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Forming an FPA – the founding meeting

Forming an FPA – the founding meeting. Why register an FPA?. By registering an FPA it acquires powers under the Act to do the following: make rules which bind its members exercise any powers delegated to it by the Minister

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Forming an FPA – the founding meeting

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  1. Forming an FPA – the founding meeting

  2. Why register an FPA? • By registering an FPA it acquires powers under the Act to do the following: • make rules which bind its members • exercise any powers delegated to it by the Minister • Its Fire Protection Officer, if registered, will have powers to enforce the FPA’s rules and inspect members’ property • It is also required to fulfil certain duties. • A registered FPA can get help from DWAF including financial assistance where appropriate.

  3. Registering an FPA Preliminary meetings and discussions Founding meeting: FPA formed Complete & submit Form 1 for DWAF approval Complete & submit Form 2 FPO Constitution Business plan Approval & registration by DWAF

  4. Process for registering an FPA • Preliminary meetings and discussions • Hold founding meeting • Submit Form 1: Application for registration of FPA Part 1 • Form 1 approved by DWAF • Complete and submit Form 2: Application for registration of an FPA and FPO Part 2 • DWAF approves registration and issues a registration number

  5. Preliminary meetings and discussions

  6. Agenda for preliminary meetings or discussions • Explain what an FPA is, the process of forming one, and the potential benefits. • Test whether landowners support formation of FPA. • Propose preliminary boundaries. • Find out who else could be involved, bearing in mind that the FPA’s members must be representative of the area. • If there is support, plan the founding meeting to form an FPA.

  7. Organising the founding meeting The formation of an FPA must take place in a founding meeting.

  8. Calling a founding meeting • Publish notification in the media (keep copies to attach to Form 2). • Support with a promotion drive (for example, a roadshow, posters and lectures). • Ensure that all reasonable steps are taken to invite all owners. • Prepare an agenda to circulate. • Invite all chief fire officers (CFOs) for the area. They may authorise another person to attend on their behalf in writing. (Keep a copy to attach to Form 2).

  9. Purpose of a founding meeting • To vote on establishing FPA • To give the FPA a name • To confirm FPAs boundaries • To elect an Executive Committee • To nominate a Fire Protection Officer • To approve the process of applying for registration

  10. Agenda of a founding meeting • Elect chairperson of meeting • Explain the process and what the FPA is about • Allocate votes • Confirm support for establishing the FPA • Decide on a name • Confirm proposed boundaries • Elect Executive Committee • Assign tasks to Executive Committee • Nominate Fire Protection Officer • Get approval to prepare Form 1

  11. Representation at the founding meeting • An owner may represent him/herself at a founding meeting or may be represented by another owner or organisation. • A copy of the owner’s written consent to be represented must be kept by the owner and the representative.

  12. Voting (1) • The elected chairperson must allocate votes as follows: • one vote for each owner representing him/ her/ itself. This includes State and municipal owners (previously not allowed). • where an owner represents another owner, the owner is allocated one vote for each owner so represented. • where an organisation represents an owner, it is allocated one vote for each owner represented.

  13. Voting (2) • An owner who is represented by an organisation has no individual vote. • All owners or their representatives must come to the meeting with the authority to vote. • The founding meeting must vote on whether an FPA should be set up. • If it votes in favour it must also at least: • propose and vote on a name for the FPA • decide on the area of jurisdiction • elect its Executive Committee • nominate the FPO unless it does not have the means to do so.

  14. Minutes • Minutes must record: • Number of votes for, against and abstaining • Confirm name, boundaries, Executive Committee and proposed FPO’s name • Agreement to prepare Form 1. • Attached to the minutes must be: • attendance register with everyone’s names and contact details on it • if applicable, a copy of CFO’s written authorisation for another person to attend on his/her behalf.

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