maryland state firemen’s association retreat 2009

MARYLAND STATE FIREMEN’S ASSOCIATION

RETREAT 2009

July 17-19, 2009Paul Hall CenterPiney Point, MD

Welcome

• Opening Comments

•Chief Charlie Dickinson, Deputy United States Fire Administrator, (Retired), Chief of Department, Pittsburgh Bureau of Fire.

Welcome

• Opening Comments

•President Roger Powell

•1st Vice President Doyle Cox

•2nd Vice President David Lewis

Introductions• All Attendees

• Program Facilitators

• Charlie Dickinson• Lee Sachs• Ron Siarnicki

Purpose• The Maryland State Firemen’s

Association holds strategic planning retreats every three years

• This is the year, now is the time, and YOU are the individuals to help guide our Association

Agenda• Friday July 17, 2009

• 1900 Opening Session

– Introduction to the retreat– Methodology– Issues to be addressed– Selection of break out groups

• 2100 Socializing at the Paul Hall Lounge

Agenda• Saturday July 18, 2009

• 0800 Breakfast

• 0900 Short general session

• 0930 Small Group Breakouts

• 1230 Lunch

Agenda• Saturday July 18, 2009

• 1330 Afternoon Session

• 1800 Dinner

• 2000 Evening Social

Agenda• Sunday July 19, 2009

• 0730 Breakfast

• 0900 Group Presentations

• 12:00 Adjourn

Agenda• President Powell has set the

agenda for discussions to include the following three areas:

• Communications• Convention and Conference• Finances

Structure• General Sessions

• Group Interaction• Open Discussion

• Breakouts• Small Group Sessions• Team approach• Plan Development

Format• Discuss the Objective

• Create a Performance Statement

• Identify the Tasks to Implement

• Establish a Measurement Process

• Develop a Work Timeline

• Committee Assignments

Sub-Group “A”• Communications

• Bobby Balta, Stu Carter, Richard Snader, Ralph Thompson, Frank Underwood, Richard Yinger,

• Facilitator – Chief Charlie Dickinson

• Potomac Room

Group “A” Agenda 1. Continuation of communications mediums.

a. Trumpetb. Internetc. PIOd. Marketinge. Convention proceedings bookf. Convention bookg. Fire laws bookh. Other media and methods.

2. How should each of our communication methods be formatted and published?

3. If the trumpet is continued how many issues per year?

4. Should the trumpet be reorganized?

Group “A” Agenda5. Constituency of committees dealing with communication issues.

6. Should there be a umbrella committee styled “communications” which then has sub committees under it?

a. Fire lawsb. Websitec. Trumpetd. Proceedings bookse. Convention booksf. PIOg. Marketingh. Other committees

7. Content and Format of each form of communication .

8. Self sustaining process for each form of communications medium

Sub-Group “B”• Convention and Conference

• Mark Bilger, Bill Hildebrand, Tom Mattingly, Jackie Olson, Roger Steger

• Facilitator – Lee Sachs

• Tidewater Room

Group “B” Agenda1. Explore all issues associated with the convention including:

a. Locations of future conventions

b. Schedule/content of opening business sessions, awards session, memorial service, installation officers banquet, parade, family picnic, beach party, flea market, basket bingo other social events including hospitality rooms. Should all these events be continued or changed and if so how? c. Training seminars - Should they be continued? - scheduling

seminars.

Group “B” Agenda2. If the convention format is to be altered, suggested new format,

re-suggested locations other then Ocean City and reasons for relocating the convention.

3. Should the convention be “broken up” with the business meetings to be in June in accordance with the constitution which can probably be done in one day and other portions of the convention scheduled at a different times and locations other then the business meetings?

4. Pros and cons should be itemized for each recommendation.

Sub-Group “C”• Finances

• Fred Cross, Danny Davis, Bobby Jacobs, Gene Worthington

• Facilitator – Ron Siarnicki

• Maryland Room

Group “C” Agenda1. Examining income resources.

2. Pursuing new income resources- fundraising method.

3. Scholarship funding.

a. MSFA Foundationb. Examining current resources communicating with current donorsc. Should we look at state funding- the use of officers and legislative

committee to continue securing of budget money?

4. Funding of Committees.

a. The budget processb. Allowable expenses

Group “C” Agenda

5. State Funding Strategies, Need for new legislation.

a. VCAFb. 508c. Trustees fundsd. Appropriations

6. Financial Structural Control.

a. Should all issues dealing with money be placed under an overall chairman of the financial team with the various officers and assistant officers working as part of that team?

b. If so whyc. If not, then why?


7. Solicitation of membership levels.

a. How should these membership levels be styled? b. Who should be responsible for pursuing the new membership levels?

c. How should they be approached-marketing? d. New committee?

e. Should all phases of membership be placed under a overall membership chairman with subcommittees dealing with the various types of membership?

i. Regular membershipii. Individual membershipiii. Supporting membershipiv. Associate membershipv. Other

Getting Started• Open Discussion

• Items of Concern

• Three Year Plan

• Questions

Now the work Begins.

Don’t let the events of the pastblind you to the possibilities of the future.

Jarrod Aldom ‘97

The Maryland State Firemen’s Association 2009 Retreat Planning Groups Report

Summary of DiscussionAnd Recommendations

Sub-Group “A”• Communications

• Bobby Balta, Stu Carter, Richard Snader, Ralph Thompson, Frank Underwood, Richard Yinger,

• Facilitator – Chief Charlie Dickinson

Current Mediums That Facilitate Communications And Their Targets

Trumpet Internet – www, E-Mail, etc.

PIO Convention

Marketing Fire Laws Book

Sidebar

Recommendations Of Communications Medium• Trumpet – Transform the Trumpet into a Bi-weekly, One

Page, HTML based E-Mail document provided via a publicly Accessible E-Mail Subscription. Publish an annual

• Internet – • Expand the website coverage to include Multi-Media

Content of Executive Committee Meetings, Officers Actives and Other Events.

• Build a presence for the MSFA in Facebook, Twitter, MySpace. Use these as a communications tool for short one liner Information.

Sidebar

Recommendations of Communications Medium• PIO – Should continue to be the single

point of contact for the media. Provides Interviews, or Coordinates interviews for the Officers during High Profile Events.

• Convention Proceedings and Program Book – No change unless there is a new Marketing Approach developed that they needs to comply with. Should be accessible via online access as well.

Sidebar

Recommendations of Communications Medium• Fire Laws Book – Not considered a

“Communications” tool. It is a regurgitation of the Active Fire Laws in the State of Maryland.

Sidebar

Constituency of Committees

• The Constituency of committees should be based upon the work required of that committee and the recommendation of the committee chair.

Sidebar

Umbrella Communications Committee

• The functions of all of these committees are large and varied. In a volunteer structure, the chairman of a committee often is expected to make sure the work of the committee is completed thus the committee chair should have input into the size of the committee.

• Recommend that the Marketing Committee Provide guidance and framework to each committee regarding format, issues to be covered, and MSFA policy on Marketing.

• Individual committees implement Communications in their area of responsibility using the marketing committee’s recommendations.

• We do not recommend combining these committee’s functions under a single umbrella.

Sidebar

Content and Format of Each Form of Communications

• Develop Formats for Standardizing MSFA emails, reports, and written communications. Make them available on the Website for use by officers, committees, etc.

Sidebar

SIDE BAR MESSAGE• Special Consideration should be given to

modify the name of the organization to more accurately describe the broad character of our Association’s constituency.

• Products we sell or give away should always contain our website URL, and the Logo should include “Voice of the Volunteer Fire, Rescue and EMS”

Sub-Group “B”• Convention and Conference

• Mark Bilger, Bill Hildebrand, Tom Mattingly, Jackie Olson, Roger Steger

• Facilitator – Lee Sachs

Group “B” Agenda

1. Explore all issues associated with the convention including: a. Locations of future conventions:

1. Committee agreed that we would not explore other options of other locations due to Ocean City offers the family affair concept and some of our members utilize our convention as their family vacation.

b. Schedule/content of opening business sessions, awards session, memorial service, installation officers banquet, parade, family picnic, beach party, flea market, basket bingo other social events including hospitality rooms. Should all these events be continued or changed and if so how?

Should all these events be continued or changed and if so how?

The Committee addressed the following:

• Saturday & Sunday: - no changes• Monday:

Opening Ceremony Business Session (morning)

Nomination of Officers Keynote Speaker (afternoon)Report of Partner AgenciesMonday Night Event

change of location/timefireworks – downsizing cost

• Tuesday: Voting

Awards (morning)AYCE Family Picnic (afternoon)No seminars (afternoon)Installation of Officers

change of time: 1800 hoursPajama Parade & Costume

change of time: 2130 hours• Wednesday, Thursday, Friday – no changes

Training seminars - Should they be continued? – scheduling seminarsTraining seminars – should they be

continued? - scheduling seminars:

• Seminars only on Sunday and Monday

• Check into Continuing-ed credit seminars

• Possible two day seminars (4 hours each)

• Topics to include required training, i.e. protocols

Group “B” Agenda (con’t)

2. If the convention format is to be altered, suggested new format, re-suggested locations other then Ocean City and reasons for relocating the convention.

• Possibility of moving convention to end of June

Group “B” Agenda (con’t)3. Should the convention be “broken up” with the business

meetings to be in June in accordance with the constitution which can probably be done in one day and other portions of the convention scheduled at a different times and locations other then the business meetings?

The committee suggested that we adopted the already presented recommendations and looked at reformatting and a possible date change.

Group “B” Agenda (con’t)

• 4. Pros and cons should be itemized for each recommendation.

Our Facilitator addressed the pro and cons in previous slides.

Group “B” Format

Discuss the Objective:

To improve the Annual MSFA Convention and Conference in all aspects to include attendance, financial and overall appeal to

all members.


Create a Performance Statement:

As you can see, the committee is very much in favor of keeping the location of Ocean City since it is a family oriented atmosphere and feels that the reformatting of our current convention and conference, as well as the date change will help in promoting a successful convention.


Identify the Tasks to Implement:

• Program Change - Committees & Members• Notification to Award Chairs and Nominees• Schedule change to MSFA Partner Agencies• Warn the Ladies Auxiliary to changes


Establish a Measurement Process:

• Survey after 2010 Convention & Conference• Review and address comments

• Adjust as necessary


Develop a Work Timeline:

• Present recommendations to the MSFA Convention and Conference Steering Committee for immediate approval

• Present to Convention and Conference Committee• Implement changes as approved (Committees)• Timeline: ASAP to implement for 2010


• Committee Assignments:

• Convention and Conference Steering Committee• Convention & Conference Committee

− Individual sub committees to implement

Sub-Group “C”• Finances

• Fred Cross, Danny Davis, Robert Jacobs, Gene Worthington

• Facilitator – Ron Siarnicki

Group “C” Agenda1. Examining income resources.

2. Pursuing new income resources- fundraising method.

A. Organize one group who will handle the fundraising activities of the MSFA so that there are not too many people asking and too many conflicts. This would include all membership levels excluding regular membership. Need for an organized approach implemented by the Presidents within three months

Uniform ad schedule for all publications with limits on size of space provided in order to keep material content as the primary point of interest for the medium.

State wide outreach to all of the insurance carriers with a fundraising appeal to support the MSFA.

B. Pursue an organized centralized function for securing grants for the MSFA to fund programs and service delivery for the membership. To be implemented by the Presidents within three months

Group “C” AgendaC. Convention Committee to address by next annual meeting

Convention Program Book ads; need to push for non fire department entities over our own member companies.

Discuss with the Maryland Fire Chiefs about their program book schedule so that they do not compete.

Administrative charge of $10k from convention to general fund

Group “C” Agenda3. Scholarship funding.

A. Newly formulated fundraising committee and MSFA Foundation. To be completed in six months.

Discuss with the fire protection companies to sponsor individual scholarships

Scholarship donations from the fire service industry manufacturers.

B. Office of the Attorney to be implemented in by end of calendar year.

Examine the current tax status of the MSFA and explore the possibility of changing to c3 status.

C. Legislative Committee. To be prepared by end of calendar year.

Legislatively address the shortfall of available funding to support the Charlie Riley and Conroy Funds.

Group “C” Agenda4. Funding of Committees.

A. Financial Team to review and report back by February Executive Committee Meeting

Set up a two priority funding request for each committee for the budget so that we have a wish list category.

Prepare a needs list that would reflect what should be funded above the current level.

Need for a ten percent variance on all budget amounts so that there is a buffer both ways.

Start the budget process earlier in order to meet the new state requirements of three year budget filing for July each year. Submit at April Meeting and final approval in June

Written budget guidelines that specifically pertain to the MSFA for all committees

Quarterly review of expenditures to date and projections for year end.

Officers allowance needs consistency with adjustments fpr equity among the various duties performed. Written policy for this process is needed.


5. State Funding Strategies, Need for new legislation.

A. Presidents and Legislative Committee. To be prepared for next session

Recommend adding an increase to 508 onto the MSFA Legislative Agenda

Based upon the outcome of the Trustees review of the entire relief fund add their recommendations to the MSFA Legislative Agenda.

Request a 10% administrative increase to the appropriations fund. Up to ten percent of he fund can be utilized for general operating/administrative costs.

Look down the road to secure VCAF back to the MSFA. Need time for healing.


6. Financial Leadership Structure

A. All officers and Past Presidents. Ongoing.

Look for additional assistants for the financial team

Look for replacements for the Elected Treasurer and Financial Secretary

Leave current organizational structure in place


7. Solicitation of membership levels.

Recommend it be a part of the Fundraising Consolidation proposal. Under item #1.

2008 Finance Team Recommendations

1. The Finance Team to explore and prepare an Investment Policy Statement for the Maryland State Firemen’s Association and to make recommendations about the management of these investments to the Executive Committee.

2. Develop a MSFA Vehicle replacement policy based on the mileage of the vehicle.

3. Create an MSFA Copier Policy to determine who requires MSFA leased copiers.

4. Utilize State Appropriation Funds for the operation, repair and renovation of 17 State Circle.

5. Records Retention Policy –Need to work on this policy

2009 Financial Review Recommendations

• The Association needs to develop adequate records for fixed assets (i.e. equipment) and product inventory that should be updated at least annually.

• The Association also needs to develop adequate controls over equipment, including purchases, possession/location and disposals. This is a repeat comment from prior years.

• The Association has begun to invoice items and record accounts receivable.

• The Association needs to develop adequate controls over accounts receivable and make sure that it is reconciled on a regular basis.

2009 Financial Review Recommendations

Issues that may require additional research and/or changes in policies and procedures.

Death and Disability PaymentsThe Association pays death benefits and disability payments to volunteer servicemen and beneficiaries. Such benefits paid to a public safety officer are generally not taxable if they are provided under a governmental plan. It does appear that 1099-R forms should be filed for payments in excess of $600. Is it possible that the State of Maryland is issuing the 1099s? Do you report the amounts given to each beneficiary to the State of Maryland on a calendar year basis?

Raffle and Bingo PaymentsCertain wagering transactions require the filing of Form W-2G and Form 1096 – Annual Summary and Transmittal of U.S. Information Returns. A W-2G is issued and filed when an individual wins a prize with a minimum specific dollar amount at a gaming event.

General Wrap Up• Open Discussion

• Concerns

• Critical Issues

Closing Comments• Facilitators

• Presidents

• Host

Closing Comments

Thanks you for being a part of the planning process for the future of

our association.

maryland state firemen’s association retreat 2009

Documents