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Abridged Report with Attachments
ABRIDGED REPORT EXECUTIVE COMMITTEE MEETING
NEW JERSEY STATE FIREMEN’S ASSOCIATION
Wall TOWNSHIP, NEW JERSEY NOVEMBER 16, 2019
The meeting was called to order by President Ordway at 9:00A.M in accordance with the New Jersey Open Public Meetings Act. He stated that notice of this meeting was posted on the New Jersey State Firemen’s website as required pursuant to the provisions of the Open Public Meetings Act (Chapter 231, P.L. 1975). The fire exits were pointed out.
Vice President Hankins led everyone in the Pledge of Allegiance to the Flag.
Executive Committeeman Mellert gave the invocation.
OATH OF OFFICE: Counsel Cavallo swore in the Officers and Executive Committee for their current term.
ROLL CALL:
Roll call was held. First Assistant Secretary Brian Martone announced that all members were present with the exception of Executive Otterbein and President Emeritus Greenwald who were excused. Also present was Past Secretary Sanford Weinberger and William Smith, Vice President of the New Jersey State Fire Chiefs Association.
PUBLIC COMMENT:
President Ordway opened the meeting to public comment and asked First Assistant Secretary Martone to read the following: The New Jersey State Firemen’s Association welcomes comments from the members of the audience. He further stated the secretary will note all comments and that because of this he asked anyone speaking to state their name and address before speaking and to keep their comments to a 3 minute time limit. Concerns stated or actions requested by the public will be taken under advisement by the Executive Committee for investigation, discussion and possible action or disposition at a later time.
Michael Cleary, Treasurer of the Jersey City Firemen’s Relief Association asked if the status of “Z” members (Overage Members) can be looked at again so that they may receive a Burial Benefit. President Ordway informed him that the Compendium Committee is studying the age requirement and action may be forthcoming in the future.
Brian Maine, Treasurer of the Old Bridge Firemen’s Relief Association questioned the status of IRS Penalties that were assessed his Association. Treasurer Osborn responded that he has written to the IRS and has not received a response to it. He will forward any documentation that he has to Old Bridge and will follow up with the IRS.
There were no further public comments.
APPROVAL OF MINUTES:
The Abridged Minutes and Verbatim Minutes of the September 12, 2019 Executive Committee Meeting were approved as distributed on a motion by Executive Committeeman Kurdyla seconded by Executive Committeeman Scheuer. Motion Carried.
COMMUNICATIONS:
Secretary Pelaia said there was no current Communications other than those in your packet. A motion was made to accept the correspondence submitted, by Executive Committeeman Kelly, seconded by Executive Committeewoman Fazekas. Motion carried.
LIFE MEMBERS: A motion was made by Executive Committeeman Mellert and seconded by Executive Committee Florio to grant Life Membership to the 343 members who attained it at this year’s convention. Motion Carried.
OFFICERS REPORT:
Vice President Hankins report: In addition to his written report his verbal remarks were:
1) He thanked Ken Badger from Atlantic County for taking the Photos of the Officers and Executive Committee this morning
2) The opening of the second entrance at Convention Hall worked well this year and we will continue to do this in the future
3) He asked all Executives to send him the dates, time and places for their 2020 Caucuses so that he can put them on the website.
4) Any Executive that would like to host a Workshop is asked to let him know
5) The Convention Committees are being reconfigured for the 2020 Convention. Some Committees will have fewer members and some will need more members. Members of the Executive Committee need to submit names of those able to do any job.
6) On October 31 - November 1 Storm we lost telephones, internet and the building and property sustained damage. Telephones and Internet were restored after 2 days. He is working close with the Insurance Company to have the damage repaired. He is also looking at a wireless backup system for the internet so that our web page can function and we can get information out to our members
Secretary’s Report: In addition to his written report his verbal remarks were:
1) He stated that the annual resolutions allowing Associations to Elect Delegates will be voted on under New Business.
2) The drafts of updated forms that will be discussed later in the meeting are in your packet.
First Assistant Secretary Report: No Report
Second Assistant Secretary Report: He stated that he has in your packets Burlington County’s Firefighter 1 Basic Physical Readiness/Agility Test. This is for informational purpose.
Treasurer Report: He reported that he will distribute the Independent Auditors report when it is received. Once this report is received the Actuarial Study will begin.
Field Examiner Report: His report is in your packet. He reminded those Executives whose counties had Field Examinations this year to follow up with those Associations that had problems and that the 2020 Field Exams will begin in late March and go
through April
Counsel Cavallo reported: Nothing for Open Session.
President’s Report: In addition to his written report he reported the following:
1) He reminded everyone that the office will be closed on November 28th & 29th for the Thanksgiving Holiday and will also be closed beginning December 20th and will reopen on January 2 for the Winter Break
2) Applications for Special and Supplemental Relief for 2019 are due in the office by December 2nd
3) He reviewed the schedule for reports that will be mailed out and their due dates for the beginning of the year (see attached).
4) Revisions to the Officers Listings and Membership Reports have been made so that we can start phasing out the old line printer
5) A new year-end report showing the total relief paid per individual to assist the Local Treasurer and Field Examiner is being added to the website.
6) A new tab is being added to the website titled Executive Committee so that information such as Officers Listing and Membership will be readily available to the Executives.
7) He is discussing with the Field Examiner possible changes or recommendations concerning Local Relief Applications and the 4 year Field Examination schedule. No changes have been determined yet and recommendations will be made in the future.
8) A list of Associations who still file Quarter Relief Reports manually (82 Associations) is included in your packet. He would like the Executives to speak to those Associations to see why they are still doing it manually. These reports do not require printing and will not take up space on their personal computers since the data is stored on our servers
9) The NJ Fire Museum Committee and the State Exempt Association will be having their meetings here in December and January.
10) We are partnering with the Leukemia and Lymphomas Society to get brochures and information to the Local Associations.
COMMITTEE REPORTS:
ADVISORY/ SPECIAL / SUPPLEMNTAL COMMITTEE:
1) Executive Committeeman Mellert stated that the reports are in your packet.
2) Advisory Committeeman Reeves reported that the Committee reviewed Secaucus’s letter regarding need and can anything be done to change it. The Committee felt that there was no need for change. Executive Committeeman Naylis said he would like to see a workshop put together just to review with the Trustees and Representatives the guidelines set forth for Local Relief. Executive Committeeman Handlin said that he spoke with Secaucus and listen to their concerns. He agreed that a workshop would be advantageous especially to Associations such as Secaucus. President Ordway said that this can be done.
COMPENDIUM COMMITTEE: Executive Committeeman Lane reported that the committee met on the following items:
1) The Resolution passed at the convention regarding removal of members for theft to a Fire Department and/or Fire Company. The committee agreed that this should be enacted. It was decided to have the Association’s Counsel develop the wording that need to put in the compendium. The Committee will review the wording and take action then.
2) The committee then discussed the age survey that was sent out to all Associations. It was determined that the committee should discuss this when the Actuarial Study is completed. At that time it will be discussed and action taken if necessary then.
3) They received a request to increase the penalty for non-attendance at a caucus from 100 to 200 dollars. The Committee decided to keep the penalty as is.
4) The committee received a request to change the terms for the Executive Committee from 1 year to 2 years. It was discussed and two of the major issues is a) It would need a change in the State Statute and b) How would this affect the attendance at the caucus if there was no election that year. The Committee decided not to change the terms of office.
4) The committee recommended that due to the extra work involve with additional Field Exams and other tasks that the Executives are being asked to do that stipend for the Executives be raised to $125.00.
DELEGATE AND LIFE MEMBER COMMITTEE: No Report
FINANCE COMMITTEE: The Finance Committee meeting was postponed due to the closing of the office due to the storm damage. The will meet on November 18 and their report will be forwarded to all Associations when completed (attached to these minutes).
FIREMEN’S HOME COMMITTEE: In Chairman Otterbein’s absence Secretary Pelaia reported that:
1) The Firemen’s Home was selected as a Bronze Medal recipient of the New Jersey Department of Health Antimicrobial Stewardship Recognition Program for optimizing the treatment of infections while reducing the adverse events associated with antibiotic use. . Congratulations to the Home
2) He noted that Chairman Otterbein’s September and October reports are in your packets.
3) The Firemen’s Home 2020 – 2021 Budget approved by the Governor is in your packet.
HEALTH CARE ASSISTANCE COMMITTEE: The report has been submitted. The Long Term Planning committee will be making a recommendation to increase the monthly reimbursement amount up to $2,500.00
LEGISLATIVE: First Assistant Secretary Martone stated the report has been distributed.
Long Range Planning Committee: The Committee met and brought forward the following recommendations:
1) Increase the Health Care Benefit from $1,000.00 to $2500.00
2) Increase Special Relief payment to $7500 minus the Local Relief Payment and Supplemental Relief to up to 4 times the amount of the Local Relief Payment.
3) Subsidy Associations will now be: a) Year-end balance is $50,000.00 or less and change the 2% check minimum to $10,000 less the State filing fee. b) Administrative Expenses shall be 8% of the Calendar Year gross revenue (no change) c) Life Members can receive up to 50% of the Convention Delegates allowance
4) Review of the 2% check split 52% - 48% in 2021
5) Effective January 1, 2021 it will be mandatory for the following reports to be completed on-line: a) Quarterly Relief Reports, Officer Listing, Convention Delegate Election Report, Initial Notice of Death (Form 300) and Maintenance Forms.
6) Effective January 1, 2020 the following Multi-Signature reports done on-line can be scanned and emailed in: a) Annual Financial Report with ALL supporting documents as one file, b) Membership Percentage Reports with all companies as one file. Pink and Blue vouchers can also be scanned and e-mailed in as one file.
7) The following reports must still be mailed into the office: a) Burial Claim Forms (301, 302 or 303) b), Application for Membership (office supplied form), c) Special and/or Supplemental Relief (office supplied forms), d) Health Care Program Forms (office supply forms).
8) IRS 990 report or IRS Acknowledgement of receipt may still be faxed, scanned, or hard copy submitted.
PENSION COMMITTEE: No Report
RESOLUTION COMMITTEE: No Report
SALARY COMMITTEE: No Report
FIRE SAFETY COMMISSION – Executive Committeeman Naylis there is a meeting of the Commission coming up this week. Two major items are a) Hot Work: The codes council will be introducing some recommended changes regarding Hot Work. These changes are being necessitated due to the Avalon Fire in Edgewater, and b) they are looking at regulations for investigation of large scale losses. Chairman Naylis will also forward minutes of Commission meetings for distribution.
APPLICATIONS: None
OLD BUSINESS:
Executive Committeeman Scheuer informed everyone that he spoke to Andover Boro regarding the sanctions put on them at the last meeting and agreed that no administrative expenses for their officers will be taken for the next 3 years. A motion was made by Executive Committeeman Scheur, Seconded by Executive Committeeman Kelly to enact this penalty. On a Roll Call Vote Passed 20-0
A motion was made by Executive Committeeman Kelly and Seconded by Executive Committeeman Scheuer to go into Executive Session at 10:00am. Motion Passed
A motion was made by Executive Committeeman Handlin seconded by Committeeman Florio to return to Regular Session at 10:15am. Motion Passed
NEW BUSINESS:
1) A motion was made by Executive Committeeman Lenarski, Seconded by Executive Committeeman Handlin to elect Executive Committeeman John Lane as Chairman of the Executive Committee and Executive Committeeman Robert Kelly as Secretary to the Executive Committee. Passed 20-0
2) A motion was made by Executive Committeeman Handlin seconded by Executive Committeeman Lane to accept Resolutions 1 and 2 which call for Associations to elect Delegates and Alternates to the Convention and Exempt Associations to Elect a Delegate and Alternate to the 2020 Convention.. On Passed 20-0
3) A motion by Executive Committeeman Mellert, seconded by Executive Committeeman Scheuer to place the Hopewell Firemen’s Relief Association under Executive Committeeman review for 3 years for failure to follow the guidelines for Supplemental Relief. Passed 20-0
4) A motion was made by Executive Committeeman Spiegel, seconded by Committeeman Lenarski to increase the Executive Committees stipend to $125.00 for additional work performed On a Roll Call Vote Passed 20-0
5) A motion was made by Executive Committeeman Kelly, seconded by Executive Committeeman Florio to deny seating at the 2020 Convention to the Monmouth Beach Firemen’s Association and no Officers, Representatives and Trustees can receive Administrative Expenses for 2019 for failure to submit their Third Quarter Relief Report by the deadline. On a Roll Call Vote Passed 20-0
6) A motion was made by Executive Committeeman Mazzarella, seconded by Executive Committeeman Kurdyla to increase the Health Care Benefit reimbursement up to $2500 per month effective January 1, 2020. On a Roll Call Vote Passed 20-0
7) A motion was made by Executive Committee Mellert and Seconded by Executive Committeeman Kelly to increase Special Relief to $7500.00 (minus the Local Level) and Supplemental Relief up to 4 times the Local Level. On a Roll Call Vote Passed 20-0
8) A motion was made by Executive Committeeman Walker Seconded by Executive Committeeman Figueroa to change the Subsidy Associations minimum check from $5,750.00 to $10,000.00 minimum check and leave the Year End Balance at $50,000, and eliminate the capping of Life Member Allowance for Convention at 25%.
On a Roll Call Vote Passed 20-0
9) A motion was made by Executive Committeeman Spiegel seconded by Executive Committeeman Figueroa to have mandatory filing of the following reports effective January 1, 2021: Officer Listings, Convention Delegate Selection reports, Notice of Death (Form 300) Quarterly Relief Reports and Membership Maintenance forms. On a Roll Call Vote Passed 20-0
10) A motion was made by Executive Committeeman Spiegel, seconded by Executive Mazzarella to allow the following multi-signature reports to be completed on line, scanned and e-mailed to the office effective 1/1/2020. These reports must be scanned with attachments of as one file: Annual Financial Reports, Membership Percentage Reports, and Convention (Pink and Blue) Vouchers). On a Roll Call Vote Passed 20-0
GOOD OF THE ORDER
1) President Ordway thanked all committees and the Executive Committee for their participation today. We got a lot accomplished.
2) He relayed his condolences to Former Secretary Weinberg on the death of his brother.
3) He is glad to see that Executive Committeeman Roemmich is up and around after his hospital stay
4) Secretary Pelaia reminded all Executives that effective January 1; Membership Applications must be the current Application with a rev. date of 5/19. Any other application will be returned.
6) Executive Committeeman Roemmich read a statement on how a disabled member could not get a parking pass for the convention behind Convention. President Ordway explained that the Convention Center has limited parking behind the hall. It was recommended that he speak with the 5 Mile Beach Association to see if they can get him a closer spot in the Handicapped Parking Area to Convention Hall
ADJOURNMENT: On a motion by Executive Committeeman Florio seconded by Executive Committeeman Fazekas the meeting was adjourned at 11:15am.
Respectfully submitted,
Thomas J. Pelaia
Secretary
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