Southern Maryland Volunteer Firemen's Association Committees:
Roles and Responsibilities

• Auditing: This committee is charged with the critical task of auditing the financial books of the Treasurer each year. The audit must occur between May 1 and May 15, allowing ample time for the Treasurer to prepare a comprehensive financial report for the July business meeting. The audit is performed by a three-person committee, with one representative from each county, and the chair must be a Past President of the Association. Both the Treasurer and President are required to be present during the audit to ensure transparency and accuracy. After the audit, a verbal report is presented to the membership, and official copies of the audit are filed with both the Secretary and the Treasurer for record-keeping.

• Awards: This committee plays a vital role in recognizing outstanding service and acts of heroism within the Association. It is responsible for reviewing all nominations for lifesaving and unit citation awards, selecting up to five recipients who have demonstrated exceptional performance or bravery. In addition, the committee is tasked with developing an annual budget for awards-related expenses, which must be presented for approval at the January meeting. This ensures that the awards program continues to honor those who go above and beyond while maintaining fiscal responsibility.

• Constitution & Bylaws: This committee is entrusted with ensuring that the governing documents of the Association are up-to-date and reflect the needs of the membership. Each year, they review the Constitution and Bylaws, recommending changes as needed based on motions or votes from the membership. When changes are proposed, the committee is responsible for drafting, printing, and distributing these changes to all member companies for review. They also oversee the printing of any ballots needed for Bylaw amendments and ensure that updated versions of the governing documents are printed and distributed.

• Chaplains Network: This committee, led by the head chaplain, is responsible for providing spiritual support to the members of the SMVFA and their families. It coordinates the activities of chaplains across the departments, ensuring that each member department has a designated chaplain to offer guidance, prayer, or support in times of need. The committee also disseminates important announcements related to the spiritual well-being of the membership, fostering a strong network of care within the Association.

• EMS: The EMS Committee is responsible for overseeing emergency medical services within the Association, ensuring that all EMS-related activities, training, and resources are well-coordinated. This committee plays a crucial role in maintaining the high standards of care expected from the Association's EMS personnel and ensuring that departments are well-equipped to respond to medical emergencies.

• Fire Prevention: Charged with promoting fire safety, this committee works diligently to foster a culture of prevention among the member companies and within the broader community. The committee encourages fire safety programs in homes, schools, and businesses and presents a brief fire prevention message at every Association meeting. One of their key responsibilities is coordinating the annual fire prevention and safety contests, in partnership with the Maryland State Firemen’s Association (MSFA). The committee ensures that all entries are judged at the local level, with winners advancing to the state-level competition. Winners from the Southern Maryland region are announced at the annual Installation of Officers ceremony, showcasing the Association's commitment to fire prevention.

• Hall of Fame: The Hall of Fame Committee is tasked with preserving the legacy of exceptional individuals within the SMVFA. Comprising six members (two from each county), all of whom are already Hall of Fame members, the committee reviews written nominations submitted by member companies. Each year, they select up to ten individuals to be inducted into the Hall of Fame. The committee ensures that each new inductee is recognized with a Hall of Fame Award Certificate and a membership pin, presented during the Association's Installation of Officers ceremony. Additionally, the committee chair communicates with those who submitted nominations, notifying them of the outcome and coordinating the attendance of guests at the award presentation.

• Historical Preservation: This committee ensures that the history of the SMVFA is well-documented and preserved for future generations. They are responsible for maintaining records of the Association’s past and present activities, including photographs, newspaper articles, and other important documents. These historical materials are carefully curated and stored in a secure environment. The committee consists of two representatives from each county, reflecting the importance of preserving the collective history of the entire Southern Maryland region.

• Honor Guard: The SMVFA Honor Guard, led by a Commander, plays a ceremonial role at various events, including parades, conventions, and funerals. The Honor Guard also represents the Association at major state events, such as the Maryland Fire-Rescue Memorial Service and the MSFA Convention. The Commander oversees all Honor Guard activities, ensuring that team members are properly trained, equipped, and uniformed. The committee is also responsible for maintaining and managing the Honor Guard’s tools, flags, and other equipment. Regular reports on the team’s activities and financial status are presented to the membership, ensuring transparency and accountability.

• Liaison: The Liaison Committee is led by the Second Vice President, who serves as the key point of contact between the SMVFA and the Ladies Auxiliary of the SMVFA (LA-SMVFA). The committee’s primary role is to facilitate communication and collaboration between the two organizations. Any correspondence received at LA-SMVFA meetings is promptly forwarded to the SMVFA President, ensuring that both groups are aligned in their efforts to support the fire service.

• Legislative: This committee keeps the SMVFA informed of any legislative activities that could impact the fire service, particularly those affecting volunteer fire and rescue companies. They monitor and report on relevant legislation, encouraging member companies to engage in the legislative process when appropriate. The committee also coordinates the Association’s participation in legislative receptions and other events, working closely with the Ladies Auxiliary when needed. If requested, they help organize the SMVFA’s legislative reception, with expenses capped at $500.

• MSFA Volunteer Company Assistance Fund (VCAF): The VCAF committee works with the Maryland State Firemen’s Association (MSFA) to administer financial assistance programs for volunteer fire departments in need. This committee helps ensure that resources are allocated fairly and efficiently, supporting companies that require financial aid to continue their vital work in the community.

• Muster: This committee organizes Muster events, which are firefighting skill competitions and exhibitions designed to foster camaraderie and demonstrate the proficiency of member companies. The Muster includes various contests that test the abilities of firefighters, and the committee is responsible for planning, coordinating, and executing the event each year.

• Nominating: The Nominating Committee is responsible for identifying and soliciting nominations for officer positions within the SMVFA. The committee’s work culminates at the March membership meeting, where they report the slate of nominees to the membership for consideration.

• Peer Support: This committee focuses on the mental health and well-being of SMVFA members. They provide peer support services to help members cope with the stresses of their duties, offering a network of emotional and psychological assistance within the fire service community.

• Photographer: The Photographer Committee is responsible for visually documenting the Association’s meetings, conventions, and special events. The photographs taken by this committee are then forwarded to the Historical Preservation Committee, ensuring that a visual record of the Association’s activities is maintained for posterity.

• Safety: Safety is a top priority for the SMVFA, and this committee ensures that members are constantly reminded of the importance of operating safely. The committee presents a relevant safety message at the beginning of each Association meeting and works to keep the membership informed about the latest safety practices and protocols.

• Training: The Training Committee plays a critical role in ensuring that firefighters and EMS personnel are properly trained. Each county is represented on this committee, and the members are appointed to three-year terms. The committee works closely with the University Regional Advisory Board to coordinate training opportunities and ensure that the SMVFA’s training programs meet the highest standards of excellence.

• Ways and Means: The Ways and Means Committee is responsible for raising funds to support the activities of the SMVFA. They organize 50/50 raffles at each Association meeting and are in charge of ordering and selling approved patches for the Association’s uniforms. This committee ensures that the Association has the financial resources it needs to achieve its objectives.

• Website: The Website Committee assists the Web Master in maintaining and updating the SMVFA’s website. They ensure that current events, officer information, and news from member companies are readily available online for the public to access. The committee’s work helps keep the Association connected with its members and the community at large.