ASFP - Association for Specialist Fire Protection Byelaws

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	BYELAWS
	CODE OF PRACTICE
	COMPLAINTS PROCEDURE

BYELAWS

	1. TITLE
	The Organisation shall be called the Association for Specialist Fire Protection

	2. OBJECTIVES
	To be the leading UK and European Trade Association relating to PFP.
	To be dedicated to the protection of life, property, the environment and our heritage.
	To represent the commercial interest of members through quality of product and installation with technical expertise.
	To promote continuous improvement in all aspects of the fire protection industry.
	To foster the education and training of all those involved in the development, specification and use of passive fire protection materials.

	3. MEMBERSHIP
	3.1 Applications
	All applicants shall:
	Complete the Association's Application Form
	Agree to comply with the ASFP Code of Practice

	Additionally:
	CONTRACTORS
	Demonstrate a current track record in passive fire protection
	Provide evidence of appropriate levels of insurance
	Provide evidence of employed staff e.g. CITB levy notice
	Submit one years accounts (unless applying for probationary membership)
	Be members of an appropriate third party certification scheme
	Each contracting member of the Association shall only employ workers in strict compliance with current legal practices.

	If an applicant is unable to demonstrate the required track record, probationary membership may be granted in the interim. (Probationary members are entitled to all benefits of Full Members other than displaying the logo or being entitled to use the Contractor's Letter of Endorsement).

	MANUFACTURERS
	Provide a list of passive fire protection products manufactured by them
	Provide evidence that the products are tested and assessed and checked by the Technical Review Panel in accordance with the guidelines and principles laid down in the Association's publications. (eg. "Fire Protection of Structural Steel in Buildings" also known as the 'Yellow Book').
	Submit one years accounts

	DISTRIBUTORS
	Specialist suppliers and distributors shall be required to provide test information and technical data on products which they offer, which are not manufactured by an existing ASFP member, and these products shall be checked by the Technical Review Panel.

	ASSOCIATE MEMBERS
	Includes Consultants, Test Laboratories, Raw Materials Suppliers, Local Authorities and Educational Establishments. The Council deals with applications on an individual basis.

	OVERSEAS CONTRACTORS
	If an overseas contracting company is actively working in the UK it should apply for full membership similar to UK Companies – this includes companies based in Southern Ireland.
	If a company is not actively working in the UK it will be classified as an associate member.

	OVERSEAS MANUFACTURERS
	Manufacturers based in Europe and trading in the UK should apply for full membership.
	Manufacturers outside Europe will be classified as an Associate Members if not actively selling in the UK.

	AFFILIATE MEMBER
	Includes companies or individuals which wish to gain access to the information and services provided by the ASFP, including its documents, training, newsletter and support from ASFP employees. The Council deals with applicants on an individual basis.

	STUDENT
	Provide evidence that the individual is a full time student

	3.2 Cessation of membership
	Membership shall cease in the event of a member becoming insolvent. Members wishing to resign from membership may do so at any time in writing.

	3.3 Fees
	Membership subscriptions are charged from January to December each year. Members joining the Association after 1 July will be charged pro rata. Invoices for subscriptions will be sent upon appointment to membership.
	Full members, both Manufacturers and Contractors, shall pay an entrance fee.

	4. MANAGEMENT STRUCTURE
	4.1 Council
	Unless otherwise determined by a General Meeting the Council shall consist of a maximum fifteen members of which a maximum of two maybe Associate members. The Council shall be elected at the Annual General Meeting. The Chairman and Vice Chairman, who shall be full members are elected by the Council. Council has the power to co-opt any member to fill a vacancy and Council members shall vacate their position if they cease to be a full member. Council members would normally be expected to attend at least 50% of Council meetings in each association year, failure to do so would require them to vacate their position on Council.
	Council will normally appoint CEO, Secretary, Technical Officer and Publicity Officer. Their annual remuneration and terms of employment will also be agreed by Council.

	4.2 Committees
	The Council may appoint such committees or sub-committees as deemed necessary and may delegate to them such matters as it sees fit.

	4.3 Voting Rights
	Voting Rights will be limited to full members only. More than one delegate may represent each member. However, voting will be restricted to one vote per Full Member.
	Twenty-One days notice in writing of each General Meeting shall be sent to each Member.

	4.4 Resolutions
	All decisions by the Association shall be taken by a simple majority of those entitled to vote.

	5. FINANCE
	5.1 Financial Year
	The financial year of the Association shall be from 1 January to 31 December.

	5.2 Fees and Subscriptions
	The Council shall agree the subscription fees to the Association.

	5.3 Accounts
	Members will finance their own travel and participation in the affairs of the Association. The Association shall cause proper books of accounts to be kept under the supervision of the Secretary with respect to:
	- All sums of money received and expended by the Association and the matters in the respect of which such receipts take place
	- The assets and liabilities of the Association.

	5.4 Auditors
	The accounts of the Association shall be examined and the correctness of the income and account balance ascertained by a qualified Auditor, under the responsibility of the Secretary.

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	CODE OF PRACTICE FOR THE DESIGN, SUPPLY AND INSTALLATION OF PASSIVE FIRE PROTECTION SYSTEMS

	The Code of Practice represents a commitment on the part of each member of the ASFP to work towards the highest standards of quality, integrity, safety and reliability in the manufacture, supply and installation of passive fire protection systems. Each Member shall observe and comply where appropriate with the following requirements in all of its activities.

	1. MATERIALS / SUPPLY
	1.1 The manufacturer shall supply all materials free of defect and of equivalent quality to that supplied for testing and approval purposes.
	1.2 The manufacturer shall supply all necessary Health and Safety data for the material(s) in accordance with the relevant regulations (eg. COSHH).
	1.3 The material is designed generally for the fire protection of elements of structure and is suitable for this purpose when applied/installed in accordance with the manufacturer's comprehensive instructions.
	1.4 Systems are tested and assessed for UK and Overseas markets in accordance with the guidelines and principles laid down in the Association’s publications. All members, including Associates, who conduct fire tests and assessments shall ensure that they follow, where possible, the guidelines and principles laid down in the Association’s publications.
	1.5 The manufacturers shall ensure that the information and training necessary to ensure the correct application/installation are available.
	1.6 Material(s) must be handled and stored as directed by the manufacturer. The material shall be applied/installed by a recognised trained applicator/installer.

	2. STANDARD OF WORKMANSHIP
	All workmanship, goods and materials shall comply with the contract requirements.
	All work in progress shall be regularly monitored in order to eliminate the risk of defective workmanship or material failings.

	3. EMPLOYMENT
	The Member shall operate a fair and reasonable pay structure for his employees and conform to an appropriate Wage Regulatory Body. The Member shall not discriminate unlawfully or improperly in respect of employment.

	4. QUALITY ASSURANCE
	The Member shall be accredited to, or demonstrate a commitment towards, a Quality Assurance System to comply with ISO9000 and obtain Accredited Registration of the System, in accordance with the requirements for membership of the ASFP.

	5. HEALTH AND SAFETY
	The Member shall demonstrate that he is adopting a positive commitment to Safety and at all times is working in accordance with the requirements of the Health and Safety at Work Act, and any regulations made under that Act, together with the Codes of Practice and Guidance Notes issued under or in connection with the said Act or Acts.

	6. TRAINING
	The Member shall demonstrate a positive commitment to training and shall take all necessary steps to ensure that all operatives and staff receive correct and continuing training in all relevant aspects of the work.

	7. BUSINESS INTEGRITY
	The Member shall observe the highest standards of business integrity in all of its business dealings, and shall act as a committed member of the ASFP.

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	COMPLAINTS PROCEDURE

	This procedure will apply to Full and Associate Members.

	1. A complaint alleging a breach of the Rules of the Association may be permissible from any bona fide source including
	a Member, Client or Professional. The Council will ensure that improper or vexatious claims are excluded from consideration.

	2. Any complaints must be made in writing to the Secretary.

	3. The Secretary will notify the Member concerned that a Complaint has been received
	He will also notify the Council in writing.

	4. The Member will respond to such notification by:
	4.1 Action on Site
	and/or
	4.2 Explanation in writing to the Secretary for consideration by the Council.

	5. The Council shall:
	5.1 Acknowledge receipt of the complaint
	5.2 Offer advice and help to the member
	5.3 Seek external advice as considered appropriate
	5.4 Record agreed action(s) with the member
	5.5 Follow up to ensure action(s) taken by the member (if required)
	The time scale for the above shall be set by the Council and enforced or amended as appropriate with due regard to all the circumstances.

	6. If the Member fails to satisfy the Council in respect of the cause, responsibility or remedial action required and
	undertaken, then the Council will take further action to protect the interests of the ASFP.

	7. In the event that discussions with the member do not lead to a conclusion acceptable to the Council;
	the Council, on behalf of the ASFP, will decide on the action to be taken.

	8. The Council will maintain contact with the Complainant if considered appropriate by the Chairman.

	9. All complaints received will be dealt with in strict confidence until such time that they require consideration by the
	Council.

	10. The views and opinions expressed by the Council and the action agreed will be strictly on a 'without prejudice'
	basis and made with the best interests of the ASFP in mind. No action taken by the ASFP or its Officers or Members will be in contempt where legal proceedings are in progress.

	11. The objective of the ASFP and the Council will be to support the Members wherever reasonably possible
	to the extent that the Member is able to demonstrate by performance his intent to remedy any complaint found to be of substance by the Council.

	12. The costs of external advisory bodies will be borne by the Association in the first instance
	(subject to a pre-determined maximum commitment) and may be charged to the member in part or in full as considered appropriate by the Council, having regard to all the circumstances.