MSFCA Communications & Policy Committee

A complete list of policies can be found under the “Other Information” tab

	Committee Chair Bill Mund 101 10th Avenue North St. Cloud, MN 56303 320-650-3500 work 320-650-3546 fax 320-333-4422 cell bill.mund@ci.stcloud.mn.us
	Bill Mund, Chair, St. Cloud Fire Department Jeff Anderson, Oakdale Fire Department Tom Brace, Executive Director Bob Brown, (Retired) Chisholm Fire Department George Esbensen, Eden Prairie Fire Department Tim Farmer, (Retired) Coon Rapids Fire Department Paul Klapprich, Wayzata Fire Department (retired) Bill Mund, St. Cloud Fire Department Jena Noah, Editor MN Fire Chief Magazine Randy Polzin, Isanti Fire District Jerry Rosendahl, State Fire Marshal Marty Scheerer, Edina Fire Department John Strongitharm, Duluth Fire Department

A complete list of policies can be found under the “Other Information” tab

The mission of the Communications and Policy Committee is to provide policy recommendations to the Minnesota State Fire Chiefs Association’s Board of Directors with emphasis on promoting goals, directions and quality within the organization, to assist the Board of Directors in coordinating all of the Association’s committees and to oversee all facets of the Minnesota Fire Chief magazine operations that include, but are not limited to publishing, editing and advertising. This is done by ensuring that the educational and informational content meets the needs of the Association’s members. The Communications and Policy Committee generally oversee the operations of the Association the Minnesota Fire Chief magazine and provides timely fire service information by enhancing communication tools through the MSFCA website.

A complete list of policies can be found under the “Other Information” tab

2011 Communication and Policy Committee – Randy Polzin

The Communication and Policy Committee has completed all four of the 2011 retreat goals. Policy 108 dealing with Directors’ Roles and Responsibilities has been adopted, policy 600 dealing with past due magazine accounts has been adopted and policy 802 dealing with awards and recognition has been adopted. Goal # 3, utilizing webinars and video conferencing, we have contracted with the Tierney Company to work with Board Member Jim Hanson to host the webinars and video conferencing. We have tested and used the system, new technology and it works great. This system works through the State of Minnesota’s system and can accept up to 400 users on the system at a time.

The Committee has had a request to revisit policy 801 Lifetime Membership. Some Members have voiced concern that the policy is too restrictive; the Committee will take this concern up at the next meeting.

At the 2011 annual meeting we will be voting on some proposed MSFCA Bylaw Changes; these changes will clarify who are Members of the Board of Directors and their voting rights and privileges.

Section 4.2 Board of Directors.
The Board of Directors will consist of voting members with full privileges as outlined in Section 4.2.1 and nonvoting ex-officio members as outlined in Section 4.2.2 who shall have all the rights and privileges of voting members with the exception of not having the right to vote on board actions.

Section 4.2.1 Voting Members of the Board of Directors.
Following the election of officers at the annual fall membership meeting and prior to January 1, the President-elect shall appoint a Board of Directors consisting of one member and one alternate from each fire department region (each region is entitled to one vote) as defined and provided in the Minnesota Fire Department Association By-Laws, the Fire Chief of cities of the first class, the State Fire Marshal, the elected officers of the Minnesota State Fire Chiefs Association, the IAFC Great Lakes Division representative and the immediate Past President who is an “active member” of the Minnesota State Fire Chiefs Association. All appointed directors positions are for a term of two years.

Section 4.2.2 Ex-Officio Non-Voting Members of the Board of Directors.
The Minnesota elected officer of the Great Lakes Division of the International Association of Fire Chiefs, the Editor of the “Minnesota Fire Chief ” magazine, the Section Manager of the Division of Forestry for the Department of Natural Resources, the State Director of Emergency Management, the Parliamentarian, the State Director of Fire Service Training, Past Presidents other than the immediate Past President who are “active members” of the Minnesota State Fire Chiefs Association, and the Executive Director of the Minnesota State Fire Chiefs Association shall be non-voting members of the Board of Directors.

The Committee would also like to recognize Minnesota State Fire Chiefs Magazine Editor, Jena Noah for the fantastic job she has done with the Magazine. Since Jena has taken the Editors position the Magazine has always been on time and profitable for the organization. Jena has developed some new strategies for marketing ads to smaller customers; take a minute to look at her report, this new marketing program may be something companies in your area may be interested in.

2011 Communication and Policy Committee Report
2010 Communication and Policy Committee Report
2009 Communication and Policy Committee Report
2008 Communication and Policy Committee Report

A complete list of policies can be found under the “Other Information” tab

Click Here for the July 1, 2010 Minutes
Click Here for November 17, 2009 Minutes
Click Here for September 16, 2009 Minutes
Click Here for July 14, 2009 Minutes

Communication and Policy Committee Meeting
July 1, 2010

The Committee meeting was called to order at 2:35 pm in Hinckley Minnesota.

In Attendance were, Marty Sheerer, Paul Klapprich, Bill Mund, John Strongitharm, Jerry Rosenthal, Randy Polzin, Bob Brown, Jenna Noah, and Executive Director Tom Brace.

The first item of business was to develop a policy relating to the issue of past due magazine add accounts. It has been brought to the attention of the committee that there are magazine add customers that are up to 5 published issues in the rears of paying their invoices. Proposed Policy 600 has been developed to help the Executive Director and Magazine Editor to deal with these issues. See Attachment. This will be presented to the Board of Directors for approval at the October meeting.
The second issue was to formalize the Directors Roles and Responsibilities, Policy 108 has been to help define and guide the newly elected remind the seasoned Board of Director of their duties as a Member of the Board. See Attachment. This will be presented to the Board of Directors for approval at the October meeting.

The third issue was to formalize the Recognition and awards Policy. The Board of Directors has previously approved the awards level (Gold, Silver, and Bronze) but this item had not approved as a policy. Policy Draft-10 has been developed to provide for fair and consistent giving of Recognition Awards. See Attachment. This will be presented to the Board of Directors for approval at the October meeting.

The forth issues discussed was Grand Rapids Retreat Goal # 3, Utilize webinars and video-conferencing. Marty Sheerer, Bill Mund, Jerry Rosenthal and John Strongitharm and offered to work on this issue, these gentlemen are presently using these systems and have extensive background in the subject. This group will be exploring options such as, state wide access, security, costs, and voting. John Strongitharm offered help from the Duluth Fire Department which is in the process of writing standard operating guidelines policy governing the operation of this new technology which Duluth is willing to share with the MSFCA. Webmaster Tim Farmer will be involved in this process and technology may be able to be offered through the MSFCA web site. We are hoping to test technology for the September Communication and Policy meeting.

Meeting adjourned 4:16 pm
Randy Polzin Committee Chair

View or Download the Entire Policy & Procedure Manual

100 Series – Administration and Governance
	100 Purpose and Use of the Policy and Procedures Manual 101 MSFCA Mission Statement 102 Governing Body 103 Policy on Minutes 104 Code of Ethics / Conflict of Interest Policy 105 Whistleblower Policy 106 Document Retention and Destruction Policy 107 Transparency and Accountability Policy 108 MSFCA Board of Directors Regional Representative Roles and Responsibilities
200 Series – Financial Policies
	200 Rebuttable Presumption for Compensation Policy 201 Fundraising Policy 202 Gift Acceptance Policy 203 Investment Policy 204 Travel and Expense Reimbursement Policy
300 Series – Personnel Policies and Procedures
400 Series – Committee Responsibility and Procedures
500 Series – Annual Conference Procedures
	500 Executive Board Reciprocity Agreement at MSFCA and MSFDA Conferences
600 Series – Association Communications Policies and Procedures
	600 Payments for Advertising - Minnesota Fire Chief Magazine
700 Series – Legislative Policies and Procedures
800 Series – Membership Policies and Procedures
	801 Lifetime Membership Policy 802 Awards Policy
900 Series – MSFCA Position Statements

Creation of Policy and Procedures Manual:
The Policy and Editing Committing shall be charged with the creation and maintenance of this associations Policy and Procedures Manual. This document shall be used a reference and guide for how the Minnesota State Fire Chiefs Association conduct is operations. It is understood that this document is a work in progress and will require changes and updates from time to time as the environment in which the association operates is constantly changing.

Policy/Procedure Numbering and Index:
All policies or procedures shall be assigned a three digit number that correspond to the following general categories:

100   Series – Administration and Governance
200   Series – Financial Policies
300   Series – Personnel Policies and Procedures
400   Series – Committee Responsibility and Procedures
500   Series – Annual Conference Procedures
600   Series – Association Communications Policies and Procedures
700   Series – Legislative Policies and Procedures
800   Series – Membership Policies and Procedures
900   Series – MSFCA Position Statements

The Policy and Editing Committee shall be charged with assigning all policies and procedures a number that corresponds with the established index.

Formalizing Policy and Procedures:
Whenever the need arises to either create a new policy or procedure or simply put into written form a long standing method of operation, the proposal shall be submitted to the Policy and Editing Committee. The proposal shall be preferably in an electronic format that can be converted to the standard template of the manual.

The Policy and Editing Committee shall place the new policy and/or procedure into the correct format, assign the appropriate number and forward to the Board of Directors with a recommendation for or against adoption.

Once acted upon by the MFSCA Board of Directors, and if adopted, the Policy and Editing Committee shall insert the appropriate adoption date, update the manual index, and insert the policy into the manual. It is anticipated that this manual will be an electronic document that will be easily updated and available to the membership.

Policy and Procedure Revisions:
Once a policy or procedure is adopted by the Board of Directors, it can be amended, revised or deleted by following a similar procedure for adopting a policy or procedure. No policy or procedure may be amended, revised or deleted without approval of the Board of Directors.

Ongoing Maintenance and Updating of Policy and Procedures Manual:
The Policy and Editing Committee shall annually review the entire Policy and Procedures Manual and report to the MSFCA Board of Directors at their first board meeting of each year. This report should include a recommendation for any changes to the manual. The Policy and Editing Committee may make recommendations for changes to the manual at any Board meeting provided all members have received notice of what changes will be proposed.