Mission Statement

The Lake Monticello Volunteer Fire Department and Rescue Auxiliary (hereinafter referred to as the Auxiliary) supports the Lake Monticello Volunteer Fire Department and Rescue Squad, Incorporated (hereinafter referred to as LMVFD&RS) through fundraising, community engagement, and operational support to help ensure its readiness and connection to the community.

 

1. Volunteer Expectations

To ensure smooth operations and maintain a high standard of service, all Auxiliary volunteers are expected to:

  • Commitment: Honor commitments to scheduled events, meetings, and tasks.
  • Participation: Attend Auxiliary meetings regularly and actively engage in activities.
  • Preparedness: Arrive on time and ready to assist with assigned responsibilities.
  • Communication: Maintain open, clear communication with coordinators and volunteers.
  • Safety: Prioritize personal and public safety during all activities.
  • Positive Attitude: Approach all interactions and activities with enthusiasm and flexibility.

By adhering to these expectations, volunteers help strengthen the Auxiliary’s mission and foster a positive, effective, and respected organization.

 

2. Code of Conduct

As representatives of the Auxiliary, all members are expected to uphold the highest standards of integrity, professionalism, and respect. The following Code of Conduct applies to all Auxiliary members during any activity, event, or representation of the organization:

  • Respect & Courtesy: Treat fellow members, LMVFD&RS personnel, and community members with kindness, patience, and professionalism at all times.
  • Teamwork: Collaborate effectively, support fellow volunteers, and maintain a spirit of cooperation and shared purpose.
  • Integrity: Conduct all activities honestly and transparently. Misuse of funds, resources, or misrepresentation of the Auxiliary is strictly prohibited.
  • Confidentiality: Respect the privacy of other members and sensitive information related to the LMVFD&RS or Auxiliary business.
  • Representation: Present the Auxiliary in a positive and respectful manner in all public and private interactions.
  • Compliance: Follow all applicable laws, LMVFD&RS Bylaws, safety regulations, and event guidelines.

 

3. Membership Process

The Auxiliary welcomes community members who are committed to supporting the LMVFD&RS through service, fundraising, and engagement. The following outlines the membership process:

  • Eligibility: Open to individuals 18 years or older.
  • Application: Submit a completed membership application form.
  • Approval: Applications will be reviewed.
  • Membership Status: Active, Inactive, Associate, and Life (See Membership Categories page for definitions of status)

4. Meeting Procedures

Regular meetings ensure the Auxiliary operates smoothly, maintains transparency, and fosters collaboration. The following procedures apply to all Auxiliary meetings:

  • Frequency: Hold regular meetings
  • Notice: Provide meeting notice at least one week in advance.
  • Agenda: Follow a structured meeting agenda.

Typical agenda items include:

  • Call to Order
  • Approval of previous Minutes
  • Committee Reports
  • Old Business
  • New Business
  • Announcements
  • Adjournment
  • Voting: All Active and Life members are eligible to vote.
  • Minutes: The Secretary records accurate meeting minutes.
  • Conduct: Meetings are conducted respectfully, following parliamentary procedures.

 

5. Assistance with Special Events Guidelines

Scope: Provide volunteer support for LMVFD&RS open houses, memorial events, fire prevention events, and other community functions.

Coordination: Work with LMVFD&RS leadership to identify volunteer needs and roles.

Responsibilities may include:

  • Set up event spaces.
  • Manage hospitality (food, beverages).
  • Staff informational tables or assist with crowd management.

Post-Event: Assist with clean-up and submit an event summary (including volunteer participation) to Auxiliary.

 

6. Promotion of the Auxiliary Guidelines

Purpose: Raise awareness of Auxiliary’s mission, recruit volunteers, and foster community goodwill.

Strategies may include:

  • Maintain an active presence on social media, community boards, and newsletters.
  • Host informational booths at local events.
  • Develop and distribute brochures and promotional materials.

Membership: Organize periodic membership drives and appreciation events.

Media Relations: Coordinate press releases or event coverage with local media outlets

 

 

 

7. Maple Room Rentals Guidelines

Purpose: Facilitate rentals of the Maple Room to community members and organizations.

Procedures:

  • Maintain a rental calendar and handle booking inquiries.
  • Ensure renters sign rental agreements and submit deposits.

Facility Management:

  • Inspect room before and after rentals.
  • Ensure cleanliness and setup per rental terms.
  • Coordinate with maintenance staff for any required repairs or services.

Financials: Track rental income and deposits; report to Auxiliary monthly.

 

8. Bingo Event Guidelines

Purpose: Conduct Bingo events as a LMVFD&RS fundraiser.

Licensing: Ensure compliance with local and state gaming regulations; maintain necessary permits.

Planning:

  • Set event schedule and advertise accordingly.
  • Organize volunteers for set-up, caller duties, and concessions.

Execution:

  • Manage cash handling and payouts transparently.
  • Ensue sufficient supplies are stocked for weekly game play.
  • Maintain up-to-date inventory records.
  • Ensure a safe, welcoming environment for all attendees.

Reporting:

  • Report to state quarterly as required.
  • Maintain records of proceeds and attendance.
  • Submit reports to Auxiliary and LMVFD&RS.

9. Fund Drive Guidelines

Purpose: Raise funds to support equipment purchases, training, and LMVFD&RS needs.

Planning: Establish a committee to organize fund drive mailings including coordination of printing, postage, and mailing.

Execution:

  • Distribute mailers or digital notices to community members.
  • Ensure accurate record-keeping of donations.
  • Acknowledge donations with thank-you notes or public recognition, as appropriate.

Reporting: Provide a financial summary to the Auxiliary and LMVFD&RS leadership at Auxiliary and Board meetings.

10. Golf Tournament Guidelines

Purpose: Engage the community in a social event to raise awareness and funds for LMVFD&RS.

Planning: Form an organizing committee at least 6 months in advance.

Key Tasks may include:

  • Secure golf course venue and date;
  • Secure luncheon venue for after tournament play;
  • Solicit business sponsors for holes, events and raffle prize donations;
  • Solicit individual sponsors for holes recognizing a special person or event or in memory of a loved one;
  • Promote the event via flyers, local newspapers, social media, and local businesses;
  • Prepare registration forms and coordinate registration of all teams with Pro Shop;
  • Prepare and disseminate to golfers the tournament Rules and Regulations; and
  • Decide on Tournament prizes and allocate funds for Tournament Winners.

Day-of Responsibilities: Coordinate registration, hole assignments, display of raffle items, refreshments, and awards ceremony.
Follow-Up: Thank participants and sponsors; provide event and financial summary to Auxiliary and LMVFD&RS Board of Directors.