SECTION 2 – ADMINISTRATION: GROUPS & BRIGADES TABLE OF ...183.78.174.89/mycfa/library/docs/brigades/brigade_manuals/bmms2… · 2. ADMINISTRATION – Groups and Brigades 2.1 Brigade

SECTION 2 – ADMINISTRATION: GROUPS & BRIGADES

TABLE OF CONTENTS

2. ADMINISTRATION – GROUPS AND BRIGADES.......................................................1

2.1 Brigade and group constitutions, and model rules.............................................1 2.2 Volunteer Membership ...........................................................................................1

2.2.1 CATEGORIES OF MEMBERSHIP..........................................................................1 2.2.2 FORMS (REFER APPENDIX SECTION 2) ..............................................................3 2.2.3 NEW MEMBERS ................................................................................................4 2.2.4 CRIMINAL RECORDS CHECKS ............................................................................6 2.2.5 MEMBERS WITH DISABILITY...............................................................................6 2.2.6 IDENTIFICATION CARDS.....................................................................................6 2.2.7 RECRUITMENT ..................................................................................................7 2.2.8 LEAVE OF ABSENCE .........................................................................................7 2.2.9 APPOINTMENT OF FEM OFFICERS .....................................................................7 2.2.10 RESIGNATION ...................................................................................................7 2.2.11 LIFE MEMBERSHIP ............................................................................................8

2.3 Brigade Inspection .................................................................................................8 2.4 Correspondence .....................................................................................................8

2.4.1 CORRESPONDENCE IN ......................................................................................8 2.4.2 CORRESPONDENCE OUT...................................................................................9

2.5 Meeting Procedures ...............................................................................................9 2.5.1 NOTICE OF MEETING ........................................................................................9 2.5.2 FREQUENCY OF MEETINGS ...............................................................................9 2.5.3 AGENDA FOR A MEETING..................................................................................9 2.5.4 QUORUM ........................................................................................................10 2.5.5 MEETING MINUTES .........................................................................................11 2.5.6 MOTIONS........................................................................................................11 2.5.7 NOTICE OF MOTION........................................................................................11 2.5.8 VOTING PROCESS...........................................................................................12 2.5.9 AMENDMENTS TO MOTIONS ............................................................................12 2.5.10 PROCEDURAL MOTIONS ..................................................................................12 2.5.11 CHAIRING OF MEETING ...................................................................................13 2.5.12 TIPS FOR AN EFFECTIVE MEETING ..................................................................13

2.6 Elections................................................................................................................13 2.6.1 OFFICER CRITERIA..........................................................................................13 2.6.2 COMMENCEMENT AND DURATION OF OFFICE ..................................................14 2.6.3 ELIGIBILITY TO VOTE.......................................................................................14 2.6.4 ELECTION PROCEDURES.................................................................................14 2.6.5 ELECTION OF BRIGADE DELEGATES ................................................................15 2.6.6 HOLDING OFFICE IN OTHER SIMILAR ORGANISATIONS......................................15 2.6.7 ELECTION FORMS ...........................................................................................15

2.7 Training..................................................................................................................16 2.7.1 REGION AND STATE TRAINING COURSES.........................................................16 2.7.2 BRIGADE AND GROUP TRAINING .....................................................................16

2.8 Protocol .................................................................................................................16

BMM – Administration - Groups & Brigades Last modified March 2004 Section 2 – Page 1

2.8.1 USE OF THE CFA SEAL ..................................................................................16 2.8.2 USE OF THE CFA EMBLEM .............................................................................17 2.8.3 USE OF THE CFA LOGO .................................................................................17 2.8.4 FIRE SERVICE FUNERALS................................................................................17 2.8.5 INDUCTION CEREMONY ...................................................................................17 2.8.6 INVITATIONS TO OFFICIAL GUESTS ..................................................................18 2.8.7 SPEECHES......................................................................................................18 2.8.8 ORDER OF PRECEDENCE; TOASTS..................................................................19 2.8.9 PRESENTATIONS OF AWARDS .........................................................................19

2.9 Public Relations....................................................................................................20 2.9.1 SPONSORSHIP ................................................................................................20 2.9.2 MEDIA ............................................................................................................20 2.9.3 PROMOTIONAL MATERIAL AND PRINTED LITERATURE.......................................20 2.9.4 DISPLAY ASSISTANCE .....................................................................................21

2.10 Records Management ..........................................................................................21 2.10.1 GENERAL ADMINISTRATION .............................................................................21 2.10.2 FINANCIAL RECORDS ......................................................................................21 2.10.3 COMPUTER BASED RECORDS..........................................................................21 2.10.4 FILING SYSTEMS.............................................................................................21

2.11 Uniforms................................................................................................................22 2.11.1 ISSUE OF UNIFORMS.......................................................................................22 2.11.2 UNIFORM RETENTION......................................................................................23 2.11.3 ORDER OF DRESS ..........................................................................................23 2.11.4 UNIFORM ITEMS AVAILABLE FOR PURCHASE....................................................24

2.12 Brigade Purchases ...............................................................................................24 2.12.1 BRIGADE PURCHASES THROUGH CFA.............................................................24 2.12.2 BRIGADE PURCHASES DIRECT FROM OUTSIDE SUPPLIERS ..............................25 2.12.3 BRIGADE PURCHASES DIRECT FROM CFA STORE ............................................25

2.13 Championships.....................................................................................................25 2.13.1 CONDUCT OF CHAMPIONSHIPS .......................................................................25 2.13.2 CHAMPIONSHIP/COMPETITION GRANTS ...........................................................26

2.14 Appendix Section 2 ..............................................................................................27


2. ADMINISTRATION – Groups and Brigades 2.1 Brigade and group constitutions, and model rules

CFA REGULATIONS SCHEDULES 5 AND 6; SO1.07

The CFA Act and Schedules 5 and 6 of the CFA Regulations, (Brigade and Group Model Rules) prescribe the manner in which all brigades and groups must operate. A brigade or group may develop their own constitution, based upon the Model Rules. Such a constitution cannot override the CFA Act, CFA Regulations or Chief Officer’s Standing Orders but may provide further details. For example, the constitution may establish the frequency of meetings but it cannot change voting rights. Any constitution, or changes to a constitution must be approved by the Operations Manager.

The procedural guidelines set out in the Brigade and Group Model Rules, and those that follow, have been prepared to assist brigade officers in the administration of the brigade or group.

2.2 Volunteer Membership

Brigade membership lists should at all times accurately reflect the members of the community who are involved in brigade activities. This list is maintained at the regional headquarters on advice from secretaries. Secretaries should hold a current copy of membership lists on file but under Privacy legislation, collection and handling of personal information is restricted to the functions and activities of CFA.

• The CFA Resource Management System (RMS) allows regions to access, maintain and report on CFA employees and volunteers from a single corporate state wide database. The utility consists of six separate sections of information, including:

Personal Information (name, date of birth, ID number, current rank, and current location)

Contact Information (address and telephone information)

Service History Information (i.e. dates, positions held, locations)

Medical Information

Training Information

Awards Information

• RMS can produce reports of a brigade, showing various information that is needed and used by the CFA, their brigades and members.

2.2.1 CATEGORIES OF MEMBERSHIP CFA REGULATION 35, 37 SCHEDULE 5; SO 1.04

• Fire Brigade Members are classed in the following categories:

Urban Brigades Rural Brigade •• Senior Member •• Senior Member •• Junior Member •• Junior Member


• Brigades may also have auxiliary workers but this is not a formal brigade membership category as set out in the CFA Regulations and it carries no voting rights.

Firefighter

• Firefighters are members engaged in or involved with operational activities. They will also participate in other activities such as training, meetings/functions etc.

• They shall only participate in operational activities to the level of competency they possess. Those members registered before September 2000 must have their competencies confirmed and Captain approved before they are registered as Firefighters.

• Firefighters are conversant with the issues facing the brigade and enjoy voting rights.

• A firefighter may transfer to Brigade Member registration with or without approval of the brigade.

• Firefighters who are 16 and 17 years old attending incidents:

1. Must have attained the skills required for the incident type;

2. Must have parental consent; and

3. Must be accompanied by an authorised operational accompanying firefighter.

Criteria of an ‘operational accompanying firefighter’ for 16 and 17 year olds are:

1. Competent for the incident type or activity they are undertaking.

2. Minimum of 2 years active operational service.

3. Minimum of 20 years of age.

4. A list of authorised operational accompanying firefighters by the BMT / OIC is to be kept at the station.

5. The Crew Leader or Incident Controller allocates the operational accompanying firefighter and the 16 and 17 year old member the role for the incident.

6. The ratio is one mentor to two 16 and 17 year olds.

General Requirements:

1. The operational accompanying firefighter, must be fully aware of the responsibilities and duty of care when the member responds to long haul strike teams.

2. Care must be taken to shield the member from exposure to Critical Incidents.

3. If a suitable operational accompanying firefighter is not available, the 16 and 17 year olds cannot attend incidents.


Brigade Member

• Brigade member is the level of brigade registration for those members who don’t undertake firefighting and incident response duties. They may participate in other brigade activities as identified by the BMT and or OIC for which they have the competencies.

• Brigade Member can only transfer to the rank of Firefighter once they have obtained and have recognised wildfire competencies and the approval of the BMT or OIC.

Junior Membership CFA REGULATION 35 Schedule 5; SO 1.04

• To be eligible to register as a Junior Member of a Fire Brigade a person must be aged between 11 and 16.

• Junior Members are not permitted to vote at brigade meetings or stand for election as an officer of a brigade or group.

• Junior Members must not respond to fires/incidents. This includes Hot Fire Training and Burn offs.

• Juniors must have parental consent to participate in overnight brigade activities, or events out of their brigade facilities. It is recommended that Consent Forms are forwarded to parents for completion before the activity (refer Appendix – Section 2).

• When a Junior turns 16 years of age, they are eligible to be transferred to senior membership within the brigade. Upon nomination, they can be transferred to active status.

• Junior members must be supervised by two adult members of the brigade.

Auxiliary Worker CFA Act S17A, S92

• The Secretary of a brigade or group may from time to time appoint any person as a volunteer auxiliary worker with respect to that brigade or group.

• The brigade is required to keep a register of those people appointed as auxiliary workers. Such a register should be kept in a minute book and record details such as name, address, contact phone number, date of commencement, service awards. Alternatively, the details may be forwarded to regional headquarters for inclusion in the corporate database (RMS).

2.2.2 FORMS (REFER APPENDIX SECTION 2)

• Each brigade should have a supply of the following forms and complete when appropriate.

Amendment to member status – for change of category of membership.

New members application for registration – for new members


Criminal record checks – for each application for new membership and transfer between brigades.

2.2.3 NEW MEMBERS CFA REGULATION 35 – 39 Schedule 5

Induction kits for new members – operational and non-operational

• An induction package has been developed as part of a comprehensive induction program for all CFA members, both employees and volunteers.

• The new members induction package consists of 5 tools;

New Members Guide (Supplied to all new volunteers and all new employees)

Brigade Guide (Supplied to Brigades to support volunteer induction)

Line Managers Guide (Supplied to Line Managers to support employee induction).

Welcome to CFA Video

CD ROM (Contains all materials in the induction package, and is provided to all new members as part of the New Members Guide)

• The information contained in the New Members Guide provides new members with an outline of the structure and functions of CFA.

• New members are to be inducted in accordance with the guidelines and checklists contained in the Brigade and Line Manager Guides. New members are to have the opportunity to view the Welcome to CFA video, either at Brigade level, Directorate or at home.

• Application checklists contained in the Brigade and Line Managers Guides outline the application process.

Brigade Membership and Transfers

• All applications for membership or transfer to a brigade must be voted upon at a brigade meeting to indicate the brigade’s acceptance of the application. If a brigade does not hold regular meetings and does not wish to delay potential membership registrations, the brigade may adopt a rule to expedite the membership application process. Such rule could be worded as: “Where a regular brigade meeting is not scheduled for a period of more than two months (the brigade may vary this period), a membership application may be approved on behalf of the brigade by the written agreement of any two officers plus the captain of the brigade. The membership application must be submitted for ratification at the next scheduled meeting of the brigade.”

• All applications for registration must be on the approved CFA New Membership Application Form and be forwarded, along with the Criminal Record consent form, to the regional headquarters. No application can be approved until the criminal record check has been completed.

• Until such time as the brigade receives formal advice that the applicant has been registered by the Authority, the applicant should not engage in formal brigade activities such as participation in brigade meetings or training exercises.


• Following approval, the region will forward to the Secretary a signed copy of the registration form to be maintained on the brigade files.

• All new members will be recorded as “Probationary” until such time as they complete the requirements of a new member as per Chief Officer Standing Order 3.02, or when determined by the Operations Manager.

The region will forward to the individual notification of their registration, details of their registration number and other publications for their personal use. This includes an Induction Kit which explains the roles and responsibilities of brigade membership, and also provides information about the Region and CFA generally.

New Member Criteria

• To be eligible for Firefighter or Brigade Member membership with a fire brigade a person must be over 16 years of age.

• To be eligible for membership with a rural fire brigade a person must be over 16 years of age. Where special circumstances exist, CFA may waive this requirement. Application should be made to the Operations Manager.

• Members must be of good moral character and habits.

• A person wishing to register as a member of a fire brigade must be capable of performing their identified duties in the brigade without endangering his or her safety, or the safety of others.

• A new member is required to normally reside or work within the brigade area, or be reasonably available to carry out the functions and responsibilities of a brigade member.

Probationary Period CFA REGULATION 37

• Unless otherwise determined, registration of a new member will firstly be for a probationary period of 6 months. This period begins from the date of registration and training must be undertaken during this time.

• A person transferring from one brigade to another brigade, who has completed probation as a member of the first mentioned brigade, may apply to the Authority to waive the period of probation in regard to the brigade to which the person is transferring.

• The Authority may vary the probation period prior to the expiry of the probation period.

• This probationary period may not apply to members transferring brigades or to a different category of membership. The Operations Manager may waive the requirement for a member to complete a probationary period in recognition of prior learning (RPL) and/or brigade experience.

• During this probationary period the member cannot vote at brigade meetings, be counted as part of a quorum or stand for election as an officer of the brigade or group.

• Some brigades may provide probationary training to junior members and in this case a junior member transferring to ‘Brigade Member’ membership will not be required to complete the probationary period.


2.2.4 CRIMINAL RECORDS CHECKS CFA REGULATION 35; SCHEDULE 5

• CFA has a responsibility to ensure that its personnel are of good moral character and hold high values that the public should reasonably expect of the organisation. It is expected that volunteers do not pose a risk to, and indeed respect, other members' well-being, development, and property.

• Criminal Record Checks are common throughout many organisations across Victoria and are conducted not to identify irrelevant criminal records but to prevent an individual from joining who may have the potential to bring irreparable damage to the CFA and/or the brigade.

• CFA requires Criminal Record Checks on all new and transferring volunteers and employees. Prior to registration of a new member or transfer of an existing member, the applicant must complete a signed consent form which is forwarded along with the membership application form to the regional headquarters.

• Confidentiality of individuals will be protected by the region at all times.

• The Operations Manager will evaluate all membership/transfer applications and determine:

Acceptance in relation to specific criteria, or

Advise the applicant of possible rejection; applicant is then given 14 days to make a submission.

• An application for registration or transfer will not proceed unless the CFA is provided with a signed “Consent to Check and Release Criminal Record” form, plus a copy of driver’s licence, passport or birth certificate.

• Membership with the brigade is not approved until the Criminal Record Check has been processed by the Operations Manager.

• Victoria Police does not release information on individuals under the age of seventeen years and so a Criminal Record Check is not required on juniors or applicants under the age of 17 years.

2.2.5 MEMBERS WITH DISABILITY

• If a new member has some form of disability or medical condition it must be noted on the New Member Application form. The Operations Manager will then assess the application and duties that the member will be able to carry out.

• Brigades are encouraged to provide as much detail of the disability or medical condition as possible to allow the Operations Manager to assess the application.

• The Operations Manager may require a Medical Certificate to certify that the new member is fit and able to participate in fire brigade activities. CFA will pay for all medical examinations.

• Existing members who become disabled or develop a medical condition must immediately notify the brigade, who must then notify the region.

2.2.6 IDENTIFICATION CARDS

• Advice can be sought from the regional headquarters where identification cards are required for brigade activities.


• ID cards are usually provided for those brigades where organisations require secured access to their premises and for some fundraising activities.

• The brigade Secretary is responsible for liaising with the regional headquarters for the issue of cards to brigade personnel.

2.2.7 RECRUITMENT

• CFA have developed a Recruitment Manual and Supplementary Recruitment Kits to assist brigades in obtaining and maintaining membership.

• Recruitment Manuals have been issued to brigades.

• Supplementary Recruitment Kits, including Sample Recruitment Plans and sample brochures are being issued to Brigade Administrative Support Officers over time.

• Brigades requiring supplementary kits or Recruitment materials should contact the assigned Brigade Administrative Support Officer or Human Resources at CFA headquarters.

• Brigades having difficulty recruiting members are advised to contact the regional headquarters for assistance and access to the Manual.

2.2.8 LEAVE OF ABSENCE SO 1.08

• Brigades must notify their region headquarters if a member will be on leave of absence for longer than one month. This may apply for example, if a volunteer needs to leave the region for work or study purposes.

• Application for leave of absence for a period greater than 3 months must be made to the Operations Manager, via the brigade Secretary.

• No effect will be recorded on the volunteer’s service history if leave of absence is for not more than 3 months.

2.2.9 APPOINTMENT OF FEM OFFICERS

• Fire Equipment Maintenance (FEM) Officers are appointed by brigades to undertake the servicing of fire extinguishers at business premises.

• Individual brigade members are required to be accredited in performing this function and re-accreditation occurs every three years.

• Brigades can elect to undertake FEM services with members acting either in a voluntary capacity or where circumstances dictate, the brigade can engage the services of a contractor. Brigades should contact the CFA FEM Supervisor for information in relation to the use of contractors before committing to a contract.

• Brigades are responsible for all administration associated with FEM, as well as provision of personnel to undertake the service. Assistance with administration may be sought from the CFA FEM Supervisor.

2.2.10 RESIGNATION CFA REGULATION 39


• A brigade member who wishes to resign must, in writing, advise the brigade of that fact. On receipt of this advice the brigade Secretary must advise the CFA accordingly, using the Amendment to Status form.

• If a member, without leave of absence or sufficient excuse, does not:

Maintain efficiency, or

Shows no interest in the brigade, or

Is not reasonably available to respond to fires or other incidents

CFA may, after consultation with the brigade, resign the member in question.

• Secretaries should make every attempt to contact members prior to submitting an Amendment to Status Form, recommending deregistration to the Operations Manager.

2.2.11 LIFE MEMBERSHIP CFA REGULATION 27; SCHEDULE 5

• Life Membership is an award that may be issued by a brigade to a member who has served an aggregate of 30 or more years in a brigade/s.

• This is not a formal category of membership and carries with it no voting rights.

2.3 Brigade Inspection CFA ACT S 29

• All brigades are subject to inspection under the CFA Act (s29).

• Officers of the Region will contact your brigade to arrange a time to conduct the inspection and review the activities of the brigade.

• Brigade equipment, property, appliances, records, and administration processes and procedures will be inspected.

• Financial, administration and other records such as fire prevention plans, are to be made available by the Secretary to the inspecting officer.

• A brigade may be invited to participate in an exercise to evaluate brigade preparedness.

2.4 Correspondence

• Correspondence is a vital link between region and brigade, and is one of the main mechanisms used to keep members apprised of CFA and brigade activities. It is the responsibility of the Secretary to manage correspondence.

2.4.1 CORRESPONDENCE IN

• All correspondence to a brigade or group generally goes directly to the Secretary. In the instance of pressing circumstances correspondence may go directly to the person in question.

• Brigade mailboxes should be cleared regularly and correspondence opened immediately; the date received should be noted in a prominent position on the document.


• The distribution for the item of correspondence will be indicated on the document to avoid duplication of effort and resources. “CC” means that a copy has also be sent to the person indicated.

• Most of the correspondence should be acted upon without delay. However, it will still need to be presented at the next meeting.

• All correspondence should be presented at the brigade meeting. There is no need to read all material when presenting correspondence and the Secretary should table those items that are for information only and give a short summary on those items. Read only the items requiring action or discussion. All correspondence should be available for members to read.

• A Secretary should have a ring binder, folder, or similar to keep these documents together and in chronological order.

2.4.2 CORRESPONDENCE OUT

• It is important to keep a copy of all correspondence sent.

• Correspondence out usually arises as a result of a resolution of meetings. It is the Secretary’s responsibility to ensure that all actions resolved at the brigade meeting are carried out.

• Brigade and Group correspondence should be forwarded through the chain of command. This will enable prompt consideration to be given to the correspondence and avoid unnecessary delays caused by re-direction.

2.5 Meeting Procedures 2.5.1 NOTICE OF MEETING

• A Notice of Meeting should be distributed to advise all members and/or guests of the impending meeting. This is usually in the form of a letter or circular, setting out the date, time, place and business to be discussed.

• Meeting cards (pink) are available from the regional headquarters to post to members (refer Appendix Section 2).

2.5.2 FREQUENCY OF MEETINGS SO 1.05

• The number and frequency of Brigade meetings should be in keeping with the level of activity of the brigade and as approved by the Operations Manager. Urban brigades are recommended to meet at least monthly.

2.5.3 AGENDA FOR A MEETING

• The word “agenda” means a list of things to be done and, if prepared correctly, this agenda should ensure a successful meeting. Below is a sample agenda complete with explanation of each item:

Opening of Meeting A formal declaration by the Chairperson that the meeting has started once a quorum is established. The Secretary records the starting time.

Record Attendance


Ensure that all present record their attendance. The Secretary may list the names or an attendance list is circulated.

Apologies for Non-Attendance A record of those members who genuinely cannot attend.

Welcome Visitors/Special Guests A record of visitors/special guests who attend the meeting – other than regular members.

Confirmation of Minutes of Previous Meeting This motion confirms that the minutes are a true and correct record of last meeting. The date of the meeting should be included in the motion. An example of such a motion my be “That the brigade confirm the minutes of the meeting held on <insert date> be accepted as a true and correct record of the meeting”.

Business Arising from the Minutes Only matters from the minutes that need discussion or clarification should be addressed.

Correspondence a) Inwards correspondence is either read or tabled depending upon its

importance. b) Outward correspondence of an important nature should be read;

otherwise is tabled. Business Arising From Correspondence

Business arising from items of correspondence should also be addressed. Reports

Reports may be given by visiting and/or specialist personnel/members, for example, regional staff, group representatives, MFPO/s, etc. The important points of the report should be noted or if hard copies are available, should be attached to the minutes.

Secretary/Treasurer’s Finance Report The Secretary should provide the meeting with a summary of the brigade or group’s financial position (refer Section 3 Finance).

General Business This is a most important part of the meeting, as it provides an opportunity for members to fully discuss matters deferred through the meeting and raise new matters not previously discussed. The important points raised and the motions put forward must be recorded in the minutes.

Date and Place of Next Meeting By establishing the date, place and time of the next meeting members can record the appointment. Circulating the minutes acts as a reminder.

Closure of Meeting A formal declaration by the Chairperson that the meeting has concluded and the time is recorded.

2.5.4 QUORUM CFA REGULATIONS SCHEDULE 5, CLAUSE 16

• A quorum is the minimum number of members of the brigade or group who must be present in order to constitute a valid meeting. If a quorum is not met at a meeting, the decisions made and motions passed are deemed invalid.


• Brigade Model Rules fix the quorum at a brigade meeting as being half the number of membership of the brigade or 15 members, whichever is the lesser.

• Unless otherwise approved by the Operations Manager, the quorum at a group meeting should be set at half the number of delegates to the group. This may be resolved by either amending the Group Constitution or passing a motion at the meeting as follows: “The quorum at group meetings shall be half the number of delegates to the group”.

• Applications for reduced quorum or variation must be made to the Operations Manager.

2.5.5 MEETING MINUTES

• The aim of taking minutes is to provide a written record of the discussion, and the decisions reached at the meeting. Minutes enable rapid recall of certain subjects and decisions made at meetings.

• Minutes are taken by the Secretary, or Assistant Secretary, during the meeting and any resolutions or decisions must be recorded accurately and completely, together with the names of the mover and seconder. (A good practice is to prepare the agenda with black ink and record the decisions in red ink).

• Minutes should be recorded in a minute book, which provides a permanent record of the brigade activities. It is important that the minutes be clear, concise and orderly. The minutes of the meeting should conform to the order indicated on the Agenda.

• The minutes should be presented at the next meeting for confirmation and, after confirmation, signed off by the Chairperson and Secretary. To ensure the minutes are an accurate record of the decisions taken by the brigade, members should be given, and take the opportunity to read them prior to the meeting.

2.5.6 MOTIONS

• A motion is a proposal that a decision be taken, and is “put” or “moved” by one person and “supported” or “seconded” by another. The form of a motion should always be in the affirmative, and the motion should take the form of “Mr/Ms Chairperson, I move that…” A seconder is required in all instance, as the motion is without foundation without it.

• After a motion has been moved and seconded each person may only speak once to that particular motion, unless it is to answer a question or clear up a point of order, with the exception of the mover, who has the final right of reply.

• Following discussion on the motion, it is voted upon by eligible members present.

2.5.7 NOTICE OF MOTION

• To rescind or alter a motion in the minutes requires a “Notice of Motion”. The notice should be given in writing, signed by the mover. It is usual to give notice at one meeting of a matter intended for consideration at the next.

• The introduction of a subject not listed on the agenda may also require notice. The underlying reason is to prevent an important matter being introduced at


short notice. The decision lies with the Chairperson as to whether a notice is necessary or not.

2.5.8 VOTING PROCESS

• Voting on a motion is usually done by a show of hands. However, if a poll is demanded, the Chairperson can decide the manner in which written notes must be recorded and counted, unless otherwise stipulated in the brigade rules.

• Often the Chairperson may have a casting vote, as well as a deliberate vote, but only if this is conferred by a specific rule of the brigade. It is not a common law right. A casting vote is usually exercised in the direction of maintaining the existing situation.

2.5.9 AMENDMENTS TO MOTIONS

• A “valid amendment” is merely the alteration of a motion already moved but not put to a vote.

• An “amendment” is designed to improve the motion without contradicting it, and is merely the addition of words to, or the deletion of words, from the motion. It most not be a negation of the motion, this is achieved by voting against the motion.

• Only one amendment to a motion can be considered at a time. However, there may be any number of amendments.

• The amendment must be seconded and be put to a vote and if carried, must then become the motion and put to the vote in its amended form.

• A person may move or second only one amendment to a particular motion, and the mover or seconder must not move or second any further amendments.

2.5.10 PROCEDURAL MOTIONS

• “That the question be now put”, also known as the “GAG”, is a procedural motion which can be moved at any time during the debate and relates to the action required on the motion, rather than discussion on the motion itself.

• If accepted by the Chairperson, the particular amendment or motion must immediately be put to the vote.

• A procedural motion does not require a seconder.

• Other procedural motions which can be used as well are:-

That the debate be adjourned – with or without a specified time.

That the motion lay on the table

That the meeting be adjourned.

That the Chairperson leave the Chair (this closes the meetings).

That the speaker no longer be heard.

That the meeting proceed to the next item of business.

• These procedural motions may be moved at any time up until the vote is taken on the motion before the Chair. They may only be moved by persons who are


yet to speak on the motion in question before the Chair. Procedural motions cannot be debated.

2.5.11 CHAIRING OF MEETING CFA REGULATIONS SCHEDULE 5, CLAUSE 13

• Meetings of a brigade must be chaired by one of the following members of the brigade, either: The highest ranking volunteer officer present, or The elected President, if applicable, or The Chairperson, if so nominated for the meeting.

• The Chairperson will be required to make rulings on such things as the acceptability of a motion, points of order and meeting procedures. Any member may move that such a ruling be disagreed with. In the instance where the motion is seconded, the meeting appoints a temporary Chairperson to conduct the debate. The permanent Chairperson joins the debate as a floor member and after the motion is put the permanent Chairperson returns to the Chair and must carry out the wishes of the meeting.

2.5.12 TIPS FOR AN EFFECTIVE MEETING

• Many members’ hours are taken up in meetings. To ensure this time is as effective and productive as possible the following tips are suggested:

Make sure everyone is aware of the clear objectives for the meeting

Set a concise agenda and circulate as early as possible before the meeting

Set a time limit for the meeting

Always start on time and DO NOT recap for latecomers

Do not allow interruptions to the meeting

Be prepared – make sure you have done your homework.

2.6 Elections CFA ACT S25 AND REGULATION 27, SCHEDULE 5 CLAUSE 19

• Brigade and group officer elections occurs every two years, during April/May for brigades or May/June for groups. The Operations Manager allocates each brigade and group an “odd” or “even” year in which to conduct elections.

• As with all meetings there must be a quorum present for elections.

• The results of the elections should be forwarded for approval to the regional headquarters within seven (7) days of the election (refer Appendix – Section 2).

• The election of officers has no effect until formally approved by the Operations Manager.

2.6.1 OFFICER CRITERIA

• Every candidate for a brigade office must be a registered member of the brigade in which he or she seeks office. Junior members are not permitted to hold office.


• Every candidate for a group office must be a registered member of one of that group’s constituent fire brigades.

• In the consideration of a candidate voters should bear in mind the competency of the candidate and how the candidate will meet the needs of their individual brigade or group.

• The authority has determined the following specific criteria:

Captain Except with the special consent of the Operations Manager, a member shall not be eligible for election as Captain of any brigade, unless he or she has served as an officer in a registered brigade for not less than two years.

Auditors Auditors shall not be members of the brigade whose accounts are being audited (as this position requires independence) and an auditor must be one of the following: Qualified Accountant (member of CPA Australia or Institute of

Chartered Accountants (Aust)), or

A competent person approved by the Authority.

2.6.2 COMMENCEMENT AND DURATION OF OFFICE CFA REGULATION 40; SCHEDULES 4 and 5

• The elected officers will commence their term of office on 1 July and will remain in that position for two years.

• In the event that an officer is unable to finish her or his term in office, an election must be held to fill the position. The elected officer shall, if approved by the Operations Manager, hold office until the expiration of the term for which the predecessor was elected.

2.6.3 ELIGIBILITY TO VOTE CFA REGULATION 28, SCHEDULE 5 CLAUSE 15

• All members are eligible to vote at Brigade meetings.

2.6.4 ELECTION PROCEDURES

• A candidate must receive 51% of eligible votes to be elected.

• Ballots for the election of officers are usually of a secret nature as agreed by the majority of brigade members. (Generally a motion on the minutes of the meeting formalises this agreement).

• The following outlines the steps to be taken at a meeting where elections are being held.

If the chairperson is an elected office bearer he or she should stand aside and invite nominations for someone to chair the election.

The presiding chairperson declares all positions vacant.

Where absent members have indicated in writing their willingness to stand for elections, this advice is read out.


Call for nominations from the floor and/or read out any nominations that may have been received in writing. No seconder is required for nominations.

Check to ensure that all nominees are eligible for election (Refer officer Criteria).

Check eligibility of voters (refer 2.6.3 Eligibility to Vote).

• Subject to the number of nominations, voting commences.

If only one nomination: a vote by show of hands with a majority of 51% of the vote is sufficient to secure election.

If more than one nomination: a vote by show of hands or a ballot must be conducted. The presiding chairman should nominate independent scrutineers to count the votes.

If there are three or more nominations for a position, then a number of ballots may need to be conducted. If a majority of 51% of the vote is not reached after the first ballot, then the person with the least amount of votes is progressively excluded until a majority of 51% of the votes is reached.

If a vote is tied for a position, then the person presiding must draw lots to determine who is to be declared elected.

• At the conclusion of the election, the ballot papers must be destroyed.

• The results of elections must be sent to the Operations Manager of the Region within seven (7) days from the date of election.

2.6.5 ELECTION OF BRIGADE DELEGATES CFA REGULATION 40 SCHEDULE 8 CLAUSE 3

• Each brigade, from time to time, may elect members to act as representatives to the group and fire prevention committees.

• Such elected delegates take up their role immediately following election.

2.6.6 HOLDING OFFICE IN OTHER SIMILAR ORGANISATIONS

A senior officer of a brigade i.e. Captain, 1st Lieutenant, or group i.e. Group Officer, should not hold senior office simultaneously in any other emergency service organisation. A conflict of interest could arise when both organisations are involved in responding to an emergency.

2.6.7 ELECTION FORMS

• Each year the region will forward to each group and brigade due for election, the appropriate paperwork and a reminder that elections are to be conducted.

• Each brigade and group should ensure that the election is conducted in the prescribed manner and within the time frame allowed.

• Immediately following the election, the election form, signed by the Secretary is to be forwarded to the regional headquarters.


2.7 Training

2.7.1 REGION AND STATE TRAINING COURSES

• A regional and state training calendar will be disseminated to all brigades and groups on an annual basis, with updates forthcoming from time to time.

• Training calendars are to be made available to all members of the brigade. Secretaries should ensure a copy is on display at the fire station.

• All nominations for training at regional and state level must be forwarded on the Training Nomination Form, (refer appendix – Section 2) to the regional headquarters by the closing date indicated on the calendar.

• When nominating personnel for state level courses, careful consideration should be given to who the group or the brigade are nominating and the benefit that could be derived from that person attending a course.

• Most courses will have eligibility criteria established. All nominees MUST meet these criteria. Check with the Training Manager / Coordinator at the relevant/local CFA Office for details.

2.7.2 BRIGADE AND GROUP TRAINING SO 1.02, SO 1.03

• Chief Officer’s Standing Orders set out the responsibility for brigade and group training activities. The Secretary should assist in this function and ensure correspondence in relation to training is forwarded promptly.

• Brigades’ and groups’ annual training programs need to be forwarded to the regional headquarters. This will allow for forward planning by the region to support training activities.

• Financial assistance may be available for some costs associated with the conduct of group exercises and advice should be sought from the regional headquarters. The subsidy is subject to Regional/Area policy.

• Details of any training conducted and names of personnel who participated should be completed and forwarded to the Training Manager/Coordinator for recording against personal history information.

2.8 Protocol POLICY PA 05005

2.8.1 USE OF THE CFA SEAL CFA ACT SECTION 6, REGULATION 7

• The Country Fire Authority Seal was created in January 1945, and is widely recognised and used across the state. The crown heading the Shield symbolises the creation of the CFA by an Act of Parliament. The shield is divided into quarters, containing symbols depicting the initial membership of the CFA.

• The first quarter contains a tree which represents the Forests Commission, currently Department of Natural Resources and Environment. The second, an Australian flag, symbolises local government. The anchor and torch in the third quarter recognise the insurance industry, from which the majority of our funding is provided. And the fourth quarter, showing a fireman’s helmet and a sheep, depicts representation of volunteers from both urban and rural fire brigades.


• The Authority Seal cannot be used except with express approval of the Authority.

2.8.2 USE OF THE CFA EMBLEM

• The Authority Emblem can be described as the Authority’s Seal without the words “established 1944” and “CFA Act 1944”, formerly known as the “modified seal”.

• For promotional purposes, both the traditional emblem and chequered logo are used.

• The emblem is used in the following applications:

Dress Uniforms;

Formal presentations (eg. Trophies, medals and awards);

Certificates;

Authority members may use it on letterheads and business cards;

Annual reports and any other official reports produced by the Authority

Death and in memoriam notices.

• The Authority emblem may also be used to identify Public Notices, and can be incorporated into headstones of deceased members who served 20 or more years as members of the Authority.

• Use of the Authority Emblem for any commercial purposes requires the approval of the Authority. Applications are to be made to the Region Headquarters.

2.8.3 USE OF THE CFA LOGO

• The chequered logo is the basis of the Authority’s corporate image and was developed to create a modern, easily recognised identity.

• The logo must always be used exactly as specified in the Corporate Standards Guidelines. It must not be re-drawn or have any additions.

• For brigades wishing to reproduce the logo in print, or any other brigade purpose, the guidelines must be followed as previously mentioned. Please contact your regional headquarters for Policy details.

• Use of the Authority logo for any commercial purposes requires the approval of the Authority. Applications are to be made to the region headquarters.

2.8.4 FIRE SERVICE FUNERALS

• Requests for Fire Service Funeral are to be made to the regional headquarters.

• The regional headquarters will provide details of the protocols involved and provide the necessary support and information.

2.8.5 INDUCTION CEREMONY

• CFA’s Induction Ceremony for firefighters can be conducted at the discretion of the brigade (refer Appendix Section 2).


• Induction ceremonies are usually conducted at brigade meetings or other appropriate brigade functions.

• An endorsed copy of the Ceremony may be presented to the new firefighter, signed by the brigade Captain as personal record (see Appendix Section 2).

2.8.6 INVITATIONS TO OFFICIAL GUESTS

• Brigades issuing invitations to distinguished guests for official functions should firstly notify their regional headquarters of the impending function.

• An official invitation in writing should then be forwarded, via the Region Headquarters, to the office of the CEO, and should include the following details;

Function date/s (2-3 options should be given, or if there is a specific/preferred date, eg. Brigade Anniversary, this should be stipulated also);

Type of function;

Time;

Location;

RSVP date;

Any details pertinent/specific to the function; and

Time commitment required by the person officiating.

• Three months notice is preferred. This is especially important for a Fire Station/Premises Opening, to ensure time for necessary preparations (for example plaque).

• Invitations must be issued in the following order of priority:

Minister for Police and Emergency Services;

The Chairman

Authority Members and the Chief Officer

Other Government Ministers, and

Local Members of Parliament (representing the Minister, or attending as local members only).

• All contact with the Minister must occur via the Region through the office of the CEO at Headquarters.

2.8.7 SPEECHES

• The initial speaker will address all dignitaries in the order of precedence (see below) and all subsequent speakers should commence his/her address with “Distinguished guests, ladies and gentlemen…”

• The order of precedence applies to all official CFA functions, and is as follows:

The Governor-General;

The Governor of Victoria;

The Prime Minister of Australia;

The Premier;


The Lieutenant-Governor;

The Minister for Police and Emergency Services;

Other ministers acting in an official capacity for a function;

Municipal Head acting in an official capacity;

Members of the Parliament of Australia;

Members of the Parliament of Victoria;

The Chairman, Deputy Chairman and Members of the Authority;

Chief Officer of the Authority;

Presidents of Fire Brigades’ Association;

Authority Officers in order of seniority;

Central Council of Victorian Rural Fire Brigades’ Association and Urban Executive Members, other than State Presidents, but including State Secretaries;

Brigade Officers.

Note: A person acting on behalf of any of the foregoing shall enjoy the precedence of the person for whom he or she is acting.

2.8.8 ORDER OF PRECEDENCE; TOASTS

For the occasion of Official Openings, Dinners, Presentations or General Meetings, the following are suggested guidelines:

a) Grace b) The Queen (by Host) c) Toast to CFA d) Response (1 only) e) Toast to Parliament (if applicable) f) Response (1 only) g) Toast to Guest of Honour or Official Opening (if applicable) h) Response i) Toast to Volunteer Association (if applicable) j) Response k) Toast to Guests (if applicable) l) Response (1 only) m) National Anthem

Note: For Official Openings, the Host should introduce the Chairman or Authority Member, who will then introduce the person performing the ceremony.

2.8.9 PRESENTATIONS OF AWARDS

• Protocol for the presentation of awards is available from the regional headquarters.

• The Presentation of Long Service Badges, Outstanding Service, Honorary Life Membership Awards and Retirement Certificates, which are issued by the Authority, should be by either an Authority Member, if present, or the Senior Authority Officer present.


• Presentations for a National Medal and Clasp(s) are to be made by the Chairman, Deputy Chairman, Authority Members and the Chief Officer. When they are not available then a presentation may be made with the express permission of the Chairman.

2.9 Public Relations

2.9.1 SPONSORSHIP

• CFA recognises and supports the need for local funding of brigade equipment, events and activities.

• CFA also recognises the need to support and protect the CFA brand.

• Volunteers are encouraged to seek local corporate support for their brigade. However, volunteers are not permitted to negotiate the use of the CFA logo in any form.

• Brigades should contact Public Affairs for advice on local sponsorship involving negotiation of rights and benefits, including use of CFA logo.

2.9.2 MEDIA

• CFA recognises the media, namely radio, television and press, as an essential service.

• When CFA and its personnel are involved in newsworthy incidents there is a requirement to provide accurate information to media sources swiftly. The Authority encourages media relations and is committed to promoting the activities of its personnel and the activities of CFA in general.

• Volunteers are encouraged to inform their local media sources of incidents, Brigade activities and community events. However, volunteers are not permitted to discuss, or comment on, any CFA Policy issues.

• Each region will have staff trained in media relations and performance. Ideally each brigade will have a trained Media Liaison officer.

• Activation of Media Liaison Officers is done through the Operations Manager and may be considered for all incidents which are thought to be newsworthy.

• Public Affairs at CFA headquarters has available a media liaison guidelines booklet. Media liaison training programs are run by the Public Affairs department and you should contact the regional headquarters for advice on this subject.

• When media are permitted by the Incident Controller to enter the fireground they will have a CFA/DSE Media Accreditation card and correct Personal Protective Clothing (PPC). Brigades are advised to ask media representatives to show their cards and insist on them wearing PPC.

2.9.3 PROMOTIONAL MATERIAL AND PRINTED LITERATURE

• CFA produces various types of publicity material for promotional, educational and support purposes, including a range of brochures for fire related safety topics, as well as children’s education resources.


• Brigades are encouraged to adopt a strategic approach to local awareness raising efforts by clearly targeting particular issues and audiences. Advice and support should be sought from your BASO, Operations Officer or Manager Community Safety before embarking on local awareness or promotional projects.

2.9.4 DISPLAY ASSISTANCE

• Display boards and sets of display panels covering a common range of fire safety issues are available for use by brigades. Other sets of displays are also available promoting CFA and as aids to volunteer recruiting. Contact your BASO, Operations Officer or Manager Community Safety to arrange to borrow display equipment.

2.10 Records Management 2.10.1 GENERAL ADMINISTRATION

• All brigade membership records must be maintained indefinitely for historical purposes.

• Items of CFA, region and brigade policy and procedure should be continually maintained with updates and amendments filed immediately to ensure up-to-date information is available.

• Brigade Management Manual should be maintained and updates and amendments filed immediately to ensure up-to-date information is available.

2.10.2 FINANCIAL RECORDS

• All cheque books, receipt books, bank statements, ledger accounts and other financial records MUST be kept for 7 years (minimum).

• All documents should be maintained in chronological order and filed by financial year. (A labelled file-away box is a useful way of storing these records.)

• Chapter 3 of the Brigade management Manual provides detailed information regarding the financial records to be kept by brigades/groups.

2.10.3 COMPUTER BASED RECORDS

• All computer financial records should be backed-up immediately following any updates. The frequency will depend on how often you access the computer.

• Word processing, database and other computer records should be backed up regularly and stored in a place other than where the computer is stored.

• All computer software programs should be backed up and disks stored in a place other than where the computer is stored.

2.10.4 FILING SYSTEMS

• It is the responsibility of the Secretary to see that all the records of the brigade or group are maintained in an organised manner.


• A suggested filing index system is included as a guide for organising the records of the brigade or group (refer Appendix Section 2).

2.11 Uniforms SO 4.01

It is the responsibility of all personnel to present the CFA as a professional emergency service organisation. In the course of CFA activities and emergencies, personnel need to be easily identified by the community.

• Uniforms must be worn whilst on duty, in accordance with the requirements of the CFA Dress Manual.

• Part uniform and part civilian clothes are not permitted.

• Members issued with uniforms are responsible for maintaining such items in good condition.

2.11.1 ISSUE OF UNIFORMS SO 4.01

• Uniforms shall remain the property of the CFA and shall be returned to the Operations Manager upon resignation or retirement from the brigade, or transfer to another rank within the brigade (subject to Regulation 44 (2)).

• To ensure correct fitting of uniform, reference should be made to the uniform measurement guidelines that are available at the regional headquarters.

Urban Brigades

An Urban full dress uniform will consist of:

Men Women Peak Cap Cap

(similar to Armed Services & Policewomen’s) Blue Short Sleeve Shirt Blue Blouse Plain Navy Tie Plain Navy Tie Dress Tunic Dress Tunic Name Tag Name Tag Dress Trousers Dress Skirt or Slacks Black Belt and Buckle Black Belt and Buckle Black Socks Natural Stockings/Black Socks Black shoes Black shoes

Up to a maximum of 30 uniforms per brigade may be issued to an urban brigade, at the discretion of the Operations Manager.

Rural Brigades

A Rural uniform will consist of:

Men Women Baseball Cap Baseball Cap Blue Short Sleeve Shirt Blue Blouse


Vee Neck Jumper Vee Neck Jumper Plain Navy Tie Plain Navy Tie Name Tag Name Tag Celsius Trousers Celsius Slacks/Skirt Black Belt and Buckle Black Belt and Buckle Black Socks Black Socks/Natural Stockings Black Shoes Black low-heel Shoes/Black Court Shoes • The maximum number of uniforms issued to rural brigades shall be determined

by the Regional Planning Committee of each region.

• Rural brigades with a high profile will have priority of issue, as will high profile officers and members.

• Rural uniforms are available for issue at either region or brigade expense. The RPC and Operations Manager will need to consider the priority of issue against other items in the region business plan.

2.11.2 UNIFORM RETENTION CFA REGULATION 34

• Retired volunteer members and officers may wear the uniform current at the time of their retirement from active service should they have the necessary prerequisite in terms of service, as shown below:-

Captains No less then five (5) years service as a Captain and not less than ten (10) years service as an active member or officer.

Members No less than an aggregate of 20 years as an active member or officer.

• At any time retired volunteer members or officers can upgrade their uniform to the current style at their own expense. However as far as possible they should conform to the provisions set forth in the CFA Dress Manual.

• Retired volunteer members or officers must wear the appropriate insignia.

• Uniforms purchased by individual brigade members who leave the CFA, remain the property of the individual.

2.11.3 ORDER OF DRESS

• Full dress uniform should be worn for the following events and functions:

Opening of Fire Stations and Headquarters

Brigade Dinners

Fire Service Funerals

Championships – Participant in Echelon Movement, Discipline Contest and Torchlight Procession.

Memorial Services

Investitures of Medals

Weddings (Fire/Service Military)

Formal Inspections of Brigades, Section 29 – Urban Brigades


Ceremonial Parades, March pasts

Civic Receptions

2.11.4 UNIFORM ITEMS AVAILABLE FOR PURCHASE

• Urban and rural brigades may at any time purchase uniform items for issue to its members. Individual purchases can also be made. However, purchases must be ordered through Brigade Secretary (see 2.12 Brigade Purchases).

• Items purchased from outside suppliers must conform to CFA standards of colour, style and fabric (refer CFA Dress Manual).

• All of the following items are available for purchase by placing an order with regional headquarters (see 2.12 Brigade Purchases). Price on applications.

Peak Cap Elastic Sided Boot Vee Neck Jumper Baseball Cap Turnout Boot Round Neck Jumper Cotton Work Hat Rubber Boot Vest Fur Ringer Hat Grissled Soled Shoe Long Sleeve Shirt Belt Leather Shoe Vee Neck T-Shirt Buckle Men’s Dress Trousers Round Neck T-Shirt Epaulettes Men’s Dress Trousers Short Sleeve Shirt Scales Ladies Dress Slacks Men’s Dress Tunic Socks Ladies Dress Tunic Lumber Jacket Ties Ladies Dress Skirt

2.12 Brigade Purchases

A number of items are available through the CFA for brigades to purchase (for Brigade use only) at contract prices. All brigades purchases must be approved by the Brigade or Group.

All brigade purchases of operational equipment must be approved by the Operations Manager.

2.12.1 BRIGADE PURCHASES THROUGH CFA

• The region will only accept orders for goods through the Secretary or an officer of the brigade.

• Orders may be placed in person, by post or fax to the regional headquarters advising details of the goods required.

• Goods will be ordered by the region.

• Delivery of the goods will be to the regional headquarters who will notify the brigade that the goods have been received and arrange delivery or collection with the brigade.

• Brigades will subsequently receive a CFA invoice for the goods which should be paid within 30 days.

• Cheques should be made payable to: Country Fire Authority and forwarded to the regional headquarters.


2.12.2 BRIGADE PURCHASES DIRECT FROM OUTSIDE SUPPLIERS

• Brigades can approach outside suppliers but any product purchased must adhere to CFA standards and policies, and OH&S guidelines.

Operational equipment purchased must be approved for service by the Director of Operations/Chief Officer (DO/CO). Failure to meet the DO/CO’s guidelines may result in equipment being removed from CFA appliances or premises.

Before purchasing direct, Brigades should make themselves aware of CFA’s purchasing power, as it may be prudent to purchase equipment from an existing approved CFA contractor.

• Forward or deliver the completed and signed order form to the company concerned (the Regional Headquarters can also do this on your behalf).

• The supplier will forward the goods and the invoice direct to the brigade. The Brigade then pays the account.

2.12.3 BRIGADE PURCHASES DIRECT FROM CFA STORE

• Brigades are able to purchase some clothing and equipment items direct from CFA Store at Knoxfield (refer Appendix Section 2).

• Some regions have policies regarding brigade purchases. Brigades are advised to check with their regional headquarters to determine local policy.

• CFA Store generally accept all forms of orders provided that the person ordering can provide some CFA identification.

• The Store will contact the brigade when the goods are ready for dispatch and advise the amount for payment. When payment is received, and not until then, the goods will be dispatched.

2.13 Championships 2.13.1 CONDUCT OF CHAMPIONSHIPS

• An effective complement of officers and firefighters MUST remain in the home town during the period of any championship or competition.

• Brigades are encouraged to consult the CFA “Official pre-season Training Guide” when preparing for competitions or championships.

• CFA approval must be sought by the Associations for the conduct of competitions and championships.

• Continuous supervision of all competitions and training practices must be maintained by officers of brigades.

• Prior to competitions each year, CFA distributes details of CFA policy and guidelines for staging of competitions, as well as application forms for grants and subsidies.


2.13.2 CHAMPIONSHIP/COMPETITION GRANTS

• CFA policy provides for assistance to Competitions/Championships to promote and support the volunteer system including maintenance of recruitment, training and leadership development of personnel.

• Applications for grants for urban competitions should be forwarded by the local organising body to the Secretary, VUFBA.

• Applications for grants for rural competitions should be forwarded by the region to Volunteer Support, CFA Headquarters.

• Details of grants are as follows:

Conduct of Championship/Competition

A grant is payable to Championship Committees to assist with the costs associated with staging such an event.

The Grant is calculated as per CFA policy and based on certain criteria such as how many brigades competed, over how many days was the Competition staged, was a Discipline Contest and/or Torchlight Procession staged, did all brigades take part.

CFA Grants are reviewed from time to time in accordance with CFA Policy.

Trophies

CFA will fund the trophies for the aggregate winners of each championship.

For urban brigades the trophy is an item of firefighting equipment

For rural brigades the trophy is an Aggregate Cup.

Transport

CFA provide subsidies for road transport to brigades competing at annual state championships. Certain conditions apply.

Brigades travelling to and from championships will receive an allowance for use of vehicles. This is not available to Brigade Owned Vehicles which are already on a CFA level of maintenance.

No allowance will be made to any brigade, unless its members attending participate in ALL of the program events:

Urban Brigades Rural Brigades Discipline Discipline Contest Torchlight Procession Track Events Track Events

Application forms and details of the subsidy will be forwarded to competing brigades at the appropriate time.

There will be no allowances made for vehicles used to transport members of brigades to the Championships unless such vehicle is covered by an existing Comprehensive Insurance Policy.


2.14 Appendix Section 2 A. Parental/Guardian Consent Form B. Amendment to Member Status C. Brigade Member Registration D. Brigade Member Medical Report E. Consent to Check and Release National Police Record F. Election of Volunteer Office Bearers G. Request to Use Personal Information form H. Training Course Nomination Form I. Application for Personal Protective Clothing J. Brigade Purchase Order K. Suggested Filing Index


Documents

SECTION 2 – ADMINISTRATION: GROUPS & BRIGADES TABLE OF ...183.78.174.89/mycfa/library/docs/brigades/brigade_manuals/bmms2… · 2. ADMINISTRATION – Groups and Brigades 2.1 Brigade