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HomeMy WebLinkAboutCOA Minutes 11/18/2014Mansfield Council On Aging Board of Directors Minutes to Meeting 14 �?,!S OFFICE t i5 JAN IS A O: 30 November 18, 20 Present: Norma Smith, Mary Hourigan, Tom Keogh, Joan Hoey, Sonia Walgreen, Donna Harrington Debra Surprenant and Gale Farrugia. Ed Sliney, Sr., was excused. Call to Order: The meeting was called to order at 3:30 PM by Board chair Sonia Walgreen. Correspondence File: Gale informed the Board that the file included a letter from the school department about donating to the High School renovation fund. The Correspondence File was circulated. Minutes to the Meeting of October 14, 2014: The Board examined the Minutes to the Board Meeting of October 14, 2014. Norma Smith offered a motion to accept the Minutes to the Board Meeting of October 14, 2014, as presented. With a second from Joan Hoey, the motion was passed by a unanimous vote. Estimated Budget Status to Date, October Warrants and Treasurer's Report: The Board examined the Estimated Budget Status to Date and the October Warrants. Gale informed the Board that nothing was outstanding regarding the Budget or the Warrants. Tom Keogh issued the Treasurer's Report. He informed the Board that the estimated balance in the Gift Account was $11,691.61. Mary Hourigan offered a motion to accept the Estimated Budget Status to Date, the October Warrants and the Treasurer's Report, all as presented. With a second from Joan Hoey, the motion was passed by a unanimous vote. Director's Report: Gale informed the Board that the COA staff has been very busy with programs and services. Town Manager's Coffee Hour —Gale informed the Board that the Town Manager's Coffee Hour was rescheduled to Thursday, December 11th from October 16th. She said that she is unsure if he is bringing guest speakers. Friends' Christmas Party —Gale reported that the Friends' Christmas Party will be held on Friday, December 12th at 11:30 AM. She said that tickets are $9 and $14 (for non - Friends). Friends' Fair —Gale announced that the Friends' Fair did an outstanding business, making almost $4000.00 this year. She said that Mary Hourigan worked the fair this year in the kitchen, and there were also two Honor Society students that helped out in the kitchen and were a big help. There was a discussion about the food available at the Fair and the fair in general, and Gale informed the Board that Cindy Paquette and Lynda Christiansen have said that they may not work the fair next year. BESI Meals Programs —Gale reported that the quality of food being supplied by the new caterer, Bateman, is improving. She also said that there seem to be a lot of last minute substitutions, however, and it has become a problem. She reported that the site program census has decreased, while the HDM program has increased. December —Gale informed the Board that the COA has a very busy December coming up. She said that there is the Tree Decorating Party, the Chimes Open House and the Friends Christmas Party. Leaves Pick -Up —Gale also reported that the DPW will be picking up bagged leaves for Mansfield seniors every Friday in November. Sand Bucket Program —Gale announced that the Boy Scout Troop 51 and leader John Peri will be offering the Sand Bucket Program to seniors and the disabled again this year. Outreach —Gale informed the Board that the Outreach Department is working to capacity with 3 to four clients each per day with Fuel Assistance, SHINE and other issues. Tax Work -Off Program —Gale reported that the 2014 -2015 Tax Work -Off Program is in full swing with 11 new and 14 returning participants placed in positions. She said that she was informed that the Massachusetts minimum wage is raised to $9 per hour from $8 per hour in January, and she said that changes the number of hour worked from 93.75 to 83.33. There was a discussion about the compensation being credited only once per year. Assistant Director's Report: Statistics —Debi reported that there were 952 program registrations for the month of October 2014, there were 359 incoming telephone calls logged and 74.4 volunteer hours logged. Medical Escort—Debi reported that the Medical Escort usage has decreased. She said that the COA arranged 4 round trips for the month of October. Tax Work -Off Program — Debi also reported that there were 2 tax work -off participants who have finished their hours, and there were 2 who were nearly finished. She said that the credits earned for FY 2015 so far were $7,718.00. Movie Program —Debi informed the Board that the movie program has been going well, with 16 coming to the last movie, The Butler. ( Old Business: Leaf Raking Program —Donna Harrington gave the Leaf Raking report. She said that the program went very well and that there was nothing to report other than she was happy with the results. Sonia Walgreen thanked Donna for her efforts in heading up this program each year and the COA staff for assisting. COA By Laws —Gale led a lengthy discussion about the "COA By- Laws." She explained to the Board that the COA Board By -Laws are written into the Town Charter. She further explained that he "COA By- Laws," that were in the old files are actually guidelines. Gale gave a history of the "Guideline" document, and she said that the town is organized differently now from back in the 1970's when the "COA By- Laws" (Guidelines) were written. There was a discussion about the difference between the Charter and the Guidelines. Gale said that she will check with other town boards to see if there are any other departmental guidelines. Donna Harrington offered a motion to table the discussion regarding the COA By -Laws (Guidelines), until further notice. With a second from Norma Smith, the motion was accepted by a unanimous vote. New Business: State Ethics Form —Gale gave each Board member the written packet about the State Ethics guidelines, and she asked each member to sign the last page which indicates that they are in receipt of the packet. There was a short discussion about the State Ethics webinar program that was cancelled. Board and Staff Get - Together —Gale informed the Board that the annual Board Staff Get - Together is after the next Board Meeting, December 9th. There was a discussion about what each member would bring for food items. Sonia suggested that Lois Nilson and Mary Butler be invited. FY 2016 Budget and Town Reports Due —Gale informed that Board that the FY 2016 Budgets and Town Reports are due in December. She said that she has been working on both. She also said that there was a discussion about the FY 2016 state budget shortfall, and that the budget gap is greater than $500 million. BESI Board Meeting Update: Sonia Walgreen issued the BESI Board Meeting Update. She informed the Board that there has been a BESI By -Law change that allows for longer board terms with one additional term added for a total of 3 three year terms. Sonia said that she is serving for one more term. There was a discussion about the changes in the EOEA leadership due to the new Governor. Questions & Answers: None. Adjournment: With all Business being completed, Donna Harrington offered a motion to adjourn the meeting at 4:24 PM. With a second from Tom Keogh, the meeting was adjourned by a unanimous vote. VOTE SUMMARY 2015 -7 A vote to accept the Minutes to the Board Meeting of October 14, 2014, as presented. Motion: - -Norma Smith; Second —Joan Hoey; Vote -6 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Tom Keogh, Norma Smith, Mary Hourigan, Joan Hoey and Donna Harrington. 2015 -8 A vote to accept the Estimated Budget Status to Date, the October Warrants, and the Treasurer's Report, all as presented. Motion —Mary Hourigan; Second —Joan Hoey; Vote -6 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Tom Keogh, Norma Smith, Mary Hourigan, Joan Hoey and Donna Harrington. 2015 -9 A vote to table the discussion regarding the COA By -Laws (Guidelines) until further notice. Motion —Donna Harrington; Second —Norma Smith; Vote -6 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Tom Keogh, Norma Smith, Mary Hourigan, Joan Hoey and Donna Harrington. 2015 -10 With all business being completed, a vote to adjourn the meeting at 4:24 PM. Motion —Donna Harrington; Second —Tom Keogh; Vote -6 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Tom Keogh, Norma Smith, Mary Hourigan, Joan Hoey and Donna Harrington.