SMVFA Southern Maryland Volunteer Firemen's AssociationSt. Mary's · Charles · Calvert
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Southern Maryland Volunteer Firemen's Association - St. Mary's, Charles, Calvert
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Ladies Auxiliary · Southern Maryland Volunteer Firemen's Association

Constitution & Bylaws

Guidelines & Awards · Revised October 1, 2025

About this page. The text below is the LA-SMVFA Constitution & Bylaws exactly as written in the official document (Revised October 1, 2025) — only the presentation has been modernized for the web. The original document's printed index (with page numbers) has been replaced by the Contents menu at left, since page numbers don't apply here; no wording, numbering, or section content was changed. Downloadable copies of the official document remain available on the site.

PREAMBLE

We, the members of the Ladies Auxiliary of the Southern Maryland Volunteer Firemen’s Association, unite to establish harmony, to promote interest among the Auxiliaries of the volunteer fire and/or rescue companies within the Calvert, Charles, and St. Mary’s Counties, and to render assistance to the Southern Maryland Volunteer Firemen’s Association.

ARTICLE I – NAME AND MEMBERSHIP

Section 1.

The name of this organization shall be the Ladies Auxiliary of the Southern Maryland Volunteer Firemen’s Association.

Section 2.

The membership shall consist of any auxiliary whose affiliated fire and/or rescue department/company is a member of the Southern Maryland Volunteer Firemen’s Association.

Section 3.

Active membership shall consist of member auxiliaries whose dues have been paid and whose members have attended two (2) meetings of the Regular LA-SMVFA yearly meetings. It shall also include members of the above auxiliaries who have been active in their respective auxiliary according to their Auxiliary’s bylaws.

Section 4.

Honorary membership shall consist of individuals who have been nominated and elected by the LA-SMVFA Active Auxiliary membership in the following manner:

a. To be considered for Honorary membership, an individual must have been an active participant in the fund-raising activities, training support, and promotion of the objectives of the LA-SMVFA. The individual must have been an active participant of the LA-SMVFA for a minimum of ten (10) years.

b. Anyone nominated for Honorary membership must be proposed in writing, to the Executive Committee, at least thirty (30) days prior to a Regularly scheduled meeting.

c. The nomination must be presented at an Executive Committee meeting for discussion and vote prior to submitting it to the Active Auxiliary membership. The vote shall be by written ballot. If the individual who is nominated is present at the meeting, the individual shall be asked to leave the room during the reading of the nomination, discussion, and the vote.

d. If the Executive Committee votes approval to recommend the proposed nomination, the nomination shall be presented to the Active membership by the First Vice President at the next Regularly scheduled meeting of the LA-SMVFA.

e. The nomination shall be presented at the Regular meeting following the Executive meeting, discussed, and tabled until the next Regularly scheduled meeting. If the individual who is nominated is present at the meeting, the individual shall be asked to leave the room during the reading of the nomination, discussion, and the vote.

f. When the nomination is presented for the Active Auxiliary membership vote, the nominee should again be asked to leave the room, before any further discussion and/or vote takes place. The vote shall be by written ballot.

g. If selected for Honorary Membership, the selection shall be kept as a surprise to the nominee until the next Regular meeting. A Certificate of Honorary Membership shall be prepared and presented to the nominee at the next Regular meeting.

ARTICLE II – REPRESENTATION

Section 1.

Each member auxiliary shall be entitled to elect or appoint annually, five (5) delegates and five (5) alternates. The delegates/alternates shall represent their auxiliary at all Regular or Special meetings of the Association during the term for which they were appointed or elected. Any LA-SMVFA Past President may attend any LA-SMVFA meeting.

Section 2.

Each member auxiliary shall complete the Member Auxiliary Officer’s Information/Delegates/Alternates Form located on the SMVFA website with a list of their Auxiliary’s Officer’s, delegates, alternates, and Past Presidents including mailing addresses (President and Secretary Only), email addresses, and phone numbers on or before the annual LA-SMVFA Election meeting each year (or immediately upon joining the LA-SMVFA) and shall be responsible for updating the online form with any changes during the year. The online form shall be completed by the member auxiliary’s President, Secretary, or designee.

Section 3.

The delegates/alternates and Past President’s shall be authorized individuals to make all motions and vote on all matters which may come before the body. Each member Auxiliary in good standing shall be entitled to cast five (5) votes in all matters, which may come before the body. Each Past President, if they are not a designated delegate/alternate shall be entitled to cast a vote in all matters, which come before the body. When making a motion, the delegate/alternate or Past President shall identify their self and the name of the Auxiliary they represent. (Added 04/18)

ARTICLE III – DUES

Section 1.

The Active membership dues shall be thirty dollars ($30.00) per year and paid annually for the fiscal year from May 1st through April 30th.

Section 1a.

Any Auxiliary joining after October 31st shall pay dues of fifteen dollars ($15.00) for the current fiscal year.

Section 2.

Dues not received prior to November 1st shall be considered delinquent.

Section 2a.

Any Auxiliary whose membership has lapsed on October 31st for the current year must pay the full current year dues of thirty dollars ($30.00) to be reinstated and to be members in good standing.

Section 3.

In June of each year, all Auxiliaries shall be notified of their dues being due.

Section 3a.

Any Auxiliary whose dues have not been paid by October 31st will be notified by certified return-receipt requested mail. If dues are not paid by December 31st of the current year, the Auxiliary will be automatically dropped from membership.

ARTICLE IV – MEETINGS

Section 1.

a. Meetings shall be held on the first Wednesday of February, April, June (Executive Meeting), August, October, and December.

b. All meetings shall begin sharply at 7:00 P.M.

c. It shall be at the discretion of each host Auxiliary as to their choice of providing either dinner, snacks, or dessert only for the meeting. The host Auxiliary shall provide proper notification to the LA-SMVFA Secretary as to the type of food/refreshment that will be provided so the information can be included in the meeting notification that the LA-SMVFA Secretary provides for each meeting. The dinner/snacks/dessert shall be served from 6:00 P.M. – 7:00 P.M.

d. Auxiliaries choosing to host a dinner meeting may place a donation basket on the food/buffet table to help defray the cost of the meal.

e. The curfew for all meetings shall be 9:30 P.M. Unfinished discussions and/or agenda will be tabled until the next Regularly scheduled meeting.

f. In the event the host Auxiliary is unable to hold the meeting or Installation on the scheduled first Wednesday, the meeting or Installation may be held on a day and date agreed to by the LA-SMVFA presiding President and the host Auxiliary.

g. There shall be no business conducted at the Installation of Officers, unless there is an urgent need that cannot wait until the next meeting.

Section 2.

Any individual member of a member Auxiliary may attend Regular meetings and/or Installation. The hosting Auxiliary shall be notified of the number of persons planning to attend, at least ten (10) days prior to the meeting or Installation date.

Section 3.

Meetings shall rotate alphabetically among the participating Auxiliaries with the exception of the Installation, which shall be hosted by the Auxiliary of the incoming President.

Section 4.

The Installation shall be held on the first Wednesday following the Southern Maryland Volunteer Firemen’s Association Convention or on a day and date to be determined by the incoming President and the host Auxiliary.

Section 5.

An annual Executive meeting shall be held on the first Wednesday of June in lieu of a Regular meeting. The Annual Executive Meeting shall be hosted by the First Vice President’s Auxiliary or by an Auxiliary coordinated by the First Vice President. Additional Executive meetings shall be held at the discretion of the President or at the written request of three (3) Active Auxiliaries.

Section 6.

Executive meetings shall consist of:

  1. All LA-SMVFA officers
  2. President (or a designee) of each member Auxiliary
  3. LA-SMVFA Past Presidents
  4. d. All LA-SMVFA Committee Chairpersons

ARTICLE V – PARLIAMENTARY PROCEDURES

Section 1.

A quorum shall consist of one-third (1/3) of the active member Auxiliaries.

Section 2.

Robert’s Rules of Order Revised (current version) shall be the basis for this Constitution and Bylaws and shall govern on any question not specifically covered.

Section 3.

No member shall speak for longer than three (3) minutes at any one given time.

ARTICLE VI – OFFICERS

The officers shall be as follows: President, First Vice President, Second Vice President, Secretary, Treasurer, Chaplain, and Guard.

Section 1.

The duties of the President shall be to:

  1. Preside at all meetings.
  2. Appoint all chairpersons of committees.
  3. Appoint all committee members.
  4. Sign all orders on the treasury for payment of bills.
  5. Countersign all checks.
  6. Be an ex-officio member of all committees.
  7. Schedule Executive meetings as necessary.
  8. Instruct the Secretary to send notices of Executive and/or Special meetings.
  9. i. Perform other duties required by the Auxiliary.
Section 1A.

The President may schedule Special meetings at the written request of three (3) member Auxiliaries. In the event of a vacancy in any elected office, the President shall appoint a Past President to fill the vacant office.

Section 1B.

The President shall receive $100.00 to represent the LA-SMVFA at the LA-MSFA Annual Convention. To be eligible to receive the $100.00 stipend, the LA-SMVFA President must be representing an Auxiliary who is an Active member of the LA-SMVFA at the Annual LA-MSFA convention and must attend all sessions of the Convention, including Memorial Service, Opening Ceremonies, and Installation of Officers.

Section 2.

The duties of the First Vice President shall be to:

  1. Serve as chairperson of the Executive committee.
  2. Be empowered to schedule Special meetings of the Executive committee.
  3. Instruct the Secretary to send proper notices.
  4. Ensure updated Member Auxiliary Officer’s Information/Delegates/Alternates Form information located on the SMVFA website is updated annually.
  5. Ensure that the SMVFA website Directory contains all LA-SMVFA Officers and member Auxiliary Officers Names, mailing addresses, email addresses, and phone numbers be available on the SMVFA website.
Section 3.

The duties of the Second Vice President shall be to:

  1. Assume the duties of the President in the absence of both the President and First Vice President.
  2. Act as liaison to the Southern Maryland Volunteer Firemen’s Association and provide a verbal report to the membership and a written report to the LA-SMVFA President and Secretary at the Regular meeting following the SMVFA meeting, which shall be published with the minutes.
Section 4.

The duties of the Secretary shall be to:

  1. Keep a complete and permanent record of the minutes of all meetings and post approved minutes to the SMVFA website.
  2. Receive all communications and answer the correspondence when so instructed by the President.
  3. Call the roll, keep an accurate attendance record, and read the minutes of the previous meeting (Regular, Special, or Executive).
  4. Notify all member Auxiliaries and LA-SMVFA Past Presidents of Special and Regular meetings by e-mail no later than three (3) weeks prior to said meeting date.
  5. Shall set the RSVP reservation date ten (10) days prior to the meeting date.
  6. Distribute minutes of all meetings via e-mail to each member Auxiliary, Past President, and Officer no later than thirty (30) days after said meeting.
  7. Verify with each Auxiliary in June of each year, the addresses of where the minutes, etc. are to be e-mailed.
  8. Print ballots for the election of officers.
  9. Print ballots for the election of Honorary membership.
  10. Invite LA-SMVFA Honorary members, the SMVFA Liaison Officer and the LA-MSFA President, Sr. Vice President and Jr. Vice President to attend the regular meetings of the LA-SMVFA.
  11. Invite LA-SMVFA Honorary members, all SMVFA Officers, and all LA-MSFA Officers to attend the Christmas meeting and the Installation of Officers of the LA-SMVFA.
  12. l. After the February meeting, following the November 1st deadline (Article III, Section 2), shall send a written letter, by certified mail, to any member Auxiliary who is delinquent in attendance and/or dues, stating that said Auxiliary is being dropped from membership in accordance with Article 1, Section 3 (Name and Membership) and Article II, Sections 1 and 2 (Dues).
Section 4A.

She/ he will receive a working fund of $150.00 per year, if requested. If a working fund is provided, at the end of the term, a detailed financial report must be submitted to the LA-SMVFA at the June meeting. The report must include copies of all expenditure receipts. Any unused working fund must be returned.

Section 5.

The duties of the Treasurer shall be to:

  1. Receive all monies belonging to the LA-SMVFA and issue a receipt for the monies.
  2. Shall ensure that deposits and/or disbursements are completed within thirty (30) days of receipt of funds or request for funds.
  3. Pay all bills as authorized.
  4. In June, notify all member Auxiliaries by electronic means or hand delivered invoice stating when dues are payable.
  5. Give a financial report at each meeting.
  6. Ensure that all financial records are maintained, current, and available for inspection by the Audit Committee at any time.
  7. Attend the annual Audit.
Section 5A.

She/ he will receive a working fund of $150.00 per year, if requested. If a working fund is provided, at the end of the term, a detailed financial report must be submitted to the LA-SMVFA at the June meeting. The report must include copies of all expenditure receipts. Any unused working fund must be returned.

Section 6.

The duties of the Chaplain shall be to:

  1. Open and close all meetings with a prayer.
  2. Conduct Memorial Services for deceased members when requested to do so by the family of the deceased. Prepare and print two (2) Memorial Resolutions with one (1) copy presented to the family of the deceased and one (1) copy presented to the Auxiliary of the deceased. Present the family of the deceased with one (1) Memorial Medallion.
  3. Coordinate the memorial service at Installation for all LA-SMVFA deceased members to be held during the SMVFA Convention with the SMVFA President or her/his designee.
Section 6A.

She/ he will receive a working fund of $150.00 per year, if requested. If a working fund is provided, at the end of the term, a detailed financial report must be submitted to the LA-SMVFA at the June meeting. The report must include copies of all expenditure receipts. Any unused working fund must be returned.

Section 7.

The duties of the Guard shall be to:

  1. Deliver all messages to the President.
  2. Recognize all Past Presidents and Guests at the beginning of each meeting.

ARTICLE VII – NOMINATIONS AND ELECTION OF OFFICERS

Section 1.

To be eligible to vote an Auxiliary must be an Active member of the LA-SMVFA in good standing. An Active member in good standing is an Auxiliary whose dues are currently paid and whose members have attended a minimum of two (2) meetings in the current fiscal year, and whose delegate list has been submitted.

Section 2.

Any member of an Auxiliary eligible to vote in the annual election, as stated in Article I, Section 3, may be a candidate for office provided she/he has been an active participant in the LA-SMVFA meetings for a minimum of one (1) year and is endorsed in writing by her/his Auxiliary for the office.

Section 3.

The nominations of officers shall take place at the Regular meeting in February, recessed, and then re-opened at the April meeting for election. Each candidate for office, shall be at the nomination and election meetings, or have a reasonable and acceptable excuse of absence tendered to the President in writing prior to the meeting and read to the organization.

Section 4.

No more than two (2) members of the same member Auxiliary shall hold office at the same time.

Section 5.

Each Auxiliary shall be entitled to five (5) votes to elect. Voting shall be by written ballot, with a majority of votes from the Auxiliaries present and voting required to elect an officer. Each LA-SMVFA Past President is entitled to one (1) vote so long as they are not listed as a delegate representing their respective Auxiliary.

Section 6.

When a candidate does not receive a majority of votes as required for election, or when there is a vacancy in an office(s) due to the lack of a candidate, the newly elected President shall appoint a Past President for the office. In the event of the President not receiving a majority vote, the First Vice President shall assume the duties until an election can be held.

Section 7.

The Second Vice President, the First Vice President, or the President shall not serve more than one (1) consecutive term in the same office. If there are no eligible candidates that can be nominated for the Office of President, then the current President can serve a second consecutive term, if approved by the membership in accordance with Article VII, Section 4. Letters of endorsement from the President’s Auxiliary shall not be required if the President will be serving a second consecutive term. (Added 02/2020). The Guard, the Chaplain, the Treasurer, and/or the Secretary may serve more than one (1) consecutive term, if approved by the membership in accordance with Article VI, Section 5.

Section 8.

To be eligible for nomination to the office of Second Vice President, a candidate must be a member of an Auxiliary eligible to vote in the annual election. She/he must have served in the office of either Secretary or Treasurer of the LA-SMVFA. She/he must be an active participant in the LA-SMVFA meetings for a minimum of one (1) year and must be endorsed in writing by her/his Auxiliary for the office.

Section 9.

To be eligible for nomination to the office of First Vice President, a candidate must be a member of an Auxiliary eligible to vote in the annual election. She/he must have served in the office of Second Vice President of the LA-SMVFA and must be endorsed in writing by her/his Auxiliary for the office.

Section 10.

To be eligible for nomination to the office of President, a candidate must be a member of an Auxiliary eligible to vote in the annual election. She/he must have served in the offices of Second Vice President and First Vice President of the LA-SMVFA and must be endorsed in writing by her/his Auxiliary for the office.

ARTICLE VIII – INSTALLATION

Section 1.

The Installing Officer shall be selected at the discretion of the incoming President of the LA-SMVFA.

Section 2.

The Auxiliary of the incoming President shall host the Installation. If the current President will be serving a second consecutive term, the Auxiliary of that President may elect to forgo a formal Installation of Officer’s event. However, the President shall make appropriate arrangements to have the Officers installed and annual awards presented as appropriate. These arrangements shall be announced to the membership at the Regular April meeting.

Section 3.

The Host Auxiliary shall be given $400.00 to help defray the expenses of the Installation dinner. The check shall be issued at the April meeting.

Section 4.

Any member of an active Auxiliary shall be eligible to attend the Installation & dinner, provided proper notification is given to the host Auxiliary.

ARTICLE IX – COMMITTEES

Section 1.

The standing committees of this Association shall be:

Auditing

Hall of Fame

President’s Raffle

Badges & Pins

Historical Preservation

Publicity and Website

Bereavement & Health

Hospitality

Safety

Communication Tree

Judge & Tellers

Scholarship

Constitution & Bylaws

Legislative

Special Events

Directory

Liaison

Tax Incentive

Disaster Mutual Aid

Membership

Training Support

Fire Prevention

Parliamentary

Ways & Means

Section 2.

Other committees may be appointed, as needed, at the discretion of the President. The responsibilities of the additional appointed committees shall be designated in writing, by the President, at the time of the appointment.

Section 3.

The duties of the standing committees shall be as listed below:

Auditing

Duties shall be to audit the financial books of the Treasurer once each year between May 1 and May 15. The financial books shall be returned to the Treasurer by May 15th to enable the Treasurer to have a report prepared for the next Regular meeting. A committee of three (3), (one from each County) to be appointed by the President shall conduct the audit. The Treasurer and President shall be present for the audit. A verbal report shall be given to the membership, with copies for file with the Secretary and the Treasurer.

Badges and Pins

Duties shall be to order all LA-SMVFA pins to include the Hall of Fame and the Past President’s pin and to maintain signature accountability of the three (3) President’s pins.

Bereavement & Health

Duties shall be to send appropriate correspondence (get well, sympathy, thinking of you, etc. messages) to Auxiliary members or their immediate family. The committee shall consist of one (1) member from each County of the LA-SMVFA.

Communication Tree

Duties shall be to communicate to all Auxiliaries in their respective Counties, information of any illness or death, etc. of any member of an Auxiliary and upcoming events of Auxiliaries. All information e-mailed should relate to the Southern Maryland area Auxiliaries. The committee shall consist of one (1) member from each County of the LA-SMVFA.

Constitution & Bylaws

Duties shall be to annually review the Constitution and Bylaws, Guidelines, and Awards, and make any necessary recommendations for changes as required by either motions or vote of the membership. Shall review and present any written changes presented by a member or an Auxiliary. The committee shall consist of a minimum of three (3) Past Presidents of this Association and the Parliamentarian. The committee shall be responsible for ensuring the current version of the Constitution and By-Laws, Guidelines, and Awards are posted to the SMVFA website. The committee shall also be responsible for the printing of any proposed Bylaw change ballots.

Directory

Duties shall be to assist the First Vice President with ensuring updated Officers data from each of the Auxiliaries in their respective County within thirty (30) days of an Auxiliary’s Installation of Officers and is entered on the SMVFA website. The committee shall consist of one (1) member from each County of the LA-SMVFA.

Disaster Mutual Aid

Reserved 02/2020

Fire Prevention

Duties shall be to encourage and promote among the LA-SMVFA Auxiliaries, a program of fire prevention in the home and community. The committee shall be responsible for conducting a fundraiser at every Regular meeting. A brief fire prevention message shall be presented at each meeting. Two (2) $25.00 gift cards to be used as prizes for the next meeting’s raffle, shall be provided by two (2) Auxiliaries, rotated in alphabetical order, as identified by the Secretary. At the discretion of the Committee Chairperson, a 50-50 Raffle may be conducted at the December meeting so long as it is announced at the October meeting.

The committee shall be responsible for coordinating the yearly fire prevention contests in conjunction with the LA-MSFA. All contest entries shall be submitted to the committee chairperson by the date designated by the contest deadline. The committee chairperson will ensure that all entries are judged on a local level and then forward all entries to the LA-MSFA Fire Prevention Committee for judging. All entries will be returned to the LA-SMVFA Fire Prevention Committee to distribute to participating Auxiliaries unless retained by the LA-MSFA respective committee. The LA-SMVFA contest winners shall be announced at the annual Installation of Officers of the LA-SMVFA or designated meeting.

Hall of Fame

Shall consist of six (6) members, (two (2) from each County), who must all be Hall of Fame members. The committee shall review all written candidate nominations that have been submitted by member Auxiliaries. No more than five (5) individuals shall be selected each year. The Hall of Fame awards shall be presented at the Annual LA-SMVFA Installation of Officers or designated meeting. A Hall of Fame Award Certificate and a Hall of Fame membership pin shall be presented to each new inductee.

The Chairperson shall be responsible for notifying each person who nominated an individual for the Hall of Fame Award and advise the person whether the nominated individual will receive the award or not. The Chairperson shall be responsible for ascertaining the total number of individuals that will be attending the Award ceremonies as guests for each individual Award recipient. The maximum number of guests for each Award recipient shall be four (4) individuals.

Historical Preservation

Duties shall be to maintain a record of the past and present activities of the LA-SMVFA with photos and newspaper articles. Shall preserve and maintain all records in a secure environment. The committee shall consist of two (2) representatives from each County of the LA-SMVFA. (NOTE: The records are stored at the Hollywood Volunteer Fire Department in a secure location and can be accessed through the Hollywood VFD liaison.

Hospitality

Reserved

Judge & Tellers

Duties shall be to count the election ballots and any roll call votes that may occur during any Regular meeting. The committee shall consist of four (4) members with a minimum of one (1) individual from each County in the LA-SMVFA. The President will appoint the individual who will serve as the Judge.

Legislative

Duties shall be to report legislation of interest to the volunteer fire and/or rescue companies and/or Auxiliaries. The committee shall be responsible for coordinating the legislative reception sponsored by the SMVFA, if so requested, with assistance from the LA-SMVFA Special Events Committee. Expenses limited to $500.00 to be covered by the LA-SMVFA and paid from the General Account.

Liaison

The duties of the Second Vice President shall be to attend the meetings of the SMVFA to promote better communications between the SMVFA and the LA-SMVFA. She/he shall give a verbal report of the meeting to the President within 24 to 48 hours after the meeting if there are issues that cannot wait until the next regular LA-SMVFA meeting. Any correspondence received at the SMVFA meetings shall be immediately forwarded to the LA-SMVFA President.

Membership

The committee will be chaired by the Second Vice President and shall be to recruit and encourage Auxiliaries in each of the Counties of the LA-SMVFA to join the organization. A Certificate of Membership shall be presented to any new Auxiliary. The committee shall contact non-participating member Auxiliaries regarding their intentions.

Parliamentary

Duties shall be to decide on all references to parliamentary procedures. The LA-SMVFA shall provide the Parliamentarian with a copy of Roberts Rules of Order, current version.

President’s Raffle

Duties shall be to conduct a raffle at each Regular meeting of the LA-SMVFA.

  1. The President and the Committee Chairperson shall determine the items to be raffled for this fundraiser.
  2. $75.00 from each raffle conducted shall be retained by the Committee in order to purchase the item for the next raffle.
  3. All proceeds from the raffle shall be deposited in the Savings Account.
  4. Activities to be funded from this raffle account are:
    1. An individual from the LA-SMVFA who is elected President of the LA-MSFA shall be given a financial gift at the time of her/his Installation with a minimum expense limit of $600.00.
    2. An individual from the SMVFA who is elected President of the MSFA shall be given a financial gift at the time of her/his Installation with an expense limit of $150.00.
    3. Kitchen expenses for the SMVFA Campaign Committee fundraisers with an expense limit of $400.00.

Publicity and Website

Duties shall be to keep the general public informed of all Special activities of the LA-SMVFA via articles, radio, websites, and social media. The committee shall consist of a member from each County of the LA-SMVFA. Duties shall be to assist the SMVFA Web Master in the timely updating of the LA-SMVFA web page. The committee shall be responsible for assuring that current events of the LA-SMVFA and its member Auxiliaries are available online to all browsers. Shall also be responsible for assuring that all Auxiliary officer and historical information is current.

Safety

Duties shall be to encourage and promote among the LA-SMVFA Auxiliaries, a program of safety in the home and community. A brief safety message shall be presented at each meeting. At the discretion of the Committee Chairperson, a 50-50 Raffle may be conducted at meetings so long as it is announced at the previous meeting.

The committee shall be responsible for coordinating the yearly safety contests in conjunction with the LA-MSFA. All contest entries shall be submitted to the committee chairperson by the date designated by the contest deadline. The committee chairperson will ensure that all entries are judged on a local level and then forward all entries to the LA-MSFA Safety Committee for judging. All entries will be returned to the LA-SMVFA Safety Committee to distribute to participating Auxiliaries unless retained by the LA-MSFA respective committee. The LA-SMVFA contest winners shall be announced at the annual Installation of Officers of the LA-SMVFA or designated meeting.

Scholarship

Duties shall be to award scholarship money to one student in each of the Southern Maryland Counties (Calvert, Charles, and St. Mary’s) as described in the Scholarship Guidelines. Shall be responsible for planning and conducting fundraisers to continually raise money for this fund. Ensure application is posted on the SMVFA website no later than December 31st of the current year.

The Chairperson shall notify all applicants, in writing, whether they will or will not receive a Scholarship Award. The Chairperson shall be responsible for ascertaining the total number of individuals that will be attending the award ceremonies as guests for each individual award recipient. The maximum number of guests for each award recipient shall be four (4) individuals

Special Events

Duties shall be to assist with any LA-SMVFA or SMVFA sponsored event as requested with an expense limit of $400.00.

Tax Incentive

Duties shall be to inform member Auxiliaries of any changes in the law regarding the Maryland State Income Tax Subtraction Modification Program. The committee shall assist member Auxiliaries with getting answers to questions they may have regarding the earning of points, record keeping requirements, etc. The committee members are appointed by the LA-MSFA President.

Training Support

Reserved

Ways and Means

Duties shall be to provide for the raising of funds to carry out the objectives of the LA-SMVFA. All Ways & Means raffle monies are to be deposited in the General Account.

Two (2) $25.00 gift cards to be used as prizes for the next meeting’s raffle, shall be provided by two (2) Auxiliaries, rotated in alphabetical order, as identified by the Secretary. At the discretion of the Committee Chairperson, a 50-50 Raffle may be conducted at the December meeting so long as it is announced at the October meeting.

All Committees: A condensed verbal report shall be given at each meeting by committee chairpersons. Detailed written reports shall be submitted to the President and Secretary.

ARTICLE X – EXECUTIVE COMMITTEE

The Executive Committee shall consist of the Elected and Appointed Officers of the LA-SMVFA, an authorized representative from each member Auxiliary (having one vote) and all committee chairpersons. All Past Presidents shall serve on the committee in an advisory capacity.

ARTICLE XI – ORDER OF BUSINESS

The order of business at all Regular meetings shall be as follows:

    1. Invocation
    2. Refreshments served
    3. Call to Order
    4. Pledge of Allegiance
    5. Welcome by Host Auxiliary/Department
    6. Introduction of Guests by Guard
    7. Roll Call
    8. Approval of Minutes of Previous Meeting(s)as printed and distributed.
    9. Abbreviated Treasurer’s Report
    10. Committee Reports
    11. Old Business
    12. New Business
    13. Nomination of Officers (February)
    14. Re-open nominations and Election of Officers (April)
    15. Good of the Organization
    16. Benediction
    17. Adjournment

ARTICLE XII – AMENDMENTS

These bylaws may be amended by a vote of two-thirds (2/3) of the delegates and Past President’s, who are not delegates of their own Auxiliary, present and voting, provided the amendment has been submitted in writing to and reviewed by the By-Laws Committee, read at a regular meeting, tabled for a minimum of thirty (30) days, and are voted on at a regular meeting.

* * * * *

GUIDELINES FOR OFFICERS

President :

    1. Shall preside at all meetings and call Special meetings when needed.
    2. If unable to attend a meeting, notify the First Vice President prior to the meeting and state the reason for absence.
    3. Shall be an ex-officio member of all committees.
    4. Shall appoint all committee chairpersons, committee members, and establish any new committees that are deemed necessary.
    5. During meetings of the LA-SMVFA, the President shall recognize the Presidents of the SMVFA Association and the LA-MSFA Association for any comments they may wish to give.
    6. Shall sign all Requests for Reimbursement/ Payment of Bills.
    7. Shall countersign all checks issued by the Treasurer.
    8. Shall instruct the Secretary to send notices of Executive and/or Special meetings.
    9. Shall perform other duties as required by the Auxiliary.
    10. At the April meeting, the President shall ensure that the Audit is scheduled (as per Article VII, Section 3 – Audit) and announced and shall follow-up to assure that the Audit is completed.
    11. Shall represent the Ladies Auxiliary of the Southern Maryland Volunteer Firemen’s Association at the LA-MSFA Convention in Ocean City and attend all sessions, including Memorial Service, Installation of Officers, and meetings/sessions.
    12. Shall attend, when possible, any functions invited to by LA-SMVFA member Auxiliaries, such as awards banquets, Installations, or other Special occasions.
    13. If invited to attend an Installation, the President should be prepared to install the officers if requested to do so by the host Auxiliary.
    14. If the President is unable to attend an event he/she has been invited to, the President should contact the inviting Auxiliary to ascertain if another officer can attend to represent the organization.
    15. The President and Chaplain shall receive information regarding serious illness, surgery, or death of Officers and Past Presidents of the LA-SMVFA and the SMVFA and active Auxiliary members of member Auxiliaries.
    16. The President shall be responsible for advising the Chaplain to make proper notifications relating to the subjects listed in number 15 above.
    17. The President shall attend any memorial services, prayers/viewings, funerals of any individual who is a member of an Auxiliary that is a member of the LA-SMVFA. When unable to attend said service, the President shall assure that a Senior Officer and the Chaplain attend the service to represent the LA-SMVFA.
    18. The President and Chaplain shall present the Memorial Medallion and framed Certificate to the deceased’s family. The President shall ensure that the Medallion and framed Memorial Resolution Certificate are available for presentation.
    19. Shall maintain a folder listing all the duties and guidelines of each officer to be used as a reference to assure that duties and responsibilities are being followed.
    20. The President shall schedule a Transition Meeting after the Installation of Officers, but before the June Meeting for all incoming and outgoing Officers and shall ensure that all records and properties are transitioned to the new Officer prior to the June Meeting. (Added 04/18)

Properties in the possession of the President that belong to the LA-SMVFA:

  • Gavel
  • LA-SMVFA Banner for display during meetings
  • Seal of the LA-SMVFA President to hang in Firehouse during term as President
  • President’s Pin
  • LA-SMVFA Constitution & By-Laws, current version
  • Memorial Medallions
  • Memorial Resolution Certificates
  • Letterhead & envelopes
  • Roberts Rules of Order (current version)
  • Box/case containing above items

First Vice President

    1. Attend all Regular and Special meetings of the LA-SMVFA.
    2. If unable to attend a meeting, notify the President prior to the meeting and state the reason for absence.
    3. Assume the duties of the President in her/his absence or disability.
    4. Chairperson of the Executive Committee and presides over the meetings of the Executive Committee.
    5. Ensure updated Member Auxiliaries Officer information is updated annually on the SMVFA website.
    6. Ensure that the SMVFA website Directory contains all LA-SMVFA Officers and member Auxiliary Officers Names, mailing addresses, and email addresses and be available on the Southern Maryland Volunteer Firemen’s Association website.
    7. Provide County Communication Tree and Publicity Chairpersons with their County’s updated information.
    8. Shall be empowered to schedule Special meetings of the Executive committee.
    9. Assure that the Secretary sends notices of Executive Committee meetings.

Properties in the possession of the First Vice President that belong to the LA-SMVFA:

  • First Vice President’s Pin
  • LA-SMVFA Constitution & By-Laws, current version
  • Box/case containing above items
  • Memorial vase and wooden case

Second Vice President

    1. Attend all Regular and Special meetings of the LA-SMVFA.
    2. Assume the duties of the President in the absence of both the President and First Vice President.
    3. If unable to attend a meeting, notify the President prior to the meeting and state the reason for absence.
    4. Attend meetings of the SMVFA as the Liaison Officer and give a verbal and written report to the membership.
    5. Serve on the Membership Committee to follow-up on delinquent Auxiliaries.
    6. Consult with the Secretary to ascertain when Auxiliaries are failing in their attendance.
    7. Consult with the Treasurer to ascertain when Auxiliaries are delinquent in the payment of their dues.

Properties in the possession of the Second Vice President that belong to the LA-SMVFA:

  • Second Vice President’s Pin
  • LA-SMVFA Constitution & By-Laws, current version
  • Box/case containing above items

Secretary

  1. Attend all Regular and Special meetings of the LA-SMVFA.
  2. If unable to attend a meeting, notify the President prior to the meeting and state the reason for absence.
  3. Conduct roll call at all meetings.
  4. Record minutes of the proceedings of all meetings.
  5. Read the minutes of the previous meeting (Regular, Special or Executive)
  6. Copies of the Treasurer’s reports and the officer’s reports shall be included with the minutes.
  7. Provide copies of minutes to all Auxiliaries, Past Presidents and current Officers of the LA-SMVFA via e-mail no later than 30 days after each meeting.
  8. Post copies of approved minutes on the SMVFA website.
  9. Notify all Auxiliaries, Past Presidents and current Officers of the LA-SMVFA of a scheduled meeting no later than three (3) weeks before said meeting.
  10. LA-SMVFA Honorary members, SMVFA Liaison Officer and LA-MSFA President, Sr. Vice President and Jr. Vice President shall be invited to attend the regular meetings.
  11. LA-SMVFA Honorary members, all SMVFA Officers and all LA-MSFA officers shall be invited to attend the Christmas meeting and the Installation of Officers.
  12. Receive all communications and correspondence pertaining to the LA-SMVFA and answer the correspondence when so instructed by the President.
  13. Read all communications at each meeting.
  14. Print ballots for the election of officers.
  15. Print ballots for the election of Honorary members.
  16. Shall receive a working fund of $150.00 per year, if requested. If received then at the end of the term, a detailed financial report must be submitted at the June meeting. The report must include copies of all expenditure receipts. Any unused working fund must be returned to the LA-SMVFA.

Properties in the possession of the Secretary that belong to the LA-SMVFA:

  • Electronic Recorder
  • Prior year Secretary’s Files
  • Letterhead & envelopes
  • Roberts Rules of Order (current version)
  • LA-SMVFA Constitution & By-Laws
  • Box/case containing above items
  • NOTE: Old files/records are to be stored with the historical archives.

Treasurer

  1. Attend all Regular and Special meetings of the LA-SMVFA.
  2. If unable to attend a meeting, notify the President prior to the meeting and state the reason for absence.
  3. Receive all monies belonging to the LA-SMVFA and give a receipt for the monies.
  4. Pay all bills as authorized by both the membership and the President.
  5. All deposits and disbursements shall be made within thirty (30) days of receipt.
  6. In June, notify all member Auxiliaries electronically or hand delivered invoice stating when dues are payable.
  7. Give a verbal and written financial report at each meeting.
  8. Shall receive a working fund of $50.00 per year, if requested. If received then at the end of the term, a detailed financial report must be submitted at the June meeting. The report must include copies of all expenditure receipts. Any unused working fund must be returned to the LA-SMVFA.
  9. Note: The audit shall be held privately at a fire/rescue station or at the home of a committee member. It shall not be held in a public business during business hours.

Properties in the possession of the Treasurer that belong to the LA-SMVFA:

  • LA-SMVFA Constitution & By-Laws, current version
  • Prior Year’s Financial Records
  • Checkbook
  • Certificate of Deposit Originals
  • Box/case containing above items

Chaplain

  1. Attend all Regular and Special meetings of the LA-SMVFA.
  2. If unable to attend a meeting, notify the President prior to the meeting and state the reason for absence.
  3. Open all meetings and Installation of the LA-SMVFA with an Invocation.
  4. Close all meetings and Installation of the LA-SMVFA with a Benediction.
  5. Conduct a joint memorial service annually as coordinated with the SMVFA Convention.
  6. The President and Chaplain shall receive information regarding serious illness, surgery or death of Officers and Past Presidents of the LA-SMVFA and the SMVFA and active Auxiliary members of member Auxiliaries.
  7. The Chaplain shall be responsible for making proper notifications relating to the subjects listed in number 5 above as directed by the President.
  8. With the accompaniment of the President or a senior officer, attend memorial services, prayers, viewings or funeral services for any individual who is a member of a Member Auxiliary of the LA-SMVFA.
  9. Conduct Memorial Services for deceased members when requested to do so by the family of the deceased. Prepare and print two (2) Memorial Resolutions with one (1) copy presented to the family of the deceased and one (1) copy presented to the Auxiliary of the deceased. Present the family of the deceased a Memorial Medallion. (Resolution shall be read aloud prior to presentation to the family).
  10. The Chaplain shall be responsible for contacting each person who submitted an individual for recognition in the Memorial Service and ascertaining the total number of individuals that will be attending the Memorial ceremonies as guests for each individual to be recognized. Notify the SMVFA Convention Committee of this number.

Properties in the possession of the Chaplain that belong to the LA-SMVFA:

  • Memorial Service Outline & Program Manual
  • Bible
  • LA-SMVFA Constitution & By-Laws, current version
  • Memorial Resolution Certificates
  • Four (4) frames for Memorial Resolution Certificates
  • Memorial Medallions
  • Box/case containing above items

Guard

  1. Attend all Regular and Special meetings of the LA-SMVFA.
  2. If unable to attend a meeting, notify the President prior to the meeting and state the reason for absence.
  3. Introduce Special guests in attendance at each meeting.
  4. Deliver all messages to the President
  5. Maintain the list of LA-SMVFA Past Presidents and introduce individuals who are in attendance in seniority sequence.
  6. Maintain the list of SMVFA and LA-MSFA officers and introduce the individuals who are in attendance in seniority sequence.
  7. Identify and introduce any other Special guests who may be in attendance.

Properties in the possession of the Guard that belong to the LA-SMVFA:

  • LA-SMVFA Constitution & By-Laws, current version
  • List of current SMVFA Officers and Past Presidents
  • List of current LA-MSFA Officers
  • List of LA-MSFA Past Presidents from Southern Maryland
  • List of MSFA Past Presidents from Southern Maryland
  • Box/case containing above items

GUIDELINES FOR INSTALLATION

  1. The incoming President may invite immediate family, spouse, or significant other and other guests as approved by the host Auxiliary, to the Installation of Officers.
  2. The incoming President shall be responsible for purchasing the Past President’s gift from the Officers, obtaining the Past President’s Certificate (contact Leone Gatton at 301-373-2221), and obtaining the Past President’s Pin (contact Badges & Pins Chairperson). He/she shall be responsible for obtaining Resolutions from the County Commissioners of Calvert, Charles, and St. Mary’s Counties to be presented (by them, if possible) to the outgoing President.
  3. NOTE: The Past President’s gift shall be paid for by the Officers.
  4. The incoming President shall arrange for the Installation including a program booklet, installing officer, invitation of guests, guest speaker at the discretion of the incoming President and gift for the installing officer. A working fund limited to $100.00 to help defray expenses shall be issued to the incoming President at the April meeting.
  5. The outgoing President shall be given $50.00 to help defray expenses of gifts for Officers. A check shall be issued to the outgoing President at the April meeting.
  6. Dress code for all newly installed Officers shall be decided by the incoming President by the April meeting.
  7. The Southern Maryland Volunteer Firemen’s Association Officers and their spouse or significant other shall be invited to the Installation.
  8. The spouse or significant other of each incoming Officer shall be invited to the Installation.
  9. The Host Auxiliary shall be given $400.00 to help defray the expenses of the Installation dinner. The check shall be issued at the April meeting.
  10. The Hall of Fame inductees shall be announced by the Hall of Fame Committee at the Installation of Officers meeting as part of the program.
  11. The Fire Prevention and Safety Project Awards shall be presented by the Fire Prevention Committee Chairperson at the Installation of Officers meeting as part of the program.
  12. The Mary Jane Scully Fire Prevention Award shall be presented by the Scully Family at the Installation of Officers meeting as part of the program. The Fire Prevention Committee Chairperson shall be responsible for obtaining the Trophy Award from the previous year’s winner, having it engraved with the current year’s winner’s name, and having it ready for presentation by the Scully Family. The Scully Family shall be responsible for the engraving expenses and for the expenses of and obtaining the miniature award to be presented to the previous year’s winner for her/his possession.
  13. The Scholarship Awards shall be presented by the Scholarship Committee Chairperson at the Installation of Officers meeting as part of the program.

GUIDELINES FOR MEETINGS

  1. The Host Auxiliary may hold a fund-raising activity at any Regular meeting or Installation to help defray the expenses they incur.
  2. If the Host Auxiliary desires to distribute door prizes to those in attendance at a meeting, in the interest of time, it is recommended to limit the number of prizes to twenty.
  3. It is recommended that no more than two (2) guest speakers make a presentation during any Regular meeting. It is also recommended that the time allotted for a guest speaker be limited to ten (10) minutes.
  4. Letters of Nomination of Officer shall be read at the February meeting by the Secretary.

GUIDELINES FOR EXECUTIVE MEETINGS

  1. The First Vice President shall schedule an Executive Meeting during June of the current year.
  2. The First Vice President shall notify the Secretary of the Date, Time, and Location of this meeting in sufficient time to allow proper notification of attendees.
  3. The First Vice President is encouraged to hold the meeting in a central location to encourage attendance and ensure a quorum is present.
  4. Attendees shall include the current LA-SMVFA Officers, member Auxiliary Presidents or their designee, Past President’s, and all Committee Chairpersons.
  5. The President shall call the meeting to order and turn control of the meeting over to the First Vice President who will conduct the remainder of the meeting.
  6. The purpose of this June Executive Meeting is to discuss and plan goals, projects, and fundraisers for the LA-SMVFA for the upcoming year.
  7. No firm decisions may be made at this meeting unless a quorum is present.
  8. The First Vice President shall present the information from the Executive meeting to the body at the next Regular meeting of the LA-SMVFA.

GENERAL GUIDELINES

  1. A Memorial Medallion shall be presented to the family of a deceased member of an active member Auxiliary of the LA-SMVFA. The Medallion shall be presented at the time of death during the memorial viewing services for the deceased individual and shall be presented by the Chaplain and/or the President of the LA-SMVFA. The President of the Auxiliary who has the deceased member is responsible to notify the President of the LA-SMVFA of the death of their member and to request the Medallion presentation. If a Medallion is not presented at the Auxiliary’s members funeral service, then a Medallion will be presented to the family at the LA-SMVFA’s Annual Memorial Service.
  2. The LA-SMVFA shall purchase an advertisement page in the annual SMVFA Convention Book. The Treasurer shall issue a check after the February meeting and before the required deadline date, payable to the appropriate entity, for the purchase of a full-page advertisement in the Convention Book. The Executive Officers shall decide on the language/graphics for the advertisement.
  3. The LA-SMVFA shall purchase an advertisement page in the annual LA-MSFA Procedure Book. The Treasurer shall issue a check after the May meeting and before the required deadline, payable to the LA-MSFA, for the purchase of a full-page advertisement in the procedure book. The Executive Officers shall decide on the language/graphics for the advertisement.
  4. The LA-SMVFA shall purchase an advertisement page in the annual MSFA Convention Program Book. The Treasurer shall issue a check after the February meeting and before the required deadline date, payable to the MSFA Convention Committee, for the purchase of a full-page advertisement in the Convention Program Book. The Executive Officers shall decide on the language/graphics for the advertisement.
  5. Upon the death of an officer of the LA-SMVFA, the President shall immediately notify the Chaplain and the Communication Tree Committee. The President shall provide them with the necessary information regarding the death and the funeral arrangements. The Treasurer shall be authorized to transfer $25.00 to the LA-SMVFA Scholarship Committee line item (or to another charity designated by the deceased’s family) in memory of the deceased. The Chaplain shall send a sympathy card or a written message of condolence to the deceased’s family and their home Fire/Rescue Auxiliary with a notation that a donation has been made (and to where) in memory of the deceased.
  6. Upon the death of a Past President of the LA-SMVFA, the President shall immediately notify the Chaplain and the Communication Tree Committee. The President shall provide them with the necessary information regarding the death and the funeral arrangements. The Treasurer shall be authorized to transfer $25.00 to the LA-SMVFA Scholarship Committee line item (or to another charity designated by the deceased’s family) in memory of the deceased. The Chaplain shall send a sympathy card or a written message of condolence to the deceased’s family and their home Fire/Rescue Auxiliary with a notation that a donation has been made (and to where) in memory of the deceased. Upon the death of an Honorary Member of the LA-SMVFA, the President shall immediately notify the Chaplain and the Communication Tree Committee. The President shall provide them with the necessary information regarding the death and the funeral arrangements. The Chaplain shall send a sympathy card or a written message of condolence to the deceased’s family and their home Fire/Rescue Auxiliary.
  7. Upon the death of an officer of the SMVFA, the President shall immediately notify the Chaplain and the Communication Tree Committee. The President shall provide them with the necessary information regarding the death and the funeral arrangements. The Treasurer shall be authorized to transfer $25.00 to the LA-SMVFA Scholarship Committee line item (or to another charity designated by the deceased’s family) in memory of the deceased. The Chaplain shall send a sympathy card or a written message of condolence to the deceased’s family, their home Fire/Rescue Department and the SMVFA with a notation that a donation has been made (and to where) in memory of the deceased.
  8. Upon the death of a Past President of the SMVFA, the President shall immediately notify the Chaplain and the Communication Tree Committee. The President shall provide them with the necessary information regarding the death and the funeral arrangements. The Treasurer shall be authorized to transfer $25.00 payable to the LA-SMVFA Scholarship Committee line item (or to another charity designated by the deceased’s family) in memory of the deceased. The Chaplain shall send a sympathy card or a written message of condolence to the deceased’s family and their home Fire/Rescue Department and the SMVFA with a notation that a donation has been made (and to where) in memory of the deceased.
  9. The LA-SMVFA shall conduct two (2) fundraisers annually to raise funds to donate to the LA-MSFA Bessie Marshall Fund at the LA-MSFA Annual Convention. The President shall appoint a chairperson to coordinate these events, as needed.