Minutes > October 18, 2006 Board Of Directors Meeting

October 18, 2006

The regularly scheduled Workshop Meeting of the Directors of the Monroe County Volunteer Firemen’s Association Inc. was called to order by the President, Mr. Lawrence A. Ritz at 7:30 PM at the Combined Training Center located at 1190 Scottsville Rd. Rochester NY.

The attendees were led in the Pledge of Allegiance to the American Flag by the Sgt.-At-Arms, Mr. Larry Zarnstorff.

There was a moment of silence called for by the Association President, Mr. Lawrence A. Ritz to offer private thoughts on the deceased Association members.

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 with no corrections or additions on a motion called for by the Chair, Mr. L. Ritz. 1st by Mr. M. Smith. 2nd by Mr. A. Way. The motion passed with no discussion by voice acclimation.

Treasurer’s Report: Mr. J. Princehorn
The Treasurer read the current report into the file and answered several questions regarding procedural content and methods of accounting.
There was a motion called for by the Chair, Mr. L. Ritz to accept the Treasurer’s report as given. 1st by Mr. A. Way. 2nd by Mr. R. Diehl. The Treasurer’s report was accepted by voice acclimation from the attendees.

At this point, the Chair, Mr. L. Ritz suspended all Committee reports unless of an emergent nature, in favor of the previously stated agenda.
There was a question posed by the Treasurer, Mr. J. Princehorn regarding previously discussed questions concerning fund balances. He asked for comments or additional clarification needed by the attendees. There was nothing from the attendees to further this subject.

Workshop Agenda……..The Association Finances:
There was a discussion by Mr. A. Way regarding the price of Yearbook Ads. Several situations were discussed posing hypothetical questions regarding size of the ad, price of the ad, and the ramifications of either advancing the cost of the ad or leaving the price the same.
Mr. M. Smith made a motion calling for the price of all ads to go up for this year’s issue. 1st by Mr. M. Smith. 2nd by Mr. R. Chichester. The motion was passed by acclimation.
The size of the ads will stay the same…….this was by common agreement.

The Treasurer, Mr. James Princehorn, was then called to the podium to discuss the Association held funds. Subjects discussed were the fund values and direction of growth in today’s financial climate. There were comments on this subject by the Messer’s L. Hicks, R. Diehl, A. Way and L. Ritz.

Bills that were approved to pay:
The Hospitality Room supplies for the Legislative Conference. There was a motion called for by the Chair, Mr. L. Ritz to pay these bills. 1st by Mr. A. Way. 2nd by Mr. M. Smith. The motion was carried by voice acclimation by the attendees.

There ensued a discussion of the mileage rates for Association business. There were several figures quoted by the attendees (0.14, 44.05) and comments made regarding Fire Department business vs. Association business, fire calls, committee attendance, FASNY amounts, MCVFA amounts and whatever else.
Mr. C. Dunn suggested that the Treasurer draft and send a letter to the Internal Revenue Service seeking their regulations regarding the mileage they allow to be deducted and under what circumstances. The Treasurer agreed to do this as soon as possible in order for members engaged in Association business to begin getting the official allowed mileage amount. Mr. J. Princehorn will draft the letter. Mr. L. Ritz will review it as to form and content.

Mr. J. Princehorn, the Treasurer, then gave a Power Point Presentation regarding fund balances and income gleaned from various accounts held by the Association. Mr. W. Nichols commented on the amount held in the Yearbook account, which is a checking account. The question was posed regarding savings account interest vs. checking account interest or some other location to gather the maximum interest amount. Mr. J. Princehorn agreed to move the majority of the funds (minus seed money) to another location that would earn more interest for the Association.
There was a discussion initiated by Mr. M. Smith to simplify the Treasurer’s report. Mr. M. Smith commented that he was more interested in a “bottom line report” containing such items as income in, expenses paid out and money left and the final net worth of the Association. Mr. Princehorn stated that the report was “Accounting 101” and although the information sent out was more than the previous Treasurer did….the information that is sent can be chosen by the receptor as to what they wish to download and save/print. The report that is sent covers the entire financial picture of the Association and is vital to the needs of several members such as the Budget and Finance Committee.
There was a suggestion that the Board invites a person schooled in stocks, funds and the like come and address the directors regarding the subject so the Board gets an idea of ways to possibly form an Investment Committee in the future.
There followed a discussion of “general procedures” and how to streamline the financial end of the Association. Messer’s M. Smith, D. Sweet, W. Montagno and L. Leone discussed their ideas regarding the need for a complete financial picture of the Association on a monthly basis.

The Safety Trailer:
Albion wants it. Orleans County doesn’t have a Fire Safety Trailer. Brockport wants it. The Safety Trailer has been seen at various Fire Functions around the area. Comments are in general it needs some work done on it.
The Secretary has spoken with the Scottsville Fire department regarding their possible interest in keeping it by way of a transfer to them. The discussions depend on the necessary paperwork being located. This includes the original bill of sale and insurance information. Is it licensed? Is it inspected? Does it need to be inspected? These were all questions that must be dealt with in order to do anything with the trailer.
Mr. A. Way will contact Ms. Mary Lash to see if she has any of the original paperwork regarding the trailer. This is because she was so instrumental in getting the trailer in the recent past by way of various grants.

The Siren:
The Siren, according to Mr. C. Dunn, is at this time inactive due to the lack of information sent by the county organizations to the Editor for publication. A version of the siren will remain online for anyone’s information and downloading. The site is www.http//mcvfa.com. There can be found the various Committee Reports and minutes of the Association…..and the Siren such as it is in its present form.

Other Discussions:
Mr. W. Nichols reported that the combined Association banquet will be held at Logan’s Party House on Scottsville Road on the 1st Saturday in May of 2007. This will be the last one held at Logan’s Party House, as the property has been sold to the University of Rochester. The owner has said….. ”It’s time, due to declining events and rising expenses and other considerations.”

The annual Association Christmas Party will be held at the Barnard Exempts facility on December 20, 2006. Social hour will start at 5:30 PM. Dinner will be at 6:30 PM. This should be a well attended event as Barnard does such a nice job on this event and it will be catered by Forrest Hills.

It was also reported that Mr. Richard Driscoll, a past director of the association passed away. At the next Quarterly Convention there will be a motion to have a page of the minutes set aside in his remembrance and honor.

With no additional business brought to the floor there was a motion called for by the Chair, Mr. L. Ritz to adjourn the workshop meeting. 1st by Mr. J. Carberry. 2nd by Mr. R. Chichester. The motion passed by voice acclimation.
Time 9:00 PM

Respectfully Submitted,

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