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HomeMy WebLinkAboutCOA Minutes 11/8/2011RECEIVED Mansfield Council On Aging F MY NI (; (_;_ P K S OFFICE Board of Directors Minutes to Meeting 2211 HC 29 A 11: 31 November 8, 2011 Present: Sonia Walgreen, Tom Keogh, Donna Harrington, Mary Butler, Ed Sliiey fir'; C < ? lj i� [ ( T", Norma Smith, Frank Nilson, Debra Surprenant and Gale Farrugia. Call to Order: The meeting was called to order at 3:30 PM by Board Chair Sonia Walgreen. Minutes to the Meeting of October 11, 2011: The Board reviewed the Minutes to the Board Meeting of October 11, 2011. Mary Butler, Treasurer, noted that she offered the motion to accept the Treasurer's Report for the October meeting. After reading the minutes, she questioned whether she can make a motion to accept her own report. This was discussed and the Board felt that this was an invalid motion and another motion should be considered by another Board member. Frank Nilson offered a motion to accept the Treasurer's Report as presented by Mary Butler at the Board Meeting of October 11, 2011. With a second from Tom Keogh, the motion was passed by a unanimous vote. There was a short discussion about meeting minute documentation and what is required under the Open Meeting Law. Donna Harrington offered a motion to accept the Minutes to the Board Meeting of October 11, 2011, reflecting the new vote to accept the Treasurer's Report as presented. With a second from Frank Nilson, the motion was accepted by a unanimous vote. Warrants from October 2011 and the Estimated Budget Status to Date and the Treasurer's Report: The Board examined the Warrants from October 2011 and the Estimated Budget Status to Date. Mary Butler asked Gale a question about the encumbering of funds, and Gale explained what "encumbering" funds means. Mary Butler issued the Treasurer's Report. She informed the Board that the Gift Account balance was an estimated $3,147.00. Gale also explained that the balance included a donation to be used specifically for food gift certificates. Frank Nilson offered a motion to accept the October 2011 Warrants, the Estimated Budget Status to Date and the Treasurer's Report, all as presented. With a second from Norma Smith, the October 2011 Warrants, the Estimated Budget Status to Date and the Treasurer's Report were accepted by a unanimous vote. Correspondence File: The Correspondence File was circulated. Gale informed the Board that it contained a memo about Capital Improvements. Gale also reported that the Board that the DPW has included improvements for the entire building in its request. Gale asked if Sonia and Norma have been informed about their expiring terms and reappointments. Sonia informed Gale that she has already submitted her request for reappointment and Norma said that she had not received her letter from the Selectmen. Gale said that she would check on her notice. Director's Report: Outreach Services —Gale reported that the Outreach Department has been very busy with Medicare Open Enrollment and SHINE, as well as with Fuel Assistance Requests. Tax Work-Off Pro eram —Gale informed the Board that the IRS was conducting an audit of the town, and has found that the Accounting Office has been deficient in setting up OBRA accounts for the Tax Work -Off participants. She explained that, for those who are not participating in a state, county or municipal retirement program, an OBRA account must be set up, and the town is to collect $58 out of the $750 worth of credits. She also said that the participants may apply to collect the OBRA withholding when they leave the program. There was a discussion about the program given the federal OBRA restriction. Boards and Committees —Gale and Sonia reported about their annual meeting with the Selectmen. Sonia reported that she received praise for the programs and the staff at the COA from a Selectman after the meeting. There was a discussion about the request for the Electric Assistance Fund. Gale informed the Board that she had requested $35,000, and one of the selectmen offered a motion to raise the request to $40,000. She said that the request for $40,000 was approved by a 4 -1 vote. Ready for the Rush of Christmas Programs --Gale informed the Board that the COA will be very busy with the upcoming holiday programs. She said that the annual Friends Holiday Fair would be held on Saturday, November 19a', the COA Thanksgiving Meal will be held on Tuesday, November 22 "d, the annual Christmas parade will be held on Sunday, November 27`x' in which the COA walking Club will be walking, the annual COA Christmas Tree decorating party will be held on Friday, December 2°d and the Friends annual Christmas Party will be held on Friday, December 90`. Assistant Director's Report: Statistics —Debi reported that 890 people signed in for programs during the month of October, there were 390 incoming telephone calls logged and there were 297 volunteer hours logged. She also reported that there were 10 round trip medical escort rides provided. Print media —Debi reported that she has been working on revising brochures, invitations and other documents. Genealogy Workshop --Debi reported that the Genealogy Workshop held in October was very well attended -15 participants —and all but 2 were new to the COA. She said that the upcoming workshop in November has about 14 registrants. There was a discussion about types of programs to offer to bring in new seniors. Nutrition —Debi reported that a couple of issues have come up with the BESI Nutrition staff, and she and Gale have been trying to resolve the issues. She said that the issues revolve around lack of coordination at the Nutrition office. Old Business: BESI/COA Directors Meeting —Gale reported that she and other Directors met with Nancy Munson and other BESI staff to try to air and resolve the multiple issues with the current level of services. She said that the meeting was very long —about 2 hours —and it provided for the discussion of the most pressing issues. She said that the Directors present included Taunton, Swansea, North Attleboro and Attleboro. She reported that the issues ranged from communication to release of client information, emergency protocol and Nutrition Department problems. Gale reported that Nancy would like to meet with all 15 Directors about the multiple issues and how to resolve them. There was a long discussion about some of the problems encountered by the COA staff relative to BESI staff and services. Leaf Raking Pro ram —Donna gave the Leaf Raking Program update. She said that this year's program was difficult because there were more students, scouts, church groups and adults than she could place. She said that the criteria to participate in the program was too narrow, and she feels that she needs to relax the income eligibility and include households in which very elderly seniors are living alone. There was a discussion about how best to rework the criteria for next year's program. Christmas Program —Gale showed the Board a small pocket calendar tucked into a Christmas greeting. She said that the COA has been giving this as a gift to seniors who attend the annual Christmas party and other activities at the COA. She asked the Board if she could purchase them for this year's gift, and she stated that it would cost $153.00. Norma Smith offered a motion to allow Gale to purchase the pocket calendars to use as gifts to seniors at a cost of $153.00 using money from the Gift Account. With a second from Donna Harrington, the motion was passed by a unanimous vote. New Business: FY 2013 Budget Process Submission —Gale informed the Board that she was in the process of working on the preliminary budget for FY 2013. She said that the COA is in need of a new commercial dishwasher, and she will include that purchase and installation in the budget. She reported that the current dishwasher is 23 years old. She said that all other items are standard, and the union contracts have been settled. She also reported that she will keep the special programs in the budget. Fuel Assistance Donations —Gale reported that the Fuel Assistance Fund will receive two donations --one fiom the Elks and one from MWOT. BESI Report: Sonia Walgreen issued the BESI Report. She said that the last BESI Board Meeting consisted of going through the annual audit report. She said that the audit discussion was quite dry and took about 1 %z hours, and she said that new members were present. She reported that the rest of the meeting was spent doing a presentation and overview of BESI programs for the new members. She said that little was said about the current problems with the ongoing issues, and nothing about the Lindley case, which is in Superior Court. Questions and Answers: None. Adjournment: With all business being completed, Donna Harrington issued a motion to adjourn the meeting at 4:42 PM. With a second from Frank Nilson, the meeting was adjourned by a unanimous vote. VOTE SUMMARY 2012 -5 A vote to accept the Treasurer's Report given by Mary Butler at the Board Meeting on October 11, 2011, in consideration of the invalidation of the original motion offered by Mary Butler to accept the Treasurer's Report. Motion —Frank Nilson; Second —Tom Keogh; 2012 -9 A vote to accept the Minutes to the Board Meeting of October 11, 2011, reflecting the change in the vote for the Treasurer's Report. Motion —Donna Harrington; Second —Frank Nilson; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Mary Butler, Donna Harrington, Tom Keogh, Norma Smith and Ed Sliney, Sr. 2012 -10 A vote to accept the Warrants from October 2011, the Estimated Budget Status to Date and the Treasurer's Report, atlas presented. Motion —Frank Nilson; Second —Norma Smith; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Mary Butler, Donna Harrington, Tom Keogh, Norma Smith and Ed Sliney, Sr. 2012 -11 A vote to allow Gale to purchase pocket calendars to use as gifts to the seniors for $153.00 using funds from the Gift Account. Motion —Norma Smith; Second —Donna Harrington; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Mary Butler, Donna Harrington, Tom Keogh, Norma Smith and Ed Sliney, Sr. 2012 -12 With all business being complete, a vote to adjourn the meeting at 4:42 PM. Motion —Donna Harrington; Second —Frank Nilson; Vote -7 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Frank Nilson, Mary Butler, Donna Harrington, Tom Keogh, Norma Smith and Ed Sliney, Sr.