Revised Edition
JAN 3, 2001
SCOTTSBURG VOLUNTEER FIRE DEPARTMENT, INC.
Scottsburg, In.
NAME AND OBJECT
1. This Organization shall be known as the Scottsburg Volunteer Fire Department, Inc., hereafter known as "The Department".
2. PURPOSE:
a. To engage as a volunteer fire and rescue company for the purpose of answering fire and rescue alarms in the City of Scottsburg, and to render assistance to other emergency service agencies as requested in the City of Scottsburg and surrounding communities.
b. To protect the life, limb and property of the citizens of Scottsburg, Indiana, and
surrounding communities from damage or destruction by fire or other disaster.
c. To receive compensation from parties availing themselves of the Department services and other moines or property becoming available to the Department.
d. To perform or promote charitable and social acts or actives that may be voted by the
membership.
e. To own and hold real property, personal property, and equipment for fire fighting purposes.
3. The members of the Department, by virtue of their membership swear or affirm their
allegiance to the government of the United States of America.
ARTICLE I
These by-laws supersede any and all other by-laws previously adopted by the Department.
ARTICLE ll
1. The elected Officers of the Department shall consist of a Chief, Deputy Chief, Secretary, and Treasurer, to be selected at the regular business meeting in December. They shall assume office on the first regular business meeting in January of the following year. Company officers shall be appointed by the Chief.
2. CHIEF- It shall be the duty of the Chief, in addition to the regular duties required of him when leading the Department in an emergency or a training session, to preside at all meetings of the Department, and by virtue of his office be an ex officio member of all committees. The Chief shall appoint the company officers at the first regular meeting in January.
3. DEPUTY CHIEF- The Deputy Chief shall perform the duties of the Chief, in the event of his absence.
4. SECRETARY - The duties of the Secretary shall be to, accurately record the proceedings of all meetings, handle necessary correspondence, and pay to the Treasurer all Department funds received. Monitor attendance and comply with Article V, paragraph four.
5. TREASURER - The Treasurer shall receive and safeguard all Department monies entrusted to him. He shall pay all bills in a timely manner. disbursements other than emergencies, fire schools, and routine office expenses must have prior approval of the department. He shall compile and make available information necessary for the annual audit report.
6. The chain of command as to duties at regular business meetings shall be, Chief, Deputy Chief, Secretary, Treasurer, Grievances Chairperson, and then Company Officers. The chain of command as to duties at emergency calls and training session shall be Chief, Deputy Chief, then Company Officers. In the event any elected officer is unable to fulfill his duties, an election for a replacement shall be held at the next regular business meeting.
ARTICLE III - AUDIT
The Chief shall at the regular December meeting appoint an auditing committee of three members to audit the accounts of the Secretary and the treasurer. A report of this audit shall be given at the regular February meeting.
ARTICLE IV - MEETINGS
1. The Department shall meet for regular business meetings the first Tuesday of each month at 7:00 P.M. and shall meet for regular training meetings the third Tuesday of each month at 7:00 P. M.. Starting times may be adjusted at the discretion of the Chief to accommodate special or unique situations. In the event of a conflict of meeting dates with a holiday or emergency the meeting will be changed to the following Tuesday.
2. The Chief shall have the authority to announce special training sessions.
3. Quorum - Thirty-three and one-third percent (33 1/3%) of the active membership plus one (1) shall constitute a quorum for the purpose of holding a meeting. Any decisions made when a quorum is not present shall not be binding upon the Department.
4. Voting - A majority of the members present, provided there is a quorum, must approve any motion before it can be carried. A secret ballot may be taken upon request by any member of the Department without further question.
ARTICLE V - MEMBERSHIP
1. The Department may consist of thirty-six (36) active fire fighters. An accurate roster of the Department shall be made and kept by the Secretary at all times as a permanent record of the members of the Department.
2. Membership Benefits - The elected officers of the Department shall determine the apportionment of any Department benefits excluding accident insurance proceedings.
3. New Members - Applications for membership will be, to the Chief, on a form provided by this Department. The Chief shall require verification of the following basic requirements for new member candidates.
*( 1 ) Be at least twenty-one (21) years of age and no older than (45) years of age.
Minimum age may be reduced to eighteen (18) if applicant has a High School Diploma or GED.
( 2 ) Pre-membership physical examinations are required. The Physician for the City of Scottsburg shall determine if a prospective member is physically capable of performing fire fighting duties as described in the Fire Departments job description.
( 3 ) Reside within a reasonable driving distance from a Scottsburg, Indiana fire station.
( 4 ) Upon acceptance a applicant becomes subject to the City of Scottsburg Drug and Alcohol Policy, and will be required to take a pre-membership drug test.
( 5 ) Must possess a valid motor vehicle operating permit.
( 6 ) Have no convictions of a felony, misdemeanor or theft.
( 7 ) Have no record as a habitual traffic offender ( Five cited violations within a one year period ).
( 8 ) A Physical Skills Test is given to help determine ability to perform fire fighting functions. Failure to successfully perform these task may limit duties on the fire ground.
*The age of forty-five (45) years may be extended for a period equal to periods of previous fire fighting experience but not to exceed age fifty (50).
The Chief shall appoint, at the January business meeting, a membership committee consisting of three ( 3 ) department members. This committee shall investigate candidate's qualifications and report its finding at the next regular business meeting. The committee will reject applications of candidate who fail to meet any one of the basic requirements. The department will be informed of the rejection and the reason therefor. The Chief will notify the applicant of the rejection. Candidates who meet the basic requirements will be granted probationary membership subject to completion of 24 hours basic fire fighting training as required by the Indiana Code. Probationary membership will be automatic unless a vote is requested by a department member. If a vote is taken it will be by secret ballot and a simple majority of the members voting is required to grant probationary membership. Probationary members who do not complete 24 hours basic training within one year of application will be automatically dropped from probationary membership. A member on probation may not hold an elected or appointed office. Other duties ( consistent with level of training ), responsibilities and privileges are the same as for regular members. Candidates granted probationary membership will be notified by the Chief. Upon successful completion of the 24 hours basic training the department may vote whether to grant permanent membership. Voting will be by secret ballot and a simple majority of the members voting is required. A rejected applicant may not reapply for a period of one year. There shall be no appeal for this section.
4. Requirements for continued membership - Non-probationary members who no longer meet the
residence requirement for new members may continue membership if a reasonable driving distance of a Scottsburg Fire Station is maintained, subject to approval of the membership. Each member must attend one-third (1/3) of all the general emergency calls, at least five (5) of the regular business meetings and at least five (5) of the regular training meetings during the calendar year. When it becomes apparent that a membership is in jeopardy under this paragraph the Secretary shall notify the member by registered letter. As a minimum the notification letter will contain the member's record of attendance to the regular business and training meeting and the general emergency calls. When any meeting is canceled, all members shall receive constructive credit for attendance. Should a member fail any of these requirements, dismissal shall be automatic. Members participating in official functions of the Department must be in compliance with the City of Scottsburg Federal Motor Carrier Safety Regulations/Safety Sensitive Position - Drug and Alcohol Policy and are subject to disciplinary action as outlined in the Policy. The following shall be cause for suspension or dismissal when investigation by the grievance committee and suspension or dismissal is recommend. A vote of two-thirds (2/3) plus one (1) of the members voting shall be required for suspension or dismissal.
1. Felony charges
2. Misdemeanor
3. Theft
4. Conduct unbecoming a fire fighter
5. Habitual traffic offender
The following is cause for automatic dismissal when verified by the grievance committee.
1. Loss of vehicle operating permit
2. Illegal use of blue light
5. Leave of absence - Temporary leave of absence may be granted upon application for additional education, work, or illness. Temporary is defined as six (6) months or less. The leave of absence may be extended an additional six (6) months in unusual circumstances. No leave is authorized beyond one (1) year. The initial request for leave and a request for extension are separate action and both must be in writing. The grievance committee shall investigate request and approve or disapprove each request. The decision of the committee shall be reported to the Department and the requester notified in writing of the decision.
6. Inactive Membership - Active members who reach age seventy-two (72) will be automatically transferred to the Inactive Membership Roster. The Inactive Membership shall consist of members who wish to stay on as members of the Department after age seventy-two (72). These members shall not routinely take part in fire fighting duties. Active members in good standing with ten (10) years service or more who wish to become inactive, may transfer to Inactive Membership. Active members who become physically unable to continue active fire fighting duties before reaching age seventy two (72) may transfer to Inactive Membership. Inactive members may returned to active status, upon application, providing all requirements for such are met. Those members transferring to the Inactive Membership may retain a rank no higher than Captain.
DUTIES AND PRIVILEGES:
1. Station duties
2. Training duties
3. Other misc. duties (fire investigation, pre-planning, inspection, maintenance, etc.)
4. Retain voting rights
5. No attendance required
6. There shall be no compensation from the city for these members
ARTICLE VI - USE OF FUNDS
1. The money in the Treasury may be used only for the purpose of purchasing equipment, aid to a member of the Department, social meeting, or any other purpose with a vote of the membership, the usual voting procedure applying.
2. Dissolution clause - In the event that the Scottsburg Volunteer Fire Department, Inc., were to be disbanded or cease to exist for any reason, the assets of the Scottsburg Volunteer Fire Department, Inc. will be dispersed as follows.
(1) Ownership of all fixed assets to be transferred to the City of Scottsburg Fire Department.
(2) All liquid assets are to be given to the Scott County Community foundation, to be used for educational scholarships.
ARTICLE VII - OWNERSHIP OF DEPARTMENT PROPERTY
1. The department may, upon vote of the membership, purchase equipment for the personal use of the members. Upon a legal vote by the membership a member shall be required to return to the Department all property entrusted to his care. Necessary legal action may be taken to recover same.
2. The maintenance of equipment entrusted to a member is the responsibility of the member unless legally voted otherwise by the Department, damage by fire, theft or tornado excepted.
ARTICLE VIII - GRIEVANCES AND COMPLAINTS
1. A grievance and complaint board is hereby established for the Department.
2. Composition - The board shall be composed of three (3) members. The chairperson shall be elected by the Department as a part of annual election of officers and shall assume duties January one of the following year. The chief shall appoint two (2) department members to the board. Honorary members may serve on this board.
3. Duties - It shall be the duty of the Grievance and Complaint board to hear grievances and complaints of members unable to resolve by normal chain of command procedures. The board shall also investigate causes for suspension or dismissal per Article V, Paragraph four and any case referred by the Chief.
4. Procedures - Any member may request a hearing by the Grievance and Complaint Board. The request must be in writing (need not be typed). The request must briefly describe the problem and any efforts made to resolve the problem. If no effort has been made to solve the problem then state why not.
5. Authority - The Grievance and Complaint Board shall have authority to render decisions and resolutions. Decisions are final and there is no appeal.
6. In case a member of the Grievance and Complaint Board is involved in a complaint the Chief shall appoint a substitute for the involved member. If the Chair is involved the replacement will be an elected officer.
ARTICLE IX
1. These by-laws may be amended or repealed by a vote of three-fourths (3/4) of the members voting when a quorum is present, provided the entire membership has been notified, in writing, of proposed changes at least seven (7) days prior to voting.
1. Robert's Rules of Order shall be taken as authority on all question or parliamentary law in this Department.
Proposed changes prepared by Dick Kern with input from Department members.
Revised Edition July 6, 1999