or Designee.

 

3.1.2    All firefighter members are required to participate in the fundraising activities of the Department to help fund the Department’s operations and financial requirements.  Members are required to assist in the fundraising events determined by the Board of Directors (Board) each year.  This duty may include public outreach, set-up and tear-down of events, station and apparatus cleaning, and other activities necessary to support those functions.

 

Section 3.2:  Probationary Member – An applicant must be a citizen or legal resident of the United States, be at least eighteen (18) years of age, complete the membership application, pass a driving record background check conducted by the South Dakota Department of Public Safety, receive membership application approval by the voting membership, possess a valid driver’s license, be sworn in as a firefighter member of the SCVFD who have completed their probationary requirements per the Standard Operating Guidelines (SOG) and this includes firefighters transferring from other departments. Membership is open to anyone willing to complete the application process and abide by the Bylaws and SOGs of the Department.  Members may reside outside of the Silver City Fire Protection District with approval / majority vote of the voting membership.

 

3.2.1   All Probationary members will be provided a copy of current SCVFD Bylaws and Department standard operating guidelines (SOGs) and are responsible to read, ask questions for clarification, and sign the acknowledgement of having done so prior to becoming a member of the Department.

 

3.2.2   New firefighters will be issued personal protective equipment (PPE) and given access code(s) to the main or secondary fire station(s) once their membership has been approved.  Each firefighter is responsible for any official Department equipment issued to them and may be required to reimburse the Department for any damage or theft.

 

3.2.3   The probationary period will consist of two (2) months with no voting privileges and new members are required to attend all scheduled training or regular meetings during this time.  New members shall be entitled to have a voice at all meetings, participate in fundraising activities, and respond to emergency incidents within the scope of their training per the SOGs.

 

3.2.4   All probationary members once approved for Department membership will be designated as a “trainee” status until they complete the required training per the SOGs.

 

Section 3.3:  Active Duty Member – Once a probationary member has met all requirements and been approved by the SCVFD voting membership, they can become an Active Duty Member.  Active Duty Members have voting privileges and can participate in incident operations commensurate with their training. Active Duty Members are eligible for election to officer positions in accordance with these Bylaws.

 

3.3.1    Attendance is required for scheduled training meetings or exercises. Any member who has excessive absences from training requirements without approval by the Chief beforehand will be placed on the inactive duty roster.  In the event this occurs, the firefighter is required to discuss the matter with the Chief in order to be placed back on the active roster – NOTE: a membership vote may be called for by the Chief depending on the circumstances.

 

3.3.2   All Active Duty Members are required to complete the annual training certifications for wildland firefighting and structural sustainment training requirements where applicable.

 

3.3.3   Any member having complaints concerning the Department officers, members, or the policies of the Department should bring out those complaints in an appropriate forum, such as with the Chief or Assistant Chief, or officer / Board member, so that all reasonable action may be taken to solve the problem.

 

3.3.4   All members shall leave their protective clothing / PPE and equipment at their responding fire station unless so authorized by the Chief.

 

3.3.5   No member shall change or alter any equipment on an apparatus without the specific consent of the Chief.  Any such approved changes must be made known to the Department members at the earliest possible time.

 

3.3.6   No apparatus shall leave its assigned station, except in response for emergency calls or with prior consent from the Chief.

 

3.3.7   Any borrowed or removed items from the station(s) must be approved by a Department officer before doing so.  And at no time shall essential equipment be removed from the station(s) without approval from the Chief.

 

3.3.8   No member / firefighter shall respond to any emergency incident / call while physically impaired from the use of drugs or alcohol.  Such violation will result in immediate suspension.

 

3.3.9   No personnel other than active Department members shall be permitted to ride on or in any apparatus unless they are active members of another Department or in the event of emergency situations where no other options are available.  The only exception to this would require prior consent and permission from the fire chief.

 

3.3.10   Member firefighters who drive any apparatus must obey all traffic laws without exception.  This includes the proper use of lights and sirens.

 

Section 3.4:  Limited Duty Member – A Limited Duty Member is limited in effectively completing Active Duty Membership requirements due to age, medical condition, or cannot complete all the Active Duty Membership training requirements, but can still physically participate in business and training meetings, classes or exercises.  A Limited Duty Member may conduct operations that may include but not limited to driver / operator, staging, area management, traffic control, safety officer, public information officer, liaison or other assignments within the member’s limitations and scope of training.  This status will be the determined by the Fire Chief.  Limited duty members have full voting rights assuming they have completed the probationary member requirements including completion of required basic wildland certifications and rudimentary Department structural firefighting training components.

 

Section 3.5:  Inactive Member – Inactive Members will be automatically granted this status for active military duty, post-secondary educational pursuits, health or personal reasons for a period of five (5) years or less. To be placed on the Inactive Member roster, the firefighter will submit the request in writing to the Chief. Once available to resume active status, the Inactive Member will have the right to reapply for active firefighter status within six (6) months of returning or be dropped from the firefighter roster. Once deemed inactive, the firefighter will return all PPE and other Department gear.  The Inactive Member may attend Department meetings, may wear Department uniform and insignia.  The Inactive Member may not vote nor respond to alarms.

 

Section 3.6:  Honorary Member Earned –An Honorary Member is a status granted to a person who has served ten (10) years or more (not necessarily consecutive years); is nominated for this status by the membership; and must receive a majority yea vote by the membership. An Honorary Member can wear the Department insignia; will receive Department communications; will be included in all functions; need not but can attend Monthly Regular Business-Training Meetings, ; and, will  be required  to pay  membership dues.  Recognition for this honor will be presented during the annual meeting or Monthly Regular Business-Training Meetings. Honorary Member Earned Members have full voting rights assuming they have completed the probationary member requirements and attend the meetings where a vote takes place.

 

Section 3.7:  Honorary Member Applied – Any person who has contributed significantly to the well-being of the Department can be nominated for an Honorary Membership Applied by a current firefighter in good standing. The nominee’s contributions will be presented to the membership for consideration and inducted by a majority yea vote.  The Honorary Member will be recognized for their contribution at the annual meeting. The Honorary Member will be invited to participate in all Department social functions but will not be required to pay dues.  Honorary Member Applied Members are a non-voting membership.

 

Section 3.8:  Cadet – A Cadet Member shall be between the ages of fourteen (14) to seventeen (17) years old, shall maintain passing grades in school, shall be supervised by an active firefighter while participating in Department activities, shall help around the Department, shall follow the policies and guidelines of the Department and the Cadet Member Bylaws, shall assist with fundraising and practice drills but shall not be eligible to respond to alarms, shall not pay dues, shall not be a voting member and shall not wear the Department uniform or insignia.  Cadets shall be recognized by their own unique insignia for all official Department functions and shall be required to review and sign a copy of the Cadet SOGs that shall provide guidelines for conduct and participation requirements.

 

Section 3.9:  Silver City VFD Volunteer Corps – Consists primarily of non-firefighter members who support the SCVFD and participate and provide financial or volunteer support for the Department by personal service or otherwise for the benefit of the Department and will operate under the Volunteer Corps SOGs including membership approval. Volunteer Corps Members may attend and participate in meetings but will not have motion, second or voting privileges. The Board shall appoint a committee chair to conduct Volunteer Corps activities and organize the committee.  The Volunteer Corps Members may elect one (1) representative and recommend that person to stand for a position on the Board; this person will need to be approved by the voting membership to serve on the Board.  This approved representative will have voting rights on the Board and will follow all relevant SOGs.

 

3.9.1   The primary duties of the Volunteer Corps will be fundraising; provide assistance such as food, clothing, or other such comforts during an incident lasting longer than six (6) hours; and provide maintenance and service on Department equipment and property as necessary or needed.

 

3.9.2   The Volunteer Corps will work closely with the Board Treasurer regarding fundraising financing requirements or expenditures and the pertinent SOGs.

 

3.9.3   The Volunteer Corps will abide by same behavior expectations as exist for firefighter members as noted in Section 3.10.

 

Section 3.10:  Disciplinary Actions-Suspension – Any member may be suspended from duties at the direction of a Chief or Board of Directors. Reasons for suspension may include without limitation:

 

3.10.1   Misconduct

3.10.2   Willful destruction of property

3.10.3   Unsafe actions

3.10.4   Failure to follow Department Bylaws, SOGs or written policies

3.10.5   Actions causing conflict among members and disrupting the general harmony of the membership

3.10.6   Breaches of the public or membership’s trust

3.10.7   Financial irresponsibility

3.10.8   Theft of Department property

3.10.9   Libel

3.10.10   Slander

3.10.11   Abuse of Department property

3.10.12   Inactivity

3.10.13   Breaking Chain of Command

 

3.10.14   Members who have been placed on suspension will be scheduled for a Disciplinary Review Board or Committee SOG within fourteen (14) days. If the Board upholds the suspension status, the member may present his or her case to the membership at the following Monthly Regular Business-Training Meetings, where a majority vote of eligible members present may reinstate him or her.

 

3.10.15   For any member to be expelled from the Department, the member will be scheduled for a Disciplinary Review Board within fourteen (14) days. If the Board’s recommendation is expulsion it will be presented to the membership at the next Monthly Regular Business-Training Meeting, for final disposition.

 

3.10.16The release of any information, results or corrective actions from a Disciplinary Review Board shall be at the discretion of the presiding Officer.

 

Section 3.11:  Dues and Donations – A member is required to pay annual dues to the Department unless otherwise exempted.  Dues and donations assist with providing financial support for the Department’s annual operating income requirements.  The dues are established by the Board of Directors on an annual basis and are effective January 1st.  Payment of annual dues does not define a members voting rights.  A membership application must be completed, submitted, and approved prior to payment of the annual dues for consideration and in accordance with the membership guidelines below.

 

3.11.1   The following members are required to pay annual dues to the Department: Probationary Member, Active Duty Member, Limited Duty Member, Honorary Member Earned, Inactive Member, Cadet, and Silver City VFD Volunteer Corps

 

3.11.2   The following members are not required to pay annual dues to the Department unless they choose to do so voluntarily: Honorary Member Applied.

 

3.11.3   Financial donations from the general public, residing within or outside of the Silver City Fire Protection District are welcomed and encouraged to help support the Department’s emergency response mission.  Individuals or entities who voluntarily donate financially to the Department do not have a voting nor formal membership position unless they become an Active Duty Member or Limited Duty Member.

 

3.11.4   If the Silver City Fire Protection District participates in the fire tax district laws and procedures as set forth in South Dakota Codified Law, annual dues will no longer be assessed.  However, to operate a fiscally responsible department, additional financial support from members and non-member financial contributors may be necessary, and therefore, donations may be requested.

 

Article IV

Code of Ethics

 

Section 4.1:  Firefighter Code of Ethics (adopted from the U.S. Fire Administration) –Code is as follows: I understand that I have the responsibility to conduct myself in a manner that reflects proper ethical behavior and integrity. In so doing, I will help foster a continuing positive public perception of the fire service. Therefore, I pledge the following…

 

4.1.1   Always conduct myself, on and off duty, in a manner that reflects positively on myself, my Department and the fire service in general.

 

4.1.2   Accept responsibility for my actions and for the consequences of my actions.

 

4.1.3   Support the concept of fairness and the value of diverse thoughts and opinions.

 

4.1.4   Avoid situations that would adversely affect the credibility or public perception of the fire service profession.

 

4.1.5   Be truthful and honest at all times and report instances of cheating or other dishonest acts that compromise the integrity of the fire service.

 

4.1.6   Conduct my personal affairs in a manner that does not improperly influence the performance of my duties, or bring discredit to my organization.

 

4.1.7   Be respectful and conscious of each member’s safety and welfare.

 

4.1.8   Recognize that I serve in a position of public trust that requires stewardship in the honest and efficient use of Department owned resources or other Department resources, including uniforms, facilities, vehicles and equipment and that these are protected from misuse and theft.

 

4.1.9   Exercise professionalism, competence, respect and loyalty in the performance of my duties and use information, confidential or otherwise, gained by virtue of my position, only to benefit those I am entrusted to serve.

 

4.1.10   Avoid financial investments, outside employment, outside business interests or activities that conflict with or are enhanced by my official position or have the potential to create the perception of impropriety.

 

4.1.11   Never propose or accept personal rewards, special privileges, benefits, advancement, honors or gifts that may create a conflict of interest, or the appearance thereof.

 

4.1.12   Never engage in activities involving alcohol or other substance use or abuse that can impair my mental state or the performance of my duties and compromise safety.

 

4.1.13   Never discriminate on the basis of race, religion, color, creed, age, marital status, national origin, ancestry, gender, sexual orientation, medical condition or disability.

 

4.1.14   Never harass, intimidate or threaten fellow members of the service or the public and stop or report the actions of other firefighters who engage in such behaviors.

 

4.1.15   Responsibly use social networking, electronic communications, or other media technology opportunities in a manner that does not discredit, dishonor or embarrass my organization, the fire service and the public. I also understand that failure to resolve or report inappropriate use of this media equates to condoning this behavior.

 

Article V

Management Structure

 

Section 5.1:  Incident Command System (ICS) – The Department will immediately institute the ICS upon arrival at all emergency incidents.

 

5.1.1   All Members will follow or adhere to the chain of command as is standard to the fire service for volunteer Department’s.  The Incident Command System (ICS) will be implemented at every incident / emergency response the Department goes on regardless of one’s personal beliefs or preferences.  The ICS is intended to help bring all firefighters home safely from any incident they participate in.  The Fire Chief or most senior ranking officer on the incident has the final say on all strategic or tactical decisions on any given incident.

 

Section 5.2:  Department Positions – The management structure within the Department shall consist of the following positions:

 

5.2.1   Fire Chief

5.2.2   Assistant Fire Chief

5.2.3   Station Captain

5.2.4   Lieutenant / Engine Boss

5.2.5   Secretary

5.2.6   Treasurer

5.2.7   Training Officer

5.2.8   Maintenance Officer – Facilities

5.2.9   Maintenance Officer – Equipment

5.2.10   Department Chaplain*

5.2.11   Department Medical Officer*

5.2.12   Department Lawyer*

 

*NOTE: Filled when available or needed

 

Section 5.3:  Board of Directors – The Board of Directors shall be the governing body of the Department.

 

Section 5.4:  Standard Operating Guidelines – Active Members shall follow all established Departmental Standard Operating Guidelines (SOG). The SOGs shall be established by the Chief Officers, approved by the Board and shall be announced to members at Monthly Regular Business-Training Meetings, prior to implementation. Failure to comply with either the SOGs or Bylaws may result in disciplinary action, suspension, or termination of membership.

 

Article VI

Duties of Officers

 

Section 6.1:  President – Elected for a two (2) year term on the Board of Directors. The President of the Department shall be a member in good standing with the Department and preside at the Board meetings, annual business meeting, and special meetings of the Department and follow all pertinent SOGs.

 

Section 6.2:  Vice President – Elected for a two (2) year term on the Board of Directors. The Vice President shall be a member in good standing and will assume the administrative duties of the President in his or her absence. These duties may include presiding over Board and business meetings, and calling for special meetings.  The Vice President shall oversee the Cadet program and follow all pertinent SOGs.

 

Section 6.3:  Fire Chief – Elected for a two (2) year term on the Board of Directors. The duties of this position will involve operational command on incidents and administrative duties.  The Fire Chief shall be a member in good standing with the Department and shall keep strict watch and inspect all the apparatus belonging to the Department; and at all times to promote the interests of all members to the best of his or her ability.  The Chief shall be in charge of all fires at which he or she is present and cooperate with the County and State.  The Chief also shall be responsible for overseeing all training programs. All operations officers shall be appointed by the Chief. This includes the Station Captain(s), and Lieutenant(s) / Engine Boss(s), Training Officer, or any other officer that the Chief deems necessary to appoint.  The Chief shall appoint a member to replace an operations officer who resigns, dies, or is removed from position.  The Chief will coordinate with the Board on public relations activities, supervise the publishing of news releases, and act as the public information officer and follow all pertinent SOGs.

 

Section 6.4:  Assistant Fire Chief – Elected for a two (2) year term on the Board of Directors. The Assistant Fire Chief shall be a member in good standing with the Department and it shall be the duty of the Assistant Chief to aid the Chief in the discharge of his or her duties and in the absence of the chief, to serve in that office and follow all pertinent SOGs.

 

Section 6.5:  Secretary – Elected for a two (2) year term on the Board of Directors. The Secretary shall be a voting member in good standing with the Department either as a firefighter or non-firefighter and shall keep an accurate record of all proceedings, correspondence, legal documents, official, and historical materials and follow all pertinent SOGs.

 

Section 6.6:  Treasurer – Elected for a two (2) year term on the Board of Directors. The Treasurer shall be a voting member in good standing with the Department either as a firefighter or non-firefighter. Shall collect and retain all funds of the Department and keep accurate books of the account showing the receipt and disbursal of all funds of the Department.  The Treasurer shall have sole custody of and responsibility for checks used in payment of Department bills. The Treasurer shall obtain a minimum of two (2) Board approved signatures on any financial distribution drafted by the Treasurer.  The Treasurer, with the help of the Board, will prepare a budget for the ensuing year and present it to the membership for approval and follow all pertinent SOGs.

 

6.6.1   A Financial Review committee from outside of the Department membership or affiliation shall be appointed by the President and Fire Chief prior to October of each fiscal year. The Financial Review Committee shall conduct an annual review of the financial records and policies for the preceding fiscal year.  In the event a formal accounting audit is required the SOG will be referenced.

 

6.6.2   Budgeted purchases of equipment, supplies, or services that support the Department’s operations may be paid by the Treasurer.  Purchases of non-budgeted items require pre-approval from the Fire Chief, Assistant Chief or Board prior to the purchase.

 

6.6.3   The Treasurer will be the primary financial liaison for the Volunteer Corps for the purposes of managing income and expenses for Department fundraisers.

 

Section 6.7:  Station Captain – The Station Captain shall be a member in good standing with the Department and appointed by the Chief to the duties set forth by the Chief and specified in the SOGs.

 

Section 6.8:  Lieutenant / Engine Boss – The Lieutenant / Engine Boss shall be a member in good standing with the Department and appointed by the Chief to the duties set forth by the Chief and specified in the SOGs.

 

Section 6.9:  Training Officer – The Training Officer shall be a member in good standing with the Department and appointed by the Chief to the duties set forth by the Chief and specified in the SOGs.

 

Section 6.10:  Maintenance Officer (Facilities) – The Maintenance Officer shall be a member in good standing with the Department and appointed by the Chief to the duties set forth by the Chief and specified in the SOGs.

 

Section 6.11:  Maintenance Officer (Equipment) – The Maintenance Officer shall be a member in good standing with the Department and appointed by the Chief to the duties set forth by the Chief and specified in the SOGs.

 

Section 6.12:  Department Chaplain* – The Department Chaplain may or may not be a member of the Department and will be appointed by the Chief to the duties set forth by the Chief and specified in the SOGs.

 

Section 6.13:  Department Medical Officer* – The Department Physician may or may not be a member of the Department and will be appointed by the Chief to the duties set forth by the Chief and specified in the SOGs.

 

Section 6.14:  Department Lawyer* – The Department Lawyer may or may not be a member of the Department and will be appointed by the Chief to the duties set forth by the Chief and specified in the SOGs.

 

Section 6.15:  Volunteer Corps Board of Directors Member – The Volunteer Corps Member will be an official Board position with full voting rights and is elected first from the Volunteer Corps Members and recommended to the Department as a Board member.  The Department membership will elect or not elect the chosen candidate at the Annual Meeting elections.  This member may vote on any items that may come before the Board.

 

*NOTE: Filled when available or needed

 

Article VII

Board of Directors Officers

 

Section 7.1:  The officers of this organization shall consist of the following positions. These officers shall constitute the SCVFD Board of Directors, and may be referenced within these Bylaws as the Board. Each of the following positions shall be held by one (1) unique individual for each Board position.

 

7.1.1   President

7.1.2  Vice President

7.1.3  Fire Chief

7.1.4  Assistant Fire Chief

7.1.5  Secretary

7.1.6  Treasurer

7.1.7  Volunteer Corps Member

 

Section 7.2:  The Board of Directors – Serving as the officers, shall be the administrative unit of the Department and take charge of all affairs of the Department and may conduct and carry out business as necessary between Monthly Regular Business-Training Meetings.  The Board has the power to make recommendations to the membership for action and to discharge such other duties as the membership shall delegate.  

 

Section 7.3:  Quorum of the Board – Two-thirds (2/3) of the seated Board Members shall constitute a quorum for Board or Special meetings.

 

Section 7.4:  Elections – The officers shall be elected by the Department voting members for the term of two (2) years with no limit on the number of terms a member can serve as an officer.  All terms shall commence on October 1st following the September election.  Officers shall take an oath of office immediately after the official results are announced and during the annual membership meeting of the September election. The terms of the President, Assistant Fire Chief, Secretary, and Treasurer shall commence on October 1st following the September election in even numbered years.  The terms of Fire Chief, Volunteer Corps Member, and Vice President shall commence on October 1st following the September election on odd numbered years.

 

Section 7.5:  Vacancies – In case of a vacancy occurring in the office of Chief, the Assistant Chief shall serve as Chief until the expiration of the term, or being replaced by the Board of Directors.  In case of a vacancy in any other office, the members may replace such officer at the next Monthly Regular Business-Training Meeting by conducting an election.  The candidates receiving the highest number of votes shall be elected to fill the vacant position(s)

 

Section 7.6:  Nominating Committee – A committee consisting of the President, the current Fire Chief and assigned Board member, shall present a slate of officers at the August meeting occurring immediately prior to the September election.

 

Section 7.7:  Removal From Office – An elected or appointed officer may be removed from office for cause as specified in these Bylaws.  Cause shall include, without limitation, failure to perform the duties of their office, failure without excuse to attend three (3) consecutive meetings of the Board of Directors, or actions, which may injure the SCVFD’s reputation or hamper its work.  The Board will discuss and determine whether or not to suspend the officer in question based on that officers explanation of their said behaviors or actions of concern.  If suspension is the chosen course of action, the officer so charged is not entitled to be present during the Board’s deliberations or to vote.  If the suspended officer chooses to appeal the Board’s decision the appeals process SOG will be followed to resolve the dispute. If it is determined that an independent arbitrator is required, said expense shall be the responsibility of the suspended member.  If the Board determines by two-thirds (2/3) vote of the Board, that cause for removal exists, the officer shall be removed from office, effective immediately, upon written notice to that officer.

 

Article VIII

Voting

 

Section 8.1:  Voting – Each member in good standing with Department voting rights is entitled to one (1) vote, in person, or electronically (for absentee voting), on any important items that require the whole memberships voting participation.  Such voting situations would include approving the annual budget, elections of officers, Bylaws changes or amendments, or other important items the Board deem necessary for all voting members to decide.  Meetings where all voting members are asked to participate will include the Monthly Regular Business-Training Meetings, Annual Meeting and/or Special Meetings called by the Fire Chief, President, or Board of Directors.  All membership voting meeting requirements will inform the members a minimum of seven (7) days prior to the vote being taken.  Meetings where votes are taken but do not require all members to participate, voting will be done by the members present; these meetings would include Annual Meeting, Special Meetings , Board Meetings, Monthly Regular Business-Training Meetings, and Department committee meetings.

 

8.1.1   Voting will be either a show of hands, verbal, paper ballot, or electronically.

 

8.1.2   Excused eligible voting members may vote electronically beginning twenty-four (24) hours prior to the start of the Monthly Regular Business-Training Meetings, Annual Meeting and/or Special Meetings called.Electronic voting shall cease two (2) hours prior to the regularly scheduled Monthly Regular Business-Training Meetings, Annual Meeting and/or Special Meeting(s) called.

 

8.1.3   All Bylaws changes or amendments and annual budget approval requires a two-thirds (2/3) majority ballot vote; electronic voting SOG would apply to this voting requirement.If a voting member in good standing is not physically capable of voting due to geographic location, special circumstances, or health condition, their vote will not be required to complete the membership voting requirements.

 

Article IX

Committees

 

Section 9.1:  Committee Formation – The Board of Directors may create committees as needed to work on specific issues within the SCVFD that are pertinent to firefighting requirements and non-firefighting support. The President appoints with confirmation of the full Board all committee chairs. Each committee may adopt rules for its meetings not inconsistent with these Bylaws or with any rules or pertinent SOGs adopted by the Board.  Committees can incur expenses up to their allowed budgets.  The Board must approve any expenses outside of the budget. 

 

Article X

Membership Meetings

 

Section 10.1:  Annual Meeting – The Annual meeting of the SCVFD shall be held at 7:00pm on the second Saturday of September, or as fixed by the Board, at which meeting transaction of business shall take place and officers of the Department elected. The terms of officers shall be staggered so that some officers are elected in even numbered years and other officers in odd numbered years. Membership attendance at this meeting is required unless excused by the Fire Chief prior to the meeting.

 

Section 10.2:  Monthly Regular Business-Training Meetings – The regular meeting of the SCVFD shall be held the third Thursday of each month.  The Officers shall have the authority to change the frequency or date of said meeting as the need arises. Membership attendance at this meeting is required unless excused by the Fire Chief prior to the meeting.

 

Section 10.3:  Board of Directors Meetings – Board of Directors meetings will be determined by the Board and will meet quarterly at a minimum to conduct the necessary Department business requirements.  This meeting schedule will be determined under the SOG. Board member attendance at this meeting is required unless excused by the Board President prior to the meeting.

 

Section 10.4:  Special Meetings – Special meetings may be called by the Fire Chief, President or by any other two (2) officers of the Board of Directors, including conducting special meetings of the Board and membership through electronic communication methods.  Upon such request, the Secretary shall call such special meeting and shall give a notice of six (6) days and the nature of the business to be acted upon. Membership attendance at this meeting is required unless excused by the Fire Chief prior to the meeting.

 

Section 10.5:  Meeting Attendance – Any member shall be discharged if absent three (3) consecutive meeting roll calls unless excused by a Chief or a Department Officer.  Any member who does not attend two (2) consecutive annual meetings, given proper notification of the meeting as outlined in Article X, Section 10.1, shall be dropped from the membership roles of the Department.

 

Section 10.6:  Meeting Provisions – Every voting member present has the opportunity to vote on any question coming before the Department.  All Monthly Regular Business-Training Meetings shall be held at the Department’s fire station(s) unless otherwise specified. The Annual Meeting and/or Special Meetings will meet at the Silver City Historical Schoolhouse unless otherwise specified.  A majority of all active members shall constitute a quorum.

 

Section 10.7: Meeting Agenda

 

  • Meeting called to order

  • Pledge of Allegiance

  • Moment of Silence for Fallen Firefighters

  • Roll Call

  • Approval of past Meeting Minutes

  • Correspondence & Upcoming Events

  • Report of Incidents

  • Officer Reports

  • Committee Reports

  • Old Business

  • New Business

  • Reminders

  • Adjournment

  • Training*

  • Maintenance*

 

*NOTE: Training and Maintenance functions may or may not take place at Annual Meetings and/or Special Meetings, but will be part of the Regular Monthly Business-Training Meetings.

 

10.7.1   The Department may make additional agenda items as they deem necessary for the good of the Department.

 

Article XI

Financial & Asset Management

 

Section 11.1:  Fiscal Year – The fiscal year of the organization is November 1st through October 31st each year.

 

Section 11.2:  Annual Fire Department Financial Contributions – The Department will accept annual financial contributions for properties under its protection and from the general public. The financial contribution is encouraged to be paid by January 1st annually. The recommended contribution amount shall be determined each year by the Board at the time the budget is presented. If an annual financial contribution is not made, the SCVFD reserves the right to charge the property owner for any costs incurred for firefighting actions taken to protect the property or structure. The Department intends to respond to any fire or other emergency situation that is known of within the Silver City Fire Protection District regardless of whether that person or property owner has made a financial contribution to the SCVFD. The Board may invoice the person(s) or property owner(s) for compensation of emergency services rendered for those who have not made the recommended annual financial contribution. The Board may waive the invoice as it sees appropriate for those active Department members who volunteer significant time or resources. Payment of the annual financial contribution does not define the contributors voting rights; only members who have completed the membership requirements set forth in Article III have voting rights.

 

11.2.1  Financial donations from the general public, residing within or outside of the Silver City Fire Protection District are welcomed and encouraged to help support the Department’s emergency response mission. Individuals or entities who voluntarily donate financially to the Department do not have a voting nor formal membership position unless they have completed the membership requirements set forth in Article III.

 

11.2.2   In the event of a mil-levy being established in the Silver City Fire Protection District, the Department cannot invoice for private property fire related incidents. However, the Board may continue to encourage annual financial contributions to address any budget shortfalls not covered by any potential future fire tax revenues received.

 

Section 11.3:  Reimbursement – Officers, directors, firefighters, delegates to conferences, and members of the committees shall be reimbursed for reasonable expenses as approved in advance by the Board for any non‐budgeted items.

 

Section 11.4:  Financial Responsibility – The Board of Directors shall, in good faith, authorize and pay bills in a timely manner. Expenditures, other than maintenance of vehicles, shall be limited to the approved budget line item. The Board is authorized to approve expenditures exceeding the approved budgeted line item. For any single expenditure exceeding the organization’s total approved annual budget by five percent (5%) or more, the Board shall provide a written plan for how revenue will be raised to cover such expenditure.

 

Section 11.5:  Gifts, Grants, & Endowments – The President or a designated person may accept on behalf of the Organization any contribution, FIT, bequest, or devise for the general purpose, or for any specific purpose of the Organization, as long as such donation is in compliance with the United States Internal Revenue Law and is consistent with the mission of the SCVFD. The Board, in the exercise of its discretion, may refuse to accept any such proposed donation. No member or director shall verify in writing the value of the FIT or donation for tax deduction purposes, or other than cash, checks, credit cards, or electronic deductions.  Gifts of tangible personal property and gifts‐in‐kind may be acknowledged by accurately describing the gift in such detail that is it recognizable.  Determining a value for such FIT or donation is the sole responsibility of the donor.  The Board reserves the right to decline financial contributions from individuals or entities that could compromise the SCVFD’s ability to fulfill its responsibilities or place the Department into any conflict of interest situation(s).

 

 

Section 11.6:  Contracts – The Board may authorize any officers, agent(s) of the SCVFD, in addition to the officers so authorized by these Bylaws, to enter into any contract or execute and deliver any instrument in the name and on behalf of the SCVFD.  Such authority may be general or specific, yet must be in writing and such authorization shall be maintained in the records of the SCVFD. 

 

Section 11.7:  Business Transactions – The SCVFD shall have the right to buy and sell and the power to hold in ownership, in its own name and on its own behalf, any and all equipment (including vehicles), real property, or land necessary for effectively carrying out the SCVFD’s purpose.  Any unauthorized purchase, distribution or destruction of such property or equipment may result in disciplinary action or removal from membership.  Because the Board has been elected to act in good faith on behalf of the membership and to conduct the business necessary and in a timely manner to protect and serve the members of the Department, the Board has the authority to spend up to one-thousand dollars ($1,000.00) over the approved budget prior to membership approval. Exempt from this limit would be funds spent during legal proceedings (due to the time constraints) or natural disaster declarations.

 

 

Article XII

Indemnification

 

Section 12.1:  Officers, directors and agents of the SCVFD shall be indemnified for any costs, expenses, or liabilities necessarily incurred in connection with the suit or proceeding in which they are made a part by reason of being or having been a member serving in an elected or an appointed capacity.  No member shall be indemnified when adjudged in the action or suit to be liable for negligence or misconduct in the performance of duties.

 

Article XIII

Dissolution

 

Section 13.1:  The SCVFD may be dissolved with the assent given in writing and signed by not less than three-fourths (3/4) of the Directors.  Upon dissolution of the SCVFD, other than incident to a merger or consolidation, the assets of the SCVFD shall be dedicated to an appropriate public agency to be used for the purposes similar to those for which the SCVD was created.  In the event that such dedication is refused acceptance, such assets shall be granted, conveyed and assigned to any nonprofit corporation, the organization, trust or other organization to be devoted to such similar purposes.

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