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HomeMy WebLinkAboutCOA Minutes 9/11/2012Mansfield Council On Aging QFFICEBoardofDirectors Minutes to Board Meeting 2011 OC1 I b A 8: 4 b September 11, 2012 Present: Ed Slinay, 8r, Toro- Keogh, Sonia Walgreen, Frank Nilson, Mary Butler, Donna Harrington, Debra Surprenant and Gale Fanugia. Call To Order: The meeting was called to order at 3:30 PM by Board Chair Sonia Walgreen. Minutes to the Board Meeting of May 8, 2012, Estimated Budget Status to Date, Warrants from May, June, July and August, 2012, and the Treasurer's Report: The Board reviewed the Minutes to the Board Meeting of May 8, 2012, the Estimated Budget Status to Date and the Warrants from May, June, July and August, 2012. Gale indicated that the spending for FY 2012/13 will be very careful and that the funds for the dishwasher were included in the budget, but the Special Services line item was reduced by $3,500.00. Gale also informed the Board that Social Services has received a sizable donation through the Electric Department for the Mansfield Electric Assistance Fund. Mary Butler issued the Treasurer's Report. She informed the Board that the Gift Account balance was an estimated $4,718.12. Frank Nilson offered a motion to accept the Minutes to the Board Meeting of May 8, 2012, the Estimated Budget Status to Date, the Warrants from May, June, July and August, 2012, and the Treasurer's Report, all as presented. With a second from Donna Harrington, the motion was passed by a unanimous vote. Correspondence File: The Correspondence File was circulated. Gale reported that the file contained pictures from Joseph Kennedy's visit to the COA and a memo from the State about political campaigns and public employees. Director's Report: Gale informed the Board that it was a very good summer, and it was busy but there was some down time due to some programs being on hiatus. She said that all programs are now back in session for the program year. Town Manager Coffee Hour —Gale reported that the Town Manager will be holding a Coffee Hour at the COA on September 201h at 10:00 AM. She said that she is unsure if he will be bringing someone or if he is coming alone. New Tai Chi Program—Gale informed the Board that a new Tai Chi program has started twice per month, and that there are 37 participants and a waiting list. She said that the Arthritis Exercise teacher, Joyce Collins, is running the program. GATRA Vans Gone —Gale was happy to report that the GATRA vans are now in their new location off of Fruit St. at the old animal shelter. She said that the parking lot is now safer with more space. Visit with Joe Kennedy 11I —Gale informed the Board that Joseph Kennedy III came to the COA on August 30th to visit with the seniors. MCOA Conference —Gale said that the annual MCOA Conference will be held on October 3`d, 4d' and 5th at the location at the Cape. She said that she will be in attendance with the approval from Bill Ross. Two New Workshops —Gale reported that the COA is offering two new workshops. She informed the Board that the workshop presenter is Barton Bresnik, a retired teacher and Mansfield resident. She said that the fast was on Monday, September I Orh on cyber security and she said that the workshop was well attended and it was very good and quite sophisticated. She reported that the second workshop will be held in October and will be editing digital photography. TRIAD Pasta Dinner —Gale reminded the Board that the Triad Pasta Dinner will be held on Monday, September 24th at 5:00 PM. New Finance Committee Members —Gale informed the Board that the Finance Committee has been assembled and are meeting, but one new member has resigned due to family obligations. There was a brief discussion. Gale also reported that the new Town Clerk, Maryann Staples, has assumed her position, and that the Town Manager has a new Secretary, Deb Hebert. She said that it also has been announced that the Chief of Police will be retiring in March. Assistant Director's Report: Statistics —Debi issued the Statistics Report for May, June, July and August, 2012. She said that there were 367 incoming telephone calls logged, there were 1,471 event registrations and 123.5 volunteer hours logged for the month of May. She said that in June, there were 332 incoming telephone calls logged with 1,205 event registrations and 62.9 volunteer hours logged, for July, she said that there were 312 incoming telephone calls, 979 event registrations and 41.0 volunteer hours logged and for August, 312 incoming telephone calls logged, 1,041 event registrations, and 74.5 volunteer hours logged. Medical Transportation —Debi reported that the requests for Medical Escort were fewer. She said that the person who had been doing the bulk of the medical escort has retired from all obligations and Ted Chingris has agreed to do some of the medical escort. Visit fiom BESI Nutrition —Debi informed the Board that the new BESI Director of Nutrition Services came to the COA to observe the operations. She said that he was quite impressed with the way the COA operates the Home Delivered and the Congregate programs. New Activities Coordinator —Debi reported that she has been working with the new Activities Coordinator, Rose Kimmel, to bring her "up to speed" with her programs. Mailing List —Debi informed the Board that she has successfully migrated the mailing list from Postnet Barcoding to Intelligent Barcoding. Raffle Tickets Debi reported that she has developed the raffle tickets for the Triad Pasta Dinner Raffle. Old Business: Rose Kimmell —Gale announced that Rose Kimmell has been hired to replace Darcia Jensen as the Activities Coordinator. She said that Rose is conscientious and has done an exceptional job so far. Gale said that she has 12 people registered for the Regional Walk at the Cape Cod Canal and that she did a very good job for the Lunch Bunch. There was a discussion. Sonia remarked that she feels that Rose will be an exceptional Activities Coordinator. Donations — Gale reported that the COA received donations from three sources over the stormier. She said that Representative Poirier donated $2000 in proceeds from the Senior Spectacular, the Elks gave the COA $700 and Mansfield Women of Today has donated $1200. She said that the donation from the Elks was for the Friends Fuel Assistance Fund. New Business: Electric Door Openers Gale reported that there is some concern raised by a few seniors that the doors to the Multi- purpose Room should have electric openers. Gale said that she was approached by a client who indicated that she would start a petition to bring to the Selectmen in support of the town installing an electric door opener to that room. Gale said that she informed this client that she would like to take a different route and try to solve the issue by finding funds to do this project, but first needed to consult with Mike Ahern. Gale informed the Board that she did talk to Mike, and he said initially that the project would be about $6,000. She said that Mike did have an electrician come in for an estimate, and he said that the project would be about $3,500. Gale reported that she had spoken with Bill Ross, and he said that he felt that he wanted to put this project in the Warrant for the Special Town Meeting. There was a lengthy discussion about the issue. Donna Harrington asked if the donation from Betty Poirier could be used to help defray the cost of installing the opener, and the Library maybe could contribute since Library patrons would also benefit from the installation of the door opener. Gale informed her that all who use the room would benefit from the electric door opener, seniors, the disabled and non - disabled. Domna Harrington offered a motion that the COA allocate $2000 in donations from Betty Poirier from the Gift Account to be used toward the installation of the electric door opener if the costs are split between the COA and the Library. With a second from Frank Nilson, the motion was passed by a unanimous vote. Gale said that she will talk to Janet Campbell about the issue to see if it will be brought before the Library Board. COA Ouilters Group —Gale informed the Board that she was approached by one of the members of the quilting group about the proceeds from the quilting show be designated for a new senior center. There was a lengthy discussion about the issue of fundraising for a new center being done at this time. Sonia Walgreen offered a motion to table the discussion until November, after the Quilt sale has happened. With a second from Tom Keogh, the motion was passed by a unanimous vote. Formula Funding_ Purchases— Gale reported that several factors led to unexpended money from the state Formula Funds. She explained that the COA is given state funds each year based upon the population in town of citizens over the age of 60. She said that the funds were released very late, and therefore the expenses to be incurred using those funds were delayed. She also said that Darcia's position was funded with this money, and she took a leave from her position for a brief period. Gale explained that the funds need to be expended by June 30`h, or the surplus would be deducted from this year's allocation. She said that the COA purchased two new chairs for the reception area and two i -pads for staff use. BESI Report: Sonia issued the BESI report. She said that the August Board meeting was cancelled due to lack of quorum. She said that the annual meeting is scheduled for a date in September at White's. She reported that Lindley is entering the final year of the three year contract, and that they had asked for a 5% increase for this last year. She reported that the negotiated increase is 2 %, and that open bidding will be coming up. She also reported that she has assumed the position of Board Chair, and that there are all new members coming on from agencies and COA's. There -,vas a brief discussion about term limits and the executive board. Leaf Raking: Donna issued the Leaf Raking program update. She said that she will not be having meetings, and that she has everything arranged to happen on November 12`h. She said that she wants to keep the same eligibility as last year, with the COA taking the names of those who wish to participate. Adjournment: With all business being completed, Donna Harrington offered a motion to adjourn the meeting at 4:30 PM. With a second from Ed Sliney, Sr., the meeting was adjourned. VOTE SUMMARY 2013 -1 A vote to accept the minutes to the Board Meeting of May 8, 2012, the Estimated Budget Status to Date, the Warrants from May, June, July and August 2012, and the Treasurer's Report, all as presented. Motion —Frank Nilson; Second —Donna Harrington; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Tom Keogh, Donna Harrington, Ed Sliney, Sr, and Mary Butler. 2013 -2 A vote to allocate $2000 in donations from Betty Poirier's Senior Spectacular deposited in the Gift Account to be used toward the installation of an electric door opener for the Multi- purpose Room if the costs are split between the COA and the Library. Motion —Donna Harrington; Second —Frank Nilson; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Tom Keogh, Donna Harrington, Ed Sliney, Sr, and Mary Butler. 2013 -3 A vote to table the discussion on designating any donated proceeds from the COA Quitters' sale towards a fund for new senior center. Motion--Sonia Walgreen; Second —Tom Keogh; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Tom Keogh, Donna Harrington, Ed Sliney, Sr, and Mary Butler. 2013 -4 With all business being completed, a vote to adjourn the meeting at 4:30 PM. Motion —Donna Harrington; Second — Ed Sliney, Sr.; Vote -7 affirmative, 0 negative. Voting