OREGON FIRE INSTRUCTORS ASSOCIATION CONSTITUTION AND BY-LAWS
ARTICLE I NAME
Section 1. The name of the association shall be the Oregon Fire Instructors Association (OFIA).
Section 2. This Association is organized as a statewide association.
ARTICLE II MISSION
Section 1. The mission of the Oregon Fire Instructors Association is to facilitate and support cooperative and progressive Fire Service Training and Education.
Section 2. The mission shall be accomplished by:
(a) Promoting instructor growth and development.
(b) Encouraging and supporting fire service training and education in Oregon through an organization governed by representatives from each regional training organization in the state.
(c) Providing interaction and communications between regional training associations, assisting in organizing new regional training associations, providing an instructor training program pool, providing financial support for schools when needed and approved, receiving and disbursing training grants, and provide a single voice representative of all OFIA members that addresses local, state, and national issues pertaining to fire service training.
(d) Encouraging and supporting fire service training that is oriented toward, and designed to; reduce the number of firefighter disabling injuries and line of duty deaths in Oregon.
ARTICLE III MEMBERSHIP
Section 1 OFIA is divided into Regional Training Associations made up of fire service agencies which are geographically close enough to share training resources and who meet on a regular basis.
(a) A regional training association in good standing is defined as one who submits their rosters of officers and delegates.
Section 2. Any active member in good standing is automatically a voting member of this organization.
(a) An active member is defined as one who is endorsed by their regional training association and whose designated dues have been paid.
Section 3. Associate members are persons with interest in fire service training that do not meet the criteria in Section 2 and have paid the designated dues. Associate members will have voting privileges at the annual conference.
Section 4. Life members are persons so voted by the association members, by virtue of their many years of service to the association. Life members are exempt from dues and shall have voting privileges at the annual conference.
(a) Candidates for life membership should have been active in the organization for at least 10 years, and should have demonstrated exceptional direction toward promoting the OFIA, fire service training, and education as a whole, and should have participated in committee work and special projects at both the local and statewide levels.
(b) All candidates for life membership shall be submitted to the President of the OFIA, at a date specified by the President. This recommendation must be in writing and explain the individual's qualifications and justification for the award.
(c) The President will appoint a screening committee composed of three current life members and two members of the Executive Board to review the application and background.
(d) The screening committee may choose a single outstanding candidate from the list of nominees and submit a resolution of life membership in that candidate's name to the Resolution Committee for action at the next annual conference.
(e) An OFIA Life Membership Liaison shall be appointed by the President. The liaison's duties may include, but not limited to: keeping accurate, current records of all life members addresses and phone numbers; act as a contact person to keep OFIA Life Members informed of activities to which Life Members may wish to participate.
Section 5. Regional training associations wishing to become recognized shall make written application to the President or Secretary of the OFIA at least thirty (30) days prior to a regularly scheduled executive board meeting. A simple majority vote of the Executive Board in favor of membership will be required for recognition.
ARTICLE IV FINANCES
Section 1. The
dues shall be set by majority vote at the annual conference by the voting
members in attendance and placed in the Policies and Procedures.
Section 2. The OFIA Treasurer shall be responsible for the collection of all dues.
Section 3. Upon dissolution of the Association, the Executive Board shall, after paying or making provisions for the payment of all of the liabilities of the Association, dispose of all the assets of the Association exclusively for charitable or scientific purposes as shall at the time qualify as an exempt organization under Section 501(C) (3) of the Internal Revenue Code of 1954 or the corresponding provision of any future United States Internal Revenue Law, as the Executive Board shall determine. Any such assets not so disposed of shall be disposed of by the Circuit Court of the State of Oregon for Marion County, exclusively for such purposes or to such an organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.
Section 4. This organization is organized exclusively for the charitable or educational purposes within the meaning of Section 501(C) (3) of the Internal Revenue Code.
Section 5. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities permitted to be carried on by an organization exempt from Federal income tax under Section 501(C) (3) of the Internal Revenue Code.
Section 6. This organization is not organized for profit, and no part of the net earnings shall inure to the benefit of any private shareholder or individual.
ARTICLE V OFFICERS
Section 1. The officers of the association shall be: President, Vice-President, Secretary, Treasurer, and shall be elected by the membership at the annual conference.
Section 2. All officers of the association shall take office at the close of the annual conference and serve until their successors are elected and installed.
Section 3. Duties and responsibilities of the officers:
(a) The President shall preside at all meetings
of the OFIA. He shall appoint a Sergeant-at-Arms and Parliamentarian
(b) In the absence of the President, the Vice-President shall preside.
(c) The Secretary shall keep the minutes of the association and shall perform such other duties as the association may direct. The Secretary shall distribute minutes of the Executive Board meetings to the membership within two (2) weeks of their occurrence. They shall maintain an accurate record of regional’s in good standing, voting delegates, OFIA membership roster.
(d) The Treasurer shall be the custodian of the funds of the association which shall be deposited in a bank designated by the Executive Board. The Treasurer shall keep an itemized account of all receipts and expenditures, file vouchers of all payments, and present a full report at each meeting of the Executive Board and at the annual conference. The Treasurer is responsible for the billing and collection of membership dues. The Treasurer shall submit a budget of expected expenses and income for the coming fiscal year, May 1 through April 30. A three (3) member Financial Review Committee, appointed by the President at the annual conference, shall conduct a financial review of the previous twelve (12) months income and expenses within 30-45 days of the closing of the fiscal year and submit a report at the next Executive Board meeting.
ARTICLE VI ELECTION OF OFFICERS
Section 1. (a) Nomination of Officers shall be open to the membership at the annual conference. Nominees must be active members in the OFIA.
(b) The officers shall be elected for a term of two years and shall be eligible for re-election. Beginning in 2011, the Vice President and Treasurer will be elected in even calendar years. Beginning in 2012, the President and Secretary will be elected in odd calendar years.
(c) In case of a vacated office, a successor shall be appointed by the Executive Board to serve the remainder of the term.
(d) Election of officers will occur at the annual conference. All members present may vote in the election.
ARTICLE VII THE EXECUTIVE BOARD
Section 1. There shall be an Executive Board consisting of the President, Vice-President, Secretary, Treasurer, and one delegate from each regional training association in good standing. Executive Board members will each have one vote. The President shall only vote to break a tie.
Section 2. (a) Each regional training association is responsible for selecting its delegate.
(b) When the regular delegate
Section 3. (a) Each outgoing President shall serve as an ex-officio member, without a vote, on the Executive Board for the same term as the newly elected President.
(b) The State Fire Marshal, or his/her duly appointed representative, may serve as an ex-officio member of the Executive Board, without a vote.
(c) The President of the Oregon Fire Chiefs' Association, or his/her duly appointed representative, may serve as an ex-officio member of the Executive Board, without a vote.
(d) The President of the Oregon Volunteer Firefighter Association, or his/her duly appointed representative, may serve as an ex-officio member of the Executive Board, without a vote. (e) The Department of Public Safety Standards and Training Director, or his/her duly appointed representative may serve as an ex-officio member of the Executive Board, without a vote.
(f) The President of the Oregon Fire Education Association, or his/her duly appointed representative, may serve as an ex-officio member of the Executive Board, without a vote.
Section 4. It shall be the duty of the Executive Board to take the initiative in determining the policies of the association, and to carry out the mission of the association.
Section 5. A quorum shall consist of seven (7) members of the total voting membership of the Executive Board. The President, Vice-President, Secretary and Treasurer count as one each regardless of their Regional Training Association. Regional Training Associations represented by their delegate, count as one Executive Board member each.
ARTICLE VIII MEETINGS
Section 1. There shall be an annual conference of the association.
Section 2. The President of the association, or the Vice-President in his absence, will call Board meetings as required to take care of necessary business.
ARTICLE IX COMMITTEES
Section 1. All regularly standing OFIA committee chairs shall be appointed by the President with the approval of the Executive Board. Openings will be announced to all members and those interested in serving on the posted committee are to contact the President. Special committees may be appointed by the President.
Section 2. The President shall make the OFIA Annual Conference Committee appointments prior to the annual conference.
ARTICLE X AMENDMENTS
Section 1. Amendments to the Constitution and By-Laws of this Association shall be made only by a two-thirds vote of the voting members in attendance at the annual conference business meeting.
Section 2. Proposed amendments shall be submitted in writing to the Secretary at least sixty (60) days prior to action. Exception--Any amendment will be considered at the annual conference that has been considered by the Constitution and By-Laws Committee.
Section 3. Emergency Clause: The Board shall have the right to approve amendments to the Constitution and By-Laws, by a two-thirds majority of the voting members present at a scheduled Board meeting, to take effect immediately. Approved changes shall stand until the next annual conference.
ARTICLE XI GOVERNING RULES
Section 1. The rules contained in Roberts "Rule of Order" shall govern in all cases wherein they do not conflict with the rules of this organization. Approved April, 2010 OREGON FIRE INSTRUCTORS ASSOCIATION POLICIES AND PROCEDURES
1. Basic Concept of the OFIA
It is intended that the OFIA be an organization of ALL fire instructors in areas served by recognized regional training associations. During the annual conference members are to select their President, Vice-President, Secretary, and Treasurer, and make changes in the Constitution and By-Laws of the OFIA, as well as other business to come before the membership. Between conferences, the members will participate in OFIA matters through regional training association delegates to the OFIA Executive Board. All meetings are open and OFIA members are encouraged to attend.
2. Emergency Actions
In the event that important OFIA business requires immediate action, and a quorum of the Executive Board is not available, the President of the OFIA or his designated representative may consult the officers and receive their comments and votes.
3. Communications
The Secretary of the OFIA shall make available, within two, weeks copies of minutes of Board meetings, the annual meeting, and other information deemed appropriate. The information will be posted on the OFIA website and sent to the current membership list.
4. OFIA Funding
A. Training sponsored by the OFIA should be designated to yield funding sufficient to take care of the financial needs of the organization. Individual dues may be levied to cover the additional mailing costs and to encourage the formation of the regional associations.
5. Changes to Policies and Procedures
Changes to the OFIA Policies and Procedures may be done by the Executive Board at any time or by the membership at the annual conference. A simple majority vote is needed to approve proposed changes.
6. Pre-Registration Fee Refunds
In order to prevent over-registration for training, where class size is limited, pre-registration is considered to be a contract to pay the fee. Refunds due to cancellations will not be made after two (2) weeks prior to the training. Substitutions for pre-registered personnel can be accepted.
7. Reimbursable Expenses
A. All receipts for expenses incurred by members of the OFIA and subject to reimbursement, shall be forwarded to the Treasurer.
B. Executive Board approval shall be required on all reimbursements. However, the President and/or Treasurer may approve reimbursements until a regularly scheduled meeting is held.
C. The Treasurer shall reimburse those receipts for expenses submitted and approved.
8. Responsibilities of Regional Training Associations
A. Appoint one delegate to represent the regional association on the Executive Board.
B. Submit
the names of the regional officers and delegate
C. Make
every effort to have their delegate
D. Hold regular regional meetings to promote fire service training in the area. 9. Constitution and By-Laws Committee
The Constitution and By-Laws Committee will at each annual meeting review all resolutions generated since the opening of the previous annual conference. Based on the nature of the Resolution, they will recommend inclusion into the Constitution and By-Laws, Policies and Procedures, or disposal of each resolution.
10. Dues
A. Dues for any membership as outlined in Article III, Section 2, shall be $10 annually.
B. Dues for any membership as outlined in Article III, Section 3, shall be $25 annually.
C. The dues structure as set forth in this policy shall be due and payable to the OFIA Treasurer by November 1.
11. Department of Public Safety Standards and Training - Fire Service Training Team
The OFIA shall utilize the Department of Public Safety Standards and Training - Fire Service Training Team to act as information officers between the association and Oregon Fire Service Agencies.
12. Instructor of the Year Award
A. An Instructor of the Year Award shall be presented to the fire service instructor deemed to have had the greatest positive impact on Oregon fire service training during the calendar year preceding the annual conference. Said award shall be presented to the recipient at the annual conference.
B. The President of OFIA shall, at least 30 days prior to the annual conference, appoint the OFIA Instructor of the Year Selection Committee. This committee shall consist of two (2) life members and three (3) active OFIA members at large. This five (5) member committee shall have at least two (2) new members each year.
C. Each regional training association or active OFIA member may submit to the President, by a date determined by the President, a candidate for the OFIA Instructor of the Year. This shall be accomplished prior to the annual conference.
D. The Instructor of the Year Selection Committee shall judge each candidate on the merits of the stated criteria. Their final decision shall remain confidential until the award is presented. OFIA shall make funds available for an appropriate award to the individual. It is the responsibility of the selection committee to acquire and present the award.
E. Each regional training association shall disseminate application procedures and materials to its members.
F. Instructor of the Year recognition:
1. The OFIA "Instructor of the Year" shall be recognized in the following manner:
a. A personalized plaque, recognizing the selected individual as the recipient of the C.E. "Buzz" Buzalsky "Golden Achievement Award" which is presented annually to the OFIA Instructor of the Year.
b. A personalized nameplate mounted on the OFIA Instructor of the Year Plaque, which also recognizes the selected individual as the recipient of the C.E. "Buzz" Buzalsky "Golden Achievement Award"; to be displayed at the Department of Public Safety Standards and Training.
13. Annual Conference
A. It shall be the policy to accept bids from regional training associations in good standing to host a future annual conference. The question will be decided by a vote of the membership.
B. It shall be the general policy to have conference bids in place at least two (2) years in advance.
C. The Conference Planning Committee shall be a working committee to help provide continuity for the annual conference. The Committee shall develop the core topics for the annual conference, maintain the conference materials and coordinate assistance to hosting regional’s. The Committee shall meet during the annual conference to discuss planning for future conferences. This meeting shall include representatives from current and future years hosting regional’s.
D. The annual OFIA Conference Committee shall provide at no expense, lodging, a conference package, and a banquet ticket for their guest to the OFIA President, Vice-President, Secretary, and Treasurer.
E. The annual OFIA Conference Committee shall provide at no expense, attending Life Members with a conference registration package and a banquet ticket for their guest.
F. The Oregon Fire Instructors Association shall assure that any hotel, motel or conference center in which OFIA conferences or meetings are held shall meet fire and life safety codes.
G. The OFIA will absorb any loss suffered by a hosting regional association during an annual conference. If the annual conference makes a profit, the hosting regional association shall share said profits 50/50 with the OFIA General Fund. GUIDELINES FOR RESOLUTIONS OF THE OFIA
1. All active members of the OFIA, or member by affiliation are invited to present resolutions to the OFIA conference.
2. All resolutions must be submitted to the Secretary of the OFIA for review. Also, send a cover letter to the secretary telling if the resolution is to be acted on at the conference, or just informational to the association.
3. All resolutions then will be forwarded to the President, and then to the resolutions committee of the OFIA
4. All resolutions must be typewritten on 8 1/2" X 11" paper and signed by the person or group proposing the resolution.
5. The resolutions committee may accept emergency resolutions directly if it is determined that the purpose for which the resolution is intended was not evident prior to the conference, and if the resolution clearly is required and in the best interest of the association. The decision of the resolutions committee on accepting emergency resolutions will be final.
6. After the resolution is received by the resolutions committee, it will be read to the body and, if not a resolution for life membership, will be posted for view. At the last conference business session they are again read, discussion is accepted and action taken by the body.
7. The resolutions committee may consolidate resolutions of like subject matter and prepare a composite resolution to be presented to the conference, or call upon sponsors to consolidate resolutions.
8. The committee may, for the best interest of the association, ask for amendments to resolutions, either from the sponsor, or at the last business session when the resolution committee makes their recommendation to the body.
OREGON FIRE INSTRUCTORS ASSOCIATION United to promote Firefighter Training and Education
Resolution #
Resolution to OFIA Annual Conference _____/_____/_____ to _____/_____/_____
WHEREAS: ___________________________________________________________________
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WHEREAS: ___________________________________________________________________
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WHEREAS: ___________________________________________________________________
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THEREFORE BE IT RESOLVED:___________________________________________________
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Submitted by: Resolution Committee
, Chairman
Resolution Committee Action: Conference Action:
Do Pass Passed
Don't Pass Rejected
Without Comment ___________________________________ OFIA President
___________________________________ Date
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