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

Its Fire Protection Officer, if registered, will have powers to enforce the FPA’s rules and inspect members’ propertyIt is also required to fulfil certain duties.A registered FPA can get help from DWAF including financial assistance where appropriate.

Registering an FPA

Preliminary meetings and discussions

Founding meeting: FPA formed

Complete & submit Form 1 for DWAF approval

Complete & submit Form 2

Constitution FPOBusiness plan

Approval & registration by DWAF

Process for registering an FPA

1. Preliminary meetings and discussions2. Hold founding meeting3. Submit Form 1: Application for registration

of FPA Part 14. Form 1 approved by DWAF5. Complete and submit Form 2: Application

for registration of an FPA and FPO Part 26. DWAF approves registration and issues a

registration number

Preliminary meetings and discussions

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.

Organising the founding meeting

The formation of an FPA must take place in a founding

meeting.

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).

Purpose of a founding meeting

To vote on establishing FPATo give the FPA a nameTo confirm FPAs boundariesTo elect an Executive CommitteeTo nominate a Fire Protection OfficerTo approve the process of applying for registration

Agenda of a founding meeting

Elect chairperson of meetingExplain the process and what the FPA is aboutAllocate votesConfirm support for establishing the FPADecide on a nameConfirm proposed boundariesElect Executive CommitteeAssign tasks to Executive CommitteeNominate Fire Protection OfficerGet approval to prepare Form 1

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.

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.

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.

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.