Constitution and By-Laws

ARTICLE I

 The organization will be known as the Warrenville Fire Protection District Auxiliary.

 ARTICLE II

 The object of the organization will be to promote and support the Warrenville Fire Protection District (WFPD).

 ARTICLE III

 A.   Membership may include immediate family members of Warrenville firefighters or any person with a sincere interest to promote and support the Warrenville Fire Protection District.  All members must be age eighteen (18) years or older. 

 B.    To be a voting member on the election of officers, budget, budget items over $100, and special elections, a membership card must be on file and members must have attended at least 5 of the last 12 meetings.

 C.   To be a voting member on general monthly issues a membership card must be on file.

ARTICLE IV

A.         The officers will be President, Vice President, Secretary, and Treasurer. 

B.         The general election of officers will take place at the annual meeting to be held in January of each year.  They will be elected by majority of ballot votes cast in the election. The officers will be installed at the same meeting.

C.        All officers elected will hold their positions until the next general election.

D.   The nomination and election procedures shall be:

 1.     The voting members as defined in Article III C will elect a nominating committee at the October meeting.

2.     The nominating committee will consist of three (3) voting members as defined in Article III B.  Their duties will consist of obtaining a slate of candidates to be presented at the November meeting. 

3.     Nominations will be accepted from the floor.  All nominees must be voting members as defined in Article III B.

4.     Individual ballots will be cast for each office in the order of President, Vice President, Secretary, and Treasurer. 

5.     No member shall hold more than one office at any one time.

6.     For each election the President will appoint two (2) tellers who will receive, count, announce the election results, and destroy all ballots.

E.    Officer vacancies will be filled by special election after a 30 day notification of vacancy.  The officer elected will hold office until the next general election.  In the event the office of President is vacated, the Vice President will automatically become President and a new Vice President will be elected.

ARTICLE V

A.   The duties of the PRESIDENT will be:

1.     To preside at all business meetings.

2.     To designate all committees, appoint chairpersons, and be an advisory member of all committees, except the nominating committee.

3.     To appoint a committee of two (2) to audit the Treasurer’s books.  The audit is to be made thirty (30) days prior to the annual meeting.

4.     To appoint a “Sunshine” chairperson who will mail cards to auxiliary members, Warrenville Fire Protection District personnel and immediate family members of above, in the event of birth, serious illness, marriage, death or promotion within in the WFPD.

5.     To call special meetings.

6.     To keep a record to pass on to the incoming President.

B.    The duties of the VICE PRESIDENT will be:

1.     To preside at all business meetings in the absence of the President.

2.     To handle special projects.

3.     To keep a record to pass on to the incoming Vice President.

 C.   The duties of the SECRETARY will be:

1.     To record attendance at all meetings.

2.     To record all business transacted at each meeting.

3.     To handle all correspondence.

4.     To make meeting minutes available to all members.

5.     To maintain a member card file

6.     To keep the meeting minutes and a record to pass on to the incoming Secretary.

D.   The duties of the TREASURER will be:

1.         To keep an accurate record of all money received and spent and to give a monthly report.

2.         To pay all bills by check.

3.     To chair the committee to prepare the annual budget.

4.     To keep a permanent ledger and record to pass on to the incoming Treasurer.

E.    It shall be the duty of all committee chairpersons to file a final report at the conclusion of their project. 

F.    All officers shall file a final report by January.

ARTICLE VI

The meetings will be held monthly.  Meeting dates to be established by majority vote.

ARTICLE VII

“Roberts Rules of Order” shall govern procedures at monthly meeting.

ARTICLE VIII

It will be necessary for at least five (5) voting members as defined in Article III C to be present at any meeting where business will be transacted, one of who must be the President or Vice President.

ARTICLE IX

Voting members as defined in Article III B may amend the constitution and by-laws at any regular meeting. Proposed amendments will be made available to all members at least thirty (30) days prior to voting.

Glossary

Audit

An examination of the bank statement and check register and a comparison of committee reported income and expenditures to bank statements.  To verify their correctness.

Business transactions

            Any meeting event requiring a vote.

Committees

Groups of volunteers committed to complete tasks related to specific projects.   Examples: Clothing sale, picnic, fundraisers, Christmas party.

Correspondence

Written communication handled by the secretary unless specifically related to a committee or duties of the “Sunshine Chairperson”.

Final report

Written report by committee chairperson stating pertinent information regarding event.  Including event date, supplies, (cost, supplier, quantity). Volunteer needs and list of volunteers, timetable of activities, and copies of correspondence.  Changes recommended for future event.

Final report for Officers

• President:        Agendas, notes, and final reports from all committees.

• Vice President: Special Projects and supporting documents.

• Treasurer:        Budget: projected and actual, check register, and audit.

• Secretary:       Agendas, attendance, and minutes.

Immediate family members

            Spouses, children, and parents