BYLAWS OF THE ARIZONA FIRE CHIEFS ASSOCIATION
as amended November 15, 2015
Downloadable PDF version
ARTICLE I - GENERAL
Section 1.1 Name
The name of this organization shall be Arizona Fire Chiefs Association, Inc, hereinafter referred to as “AFCA”, or “Association”.
Section 1.2 Mission
The mission of the Arizona Fire Chiefs Association is to serve and support Arizona’s fire service leaders of today and to help develop its leaders of tomorrow.
Section 1.3 Composition
Membership may include members residing and serving in Arizona, any other state and Mexico.
Section 1.4 Fiscal Year
The fiscal year of the Association shall be from January 1 through December 31.
Section 1.5 Code of Ethics
The members of the Arizona Fire Chiefs Association hold themselves, and each other, to a high standard of ethical conduct. Chief Fire Officers must conform to a higher standard. To guide our members towards the ethical execution of our work we hold the following code of ethics as our standard:
- Recognize that we serve in a position of public trust that imposes responsibility to use publicly owned resources effectively and judiciously.
- Keep in mind our obligation not to seek advantages or favors for ourselves, family, or friends.
- Use information gained by virtue of our positions only for the benefit of those we are entrusted to serve.
- Conduct our personal affairs in such a manner that we cannot be improperly influenced in the performance of our duties.
- Recognize and avoid situations wherein our decisions or recommendations may have an impact on our personal financial interests.
- Handle all personnel matters on the basis of merit.
- Carry out policies established by elected officials and policy makers to the best of our ability, even when they are contrary to our recommendations.
- Refrain from financial investments or business that conflicts with, or is enhanced by, our official positions.
- Ensure that decisions we are about to make are in the best interest of our community, our department, and our people.
- Recognize the strength of collaborative effort.
- Approach grants and funding opportunities with need, benefit, fairness, and ethics as cornerstones.
- Seek no favor and accept no form of personal reward for influence or official action.
- Engage in no outside employment or professional activities that may impair or appear to be in conflict with our primary responsibilities as fire officials.
- Aggressively address change in the interest of service delivery effectiveness and safety.
- Support individual and professional growth in our organization.
- Support democratic principles
- Support respectful labor / management relations as outlined in the most current version of the document entitled “The Philosophy and Principles for Professional, Honorable and Respectful Labor-Management Relations in the Arizona Fire Service” originally published May 21, 2008 which serves as the Association guide for its members with respect to labor / management relations within their respective organizations.
Section 1.6 Sanctioning of Members
If it is clearly demonstrated to the Board of Directors, in accordance with adopted rules of procedure, that a member has violated the intent of Section 1.5 then the Board, in accordance with the Rules of Procedure for Enforcement, may sanction that member. Sanctioning may include private censure, public censure, expulsion or membership bar. The degree and actions to be taken relating to the censure of a member will be determined by the Board.
ARTICLE II - OFFICERS
Section 2.1 Officers
The Officers of this Association shall be President, Vice-President, Immediate Past President, Treasurer, Arizona Director for the Western Fire Chiefs Association, Executive Director, and Business Development Director.
Section 2.2 Elected Officers
The President and Vice-President shall be elected by a majority of all eligible members casting ballots prior to the beginning of the annual business meeting as set forth in Section 9.3.
Section 2.3 Appointed Officers
(a) The Treasurer shall be appointed by the Board of Directors and shall serve at the pleasure of the Board. Outside services may be provided through a private provider as may be needed to assist the Treasurer in the performance of his/her duties.
(b) The outgoing President shall have the option of serving as the Immediate Past President should he/she so desire.
(c) The Arizona Director for the Western Fire Chiefs Association shall be appointed by the President and shall serve as a member of the Board and as a liaison between the Arizona Fire Chiefs Association and the Western Fire Chiefs Association.
(d) An Executive Director may be appointed by the Board of Directors and shall serve at the pleasure of the Board.
(e) A Business Development Director may be appointed by the Board of Directors and shall serve at the pleasure of the Board. The Executive Committee shall establish performance goals for the Business Development Director who shall provide documentation demonstrating accomplishment of those goals during an annual performance review, which will be reported during the annual business meeting.
Section 2.4 Regional Directors
The President, upon recommendation from the region to be represented and with concurrence of the Board of Directors, may appoint Regional Directors in such number as may be deemed necessary and appropriate.
Section 2.5 Terms of Office
Elected officers shall hold office for two years or until their successors have been qualified and elected. Appointed officers shall hold office at the pleasure of the President and/or the Board of Directors. The terms of all elected officers shall officially start on August 1 of an election year or at the adjournment of the annual business meeting in an election year, whichever is later. Any elected officer who resigns, retires or terminates from active duty during his term of office shall automatically offer his resignation as an elected officer. The Board of Directors shall make the final determination of the eligibility of an officer to continue to serve in his/her capacity as an officer in this association.
Section 2.6 Term Limits
Elected officers shall be limited to two successive terms in any office.
Section 2.7 Filling Vacancies
A vacancy occurring in any position shall be filled by prompt action of the Board of Directors. The period of time associated with the filling of an unexpired term for an elected office shall not be included in the term limit calculation for an individual for that office. Should the position of Immediate Past President become vacant the position may be left vacant or filled with a previous President at the discretion of the Board.
ARTICLE III - DUTIES OF OFFICERS
Section 3.1 President
It shall be the duty of the President to preside at all meetings of the Association, appoint all committees and perform such other duties as may be required of the office by the members or the Board of Directors. The President or his/her designee shall represent the Association at such conferences and meetings as authorized by the Board of Directors at the expense of the Arizona Fire Chiefs Association.
Section 3.2 Vice-President
In the absence or the inability of the President, the Vice-President shall perform all duties of that office and when the President is presiding, shall assist that office in every way possible. Should a vacancy occur in the office of the President, the Vice-President shall at once assume all the duties and responsibilities of the office. The Vice-President shall serve as membership chairperson.
Section 3.3 Immediate Past President
The Immediate Past President shall serve as chairman of the Nominating Committee and the Bylaws Committee as well as a member of the Board of Directors.
Section 3.4 Treasurer
It shall be the duty of the Treasurer to collect all monies due the Association from all sources and shall have custody of all the funds of the Association and all monies in his/her possession belonging to the Association shall be deposited under the name of the Association in a bank approved by the Board of Directors. He/she shall keep a true and accurate record of all monies received and disbursed and shall expend no funds except upon proper authorization. No officer or member shall incur any expenses in the name of the Association without the authority of the Board of Directors or the Association in conference except the Treasurer for the necessary expenses of his/her office. He/she shall close his/her annual report on the last day of the fiscal year and shall submit the same at the first Board meeting thereafter. At the expiration of his/her term of office, he/she shall deliver to his/her successor all monies, books and documents with all vouchers and other property in his/her charge, belonging to or held in trust for the Association. Certain functions of the Treasurer may be provided through a private provider subject to the approval by the Board. The Treasurer shall monitor services provided through a private provider as directed by the President.
Section 3.5 State Director for the Western Fire Chiefs Association
The President may serve as the Arizona Director for the Western Fire Chiefs Association or may nominate any regular member of the Arizona Fire Chiefs Association to serve as the Arizona Director for the Western Fire Chiefs Association. The Arizona Director for the Western Fire Chiefs Association will act in the capacity as advisor to the President on matters pertaining to the Western Fire Chiefs Association and shall serve as the AFCA representative on the Western Fire Chiefs Association Board of Directors.
Section 3.6 Regional Directors
The Regional Directors shall serve as a representative of the Board of Directors within their respective region, shall serve as a liaison for that region to the Board of Directors and shall comply with the appointment document for the position.
Section 3.7 Executive Director
The Executive Director shall assist the Board of Directors in conducting the business of the Association as specified by contract. The Executive Director will ensure that a complete record of the proceedings of the association and its Board of Directors has been maintained. He/she shall also ensure that a true and correct record between the association and its members has been filed. He/she shall cause to be prepared and issue to the members and all others to whom he/she may be directed by the Board of Directors a complete report of each annual business meeting.
Section 3.8 Business Development Director
The Business Development Director shall assist the Board of Directors in the development of corporate partnerships, member benefits and business initiatives.
Section 3.9 Reimbursement for Association Business
Individual Board members may receive reasonable reimbursement for expenses incurred during performance of their duties. Documentation, including proof of expenditure, shall be submitted to the Treasurer prior to reimbursement. All reimbursements are subject to the approval of the Board of Directors.
ARTICLE IV - BOARD of DIRECTORS
Section 4.1 Board of Directors
The Board of Directors of the Association shall be comprised of the elected and appointed officers of the Association as defined in Article II, the Regional Directors, a representative selected by the Native American Fire Agencies and a representative selected by the Metro Fire Departments (departments serving a population in excess of 150,000).
Section 4.2 Meeting
The Board of Directors, and such other members of the Association as the President may deem appropriate for the proper transaction of business, will convene at least quarterly at such time and place as designated by the President. The President shall also convene a meeting when requested in writing by a minimum of three members of the Board of Directors. Notification will be provided to all Board Members to allow reasonable notice of a meeting.
Section 4.3 Board of Directors Quorum
A majority of the Board shall constitute a quorum for the transaction of business.
Section 4.4 Audit Committee
The Board of Directors, at their last board meeting prior to the end of the fiscal year, shall appoint an audit committee, which shall include the Treasurer, and designate a committee chairperson. Following the end of the fiscal year the audit committee shall complete an audit of the financial records of the Association and provide a report of that audit to the Board of Directors at the first meeting of the board in the new fiscal year. A copy of the audit committee report shall be posted on the Association website following its acceptance by the Board of Directors.
Section 4.5 Executive Committee
The Executive Committee shall consist of the Officers as defined in Section 2.1.
ARTICLE V - DUTIES and POWERS of the BOARD of DIRECTORS
Section 5.1 Duties and Powers of the Board
It shall be the duty of the Board of Directors to conduct all business of the Association not otherwise provided for by these Bylaws. The Board shall exert such powers as required and authorized in these bylaws or by the Association membership.
Section 5.2 Review and Override
Any action of the Board of Directors is subject to review by the membership of the Association and a two-thirds vote of the active membership casting ballots shall override any action taken by the Board of Directors. Notification and voting under this section shall be conducted in accordance with Section 9.3 as described for bylaw changes.
Section 5.3 Duties and Powers of the Executive Committee
The Executive Committee may meet at least monthly and it shall be the duty of the Executive Committee to conduct the routine business of the Association or take such actions as may be authorized by the Board of Directors. The Executive Committee shall have the power to take such actions as may be necessary to resolve or address issues of a routine nature. All meetings of the Executive Committee shall be posted on the Association website at least seven days in advance and shall be open to any member of the Association. Minutes of Executive Committee meetings shall be posted on the Association website within 7 days following the meeting and actions taken by the Executive Committee will be presented to the Board of Directors for review and discussion at their next regular meeting.
ARTICLE VI - MEMBERSHIP
Section 6.1 Membership Classification, Eligibility, Rights and Privileges
The membership classifications of this Association shall be regular, associate, corporate and distinguished. Regular and certain distinguished members whose fees are current are entitled to vote. Regular members whose fees are current are entitled to hold office. Members whose fees are not current on July 1 may be removed from the membership roster.
Section 6.2 Regular Members
Any person who is a chief officer or, administrator in an organized public, governmental, tribal or private fire department, state or county fire marshal’s office; a local, county or state emergency management director; or an officer of a nationally recognized fire prevention, control or suppression organization shall be eligible for regular membership in the Association. Such person shall become a member upon: (1) filing with the Association an application for membership; and (2) payment of the membership fee for the current year. Regular members have full voting privileges and may hold elected office.
Section 6.3 Associate Members
Any person who is a fire commissioner, fire board member, city official, fire department member or employee, or individual representing an educational institution or association promoting the protection of life and property from fire shall be eligible for associate membership. Such person shall become a member upon: (1) filing with the Association an application for membership; and (2) payment of the membership fee for the current year. There are no voting privileges associated with this membership type with the exception of activities within a section.
Section 6.4 Corporate Members
Any firm, manufacturer, corporation or agency representing, producing or marketing products or services used by, or supporting, emergency service functions or activities shall be eligible for corporate membership. Such firms, manufacturers, corporations or agencies shall become a corporate member upon: (1) filing with the Association an application for membership; (2) review and approval by the Board of Directors; and, (3) payment of the corporate membership fee for the current year. Approval of corporate members is at the sole discretion of the Board of Directors. There are no voting privileges associated with this membership category.
Section 6.5 Distinguished Members
There shall be four sub-categories of distinguished membership: past president, retired, honorary, and life membership. All candidates for distinguished membership, with the exception of past president and retired, must be nominated by an active member. It shall be the function, and exclusive purview, of the Board of Directors to determine the appropriate membership sub-category and make a unanimous recommendation for individuals nominated for distinguished membership. In making this determination, the Board shall consider any disciplinary actions by the IAFC, and/or other city/county/state fire service associations; contributions to the profession at a level greater than the organizations served by the nominee; contributions at the national level; contributions to the profession as a whole, including through teaching or publication; and any other relevant service, accomplishment, or acts of merit. Once a recommendation has been provided by the Board, distinguished membership, with the exception of past president and retired, shall be conferred upon an individual only after a two-thirds majority vote of those Association members casting a ballot in accordance with Article IX of these bylaws.
Individuals seeking retired membership status shall submit a letter to the Board of Directors indicating same and providing a brief history of their service. The Board will review the applicants status, determine if the retired membership criteria has been met, and whether retired status should be approved. Retired membership will be discontinued if the individual re-enters a fire service organization as an active member.
(a) Past President
Any individual who has served an elected term as President of the Association. Past Presidents shall not pay annual membership dues, but shall pay appropriate program and event fees and have full voting privileges.
(b) Retired Members
Any individual who was previously a regular or associate member in good standing for ten (10) years or more who has retired from the fire service shall be eligible for retired membership. Retired members shall not pay annual membership dues, but shall pay appropriate program and event fees.
(c) Honorary Members
Honorary members shall be recommended by the Board because of distinguished service or contribution to the Association or the fire service. Honorary members shall not pay annual membership dues, but shall pay appropriate program and event fees.
(d) Life Members
Life member shall be the rarest designation of distinguished membership and shall represent the highest honor afforded to members. Life membership shall be recommended for nominees who have provided distinguished service to their organization and who have made lasting and meaningful contributions to the Arizona Fire Chiefs Association and the fire service profession. Life members shall not pay annual membership dues or program and event fees as specified by the Board of Directors and have full voting privileges.
ARTICLE VII - MEMBERSHIP FEES
Section 7.1 Membership Fees
The annual fees of the Association shall be established by a two-thirds majority vote of the Board of Directors and may be reviewed annually. The current listing of membership fees shall be posted on the Association website within 10 days following adoption.
Section 7.2 Membership Year
For all membership categories
annual fees are due and payable on January 1 of each year. Membership fees shall become delinquent on March 31st of each year. A 10% penalty may be assessed for any membership renewal submitted after March 31st. Fees are for the calendar year, or portion thereof, and are not prorated.
ARTICLE VIII - MEETINGS
Section 8.1 Selection of Date, Time and Place
The date, time and place of the annual business meeting shall be determined by action of the Board of Directors and shall be conducted during the annual leadership conference.
Section 8.2 Notification of Date, Time and Place
Notification of the place, date and time of the annual business meeting shall be provided to the membership at least 90 days prior to the determined dates.
Section 8.3 Regional Meetings
The Board or appropriate Regional Director may arrange regional meetings as desired by the membership. Members may attend any of the regional meetings in any area. Regional meetings are encouraged to allow discussion and possible solution of mutual problems. A report should be made to the President of any regional meetings.
ARTICLE IX - ELECTIONS
Section 9.1 Voting Eligibility
Every entitled member whose membership fees are current shall have the right to vote on the business of the Association.
Section 9.2 Nomination for Elected Office
No less than 60 days prior to the beginning of the annual business meeting in an election year, a candidate for any elected office shall present to the chairman of the nomination committee a letter of willingness to serve and a letter from his/her supervisor supporting his/her candidacy. Each candidate shall also submit a photo, professional biography and candidate platform to be distributed to the membership and posted on the Association website as a part of the election process. The biography and candidate platform may not exceed 400 words total.
The Nominating Committee shall review all candidates for elected office and is responsible for the appropriate conduct of the election and rule on any questions related thereto.
It shall be automatic for the nomination of Vice-President to the office of President however this does not preclude the nomination of other candidates for the position of President.
If only a single nomination is received for an office the candidate shall be deemed elected by acclamation and no further balloting shall be required.
If no nominations are received for an office the Board of Directors shall take such steps as they deem appropriate to fill the office at the annual business meeting.
Section 9.3 Balloting
Balloting for elected officers, distinguished membership and bylaw changes may be conducted through a mail ballot, an electronic ballot or other voting process approved by the Board of Directors.
The balloting for elected officers shall be conducted over a 30-day period, as established by the Board of Directors, which must be concluded prior to the start of the annual business meeting. The candidate for elected office receiving a majority of the eligible votes received by the established closing date shall be elected. The results of the election shall be announced at the opening session of the annual business meeting.
Balloting for bylaw changes shall be conducted over a 30-day period following appropriate notice as outlined in Section 11.1. A bylaw change must receive a two-thirds majority of the eligible votes received to be approved. The results of the election shall be published on the Association website within 5 days of the closing of balloting.
The balloting for distinguished membership may be conducted in conjunction with an election for officers, bylaw changes or may be conducted at such other time as deemed appropriate by the Board of Directors.
ARTICLE X - AFFILIATION
Section 10.1 Affiliation
This Association shall be supportive of the Western Fire Chiefs Association, a division of the International Association of Fire Chiefs. Individual membership in these associations is not mandatory but is strongly encouraged.
ARTICLE XI - AMENDMENTS TO BYLAWS
Section 11.1 Two-thirds Affirmative Vote and Advance Notice Required
The bylaws may be amended at any time, following a recommendation by the Board of Directors, by two-thirds affirmative vote of members voting provided regular members of the Association have been given a minimum of a 30 day notice prior to the beginning of balloting. Acceptable means of notification include mail, electronic mail, newsletter, website posting or any combination thereof. Balloting on any proposed bylaw change shall be conducted in accordance with Section 9.3.
A current version of the Association bylaws shall be maintained on the Association website at all times.
ARTICLE XII - COMMITTEES
Section 12.1 Appointments
The President shall appoint members to the following Standing Committees: Membership, Nominating, Bylaw, Arizona Emergency Response Commission, Arizona Fire Marshals Association, Legislative Affairs, and State-wide Mutual Aid. The President may appoint other special committees from time to time on any subject deemed necessary for the benefit of the Association. The specific roles and responsibilities of the standing and special committees shall be as determined and directed by the Board of Directors.
ARTICLE XIII - SECTIONS
Section 13.1 Sections Established
The Board of Directors, at their discretion, may establish such special interest or functional sections as may be appropriate in furthering the mission of the Association.
Section 13.2 Sections Defined
Sections will be emergency service related and may focus on specific interest or functional areas. Sections may include, but are not limited to Administrative Professionals, Safety/Health/Survival, Metro Chiefs, Training, Company Officer, Emergency Medical Services, Industrial, Military/Federal, Native American, Volunteer, Resource/Support, Alumni and Wildland. Sections are an integral part of the Association and function within the bylaws of the association.
Section 13.3 Section Membership
Section participation is limited to Association members whose dues are current. Section membership is not required and an Association member may participate in multiple Sections simultaneously. No additional membership fee will be charged to participate in a Section. Selection of a Section Chair and other appropriate officers and establishment of Section operating guidelines will be accomplished by the Section membership but such guidelines may not be in conflict with these bylaws.
Section 13.4 Section Chairpersons
The Section Chairperson shall be an AFCA member whose dues are current, shall be selected by the members of the Section, shall preside at all meetings of their respective Section, and shall ensure that the Section complies with the Section Charter document. Sections shall meet as deemed necessary by the Section Chairperson.
Section 13.5 Arizona Local Assistance State Team (L.A.S.T.)
The Arizona L.A.S.T. is an entity created and supported by the Association and affiliated with the National Fallen Firefighters Foundation with the sole purpose of providing support to Arizona fire service agencies in the event of a firefighter death. L.A.S.T. functions as a special operating entity of the Association but remains subject to these bylaws and full oversight by the Association Board of Directors.
ARTICLE XIV - MISCELLANEOUS
Section 14.1 Sponsorship Funding
The Board of Directors, at their discretion, may seek and/or accept sponsorship funding from corporations, foundations or agencies for specific purposes or for general support of the Association.
Section 14.2 Bylaws Adopted
Bylaws were approved and adopted as shown by the minutes of the annual meeting of the Association, May 8, 1969. Amended at the annual meeting February 22, 1981. Amended at the fall meeting October 24, 1981. Amended at the annual meeting February 27, 1982. Amended at the annual meeting April 1, 1984. Amended at the fall meeting October 27, 1985. Amended at the annual meeting April 22, 1990. Amended at the annual meeting April 14, 1991. Amended at the annual meeting April 16, 2000. Amended at the annual meeting April 21, 2002. Amended at the annual meeting August 2, 2003. Amended at the annual meeting August 1, 2004. Amended at the annual meeting July 31, 2005. Amended at the annual meeting July 27, 2006. Amended at the annual meeting July 31, 2010. Amended by electronic vote May 25, 2012. Amended by electronic vote on November 15, 2015.