April 18, 2007
The Workshop Meeting of the Monroe County Volunteer Firemen’s Association was called to order by the Association President, Mr. Lawrence A. Ritz at 7:30 PM. The location of the meeting was the Combined Training Center located at 1190 Scottsville Road, Rochester, NY.
The attendees were led in the Pledge of Allegiance to the American Flag and there was a Moment of Silence observed in remberance of the deceased members of the Association.
With the taking of the roll call, it was determined that a quorum existed to conduct all business brought to the floor by the attendees.
The minutes of the previous meeting were reviewed by the attendees and were approved at to content by the attendees on a motion called for by the Chairperson, Mr. L. Ritz. 1st by Mr. R. Diehl. 2nd by Mr. R. O’Hare.
Treasurer’s Report: Mr. J. Princehorn
Mr. J. Princehorn discussed the bills paid and stated that there would be a hard copy available at the Quarterly Convention on April 26, 2007 at Pittsford Fire Department, House #2. Motion to approve payment was called for by the Chair. 1st by Mr. R. Diehl. 2nd by Mr. M. Smith. There was no discussion and the motion was carried by acclimation.
As stated at the last Directors Meeting……all Committee reports, etc. are put off till the next Quarterly Convention in favor of the published agenda – The Financial Mechanisms of the Association.
At this point, the meeting was turned over to the Treasurer, Mr. James Princehorn.
Mr. J. Princehorn passed out a document entitled “Financial Operating Protocols” and stated that this document of 15 pages would provide the points of discussion for the Workshop Meeting.
POINTS OF DISCUSSION:
QuickBooks is the program that is used to track, assemble and report the finances of the Monroe County Volunteer Firemen’s Association Inc.
Mr. J. Princehorn then gave a broad discussion of the procedures that are followed to both pay bills and record various deposits that occur on a regular basis.
Mr. C. Dunn then asked if these steps didn’t speak to the need for a “Financial Secretary”. There was a discussion of just what the duties would entail. There was no firm answer on this proposal from the Directors at this time.
There was a discussion of the quorum requirements now dictated by the current bylaws of the Association.
There was a discussion of a “Phone Poll” to be instituted to pay required bills if the Treasurer was unavailable to pay these bills in a timely fashion. Several departments represented at this meeting that use such a procedure. Mr. R. Diehl and Mr. L. Hicks seem to favor such a vehicle that can be used in emergent circumstances.
There was a proposal to use the in place system or start a new system of using a “Voucher Officer” as is used by FASNY. This was put into a motion by the Chair. The result was: 10 to keep the current procedures, 6 to use a “Voucher Officer” system.
There was a proposal to put together wording for a “Voucher Officer” to be presented at the July 2007 Workshop Meeting. This shall be instituted by common agreement.
A workflow for cash/receipts was discussed but there were no conclusions reached in regard to the discussion.
Many viewpoints were discussed regarding the entire document supplied by the Treasurer and displayed by PowerPoint for all to see. The discussion of the protocol was lively and thoroughly reviewed by the attendees. By and large it was determined that the document supplied by the Treasurer covered most if not all of the questions that have been discussed so often in the past.
By Mr. L. Ritz:
The date to be used by the Association as the “Date of Incorporation” is 1934.
By Mr. D. Sweet:
There were further discussions of the bus trip to the Firemen’s Home on September 16, 2007. It was shared with the attendees that Mr. C. Brant has found a bus provider that is a lot cheaper then those already contacted. There will be more on this subject in the near future.
The Directors are looking forward to a good turn out for this event. The cost discussed to date is $50.00 per ticket. This will include the bus trip, light refreshments aboard and the meal on the return trip to Rochester.
With no additional business being brought to the floor by the attendees, there was a motion called for to adjourn the Workshop Meeting. 1st by Mr. R. Diehl. 2nd by Mr. L. Hicks.
Time: 9:35 PM
J. K. Walsh
Sec. /MCVFA (Inc.)