Constitution
and By-Laws of the
New York State Association of Fire Chaplains, Inc.
(As
approved April 27, 2014)
(Updated – May
1, 2017)
(Updated - June 17, 2020)
ARTICLE
I
ASSOCIATION
NAME
Section
1 – The name of this Association is the “New York State Association of Fire
Chaplains, (NYSAFC) Inc.”, and is incorporated under the laws of the State of
New York.
ARTICLE
II
MISSION STATEMENT
Section
1 – The mission of this Association is to unite all Chaplains of the State of
New York in order to promote a deeper and wider knowledge of one another in the
true ecumenical and interfaith spirit; and to establish statewide procedures of
standardization in serving our fellow firefighters, Emergency Medical Services
(EMS), and God, our supreme Chief.
ARTICLE
III
MEMBERSHIP AND REGIONS
Section I – Only Chaplains, duly elected or appointed by Fire
Departments, Fire Companies, Firematic Associations or Emergency Medical
Services (EMS) agencies within the State of New York, including clergy and
laity, are to be admitted as a Full Member.
Section II – Honorary Membership may be awarded only on the
recommendation of the Executive Board of this Association and by a majority
vote of the membership at the Annual Meeting.
Section III - All members of this Association, active in the
Firematic or Emergency Medical Services Associations where they are authorized
to serve as a Chaplain, will also hold the position of delegate to the New York
State Association of Fire Chaplains, Inc.
The Chaplain is to ensure a copy of this authorization letter is on file
in the department’s records.
Section IV – Anyone interested in becoming a member of this Association
must submit with the approved membership application, a letter signed by the
appointing officer of the organization that they represent. The NYSAFC, Inc., has the right to accept or
reject any application for membership.
Section
V – Once a person becomes a Full Member of the NYSAFC, Inc. they may continue
their Association membership even though their status as a Chaplain may
change. If their status as a Chaplain
changes, they will have the right to continue as a Member, but would be ineligible
to hold any elected or appointed office on the Executive Board.
Section VI – Any member
in good standing for a period of ten (10) consecutive years will receive a Ten
Year Recognition Award.
Section VII – Active Chaplains living outside the State of
New York, who have never held membership in the NYSAFC, Inc. may upon
submission of an application and payment of dues be enrolled as an ASSOCIATE
Member. They may attend all meetings and
trainings of the Association, but would be ineligible to (1) vote (2) hold any
elected or appointed office on the Executive Board.
Section
VIII – There are eight (8) regions covering all of New York State. These regions with their respective counties
are:
A.
West Region
Niagara,
Orleans, Erie, Genesee, Wyoming, Chautauqua, Cattaraugus, Allegany
B.
West Central
Region
Monroe,
Wayne, Livingston, Ontario, Yates, Seneca, Schuyler, Steuben, Chemung
C.
North Region
Jefferson,
Lewis, St. Lawrence, Franklin, Clinton, Essex
D.
North Central
Region
Oswego, Oneida, Herkimer, Hamilton, Fulton, Montgomery,
Warren
E.
Central Region
Cayuga,
Onondaga, Madison, Tompkins, Cortland, Chenango, Otsego, Tioga, Broome
F.
East Region
Delaware,
Schoharie, Albany, Rensselaer, Schenectady, Saratoga, Washington
G.
South East Region
Greene,
Columbia, Sullivan, Ulster, Dutchess, Orange, Putnam, Westchester,
Rockland
H.
South Region
Bronx, New York, Kings, Queens, Richmond, Nassau, Suffolk
Section IX – Members
are assigned to one of the eight regions by virtue of the county of their
Chaplaincy,
Section
X – There are four categories for membership in the NYSAFC, Inc.:
1. Full Member – Met the
eligibility criteria on the official NYSAFC, Inc., application. A Full Member can participate in all
training, hold any office and will have voice and vote at the Annual Meeting or
any Special Meeting of this Association.
To be a Full Member in good standing, the member must have their current
year’s dues in the Association paid in full.
2. Member – A Full Member
who has given up their role as Chaplain but wishes to remain as a member of the
Association. The Member can participate
in all training and will have a voice and vote at the Annual Meeting or any
Special Meeting of this Association. The
Member is ineligible to serve in any capacity on the Executive Board. To be a
Member in good standing, the Full Member must notify the Executive Secretary of
their status change and must have their current year’s dues paid in full.
3. Associate Member – Met
the eligibility criteria on the official NYSAFC, Inc. Application, but lives
outside of the State of New York. The
Associate Member can attend trainings but will not have voice/vote at the
Annual Meeting or any Special Meeting of this Association. To be
an Associate Member in good standing, the member must be currently appointed as
a Chaplain and have their current year’s dues in the Association paid in full.
4. Honorary – an
individual recognized for their contributions to this Association. There will be no dues, nor will they have a
voice/vote at the Annual Meeting or any Special Meeting of the association. The
Honorary Member is ineligible to hold any elected or appointed office of this
Association. The Executive Board will
recommend to the annual meeting for approval those people deserving of Honorary
Membership.
Section XI, Conduct Unbecoming a Member
Any member suspected
of disorderly conduct (a broad term describing conduct that disturbs the peace or
endangers the morals, health, or safety of a community) or is found to
be participating in activities not becoming of a fire chaplain, upon
satisfactory evidence of two of the three chief officers (the Chief Chaplain, 1st
Deputy Chief Chaplain and 2nd Deputy Chief Chaplain) that an offense
might have happened, shall present to the Board of Directors the individual’s
name and offense(s). With a three
quarters (3/4) vote of the Board of Directors the individual shall be suspended
until the Board of Directors has had the opportunity to complete a thorough
investigation. At the time sufficient
evidence has been produced, the Board of Directors (with a three-quarters [3/4]
vote) shall have the power to dismiss the member, with the member’s membership
dues returned on a prorated basis.
ARTICLE IV
COMMITTEES
Section I – Committees are to be formed to promote the
interests and mission of the
Association.
Section II – There shall be the following standing committees and their purpose as
defined:
A.
Memorial Committee – to study and
standardize all memorial ceremonies; and to plan the Annual Memorial
Service.
B.
Training Committee – to develop and
provide all aspects of training for Chaplains, including Fire and EMS training,
as deemed appropriate.
C.
Program Committee – to propose, develop,
and implement interesting and purposeful programs for all meetings or
conventions, and to promote mutual understanding in ecumenicity and interfaith;
at the Annual Meeting in consultation with the training committee.
D.
Publicity Committee – to make known by
whatever media will best serve the existence, mission and achievements of this
Association.
E.
Finance Committee – to study ways and
means to provide funds to carry on the work of the Association; and prepare
annually a guideline budget;
F.
Membership Committee – to recruit and
retain chaplains. The second Deputy Chief Chaplain shall be the chairperson of
this committee.
G.
Nominating Committee – composed of all
active Past Chief Chaplains, with the chairperson being the most recent Past
Chief Chaplain.
r
H.
Good & Welfare – The Executive Secretary
and one other individual chosen by the current Chief Chaplain.
I.
Supply Committee – to maintain an
inventory of supplies and to prepare items of need and interest, in
consultation with the Executive Board.
J.
Constitution and By-Law
Committee
– to accept and review any Constitution and By-Law changes proposed by the
membership, and to review the Constitution and By-Laws every (5) five years.
Section III – The chairperson of the standing committees
shall be appointed by the Chief Chaplain of the Association.
Section IV – Each committee shall consist of a chairperson
and at least one other member chosen by the chairperson of that committee.
Section V – The Chief Chaplain may appoint any other committees
as deemed necessary.
ARTICLE V
OFFICERS
Section I – The following officers are to be elected: Chief
Chaplain, First Deputy Chief Chaplain, Second Deputy Chief Chaplain, and nine (9) Directors.
These officers shall constitute the Board of Trustees of the
Corporation.
Section II – Of the nine (9) directors, one (1) will be
at-large and eight (8) will be elected as Regional Directors to represent their
home region. All directors will be
elected by the General Membership with three directors being elected every two
years.
Section
III – All directors shall serve without compensation.
ARTICLE VI
DUTIES OF OFFICERS
Section I – The Chief
Chaplain, or their designee, shall
preside at all meetings. The Chief
Chaplain shall be an ex-officio member of all committees except the Nominating
Committee.
Section II – In the
absence of the Chief Chaplain, the First Deputy Chief Chaplain will assume the
responsibilities of the Chief Chaplain’s office. If both are absent, the Second Deputy Chief
Chaplain will assume those duties.
Section III – The
Executive Secretary will be appointed by the Executive Board immediately
following each yearly election of officers.
The Executive Secretary will maintain the central office (wherever it
might be located) of the Association and will act under the immediate direction
of the Executive Board. The Executive Secretary would be expected to recommend plans
of work for the Association and would conduct the day to day operations of the
organization. The Executive Secretary
will be responsible for the work that would otherwise be exercised by the Chief
Chaplain, but this arrangement would not change the duties of the Chief
Chaplain as Presiding Officer and spokesperson for the organization.
Section IV (a) – The nine elected directors shall assist the
Chief Chaplain in fulfilling their responsibilities of office, particularly by
keeping the Chief Chaplain informed of all important conditions, facts, needs
and problems pertaining to firefighters and emergency medical workers in New
York State.
Section
IV (b) - The eight (8) regional directors shall be responsible for:
a. Holding regional
meetings of the association
b. In consultation with
the Training Committee, arrange training programs for their respective
regions.
c. Organize a regional
committee for carrying out meetings and training with one member from each
county, if possible.
Section V – The Treasurer will be appointed by the Executive
Board immediately following each yearly election of officers. ‘The Treasurer shall have charge of all
moneys of the Association, collected by the Executive Secretary or otherwise,
and shall give a receipt to the Executive Secretary for same when
required.
Section V (a) – The Treasurer shall keep a correct account of
all receipts and disbursements and submit these accounts to the Executive Board
when requested to do so.
Section V (b) – The Treasurer shall pay bills as approved by
the Executive Board.
Section V (c) - The Treasurer shall report the state of
finances of the Association at each regular meeting of the Executive Board and
submit a written annual report, as of the end of the Fiscal year, at the annual
general meeting.
Section V (d) – The Treasurer shall cause to have prepared by
an outside independent individual, a
financial review of the Association’s funds. Such financial statement shall be presented to the Executive Board
at the annual general meeting.
Section
V (e) – The Fiscal year
shall be…May 1 – April 30
Section
VI – The Supply Officer will be appointed by the Executive Board immediately
following the each yearly election of officers.
The Supply Officer shall serve as the Chairperson of the Supply
Committee with voice, but without vote at all meetings of the Association.
Section
VI (a) - The Supply Officer and their committee shall obligate funds for
prototypes of items need and/or interest, as directed by the Board of
Directors.
Section
VI (b) - The Supply Officer and their committee shall place orders with vendors
subject to available funds and/or at the direction of the Board of Directors to
bring the inventory to an adequate level.
Section
VI (c) - The Supply Officer and their committee shall assure that orders for
supplies are processed in a timely manner.
Section
VI (d) - The Supply Officer and their committee shall store and monitor
inventory
Section
VI (e) - The Supply Officer and their committee shall assure that supplies are
transported to the annual meeting of the association and any other event, as
authorized by the Board of Directors.
Section
VI (f) - The Supply Officer and their committee shall make deposits of supplies
purchased in a timely manner and forward the notification of the deposit to the
treasurer.
Section
VI (g) - The Supply Officer and their committee shall provide a report of
inventory, supplies ordered, and orders processed at each meeting of the Board
of Directors.
Section VII – In the event of
a conflict of interest, a director must recuse themselves from voting.
ARTICLE VII
NOMINATIONS AND ELECTIONS OF OFFICERS
Section I – The Nominating Committee shall be composed of all
active Past Chief Chaplains. The
Chairperson shall be the most recent
Past Chief Chaplain.
Section II – The Nominating Committee shall submit a roster
of candidates to the Chief Chaplain prior to the scheduled Executive Board’s
winter meeting. All nominees to the
Executive Board shall be Full Members in good standing. Each member of the Association is to receive
a copy of the roster, at least one month prior to the general election.
Section III – Nominations shall remain open up to the actual
election for each office to allow for further nominations.
Section IV – All elections shall be by written ballot, unless there is no opposition, then a voice vote may be taken. The election will be determined by the
majority of those present who are currently qualified members in good
standing.
Section V – The Chief Chaplain is to be elected for a term of
two years and shall not serve more than one term. The First Deputy Chief
Chaplain is to be elected for a one year term and shall not serve more than two
consecutive terms. If the First Deputy Chief Chaplain is elected for a second
consecutive term, they shall automatically move into the Chief Chaplin’s
position at the end of their second term, without being elected. The Second Deputy Chief Chaplain is to be
elected for a term of one year and shall not serve more than two consecutive
terms. Should a vacancy occur in the
office of Chief Chaplain, the First Deputy Chief Chaplain immediately assumes
the office of the Chief Chaplain and the Second Deputy Chief Chaplain assumes the office of the
First Deputy Chief Chaplain. The office of the Second Deputy Chief Chaplain
will remain vacant until the next Annual Meeting or a Special Meeting. Should a vacancy occur in the office of First
Deputy Chief Chaplain, the Second Deputy Chief Chaplain immediately assumes the
office of the First Deputy Chief Chaplain, with the office of Second Deputy
remaining open until the next Annual Meeting or a Special Meeting. If a vacancy occurs in all of the above named
officers, the Executive Secretary shall serve as temporary Chief Chaplain along
with their Executive Secretary duties.
If the Executive Secretary is unable to continue, the Executive Board
shall appoint an Executive Secretary as provided in ARTICLE VI, Section III,
and the above shall pertain. When an
officer fills an unexpired term of another office, this shall not count against
the requirement above relating to serving consecutive terms.”
Section VI – Directors are to be elected for a three-year
term with three elected each year.
Should a vacancy occur due to death, resignation, or removal, of a
Director, the unexpired vacancy shall be filled by the Executive Board at their
next meeting.
Section VII – The general election are to be held at the
Annual Meeting. The newly elected
officers will assume their duties immediately before the adjourning of the
Annual Meeting.
Section
VIII – Any elected officer or director may be removed from office for any cause
by a two-thirds vote of the Executive Board.
ARTICLE VIII
MEETINGS
Section I – There shall be an Annual Spring Meeting of this
Association at a place and time designed by the Chief Chaplain.
Section
II – The Chief Chaplain has the power to call a special meeting of all members,
officers, and Executive Board as the need arises. The meeting must be announced at least two
weeks prior to the meeting “in person”, via “USPS mail” (sent to the address of
record) or by “electronic means” (send to the e-mail address of record). The purpose of the meeting shall be clearly
stated in the announcement. If the
meeting is to be conducted by USPS or electronically, only a motion with a
“Yes”, “No” or “Abstain” option shall be provided.
Section
III – The recommended order of business at any Annual Meeting and Executive
Board meeting shall be:
A. Opening Prayer
B. Pledge of
Allegiance
C. Roll Call
D. Minutes
E. Reports:
a. Chief Chaplain
b. First Deputy Chief
Chaplain
c. Second Deputy Chief
Chaplain
d. Treasurer
1. Financial Report
2. Finance Committee
Report
e. Executive Secretary
1. Membership
2. Communications
3. Good and Welfare
F. Committee Reports
a. Memorial
b. Training
c. Program
d. Publicity
e. Nominating
f. Supplies
g. Constitution and By-Law Committee
h. Other Committees
G. Old Business
H. New Business
I. Adjournment &
Closing Prayer
ARTICLE IX
DUES
Section I – The annual dues of the Association shall be set
by the Executive Board unless changed by majority vote of the members present
at the Annual Meeting or a special meeting of the Association. Dues are payable at the Annual Meeting or may
be sent to the Executive Secretary prior to the Annual Meeting.
Section II – Annual dues paid by Fire Departments, Companies
or Associations will be for the office of the Chaplain representing said
group. If a Chaplain is changed in the
course of the year, the new Chaplain’s membership is continued under the annual
payment without additional dues. The
resigned Chaplain may continue in the Association through personal payment of
dues under ARTICLE III.
Section
III – Any member whose dues are one year in arrears shall receive a written
communication from the Executive Secretary (sent to the address of record);
stating the delinquency. If dues
continue to be delinquent for a second year, the Chaplain’s name may be dropped
from the official roster.
ARTICLE X
AMENDMENTS
Section
I – This Constitution and By-Laws shall be amended in the following
manner:
A) Any proposed amendments
shall be submitted in writing to the Executive Secretary prior to the regularly
scheduled Fall Executive Board meeting, who will refer it to the Constitution
and By-Law Committee.
B) The Constitution and
By-Law Committee will submit the proposed amendment to the Executive Board. If a majority of the Executive Board approves
the proposed amendment it shall be forwarded to the membership of the
Association for their consideration.
C) The text of the
proposed amendment shall be included in the mailing sent with the proposed roster
of officers (Article VII, Section II) prior to the Annual meeting wherein a
vote on the amendment will be taken.
D) The amendment shall be
adopted by a majority of those voting at the annual meeting. The proposed amendment shall become a part of
the Constitution and By-Laws of this Association, as of the date of the
approval, unless otherwise stated in the amendment.
ARTICLE XI
FUNDS
Section I – The
Association shall maintain a Capital Asset Fund of ten thousand dollars
($10,000.00) to be invested in savings accounts or certificates of deposit.
Section II – All contributions to the
Association shall be in the form of cash, marketable stocks or bonds, real or
personal property.
Section III – All loans established by
the Association require Board of Directors’ approval, with the resolution
submitted and approval duly received at an authorized meeting of the general
membership.
ARTICLE XII
EXECUTIVE BOARD
Section I – The Executive Board with vote, shall consist of:
1.
Chief Chaplain, First Deputy Chief Chaplain, Second Deputy
Chief Chaplain; Directors (9); immediate Past Chief Chaplain.
2.
Ex-Of (without vote); Executive Secretary; Treasurer;
chairpersons of
Committees; All Past
Chief Chaplains; and other officers elected or appointed.
Section II – The Executive Board shall handle the on-going
business decisions of the Association, and shall direct the work of the
Executive Secretary and the Treasurer.
The Executive Secretary will be responsible for the day-to-day
operations of the Association.
Section III – The Executive Board shall meet at least three
(3) times per year.
Section IV – The Executive Board may recommend to the
Membership at the Annual Meeting those persons the deem deserving of Honorary
Membership (See ARTICLE III, Section II).
ARTICLE XIII – In the event of dissolution, all assets of the
Association will be donated to the Firemen’s Association of the State of New
York, Inc. (FASNY).
Constitution and By-Law
revisions: 1985, 1995, 2004, 2007, 2009,
2014, 2017 and 2020.