IP-7 HADDON FIRE COMPANY, NO. 1 Haddonfield, New Jersey Constitution Last Adopted: May 2012 Amended: August 2015 ARTICLE I NAME The name of this association by virtue of its certificate of Charter will be HADDON FIRE COMPANY NO. 1, of Haddonfield, New Jersey. Wherever the word Company is used in this Constitution and these ByLaws, it shall refer to Haddon Fire Company No. 1. ARTICLE II ACTIVE MEMBERSHIP Any adult citizen interested in the mission of Haddon Fire Company No. 1, and who is able and willing to serve as an active firefighter, is eligible for active membership in the Company. Proposals for active membership must be made on forms prescribed by the New Jersey State Firemen s Association and the Company, and be signed by the applicant. The applicant must also be examined by a physician licensed to practice medicine in the State of New Jersey, and be declared fit for duty. Each application shall be referred to the New Membership Committee who shall investigate the applicant, conduct an interview, and determine the applicant s commitment and availability to meet the requirements of Active Membership. Should the New Membership Committee report favorably, the application shall be referred to the Borough for proper municipal consideration. After receiving such approval, the applicant shall be accepted into active membership. Should the New Membership Committee report unfavorably, the Secretary shall promptly advise the applicant in writing of the rejection, and the qualifications, described with particularity, which they have not substantially met. Any applicant rejected will not be eligible to reapply within one (1) year thereafter. When there are multiple applications before the New Membership Committee, applicants shall be considered in the following order: (1) former members of the Company, (2) applicants with documented Fire Service Training (3) all others. In the event of multiple applicants within any of the three categories, the earliest dated application shall be considered first. The active membership of the Company shall not exceed fifty-five (55) members. 1
SECTION 5 Following acceptance, a new member will be on probation for a period of one (1) year. SECTION 6 All new members shall be indoctrinated into the workings of the Company by the Executive Committee and the Fire Fighting Officers. ARTICLE 2A - REQUIREMENTS OF ACTIVE MEMBERS For the purpose of calculating active member participation, the time period of December 1 through November 30 shall be used. This time period shall be known and referred to as the Company Participation Year. All new members of the Company shall be required to attain the minimum participation requirements, in all three categories, as defined below in Section 5, for a period of seven (7) full Company Participation Years. In order to qualify for Exempt Status as defined by the New Jersey State Firemen s Association, each new member must meet the attendance and participation criteria as established by the State Association. Each new Company member must complete one (1) full participation year in order to qualify for voting rights and any clothing allowance reimbursement. SECTION 5 In order to maintain Active Membership Status, each Active Member shall meet the minimum participation requirements during the Company Participation Year. For members with more than seven (7) years of Company service, the participation levels and associated rights and privileges are as follows: 1) Response Requirement: Each Active Member shall respond to at least twenty percent (20%) of the total fire and emergency calls as toned by Camden County Communications. Response is defined as a member responding to the fire station upon the alarm, ready, willing and able to perform his or her functions as a firefighter. Successful completion of this response requirement entitles the member to cast ballots for the election of the Line Officers during any election held in the following Participation Year. Successful attainment of the Response requirement also entitles the member to one-third (1/3) of any clothing allowance reimbursement authorized by the Executive Committee. 2) Training Requirement: Each active member shall attend and successfully complete the required training as set forth by the Chief and Line Officers. Only training approved by the Chief and Line Officers may count towards any training requirement. Completion of this Training Requirement shall entitle the member to cast ballots for any Line Officer in any election held during the following Participation Year. Successful attainment of the Training Requirement also entitles the member to retain his department issued firefighting gear, and receive one third (1/3) of any clothing allowance reimbursement authorized by the Executive Committee. 2
3) Company Participation Requirement: Each Active Member shall attend and fully participate in at least sixteen (16) Company functions and events during the Participation Year. Each non-emergency event shall count as one individual event, with the exception of the Fund Drive in which the participating member shall be credited with two (2) event credits for each full night s participation. Completion of this Company Participation Requirement shall entitle the member to cast ballots for the Executive Officers during any election held in the year immediately following the Participation Year. Successful attainment of this requirement shall also entitle the member to one-third (1/3) of any clothing allowance reimbursement authorized by the Executive Committee. SECTION 6 At the conclusion of each Participation year, any Active Member who has failed to meet the minimum requirements in all three categories, or any new member with less than seven (7) years of Company service who fails to meet the minimum requirement in any of the three categories, shall lose eligibility for Active Membership. Such members will meet with the Chief and President no later than December 15 th and avail themselves to one of the following three (3) options: 1. Request and be transferred to Non-Active Status if so eligible. 2. Submit a written letter of resignation, effective immediately, from the Company. 3. Face automatic termination of membership with the Company. SECTION 7 Any member who transfers to Non-Active Status, resigns, or is terminated from the Company shall be eligible to re-apply for Active Membership. The applicant will present evidence of commitment and availability to the Active Membership Committee as to the reasonable expectation that the applicant will be able to once again serve as an Active Firefighter and meet the minimum participation requirements. ARTICLE III OFFICERS The elected officers of the Company shall consist of the President, Vice President, Secretary, Treasurer, Chief, Assistant Chief, two (2) Captains, five (5) Trustees, and three (3) Representatives to the Relief Association. Not more than two (2) non-active members shall be Trustees. The elected officers, with the exception of the non-active Trustees, must be active members with a minimum of four (4) years service. In the case of Trustee, a minimum of ten (10) years service is required. Fire fighting officers must qualify as follows: For the office of Chief, the candidate must have served as Assistant Chief and/or Captain for a total of two (2) years. For the office of Assistant Chief, the candidate must have served as Captain and/or Lieutenant for a total of three (3) years. For the office of Captain, the candidate must have served as Lieutenant for a total of two (2) years. Lieutenants shall be appointed in accordance with the provisions of Article IX, Section 2 of the Constitution. Lieutenants must have four (4) years active service and be a qualified driver at the time of appointment. All elected fire fighting officers must be a qualified apparatus Driver, or have previously served as a fire fighting officer in the Company, and requalify following installation. 3
Furthermore, all fire fighting officers must meet the New Jersey Division of Fire Safety s Fire Service Training requirements. ARTICLE IV DUTIES OF THE PRESIDENT It shall be the duty of the President to preside at all meetings, decide all points of order, enforce the provisions of this Constitution, By-Laws, Laws of U.S. Government, State of New Jersey, County of Camden, and the Borough of Haddonfield and all amendments which hereafter may be made to same, appoint an election board consisting of a judge and two (2) tellers to receive, count, and announce the results of all votes by ballot; appoint all committees not otherwise provided for; notify the Secretary to call special meetings when the President deems it necessary, or upon the written application of five (5) members; and perform all other duties appertaining to the office. The President, together with the Chief, shall supervise all Company mobile equipment. In all cases of balloting, the President shall be permitted to vote. In other cases, the President shall not vote except in the case of a tie, when the President shall cast the deciding vote. The President shall be an ex-officio member of all committees. The President and the Executive Committee shall prepare and establish committees as prescribed, immediately following installation. ARTICLE V DUTIES OF THE VICE-PRESIDENT The Vice-President, in the absence of the President, shall officiate in the President s absence and shall perform all duties enjoined upon the President. ARTICLE VI DUTIES OF THE SECRETARY It shall be the duty of the Secretary to keep a correct roll of members; notify new applicants of their acceptance or rejection; notify the Borough Clerk of all active members; attend to all correspondence and file all documents pertaining to the business of the Company; record in duplicate the minutes of each meeting in books and/or electronic media provided for that purpose; submit records annually and during the year upon request; prepare a list of officers and committees of the Company with respective appointments. The Secretary shall post conspicuously such list in the Fire Station. Renumeration, if any, shall be determined by the Company. In the absence of both the President and Vice-President, a Chairperson shall be appointed by the Secretary. ARTICLE VII DUTIES OF THE TREASURER 4
It shall be the duty of the Treasurer to receive all monies; keep an account of all the receipts and disbursements of the Company in a book or computer software provided for that purpose; the original of same to be retained on the premises deposit all monies coming into the Treasurers hands in the bank or banks approved by the Company; pay all bills which have been endorsed by the proper committee and authorized by the Company, pay over to the Trustees such sums as may be authorized by the Company; submit accounts to the Audit Committee upon their request; report the financial condition of the Company at the annual meeting and upon request. The Treasurer shall report the status of the budget periodically throughout the year. Renumeration, if any, shall be determined by the Company. ARTICLE VIII DUTIES OF THE TRUSTEES The Trustees shall have the responsibility of all monies placed in their hands by the Company. They shall be charged with the investment of such monies in a responsible manner. They shall keep minutes and financial accounts and shall submit same to the Company upon request. They shall have charge of all property of any nature whatsoever belonging to the Company. No Company property shall be sold, bartered, loaned, given away, destroyed, or otherwise disposed of without the full knowledge of the Trustees. Should the Trustees deem it advisable to dispose of or loan any item or items of Company property, they shall recommend such disposal or loan to the Company, which may or may not give such permission, as may be deemed advisable in the premises. They shall be responsible for the Company mobile equipment as directed by the Chief and/or President. They shall keep a current inventory of Company property, furnishing a copy to the Secretary of the Company, same to be produced when requested. They shall prepare and submit a written annual report of the cash and investments in their care to the Company. They shall submit a copy of said report, together with their books, records, and investments to the Auditing Committee. ARTICLE IX DUTIES OF THE CHIEF It shall be the duty of the Chief to have charge of and exercise general control over the apparatus, fire fighting equipment, and personnel placed in the care of the Company by the Borough of Haddonfield, New Jersey, and the building in which said equipment is housed; to inspect all fire fighting equipment regularly, ensure that all such equipment is in a condition of instant readiness, and to see that all repairs are completed. At time of fire, the Chief shall have supreme command and direct the Company in all its operations; see that all apparatus and other equipment is returned to the fire station, cleaned, housed, and placed in proper working order; to call the roll of members and note the absentees; to make an annual report to be submitted at the annual meeting, of the condition and needs of the 5
Company and the service performed by it. The Chief, along with the President, shall supervise all Company mobile equipment subject to the approval of the Company. It shall be the duty of the Chief, as soon after election as possible, to meet the elected Fire Fighting officers and appoint the necessary Lieutenants and other positions deemed necessary. In the absence of the Chief, it shall be the duty of the officers and then members, in the order of rank as per the Chain of Command, to perform the incumbent duties of the Chief. ARTICLE X DUTIES OF THE ASSISTANT CHIEF It shall be the duty of the Assistant Chief, in the absence of the Chief, to perform all of the duties enjoined upon the Chief. It shall be the responsibility of the Assistant Chief to formulate and supervise training, keep attendance records of training drills, submit reports of same to the Company, and an annual training report to the Chief for the Chiefs records. ARTICLE XI DUTIES OF THE CHIEF OFFICERS The chief officers shall establish the training and qualifications for each member passing from the probationary period. ARTICLE XII DUTIES OF THE FIRE FIGHTING OFFICERS It shall be the responsibility of the Fire Fighting Officers to establish Guidelines for fire fighting and other emergency operations. This regulation will be collectively known as the Company Standard Operating Guidelines (S.O.G.) ARTICLE XIII STANDING COMMITTEES The Standing Committees of the Company shall include: The Executive Committee shall be comprised of the President, Vice-President, Secretary, Treasurer, Chief, Assistant Chief, Chairperson of the Trustees, immediate past President, and any others as deemed advisable. Standing committees include: The Audit Committee, which shall consist of three (3) non-office holding members. The New Membership Committee shall consist of fifteen (15) members, of which four (4) must be the elected executive officers, four (4) elected fire fighting officers, and seven (7) members at large. The Personnel Committee shall consist of (5) non-office holding members. Additional 6
committees may be appointed at the discretion of the President. In addition, a chaplain and Sergeant at Arms may be appointed at the discretion of the President. ARTICLE XIV DUTIES OF COMMITTEES It shall be the duty of the Auditing committee to audit the accounts of the Secretary, Treasurer, and Trustees, and report its findings to the Company no later than the April meeting. The Executive Committee shall be responsible for developing an annual financial budget for presentation and approval by the Company. The budget term will commence on July 1 st of each year and end on June 30 th of the following year. The proposed budget shall be presented for approval no later than the June regular meeting of each year. The Treasurer shall periodically report to the Company with respect to the financial budget s status during the year. The Executive Committee shall also be responsible for indoctrinating all new members into the workings of the Company. They shall recommend rules and regulations for the Company, including House Rules, subject to approval of the Company. It shall be the duty of the New Membership Committee to carry out the provisions of Article II, Section 2 of this Constitution, as it pertains to such committee. It shall be the duty of the Personnel Committee to investigate all breaches of conduct, and if necessary, make their recommendations to the Company. The Personnel committee may suspend any member until the next regular meeting. Any member may directly communicate with this committee. SECTION 5 It shall be the duty of the Clothing Committee to be responsible for all authorized wearing apparel and updating of proper rank, including proper uniform assigned, and to keep proper records. ARTICLE XV DUTIES OF ACTIVE MEMBERS It shall be the duty of active members, by the end of their probationary period, to be in possession of, or qualify for, the New Jersey Division of Fire Safety s Fire Service Training FIREFIGHTER 1 certificate. It shall be the duty of all members to conduct themselves in accordance with the Company Constitution, By-Laws, Fire Fighting Standard Operating Guidelines (S.O.G.), House rules and any other adopted Rules and Regulations. It shall be the duty of active members to be responsible for the proper use and care of property and equipment owned, leased, rented or borrowed by the Company and/or the Borough of Haddonfield. This responsibility shall extend to privately owned property that 7
has been placed in the company s charge. Each member shall return any and all personally issued equipment upon the request of the President and/or Chief. It shall be the duty of members to display and/or use the Company logo and insignia in a manner only as approved by the Company. ARTICLE XVI REMOVAL FOR CAUSE Should any officers or members be found incompetent, or not in compliance with Article XV of this Constitution, they may be removed by a two-thirds secret ballot majority vote cast at any regular or special meeting after review by the Personnel Committee. ARTICLE XVII AMENDMENTS TO THE CONSTITUTION Amendments to this Constitution may be offered in writing at any regular meeting of the Company. Action on same will not be taken until the next regular meeting. In the interim, the Secretary shall notify all members that such amendments will come up for consideration at that time. A two-thirds affirmative vote of all members present shall be necessary for the adoption of any amendment to the Constitution of the Company. 8