Constitution

SOUTHEASTERN DIVISION

Constitution and Bylaws

SOUTHEASTERN ASSOCIATION OF FIRE CHIEFS

 

Table of Contents

 

Article I. General

Section 1 Name and Title                                                                               7

Section 2 Affiliation                                                                                         7

Section 3 Mission                                                                                            7

Section 4 Bonding of Officers                                                                        7

Section 5 Federal Tax Status                                                                         7

Section 6 Purpose and Objectives                                                                 8

Section 7 Composition of Division                                                                  8

Section 8  to Vote                                                                                           8

Section 9 Dissolution of Association                                                              8

Article II. Membership

Section 1 Membership                                                                                    8

Section 2 Membership and Membership Privileges                                       8

Section 3 Corporate Sponsorship                                                                   11

Section 4 Voting In Committee                                                                      11

Section 5 New Member Voting Privileges                                                      11

Section 6 Sections                                                                                          11

Article III. Officers

Section 1 Officers                                                                                           11

Section 2 Officer Eligibility                                                                              12

Section 3 Board of Directors                                                                          12

Section 4 Term                                                                                               12

Section 5 State/Territorial Directors                                                               12

Section 6 Executive Committee                                                                     13

Section 7 Vacancies and Resignations                                                          13

Section 8 Association Expenses                                                                    13

Section 9 Removal from Office                                                                      14

Article IV. Duties of the Officers

Section 1 Duties of Elected Officers                                                              14

Section 2 Duties of the Board of Directors                                                     17

Section 3 Duties of the Executive Committee                                               18

Section 4 Duties of the Executive Director                                                    18

Section 5 Chaplin                                                                                            19

Section 6 Records                                                                                          19

Section 7 Pecuniary Gain                                                                               19

Article V. Meetings

Section 1 Annual Conference                                                                        19

Section 2 Board of Directors Meeting                                                            20

Section 3 Reimbursement                                                                              20

Section 4 Parliamentary Order                                                                       20

Section 5 Quorum                                                                                          20

Article VI. Dues

Section 1 Dues                                                                                               20

Article VII Eligibility

Section 1 Eligibility                                                                                          21

Article VIII Amendments

Section 1 Amendments                                                                                  21

Section 2 Conference Amendments                                                              21

Section 3 Authority                                                                                         22

Section 4 Effective Dates                                                                               22

BYLAWS

Section 1 General

Subsection 1 Dues                                                                                         24

Subsection 2 In Arrears                                                                                  24

Subsection 3 Retired Regular Members                                                        24

Subsection 4 Applications                                                                              24

Subsection 5 Approval of Expenditures                                                         24

Subsection 6 Fiscal Year                                                                                24

Subsection 7 Adopting Amendments to Bylaws                                            24

Subsection 8 Effective Date of Amendments: Priority                                   24

Subsection 9 Technical Amendments                                                            25

Subsection 10 Resolutions                                                                             25

Subsection 11 Conference Host                                                                    25

Subsection 12 Travel Expenses                                                                     25

Section II Committees

Subsection 1 Permanent Committees                                                           25

Subsection 2 Constitution, Bylaws and Resolutions Committee                   25

Subsection 3 Elections Committee                                                                26

Subsection 4 Audit Committee                                                                       26

Subsection 5 Committees and Committee Membership                               27

Subsection 6 Standing Expectations of Committee Members                      27

Subsection 7 Participation and Reporting Requirements                              27

Subsection 8 Initial and Annual Review of Appointment Document             27

Subsection 9 Unusual Event Reporting and Review                                     27

 

 

Section III Election of Officers

Subsection 1 Candidates                                                                                28

Subsection 2 Publication of Candidate Information                                       28

Subsection 3 Unanimous Ballots                                                                    28

Subsection 4 Balloting Process                                                                      28

Subsection 5 Elections                                                                                   28

Subsection 6 Conduct of Election and Disputes                                            29

Subsection 7 Appointment of State Directors                                                29

Subsection 8 Election Campaign Practices                                                   29

Subsection 9 Endorsement Policy for SEAFC/IAFC Positions                      29

Subsection 10 Endorsement Policy Not Directly SEAFC/IAFC Positions     29

Section IV Miscellaneous

Subsection 1 Installation of Officers                                                              29

Section V Rules of Order

Subsection 1 Preservation of Order                                                               30

Subsection 2 Members Speaking                                                                  30

Subsection 3 Presiding Officer Decides                                                        30

Subsection 4 Point of Order                                                                           30

Subsection 5 Calling the Question                                                                 30

Subsection 6 Motion to Adjourn                                                                     31

Subsection 7 First Business Session                                                             31

Subsection 8 Question without Provision                                                       31

Subsection 9 Memorial Services                                                                    31

Subsection 10 Order of Business                                                                   31

 

 

Section VI Code of Ethics                                                                            32

Section VII Effective Dates of Amendments                                             34

 

 

 

SOUTHEASTERN ASSOCIATION OF FIRE CHIEFS INC.

A Division of the International Association of Fire Chiefs

 

Alabama 􀂃 Florida 􀂃 Georgia 􀂃 Kentucky 􀂃 Mississippi 􀂃 North Carolina 􀂃 Puerto Rico 􀂃 South Carolina 􀂃 Tennessee 􀂃 U.S. Virgin Islands 􀂃 Virginia 􀂃 West Virginia

 

CONSTITUTION, BYLAWS AND RULES OF ORDER

 

 

CONSTITUTION

 

Article I GENERAL

 

SECTION 1 – NAME and TITLE

 

This Association shall be known as the Southeastern Association of Fire Chiefs, Inc., herein called the Association, a Division of the International Association of Fire Chiefs, Inc., herein called the I.A.F.C.

SECTION 2 – AFFILIATION

 

This Association shall be a division of the IAFC and shall be bound by the Constitution and Bylaws of the IAFC.

 

SECTION 3 – MISSION

 

The mission of this organization is to provide leadership to career and volunteer fire service leaders, managers of emergency services organizations, persons interested in: saving life, protecting property, mitigating, and responding to all hazards that threaten the well being of our neighbors throughout the southeastern region of the Association through vision, information, services and representation to enhance their professionalism and capabilities.

 

SECTION 4 – BONDING OF OFFICERS

 

The Executive Director and employees or officers authorized to receive and administer funds by the Board of Directors, shall be bonded by the Association in an amount approved by the Board of Directors.

 

SECTION 5 – FEDERAL TAX STATUS

The Association shall neither have nor exercise any power, nor engage directly or indirectly in any activity, that would invalidate its status as a corporation {1} exempt from federal taxation under section 501(C)-(6) of the Internal Revenue Code of 1954 as amended, and {2} to which contributions are deductible under section 170 (C)-(2) of the Internal Revenue Code of 1954 as amended.

 

SECTION 6 – PURPOSE AND OBJECTIVES

The Association’s objectives will be to discuss and promote methods that offer efficiency and safety, inform members, legislators and the community about the need for and effects of legislation bearing upon the purposes of the Association, conduct and interpret research, develop surveys, cooperate with governmental, private, and not for profit organizations, and to develop, support, and participate in educational opportunities.

 

SECTION 7 – COMPOSITION OF DIVISION

 

This Association shall consist of members residing in the states of Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee, Virginia, and West Virginia, the Commonwealth of Puerto Rico, and the U.S. Virgin Islands.

 

SECTION 8POWER TO VOTE

Each and every Regular Member in good standing and each Life Member shall be entitled to vote. The right to vote may not be delegated to any person.

SECTION 9 – DISSOLUTION OF ASSOCIATION

 

In the event of the dissolution of this Association, all assets of the Association shall be proportionately distributed to the Fire Chiefs Associations of each state in the Southeastern Division based on the number (percentage) of members in each state. Tangible assets shall be liquidated in accordance with statutory requirements of the state in which the Association is incorporated.

 

ARTICLE II MEMBERSHIP

 

SECTION 1 – MEMBERSHIP

The Association shall consist of regular members of the IAFC residing in the states of Alabama-Florida-Georgia-Kentucky-Mississippi-North Carolina-Puerto Rico-South Carolina-Tennessee-U.S. Virgin Islands-Virginia-West Virginia, as defined in Article II, Section 2, of the Constitution of the IAFC.

SECTION 2 –MEMBERSHIP AND MEMBERSHIP PRIVILEGES

 

The membership of the Association shall consist of:

  1. Regular Members – Regular members shall include:

  1. The Chief of the Department and all Chief Officers, as designated by the Chief, of regularly organized public, private, governmental or industrial fire departments.

  1. Department, City, County, State, Provincial and Territorial Fire Marshals and their immediate subordinates as designated by the Fire Marshal.

  1. All regular members in retirement.

Regular members, who maintain current dues-paying status shall be entitled to hold elective office, serve on the Board of Directors and vote on all matters requiring a vote of the general membership unless otherwise prohibited herein.

  1. Members Other than Regular Members:

 

  1. Past President Life Membership

 

  1. a) Life membership shall be conferred upon all Past Presidents of the Association with all the privileges of regular membership, per the provisions of B.3. Past Presidents shall be eligible for life membership only upon retirement from the fire service.

  1. b) Past President Life members are not required to pay dues.

  1. Departmental Members

  1. Departmental members shall include any Fire/EMS departments serving populations of 10,000 or less.

  1. Departmental members shall be entitled to the same privileges as a regular member with the exception of service in elected position.

  1. Dues for departmental members shall be the same as for regular members.

  1. Departmental members shall be entitled to vote on all matters requiring a vote, but are entitled to only one vote.

  1. Life Members

  1. Life members shall include:
  • Current members who joined prior to August 28, 2003 (8 or more consecutive years as a regular member) will be eligible for life membership when they have reached ten consecutive years as a regular member and have fully retired from the fire service.
  • Current members who joined between August 28, 2003 and August 28, 2011 (less than eight consecutive years as a regular member) are eligible for life membership when they have reached fifteen consecutive years as a regular member and have fully retired from the fire service.
  • Members joining after August 28, 2011 are eligible for life membership after 20 consecutive years as a regular member once they have fully retired from the fire service.

  1. Life members are not required to pay dues but may be charged for association services.

  1. Application for life membership shall be made to the membership department of the IAFC Executive Director or the SEAFC Executive Director

  1. Life membership shall not be conferred or continued for individuals who are eligible to be a regular member of the Association through their employment or involvement with the fire service.

  1. Life members shall upon request be entitled to vote on all matters requiring a vote, but are not eligible to hold elective office or serve on the Board of Directors.

  1.      Associate Members

  1. Associate members shall be persons interested in the goals and objectives of the Association who are not eligible for regular membership.

  1. Associate members shall have all the benefits of regular membership, except they are not eligible to hold elective office, serve on the Board of Directors or have voting privileges.

  1. Affiliate Members

  1. Affiliate members shall be persons interested in the affairs of the IAFC and the fire service who are not eligible for regular membership.

  1. Affiliate members shall be entitled to participate in the Association, except they are not eligible to hold elective office, serve on the Board of Directors or have voting privileges.

  1. Membership services for Affiliate members will be less than those afforded Regular and Associate Members.

  1. Honorary Life Members
  2. Honorary life membership may be conferred upon any person who has rendered conspicuous service to the Association, its aims and purposes, provided that such membership shall be unanimously recommended by the executive committee and approved by the Board of Directors.
  3. Honorary life members shall be entitled to participate fully in the affairs of the Association except they are not eligible to hold elective office, serve on the Board of Directors or have voting privileges.
  4. Honorary life members shall not pay annual dues.

Unless otherwise specified herein, dues and membership services for members other than Regular members shall be established by the Association Board of Directors.

 

 

 

 

SECTION 3 – CORPORATE SPONSORSHIP

 

Corporate sponsorship status shall be available to persons and/or businesses engaged in the manufacture or sale of emergency apparatus, supplies or service and/or persons or businesses otherwise interested in the field of fire or emergency services, upon payment of an annual fee which shall be determined by the Board of Directors.

 

SECTION 4- VOTING IN COMMITTEE

All members, including Associate Members, Life Members, Affiliate and Honorary Members, shall be considered full voting members of any committees or task forces on which they serve.

 

SECTION 5 – NEW MEMBER VOTING PRIVILEGES

Voting privileges shall accrue to voting members only upon enrollment of membership on the Association’s official membership record, but in no circumstance less than fifteen {15} days after receipt of initial membership dues.

 

SECTION 6 – SECTIONS

 

Subject to the approval of the SEAFC Board of Directors, a group of members having specialized fire service related interests may, upon attaining not less than 60% regular and/or associate members, form a Section of the Association. Activities of Sections shall be under the jurisdiction of the Association. The Board of Directors shall prescribe the procedures and practices of Sections. Protocols, Constitutions and/or Bylaws for Sections shall be submitted to the Association board of directors at least sixty {60} days prior to an annual meeting. The Board of Directors shall review protocols for Sections and forward them, together with its recommendations, to the membership at its annual membership meeting for their final action.

ARTICLE III ELECTED OFFICERS

SECTION 1- OFFICERS

 

The officers of the Association shall consist of a President, First Vice President, Second Vice President, Secretary/Treasurer, International Director, and Past President. The President, First Vice President, Second Vice President and Past President, each shall have a term of office for one {1} year or until the next annual conference when their successors shall take office and they may not succeed themselves.

A position of Executive Director shall be created and maintained; if the position of Executive Director is filled, the office of Secretary Treasurer shall be vacated and remain vacant for the duration of the tenure of the Executive Director.

If the position of Executive Director is vacant, a Secretary/ Treasurer shall be elected by the Board of Directors for a term of two {2} years or until an Executive Director is appointed, whichever occurs first, and, as long as the position of Executive Director remains vacant, may be eligible for reappointment by the Board of Directors.  The International Director shall serve a two {2} year term and may succeed himself/herself.

Once elected to the position of Second Vice President the elected VP shall not have to run for office of any of the chairs.  He/she shall move to the next position without an election until he/she reaches the position of Past President.

 

Section 2 – OFFICER ELIGIBILITY

Any member of the Association seeking election to any of the offices specified in Article III, Section 1 shall:

  1. Be a regular member in good standing of both the Association and the IAFC at the time of filing and upon installation.
  2. In the event that a member vacates his/her position through retirement or otherwise while holding an elected office, the member may continue to hold said office until completion of the term.
  3. Questions of eligibility shall be resolved by the Elections Committee

 

SECTION 3 – BOARD OF DIRECTORS

 

There shall be a Board of Directors which shall consist of a President, First Vice President, Second Vice President, Past President, Secretary/Treasurer, International Director and one {1} State Director from each of the States/Territories represented by the Association.

 

Exception: Per the Bylaws, if the position of Executive Director is filled, the office of Secretary Treasurer shall remain vacant.

 

 

SECTION 4 – TERM

 

The Second Vice President shall be elected by ballot for a term of one {1} year, at the end of that term he/she shall move to the next chair until he/she reaches the Past President’s position. The International Director shall be elected by ballot for a term of two {2} years. All Officers shall have their legal residence within this Division.

SECTION 5 – STATE/TERRITORIAL DIRECTORS   

 

There shall be one {1} Director from each State/Territory referred to in Article I Section 7.  Each State Fire Chiefs Association shall select a State Director as provided by the Association’s constitution and bylaws. The President of the State Chiefs Association shall forward the nomination of the individual who they have selected to represent them in writing to the SEAFC Executive Director {Secretary / Treasurer} who shall verify eligibility of the nominee.  Once the verification is made the Executive Director shall notify the SEAFC Board of Directors of the States selection.

At the annual Conference the individual shall be presented to the membership by the President of the SEAFC as the new Board representative for said state and shall take office upon being sworn in.

The State Directors of the following States shall be elected in the odd number years: South Carolina, Tennessee, Virginia, West Virginia, Commonwealth of Puerto Rico, and the U.S. Virgin Islands, and the following States in the even number years: Alabama, Florida, Georgia, Kentucky, Mississippi, and North Carolina.

Each State/Territorial director shall serve a two {2} year term with the ability to succeed himself/herself. A state/territorial director who vacates his/her fire department office through retirement or otherwise while holding the position may continue to hold the position until the end of his/her term.

SECTION 6 – EXECUTIVE COMMITTEE

 

There shall be an Executive Committee, which shall consist of the President, First Vice President, Second Vice President, International Director, Immediate Past President and Secretary / Treasurer.

Exception: Per the Bylaws, if the position of Executive Director is filled, the office of Secretary /Treasurer shall remain vacant.

 

SECTION 7- VACANCIES AND RESIGNATIONS

  1. In the event of a vacancy occurring in the office of the President or his successors, the next officer in line shall immediately be directed by the board of directors in writing or informal session to assume all duties and authorities of the vacant office and an acting Second Vice President shall then be named by the President and, upon approval of the Board of Directors, shall serve until the next annual election.

  1. In the event of a vacancy occurring in the office of the Executive Director, an acting Secretary/Treasurer shall immediately be appointed by the President and, upon approval of the Board of Directors, shall serve until a new Executive Director is hired or the next annual election is held to elect a Secretary/ Treasurer.

  1. In the event of a vacancy occurring in the office of the International Director, an acting International Director shall immediately be appointed by the President and, upon approval of the Board of Directors, shall serve until the next annual election.

 

  1. In the event that a State/Territorial Director shall resign, retire, die or otherwise be incapable of serving, the State/Territory so represented shall fill such vacancy in accordance with its procedures, but no later than their next annual meeting.

SECTION 8 – ASSOCIATION EXPENSE

 

No officer or member of the association shall incur any expense in the name of the Association without approval of the Board of Directors. However, in the event of critical or emergency issues the Executive Committee shall have the authority to make or authorize expenditures which must be ratified by the Board of Directors at the next Board meeting.

 

SECTION 9 – REMOVAL FROM OFFICE

 

In the event that an officer or director is convicted of a felony while holding office, that officer shall be deemed to have forfeited his/her office, and  shall be removed from that office.

In the event that an officer becomes impaired physically or mentally to such an extent that the office holder is unable to discharge the powers and duties of said office, that officer shall be removed from office if both the following actions are taken:

  1. A minimum of three of five members (or four of six members if the office of Secretary/Treasurer is filled) of the Executive Committee vote in favor to recommend removal from office to the Board of Directors.
  2. A minimum of 75% of the Board of Directors vote in favor to remove the officer, thereby creating a vacancy in that office.

ARTICLE IV   DUTIES OF THE OFFICERS

 

SECTION I – DUTIES OF THE ELECTED OFFICERS

 

The duties of the elected officers are as follows:

THE PRESIDENT SHALL:

 

  1. Be official representative and spokesperson for the Association.

  1. Serve as chair of the Executive Committee.

  1. Preside at meetings of the Association, meetings of the Board of Directors, and at the annual membership meeting and shall conduct Association business in accordance with its Constitution and Bylaws.

  1. Prepare the agenda for Association Board of Directors meetings.

  1. Insure that all committees, work groups or task forces operate according to the Constitution and Bylaws and Association policies.

  1. Name committees, work groups, or task forces and appoint their chairs for the term of office to accomplish the goals and objectives of the Association. (See Bylaws, Section II Subsection 5).  Act as ex-officio with the power to vote as a member of all committees.

The President shall receive for review all committee applications as soon as possible following the Annual Leadership Conference and shall appoint permanent committee members by August 1. Additional committees may be appointed as needed by the President at anytime throughout the year.

  1. Assure that each committee shall not have less than one member of the Board of Directors appointed either as a committee member or as a board liaison.

  1. Call a special meeting of the Board of Directors when so requested by a majority of the Board of Directors or whenever the President determines necessary. At least five {5} days notification shall be given for the special meeting with the reason for the special meeting stated, except when the President determines that an unusual emergency exists.

  1. Communicate with State Association Presidents and encourage open dialog on issues of mutual interest to the SEAFC and State Associations.

  1. Facilitate the process for strategic and business plan reviews and revisions.

  1. Provide support and direction to the Board and Executive Director.

  1. Execute documents and contracts as directed by the Board of Directors on behalf of the Association.

  1. Perform all other duties and/or responsibilities required by this office as established by the Bylaws and/or the Board of Directors.

 

THE FIRST VICE PRESIDENT SHALL:

 

  1. In the absence or inability of the president to perform all the duties of the office shall assume the duties of the President.

  1. Assist the President in conducting the business and polices of the Association.

  1. Assist in the facilitation of strategic and business plan reviews and revisions.

  1. Provide support and direction to the Executive Director.

  1. Perform such other duties as are prescribed by the Board of Directors.

 

THE Second Vice-President SHALL:

 

  1. In the absence or inability of the President and First Vice President to perform all the duties of their office, the Second Vice-President shall assume the duties of the President and/or First Vice President.

 

  1. Assist the President and First Vice President in every way possible to fulfill their President’s duties.

  1. Provide support and direction to the Executive Director.

  1. Perform such other duties as prescribed by the Board of Directors.

In addition to all other duties required by the President, the First and Second Vice Presidents shall perform such other duties as may be required of them by majority vote of the Association in conference assembled or by policy direction of the Board of Directors.

 

The office of secretary /treasurer is filled only when the executive director position is vacant.

The secretary/ treasurer shall:

  1. Attend all meetings of the Association and Board of Directors and keep full minutes of the proceedings and actions.
  2. Supervise the use of all the assets of the Association with the advice and approval of the Executive Committee.
  3. Determine that all monies of the Association are deposited in proper accounts and, where applicable, draw the highest rate of return consistent with the greatest safety for the Association funds.
  4. Determine that all funds collected and disbursed are collected, recorded, and disbursed according to accepted accounting principles and in accordance with the Bylaws of the Association and policies adopted by the Board of Directors.
  5. Report to the annual conference on the financial condition of the Association, including a summary of all revenues and disbursements.
  6. Consult with the Executive Committee during budget preparation prior to consideration by the Board of Directors.
  7. Report data on membership and dues from the Association according to IAFC guidelines.
  8. Prepare and distribute a complete report at the annual membership meeting and other meetings as directed to the Board of Directors and others as requested by the board.
  9. Employ assistance as deemed necessary to discharge duties of the office and business of the association upon consent of the Board of Directors.
  10. Provide the board of directors with periodic written statements of revenue and expense, current financial status and balance sheets of the Association.
  11. Sign checks and papers on behalf of the Association.
  12. Coordinate and execute the annual conference with the help of the host department, Conference Committee, and Board of Directors’ liaison.
  13. Acts as an ex-officio member of all committees with the power to vote.

The primary responsibility of the international director of the Association is to establish and maintain a solid liaison between the Association and the IAFC.

The international director shall:

 

  1. Attend all IAFC Board of Directors meetings.

  1. Attend all Association Board of Directors meetings.

  1. Report proceedings of all IAFC business meetings and activities to the Association Board of Directors.

  1. D. Review IAFC committee appointments and provide recommendations to the Association Board of Directors.

  1. Provide a summary written report to the Association’s general membership at the annual membership meeting.

  1. Actively engage in issues of importance to the Association and the fire and emergency services that occur on a national and international level

Section 2 – Duties of the Board of Directors

The board of directors shall:

  1. Hire an Executive Director who shall be subject to removal from office, at any time, by a majority vote of the board.
  2. Have general charge of the affairs of the Association.
  3. Review the work of the association at the Board of Directors meetings and develop Association policy for operations.
  4. Create and maintain a bi-annual strategic plan to provide for continuity and the general direction of the Association.
  5. Approve, adopt, change or amend all budgets as recommended by the Executive Director and the Executive Committee.

  1. Cause to be made an audit of all books and present such audit to the Board of Directors at its next meeting.

  1. Establish the date and place of the annual conference of the Association and cause to have the dates and place of the annual conference published on the official website of the association at least ninety (90) days prior to the opening date of the conference.

  1. Establish the registration fee for the annual conference.

  1. Hold special meetings called by the President upon request of a majority of the members of the Board of Directors.

  1. Act as a liaison between the Association and represented States/Territories on issues of mutual interest and/or concern to fire and emergency services.

  1. Provide reports and information on behalf of the represented states/territories pertinent to the Association at the annual membership meeting.

 

Section 3- Duties of the Executive Committee

 

The Executive Committee shall:

 

  1. Review the annual budget as proposed by the Executive Director and make recommendation to the Board of Directors for its approval, disapproval or change.

  1. Study and evaluate the finances of the association with the purpose of formulating plans for increasing revenues, and budgeting control of present and future finances, advising and counseling with the Executive Director, approving the investment of Association funds, presenting such plans and any other recommendations to the Board of Directors for consideration and approval.

  1. Carry out other duties assigned by the Board of Directors.

Section 4- Duties of the Executive Director

The Executive Director shall:

  1. Be responsible for the supervision, management and maintenance of the Association business office and staff, and the conduct and administration of all business of the Association subject to the policies and direction established by the Board of Directors.
  2. Submit a monthly report to each member of the Board of Directors covering the activities of the association business office, including a statement of revenues and disbursements compared with the approved budget.
  3. Prepare an annual budget.
  4. Keep complete and true records of the meetings of the Board of Directors, Executive Committee, and appointed committees. Submit a report of the actions taken at meetings of the Board and Executive Committees to all members of the Board of Directors not later than thirty (30) days after said meeting.
  5. Maintain a policy manual for guidance of all officers and committees.
  6. Report at the annual conference on the activities and state of the Association.
  7.   Support, administer and maintain the policies established by the Board of Directors and represent the Association and speak in its name according to the policies established by the Board of Directors.
  8. Expend or authorize the expenditure of any funds for the normal operation of the association as provided for in the budget.
  9. Supervise the collection and disbursement of all funds in accordance with the Bylaws of the Association and the policies established by the Board of Directors.
  10. Deposit all monies of the Association in an insured and guaranteed chartered bank, trust company or building and loan association which are insured by the Federal Deposit Insurance Corporation or purchase other United States securities, obligations, notes, bills, bonds or other insured evidence of indebtedness.
  11. Be responsible for the custody of all assets of the Association with the advice of the Board of Directors.
  12.  Prepare a financial report, including a detail of revenues and disbursements and make a presentation at the annual conference.

  1. Publish the annual audit report and distribute it to the members.
  2. Coordinate and execute the annual conference with the help of the host department, conference committee, and Board of Directors’ liaison.
  3. Carry out other duties as required or described in the Position Description of the Executive Director.

SECTION 5- CHAPLAIN

 

The President may appoint a Chaplain with the approval of the Board of Directors. If a Chaplain is appointed, the Board may authorize the payment of expenses that are equal to that which are covered for other members of the Board.

Section 6 – Records

 

 All officers shall deliver all records of their office to their successors.

Section 7 – Pecuniary Gain

No part of the income of the Association shall be advantageous to the benefit of any Director or Officer of the Association or to any private individual. Reasonable compensation may be paid for services rendered to or for the Association affecting one or more of its purposes. No Director or Officer of the Association or any private individual shall be entitled to share in the distribution of any of the Association assets upon dissolution of the Association.

 

ARTICLE V   BOARD OF DIRECTORS / EXECUTIVE COMMITTEE       MEETINGS

 

Section 1- Annual Conference

  1. There shall be an annual conference of the Association at a location approved by the Board of Directors.
  2. In the event that the conference is not held, all actions described herein that are carried out at the conference shall be carried out at a special meeting of the Association’s Board of Directors, announced to all members and open to attendance by all members, as soon as possible after the originally-scheduled conference.
  3. The annual conference shall include a business meeting. A quorum for the transaction of business at an annual or special meeting of the Association shall be a two-thirds majority of members present at the annual conference who are qualified to vote.

 

 

Section 2 – Board of Directors Meeting

There shall be a Board of Directors meeting to approve, adopt, change or amend all budgets as recommended by the Executive Director and the Executive Committee.

Once the business meeting is called to order, the quorum for transaction of business shall be a number equivalent to a simple majority of the Board of Directors.

Section 3- Reimbursement

Reimbursement of expenses for all authorized meetings shall be determined by the Board of Directors.

Section 4- Parliamentary Order

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall provide guidance for the Association in all cases in which they are applicable and in which they are not inconsistent with this Constitution and Bylaws and any special rules of order that the Association may adopt.

Section 5- Quorum

A simple majority shall constitute a quorum for the transaction of business at all meetings of the Board of Directors or the Executive Committee.

 

ARTICLE VI – DUES

SECTION I

 

Dues for membership are addressed in the Bylaws, Section I.

ARTICLE VII – ELIGIBLITY

 

SECTION I

Every person eligible and desiring to become a member of this Association shall make application to the I.A.F.C. and, at the same time, pay the prescribed membership fee.

 

 

ARTICLE VIII- AMENDMENTS

 

In accordance to the IAFC Constitution and Bylaws, all proposed changes to these Bylaws must go through the approval process as defined by the IAFC’s Constitution, Bylaws, and Resolutions Committee prior to being placed on the Association’s ballot or brought before the Association’s Membership for a vote.

Section 1- AMENDMENTS

  1. The Association shall have full power to alter, amend or revise this Constitution and Bylaws. Members requesting such alteration or revision shall submit their proposal in writing to the Executive Director of the Association by February 1 in a form prescribed by the Constitution and Bylaws Committee. To be considered by the full membership any proposed changes must have the approval of the Board of Directors or the Constitution and Bylaws Committee or a petition signed by fifty regular members of the Association. The Elections Committee shall establish and approve safeguards required to maintain the integrity of the balloting process prior to initiation of any balloting.
  2. The Executive Director {Secretary/Treasurer should there be no E.D.} shall see that notice of the proposed changes shall be provided to the membership of the Association at least thirty {30} days prior to the date set for the opening of the annual conference.

Section 2- Conference Amendments

Nothing contained in the preceding section shall prevent the Association in conference regularly assembled from altering or revising any part of the Constitution and Bylaws upon a majority vote of the members entitled to vote who are present and voting, provided however that notice of any such action shall be given in writing in a form prescribed by the Constitution and Bylaws Committee and printed copies made available to all eligible voters present when such proposed alteration, amendment or revision shall be read in open conference with action at the final business session. Amendments not presented at the first session shall be referred to the Constitution and Bylaws Committee for its consideration and recommendation.

 

 

SECTION 3-AUTHORITY

The Board of Directors may, by a majority vote of its members, adopt any program of procedure or authorize any administrative action in the best interest of the SEAFC and its membership.

Section 4- Effective Dates of Amendments

All amendments, alterations or revisions shall take effect immediately upon the adjournment of the annual conference unless otherwise provided.

AMENDED: Miami, Florida – June 23-27, 1990.

Article IX, Section III;

Article IV, Section I, P;

Article IV, Section VI, E, Section VII, B, C, D.

 

AMENDED: Mobile, Alabama, June 29-July 1, 1992

Article I, Section III

Article VI, Section VI, Section VII

 

AMENDED: Nashville Tennessee, June 23, 1997

 

AMENDED: Birmingham, Alabama, June 24, 1998

Article II, Section 1

Article II, Section 2

Article II, Section IV

 

AMENDED: Dothan, Alabama, June 17, 1999

Article IV, Sections V, VI and VII

 

AMENDED: Augusta, Georgia, June 1, 2000

Article II, Sections 1, 2, 3

Article III, Section I

Article IV, Section I, V

Article V, Section III

 

AMENDED: Nashville, TN, July 9, 2001

Article VII, Section 1

 

AMENDED: Mobile, AL, July 1, 2006

Article I, Sections II, IV

Article III, Section I

Article IV, Section V

Article VI. Section II

Article IX, Sections II, III

 

AMENDED: Louisville, Kentucky, June 26, 2010

 

AMENDED: Montgomery, Alabama, June 16, 2011

Article II, Section 2

Article III, Section 5

 

AMENDED : Hampton, Virginia, June 14, 2012

Article II, Section 1

               Section 2, B-1

               Section 2, B-3A (as required by IAFC)

               Section 2, B-4

Article III, Section 5

Article IV, Section 1-F

 

AMENDED : Conference Call, Sept. 3, 2013

 

Article IV, Section 1F

 

 

 

AMENDED : Charleston, South Carolina, June 19, 2017

 

Article I,    Section 5

                  Section 9

Article III,  Section 8

                  Section 9

Article IV,  Section 1-F

                   Section 4-O

 

_______________________     

Chief Wallace Possich
Constitution & Bylaws Committee
Committee Chairman