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Abridged Report with Attachments
ABRIDGED REPORT EXECUTIVE COMMITTEE MEETING NEW JERSEY STATE FIREMEN’S ASSOCIATION
WALL TOWNSHIP NJ
July 19, 2025
The meeting was called to order by President Ordway at 9:00am in accordance with the New Jersey Open Public Meetings Act. 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.
A moment of silence was observed for our deceased members and their families.
Second Assistant Secretary Dreby recited the prayer.
ROLL CALL:
All members were present and accounted for.
APPROVAL OF MINUTES:
The Abridged and Verbatim Minutes of the May 3, 2025, Executive Committee Meeting were approved as distributed on a motion by Executive Committeeman Handlin, seconded by Executive Committeeman Mecsey. MOTION CARRIED.
COMMUNICATIONS:
There was no additional communication that needed to be read. A motion to accept Communications as sent to the Executive Committee by Executive Committeeman Fazekas was made, seconded by Executive Committeeman Lane. PASSED.
LIFE MEMBER REPORT
None.
OFFICERS’ REPORTS
VICE PRESIDENT HANKINS:
Vice President Hankins reported that he has updated the caucus workers and new schedules are now available. He also noted that the bonding for local officers has been approved. Additionally, he shared that Former Secretary Weinberg and his wife both experienced medical issues. Mr. Weinberg received rehabilitation care and is now home; his wife was also ill and is currently recuperating at home.
President Ordway inquired about Retired Executive Committeeman Mellert. Executive Committeeman Mecsey responded that Mr. Mellert has been released from care and is now receiving medical treatment at home.
SECRETARY PELAIA:
Secretary Pelaia referred members to the report included in their packets. He informed the body that approximately 1,000 new applications for membership have been received so far this year. However, he also reported the loss of approximately 700 members during the same period.
FIRST ASSISTANT SECRETARY MARTONE:
First Assistant Secretary Martone stated that preparations are underway for the Caucus Handouts. He requested that Executive Committeemen and Committeewomen submit their reports or minutes from last year at least ten (10) days prior to their respective Caucus, should they wish them to be included in the packet. He also reported that he and the Second Assistant Secretary Dreby are working on the Convention program, with particular focus on the Memorial Service.
SECOND ASSISTANT SECRETARY DREBY:
Second Assistant Secretary Dreby reported that he is working on the Memorial Service for the upcoming Convention. He reminded all that the cutoff date for names to be included in the Memorial Roll Call is June 30. Any individuals who pass away after that date will be included in next year’s Roll Call. He noted that the Committee has reviewed the program and confirmed participation from all singers, clergy, and other participants.
TREASURER MULLEN:
Treasurer Mullen’s report is included in the packets. Members with any questions are encouraged to speak with him directly.
FIELD EXAMINER HOLLINGSWORTH:
Field Examiner Hollingsworth’s report is also included in the packets. Her report includes the bank statements for the Executive Counties as well as her annual report. She highlighted Local Associations that have failed to submit their bank statements and noted that some submissions are missing identifying information. To assist, she is now annotating these with the last four digits of the account number. The Field Examiner’s Yearly Report is also included in the packet.
COUNSEL CAVALLO AND ASSISTANT COUNSEL MORRIS:
Assistant Counsel Morris reported on the investigation he conducted regarding election campaigns. The results of that investigation are included in the meeting packets. He also informed the membership that Public Law 2025-85 was enacted on June 30, which will change how the Association handles legal notices. A memo outlining the required next steps will be forwarded to the office.
PRESIDENT ORDWAY’S REPORT
- Office Closures:
The office will be closed on:
- Monday, September 1 for Labor Day
- Early closure on September 10
- Closed September 11–12 for the Convention
- Caucuses:
Caucuses will begin on Monday, July 28.
- Registration will open no later than 6:00 PM.
- If an election is needed, ballots will not be collected until after the candidates have spoken. This will eliminate members coming in, casting a ballot and leaving.
- Any ballots placed in the box prior to candidate speeches will be discarded.
- Relief Applications:
- Applications for Special Relief and Supplemental Relief must be submitted to the State Office by December 1 to be processed in the current calendar year.
- Relief Paid Reports:
- The Second Quarter Relief Paid Report is due July 30.
- Convention Delegate Reports and Changes:
- All Convention Delegate Selection Reports have been received.
- Locals may make changes up to one week before their Caucus, and no later than August 30 for the Convention.
- All changes must be made in writing (email and fax are acceptable).
- Delegate Rules:
- The 3 At-Large Alternates may only replace the 3 At-Large Delegates.
- The Chief Alternate may only replace the Chief Delegate.
- A Chief listed as a Life Member must register as the Chief Delegate, not as a Life Member. Adjustments will be made accordingly.
- The Exempt Alternate may only replace the Exempt Delegate.
- Delegates will be penalized $100 from their Convention Allowance if absent.
- Alternates who attend the Caucus but not the Convention do not receive the $100 allowance.
- Voucher Submission:
- Delegate and Life Member payment vouchers must be received by the State Office no later than November 1.
- Affidavit forms are to be retained by the Local Association.
- September Executive Committee Meeting:
- Scheduled for Saturday, September 6 at the State Office in Wall.
- Report Issues:
- If there are problems with any submitted reports, members are encouraged to call the office immediately.
- Online Convention Vouchers:
- Forms 106 and 107 are being tested for online use to assist Treasurers in reporting Convention Allowances.
- Non-Seated Association:
- One association will not be seated this year due to failure to submit the required report.
- Relief Applications Collection:
- The 2024 Relief Applications will be collected at the Caucuses.
- 2025 Convention Format and Ballot Info:
- The 2025 Convention will again be a two-day event, held on September 12–13.
- A sample ballot is included in the packet. This year’s ballot is two-sided and must be fully completed on both sides.
- If there is a position or a ballot question left blank it is called an under vote, likewise if a member chooses more than one position it is called an over vote.
- Administrative Assistant Proposal:
- President Ordway is in discussions with Treasurer Mullen, Field Examiner Hollingsworth, and Counsel Cavallo about hiring an additional Administrative Assistant.
- This role would assist with:
- Filing 990 forms for local associations
- Standardizing and correcting Association names and filings
- Staff coverage when personnel are out
- The aim is to reduce the cost burden on Locals paying high fees for simple 990 filings.
- 1099 Threshold Change (Effective 2026):
- Beginning January 1, 2026, income up to $2,000 earned after 2025 will not require a 1099.
- End-of-Year Expenses Reminder:
- Some Local Associations hold their final meetings before December. Administrative expenses must be dated in December — not November — in order to be valid.
COMMITTEE REPORTS
Advisory Committee:
Chairman Walker stated that his written report is included in the meeting packets.
Compendium Committee:
Chairman Roemmich had no new report at this time. He announced that the next committee meeting will take place prior to the September Executive Committee Meeting. The committee will review Membership Applications and address any additional matters that come before them.
Delegate–Life Member Committee:
Chairman Florio reported that the committee will reconvene after the Convention to review associated expenses.
Finance Committee:
The next Finance Committee meeting is scheduled for August 4. Meeting minutes will be distributed afterward.
Firemen’s Home Committee:
Chairman Otterbein reported that the meeting summary is in the packets.
President Ordway provided background regarding an actuarial report completed by the Home in November 2024, analyzing future needs in terms of rooms, beds, and anticipated guests.
- The report incorporated demographic data (e.g., age and membership numbers) supplied by the Association.
- Upon reviewing the final report, President Ordway noted that data regarding the Health Care Program was missing, despite having been submitted.
- When he contacted the company responsible for the report, they stated that the matter was now in the hands of their legal counsel and could not be discussed.
- President Ordway then contacted Firemen’s Home Administrator John Veras who suggested a possible IT or software issue (Adobe-related) may have caused the data to be omitted.
- The Firemen’s Home is currently investigating the issue and will notify the Association of their findings.
Health Care Committee:
Chairman Reeves reported that his committee’s written report is included in the packets. He had no additional verbal report.
Legislative Committee:
Chairman Martone stated that the Legislative Committee’s report is in the packets. He also noted that the committee will assist with Convention registration.
Investment Committee:
Executive Committeeman Handlin reported that a Zoom meeting of the committee will be scheduled prior to the September Executive Committee Meeting.
Pension Committee:
Treasurer Mullen reported that the committee met prior to this morning’s Executive Committee meeting. The primary topic of discussion was the six-year reinstatement plan, which has now been completed. Action to adopt the plan will be taken at the next meeting.
Long Range Planning Committee:
No report.
Resolution Committee:
Assistant Counsel Morris reported that the committee met and discussed all submitted Resolutions. All submitted Resolutions will appear on this year’s ballot.
Salary Committee:
Chairman Fazekas stated that he would like to hold a discussion in Executive Session.
FIRE COMMISSION
Chairman Naylis reported the following:
- Regulations related to:
- Code Enforcement
- Junior Firefighter Programs
- Fire Training
will be published in the New Jersey Register.
- Physical Agility Testing is currently being developed specifically for firefighter entrance exams.
APPLICATIONS
- Franklin Township (Somerset County) submitted an application for a new Company #6. The application was reviewed and found to be in order.
- Keyport (Monmouth County) has been restructured by combining nine companies into one company. Secretary Pelaia and Executive Committeeman Kelly are working closely with Keyport to ensure a smooth transition. A motion to approve was made by Executive Committeeman Kurdyla, seconded by Executive Committeeman Figueroa: PASSED
- Winslow Township has combined their companies. Secretary Pelaia is working with Executive Committeeman Phillps to facilitate the process.
OLD BUSINESS
- Oversight of Local Associations:
President Ordway asked Field Examiner Hollingsworth if any Local Associations currently require oversight.
- She responded that there were none at this time.
- She noted that there are two associations in Burlington County that may be removed from oversight at the September meeting.
- She also acknowledged receiving emails from Executive Committeemen reporting they are checking in on their local associations.
- Local Officer Residency Issue:
Executive Committeeman Lenarski raised a concern regarding a local association officer residing outside the State of New Jersey.
- President Ordway clarified that the Association’s policy requires all documents and records to remain in New Jersey, regardless of the officer’s residency.
- It is acceptable for an officer to live out of state, provided that the required paperwork remains within New Jersey.
- If necessary, mail can be directed to another officer to ensure compliance.
- Administrative Expenses Increase Proposal:
Executive Committeeman Handlin revisited a previous suggestion about raising the limit on Administrative Expenses. President Ordway responded that the Compendium Committee is scheduled to review this matter.
EXECUTIVE SESSION
At 9:54 am, on a motion by Executive Committeeman Fazekas, seconded by Executive Committeeman Smith, to go into Executive Session for approximately 30 Minutes, the Executive Committee on a motion went back to into Open Session At 10:20am, and The Executive Committee came out and then went back into open session for another 13 minutes.(this doesn’t make sense to me.)
NEW BUSINESS
Salary Proposal
- Approval of Salary Committee Proposal:
A motion was made by Executive Committeeman Fazekas, seconded by Executive Committeeman Phillips, to approve the proposal submitted by the Salary Committee. Roll Call Vote: Passed 21–0
- Review of Positions and Program Changes:
Executive Committeeman Fazekas made a motion that beginning in the fall, the Salary Committee conduct a comprehensive review of all positions, program changes, and related matters, and report their findings at the February Meeting. Roll Call Vote: Passed 19–2
ADMINISTRATION
- Proposal to Hire Administrative Assistant:
President Ordway proposed hiring an additional Administrative Assistant to:
- File IRS documents (990s) for Local Associations in-house
- Assist with updating Incorporation documents for all Locals
- Executive Committeeman Handlin asked if a salary had been set.
- President Ordway replied that the new position would start at the current entry-level administrative staff salary.
- Motion to Hire Administrative Assistant:
A motion was made by Executive Committeeman Florio, seconded by another Executive Committeeman Kelly, to hire the additional Administrative Assistant. Roll Call Vote: Passed 21–0
GOOD OF THE ORDER
Executive Committeeman Lenarski noted that a significant milestone (150th Anniversary) is approaching in two years and suggested the Association consider a commemoration to mark the occasion. President Ordway acknowledged the suggestion and stated that preliminary planning is already underway. He thanked Executive Committeeman Lenarski for his input.
Top of Form
PUBLIC COMMENT
Brian Lynch (Highland Lakes, Vernon Township Relief Association) requested clarification on the prohibited use of Association resources during election campaigning, referencing guidance provided by Counsel. President Ordway conferred with Counsel Morris, who confirmed that the guidance was included in a document previously provided. Mr. Lynch acknowledged that while everyone makes mistakes, maintaining the integrity of the Association is essential.
ADJOURNMENT
With no further business to discuss, a motion to adjourn was made by Executive Committeeman Figueroa, seconded by Executive Committeeman Lane. Meeting adjourned at 10:48 AM.
Respectfully Submitted:
Thomas J. Pelaia
Secretary
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