MSFA Convention & Conference 2023
June 18th – June 23rd
2021 LAMSFA Sample Ballot – Virtual Convention and Conference
June 17, 2021 Comment off
SAMPLE BALLOT – SAMPLE BALLOT – SAMPLE BALLOT
LADIES AUXILIARY
OF THE
MARYLAND STATE FIREMEN’S ASSOCIATION
2021 SAMPLE BALLOT
- YOU WILL RECEIVE 5 EMAILS FROM THE VOTING PROGRAM.
- VOTING FOR THE OFFICERS AND BY-LAWS WILL BE DONE VIA AN EMAIL VIRTUAL PLATFORM BALLOT.
- IT IS IMPORTANT THAT YOU OPEN EACH EMAIL YOU RECEIVED.
- PLEASE USE THE ATTACHED PAGES BELOW TO FOLLOW THE BALLOT. THIS IS ANOTHER WAY FOR YOU TO REVIEW THE CHANGES THAT ARE BEING PRESENTED.
- IF YOU DO NOT OPEN THE EMAILS IN THE IDENTIFIED TIME SEGMENT FOR VOTING YOU WILL RECEIVE A REMINDER EMAILS AT VARIOUS TIMES, ONE LAST REMINDER WILL BE SENT 15 MINUTES PRIOR TO CLOSING.
- *******IMPORTANT NOTICE:*********IF YOU DO NOT OPEN THE EMAILS BY THE CLOSING TIME YOU WILL NOT BE ABLE TO VOTE.
- WE WILL HAVE A TEST RUN A COUPLE OF DAYS PRIOR FOR THOSE IDENTIFIED AS A CHAIRMAN OF DELEGATES. YOU WILL RECEIVE AN EMAIL WHEN THAT DATE WILL TAKE PLACE.
- WE ASK THAT YOU CHECK YOUR SPAM EMAIL IF YOU DO NOT SEE THEM. IF YOU HAVE ANY PROBLEMS PLEASE CONTACT: TERESA ANN CRISMAN 240-882-6772
SAMPLE BALLOT – SAMPLE BALLOT – SAMPLE BALLOT
THE FOLLOWING MEMBERS HAVE BEEN NOMINATED FOR
THEIR RESPECTIVE POSITION.
SAMPLE BALLOT –
LAMSFA OFFICERS 2021 – 2022
PRESIDENT BECKY WATHEN – RIDGE LAVFD
SENIOR VICE PRESIDENT MALEA DAUGHTON – JARRETTSVILLE LAVFD
JUNIOR VICE PRESIDENT JEAN MAIN – GRACEHAM LAVFD
RECORDING SECRETARY SHARI STEFFEN – BRANCHVILLE LAVFC
TREASURER (Kristi Grinder) 3 Year Term – YOU will not vote for this position.
FINANCIAL SECRETARY JOAN KRAMER – SANDY SPRING LAVFD
CORRESPONDING HOLLY TREGO – SINGERLY LAVFD
SECRETARY
CHAPLAIN JENNIFER JOHNSON – FORESTVILLE LAVFD
VICE CHAPLAIN KAY TREGO – SINGERLY LAVFD
HISTORIAN ROBIN SHORB – PLEASANT VALLEY LAVFD
GUARD SAMANTHA BUTTERFIELD – SANDY SPRING LAVFD
SAMANTHA BUTTERFIELD – SANDY SPRING LAVFD
NOMINATED FOR GUARD/ LETTER HAS BEEN RECEIVED AND SUBMITTED TO THE EXECUTIVE COMMITTEE FOR THE NOMINATION PROCESS.
ALSO PLEASE NOTE THAT NO OTHER NOMINATIONS WERE RECEIVED BY THE AUXILIARY.
SAMPLE BALLOT 2020 ~ 2021 Proposed By-Law Changes
The Constitution and By-Law Committee has done a thorough review of the By-Laws and has proposed the changes identified below in order to accommodate the ability to continue the operations of the LAMSFA during times of emergency and crisis as well as to operate the LAMSFA in a fiscally responsible manner.
The changes became very voluminous, so in order to simplify the process, many of the proposed By-Law changes have been group together as follows:
- Group 1 – Removing the automatic distribution of funds stated throughout the By-Laws to Officers and Committees (This change has been endorsed by the Officer’s and Auditing Committee.) There are changes that allow Officer’s and Committees to request working funds at any time during the year so to ensure no one is caused any financial burden.
- Group 2 – Converting language throughout the By-Laws to allow for virtual meetings.
- Group 3 – Converting language throughout the By-Laws to change from manual hardcopy mailings to electronic distribution of information to reduce the cost of operating the LAMSFA as this is one of the largest expenses the LAMSFA incurs each year.
- Group 4 – Converting language throughout the By-Laws to change the election process to an electronic process to reduce the cost of operating the LAMSFA and to allow for elections when the LAMSFA is unable to meet in-person.
You will either For or Against each Group of By-Law changes. If the votes are tabulated FOR a Group then all changes identified in that Group will pass. If the votes are tabulated AGAINST a Group then all changes identified in that Group will fail.
After the first four groups of By-Law changes there are individual By-Laws that will need to vote.
Section #s have been left as # until such time as voting on these By-Law changes has been completed as some changes impact the numbering scheme under the various Articles. After the conclusion of the voting for these By-Law changes, the numbering will be applied to ensure numerical order identification throughout the By-Laws.
You will also note that in order to reduce the number of pages of Changes, the previous FROM / TO paragraph format has been changed. Wording that is being proposed for deletion from the By-Law Section is bolded and struck through as shown: Wording that is being proposed for deletion from the By-Law Section is bolded and struck through as shown.
Wording that is being proposed for addition to the By-Law Section is in bold and italics as shown. Wording that is being proposed for addition to the By-Law Section is in bold and italics as shown.
CHANGE GROUP #1 – Removing the automatic distribution of funds stated throughout the By-Laws to Officers
and Committees. (This change has been endorsed by the Officer’s and Auditing Committee.) There are
changes that allow Officer’s and Committees to request working funds at any time during the year so to
ensure no one is caused any financial burden.
QUESTION # 1 – YOU WILL BE VOTING FOR ALL OF GROUP 4 ITEMS THAT HAVE BEEN SUBMITTED FOR CHANGE
FOR:
AGAINST
Voting for this change removes all references to working funds from the following Articles and Sections:
- ARTICLE VIII Duties Of Officers / Section 1. President
- ARTICLE VIII Duties Of Officers / Section 2. Senior Vice President
- ARTICLE VIII Duties Of Officers / Section 3. Junior Vice President
- ARTICLE VIII Duties Of Officers / Section 4. Recording Secretary
- ARTICLE VIII Duties Of Officers / Section 5. Treasurer
- ARTICLE VIII Duties Of Officers / Section 6. Financial Secretary
- ARTICLE VIII Duties Of Officers / Section 7. Corresponding Secretary
- ARTICLE VIII Duties Of Officers / Section 8. Chaplain
- ARTICLE VIII Duties Of Officers / Section 10. Historian
- ARTICLE IX Standing Committees / Section 3. Bessie Marshall Fund
- ARTICLE IX Standing Committees / Section 7. Credential Committee
- ARTICLE IX Standing Committees / Section 10. Fire Prevention Committee
- ARTICLE IX Standing Committees / Section 11. Hall of Fame Committee
- ARTICLE IX Standing Committees / Section 12. Incentive Programs Committee
- ARTICLE IX Standing Committees / Section 14. Legislative -17 State Circle Committee
- ARTICLE IX Standing Committees / Section 19. Pins and Badges Committee
- ARTICLE IX Standing Committees / Section 26. Ways and Means Committee
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ARTICLE VIII Duties Of Officers
Add:
Section 14. Auxiliary Officer Working Funds
Any officer may request a Working Fund of no more than fifty dollars ($50) at any time during their term of office to be used for miscellaneous expenses (i.e., office supplies, postage, etc.). Higher working fund amounts may be requested as justified for specific projects (i.e. Memorial Certificates, mailings unable to be provided electronically, etc.). At a minimum, at the end of their term of office, the Officer shall provide copies of receipts supporting the entire amount of the working fund that was issued along with any unexpended funds to the Financial Secretary. Expenditure of the working funds shall be limited to those expenses required in the performance of their Office.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ARTICLE IX Standing Committees
Section #. Special Committee Working Funds
Any standing committee or special committee appointed by the President shall receive a working fund of fifty dollars ($50.00), can request a working fund in an appropriate amount, if necessary. All working funds requested shall be accounted for with all receipts and excess funds turned into the Financial Secretary no later than June 30th.
CHANGE GROUP #2 – Converting language throughout the By-Laws to allow for virtual meetings.
QUESTION # 2 – YOU WILL BE VOTING FOR ALL OF GROUP 4 ITEMS THAT HAVE BEEN SUBMITTED FOR CHANGE
FOR:
AGAINST
ARTICLE III Meetings
Add: Section 5. Virtual Meetings
Virtual meetings of the LAMSFA and committees are authorized in the event that restrictions have been placed upon the LAMSFA due to disastrous conditions beyond the control of the LAMSFA and/or its membership that will not allow for in-person meetings of the organizational components of the LAMSFA to be held. Therefore, under these circumstances, the LAMSFA Executive Committee, may authorize the use of a virtual format to conduct the regular business of the association. Any committee of the LAMSFA may also request the use of virtual meetings to conduct the regular business of their committee. A meeting notice and an agenda shall be provided to the Officers, Auxiliaries, and Committee members as appropriate for the purpose of the meeting.
Virtual meetings may be conducted in one (1) of the four (4) allowable forms of electronic communications to conduct business within the LAMSFA and shall be:
- Full-featured internet, or combination internet/telephone, meeting services that integrate audio (and optionally video), text, and voting capabilities.
- Telephone meetings with internet services for conducting secret votes and sharing documents.
- A speakerphone in the meeting room to allow members who are not physically present to participate by telephone.
- Telephone meetings without internet support (and without any central meeting room). Such electronic meetings of the LAMSFA shall be subject to all rules adopted by the LAMSFA Executive Committee or by the membership, to govern them, which may include any reasonable limitations on, and requirements for, member’s participation. Any such rules adopted by the LAMSFA shall supersede any conflicting rules in the parliamentary authority but may not otherwise conflict with or alter any rule or decision of the general membership.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ARTICLE VI Nomination And Election Of Officers
Section 1. Nomination of Officers
Nomination of officers shall be opened at Spring Conference by reading of nomination forms by the Corresponding Secretary or coordinating the posting of the nominations on the LAMSFA website and closed at the first session of the annual convention after nominations from the floor have been accepted. Election of officers shall be held at the second session of convention.
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CHANGE GROUP #3 – Converting language throughout the By-Laws to change from manual hardcopy mailings to electronic distribution of information to reduce the cost of operating the LAMSFA as this is one of the largest expenses the LAMSFA incurs each year.
QUESTION # 3 – YOU WILL BE VOTING FOR ALL OF GROUP 4 ITEMS THAT HAVE BEEN SUBMITTED FOR CHANGE
FOR:
AGAINST
ARTICLE VIII Duties Of Officers
Section 4. Recording Secretary
The Recording Secretary shall keep in a book provided for the purpose, a complete and permanent record of the proceedings of all meetings of the Auxiliary and Executive Committee. The Recording Secretary shall prepare an electronic mailing to each member auxiliary, Officer, and Past President, forty five (45) days after Fall Conference and before June 1st for Spring Conference containing condensed minutes of conferences, respectively including motions, amendments to Constitution and Bylaws, and financial reports. The Recording Secretary shall make an annual report to the Auxiliary and such other reports as the President and Executive Committee may require. The Recording Secretary shall electronically mail credential sheets to each auxiliary by February 1st of each year. The Recording Secretary shall prepare a roll of the active auxiliaries and deliver this roll together with the credentials of the delegates and alternates to the Credential Committee Chairman by June 1st. The outgoing Recording Secretary shall be responsible for the preparation and delivery of the procedure books to the current Recording Secretary at Fall Conference for distribution and mailing immediately to all auxiliaries and Past Presidents not present at Fall Conference. The current Recording Secretary shall coordinate the February 1st electronic mailing with the Corresponding Secretary.
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ARTICLE VIII Duties Of Officers
Section 7. Corresponding Secretary
The Corresponding Secretary shall receive all communications and answer same. The Corresponding Secretary shall receive all changes of contact information (mailing address, phone number, and email of address) of each Auxiliary, Auxiliary President, Auxiliary Secretary, and Auxiliary Chairman of Delegate and shall maintain a current hardcopy listing and electronic listing. The Corresponding Secretary shall maintain a mailing address, phone number, and email address listing of all Officers, Past President’s, and Committee Chairs and provide labels or electronic distribution lists to officers and committee chairs as requested. The Corresponding Secretary shall mail email a sample ballot of all proposed amendments immediately following Spring Conference to any all Officers, Auxiliaries, and Past Presidents that was not in attendance and shall coordinate the posting the sample ballot on the LAMSFA website. The Corresponding Secretary shall prepare any other correspondence requested by the President; send all changes of addresses to officers and committee chairmen; be responsible for the printing and electronic distribution and posting on the LAMSFA website the nomination forms to member auxiliaries by February 1st and make a report of same at the Spring Conference; be responsible for printing and providing to the Credentials Chairman at convention the list of candidates to correspond to the line numbers on the ballots for the election of officers and proposed amendments; and make a report at the annual convention. Immediately following each convention, the Corresponding Secretary shall send any Past President who could not attend convention an acknowledgement note. The Corresponding Secretary shall coordinate the September 1st and February 1st electronic mailing with the Recording Secretary. The Corresponding Secretary shall maintain the security of all members’ privacy information and shall not be released without presidential concurrence.
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CHANGE GROUP #4 – Converting language throughout the By-Laws to change the election process to an electronic process to reduce the cost of operating the LAMSFA and to allow for elections when the LAMSFA is unable to meet in-person.
QUESTION # 4 – YOU WILL BE VOTING FOR ALL OF GROUP 4 ITEMS THAT HAVE BEEN SUBMITTED FOR CHANGE
FOR:
AGAINST
ARTICLE VI Nomination And Election Of Officers
Section 2. Officer Elections
A majority of votes of the auxiliaries and Past Presidents present and voting shall be required to elect. Each active auxiliary is entitled to five (5) votes and all Past Presidents who are not a delegate or alternate shall have one (1) vote. Voting shall be by electronic ballot.
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ARTICLE VI Nomination And Election Of Officers
Section 6. Election Rules Election rules as indicated below will govern the election of the Ladies’ Auxiliary of the Maryland State Firemen’s Association:
- Polls are to open from 8:00 – 8:45 a.m.
- The Guard shall be at her/his station while the polls are open.
- The Auxiliary is to be divided into at least four (4) sections at the Registration Desk to accommodate roll call and election.
- To avoid duplicate registration there shall be a Chairman of Delegates Badge of a different color, which must be worn by the person picking up the ballots and registering for the delegates. Past Presidents who are not voting as a delegate shall receive their ballot from the Credential Chairman.
- No ballots are to be removed from the meeting room.
- At Spring Conference, the Judge of Elections shall present the proposed election procedures for the annual convention. The Auxiliaries and Past Presidents shall review and affirm or make any changes to the procedures they deem necessary for convention.
- Only those auxiliaries and Past Presidents voting on the first ballot are eligible for any revote.
- Prior to the second ballot, the name of the candidate to be deleted shall be announced and the Chairman of Delegates or a designated person with the Chairman of Delegates Badge from each eligible auxiliary shall pick up a ballot from the appropriate Credential Table. Eligible Past Presidents shall pick up a ballot from the Credential Chairman.
- The meeting shall be called to order at 9:00 a.m.
- The approved procedures shall be read at the first session of convention and appear on a separate page of the Spring Conference Minutes and in the Proceedings Book.
- The Chairman of the Delegates and Past Presidents shall ensure that the Corresponding Secretary has an accurate email address in which to send the voting link.
- Annual election rules shall be posted to the LAMSFA website no later than May 1st by the Corresponding Secretary.
- The annual election rules will state the opening and closing dates and times of the voting period.
- Only those Chairman of Delegates and Past Presidents voting on the first ballot are eligible for any revote.
ARTICLE IX Standing Committees
Section #. Judge and Tellers
The Judge and Tellers committee shall count all votes coordinate the virtual voting process. The Judge shall be responsible for the ballots virtual voting process and for presenting the proposed election procedures at Spring Conference to the Communications and Publicity Committee for posting and distribution.
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ARTICLE IX Standing Committees
Section #. Pages
The Pages shall act as messengers at all times and assist the Guard with her/his duties as needed; including monitoring the doors during election to be sure no ballots leave the meeting room.
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ARTICLE X Amendments
Section 1. Requirements to Amend
The Constitution may be amended by written electronic ballot at annual convention by a vote of two-thirds (⅔) of the delegates and Past Presidents present and voting; provided the amendment or revision has been submitted in writing to the Constitution and Bylaws committee by January 15th of each year. The proposed Bylaw Constitutional amendments shall be presented posted to the LAMSFA website and distributed at Spring Conference by the Communications and Publicity Committee no later than April 15th The Corresponding Secretary will mail a sample ballot of all proposed amendments immediately following Spring Conference to any Auxiliary and Past President that were not in attendance.
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ARTICLE XI BYLAWS
Section 3. Balloting and Roll Call
The Chairman of the Delegates and Past Presidents shall cast all electronic ballots and answer to all roll call votes.
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ARTICLE XI BYLAWS
Section 9. Bylaw Amendment Process
The Bylaws may be amended by written electronic ballot at annual convention by a vote of two-thirds (⅔) of the delegates and Past Presidents present and voting; provided the amendment or revision has been submitted in writing to the Constitution and Bylaws Committee by January 15th of each year. The proposed Bylaw amendments will be presented posted to the LAMSFA website and distributed at Spring Conference by the Communications and Publicity Committee no later than April 15th The Corresponding Secretary will mail a sample ballot of all proposed amendments immediately following Spring Conference to any Auxiliary and Past President that were not in attendance.
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INDIVIDUAL BY-LAW CHANGES: These changes will need to be voted on individually.
QUESTION # 5
FOR:
AGAINST
Change 5 – ARTICLE III Meetings
Add: Section 4. Transition Meeting
A transition meeting shall be held within thirty (30) days after the annual convention. The date of the Transition Meeting will be announced at Convention and shall be attended by all incoming and outgoing officers and any incoming and outgoing committee chairs if a change in the committee chairperson has occurred. Each outgoing officer and committee chair shall turn over all Ladies Auxiliary and Committee properties in her/his possession and the written procedures (standard operating procedure) which are the guidelines for accomplishing the duties of the respective offices and committees. If an outgoing and incoming officer or committee chair cannot attend the transition meeting, notification will be made to the President with a date as to when the transition will occur.
PURPOSE: Change recommended ensure timely transition of all offices and committees.
Change Submitted by Past President Barbara Sue Nelson.
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QUESTION # 6
FOR:
AGAINST
Change 6 – ARTICLE VIII Duties Of Officers
CHANGE Section 1. President
The duties of the President shall be to preside at all conference and convention meetings; be an ex officio member of all committees; appoint committees (standing and special committees to be appointed within fifteen (15) thirty (30) days of installation); sign all orders for the Treasurer for payment of bills; countersign checks; make a report at the annual convention and perform such other duties as may be required. She/he shall not approve payment of bills for special activities without the approval of the body. She/he shall have vehicle at her/his disposal to be used ONLY for official LAMSFA business and travel and shall be operated by the President or her/his designee. Maintenance and gas for this vehicle shall be covered by the auxiliary under the jurisdiction of the MSFA. Detailed expenditure records along with receipts must be maintained on a monthly basis by the President and presented to the Chairman of the President’s Vehicle Committee. If for any reason, said vehicle is not useable for any reason the President must keep an accurate expense record for reimbursement and will be reimbursed for this mileage at the federal rate. She/he shall present a condensed report of her/his work to the Maryland State Firemen’s Association at convention. In the event of a vacancy occurring in an elected office, the President shall appoint within thirty (30) days, a Past President to fill and serve the unexpired term, subject to the approval of the Executive Committee, except for the Officers of the President and Chaplain, whose duties are automatically assumed by the Vice President and the Vice Chaplain.
PURPOSE: Change recommended to ensure that the President announces all appointments in sufficient time to meet the transition meeting requirement and that both occur in a timely manner.
Change Submitted by By-Laws Committee.
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QUESTION # 7
FOR:
AGAINST
Change 7 – ARTICLE VIII Duties Of Officers
CHANGE Section 6. Financial Secretary
The Financial Secretary shall collect all monies due the Auxiliary giving receipt for the same, paying same to the Treasurer, and receiving a receipt therefore; countersign all orders for the Treasurer for payment of money authorized by the Auxiliary and make a record of same; report financial transactions limited to totals occurring from conference to conference to convention; countersign checks when necessary; receive all bank statements, audit same and then forward to the Treasurer; electronically mail a bill for dues to each auxiliary by August 1st of each year, said bill to contain a notice prominently displayed that dues are payable in advance and will be considered in arrears after Fall Conference. By October 31st of each year the Financial Secretary shall contact the County Organizer of those counties that have auxiliaries with delinquent dues to engage the County Organizer in contacting the auxiliary. By December 31st of each year she/he shall mail a certified return-receipt requested notice to all auxiliaries whose dues have not been paid for the current year stating that any auxiliary whose dues have not been received by December January 31st will be automatically dropped from membership; and issue receipt upon payment of dues, forwarding list of auxiliaries whose dues have not been paid by December January 31st to the Recording Secretary, Corresponding Secretary, Membership Chairman, and the Credential Chairman.
PURPOSE: Change recommended to convert dues notices to electronic delivery and engage the County Organizers in tracking auxiliaries delinquent in dues submissions prior to sending certified notices to reduce costs to the Auxiliary.
Change Submitted by By-Laws Committee.
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QUESTION # 8
FOR:
AGAINST
Change 8 – ARTICLE VIII Duties Of Officers
CHANGE Section 11. Guard
The Guard shall keep the door, receive, and introduce all visitors to the President. (Appointed Pages (2) shall act as messengers at all times.) The Guard and Pages shall monitor the doors during election to assure that no ballots leave the meeting room.
PURPOSE: Change recommended to remove the number of pages. The number of Pages appointed is left to the discretion of the President. Also to remove reference to ballots since elections are planned to be virtual.
Change Submitted by By-Laws Committee.
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QUESTION # 9
FOR:
AGAINST
Change 9 – ARTICLE IX Standing Committees
ADD: Section 1. All Standing Committees shall ensure that all Officers are notified of all meetings to be held for each committee. All Committees that incur any expenses throughout the year shall be required to conduct fundraisers to offset their expenses to ensure the financial stability of the LAMSFA.
PURPOSE: Change recommended to ensure communication between the Officers and the Committees and to ensure that all expenses are being offset by income to ensure the financial stability of the organization.
Change Submitted by By-Laws Committee.
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QUESTION # 10
FOR:
AGAINST
Change 10 – ARTICLE IX Standing Committees
CHANGE Section #. Bessie Marshall Benefit Committee
The Bessie Marshall Benefit Committee shall receive and process all applications for benefits. The Committee shall meet at least annually to plan fundraising activities and conduct other business. The amount of the benefit shall be reviewed at least every five (5) years. Any adjustment to the amount of the benefit paid to recipients shall be confirmed by the body and will become effective on the first of the month following the confirmation. The Bessie Marshall Benefit Chairman, the LAMSFA President, and with at least two (2) four (4) other committee members, shall review each application. The Bessie Marshall Chair, the LAMSFA President, and at least two (2) four (4) other committee members must agree for payment to be made. The Bessie Marshall Benefit Chairman shall keep a permanent record of all cases, receipts, expenditures, and other relevant information. She/he shall report financial transactions at each Conference and at Convention. The Committee chairpersons shall be a member of the Executive Committee. The Committee shall have a working fund of five hundred dollars ($500.00). All expenses shall be paid from the Bessie Marshall Benefit Fund. Must submit a financial report (example found in the Procedure Book) with monies turned in to the Financial Secretary, and will submit an annual report to include the financial status to the Recording Secretary to be published in the procedure book. She/he shall issue an income tax form to recipients of the funds in accordance with federal and state requirements.
PURPOSE: Change recommended to ensure that the LAMSFA President is in agreement with the cases being paid and to increase the number of committee members reviewing the cases prior to payment.
Change Submitted by Past President Barbara Sue Nelson and the By-Laws Committee.
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QUESTION # 11
FOR:
AGAINST
Change 11 – ARTICLE IX Standing Committees
Add: Section #: Communications and Publicity Committee
The Communications and Publicity Committee shall be responsible for posting and communicating all information and mailings related to the Ladies Auxiliary of the Maryland State Firemen’s Association as approved by the President. Types of communication shall be, but not be limited, posts to the LAMSFA website, posts to the LAMSFA Facebook Page, maintaining email distributions lists, and other forms of communication determined to be in the best interest of the LAMSFA. LAMSFA Officers and committees shall be responsible for providing the information in distribution ready format to the Committee but may ask for assistance from the Communications and Publicity committee. County organizations will assist in the coordination and maintenance of email distribution listings.
PURPOSE: Change recommended to add the Committee as an official standing committee given the reliance on electronic communications to reduce expenses of the LAMSFA and to clarify the duties of the committee.
Change Submitted by By-Laws Committee.
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QUESTION # 12
FOR:
AGAINST
Change 12 – ARTICLE IX Standing Committees
CHANGE Section #. Fire Prevention Committee
The Fire Prevention Committee shall encourage and promote a program of fire prevention among the auxiliaries, supplying them with material and suggestions when possible. The committee shall provide a monthly fire prevention themed flyer to be provided to the Communications and Publicity Committee for posting and distribution. The Committee shall make an annual report and prepare exhibits and promotional material for convention. The Committee shall submit a financial report (example printed in the procedure book) with monies turned in to the Financial Secretary at Conferences and Convention with a copy to the Recording Secretary, and shall submit an annual report to the Recording Secretary for inclusion in the procedure book.
PURPOSE: Change recommended to require regular fire prevention messages be provided on a monthly basis.
Change Submitted by By-Laws Committee.
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QUESTION # 13
FOR:
AGAINST
Change 13 – ARTICLE IX Standing Committees
CHANGE Section #. Membership Committee
The Membership Committee, chaired by the Junior Vice President, shall organize auxiliaries, investigate eligibility of applicants, seek out new members, and encourage attendance and rejoining of former members. County organizers may be used by the Junior Vice President to assist in identifying and coordinating contact in each County with Auxiliaries that are not current members of the LAMSFA.
PURPOSE: Change recommended to aid in identifying auxiliaries to become members of the LAMSFA.
Change Submitted by By-Laws Committee.
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QUESTION # 14
FOR:
AGAINST
Change 14 – ARTICLE IX Standing Committees
CHANGE Section #. Safety Committee
The Safety Committee shall establish and promote a program on safety among the member auxiliaries, supplying educational material and suggestions when possible. The Committee shall provide a monthly safety themed flyer to be provided to the Communications and Publicity Committee for posting and distribution. The Committee shall make an annual report and prepare displays and promotional data for convention. The Committee shall submit a financial report (example printed in the procedure book) with monies turned in to the Financial Secretary at Conferences and Convention with a copy to the Recording Secretary, and shall submit an annual report to the Recording Secretary for inclusion in the procedure book.
PURPOSE: Change recommended to require regular safety messages are provided on a monthly basis.
Change Submitted by By-Laws Committee.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ QUESTION # 15
FOR:
AGAINST
Change 15 – ARTICLE IX Standing Committees
CHANGE Section #. County Organizers Committee
The County Organizers Committee shall be chaired by the Corresponding Secretary and shall consist of a minimum of one (1) member from each county that has access to the internet and has an email address. The County Organizers shall assist the Corresponding Secretary and the Communications and Publicity Committee in maintaining current Officer Listings, mailing addresses, email addresses, and Chairman of Delegates email addresses for all Auxiliaries in their respective counties. The County Organizer shall send cards to members of auxiliaries in case of sickness or death, provide a report to the Corresponding Secretary prior to each conference or convention, and assist all standing Committees at the direction of the President.
PURPOSE: Change recommended to fully utilize the county coordinators who are familiar with the Auxiliaries in their own counties to assist Officers and Committees in maintaining records and for information exchange.
Change Submitted by By-Laws Committee.
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QUESTION # 16
FOR:
AGAINST
Change #16 – ARTICLE IX Standing Committees
CHANGE Section #. Ways and Means Committee
The Ways and Means Committee shall be responsible for maintaining the finances of the Auxiliary through fund raising funds to offset the operational expenses of the LAMSFA. The Committee shall submit a financial report (example printed in the procedure book) with monies turned in to the Financial Secretary at Conferences and Convention with a copy to the Recording Secretary, and shall submit an annual report to the Recording Secretary for inclusion in the procedure book.
PURPOSE: Change recommended clarify the purpose of the Committee.
Change Submitted by By-Laws Committee.
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QUESTION # 17
FOR:
AGAINST
Change 17 – ARTICLE IX Standing Committees
CHANGE Section #. The $10,000 Raffle Committee
The $10,000 Raffle Committee shall be responsible for coordinating the sales of the $10,000 Raffle tickets for the LAMSFA and The President shall appoint a member of the Ladies Auxiliary to assist the Maryland State Firemen’s Association $10,000 Raffle Committee. The Chairman of this Committee shall be designated as the Liaison to the MSFA Committee. The Committee shall be responsible for hand distribution only of raffle tickets to each auxiliary. If hand delivery cannot be accomplished they will be returned to the Maryland State Firemen’s Association for redistribution by that committee. The chairman shall keep a record of all funds collected and turn said over to the Maryland State Firemen’s Association committee. The Chairman shall make an annual report at Convention.
PURPOSE: Change recommended clarify the purpose of the Committee.
Change Submitted by By-Laws Committee.
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QUESTION # 18
FOR:
AGAINST
Change 18 – ARTICLE IX Standing Committees
CHANGE Section #. Release of Auxiliary Property at Term of Office Completion
Each chairman shall immediately turn over to her/his appointed successor, all Auxiliary properties in her/his possession at the end of her/his term of office, as well as a written procedures (standard operating procedures) which will be a guideline for accomplishing duties of respective offices. This transition will occur at the Transition Meeting in accordance with ARTICLE III, Section 4.
PURPOSE: Change recommended establish a specific timeframe to conduct the transition.
Change Submitted by By-Laws Committee.