Texas Life and Fire Safety, Inc.
CONSTITUTION AND BYLAWS
We, the members of Texas Life And Fire Safety, Inc. (known as TexasLAFS)., a non-profit organization, hereby set the following Constitution and Bylaws.
Where the term “in writing” is used within this document, it shall be construed to mean either by physical letter or by email or by posting to the appropriate place on the organization’s website.
ARTICLE I: NAME
The name of this organization shall be Texas Life And Fire Safety, Inc. which shall be referred to throughout this document as TexasLAFS.
ARTICLE II: PURPOSE
To be a networking and a train the trainer organization, providing for the exchange, coordination and teaching of ideas, concepts, programs and education techniques pertaining to life and fire safety.
ARTICLE III: MEMBERSHIP
Membership shall be extended to individuals that have an interest in the advancement of life and fire safety education techniques and have paid the annual membership dues. Membership commences upon receipt and recording of the dues and continues until May 31 of the succeeding year. Such membership shall be available to civilian, sworn and lay personnel. These members shall have voting rights and be eligible to serve on committees and hold positions as officers in the Organization. Membership in TexasLAFS may be terminated for cause by a vote of the Executive Board.
ARTICLE IV: MEMBERSHIP DUES
Dues for all classes of membership shall be determined by the Executive Board and ratified by a majority vote of the Membership at the annual meeting. Notice of change in Dues must be submitted to the Membership in writing at least thirty (30) days prior to the annual meeting.
Applications and payment of annual dues for membership shall be made to the Treasurer on such forms and in such manner as the Executive Board may prescribe.
ARTICLE V: ANNUAL MEETING
The general Membership of TexasLAFS shall meet during the annual conference or in May of each calendar year. The agenda will be provided to the Members in writing at least thirty (30) days prior to the annual meeting and there will be copies for members who attend the meeting. The agenda will also constitute notice of meeting. Items for inclusion into the agenda must be submitted to the Secretary prior to the meeting. A quorum shall consist of a simple majority of Board Members plus the general membership present. The Secretary or other designated board member present at the meeting will be directed by the meeting Chair to take official minutes of the meeting. Said minutes will be posted in writing to the membership within thirty (30) days of approval.
ARTICLE VI: EXECUTIVE BOARD MEETINGS
The Executive Board will meet either physically or by agreed-upon technology at least once per quarter. The agenda will be provided to the Members in writing at least thirty (30) days prior to the meeting and will include the date, time, location and/or means of the meeting. The agenda will also constitute notice of meeting. Items for inclusion into the agenda must be submitted to the Secretary prior to the meeting. A quorum shall consist of a simple majority of the Board Members present. The Secretary or other board member present at the meeting will be directed by the meeting Chair to take official minutes of the meeting. Said minutes will be posted in writing to the membership within thirty (30) days of approval.
ARTICLE VII: OFFICERS
Officers of TexasLAFS shall be President, Vice President, Secretary, Treasurer, Training Coordinator, Conference Chairperson and Parliamentarian. The Executive Board will consist of the above Officers except Parliamentarian. Terms of office will be a two-year term with eligibility for re-election.
ARTICLE VIII: ELECTIONS
The President will direct the formation of a nomination Committee to solicit nominations for upcoming board member openings. Elections will be conducted by secret ballot of members present. The nomination Committee will collect nominations from the membership, and ensure that those nominated are willing to serve.
Nominations will be accepted until 24 hours prior to the annual meeting.
On odd years the open board member positions will be Vice President, Conference Chair, Secretary and Parliamentarian. On even years the open board member positions will be President, Treasurer and Training Coordinator.
ARTICLE IX: AMENDMENTS
This Constitution or Bylaws may be amended by 2/3 vote of Active Members present at any annual meeting, provided that before the vote the proposed changes shall have been submitted to the Executive Committee, in writing, at least forty five (45) days prior to said meeting, for review to make sure they are submitted properly, and subsequent notice in writing to the Members of the organization.
ARTICLE X: GRANTS, GIFTS AND DONATIONS
- The Executive Board is empowered to apply for grants and to accept grants, gifts and donations to carry out the purposes and objectives of TexasLAFS.
- Richard Smith Memorial Grant: The Executive Board is empowered to fund one grant each year of not more than $500.00 to a Member’s Education program, provided TexasLAFS’ general fund has a clear unencumbered balance of more than $2,500.00 The chosen program cannot be one with which any member of the board is affiliated.
- Billy Ray Valentine Memorial Scholarship: The Executive Board is empowered to offer a free conference registration to the TexasLAFS conference.
- Other than the grant mentioned in paragraph 2, none of the monies received by TexasLAFS shall be used for the private pecuniary profit of anyone connected therewith.
SECTION I: PRESIDENT
- The President shall preside at all meetings of TexasLAFS and shall perform other duties as the nature of the office or the majority of the membership may require.
- The President shall call meetings as provided.
- The President shall have signatory capabilities on all TexasLAFS banking accounts.
SECTION II: VICE PRESIDENT
- The Vice-President shall also be responsible for the coordination of all committees formed by TexasLAFS.
- The Vice-President is also responsible for assisting the President and will conduct meetings in the absence of the President.
SECTION III: SECRETARY
- The Secretary shall keep accurate and complete minutes of all meetings of TexasLAFS and the Executive Board, and shall present them in writing for approval at each succeeding meeting.
- The Secretary shall provide each member of the Executive Board with minutes of all meetings within ten (10) working days of the next scheduled meeting.
- The Secretary shall complete correspondence as necessary or as requested by the Executive Board for the operation of TexasLAFS.
- The Secretary shall oversee the website, membership roster and member contact information of TexasLAFS.
- The Secretary shall process all new memberships and renewals to TexasLAFS and shall keep a directory of all current Members.
SECTION IV: TREASURER
- The Treasurer shall be the custodian of all funds of TexasLAFS and shall keep a complete and accurate record of all monies received and disbursed; shall make a financial report to the membership at the annual meeting.
- The Treasurer shall pay the debts of TexasLAFS from the funds owned by TexasLAFS, upon approval of the Executive Board.
- The Treasurer shall deposit into the accounts of TexasLAFS all monies received from Dues or other sources.
- The Treasurer shall have signatory capabilities on all TexasLAFS banking accounts.
- The Treasurer may grant purchasing or deposit privileges to other board members as needed.
- The Treasurer shall provide reimbursements only for pre-approved expenses documented by a receipt.
SECTION V: TRAINING COORDINATOR
- The Training Coordinator shall be responsible for the coordination of lesson plans and safety messages to ensure that educational goals are being met.
- The Training Coordinator shall be responsible for instructor development and certification.
- The Training Coordinator shall be responsible for contacting and securing the services of instructors and presenters for the annual conference.
SECTION VI: CONFERENCE CHAIRPERSON
- The Conference Chairperson shall chair the committee charged with making preparations for the annual conference, Summer Showcase and any other event, including place, dates, catering, host hotel, etc. within the budget constraints set by the Executive Board.
- The Conference Chairperson is responsible for all contact with the media including press releases and contacts during training workshops, conferences, and special events.
SECTION VII: Parliamentarian
- The Parliamentarian shall decide all issues of parliamentary procedure according to Roberts Rules of Order Newly Revised, in the absence of guidance in TexasLAFS’ bylaws.
- The Parliamentarian shall become knowledgeable of TexasLAFS’ bylaws and ensure that all meetings are conducted adhering to those bylaws and advise the board of any upcoming deadlines.
- The Parliamentarian is a non-voting member of the executive board.
SECTION VIII: OTHER BOARD MEMBERS
The President may appoint other members to serve on the board either in “At Large” positions or with specific assignments such as Webmaster, Historian, Photographer, Fundraiser, or Sergeant At Arms.
SECTION IX: VACATED OFFICE
In the event an officer is unable to serve out a term, the remaining members of the Executive Board shall select a replacement.
SECTION X: EMERGENCY ACTION
- The Executive Board shall be empowered to act as an emergency body on behalf of TexasLAFS when time or circumstances make it impossible for the membership to be called together in a business session. It shall be their primary duty to safeguard the interests of TexasLAFS and those composing its membership.
- In non-emergency situations, the provisions of ARTICLE IX of the Constitution shall apply.
SECTION XI: ORDER OF BUSINESS
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern TexasLAFS in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order TexasLAFS may adopt. TexasLAFS shall provide the Parliamentarian with a copy of the current edition of Robert’s Rules of Order Newly Revised. Said book shall be available for reference by any Member at any meeting to resolve questions on rules of order.
SECTION XII: APPOINTIVE COMMITTEES
- The President may direct the formation and dissolution of committees as the need arises. Committees shall consist of not less than three (3) members.
- The Vice President shall select Committee Chairperson(s) of each of these committee(s).
- The Committee Chairperson shall be responsible for selecting the committee members of their committee. The committee Chairperson shall be responsible for ensuring that regular and accurate written minutes of their committee proceeding are kept and shall report the same to the Vice President upon request.
- The Committee Chairperson shall have the authority to appoint or remove committee members as necessary in order to ensure the effectiveness of the committee. However, the Chairperson shall report any removal of a committee member to the Vice President within five (5) working days.
- The Vice President shall make a report of each active committee progress to the Executive Board meeting.
- All committee members shall serve at the will and pleasure of the President.
SECTION XIII: DISSOLUTION
- Dissolution of TexasLAFS will be with the recommendation of the Board of Directors and a majority vote the members present at the Annual TexasLAFS Conference.
- Upon dissolution of TexasLAFS all assets will be donated to a Non Profit Life and Fire Safety organization chosen by the Board of Directors at such time.