(A) Generally.
(1) In accordance with the Illinois Municipal Code, 65 ILCS, 5/11-10-2, there shall be established a board known as the Foreign Fire Insurance Board.
(2) The Board shall consist of seven Trustees: the Fire Chief, who shall hold office by virtue of rank, and six members, who shall be elected at large by the sworn members of the Department. If there is an insufficient number of candidates to fill all these positions, the number of Board members may be reduced, but not fewer than three Trustees. All members of the Department shall be eligible to be elected as officers of the Department Foreign Fire Insurance Board. The members of the Board shall annually elect officers. These officers shall be a Chairperson and a Treasurer. The Trustees of the Department Foreign Fire Insurance Board shall make all needful rules and regulations with respect to the Department Foreign Fire Insurance Board and the management of the money to be appropriated to the board. The officers of the Department Foreign Fire Insurance Board shall develop and maintain a listing of those items that the Board feels are appropriate expenditures under this Act. The Treasurer of the Department Foreign Fire Insurance Board shall give a sufficient bond to the municipality in which the Fire Department is organized. This bond shall be approved by the Mayor or President, as the case may be, conditioned upon the faithful performance by the Treasurer of his or her duties under the ordinance and the rules and regulation provided for in the section. The Treasurer of the Department Foreign Fire Insurance Board shall receive the appropriated money and shall pay out the money upon the order of the Department Foreign Fire Insurance Board for the maintenance, use and benefit of the Department. As part of the annual municipal audit, these funds shall be audited to verify that the funds have been expended by the Board only for the maintenance, use and benefit of the Department.
(3) The Municipal Treasurer shall pay upon receipt the sums received pursuant to 65 ILCS 5/11-10-1 and 11-10-2, to the Treasurer of the Foreign Fire Insurance Board.
(4) The Board shall be empowered to adopt needful rules and regulations for the efficient and effective management of the money received by the Treasurer.
(5) The Treasurer of the Fund shall give a sufficient bond to the city. The bond shall be approved by the Mayor of the city.
(6) The Treasurer of the Foreign Fire Insurance Board shall pay out the money upon the order of the membership of the Fire Department for the maintenance, use and benefit of the Department.
(B) Rules and regulations. The rules and regulations set forth in this division (B) shall govern the Foreign Fire Tax Fund.
(1) Name.
(a) The Foreign Fire Tax Fund shall be the name of this organization.
(b) References in this Constitution and bylaws to “Fund” or “Tax Fund” shall refer to the fund as set forth in division (B)(1)(a) above.
(c) This Tax Fund, its officers, representatives and members shall recognize, observe and be bound by the provisions of this Constitution and bylaws.
(2) Jurisdiction. The jurisdiction of the Foreign Fire Insurance Tax Fund shall be as follows: all persons engaged in firefighting or fire prevention who are permanent, paid-on-call or volunteer employees of the City Fire Department.
(3) Membership. Any person engaged in service within the jurisdiction of the Department as given in division (B)(2) above, will be eligible for active membership.
(4) Meetings.
(a) Regular meetings. Regular meetings of this Tax Fund shall be held as needed. The Secretary will notify all members at least seven days prior to scheduled meetings.
(b) Special meetings. Special meetings may be called by vote of a majority of the Executive Board. All members shall be notified of such meeting at least four days prior to same. The notice shall state the business to be considered at such meeting, and no other business than that stated shall be in order at such meeting.
(c) Quorum. The quorum for any meeting of this Tax Fund, either regular or special, shall be ten members present.
(d) Rights of members. Every member shall have the right to attend any meeting and to participate in such meeting in accordance with the recognized rules as set forth in the manual of parliamentary procedure adopted by this Tax Fund.
(e) Rules for meetings. The rules contained in Atwood’s Rules for Meetings shall govern the meetings of this Tax Fund in all cases not in conflict with the Constitution and bylaws.
(f) Open meetings. All meetings of the Tax Fund will be conducted in accordance with the State Open Meetings Act, being 5 ILCS 120.
(5) Officers and elections.
(a) Generally. The officers of this Tax Fund shall consist of a President, Vice President, Secretary and Treasurer who shall hold office for two years, and until the election and installation of their successors unless removed from office as provided in this Constitution and bylaws.
(b) Eligibility for office. Any member shall be eligible to be a candidate for office in this Tax Fund.
(c) Rights of candidates. Every candidate for office shall have the right to request distribution of campaign literature, by mail or otherwise, to all members at the candidate’s own expense. There shall be no discrimination in favor of, or against any candidate with regard to the membership lists.
(d) Method of nomination and election. Nominations shall take place at a meeting, to be scheduled by the executive board at least one month prior to the election date. Nominations shall be made by active members and approved by a majority of the members present. Beginning 1994, elections shall be held bi-annually on the third Tuesday in November. Elections shall be held at Fire Station #1, between 7:00 a.m. and 6:00 p.m. Notice of the election shall be posted at both stations at least five working days prior to the election date selected by the Board. Two election judges shall be picked by the Executive Board at the nomination meeting.
(e) Ballots preserved. The ballots and all other records of an election shall be preserved by the Secretary for five years following an election.
(f) Vacancies in office. When an office becomes vacant by reason of the death, resignation or removal of the incumbent, the vacancy shall be filled by election of the members of the Department. The vacancy shall be filled for the balance of the unexpired term. The election to fill the vacancy shall be held within 60 days of the date the vacancy becomes final. The election shall be by secret ballot following the rules of the Australian ballot.
(6) Duties of officers.
(a) President. It shall be the duty of the President to preside at all meetings of the Tax Fund. He or she shall be the executive head of the Fund. He or she shall be a member ex officio of all committees. He or she shall appoint such committees as may be provided for in this Constitution and bylaws and such special committees as may be authorized to the Tax Fund. He or she shall have general supervision of the activities of the other officers and chairpersons of committees. The President shall discharge on behalf of the Tax Fund such duties as may be imposed on him or her by applicable laws including the execution and filing of any reports to federal and state authorities, and shall cause to be maintained by the Tax Fund such reports as the law requires to be kept in support of reports filed by it.
(b) Vice President. The Vice President shall assist the President in such a manner as the President may determine. In the absence of the President, he or she shall preside at meetings of the Tax Fund. If the office of President becomes vacant, the Vice President shall be acting President until the office of President is filled by election by the Executive Board.
(c) Secretary. The Secretary shall have custody of all documents, records, books and papers belonging to the Tax Fund, except as otherwise provided by this Constitution and bylaws. He or she shall attest all official documents with his or her signature. He or she shall conduct the correspondence of the Tax Fund promptly. He or she shall maintain the official list of members, which shall be kept accurately and on a current basis. The Secretary shall discharge on behalf of the Tax Fund such duties as may be imposed upon him or her by applicable law including the execution and filing of any reports, and he or she shall cause to be maintained by the Tax Fund such records as the law requires to be kept in support of reports filed by it.
(d) Treasurer. The Treasurer shall receive all money due the Tax Fund, from whatsoever the source, and shall disburse the same only by voucher signed by the President in conformity with a majority vote of the membership of the Tax Fund. Such disbursement shall be by check, which shall also be signed by the President. He or she shall maintain and keep a current record of all financial transactions promptly and accurately. He or she shall be prepared to exhibit receipts and vouchers upon the audit of his or her books. He or she shall forward the annual audit of the Tax Fund to the city.
(e) Executive Board. The Executive Board shall consist of the President, Vice-President, Secretary and Treasurer. It shall be the duty of the Executive Board to exercise general supervision and control of the funds and property of the Tax Fund. It shall have the authority to act in the name of the Tax Fund during intervals between meetings, such acts being subject to confirmation by the membership at the next regular meeting of the Tax Fund. It shall provide for an annual audit of the Treasurer’s books. It shall conduct regular meetings as needed. (Board meetings should be held just prior to regular meetings). Special meetings may be held on call, signed by a majority of its members. Ten members present shall constitute a quorum. The Treasurer of the Tax Fund shall be bonded in such amounts as may be required by the city in compliance with applicable law. The expense of such bonds shall be borne by the Tax Fund.
(7) Audit. The books and accounts of this Tax Fund shall be audited annually. The cost of the audit shall be paid from the Tax Fund.
(8) Amendments.
(a) This Constitution and bylaws made under its provisions may be amended by a two-thirds vote of the membership, provided each member is notified in writing of the proposed amendment at least 15 days in advance of the meeting at which the vote will be taken.
(b) A secret ballot vote shall be held concerning the amendment. The Secretary shall provide the ballot forms. Two members appointed by the Executive Board shall tabulate the votes. The records of the vote shall be held by the Secretary for two years.
(9) Expenditures. Any expenditures exceeding $500 discussed at a meeting must be approved by majority vote of the membership. A secret ballot vote shall be held at Fire Station #1 at least five days after the meeting. The Secretary shall provide the ballot forms. Two members appointed by the Executive Board shall tabulate the votes. The records of the vote shall be held by the Secretary for two years.
(10) Temporary election procedures.
(a) There is hereby established a Temporary Blue Island Fire Department Election Committee. The Temporary Election Committee shall consist of three members. The Chief of the Fire Department shall serve ex officio as Chairperson of the Committee. The Chief shall appoint two members of the Department to serve on the Committee, who will be on duty on the day of the election.
(b) The Temporary Election Committee shall be responsible for organizing, conducting and supervising the initial election of officers to serve on the Board. Thereafter, the Board shall establish election procedures consistent with this section.
(Prior Code, § 32.05) (Ord. 94-305, passed 8-23-1994; Ord. 10-096, passed 4-13-2010)