Minutes > February 23, 2011 Board of Directos Meeting


February 23, 2011

The regularly scheduled meeting of the Board of Directors, Committee Chairpersons, Delegates and Representatives of the Monroe County Volunteer Firemen’s Association Inc. was called to order by the Association President, Mr. Lynd Hicks at 7:05 PM at the Combined Training Center located at 1190 Scottsville Rd. Rochester NY.

The assembly was led in the Pledge of Allegiance to the American Flag and a moment of Silent Reflection by the Association President, Mr. Lynd Hicks.

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 approved by the attendees on a motion made by Mr. A. Way and 2nd by Mr. R. Diehl.  The approval was by voice acclimation with no additions or corrections noted.  There were no dissenting votes cast.


There was one communication read to the attendees and one receipt for printing costs passed over to the Treasurer for his workflow.

Treasurer’s Report:            Mr. W. Nichols

The complete report of the Treasurer was emailed to the Directors and other interested parties previously and there was no discussion of the report as given by Mr. W. Nichols.  The finances were reported to be in good order and there was a motion to pay the financial obligations of the Association advanced by Mr. R. Diehl.  The 2nd on this motion was advanced by Mr. C. Bommele.  The motion was passed by voice acclimation by the attendees… with no additional comments or changes to the previously emailed Treasurer’s Report.


The following Committees had no reports at this time for a variety of reasons: Audit, Budget and Finance, Emergency Medical Service, Explorers, Fire Prevention Education, Fire Prevention Essay Contest, Historical, Legislative, Membership, Nominating, Public Relations, Resolution, Special Events, (covered later as “Red Wing Baseball Game”), and Topics.  (There was discussions to follow that could be categorized under the afore-mentioned committees but they were discussed as “Open Discussion Items”.)

By Mr. Lynd Hicks:

There will be a letter sent to all Association Organizations in April requesting the names and contact numbers of their executive board members.  This is to keep current with who’s who in the county.

Also a letter requesting any organizations willing to have the Quarterly Convention at their facility.

It was reported that the next Quarterly Convention will be held on April 28, 2011 at the Webster Exempts Facility located at Stanford Rd. Webster New York.

The July 20, 2011 Quarterly Convention will be held at the Brockport Exempts Facility located at 248 West Ave., Brockport NY. (Just past the hospital)

March 30, 2011 is the next Board of Directors Meeting.  It will be held at the Training Center.

The Rochester Red Wing Baseball Game Project:

This evening’s attendees were then addressed by Mr. Charles Hinkle, a representative of Community Baseball.  He outlined the procedure for reserving a section, the publicity of attendance, and an involved and complete procedure for the Association’s participation in a “TAKE ME OUT TO THE BALLGAME NIGHT”.

Suffice to say……the details were worked out.  A letter will be sent to all Association Organizations informing them of this great event.  There is a copy of the letter sent to all Association Organizations and other interested parties attached to these minutes for reference.  The date agreed on is Friday June 3, 2011.  Gates open at 6:00 PM.  Game time is 7:00 PM.

Steering Committee:            Mr. D. Sweet

Mr. D. Sweet rose to discuss the “Organizational Confusion” surrounding the sponsorship of a candidate to run for the position of Trustee of the Firemen’s Home.  There has been much discussion of this matter in both the Steering Committee and various sectional organizations.  The final decision has been for The Western New York Volunteer Firemen’s Association to advance a candidate for this position at the approval of their membership.

There followed an open to the floor discussion of just what the role is of the Steering Committee.  Mr. C. Dunn gave a brief explanation of what the Bylaws of this Association states and a brief discussion of both past practice and current thought surrounding the function of the Steering Committee within the MCVFA (Inc.).

There was also a discussion of just who sits on the Steering Committee…both by charter and by current and past practice.  There seems to be a conflict of ideas regarding this subject and hopefully it will be resolved in the future by using the Association Bylaws as the final guide on this matter.

There was a discussion of the price of ads in both the WNYVFA and the NCNYVFA publications.  NCNYVFA ads are $80.00 and WNYVFA ads are $75.00.  There will be ads placed in both publications offering Congratulations to Mr. D. Schultz upon his retirement from the position as Trustee of the Firemen’s Home.

This was approved on a motion advanced by Mr. A. Way and 2nd by Mr. G. Klingenberger.  The motion was passed by Voice Acclimation.  There was no further discussion(s) on this matter.

There followed a discussion of the Constitution and Bylaws.  It was reported to the attendees that the package is now in the hands of the Association Attorney for his review.  The delay experienced is due to the heavy court calendar of Mr. Joel Krane.  But all parties are aware of the delay and patience is counseled due to the above mentioned court calendar of the attorney.

Hospitality Room:

There was a discussion of value of spending the money for a Hospitality Room at both the Legislative Weekend and/or the State (FASNY) Convention to be held in Alexandria Bay.  There are several ways to go on this matter and they all were discussed in great length.  The end result is the expense to rent the room is getting “out of sight”.  The feeling is……there is no real need for the room at the Legislative Weekend in November of 2011 and no real need for a room at the FASNY Convention to be held in August of 2011 in Alexandria Bay.  Although there was no motion made to either have it or not to have it….the general thought is to forego the expense for the Hospitality Room for the afore mentioned events.


It was reported that “Charity Champions” has filed for Chapter 13 Bankruptcy to alleviate their debt burden.  As of this date the Association is “On the sidelines” waiting for a vendor willing and able to enter into a contract with the MCVFA (Inc.).


The following Representatives and Delegates had no reports at this time for a variety of reasons: Finger Lakes Burn Association, Fire Advisory Board, County Fire Chiefs, Drills and Officials, Fire Districts, Fire Marshals, County Fire Police, Safety Officers, FASNY, NCNYVFA, and WNYVFA.


The following Officials and Delegates had no reports at this time for a variety of reasons: Chaplains Association, Coordinators Office, Firemen’s Home and State Fire Police.


There were no Battalion Reports shared with the attendees at this time.


….Question was asked….Will there be a Health Fair this Year?  Answer….No information yet…either way.  More to follow as information becomes available.


….Question was asked….Can the President set up (initiate) a Committee?  Answer after much discussion is Yes.

There were comments made regarding the purchasing policies of the Association.  There seems to be the need for an “Association Central Purchasing Agent” or “Quartermaster”.  And all material or services should be the result of a bid process.  (More on this subject as information becomes available).


The President:            Mr. Lynd Hicks

“Thanks to all for attending” He reports much was discussed.

1st Vice President and2nd Vice Presidents had no reports or comments at this time.


None reported.

With no additional business or issues brought to the floor by the attendees, there was a motion made by Mr. R. Diehl to adjourn the meeting.  2nd by Mr. R. Chichester.  The motion was carried by voice acclimation.



Time was 9:35 PM.



Respectfully Submitted,



J. K. Walsh

Sec. /MCVFA (Inc.)