Organization Bylaws
Article I – Organization Charter
The Charter is The Montgomery County Fire Chief’s Aid Association and is registered to do business as “The Montgomery County Fire Chiefs Association“. The charter shall not be voluntarily surrendered so long as seven (7) active members are willing to continue it.
Article II – Quorums and Association Meeting Locations
Section 1 – Seven (7) active members of this association shall constitute a quorum for the transaction of business at both regular and special meetings of the organization as herein defined.
Section 2 – The stated meeting of this association shall be held on the third Tuesday of the following months: January, March, May, July, September, and November. All meetings shall commence at 7:30 PM. The meetings shall be held at any fire station or fire training facility in Montgomery County, with the location to be announced in advance.
Section 3 – At times, meeting dates and times may need to be changed. Any deviation from the Association’s regularly scheduled meeting dates shall be voted on and approved by a majority of members in attendance at a previously scheduled meeting. In the event of an emergent cancellation or date change that may not have an opportunity to be voted on by the membership at a regular association meeting, a majority vote of the executive Board may authorize the postponement or rescheduling of said meeting with cause and immediate notification to all members. The notification shall include the justification for the postponement.
Article III – Elected Officers of the Association
Section 1 – The elected officers of the association shall consist of a President, Vice President, Treasurer, Assistant Treasurer, Membership Coordinator, and three (3) Board of Directors. These 9 elected officers will make up the Executive Board of the Association.
The office of President and Vice President shall be held by an Active Member as defined in Article VI, Section 1, and be a current or former Fire Chief of a Fire Company in Montgomery County.
The offices of Secretary, Treasurer, Assistant Treasurer, Membership Coordinator, and Board of Directors shall be filled by an Active Member of the Association as defined in Article VI, Section 1.
Section 2 – No member of this Association shall hold more than one (1) elected office at any one time.
Article IV – Nomination and Election of Officers
Section 1 – Nomination for officers shall be made at the regular September meeting, and the election shall be held at the regular November meeting. The newly elected officers shall take their office and duties at the regular January meeting.
Section 2 – To be eligible for nomination for an office in this association, one must have been an active member for at least one (1) year, and the person nominated should be present at the time of nomination or have made their intentions known to an executive board member, in writing, of their desire to be nominated.
Section 3 – The term of office for the elected officers shall be as follows:
- President – 2 years
- Beginning with the elections in November 2026, the office of President shall be elected to a 2-year term, serving 2027-2028. All future elections for President shall be held every 2 years.
- Vice President – 2 years
- Beginning with the election in November 2026, the office of Vice President shall be elected to a 1-year term, serving in 2027. All future elections for Vice President, beginning in 2027, shall be held every two years, with the Vice President being elected to a 2-year term.
- Secretary – 2 years
- Beginning with the elections in November 2026, the office of Secretary shall be elected to a 2-year term, serving 2027-2028. All future elections for Secretary shall be held every 2 years.
- Treasurer – 2 years
- Beginning with the election in November 2026, the office of Treasurer shall be elected to a one-year term, serving in 2027. All future elections for Treasurer, beginning in 2027, shall be held every two years, with the Treasurer being elected to a 2-year term.
- Assistant Treasurer – 2 years
- Beginning with the elections in November 2026, the office of Assistant Treasurer shall be elected to a 2-year term, serving 2027-2028. All future elections for Secretary shall be held every 2 years.
- Membership Coordinator – 2 Years
- Beginning with the election in November 2026, the office of Membership Coordinator shall be elected to a 1-year term, serving in 2027. All future elections for the Membership Coordinator, beginning in 2027, shall be held every 2 years, with the Membership Coordinator elected to a 2-year term.
- Board of Directors – 3 years
- One member of the Board of Directors shall be elected annually to a 3-year term of service.
Section 4 – Only members of the Association in good standing (Dues are paid to date) shall be eligible to vote for the elected officer positions during the annual elections in November of each year.
Section 5 – At an election for officers, the President shall appoint one (1) judge and two (2) tellers to conduct any election proceedings involving a ballot.
Section 6 – Membership Coordinator shall furnish the judge with a list of members eligible to vote.
Section 7 – Each member eligible to vote shall do so for the election of officers either by written or printed ballot, as a majority of the association may, at the November meeting, decide. Elections for unopposed offices do not require a written ballot and may be conducted by motion and majority approval of the members in attendance.
Section 8 – The tellers shall make out a true statement of the result of the election and hand it to the judge, who shall declare aloud the same. The President will announce the winner, not to include the vote count, and secure a motion to destroy the ballots.
Article V – Duties of Officers
Section 1 – President
It shall be the duty of the President to preside over all meetings, see that all officers perform their duties, decide all questions when the vote has resulted in a tie, appoint all committees, make appointments, until the next stated meeting, to fill all vacancies occurring in an elected office, sign all orders, drafts, etc., jointly with the Treasurer, call special meetings whenever he may think it is necessary, or upon the written request of ten (10) fire companies, and perform the usual duties of his office.
The President is an authorized signer of checks for payments on behalf of the Association for bills, expenses, and obligations. Additionally, the President may represent the Association and its interests when called upon.
Section 2 – Vice President
It shall be the duty of the Vice President to perform the duties of the President in the President’s absence, or as requested by the President.
The Vice President is an authorized signer of checks for payments on behalf of the Association for bills, expenses, and obligations.
Section 3 – Secretary
It shall be the duty of the Secretary to keep a correct record of the proceedings of every meeting in a book, provided for that purpose. Handle all correspondence and perform such other duties pertaining to his or her office, as the members require.
Section 4 – Treasurer
It shall be the duty of the Financial Secretary Treasurer to keep a just and accurate account between the association and its members, receive all money due the association, crediting the amounts received, and paying all bills when signed by the President. He or she shall give a monthly account of the finances, or when the President or the Association shall call for it. He or she shall make an annual itemized report for all sums received, also an itemized report of sums paid out, and for what purpose, accompanied by the proper vouchers and a statement of balance on hand or deficiency due to the treasury. He or she shall submit his books and official documents to the auditors for examination upon their request.
The Treasurer is an authorized signer of checks for payments on behalf of the Association for bills, expenses, and obligations.
Section 5 – Assistant Treasurer
It shall be the duty of the Assistant Treasurer to assist the Treasurer in their duties and responsibilities as requested. The Assistant Treasurer shall also perform the duties of the Treasurer in their absence.
The Assistant Treasurer is authorized to sign checks for payments made on behalf of the Association.
Section 6 – Membership Coordinator
The membership coordinator shall be responsible for maintaining an active membership database. The membership database shall include the name of the member, their acceptance year, their fire company, contact information, including email address, and the status of membership dues. The membership coordinator shall share the membership database with the executive board as needed, but shall also keep membership records confidential and secure from release outside of the Association.
The membership coordinator shall receive annual dues and forward them to the Treasurer for deposit in the Association’s accounts.
The membership coordinator shall report to the Association, at the July meeting each year, those members who are delinquent in their annual dues.
The membership coordinator shall also be responsible for maintaining an active fire company membership database. The active fire company membership database shall include the name and address of the fire company, the Fire Chief’s name, contact information, the fire company website if applicable, and the status of their active membership donation. The membership coordinator shall share the active fire company membership database with the executive board as needed, but shall also keep membership records confidential and secure from release outside of the Association.
Section 7 – Board of Directors
The Board of Directors shall insist upon proper decorum in and about the premises where meetings are held.
The Board of Directors shall provide strategic leadership, governance, and oversight to advance the association’s mission. Key responsibilities include, but are not limited to, upholding fiduciary duties, ensuring legal and ethical integrity, fulfilling the executive board’s responsibilities, and providing oversight as requested by the association’s President.
Article VI – Membership – Individual
Section 1 – To be eligible for membership, the applicant must be a Chief Officer, Captain, or Lieutenant of a chartered fire company or Municipal fire department of Montgomery County, State of Pennsylvania, with suppression responsibilities.
Section 2 – The membership of this association shall be those who are accepted from time to time and meet the membership criteria at the time of their acceptance. They will be privileged to vote on matters that are brought before the association that don’t affect countywide policies or procedures.
Section 3 – Membership Voting
When the implications of topics that could affect (fire service) policy or procedures at the countywide level are involved, the vote will be one per county fire company and municipal fire department. To cast the vote, the Chief of the specific company/department or a designee will need to print their name and title and sign the cast vote. Pre-printed ballots will include a place for the member to list their company’s name. Each question to be voted on will appear on the ballot. A role call of fire company attendance will occur prior to the issuance of the ballots.
Section 4 – Succession to the duties of Fire Chief or any of the above officers in their absence shall not be considered a qualification for membership in this association. Membership is not transferable.
Section 5 – The applicant shall sign a formal application card that shall be attested to by a member of the association. Applicants shall be voted on at the same regular meeting at the conclusion of New Business.
Section 6 – No members of this association shall be compelled to serve on two (2) committees.
Section 7 – Any member or members appointed to serve on special committees shall perform their duties and make their report as soon after their appointment as possible, but no committee should be discharged until all debts contracted by them are paid.
Section 8 – Any member withholding any moneys from the association or moneys received by him or her entrusted to his or her care for the benefit of the association shall be expelled and legal proceedings be instituted against him or her for the recovery of the same unless a reasonable excuse be given and accepted by a vote of three fourths of the members present at a meeting where such excuse is offered.
Section 9 – No member shall be allowed to introduce a subject of political, obscene, or offensive nature at a meeting of the association.
Article VII – Individual Membership Dues
Section 1 – Application Fee for Individual Membership
An application fee of six ($6.00) dollars shall accompany all applications for membership, and said fee shall include the dues of said applicant for one (1) year, or for the remainder of the year in which the applicant applies. The fee is non-refundable if the applicant is not accepted.
Section 2 – Annual Individual Member Dues
The dues of each member shall be five ($5.00) dollars per year, payable in advance. If dues are not paid within three (3) months or at the regular May meeting, the member shall automatically be suspended from holding office or voting on questions under discussion. They may, however, speak on any question by permission of the President, if no objections are raised by any of the members present.
Section 3 – The Membership Coordinator shall mail or email out dues notices to all members who are over one (1) year delinquent in dues. If dues are not paid at or before the new business at the March meeting of the second year, they shall be dropped as a member by the consent of the association.
Section 4 – Life Membership
Anyone paying dues for twenty-five (25) consecutive years shall be considered a Life Member and shall therefore be exempt from paying dues and entitled to all rights and privileges enjoyed by active members.
Section 5 – Applying as a new member may reinstate any member dropped because of non-payment of dues, and making payment of the fees required of a new member if it is not in conflict with Sections 1 and 2 of this article.
Article VIII – Membership – Fire Company
Section 1 – Each fire company, whose main station is located in Montgomery County and is recognized as a Montgomery County Fire Company by the Montgomery County Department of Public Safety, is eligible for a “Fire Company Membership” of the Association.
Section 2 – Fire Company Membership Donation
“Fire Company Membership” requires an annual membership donation of $50.00, paid to the Association no later than March 1 of each year, and at least one fire company member, who is an active member of the association, participating in the Organization.
The annual fire company membership donation shall be invoiced to each fire company in January of each year. The membership coordinator, in conjunction with the Treasurer and Assistant Treasurer, shall coordinate this annual process.
Section 3 – Proper Use of Fire Company Membership Donations
The Association shall primarily use the “Fire Company Membership” donations for the benefit of Association-wide programs that benefit all Fire Companies with Active Association Status.
Section 4 – Fire Company Membership Limitations
“Fire Company Membership” does not entitle a fire company member, who is not an active member of the Association, to participate in any manner, including mere representation of their Fire Company, in Association meetings. “Fire Company Membership” is solely for inclusion in the Association’s resources and benefits, which are made available to all active Membership Companies.
Section 5 – Fire Company Membership – Active Status
Fire Company Membership active status is attained with the following criteria being met:
- Annual donation made by the annual due date
- For a fire company to remain in good standing, it must have one active member of the association attend at least 3 meetings annually. The representative member does not have to be the same member at each meeting.
Section 6 – Fire Company Membership – Active Status Benefits
Each Fire Company that attains “Active Status” shall be included in and recognize the benefits of all Association-wide programs approved by the Association.
Section 7 – Authority to Suspend In-Person Requirements
The executive board, by majority vote, may suspend the requirement for in-person attendance to attain active fire company membership in limited & specific circumstances. The in-person attendance requirement may be suspended only for a major event or catastrophe that prevents in-person attendance for health, safety, or welfare reasons.
Article IX – Committees
Section 1 – The incoming President shall announce and appoint standing committees as deemed necessary at the January meeting to be served during his term of office. The President may appoint as many members to the committees as they deem necessary unless directed otherwise by a vote of the association.
Section 2 – The Trustees shall examine & audit all books of the association and submit a report to the association on their findings no later than the March meeting.
Section 3 – The President shall have the power to appoint special committees, from time to time, when the necessity arises. Such committees shall cease to function when their duties have been fulfilled or when the President appointing them retires from office.
Article X – Execution & Issuance of Financial Obligations
The issuance of checks for payment of bills, expenses, obligations, or any other fiduciary responsibility of the Association shall require the signature of two (2) Executive Board Members who are authorized signers.
One signature shall be from the Treasurer or Assistant Treasurer, and a second signature shall be from the President or Vice President. It should be the standard practice that the President and Treasurer sign all checks and obligations, unless either is unavailable, and the temporary delay of payment creates a hardship for the Association. Under no circumstances should a payment be signed solely by the Treasurer and Assistant Treasurer, or the President and Vice President.
Article XI – Robert’s Rules of Order
In all cases of controversy where there is a difference in the proper method of procedure, the Chair shall decide the issue in accordance with Parliamentary Law as contained in the Revised edition of Robert’s Rules of Order.
Article XII – Amendments
Section 1 – Amendments to these By-Laws may be offered in writing by any member of the association in good standing at a regular or stated meeting of the association; the same to be on the table until the ensuing regular or stated meetings of the association, during which time the Secretary shall have printed copies of changes proposed and made available at the next regular or stated meeting at which time it shall be read under old business. It shall be voted upon and concurred in by at least two-thirds of the members present and eligible to vote, provided, however, there shall be a quorum present.
Section 2 – All amendments to the by-laws shall be kept on a separate page set aside in the Secretary’s book for easy access.
Revised By-Laws submitted for consideration
January 20, 2026
Revised By-Laws for Final Consideration
March 19, 2026
Bylaws Affirmed by Unanimous Vote
March 19, 2026