ARTICLE I
PREAMBLE
This association shall be known as the Middlesex County Fire Prevention and Protection Association (Association or MCFPPA).
ARTICLE II
OBJECTIVES
The objectives of the Association shall be the following:
1. To promote and improve fire prevention and protection through education.
2. To obtain and circulate information among the members and the public.
3. To educate the public in the prevention of fire, protection of life and property, and the control of arson.
4. To promote better training and education for fire prevention personnel.
5. To bring uniformity to the enforcement of the fire prevention and fire protection codes throughout the County and the State.
6. To interact with all fire related agencies throughout the County and the State in fire prevention and protection code matters.
7. To provide representation on New Jersey code committees as well as national code committees where possible in the adoption of new codes and standards and changes to existing codes.*
ARTICLE III
MEETINGS
Section 1. The regular monthly meeting of this association shall be held on the third Thursday of the month at 1:oopm.
Section 1.1. The date of the November meeting shall be selected by the Executive Board to avoid a conflict with the NJ League of Municipalities Conference.
Section 2. Special meetings may be called by the President at any time or upon the written request of five (5) members. It shall be the duty of said President to see that each member shall be notified of special meetings not less than two (2) days prior thereto.
Section 3. Ten (10) members shall constitute a quorum at any meeting.
Section 4. The association shall hold a minimum of nine (9) meetings within the calendar year. A member must attend at least four (4) of these meetings to be eligible to cast his/her vote for the election of officers at the December election meeting.
ARTICLE IV
MEMBERSHIP
The classes of membership of the Association shall be as follows:
Section 1. Any industry, company, architect, or engineer working in Middlesex County shall be eligible as an Associate Member.
Section 2. Any current employee of a Middlesex County based: County or Local Fire Marshal’s Office; or of a Fire Department or of a U.C.C. Local Enforcing Agency, or of the Middlesex County Prosecutor’s Office assigned arson investigation duties shall be eligible as an Individual Member.
Section 3. Middlesex County based Fire Departments shall be eligible for a Department Membership which entitles that department to five (5) Individual Memberships. The representatives of the memberships shall be designated at the time of payment of the annual dues.
Section 4. Anyone currently certified as a Fire Official, certified as a Fire Inspector, licensed as a Fire Subcode Official, licensed as a Fire Protection Inspector, Licensed as Housing Official, Licensed as a Housing Inspector and residing in Middlesex County shall be eligible as an Individual Member.
Section 5. Honorary Membership shall be awarded at the discretion of the membership for set terms. Honorary Members shall be permitted to attend Association functions and meetings, but shall not have the right to vote.
Section 6. No one having been convicted in a court of law of a crime punishable by more than ninety (90) days in jail shall be a member of this Association. Any current member charged with a crime and having been indicted by a County, State or Federal Grand Jury shall have his or her membership suspended until such time as a conviction, dismissal, or finding of innocence of the charges occurs.
ARTICLE V
ELECTION OF OFFICERS
The officers of the Association and the election process shall be as follows:
Section 1. The Association shall elect the following Operating Officers:
President
Vice-President
Secretary
Treasurer
Trustees(2)
Section 1.1 The organizational structure of the Association shall have the Vice-President, Secretary, Treasurer and Trustees reporting to the President.
Section 2. The Nominating Committee shall recommend candidates for the positions of : President, Vice-President, Secretary, Treasurer, and Trustee and report same to the membership and in writing to the Secretary of the Association at the October regular meeting. The nominations will stay open until the election meeting.
Section 2.1 Nominations for the positions of President, Vice-President, Secretary, Treasurer and Trustee may be made by the membership at large. Nomination from members at large may be made at the October, November or December meetings.
Section 2.2 The election shall be held at the December regular membership meeting.
Section 3.0 All terms of office shall be for one (1) year commencing on January 1.
Section 4.0 All candidates for an officer position shall be in good standing with the Association.
Section 4.1 All officer candidates shall be current in their certifications and licenses with the New Jersey Department of Community Affairs, Divisions of Fire Safety and/or Division of Codes and Standards. The certifications and/or licenses shall be maintained during the term of office.
Section 5. In the event of a vacancy in an Operating Officer position the Executive Board shall fill the vacancy for the remainder of the unexpired term.
ARTICLE VI
EXECUTIVE BOARD
The Executive Board shall be comprised of the following positions:
Section 1. All Officers
Section 2. The President shall assign duties to the members of the Executive Board as necessary for the efficient operation of the Association in addition to those set forth herein.
Section 3. The Board shall supervise the bonding of the Treasurer and the Secretary.
Section 4. The Board shall execute the general business of the Association with the consent of the membership.
Section 5. No contracts or payments shall be authorized that provide a financial benefit to a current Executive Board member, their immediate family members or businesses.
Section 6. The Executive Board shall provide for the presentation of the following awards:
Fire Protection Inspector of the Year
(To be presented to a currently employed Fire Protection Subcode Official or Inspector within Middlesex County displaying exemplary service to the community. Nominations are to be solicited and submitted during the month of February. The Recipient must be an active member of the Association.)
Fire Prevention Inspector of the Year
(To be presented to a currently employed Fire Official or Fire Inspector within Middlesex County displaying exemplary service to the community. Nominations are to be solicited and submitted during the month of August. The Recipient must be an active member of the Association.)
Fire Safety Program/Activities of the Year
(To be presented to a Fire Department or Fire Safety Bureau within Middlesex County in recognition of exemplary service to the community in the presentation of fire safety education programs)
Special Award(s)
(Awards to be presented by the President to individuals, organizations, or firms in recognition of activities that have benefited the Middlesex County fire prevention and/or fire protection community)
Section 7. All decisions of the Executive Board shall be determined by a majority vote.
ARTICLE VII
DUTIES OF THE PRESIDENT
It shall be the duty of the President to preside at all meetings, preserve order and decorum, and decide questions of order, subject to an appeal to the meeting. He or she shall appoint all committees and shall be ex-officio on all committees. He or she shall represent or see that the association is represented at meetings of the State Association and any other functions that are necessary for the good and welfare of this association.
ARTICLE VIII
DUTIES OF THE VICE-PRESIDENT
It shall be the duty of the Vice-President to preside at any meeting if the President is absent. He or she shall have all powers of the President for the meeting. The Vice-President shall also represent the Association for the President when he or she is unavailable.
ARTICLE IX
DUTIES OF THE RECORDING SECRETARY
Section 1. It is the duty of the recording secretary to read the minutes of the preceding meeting and to keep on file all documents relating to the business of the association and keep a true record of the proceedings of the association at each meeting.
Section 2. He or she is to handle all correspondence of the association and to sign documents in the association’s name.
Section 3. It shall be the duty of the recording secretary to keep a correct roll of the association and to record attendance prior to the adjournment of every meeting.
ARTICLE X
DUTIES OF THE TREASURER
Section 1. It shall be the duty of the treasurer to receive all money; to give receipt for the same; to pay bills when passed by the association; to submit his account to the trustees for audit when called upon by them to do so. He or she shall report the financial statement of the association at every monthly meeting. If necessary, the association shall furnish a suitable bond for the faithful performance of his or her duties in an amount required by and acceptable to the association.
Section 2. It shall be the duty of the treasurer to keep a record of the standing of each member's dues and the coordination of sending out yearly notices for collection of the dues by the month of March.
Section 3. It shall be the duty of the treasurer to collect any and all funds due the association such as ads, fundraising, etc. and see that they are receipted as promptly as possible.
ARTICLE XI
DUTIES OF THE TRUSTEES
It shall be the duty of the trustees to audit the financial records of the association at least once a year and report back to the association with their findings. This shall include auditing the treasurer’s records plus any records of any committees that they deem necessary to deliver an accurate report.
ARTICLE XII
DUTIES OF COMMITTEES
It shall be the duty of all appointed committees to keep records, make reports at meetings and take direction as to its duties from the association and its executive board. The committees shall be appointed by the president at any time he deems it necessary. Standing committees, if any, shall be appointed the meeting following general elections.
ARTICLE XIII
APPROPRIATIONS
Section 1. The Executive Board shall present the membership with a yearly budget at the January meeting. The budget shall include an estimation of anticipated revenues and operating expenses. Upon adoption by the membership the Executive Board may make expenditures in accordance with the approved budget.
Section 2. No money will be spent or appropriated for any purpose not included in the approved budget until first voted on by a majority of the members present at a regular or special meeting of the association, after which the order may be drawn on by the treasurer in the usual way for the amount appropriated. If applicable, goodwill committee purchases are excepted and the president is empowered to spend $100.00 on any emergency appropriation which would have to be explained and approved at the next meeting of the association.
ARTICLE XIV
DUES AND VOTING
Section 1. Individual memberships shall be $35.00 per calendar year. Each member shall carry one (1) general vote.
Section 2. Fire Department Membership shall be $125.00 per calendar year for up to five (5) Individual Members.
Section 3. Associate memberships shall be $125.00 per calendar year. Associate members shall have no general vote.
Section 4. Honorary members shall be exempt from paying annual dues.
Section 5. Any member in arrears for six (6) months shall be considered inactive and shall lose any membership privileges until the outstanding dues are paid. Any member in arrears for nine (9) months shall be dropped from the rolls.
ARTICLE XV
HONORARY MEMBERSHIP
The association may elect anyone to a honorary membership for a set term not to exceed one (1) year at any time with the unanimous vote of the eligible members present at a regular meeting. This honor shall be conferred on no other person, except as described above. An honorary member shall have all the privileges of a member except voting, and shall receive notification of all meetings and events.
ARTICLE XVI
AFFILIATION AND CHAPTERS
The Association shall encourage chapter affiliations as follows:
Section 1. The Association may join or be affiliated with state, national and international associations and organizations to enhance the furtherance of the Association’s objectives and to enhance the benefits of the membership. Any such relationship will be determined by a majority vote of the membership.
Section 2. The President or his or her designee shall represent the Association with the New Jersey Fire Prevention and Protection Association.
Section 3. The President may appoint a delegate to represent the Association at meetings of other organizations.
Section 3.1 The President and the Secretary shall inform the Executive Board of any required representation that the Association needs to be a part of. The President shall endeavor to ensure any and all such positions are filled by him or her self or another Association member. The Secretary shall keep a current list of all such representations including the term of the position.
Section 4. The Association shall establish itself as a Chapter of the International Codes Council (ICC). When the Association conducts business related to the ICC, the Association shall comply and adhere to all applicable requirements and restrictions of the Constitution and By-laws of the ICC as such pertain to Chapters thereof. The Association will hold harmless and indemnify the ICC from and against any and all suits, damages, loss, costs, or other liabilities, which may threaten or accrue to the ICC as a result of the acts or activities or failure to act by the Association.
Section 5. The Association shall establish itself as a Chapter of the International Fire Marshals Association (IFMA), a membership section of the National Fire Protection Association. When the Association conducts business related to the IFMA, the Association shall comply and adhere to all applicable requirements and restrictions of the Constitution and By-laws of the IFMA as such pertain to Chapters thereof. The Association will hold harmless and indemnify the NFPA and/or IFMA from and against any and all suits, damages, loss, costs, or other liabilities, which may threaten or accrue to the NFPA and/or IFMA as a result of the acts or activities or failure to act by the Association.
ARTICLE XVII
RULES OF ORDER
The president shall preserve order and decorum; appoint committees; shall have none but a deciding vote; and shall decide all questions of order. Any member may appeal to the meeting the decision of the president on a point of order. The appeal shall be decided by a majority. When a question is put, every member present shall vote either for or against the same unless excused by the president. All appointments or election of representatives, delegates, or committees to any state association shall be made pursuant to the laws of said association regulating the appointment or election of same.
A motion to adjourn shall always be in order.
When conflicts arise that are not covered by these by-laws “Roberts Rules of Order” shall be in effect
ARTICLE XVIII
AMENDMENTS
No amendments shall be made to these by-laws except at regular meetings. The amendments must have been lying on the table at least one (1) month, and receive the concurrence of two-thirds (2/3) of the total voting membership present at the meeting wherein the final reading occurs. The recording secretary of the association shall notify all members of the upcoming amendment vote and of the passage of any new amendments to these by-laws.
ARTICLE XIX
ORDER OF BUSINESS
1. Calling the meeting to order
2. Fire exit location
3. Salute to the flag
4. Moment of silence
5. Reading of the minutes of the last meeting
6. Reports of committees; action thereon
7. Communications
8. Bills presented and action thereon
9. Unfinished business
10. New business/miscellaneous business
11. Treasurer's Report
12. Good and welfare
13. Adjournment
ARTICLE XX
ADOPTION
Upon passage, these by laws shall take effect on December 17, 1987 and shall supersede any previously approved regulations.
(Amendments were made to Article III Membership, Section 2; Article III Membership Section 3; Article VI Duties of the Financial Secretary, Section 2; Article XII Dues, Section 1; and Article II Meetings, the 5th sentence on June 21, 1990. B-laws completely revised and amended on December 15, 2004.)