Minutes > November 30, 2011 Board of Directors Meeting Minutes


November 30, 2011

The previously scheduled meeting of the Monroe County Volunteer Firemen’s Association Inc. Board of Directors, Committee Chairpersons, Delegates, Representatives and other interested Parties was called to order by Association President, Mr. Lynd Hicks at 7:30 PM at the STEP Conference Room, 1190 Scottsville Road, Rochester, NY.

The assembly was led in the Pledge of Allegiance to the American Flag and a moment of silence was observed.

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 on a motion called for by the Chair…Mr. L. Hicks.  1st by Mr. G. Klingenberger.  2nd by Mr. A. Way.  The motion passed by voice acclimation.  There were no corrections or additions noted.  There were no dissenting votes cast.


There was one receipt for duplication costs passed to the Treasurer for his workflow and payment as approved by the Directors at a later time.

Several communications were passed to the appropriate attendees for their attention and possible future action on behalf of the Association.

Treasurer’s Report:            Mr. W. Nichols

Mr. W. Nichols reports that he previously emailed the complete Treasurer’s report to the Directors and other appropriate persons.  There were no discussions on this complete and comprehensive report at this time.  Mr. W. Nichols asked for an approval to pay the outstanding financial obligations of the Association.  At this time, it amounted to five (5) checks.  There was a motion called for by the Chair, Mr. L. Hicks to take action on this request by approving this payment cycle.  1st by Mr. A. Way.  2nd by Mr. R. Diehl.  The motion was carried by voice acclimation.  There were no dissenting votes cast.


Committee reports were not to be taken at this meeting due to the planned Power Point Presentation of the “Proposed Strategic Operating Plan”. This Committee has been hard at work formulating a Business Plan for the Association.  The Committee consists of the Messer’s G. Klingenberger as Chair, P.P. L. Ritz, P.D. A. Sweet and P.P. C. Dunn.


There was a report by Mr. A. Way on the recently held Fire Prevention Essay Contest.  The material was given over to the Secretary for inclusion in the permanent records of the Association and is attached to these minutes.

Also, there was a report submitted by Mr. L. Ritz regarding the activities of the Fire Advisory Board.  This report is attached to these minutes.

Mr. L. Hicks reports that there was an invitation extended to the Executive Board to attend the Christmas Party of the Ladies Auxiliary to be held at Penfield #1 on December 7, 2011 at 7:30 PM.

Also of Note:

The Directors Christmas Party/Meeting was formalized with an email to be sent at Mr. D. Nesbitt’s request to provide any last minute attendees with the opportunity to sign up by calling one of several numbers provided by Mr. D. Nesbitt.  The location of the Christmas Party/Meeting is the Hilton Exempts Facility located at 135 South Avenue, Hilton, NY.  Cost is $15.00 per ticket.

The NCNYVFA Convention will be a one day event and will be held in Brockport, NY.  There will be locations for the men and the ladies.  The details will follow as they become finalized.  The date reported is June 2, 2012.

The Investment Advisory Committee met and reviewed the investment policies and procedures of the Association.  The end words are…”We’re in pretty good shape and doing well”.

There was a motion requested by Mr. R. Diehl to give the Treasurer the authority to move Association funds in order to give advantage to the Association and then at a later date if necessary… report this action to the Directors.  1st by Mr. A. Way.  2nd by Mr. R. Diehl.  The motion passed by voice acclimation.  There were no dissenting votes cast.

At this time, the floor was turned over to Mr. C. Dunn who then gave the Power Point Presentation to the assembly.  No questions or detailed discussion of the plan occurred at this time.  This was a familiarization presentation of the Committee’s work and an outlining of the problems seen and the goals of the Association in the future.

At the conclusion of the Power Point Presentation, a paper rendition was given to the attendees to reflect on for discussion at the next Workshop meeting of the Directors on January 18, 2012 and possible presentation to the members at the next Quarterly Convention on January 26, 2012.

With no additional business on the agenda, there was a motion called for to adjourn the meeting Pro Forma.  1st by Mr. G. Klingenberger.  2nd Mr. A. Way. 

Respectfully Submitted,

J. K. Walsh

Sec. /MCVFA (Inc.)