Minutes > November 16, 2005 Board of Directors Meeting

November 16, 2005
The regularly scheduled meeting of the Directors, Committee Chairpersons and Delegates of the Monroe County Volunteer Firemen’s Association Inc. was called to order by the President, Mr. Alan C. Way at the Combined Training Center located at 1190 Scottsville Road, Rochester New York at 7:30 PM.

With the taking of the roll 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 accepted on a motion called for by the Chair, Mr. Alan C. Way. 1st by Mr. R. Diehl. 2nd by Mr. M. Smith...

There were 4 bills turned in for consideration and payment. These bills were discussed by the Treasurer. There is some urgency in paying several of these instruments due to the policy of the rendering agents. Payments were approved on a motion called for by the Chair. 1st by Mr. L. Hicks. 2nd by Mr. R. Diehl.

Treasurer’s Report: Mr. J. Princehorn
Mr. J. Princehorn discussed the state of the finances of the Association and outlined the past bills paid and where the funds came from. The full Treasurer’s Report is part of the permanent records and can be reviewed by any member by contacting any of the Executive Board.
There was a discussion initiated by Mr. J. Princehorn regarding one of the recommendations from the Association C.P.A.’s concerning the financial records of the Association. There is a program available that will keep better track of the day to day financial picture of the Association. This program would cost about $200.00. The feeling is that the Association should purchase this program. There was a motion called for by the Chair to approve this outlay of funds to acquire this item. 1st by Mr. L. Hicks. 2nd by Mr. W. Montagno. Motion was passed by voice acclimation.
There were discussions of passing a yearly resolution enabling the Treasurer to pay certain bills without holding them for a regular meeting as long as it does not go over the budgeted amount. This would start with the year 2006’s budget.

There were many comments from the floor regarding such items as the delegate funds and printing.
Mr. L. Hicks then brought up the need for an Association Charge Card. He outlined the situation that started this idea. There was a motion made to obtain a charge card.
By General Consensus: Approved by voice vote.
Motion made by Mr. M. Smith to have the Treasurer be able to act independent of Board Approval to move the Association money to better serve the needs of the Association. 2nd by Mr. L. Hicks with the addendum that the Treasurer keep and make a report of such funds movement. The motion was approved by voice vote.

Budget and Finance: Mr. L. Hicks
Mr. L. Hicks was upset on the low turnout at the last Quarterly Convention even though the agenda published included the Association Budget for the coming year.

There was a discussion initiated by Mr. M. Smith regarding the number of delegates at the Quarterly Convention and how they signed in at the Convention. The Bylaws of the Association outline the number of delegates that are needed to constitute a quorum, (20). There followed a general discussion of the situation.
A wonderful meal was offered free. There were free beverages. And still the turn out was well below the “norm”.

Constitution and Bylaws:
No report due to the excused absence of the Committee Chair.

Fire Prevention Essay Contest: Mr. D. Fox
The contest is now over and there are judges needed. It will be done at the Combined Training Center.
There was a question on participation brought up by Mr. M. Smith. He then discussed the reasons some schools did not participate. One of the main reasons discussed is class room subject allocation. This brought on a general discussion of various school policies.
There was a motion made by Mr. L. Hicks to have the Treasurer issue a check to cover the Essay Contest Expenses. This draft is for $1,100.00. 2nd by Mr. M. Smith. Carried by voice acclimation.

Hospitality Room: Mr. G. Renner
Mr. Renner discussed the way he finances his purchase of supplies needed. What he does is make all purchases with his own money and then passes on the finished bills to the Treasurer for eventual repayment to Mr. Renner.

Legislative: Mr. W. Nichols
Mr. W. Nichols reported on the progress of the Legislative Scorecard and the activities of several Long Island Companies regarding youth based activities.

Membership: Mr. W. Nichols
Mr. W. Nichols reported on the current status of the membership drive.

Nominating: Mr. P. Tracy
Mr. P. Tracy reported on the status of the next election slate. It is unchanged from the last report given to the Board.

Will be read at the next Quarterly Convention.

Steering Committee: Mr. D. Fox
No Report at this time.

There is movement on a possible bus trip to Albany. They are still waiting for quotes for the trip from local bus and limo companies. However, there have been some quotes received and the prices were discussed on an informal basis. With the passing of time, these quotes will be worked up and a formal decision will be forthcoming on the feasibility of a bus being hired for the Association’s planned trip to the Legislative Conference and a planned on trip to the Firemen’s Home.

Fire Districts:
No report at this time.

Fire Advisory Board:
They will be meeting on Monday evening, November 21, 2005 at the Combined Training Center.

Monroe County Fire Police: Mr. L. Leone
Possible grant to equip the entire County Fire Police in the area of “illuminating technology”. The cost would be aprox $140.00 per F.P. Officer. It’s felt that any “edge” given to the officers would be an advantage while on duty at the scene of an incident.

Their next meeting is in January at Hammondsport NY.

WNYVFA: Mr. K. Fuller
They are looking to change the dates of the parade and the Fire Police seminar. The hope is to get more people to attend these events. There will be more on this in the future and published in plenty of time for all to make plans.
There was a discussion regarding the Association Insurance Policy. The discussion revolved around coverage for liability and the current cost. There was a motion called for to accept the new insurance policy as presented by the Association Agent. 1st by Mr. L. Bidwell. 2nd by Mr. R. Smith. Approved by voice vote. Invoice is to follow in a day or two.

The tape of the meeting at this point stated that the President had to leave the meeting. There was no additional recording on the 2nd tape……side 1 or 2. It is concluded that the meeting ended at this point and was adjourned.
It was noted in the review of the Board of Directors Meeting of November 16, 2005 that there were several corrections to the minutes of Quarterly Convention meeting that was recently held at Henrietta. The discussed corrections were made to the master copy that is the permanent record of the Association. They are:
• WNYVFA does not have a web site.
• Correction to the order of introduction and who did it.

Respectfully Submitted,

J. K. Walsh
Sec. /MCVFA (Inc.)

Transcribed from the two tapes submitted by the President.

James Walsh