VISION STATEMENT

Pender Islands Fire Protection Society

BP # 0

The vision of the Pender Islands Fire Protection Society (PIFPS) is to serve and be responsive to the needs of the community through investing in training, education and equipment for our fire fighters and medical responders to save lives and protect property and the environment

Approved by PIFPS BOD Meeting

Effective Date: February 25, 2013

BOARD POLICY

Pender Islands Fire Protection Society

BP # 1

INSPECTION OF FIRE HAZARDS

POLICY

On receipt of a complaint from an interested person, or if a Local Assistant to the Fire Commissioner (LAFC) has reasonable grounds to believe that any premises located on North or South Pender Islands are in a state of disrepair or are so used or occupied that a fire starting in them would endanger life or property, or contain combustible or explosive material so as to endanger life or property, or otherwise contain or constitute a fire hazard, Pender Island Fire Rescue (PIFR) shall inspect the premises at the first reasonable opportunity. The inspection shall be conducted by an LAFC who may issue a written order directing the owner or occupant of the premises to remedy any identified fire hazard within a reasonable time set by the order.

REFERENCE

PIFPS Constitution, Article 2(b)

BC Fire Services Act, Part 1, Sections 21 – 24

Approved by PIFPS BOD Meeting

Effective Date: August 13, 2012

BOARD POLICY

Pender Islands Fire Protection Society

BP # 2

FIRE SAFETY INSPECTIONS

POLICY

Pender Island Fire Rescue shall provide a system of fire safety inspections of public buildings on North and South Pender Islands to ensure that owners or occupiers comply with the public safety requirements prescribed in Part 2 of the Fire Services Act. The fire inspections shall be conducted by an LAFC and may be done informally in conjunction with pre-fire planning (PIFPS Board Policy #3) or while assisting an owner or occupant with the development of a fire safety plan (PIFPS Board Policy #4). The LAFC may formally order an owner or occupant of a public building to provide or make alterations to means of exit and systems of fire and smoke detection, fire alarm, fire extinguishing, and emergency lighting within a reasonable time stated in the order, provided the order does not set requirements which exceed those established by the BC Fire and Building Codes. Where non-compliance is relatively minor and does not represent an immediate danger to public safety, the LAFC may issue an informal letter of recommended corrective actions.

REFERENCE

PIFPS Constitution, Article 2(b)

BC Fire Services Act, Part 2, Sections 30 – 36

BC Fire Code

BC Building Code

Approved by PIFPS BOD Meeting

Effective Date: August 13, 2012

BOARD POLICY

Pender Islands Fire Protection Society

BP # 3

PRE-FIRE PLANS

POLICY

Pender Island Fire Rescue will endeavor to develop pre-fire plans for select public buildings on North and South Pender Islands on a cooperative basis with the owners and occupants. Pre-fire plans provide valuable information to fire fighters and first responders with respect to access, water supply, known hazards, exposures, property contact information, and built-in fire protection systems. Pre-fire planning enables a safer and more efficient response to an emergency and provides an opportunity to foster rapport with the business and non-profit communities which have a mutual interest in the activity.

REFERENCE

PIFPS Constitution, Article 2(b)

Approved by PIFPS BOD Meeting

Effective Date: August 13, 2012

BOARD POLICY

Pender Islands Fire Protection Society

BP # 4

FIRE SAFETY PLANS

POLICY

Pender Island Fire Rescue will endeavor to assist owners and occupants of public buildings that require fire safety plans on North and South Pender Islands. Fire safety plans prevent the occurrence of fire by the control of fire hazards in the building, ensure operation of fire protection systems by establishing maintenance procedures and provide a systematic method of safe and orderly evacuation of the building in the event of fire. Fire safety plans are the legal responsibility of the owner or occupant. Owners of buildings or developments that require complex fire safety plans due to the nature and scope of the occupancies should be encouraged to engage the services of a qualified fire protection engineer.

REFERENCE

PIFPS Constitution, Article 2(b)

BC Fire Code, Section 2.8

Approved by PIFPS BOD Meeting

Effective Date: August 13, 2012

BOARD POLICY

Pender Islands Fire Protection Society

BP # 5

FIRE FIGHTER TRAINING STANDARDS

POLICY

The training standards for Pender Island fire fighters shall meet or exceed the training standards mandated by the Province of BC for full service fire departments as defined in the "BC Structure Firefighters Competency and Training Playbook" and any subsequent revisions.

REFERENCE

NFPA 1001

PIFR Policy #20

PIFR OGs 3-01-05, 3-01-04, 1-04-01, 1-01-03

BC Structure Firefighters Competency and Training Playbook
(Issued by the Office of the Fire Commissioner of BC - September 2014)

Approved by PIFPS BOD Meeting

Effective Date: October 20, 2014

BOARD POLICY

Pender Islands Fire Protection Society

BP # 6

MANAGEMENT OF ALCOHOL AT PIFR FUNCTIONS AND ON CRD PROPERTY

POLICY

No alcohol shall be consumed or distributed to persons on CRD property or at Pender Island Fire Rescue functions unless the event is sanctioned by the fire chief or designate and all alcohol at the event managed in conformance with CRD and PIFR guidelines for functions where alcohol is served.

REFERENCE

PIFR Operational Policy #5

PIFR OG 5-01-01

CRD Policy – Alcoholic Beverages

Approved by PIFPS BOD Meeting

Effective Date: February 25, 2013

BOARD POLICY

Pender Islands Fire Protection Society

BP # 7

WORKPLACE HARASSMENT AND BULLYING PREVENTION

POLICY

The Pender Islands Fire Protection Society is committed to a harassment and bullying-free workplace.

REFERENCE

PIFR Operational Policy #21

Approved by PIFPS BOD Meeting

Effective Date: September 22, 2014

BOARD POLICY

Pender Islands Fire Protection Society

BP # 8

FIRST RESPONDER TRAINING STANDARDS

POLICY

The training standards and license requirements for Pender Island Fire Rescue volunteers and /or paid staff providing emergency patient care as First Responders (FRs) on the Pender Islands shall be those stated by the Emergency Medical Assistants Licencing Board (EMALB) of BC.

REFERENCE

Emergency and Health Services Act

Emergency Medical Assistants Licencing Board

Approved by PIFPS BOD Meeting

Effective Date: February 25, 2013

BOARD POLICY

Pender Islands Fire Protection Society

BP # 9

PURCHASE AND PAYMENT

POLICY

All purchases or engagements for goods and services requiring the expenditure of funds held by the PIFPS (PIFR) shall be made in accordance with Part 7, Sections 47 and 48 of the PIFPS Constitution. All payments including cheques or electronic transfers shall be signed or initialed by a minimum of two signing officers authorized by the board of directors. Whenever possible at least one of the authorized signing officers shall be a PIFPS Board signing officer.

Note

In circumstances when a Board signing officer is not readily available, and payment for goods or services is time-sensitive, the two authorized signing officers on staff may issue payment for invoices pertaining to the business or operations of PIFR or the PIFPS. In all such cases the method of payment and invoice shall be presented to a PIFPS Board signing officer for review and approval at the earliest opportunity.

REFERENCE

PIFPS Constitution, Part 7, Sections 47 (1-3) and 48 (1-3)

Approved by PIFPS BOD Meeting

Effective Date: September 22, 2014

BOARD POLICY

Pender Islands Fire Protection Society

BP # 10

FIRE DEPARTMENT SERVICE LEVEL

POLICY

The fire department service level delivered to the Pender Islands shall be "full service operations" as defined by the BC Structure Firefighters Competency and Training Playbook issued by the Office of the Fire Commissioner of BC, September 2014.

REFERENCE

B.C. Structure Firefighters Competency and Training Playbook

Approved by PIFPS BOD Meeting

Effective Date: November 20, 2014

BOARD POLICY

Pender Islands Fire Protection Society

BP # 11

PIFPS AND PIFR PURCHASE APPROVAL

POLICY

All purchases or engagements for goods and services requiring the expenditure of funds held by the PIFPS or CRD shall be approved in accordance with the PIFPS “Purchase Approval Matrix”. This includes all payments by cheque or electronic transfers. The fire chief or designate shall, at the earliest opportunity, notify the treasurer or board chair of any extraordinary or unexpected costs.

REFERENCE

PIFPS - Purchase Approval Matrix – (Revised, Schedule F - CRD Agreement 2016)

Approved by PIFPS BOD Meeting

Effective Date: April 13, 2015

BOARD POLICY

Pender Islands Fire Protection Society

BP # 12

IN-CAMERA MEETINGS

POLICY

In-camera Meetings

There are times when discussions within the Pender Islands Fire Protection Society meetings must be kept confidential. This means that everything that is discussed, as well as the minutes, is confidential. Such discussions are considered to be “in-camera” meetings. In-camera meetings have a legitimate purpose but their use should be limited. Because in-camera meetings restrict the normal information reported to the membership, their use should be limited to those occasions when they are absolutely necessary.

Factors Supporting In-camera Meetings

In-camera meetings should be considered where the following subject matter is to be discussed (the following list is not intended to be an exhaustive list, and other factors may be considered):

• Personnel and employment matters
• Sensitive business matters, including matters subject to confidentiality agreements with third parties
• Employee performance, compensation and employment status
• Litigation or potential litigation
• Receiving of advice that is subject to privilege, including communications necessary for that purpose

Minutes of In-camera Meetings

Decisions made in an in-camera meeting (including any in-camera discussion within a broader meeting) and, when appropriate, the factors considered in determining to hold a discussion in camera, shall be recorded in separate minutes. The recording secretary should be part of the in-camera meeting to keep the minutes unless the circumstances require that he/she also be absent. In his/her absence, the president is responsible for ensuring that an appropriate record of the discussion is kept.

Minutes of an in-camera meeting should be distributed to those who participated in the meeting and after their approval should be kept confidential and separately along with any materials considered as part of the in-camera meeting. The Society secretary shall keep or cause to be kept a record of in-camera minutes.

Any access to in-camera minutes is limited to the participants of the in-camera meeting, anyone with a right to be present and any other future Society board members.

REFERENCE

Approved by PIFPS BOD Meeting

Effective Date: August 31, 2016

BOARD POLICY

Pender Islands Fire Protection Society

BP # 13

POLICY ON BOARD ELECTIONS

RATIONALE:

It has already been recognized that the board does not have an up-to-date policy manual to guide either its own work or the actions of the Chief/department. The work of the Governance Committee has brought to light a particular need for policies in the area of board elections, and the Constitution Committee has confirmed that this level of detail does not belong in the By-Laws.

Specifically, the policy addresses two potential short-comings around elections:

1. There are currently no documented protocols that would hold the Board accountable for its own continuity, by cultivating candidates and applying deliberate criteria such as skill-set, relevant experience or the potential to bring diversity to the board’s composition.
2. In the past, board nominations can be (and have been) made from the floor of the AGM. This practice potentially undermines any efforts by the board to proactively ensure continuity.

There is no reason for allowing from-the-floor nominations if the membership has been notified well in advance of the meeting; they have been informed about the nomination process; and people have had time to consider running. Advance announcement of the intention to run ensures that all nominees have been oriented to what it means to serve on the board, and the voting members have time to consider the various nominees who are running.

POLICY

1. To ensure continuity and optimal composition of the Board, the PIFPS Board will be deliberate in seeking potential candidates with the skill set and relevant experience to match the Society’s strategic needs. Additionally, the Board will strive for diversity on its Board in the areas of gender, age and ethnicity. The process of cultivating a list of potential candidates each year will be managed by the Governance Committee, for Board discussion.
2. To ensure that there is ample time for an orientation of candidates prior to election, nominations must be submitted a minimum of three weeks prior to the AGM. The Board will communicate in a timely fashion with Society members and the general island public about the AGM, elections, and nomination procedures, including the By-Law requirement of two weeks official notice to members about the AGM.

REFERENCE

Approved by PIFPS BOD Meeting

Effective Date: March 20, 2018

Pender Islands Fire Protection Society

BP # 14

Nomination & Election Procedures
Relating to Policy on Election Process

GUIDING PRINCIPLES

In the interest of continuity and deliberate planning, the board strives to recruit members who possess the skills, qualities and experience to collectively contribute to effective board governance; who are commited to sustaining effective fire/emergency services on Pender Islands while being accountable to the community as a whole; and who work well as part of a team.

Board member recruitment, nomination and election will be managed through a transparent process that is communicated in a timely manner to both PIFPS members and the PI community.

All potential board members will have an opportunity to learn about the board’s role and responsibility through a timely orientation plan. Continuity is best served when the Board has an opportunity to discuss potential candidates their skills/experience.

The Governance Committee will be responsible for guiding the nomination and election process.

NOMINATION PROCESS

Many of the following actions will be guided or carried out by the board’s Governance Committee (GC)

On-going:

• The GC, in conjunction with board, will search throughout the year for potential board members by identifying individuals in the community with the skills, interests and background to contribute to the board including current members who may seek re-election, using the Board Election policy as a guide.
• The names of potential board members, along with information about their skills and experience, will be shared with the board and discussed as potential board members are identified.

January

• The GC will determine the number of up-coming vacancies to expect as well as identify the desired skill-set needs to fill those vacancies, considering the skills/experience/knowledge of members who will or may be leaving, and the anticipated goals/needs of the board in the years ahead.
• The GC will circulate, through all applicable channels (including via the staff and volunteers) information about the PIFPS board and the upcoming opportunity to stand for election, including the date and time of a brief, informal orientation session to take place in February or March. This January announcement will include information about the required/ optimal skill-set sought for this year’s new board members.
• Interested individuals from the community/PIFPS members will be encouraged to contact the President for more information and attend the orientation.
• The GC will present to the board a list of any/all names of potential candidates who have been suggested, for the board’s discussion in camera. Potential board nominees will then be asked if they want to be considered for board membership, and encouraged to attend the orientation.

February

• Another notice will go to the PI community/PIFPS members about the AGM and PIFPS board elections, including information about the nomination and election processes. Information about nominations not being accepted from the floor of the AGM must be included.
• The President and one or two board colleagues will conduct the informal orientation for potential board members, including both those who have come forward on their own and those whom the board has discussed as potential candidates, except current board members who may be seeking re-election.
• Bios will be 150-250 words, including information about residency, relevant experience, and skills that align with those being sought in the new board members.

March

• After the Orientation all potential candidates—both those who have come forward on their own and any identified by the GC or board as potential candidates—will be reminded about the timeline and process for submitting their nomination, no less than three weeks prior to the AGM.
• Collect nominations and bios, for circulation to PIFPS membership with the final meeting notice.

Two weeks prior to the AGM (as required by by-law)

• The President will circulate to PIFPS membership the official notice of the AGM, including the agenda, information about the election (number of possible vacancies, voting procedure, and reminder about no nominations from the floor), and information/bios about all nominees.

Election Process

• Election of board members is completed each year as part of the Annual General Meeting. Candidates are elected by the members of the Society who are present at the AGM. The election will normally take place as the final item on the agenda.
• All candidates will be given an opportunity to address the AGM for a brief (two-minute maximum) self-introduction. Names of candidates will either be printed on the agenda or posted at the front for everyone to see. Nominations will not be accepted from the floor.

• Voting:

  • If there are more nominees than vacancies, then a balloting process will take place.

    • Two members of the board, plus one non-board member in the audience who volunteers (not including any candidates), will be identified to count the ballots.
    • Each member present, including candidates, will receive a ballot slip with the number of vacancies on it and a space for writing the names of those candidates the person wants to support, up to the maximum number of vacancies.
    • The ballots are collected, and counted privately.
    • Results are announced: The nominees with the highest number of votes will be elected to fill the vacant positions.

  • If there are the same number of nominees as vacancies, the President may call for a motion from a PIFPS member from the floor to approve all nominees, by acclamation.

    • There should be a mover and seconder.
    • Prior to a vote being called, there should be an opportunity for any discussion.

REFERENCE

Approved by PIFPS BOD Meeting

Effective Date: March 20, 2018