The OVFC Board of Directors maintains several standing committees to address various administrative goals and objectives. Committees are listed and described below. Members interested in participating in a committee should contact the listed committee chair.
This committee will develop and maintain financial records for all monies and accounts of the OVFC. They will maintain administrative procedures to ensure that all required records are maintained and available. The committee will conduct internal audits of funds and accounts as needed and provide for the timely submission of records to an accountant designated by the Board of Directors for the purposes of auditing OVFC financial records and/or file tax returns and other required government forms. This committee with input from the Chief will prepare an annual budget for operational expenses to be submitted to the County and provide regular operational spending reports required for reimbursement of budgeted operational expenses. They will provide financial reports as directed by the Board of Directors in support of applications for loans, grants, or other sources of funding or to meet the requirements of governmental regulatory agencies.
The Awards Committee will identify available appropriate awards from County, State, and National organizations for which OVFC members may qualify. The committee will make award recommendations to the President and Chief and prepare nominations as directed.
The Banquet Committee shall include the following subcommittees:
This committee will ensure that the OVFC has at least two successful Bull and Oyster Roasts each year. The committee will provide oversight for selecting dates and securing the hall for those dates, ensure that the Public Relations Committee advertises the event, procure and distribute tickets, procure needed food, supplies and permits and coordinate with the Ladies’ Auxiliary. The committee will make recommendations to the Board of Directors for new ideas, other events, changes, or cancellations. The Bull Roast Committee shall ensure that all funds are turned over to the Financial Secretary for deposit in a timely manner. The committee will assist with other related functions as required and directed.
This committee will ensure that all meetings are held in accordance with the OVFC By-Laws and Robert’s Rules of Order. The committee will recommend amendments to the by-laws. They will review all proposed amendments to the by-laws and serve as an advisory group to the membership on the consequences of implementing proposed amendments.
This committee will ensure that the OVFC has a successful Carnival each year. The committee will provide oversight for selecting dates and securing a vendor for those dates, ensure that the Public Relations Committee advertises the event, procure all needed food, supplies, and permits and coordinate with the Ladies’ Auxiliary as needed. The committee will make recommendations to the Board of Directors for new ideas, changes, or modifications. The Carnival Committee shall coordinate with the Treasurer the acquisition of required start-up monies and ensure that all funds received are turned over to the Financial Secretary for deposit in a timely manner.
This committee will ensure that various vending machines in the firehouse are supplied and functional. They will maintain adequate products, selection, and quantities. They will ensure that all surplus funds are turned over to the Financial Secretary for deposit. They Commissary Committee will maintain adequate coffee and related supplies for daily use in the firehouse. The committee will also provide food at designated meetings and other events as requested by the Board of Directors.
The Commissary Committee shall include the following subcommittees:
This committee is responsible for the general operations and maintenance of all OVFC facilities. The committee will develop and update as needed a “prioritized facilities plan” with cost estimates for maintenance of the facilities. They will present the plan to the Board of Directors for approval. The committee will make emergency repairs costing less than $300.00 as necessary. Repairs exceeding $300.00 or not of an emergent status must have the prior approval of the Board of Directors. This committee shall maintain exterior areas and grounds in a neat and orderly fashion. This committee will order and maintain those supplies necessary for daily cleaning and maintenance of OVFC facilities and as needed for special needs as may occur.
The Facilities Maintenance Committee shall include the following subcommittees:
This committee will coordinate and approve the issuance of MVA applications for OVFC organizational license plates to members of the OVFC and Ladies’ Auxiliary. They will maintain a list of those members issued such plates and the tag numbers assigned. The committee will provide notification to the MVA of any members subsequently deemed ineligible to display the organizational plates of the OVFC (i.e., resigned or terminated members).
This committee will develop recommendations for seeking grants and corporate support. They will brief the OVFC Board of Directors on committee goals and approaches to accomplish the goals. After approval, the committee will prepare necessary documents, briefings, and/or presentations to accomplish the desired goals. The committee will maintain an action plan to maximize resource opportunities. The committee will provide monthly status reports at the regular company meeting.
The Manager is responsible for overseeing all hall activities. The Manager will, on behalf of the OVFC, seek customers, show the hall to prospective renters, sign rental contracts, ensure compliance with all applicable rules and laws, collect funds, and turn over all funds to the Financial Secretary. The Manager will maintain and distribute a monthly calendar of scheduled events. The Manager will also, by way of inspections before and after events, ensure that the hall is clean and ready for use. The Manager will be supported as needed by other members of the committee. The Manager and the committee will make recommendations for change and/or improvements, as required, to the Board of Directors to ensure a profitable and safe operation.
This committee will promote improved health and wellness of the membership The committee will provide education and awareness of behaviors and activities intended to improve the general health and wellness of the membership including but not limited to diet improvement, smoking cessation, exercise programs, and other self-improvement activities.
This committee will research OVFC history and obtain and preserve as many artifacts as possible and will review records and documents for possible destruction or retention per adopted policy. The committee will provide presentations as requested to the community and other organizations. They will develop displays, articles and other innovative means to publicize OVFC history.
This committee will ensure that the OVFC has a working, functional, and useful computer system for general membership use, and administrative and suppression management. They will ensure that the hardware and software meet the needs of the administrative and suppression officers and OVFC committees. The will ensure that all systems are backed up monthly, or as deemed necessary by the committee to ensure data integrity. The committee will make recommendations to the Board of Directors for new hardware/software, updates, service policies and other changes as may be desired to maintain efficiency. This committee shall also maintain phone, cable, printer, and internet services for operability and cost and make recommendations to the Board of Directors as needed.
This committee will provide corporate oversight of the Anne Arundel County LOSAP Program. They will ensure that LOSAP policies and procedures are known by all OVFC members. The committee will ensure that all policies and regulations governing the AA County LOSAP Program are adhered to by each and every member of the OVFC. The committee will maintain a “sign-in log” system and ensure availability to the membership. The committee will complete all reports for submission of LOSAP records as required by the County. The LOSAP committee will maintain all records as required for audit and tax purposes.
The “Liaison” shall maintain appropriate communications between the Ladies’ Auxiliary and the OVFC regarding functions, fundraisers, and events requiring participation and/or assitance of either in support or of in cooperation with the other. The Liaison shall coordinate information with other committees as needed.
This committee is responsible for recruiting new members to the OVFC. The committee will hold monthly “Meet the OVFC” meetings with prospective members using a standard briefing format including handouts and visuals as needed. They will interview prospective members and make recommendations to the general membership for voting disposition. The committee will develop new and innovative means to recruit members from surrounding communities. They will seek to diversify the OVFC membership by recruiting people of all races and ages (16 years minimum). They will attempt to recruit and maintain an active administrative membership to support clerical, fundraising, and other non-emergency activities. The Membership Committee shall ensure that all membership funds (dues) are turned over to the Financial Secretary for deposit monthly.
This committee, working with both the President and Chief, will coordinate at least one major public fire and life safety education open house each year (coordinating with “Odenton Day” as appropriate). The committee will arrange to provide a full array of displays, demonstrations, and workshops for public fire and life safety education. A further focus of the open house is to ensure that members of the surrounding communities and public are aware of the services provided by the OVFC. The committee will coordinate with other committees as needed. The committee shall provide a proposed budget to the Board of Directors by July 1 to ensure the availability of funds for the purchase of support materials and supplies.
This committee will include the following subcommittees:
The Public Information Committee shall include the following subcommittees:
This committee is responsible for stocking, issuing, and/or selling uniforms, patches, pins, and other uniform items. They will also maintain a minimum supply of firefighting equipment for issuance by the Chief. The committee will manage the quartermaster process in a manner that ensures reasonable hours of availability and will post scheduled hours, ordering information, and other pertinent announcements. The focus of the quartermaster service is to ensure that all members of the OVFC have appropriate uniforms/attire to represent the company in a respectful and professional manner. The Quartermaster will ensure that all stock and funds are secured at all times and shall ensure that surplus funds are turned over to the Financial Secretary for deposit monthly or as otherwise necessary.
This committee will ensure that cards, flowers, and/or fruit or snack baskets are sent to members, affiliates, or close friends of the OVFC in recognition of special circumstances such as illness, hospitalization, the birth of a child, etc. The committee will also ensure that flowers are sent in remembrance of lost members, affiliates, or close friends of the OVFC.
This committee will develop new and fresh ideas for social activities for OVFC members and their family members when applicable. The committee will consider a family night at the ballpark, summer picnic or softball game, pool party, Superbowl party, or bowling as examples. The committee will also develop ideas for company activities and food preparation and plan for the annual AACVFA Convention outing. Proposals, including an anticipated budget, will be presented to the Board of Directors for approval, funding, and authorization.
This committee will manage all aspects of the annual OVFC Mail-Out Fundraiser, Photo Fund Drive program, and other special fundraisers as assigned. They will coordinate these fundraising activities with the Board of Directors and obtain their approval prior to initiating a proposed program. The committee will draft letters as needed for the President’s signature, stating the purpose of the fundraiser. The committee will record all donations as required. all donations are to be prepared for and turned over to the Financial Secretary in a timely manner and as directed. The committees and the Financial Secretary will establish procedures to ensure records integrity and compliance with the by-laws of the OVFC and applicable local, state, and federal laws and regulations. These committees will inform the Board of Directors of progress by making monthly status reports at the regular company meetings.
This committee will have the following subcommittees:
This committee will complete activity reports of members responses on a monthly and annual basis. They will maintain and make available such records for other committees (LOSAP, Banquet, Newsletter, etc.) as needed. They will provide a written and oral report at the monthly company meetings and make recommendations for the award of the monthly uniform awards for top responder (Fire and EMS) to the Board of Directors.
This committee will develop and maintain a uniform dress code including descriptions of classification of uniform options, placement of patches, pins, and other awards and accouterments worn on the uniform. The committee will present proposed uniform regulations, accessories, etc., to the Board of Directors for approval and adoption. The committee will develop visual aids for display to educate the membership on the various uniforms and their proper display. The focus of the committee is to ensure that all members of the OVFC have the information necessary to wear the uniform in a way that represents the company in a professional and respectful manner. The committee will also plan and coordinate the participation of the OVFC Honor Guard in ceremonies and other events as applicable.
This committee will include the following subcommittee:
