Chapter Requirements and Guidelines

Chapter Requirements and Guidelines

1. Chapter and National Membership.

Chapters are composed of members of the National organization. In compliance with IRS regulations, all chapter members must be members of the National organization. Chapter dues are to be paid through the National Office. No later then January 1,of each year, you will receive a list of the people who paid dues to the chapter during the last month and if there is a reimbursement check due, it will be issued as long as all reports are submitted to National as required.

The check will be for the dues and contributions that the chapter is entitled to. Rebates are determined by tabulating membership in each chapter either at the time of joining or during the renewal process. Also, membership in NAHF is open to all, female or male. NAHF chapters are required to have the same policy. However, chapters have a tendency to become composed of a similar group of people, usually because of the community where the meetings are held.

For example, meetings held in an Fire Department setting will have mostly member from your department as members, with few members from local industry. The group may even consist of faculty and staff only. This results in missed opportunities to mingle with people of different backgrounds and a limited group from which to draw members. It may also create feelings of rejection or isolation for those who feel that they do not fit in. This is a possibility that you should anticipate and try to prevent.

2. Chapter Size. We do not have any formal minimum number of members for a chapter before it can be recognized, but normally we would expect that there should be at least 10-15 members before formal recognition is sought. Chapters seem to be most active when they have a membership of 70 or more members. This usually provides enough people to be responsible for chapter activities without suffering a lot of burnout.

3. Chapter Dues and Money Management. Dues are set by the chapter and should be limited to the amount above the NAHF dues. The amount should be based on the probable ability of local members to pay and chapter income needs. The group will need to establish a bank account for the management of funds received. The account should be in the name of the chapter, not a person. Also, we suggest that you require the signature of two persons on checks. Any checks from NAHF will be made out to the chapter. Any payments from chapter members (e.g., for dinners or programs) should also be made out to the chapter.

Usually, a Treasurer is elected to handle funds. The chapter's executive board should review the chapter's financial situation regularly. Income need not be limited to membership dues; in fact, we encourage you to develop other resources. Because of NAHF's not- for-profit status, there are some special considerations for us in money management, especially regarding our tax- exempt status. PLEASE see the information on NAHF and the Internal Revenue Service and call us if you have any questions.

4. Constitution and Bylaws. The purpose of the Constitution and Bylaws is to have a written guide, and the purpose of the operation of your chapter. The chapter section on the website contains a set of sample by-laws which gives you an idea of how they should look. It also indicates the minimum amount of information your Constitution and Bylaws must contain. The Constitution and Bylaws should provide the procedures for operating the chapter and for solving problems. Do not produce too rigid or too fluid of a document or you will run into problems later.

The chapter Constitution may not contradict NAHF's Constitution. The bylaws are different because they specify how the group is operated. The composition of your Executive Board may differ from NAHF's, and other duties may be added or deleted. Certain provisions should be included in your bylaws because they are specified in the National document.

When you have finished drafting your document, a copy should be sent to the NAHF Office for approval. Any changes will be sent to you for correction, and the documents should be resubmitted. When they are approved and other required papers are received, the chapter will be formally recognized. However, since the approval process may take a few weeks, chapters begin official operation as soon as the paperwork is in. We will contact you if there is a serious problem.

5. NAHF and the Internal Revenue Service. NAHF is a not-for-profit organization as specified under IRS Code Section 501(c) (3). This makes us exempt from payment of federal income taxes. Chapters must follow certain procedures to obtain the same status. The required documents are as important as the Constitution and Bylaws. Please see the information on NAHF Chapters and the IRS for details.

6. Chapter Recordkeeping. A responsibility that will most likely fall to the secretary, and Treasurer of the chapter is the maintenance of chapter records. Apart from the membership records, it is important that documents from National be kept in a known place and be passed on and reviewed by successive chapter officers. Included are the documents in the chapter formation package and any official communication from NAHF relating to chapter business.

7. Taking a Position on Issues. Chapters are not to take positions on issues or join others organizations without the permission of the National organization. We encourage the active interest of chapters in local and national issues of concern to Hispanic Firefighters. The national organization will be glad to consider any matter raised by local chapters.

Any legislative matters also need to be approved by the NAHF Executive Board. Chapters may not take any political stand not already sanctioned by the Executive Board

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