Committee: Communication & Policy

Contact: Kurt Rogers, Chair - [email protected]

2021 Mission: The mission of the Communications and Policy Committee is to provide policy recommendations to the MSFCA Board of Directors, with an emphasis on promoting goals, directions and quality within the organization. The Committee continuously monitors and updates the Policy and Procedure Manual to ensure the MSFCA is operating within state and federal law and regulations it sets for itself. New policies are introduced to the Board of Directors for consideration as need arises.

The Committee also assists the Board of Directors in coordinating all of the Association’s committees and communication channels, overseeing all facets of the MSFCA website, Minnesota Fire Chief magazine and E-Newsletter operations that include, but are not limited to, publishing, editing and advertising. The Committee also ensures that all informational content meets the needs of the Association’s members.

2021 Report: The Committee has two primary objectives: Communications and Policy. Most of the focus in 2021 was on Policy work. The Policy & Procedure Manual was last overhauled in 2015 so the Committee started tackling the review and revision of MSFCA policies, policy-by-policy. Policies 101 through 107 were updated and approved by the Board of Directors this year. Spelling errors were corrected, and the format was completely overhauled due to repetitive and extraneous language.

Policy 101: MSFCA Vision, Mission and Values

 Policies and statements from other organizations were reviewed and used as reference for this new version.

• Vision: Updated to align with the ‘about’ information section of the new website

• Mission: Currently remains unchanged

• Values: All statements were combined, pared-down, rewritten, and new parts were added to be more reflective and representative of the MSFCA. They were summarized in an alliterative fashion so that the acronym of the value statements together reads: PRIDE.

Policy 102: Governing Body

 The purpose of this policy is to outline the structure, responsibilities and expectations of the MSFCA governing body and its individual members. This policy references the Bylaws and summarizes differences between the Executive Committee and the full Board of Directors.

Policy 103: Meeting Minutes

 The fundamental purpose of MSFCA minutes is to preserve an accurate and official record of the proceedings of the Association. This policy references Robert’s Rules of Order and explains what minutes are and why they are recorded, including which meetings require minute-taking and who is responsible for them. It further outlines a sample agenda order and accessibility of the documents. 

Policy 105: Whistle Blower Policy

 The MSFCA Whistle Blower Policy was updated to be reflective of more current language in accordance with the standards of other national, non-profit organizations. It also more clearly defines the MSFCA’s Compliance Officers as the Executive Director, Parliamentarian and Past President. 

Policy 106: Document Retention and Destruction Policy

 Minnesota law requires the Minnesota State Fire Chiefs Association (MSFCA) to maintain certain types of corporate records, usually for a specified period. Failure to retain records for minimum periods could subject the MSFCA to penalties and fines or other adverse consequences. This policy lists materials and identifies the lengths of time each must be retained, ranging from permanent retention to a period of seven years. They are categorized in four primary areas: corporate records; accounting and corporate tax records; employment and human resource records; and donor and grant records.

Policy 107: Accountability and Transparency

 Due to the enhanced nature of Policy #101: MSFCA Vision, Mission and Values previously approved by the Board of Directors, the Communications and Policy Committee recommends the elimination of the duplicative Policy #107: Accountability and Transparency. These concepts are covered in Policy #101 along with the ethics and integrity of MSFCA. A separate policy is unnecessary.

Once the manual is overhauled, it will continuously be reviewed to keep the Policy & Procedure Manual updated. If you want to get involved with Communications and Policy work, 2022 is a great year to step forward. Our expanding Committee is always looking for detailed and dedicated members to join.

2021 Communication & Policy Committee Members

  • Chair: Kurt Rogers, Lakewood, Fire Chief
  • Tim Bush, Maple Grove, Fire Chief
  • Dennis Edwards, Duluth, Assistant Chief
  • Dan Lysher, 148th Air National Guard, Fire Chief
  • Todd Seitz, Brooklyn Park, Deputy Chief
  • Bruce West, MN Dept. of Public Safety, Assistant Commissioner

Communications & Policy Committee File Library