By-Laws
Of the
Three Oaks Emergency Vehicle Association
Revised 2006
Section I
A. Three Oaks Emergency Vehicle Association shall be the name of this not-for-profit organization.
1. Said organization is organized exclusively for charitable, religious, education, and scientific purposes, including, for such purposed, the making of distributions to organizations that qualify as exempt organizations under section 501c (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
2. No part of the earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes sets forth in the purpose clause hereof. No substantial part of the activities of the organization shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other actives not permitted to be carried on (a) by an organization exempt from federal income tax under 501(c) (3) of the Internal Revenue Code, corresponding section of any future federal tax code, or (b) section 170(c) (2) of the Internal Revenue Code, or corresponding section of any future tax code.
3. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposed within the meaning of section 501(c) (3) of the Internal Revenue Code or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of, shall be disposed of by the Court of Common Pleas, of the county in which the principal office of the organization is then located, exclusively for such purposed or to such organization or organizations, said Court shall determine, which are organized and operated exclusively for such purposes.
B. The purpose of the organization shall be to provide the villages and townships of Three Oaks and Galien with emergency care, rescue services and education in accordance with existing federal, state, and local laws as well as the Berrien County Medical Control protocols set forth by the Berrien County Medical Control Authority.
C. All regular meetings will be held on the 2nd
Sunday of the month at
D. The Executive Board of officers for TOEVA shall be Director (Chief), Administrator (Captain), and Operations Officer (Lieutenant). The term of each officer shall be undefined with the elections to be held in each odd calendar year. An election will be held during the May meeting at which time nominations for office shall be taken. After
nominations, there shall be a vote by the active members present. If no nominations are made, the current officer shall retain their current position. All nominations must be accepted by the person nominated. Office will be taken by new officers on July 1st at 0000 or 1200am hours of the election year. The prerequisites for office are as follows: The nominee shall be an active member in good standing for at least two (2) years. In addition, the Operations Officer (Lieutenant) shall have an EMT license or greater. A Sergeant can be added at the request of the officers and by a vote of the active membership to help as needed or to temporarily fill a vacant position due to illness, injury or resignation. The Sergeant will have no officer powers. A date of termination and pay shall be set upon voting in the Sergeant and a list of what the Sergeant is to accomplish will be predetermined.
1. The responsibilities of each position shall consist of:
a. Director (Chief)
1. Being the focal point of the service by overseeing the day-to-day
operations.
2. Conducting regular and special meetings.
3. Maintain all state paperwork.
4. Attend the
meeting.
5. This is a paid position of $250 per month.
b. Administrator (Captain)
1. Manage the monetary affaires of the organization.
2. Send, receive, and distribute correspondences.
3. Maintain an accurate account (minutes) of all meetings,
All minutes shall be kept on file at the office for review
and for reference purposes by the membership.
4. Attend the
Committee meetings
5. This is a paid position of $200 per month.
c. Operations Officer (Lieutenant)
1. Conduct or schedule all trainings required by the organization,
county or state.
2. Assist the active members with their licensure requirements.
3. Assist applicants in enrolling in Medical First Responder or EMT classes.
4. Receive and distribute mail.
5. Attend the
meeting.
6. This is a paid position of $150 per month
d. Major decisions concerning monetary values over $1500.00 shall be made by the active membership; however the Executive Officers have the power to make decisions of an emergency nature without prior approval. These decisions shall be considered on a case-by-case basis and shall be at the discretion of the Executive Officers.
e. Officers shall share the following duties:
1. Maintain the required supplies inventory and units checks. Members are encouraged and welcomed to help with unit and inventory checks.
2. Scheduling.
3. In house run review.
* Officers shall share in all duties to
ensure all items are completed.
2. The order of authority of the Executive Board shall be:
a. Director (Chief)
b. Administrator (Captain)
c. Operations Officer (Lieutenant).
E. Any vacancy of an officer’s position shall be filled at the next regular or special meeting.
F. A member of the organization shall not be eligible for office until they have been an active member in good standing for at least two (2) years. The membership may vote to accept a nominee with less than two years of service should no active member meet the requirements.
G. The organization shall operate on a fiscal year commencing July 1st at 0000 hours and ending June 30th at 2359 hours.
H. By-Laws of the TOEVA
1. Active and inactive members of TOEVA shall operate in accordance with the by-laws.
2. By-laws shall be reviewed and updated by the executive board. Proposed by-laws shall be reviewed by the general membership and voted upon by the active membership before adopting. Current by-laws will be kept by each member in a file of their own so that they can be referenced and update as needed. Each member will be required to sign for the by-laws stating that they have read, understand and will abide by the by-laws adopted by the active membership.
3. All by-law changes shall be ratified by the active members in accordance with Section 1.3. (Meeting)
4. A proposal to change these by-laws can be originated by any active member of TOEVA.
I. New Members:
1. Applicants with no previous experience:
a. A person with no previous experience, who wishes to become a member of TOEVA, shall be required to fill out an application to be considered by the active membership.
b. After receiving the application and upon approval by the membership, the applicant shall be given the opportunity to attend a Medical First Responder or EMT Class financed by TOEVA. The applicant shall also sign a contract giving TOEVA one year of service and a minimum of 1248 hours. The applicant must successfully complete the class and fulfill the one year of service agreement at which time the payment will be waived. Shots will be paid for according to TOEVA Exposure Control Plan requirements. Any applicant that does not satisfy the contract will reimburse TOEVA 100% of the cost of class and shots.
1. Upon completion of 624 licensed hours of service, the member shall receive a bonus of two hundred fifty dollars ($250.00).
2. Upon completion of an additional 624 licensed hours of service, the member shall receive a final bonus of two hundred fifty dollars ($250.00).
c. After receiving the application and upon approval by the active membership the applicant will be placed on probation and function as an observer. The observer shall be required to read and sign the by-laws with special focus on Observer guidelines (attachment 1) stating they have received and understand the expectations of TOEVA. Observers shall be issued a shirt, jacket, and temporary I.D. appropriate for the season that will identify them as a TOEVA observer.
d. After obtaining state licensure, the observer shall be tested for competency in skills and use of equipment. (See competency testing.) The Executive Officers will conduct competency testing. After the observer has been cleared by the Executive Officers, the active membership shall vote on accepting the observer as a voting active member by paper ballot.
e. Upon acceptance as a new active member, each individual shall have full voting rights.
2. Applicants with previous experience or applicants that paid for their own class prior to applying to TOEVA:
a. Persons who hold a valid State of Michigan Medical First Responder, EMT, EMT-S or EMT-P license shall be required to fill out an application to be considered by the active membership.
b. Upon acceptance of the application by the active membership, each individual shall be placed on probation for a period of 6 months. The probationary period may be waived or extended by a vote of the active membership. The applicant shall be tested for competency in skills and use of equipment. (See competency testing.) The Executive Officers will conduct competency testing.
J. All active members who are licensed as a Medical First Responder and have been on the service for a minimum of one year are encouraged to attend an EMT course at the expense of TOEVA, subject to the approval of the membership.
K. General Conduct Guidelines are as follows:
1. Personnel shall be well
groomed and in uniform while on duty. Members and observers who respond to
assist should make every effort to respond in attire that preserves the
professional appearance of TOEVA. Members will conduct themselves in a
professional manner at all times. Only TOEVA members and approved observers are
authorized to wear TOEVA issued uniforms. All uniforms must be approved by the
active membership.
2. Details of runs are not to be discussed outside the organization due to patient confidentiality/HIPPA laws. Ambulance runs are not to be discussed in public places. If a person who does not have a “need to know” inquires about a patient, a run or other sensitive ambulance business, the member should state that he or she cannot discuss that because he or she is bound by patient confidentiality/HIPPA laws.
3. A duty crew will consist of two state licensed personnel unless the EMT in charge or an executive officer deems it necessary for the use of additional personnel.
4. Any complaints by the membership, by the public or by another agency, shall be brought to the attention of an Executive Officer for resolution. Any disciplinary action brought by the Executive Officers shall be ratified by the membership. A complaint sheet shall be filled out and placed in the proper employee files. (See attached complaint sheet)
5. Any complaint that must
interface or be lodged with any outside agency by a member shall be directed to
the Director (Chief). The Director (Chief) shall than register the complaint
with said outside agency.
6. Alcoholic beverages can not
be consumed 12 hours prior to responding to a call in any capacity. If a member
has consumed alcohol within 12 hours of a call DO NOT RESPOND.
7. Any activity or conduct (on or off duty) which causes damage to the association’s equipment or discredits the organization will be grounds for immediate dismissal. In some cases the person may be asked to go on a probationary leave of absence. A leave of absence or dismissal shall be called for by the Executive Officers and ratified by the active membership at the next regular or special meeting. A vote of the active membership will take place prior to reinstatement. Upon reinstatement, the member shall be placed on probation until such time as he or she can gain a passing confidence vote from the active membership.
8. It is the member’s duty to ensure that he or she has reliable transportation while on duty. If due to unforeseen circumstances transportation becomes unreliable while on call, it is the member’s responsibility to make other arrangements.
9. 2010 and 2011 are licensed as a basic life support transport units. Members who are licensed at a higher level (EMT-S, EMT-P, LPN, RN or etc.) must operate under the protocols of a basic EMT. The only exception is that an EMT-S or EMT-P may act in the capacity of their licensure with a paramedic unit on board and with the paramedic’s permission. (The Member would be operating under the license of that Paramedic unit).
10. TOEVA is an equal opportunity employer. Sexual Harassment or racial discrimination will not be tolerated and will be grounds for immediate dismissal. Members who feel they are being discriminated against should bring their concerns to the attention of an Executive Officer for resolution. TOEVA has adopted the 5-in-1 labor laws poster which is posted by federal law and OSHA requirements. It is located in the office and can be reviewed at anytime.
11. TOEVA has adopted
12. The general safety of members is a very important concern. Any concerns of safety should be addressed to an Executive Officer immediately. (See contact numbers). Members are to ensure scene safety at all times. If a member(s) believes or has reason to believe that the scene is not safe, the member(s) should stage away from the scene until the police or fire department arrives and the scene is secured. If a member(s) determines a scene to be unsafe after arrival, the member(s) should retreat to the ambulance and leave the scene staging in a secure area until the police or fire department secure the scene. Dispatch should be notified immediately that assistance is needed, the nature of the incident and your present location if away from the scene. TOEVA has also adopted the Michigan Safety and Health Protection on the Job Policy. This policy is posted in the office for review at anytime. The safety policy and procedures are in place to protect both the members and TOEVA. All safety matters, exposures or incidents should be reported to an Executive Officer immediately. Employees are expected to follow and comply with the safety policies at all times.
13. Each member is to properly dispose of all bio-hazard (medical waste) in a red bio-hazard bag. The bags should be tied closed. All Sharps (from intercepting agencies) are to be handled and disposed of by the intercepting agencies personnel. Bio-hazard waste can be disposed of at any receiving hospital or it can be placed in the bio-hazard box located in the garage by the furnace at the TOEVA station.
14. Competency testing is a
requirement of the State of
a. Airway
b. Basic Cardiology
c. Patient Assessment (medical or trauma)
d. Splinting
e. Bleeding Control
f. Immobilization
g. Driving and verbal directions to hospital
h. Radio use
i. Paperwork
The Executive Officers shall be in charge of testing minimal competency in the above mentioned areas. Testing will be conducted using the current State of Michigan/National Registry testing guidelines and testing evaluation sheets.
Section II
A. General Information
1. TOEVA shall accept all
emergencies calls dispatched by a recognized dispatch center in
2. TOEVA will accept non emergency transfer calls only if a second crew is available. Every attempt will be made to schedule transfers with as much notice as possible. Emergency calls will take precedents over all transfers.
3. Members are encouraged to call for assistance when needed. Members are encouraged to use proper radio traffic.
4. TOEVA members have been issued a current copy of the Berrien County Medical Control Protocols on CD. Every member is expected to operate up to the level of their license according to federal, state, local law and the Berrien County Medical Control Protocols. Each member has signed a receipt stating they have received a copy of the protocols. This receipt is located in the members employee file. A copy of Berrien County Medical Control Protocols (hard copy) shall be kept in each ambulance for review by members.
5. TOEVA staff is reminded that our coverage area is approximately 20-30 miles away from each receiving hospital and that they are encouraged to return to our coverage area as quickly and safely as possible. In some cases it may be appropriate to wait for a piece of equipment or paperwork. Please use your best judgment.
6. Upon arrival to a scene, the EMT in charge should make every attempt to get the names and titles of any person(s) that have given aid to the patient.
7. An audit shall be done yearly effective July 1st. or with the change of any officer position. The audit is the responsibility of the Administrator. If the Administrator is leaving office, it is the responsibility of the Director.
8. In-active members are defined as:
a. A member, who is not current with federal, state, county or local requirements.
b. A member who has not attended 9 meetings in a rolling calendar year.
c. A member who has not been on
the schedule a minimum of 24 hours per
month.
d. A member who has not attended 1/2 of the schedule continuing education classes offered by TOEVA. Every member is encouraged to be an active member and attendance is required to be considered an active member. A member who is not able to attend a meeting or continuing education class shall contact an executive board officer for an excused absence. A member may only have three unexcused absences of any kind in a rolling 6 month period. In-active members will not be considered for EMS EXPO, reimbursements for licensure renewal, classes or voting privileges. Absences will be excused at the discretion of the Executive Officers.
9. TOEVA shall extend a life time membership program for any member and their spouse after 5 years of continuous service. This membership program shall be in accordance with the current membership program at time of use.
10. All TOEVA equipment should remain at the station unless expressed permission of an Executive Officer has been granted. The equipment shall be checked out and a return date shall be listed. Any member checking out a piece of equipment is responsible for the safe and functional return of said equipment.
11. Members shall have the fire department dispatched for all extrication.
12. In the event of mechanical failure, members are to contact the closest transporting agency to complete transport of the patient. After the patient’s transportation needs have been addressed, the member shall contact an Executive Officer so that repairs and towing can be arranged.
13. Accidents involving property damage or personal injury while driving a TOEVA vehicle shall be reported to the proper authorities. TOEVA requires the driver involved to undergo drug and alcohol screening. The member must be cleared by an Executive Officer prior to returning to duty.
14. Every member is encouraged to help with weekly unit checks. Unit check date will be determined on a weekly basis.
15. Extra supplies are kept at the station. Supplies should be replaced after each call and a tally mark should be recorded next to the item taken on the inventory sheet located on the supply cabinet door. If an item is not available an Executive Officer should be contacted immediately. Linens and defibrillator pads can still be restocked to Lakeland Niles and Lakeland St. Joseph.
16. Oxygen tanks shall be replaced at or below 500 lbs. Oxygen bottles need to be secured to the cot, mounting brackets, in the oxygen bags or in the oxygen crib located in the garage.
17. Any major repairs of the ambulances should be done by a professional due to possible injuries to personnel and liability reasons.
18. All members shall become familiar with the operation, care and use of all the equipment owned or purchased by TOEVA. Regular trainings will be scheduled to ensure proper operation, use and care of equipment.
19. Patient family members shall be encouraged to find their own transportation to the hospital if they are not injured or ill. The duty crew should use good judgment when allowing a family member to accompany the patient to the hospital.
20. To be considered for EMS EXPO members shall:
a. Attend 1/2 of the continuing education credits offered by TOEVA between EMS EXPO years.
b. Be on the schedule at least 1248 hours between EMS EXPO years; new hires not meeting this requirement shall be approved at the discretion of the active membership
c. Members must show proof of attending the classes they were registered for during the EXPO.
21. Because TOEVA is a paid on call ambulance service, TOEVA has an open calendar policy. Members are allowed to sign up for 24 hours a week starting on Sunday the week prior to the week needing coverage. If there is open time on the Friday week prior to the week needing coverage, the time left open shall be taken on a first come first serve basis. This policy is to ensure that all members have an equal opportunity to keep up their skills. The number of 24 hours was figured on a staff of 12 people taking a shift each week. TOEVA does understand not everyone can work every week and that the day shifts are hard to fill so this policy has flexibility. Try to be considerate of others when filling the schedule and allow others an opportunity to sign up.
22. Fuel shall be kept at ¾ full. Members shall record the date, current mileage, gallons pumped and member pumping the fuel initials in the fuel book.
23. Keys to the units shall be kept in the ignition while the units are in the station or at the hospital. Spare keys are located in the office by the service door to the bays.
24. Intercepts shall be at the discretion of the EMT caring for the patent when they are not warranted by the Berrien County Protocols. Intercepts are billed at an ALS rate and a portion of that fee goes to the intercepting agency.
25. TOEVA members are to follow the Berrien County Radio procedure. (See Attachment)
26. Members are encouraged to report to the ambulance station if the
fire department is dispatched to a call. However, the unit shall remain on
station until requested by the fire department incident commander to respond to
the scene. If you are not on duty, check with the duty crew to see if a fire
department/TOEVA member is on duty. They may want to respond to the fire to
help with manpower. You may standby for them but you must remain on station
until dismissed by the fire incident command.
Section III
A. Duties and requirements of the member providing patient care:
1. The member providing patient care must possess current copies of the following:
a. State of
b. An American Heart or American Red Cross Healthcare provider card.
2. The member providing patient care is responsible for patients,
by-standers, crew members and other persons on scene. An EMT must be in the
patient compartment or with the patient during transport at all times as
required by the State of
3. The member providing patient care is in charge of the scene.
4. Documentation of the patient chart is the responsibility of the member providing patient care.
5. Billing information, mileage, fueling and stocking of the unit shall be a shared duty of the crew.
6. For payroll purposes, the member writing the patient chart should circle the name(s) of any TOEVA personnel who respond to the scene to help but who do not complete transport.
7. An Executive Officer has the power to take command of any scene to ensure scene safety, proper patient care, and correct documentation of the call. The chain of command shall be utilized if more than one officer is present on scene.
B. Duties and requirements of the member driving:
1. The member driving as a minimum shall possess the following:
a. State of
b. An American Heart Association or American Red Cross Healthcare Provider card.
2. The driver is under the supervision of the member providing patient care.
3. The driver should not leave the station unless:
a. There is a full duty crew on the unit;
b. The driver is ordered to do so by a member providing patient care who is already on scene;
c. The driver is ordered to due so by an Executive Officer; or
d. If a partner is not available, the driver should request mutual aid from the closest ambulance agency and then first respond to assist the responding agency with patient care.
4. The driver shall follow Public Act 300 of 1949 when operating the vehicle with the use of lights and sirens. (See Attached Public Act) The driver is expected to observe all federal, state and local laws when driving under normal conditions.
5. The driver and all other TOEVA members shall at all times respond to all calls as dispatched by the priority given. Members may upgrade or downgrade the priority after assessing the patient but not prior to patient assessment.
a. Priority One: Lights and Siren
b. Priority Two: Drive under normal conditions
c. Priority Three: Usually transfers
6. Billing information, mileage, fueling, and stocking of the unit shall be a shared responsibility of the crew.
7. The driver is responsible for the cleaning of the unit upon arriving to the hospital. The unit should be put together as much as possible while at the hospital and finished upon arrival to the station.
Guidelines for Observers
1. Observers are defined as individuals who are riding with TOEVA after having completed the application process and have been approved by the active membership.
2. Equipment may be issued to observers at the discretion of the Executive Officer Board.
3. Observers are under the direct supervision of the Executive Board officers and the EMT in charge of patient care at all times.
4. Observers may assist in patient care only under the direct supervision of a TOEVA member. Observers shall receive their assignments from the EMT in charge of patient care. Observers are encouraged to experience all aspects of prehospital emergency medical care and will be assigned to observe patient care and driving duties.
5. Observers are required to follow all local, state and federal traffic laws when responding to any dispatch or emergency call for TOEVA, and are not authorized to respond lights and siren to any given call.
6. Observers are expected to follow the By-Laws of TOEVA paying special attention to the General Conduct Guidelines found within the By-Laws. Observers will be held to the same standards of each TOEVA member. Observers will be issued a copy of the current By-Laws.
7. Failure to comply with the guidelines or with the By-Laws of TOEVA shall be grounds for termination of the observer and of any association with TOEVA. The Observer will return all equipment and reimburse TOEVA for any moneys put towards a MFR, EMT, EMT-S or EMT-P class.
8. Observers will be paid a flat-rate of $10.00 per transport, effective only after the Observer has completed 50% of their class time.
I have read and understand the Observer guidelines and By-Laws of TOEVA.
Signature_________________________________________Date_______________
Witness__________________________________________Date________________