October 22, 2009
The previously scheduled Workshop meeting of the Monroe County Volunteer Firemen’s Association, Inc. Directors, Committee Chairpersons, Delegates and Representatives was called to order by the President, Ms. Diana Pfersick, R.N. at 7:30PM. The meeting was held at the Combined Training Facility located at 1190 Scottsville Road, Rochester, NY 14624 (Rm.107).
The assembly was led in the Pledge of Allegiance to the American Flag by the Sgt.-At-Arms, Mr. Larry Zarnstorff and a moment of silence was observed for the deceased members of the Association.
With the taking of the roll it was determined that a quorum did not exist to conduct any business brought to the floor by those attending.
The President (Chair) then declared this would be a discussion meeting only and agenda of items would be put over to the upcoming Quarterly Convention to be held in Webster, NY on October 30, 2008.
The report of the Treasurer and the approval of past minutes were to be put aside until the Quarterly Convention as stated above.
It was reported that in the future, (and as of this meeting) the official and legal address of this Association would be as follows:
Monroe County Volunteer Firemen’s Association, Inc.
1190 Scottsville Road
Rochester, NY 14624
Copies were passed out to the attendees and were discussed as to form and content. There were several comments made by the Treasurer, Mr. J. Princehorn and FASNY Committeeman Mr. D. Sweet regarding language.
It was pointed out that a “Check Request” must be presented prior to any funds request.
There was a discussion and clarification between the purpose of a USIR form W-2 and W-9. The W-9 is used primarily by vendors, whereas the W-2 is used to report wages paid to an individual.
There was a discussion of vendor payment protocols and it was reported that there has been a workflow covering this since 2005
The “Mission Statement” is still in the development stage, but there is one in print and distributed in a past Monroe County Volunteer Firemen’s Association Inc. Yearbook. From Mr. D. Sweet: There was a “Mission Statement” outline given to the Secretary by Mr. D. Sweet as part of an informational CD that was distributed to the Board Members last month.
The new version of the “Telephone Tree” was passed out and discussed as to any possible omissions or additions. After several minor questions it was approved as to form and content.
It was reported that a “Code of Ethics” is still in the formative stage and will be ready for review in the very near future.
There was a discussion of the “Monroe County Volunteer Firemen’s Association Inc. 2009 Budget” as to official approval. It was agreed that the budget was approved according to the Bylaws of the Association by way of a motion, a second and a floor vote. The past minutes support this motion and approval and adoption.
There was a discussion of Fund Raising Companies and their practices and their possible negative reflection on the Association. There was no action taken at this time.
Mr. D. Sweet requested to be taken off the “Yearbook Committee” as he has other firematic commitments that preclude his involvement.
There was a discussion regarding the ability of the Monroe County Volunteer Firemen’s Association, Inc. to legally bar the Western New York Volunteer Firemen’s Association from soliciting funds within Monroe County. It may be added this was a lively and animated conversation but there was no definitive conclusion to this subject at this time.
There is a need for a new Sergeant-At- Arms. Mr. Larry Zarnstorff will not be seeking an additional term.
Mr. David Schultz, (Past President of the Monroe County Volunteer Firemen’s Association, Inc.) is in the hospital. He is scheduled for Pacemaker Surgery. A card will be sent to him at his address in East Rochester.
Mrs. Joann Renner has had Heart Valve Surgery and is doing well at home. Mr. G. Renner will not be in Albany this weekend to supervise the Hospitality Room. The duties will be taken over by other members.
Mr. William Nichols has had Hip Replacement Surgery and is at home and undergoing physical therapy.
Mr. C. Dunn took the floor to state that each and all meetings of the Association should have a published agenda of items to cover. There are, he reports, too many freelance discussions. The meetings must be streamlined and non-essential material must be done away with.
Mr. C. Dunn also asked if the “Convention Committee” had sent in or delivered the final report of their convention activities. The answer was no…..it’s still being put together for submission.
There was a question put to discussion regarding an “Independent Audit” of the Convention Committee. It was decided that the Association Audit Committee is sufficient to conduct any audit procedures, if so ordered by the directors.
At this point there was a far reaching discussion of the actual state of the Association, its goals, future and possible solutions to the continuing and vexing problems facing all current firematic organizations. There were many comments made by the attendees, all of which showed the genuine concern the attendees had for the future of this or any Association in light of the current state of affairs.
There will be future discussions along these lines as the Mission Statement is reworked and the organization evolves.
The meeting was closed out at 10:00 PM with a Closing Benediction offered by Mr. Royer Pfersick.
J. K. Walsh
Sec. /MCVFA (Inc.)