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HomeMy WebLinkAboutCOA Minutes 11/13/2012Mansfield Council On Aging Board of Directors Minutes to Meeting November 13, 2012 L-1 �CE Nil OEC 18 A °� I� Present: Sonia Walgreen, Frank Nilson, Tom Keogh, Mary Butler, Ed Slincy,! Norma Smith and Donna Harrington. Call To Order: The meeting was called to order at 3:31 PM by Board Chair Sonia Walgreen. Minutes to the Board Meeting of October 9, 2012: The Board reviewed the Minutes to the Board Meeting of October 9, 2012. A motion to accept the Minutes to the Board Meeting of October 9, 2012, as presented was offered by Frank Nilson. With a second from Norma Smith, the motion was accepted by a unanimous vote. October Warrants, the Estimated Budget Status to Date and the Treasurer's Report: The Board examined the October Warrants and the Estimated Budget Status to Date. Gale informed the Board that the budget was about 33% expended. She also said that the budget was in good shape. Mary Butler issued the Treasurer's Report. She said that the estimated balance in the Gift Account was $6581.14. Tom Keogh offered a motion to accept the October Warrants, the Estimated Budget Status to Date, and the Treasurer's Report, all as presented. With a second from Frank Nilson, the motion was passed by a unanimous vote. Correspondence File: The Correspondence File was circulated. Director's Report: Electric Door Opener —Gale informed the Board that the electric door opener was in the process of being installed. She said that the DPW has agreed to pick up $2200 of the cost, and the remainder is split with the COA paying $1400, the Library paying $600 and the Friends paying $200. Fairfield Property Reimbursement --Gale reported that she had submitted the invoice for the Fairfield reimbursement, and that the $5000 has been received. She said that the balance in that account is about $22,000. MMAS Quilt Sale — Gale reported that the Mansfield COA Quilters sold I 1 quilts at the MMAS sponsored event. She said that the COA portion of the proceeds came to over $500 and the quilters voted to donate $400 of the money to the Friends' Quilting Funds with the remainder going into the Friends' General Fund. Light Department Luncheon —Gale informed the Board that the Light Department Luncheon went very well. She said that the program was full and that Chief Neal Bondrighini and Lt. Marc Goyette fi-om the Fire Department gave an unexpected but timely presentation about weather safety ahead of the hurricane forecast, in addition to the planned program fiom the Electric Department. Friends' Fair — Gale reminded the Board that the Friends' Holiday Fair would be held on Saturday, November 17'b from 9:00 AM to 2:00 PM. She also explained that Darcia Jensen has moved back to the area with the daughter temporarily and that she will be helping with fair set -up. New Director for Plainville --Gale reported that the Plainville COA has a new Director, Grace Nardeau, and that she is from Connecticut. Gale said that she was contacted by Grace, who requested a meeting with Gale to talk about how our COA programs operate. Smokey Parker --Gale announced that Smokey parker has been reassigned to the DPW and that his replacement for the COA/Library is Dougie, who will be the permanent maintenance personnel. Bud et —Gale reported that she is in the process of working on the FY 2014 budget. She said that the instructions were to prepare a level funded budget and that nothing new was to be added except for salary increases in contracts. Triad —Gale informed the Board that the Crime Awareness program scheduled for November's Triad meeting will be held instead at the January 23rd meeting. Assistant Directors' Report: Statistics —Debi reported statistics for the month of October. She informed the Board that there were 1,178 event registrations, there were 347 incoming telephone call logged and there were 141.12 volunteer hours logged. Fair Sigris —Debi informed the Board that she assisted the Friends in having permanent signs made for the annual Holiday Fair. Database for the Tax Work -Off Program —Debi reported that she also has been working on developing the databases and forms for the FY 2013 Tax Work -Off Program. Cinema Pub —Debi informed the Board that the Cinema Pub Program is going very well. She said that she has chosen movies that are new and have been award winners. Enrichment Series —Debi reported that the CVNA has developed new enrichment and wellness programs through their marketing department. She said that she is looking at putting together an enrichment series for after the new year using some of these programs. Nutrition —Debi also reported that the nutrition programs are very busy with clients. She said that the meals still have been ranging in quality. Old Business: GATRA —Gale informed the Board that GATRA is surveying agencies and towns on how to increase ridership for seniors. She said that Mansfield Dial - A -Ride services are currently over capacity. She also said that having the vans and vehicles over at the Fruit St. facility is working well for the safety and space issues in our parking lot. She said that Bill's Taxi is trying to resolve some of the issues and that she will be speaking with GATRA to find out more about the senior ridership quandary, and that in the past she has tried to get additional services for Mansfield seniors with a request for another van. New Business: Christmas Functions —Gale reminded the Board that the annual Board/Staff pot -luck get- together will be held after the December Board Meeting in December. There was a discussion about types of food to bring. Gale also informed the Board that the annual Friends' Christmas Party will be held on Friday, December 14d` at 11:30, and that there will be a raffle of 4 gift baskets at the annual Holiday Fair on November 170'. Leaf Raking: Donna Harrington reported that the Leaf Raking Program went very well this year. She said that there were a number of kids and adults participating this year and that some of the homes were done in 15 minutes. She said that she feels that she wants to keep the program as it is for next year, and she wants to keep the criteria the same. She reported that the weather this year was beautiful and that the landscapers were exceptional. BESI Board Meeting Updates: Sonia reported on her first BESI Board Meeting as Chair. She said that the meeting mostly concerned the annual audit, and that the audit report reflected a well ran organization with highly regarded administrators. She also reported that the COA representatives were informed that they would be given a needs assessment to bring back to their agencies in November. Sonia praised Gale for being at the forefront of the issue of emergency meal packs for the Home Delivered Meals Clients during inclement weather, and that the topic will be discussed in greater detail at the December Board Meeting. Questions and Answers: Donna said that she was approached regarding snow- shoveling for seniors. She said that she would be interested in serving only about 2 to 3 households, but that there is an extreme liability issue with kids traveling or driving during snowy weather. Adjournment: With all business being completed, Donna Harrington offered a motion to adjourn the meeting at 4:26 PM. With a second from Norma Smith, the motion was passed by a unanimous vote. VOTE SUMMARY 2013 -8 A vote to accept the Minutes to the Board Meeting of October 9, 2012, as presented. Motion —Frank Nilson; Second —Norma Smith; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Mary Butler, Donna Harrington, Ed Sliney, Sr., Norma Smith and Tom Keogh. 2013 -9 A vote to accept the October Warrants, the Estimated Budget Status To Date and the Treasurer's Report, all as presented. Motion —Tom Keogh; Second —Frank Nilson; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Mary Butler, Donna Harrington, Ed Sliney, Sr., Norma Smith and Tom Keogh. 2013 -10 With all business being completed, a vote to adjourn the meeting at 4:26 PM. Motion —Donna Harrington; Second —Norma Smith; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Mary Butler, Donna Harrington, Ed Sliney, Sr., Norma Smith and Tom Keogh.