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HomeMy WebLinkAboutCOA Minutes 09/09/2014Mansfield Council On Aging Board of Directors Minutes to Meeting September 9, 2014 IB /q OFF OCI3Q IQ Present: Norma Smith, Ed Sliney, Sr., Donna Harrington, Joan Hoey, Mary Hourigan, Debra SurpIr rent C/ jJ and Gale Farrugia. Town Manager Bill Ross entered the meeting at 3:58 PM. Excused were ( s Sonia Walgreen and Tom Keogh. Call To Order: The meeting was called to order at 3:30 PM by Board Vice Chair Norma Smith. Correspondence File: The Correspondence File was circulated. Gale reported that it contained some thank -you notes, a letter from BEST, the BEST annual meeting notice, a letter from the Governor about the state emergency response program and a few other items. Treasurer's Report, Minutes to the Meeting of May 13, 2014, Warrants for May, June, July and August, 2014, and the Estimated Budget Status to Date: Gale issued the Treasurers Report. She informed the Board that the Gift Account balance was an estimated $8,441.61. The Board examined the minutes to the Board Meeting of May 13, 2014, the Warrants from May, June, July and August, 2014 and the Estimated Budget Status to Date. Donna Harrington offered a motion to accept the Treasurer's Report, the Minutes to the Board Meeting of May 13, 2014, Warrants for May, June July and August, 2014, and the Estimated Budget Status to Date, all as presented. With a second from Joan Hoey, the motion was passed by a unanimous vote. Director's Report: Summer —Gale reported that the summer was a very busy time for the COA. She also reported that several of our regular seniors are either in care facilities or have passed away. Triad Pasta Dinner Fundraiser —Gale informed the Board that the Triad Pasta Dinner will be held on Monday, September 29th at 5:00 PM. New Phone System —Gale reported that the new phone system has been installed town -wide. She said that there are a few glitches with the system and that it can be confusing. New H.R. Person for the Town —Gale announced that the Town has hired a new HR Director, Patti Firing, and that she seems very nice. Representative Poirier —Gale reported that Representative Betty Poirier will be appearing in front of the Board of Selectmen to present a donation from the Senior Spectacular. She said that the date is September 17`h at 7:00 PM. Joan Hoey said that she would attend with Gale as a representative from the Board. New Caterer —Gale informed the Board that BESI Nutrition has chosen a new caterer to provide the meals for the Home Delivered and Congregate programs. She said that the caterer is Bateman Senior Meals, and they will begin on October 1 ", and that they will cover both HESSCO and Bristol Elder regions. Bristol Elder Services, Inc. —Gale reported that the BESI Annual Meeting and Luncheon will be held on Friday, September 26'h at Whites of Westport. Gale said that Sonia, Debi and she will be attending. Programming —Gale informed the Board that Bingo has begun again at the COA and is held on alternating weeks with Line Dancing on Thursdays at 12:30 PM. MCOA Conference —Gale also informed the Board that the annual MCOA Conference will be held on October 8m 91h and 10`h in Falmouth. Mary Hourigan asked if it was worth attending, and Gale gave her information about the types of workshops. Mary said that she would be interested in attending. Assistant Directors Report: Statistics —Debi reported the usage statistics for the summer months. She said that June had 272 incoming calls logged, July had 310 and August had 265 logged. She reported the event registrations for June were 842, July, 818 and August 653, and volunteer hours were also logged. She said that there were 95.8 volunteer hours logged for June, 24.0 logged for July and 80.5 hours logged for August. Medical Escort—Debi reported that the Medical Escort program was active over the summer. She said that there were 5 round trips scheduled in May, 11 in June, 3 in July and 5 in August. Tax Work -Off Program —Debi informed the Board that the Tax Work -Off Program finished the Fiscal Year with 23 participants completing their hours, and 3 did not, for a total amount earned of $18,828.00. Summer Paperwork —Debi said that she was able to catch up with some paperwork over the summer during some of the rare downtime. Program Planning —Debi said that she and Rose Kimmel worked on program planning activities during the summer for the upcoming year and presented the plan to Gale. Home Delivered Meals Rosters —Debi reported that the Home Delivered Meals roster was 47 clients, some of whom are in suspension. She said that this is very high for the summer. She also said that the site program attendance has decreased. Movie Program —Debi said that the movie program has started for the season and the first movie showed high attendance at 20 participants. Farmers' Market Coupons =Debi also informed the Board that the COA participated in the Farmers Market Coupon program again this year. She said that the caseworkers provided the $25 books of coupons to 38 clients. Old Business: Community First Video —Gale reported that BEST has a video presentation about the Community First program, the state program that places frail seniors in their own homes with community supports. Town Manager Bill Ross entered the meeting at 3:58 PM. New Business: Senior Tax Work -Off Program —Town Manager Bill Ross led a discussion about the changes in the way the Tax Work -Off Program is being administered. He said that the new Town Treasurer has brought to his attention that the program was not being operated according to state statute with regard to how the credits are applied, and that she would be bringing the program operations in line with the statute. He informed the Board that the abatements will now be credited one time per year on the first actual tax bill issued at the end of December and due on February V'. He said that this is to be in compliance with the state regulations. Gale said that she has explained this new procedure to all applicants. There was a brief discussion about the issue, and Gale said that the Town Treasurer Jacqueline Boudreau has offered to speak to those participants who have complaints. Town Manager Bill Ross left the meeting at 4:12 PM. Age Appropriate Attendance Policy —Gale informed the Board that there have been recent requests from residents who are in their 40's and 50's who wish to use our programs and exercise classes. There was a discussion about the possible need for a formal policy regarding the age of participation, if this becomes an issue. Gale will do additional research into the age -use by -laws for the COA, and will present the information at the next meeting. BEST Board Meeting Updates: None. Questions and Answers: Donna Harrington informed the Board that she will be meeting with the Acting Superintendent about the Leaf - Raking Program. She said that the program will go forward dependent upon his response. She said that she does not anticipate any issues. Adjournment: With all business being completed, Mary Hourigan offered a motion to adjourn the meeting at 4:27 PM. With a second from Joan Hoey, the motion was passed by a unanimous vote. VOTE SUMMARY 2015 -1 A vote to accept the Treasurer's Report, the Minutes to the Board Meeting of May 13, 2014, the Warrants from June, July and August, 2014, and the Estimated Budget Status to Date. Motion —Donna Harrington; Second —Joan Hoey; Vote -5 affirmative, 0 negative. Voting affirmative were Norma Smith, Ed Sliney, Sr., Donna Harrington, Joan Hoey and Mary Hourigan. 2015 -2 With all business being completed, a vote to adjourn the meeting at 4:27 PM. Motion —Mary Hourigan; Second —Joan Hoey; Vote -5 affirmative, 0 negative. Voting affirmative were Norma Smith, Ed Sliney, Sr., Donna Harrington, Joan Hoey and Mary Hourigan.