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HomeMy WebLinkAboutCOA Minutes 10/14/2014Mansfield Council On Aging Board of Directors Minutes to Meeting October 14, 2014 OFF ICE 2315 JAPE 15 A 8: 30 Present: Sonia Walgreen, Mary Hourigan, Tom Keogh, Norma Smith, loan Hoey, Donna Harrington Debra Surprenant and Gale Farrugia. Ed Sliney, Sr., was excused. Call To Order: The Board Meeting was called to order at 3:30 PM by Board Chair Sonia Walgreen. Treasurer's Report, Minutes to the Board Meeting of September 9, 2014, Estimated Budget Status to Date and September Warrants: The Board examined the Minutes to the Meeting of September 9. 2014. Mary Hourigan noted that there were a few typographical errors — "faril" should be "frail" and "plant" should be "plan." Gale presented the Estimated Budget Status to Date and the Warrants from September, 2014. She said that there was nothing out of the ordinary to note. Gale also issued the Treasurer's Report. She informed the Board that the estimated balance in Gift Account was $11,641.61. Norma Smith offered a motion to accept the Minutes to the Board Meeting of September 9, 2014, with corrections, and the Estimated Budget Status to Date, the Warrants from September; 2014, and the Estimated Treasurer's Report, all as presented. With a second from Joan Hoey, the motion was approved by a unanimous vote. Correspondence File: Gale circulated the Correspondence File. Director's Report: Triad Pasta Dinner Program —Gale reported that the Triad Pasta Dinner was a success. She said that the program sold out and that the net proceeds were about $650.00. New Caterer — Bateman —Gale informed the Board that there have been some issues with the new catering company. She said that the first few days the delivery of food came in at about 10:30 AM when the delivery time should be about 9:00 AM. There was a discussion, and Gale said that she had sent a formal complaint to Judy Klein and the problem was resolved. Heavy Program Schedule for November —Gale reported the upcoming programs scheduled in November. She said that the Friends' Fair will be held on Saturday, November 15th from 9 AM to 2 PM, she reported that there will be two informational programs about medical insurance — one on November 3rd given by Blue Cross /Blue Shield, and the other by Lisa Sarkis, Regional Shine Coordinator, on November 10`h, and that Jordan /Jackson School children will be holding a concert at the COA on Tuesday, November 18`h at 1:00 PM. She also said that the COA Book Club is meeting once a month, and Mansfield seniors have been invited to attend a luncheon at Willow Crossing on November 21n. Fuel Assistance Starts November 1n —Gale informed the Board that Self Help will be accepting applications for Fuel Assistance starting November 1'` She said that the Outreach Staff has been very busy with clients who need medical insurance information and the requests for fuel assistance have already started. She said that they are also working on the Leaf Raking list and the Thanksgiving baskets and dinners lists. Town Manager's Coffee Hour —Gale informed the Board that the Town Manager's Coffee Hour will be held on Thursday, October 16th, and the Town Treasurer will also be with him. Gale said that she will be explaining the new tax bill format. Assistant Director's Report: Statistics —Debi informed the Board that there were 872 program registrations for the month of September, and that there were also 73 volunteer hours logged. She said that the statistics for incoming telephone calls was incomplete due to the new phone system. Medical Escort —Debi reported that the demand for medical escort has decreased. She said that 2 round trips were arranged for September. Print Media —Debi reported that she has been busy with various print media — brochures, business cards, invitations and the newsletter. Donna suggested that the COA check with printing companies, especially online companies, for printing pricing. Meals Programs —Debi informed that Board that there have been a few consumer complaints about the quality and quantity of the food with Bateman. She said that generally, the meals have been tasty, and Bateman seems to be very responsive with addressing the issues. Old Business: Update on Age - Appropriate Policy —Gale led a discussion about the issue of the COA activities and services being held for people age 55 and younger. Gale pointed out that the age specificity is not published in the state regulations or the COA By -Laws, but the COA has it published in the Standards of Conduct. There was a discussion about the By -Laws and it was decided that there was a need to review and revise the By Laws. Gale said that she will send a copy of the By -Laws out with the next meeting notice and agenda for the November meeting and will place the item on the agenda. New Business: Leaf Raking Program —Donna Harrington updated the Board on the Leaf Raking Program. She said that the leaf raking will happen on November 11th. She said that she would like to have about 15 households with a waiting list. She said that it will be operated the same as last year, and she would like to have the list completed by November I't and 4a'. She also said that there would be no rain date. There was a discussion about the scholarship fund, and Gale suggested that an article be written for the December newsletter to appeal for donations. $3,000 Check from Senior Spectacular —Gale informed the Board that she and Joan Hoey appeared before the Board of Selectmen with Representative Betty Poirier to receive a $3,000 donation from the 2014 Senior Spectacular. There was discussion about how to use the funds, and it was decided that, when the funds are used for a program, it would be noted that the program was made possible through the use of donated funds by Representative Poirier. Flower Arrangement for Christmas Party —Gale asked the Board if they would approve the purchase of a seasonal flower arrangement to use as a door prize raffle at the Friends' Christmas party on December 12th. Norma Smith offered a motion to allow for a purchase of a seasonal floral arrangement of up to $75.00 for a door prize raffle for the Friends' Christmas Party using funds from the Gift Account. With a second from Tom Keogh, the motion was passed by a unanimous vote. BEST Board Meeting Update: Sonia Walgreen issued the BESI report. She said that the September meeting was the Annual Meeting and that she was installed for another term on the Board. Sonia reported that there has been a BESI By -Law change regarding the length and number of terms one may serve on the Board. She said that because of that change, she will be able to serve for a maximum of 3 three year terms. Next Meeting —Gale informed the Board that the next meeting date is the 11th of November, Veteran's Day. She suggested that the Board consider changing the meeting date to Tuesday, November 18th at 3:30 PM. Norma Smith offered a motion to set the next meeting date for Tuesday, November 18th at 3:30 PM. With a second from Joan Hoey, the motion was passed by a unanimous vote. Questions & Answers: Mary Hourigan asked about the deposit can recycling. Mary has asked that the COA save deposit cans and bottles for her to use to purchase music for the chimes group. Adjournment: With all business being completed, Donna Harrington offered a motion to adjourn the meeting at 4:20 PM. With a second from Tom Keogh, the meeting was adjourned by a unanimous vote. VOTE SUMMARY 2015 -3 A vote to accept the Minutes to the Board Meeting of September 9, 2014, with corrections, and the Estimated Budget Status to Date, the Warrants for September, 2014, and the Treasurer's Report, all as presented. Motion —Norma Smith; Second —Joan Hoey; Vote -6 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Norma Smith, Donna Harrington, Tom Keogh, Mary Hourigan and Joan Hoey. 2015 -4 A vote to allow for a purchase of a seasonal floral arrangement of up to $75.00 for a door prize raffle for the Friends' Christmas Party using funds from the Gift Account. Motion —Norma Smith; Second —Tom Keogh; Vote -6 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Norma Smith, Donna Harrington, Tom Keogh, Mary Hourigan and Joan Hoey. 2015 -5 A vote to set the date for the next Board Meeting, changing the date from Tuesday, November 11`h, Veterans' Day, to Tuesday, November 18`h at 3:30 PM. Motion —Norma Smith; Second —Joan Hoey; Vote -6 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Norma Smith, Donna Harrington, Tom Keogh, Mary Hourigan and Joan Hoey. 2015 -6 With all business being completed, a vote to adjourn the meeting at 4:20 PM. Motion —Norma Smith; Second —Tom Keogh; Vote -6 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Norma Smith, Donna Harrington, Tom Keogh, Mary Hourigan and Joan Hoey.