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Duties of Officers
Section 1. The President shall preside over all regular meetings of this Association. They shall call special meetings when necessary or at the request of the Secretary, or the officers, or any six members of the Board of Directors, at such time and place as he may decree. Notice of these meetings shall be given not less than ten (10) nor more than 50 days prior to the scheduled date of the meeting. They shall act as Chairman of the Administrative Committee. They shall also appoint, within 30 days of their induction into the office, the following committees: Auditing, legislative, parade, tournament, nominating, equipment judging, fire prevention, memorial committee, site committee, and steering committee, and such other special committees as may be required from time to time. They shall sign all orders drawn on the Treasurer for the disbursement of Association funds. They shall perform such other duties as may be incidental to his office, or which shall be required of him by the annual meeting of the Association or of the Board of Directors. They shall also pick out the list for the Advisory Board at the September meeting subject to approval of majority of the members present and entitled to vote. They shall also appoint a Chaplain or Chaplains to this Association as has been deemed necessary, along with an Assistant Secretary, Assistant Treasurer, Assistant Sgt of Arms, within 30 days of becoming President.
Section 2. In the absence of the President, the First Vice-President shall preside and assume the duties of the President. In the event the President is unable to complete his term for any reason, it shall be the duty of the First Vice-President to act as President until the next annual meeting.
Section 3. In the absence of the President and the First Vice-President, the Second Vice-President shall preside (in their respective order).
Section 4. The Secretary shall keep a true and correct record of the proceedings of the regular and special meetings of the Association and of the Executive Board of Directors thereof. They shall call the roll at all such meetings. They shall handle all correspondence of this Association. They shall receive all applications for membership in the Association and shall present them at the next regular meeting, at which time they shall be voted on. They shall receive all money due the Association and shall pay over to the Treasurer. They shall take charge of all the papers and books and orders drawn. They shall prepare an annual report of receipts and expenditures to be presented at the May meeting. They shall submit this report and his books to the Auditing Committee 30 days prior to the May meeting for examination. They shall make such other reports as the President, or the Executive Board may require. They shall notify department members of their election to membership in this Association and issue membership certificates to them. They shall send notices of all regular and convention meetings to all members at least one month prior to the holding of said meetings. The Secretary shall be compensated to the extent of $500.00 payable at convention meetings.
Section 5. The Treasurer shall take charge of all funds of the Association which may be derived from any source. They shall receive all money belonging to the Association from the Secretary and promptly deposit the same in an account for that purpose in the designated depository for Association funds. They shall issue checks in payment of all orders drawn on him by the President, countersigned by the Secretary and authorized by the Association. They shall keep accurate records of all receipts and expenditures. They shall prepare an annual report of all receipts and expenditures to be presented at the May meeting. They shall submit this report together with his books, orders, cancelled checks and current bank statement to the auditing committee thirty (30) days before the May meeting for examination. Before entering upon his duties as Treasurer, they shall furnish the Association with a security bond of sufficient security, as approved by the majority of elective officers of the Association for his faithful performance of his duties. This shall be paid by the Association. If the Treasurer neglect to execute and deliver this bond within one month after being elected, his office shall be declared vacant. They shall make such other reports as the President, Secretary and/or Executive Board of Directors shall require. The Treasurer shall be paid the sum of $500.00 per year, the same to be paid at the Convention Meeting. The Treasurer will have all checks countersigned by another duly authorized officer, except Sergeant-at-Arms (two-party checks). This Association shall provide for and shall pay for a sufficient Surety Bond for the officers, except the Sergeant-at-Arms, in such amounts and with such terms and conditions as the Executive Board shall decide.
Section 6. The duties of the Sergeant-at-Arms shall include, but not be limited to, the keeping and maintaining of order at all regular, special and convention meetings of this Association. In addition, they shall be responsible for and shall keep in his possession, the convention book, the memorial book, the official Oneida County Volunteer Firefighters's Association banner, the memorial bell and such other records and equipment as may be necessary for the use by the officers and members of this Association at each meeting. They shall also keep a book of Robert's Rules of Order and shall make sure there is an American Flag present at every meeting. They shall assume other duties as delegated to him by the President of this Association.
Section 7. The Executive Board shall act as part of the Administrative Committee. They shall meet prior to the regular meeting to set up a program for said meeting and shall meet at such other times and dates as the President shall determine. They shall also act in an advisory capacity for the good of the organization. If there is no bid for the next regular meeting, they are to find a location to hold said meeting.
Section 8. No officer or member shall incur any expense in the name of this Association without the authority of any meeting of the Association except the Secretary for the necessary expenses of his office. Any and all grant monies that may be received by various committees of this Association shall be exempt from this Section.
Section 9. Attendance of officers and members of the Board of Directors and of the Executive Board. Any duly elected officer or board member must attend at least 50% of the board and/or membership meetings during the period from June 1st of the fiscal year through May 31st of the following year. The annual convention for the purposes of this rule shall not be counted in the 50% required attendance. Upon the failure to attend more than 50% of the regular board and/or membership meetings during the calendar year, this Association, by a majority vote of its members, shall have the power to remove the member from office unless he shall have furnished a satisfactory reason for his absence to this Association prior to the meeting.
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