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HomeMy WebLinkAboutCOA Minutes 9/13/2011SFIELD COUNCIL ON AGING 4 Board of Directors , ZU P Minutes to Meeting �C t September 13, 2011 ) Present: Sonia alr�, Donna Harrington, Mary Butler, Ed Sliney, Sr., Norma Smith, Frank`l dilson, Debra Surprenant and Gale Farrugia. Tom Keogh was excused. Call To Order: Sonia Walgreen called the meeting to order at 3:31 PM. Minutes to the Meeting of May 10, 2011, Warrants from June, July and August, 2011, Estimated Budget Status to Date and the Treasurer's Report: The Board examined the Minutes to the Board Meeting of May 10, 2011, the Estimated Budget Status to Date, and the Warrants from June, July and August, 2011. Gale informed the Board that the Budget Status reflects the elimination of the part -time position in Social Services and Pam West as the full time Social Worker as of July 1, 2011. Mary issued the Treasurer's Report. She reported that the Gift Account Balance was an estimated $3047.00. Donna Harrington moved that the Minutes to the Meeting of May 10, 2011, the Warrants from June, July and August, 2011, the Estimated Budget Status to Date and the Treasurer's Report be accepted as presented. With seconds from Norma Smith and Frank Nilson, the motion was passed by a unanimous vote. Correspondence File: Gale announced that the Correspondence File contained copies of the "10 Changes to the Open Meeting Law," a notice about the upcoming Strategic Planning meeting and a letter from a town member about the Veteran's Agent. Director's Report: Summer of 2011 --Gale gave a summary of the activities held during the summer. She informed the Board that the COA programs were well attended, the staff was very busy and that there were staff members out on vacations. She stated that the Friends and Triad Barbeque was very successful. Town Manager Coffee Hours —Gale informed the Board that the Town Manager Coffee Hours resume in September on Thursday the 150i at 10:00 AM. Book Club —Gale reported that the COA has started a monthly Book Club. She said that Doreen Tighe had approached her with the idea, and there was a preliminary meeting in the Spring. She said that the participants and Doreen chose a day to meet and a book to read. She said that the first meeting is on Wednesday, September 140i from 1:00 PM to 3:00 PM and that there are 13 registered participants. Second Arthritis Exercise Program —Gale informed the Board that the second Arthritis Exercise Program started Wednesday, September 70i and was well attended. First Lunch Bunch —Gale reported that the fast Lunch Bunch of the program year was held on Friday, September 9'. She said that Suzi and Allen Hansen attended as guests of honor. She also said that they were in Massachusetts after biking 3800 miles over 89 days from Montana. Quilting Groun —Gale announced that the Quilting Group is currently exhibiting their quilts at the Black Box Theater in the gallery. She said that the opening to the show was held on Saturday, September 100, and she attended as well as Suzi and Allen Hansen. Triad —Gale informed the Board that the annual Triad Pasta Dinner would be held on Monday evening, September 260i at 5:30 PM. Strategic Planning Meeting —Gale led a discussion about the Strategic Planning Meeting referenced in the memo in the Correspondence File being held by the Planning Department and Mullen Associates, Inc. The Board suggested that she bring the materials and concerns from the last few strategic planning groups, and focus on addressing the needs of the aging population over the next 10 years. Linda Adams ale reported that Linda Adams' mother passed away on Monday. Foxfield Taxi —Gale informed the Board that Foxfield Taxi went out of business, and that consequently there would be no subsidized transportation through the Bristol Elder grant for medical transportation. She said that Sharon Taxi will be purchasing Foxfield, and that the subsidized medical transportation should be available through them by October 1'`. Assistant Director's Report: Statistics —Debi reported the following statistics: June, 2011 Program Registrations -1,172 Incoming Telephone Calls -362 Volunteer Hours- 282.67 July, 2011 Program Registrations -865 Incoming Telephone Calls -317 Volunteer Hours -130 August, 2011 Program Registrations -833 Incoming Telephone Calls- -386 Volunteer Hours -153.5 Medical Escort Program Debi reported that the use of the Medical Escort Program was down during the summer months. She said that for June, July and August the program provided 16 round trips. She said that for September, she has booked 9 round trips already. Mailing List —Gale and Debi explained the new post office regulations and requirements for non -profit bulk mailing. Gale reported that the post office would refuse to accept the next mailing —the September newsletter in August — unless the COA was in compliance with the bar coding requirement. Gale and Debi informed the Board that there was an extensive investigation regarding software and services available through mailing houses, and said that after discussions with one firm, it was decided that a service via the intemet would be the best option based upon the services and the cost. Debi reported that the software available is roughly $2,000 per year, mailing houses are equally as expensive, and this service, A -Qua Mailer, is $200 per year, and -will pay for itself in the fast year because the post office mailing rates will be the lowest available. Gale informed the Board that the Friends paid for the first 2 year contract, and MIS will pick up the cost at the end of that contract. Nutrition Program —Debi reported that the COA nutrition program staff is working well for the first time in many months. She said that both Phyllis and Maureen are independent, knowledgeable, effective and efficient. Genealogy Program—Debi informed the Board that the Genealogy Workshop Series is being held in October and November and that the speakers will be from the American Antiquarian Society and the State Archives. Old Business: Formula Grant Award --Gale announced that the Formula Grant Award amounts were published, and Gale has been notified that the COA will receive an increase to $18,669. She explained that the formula grant is based upon the population of seniors in the community, but the per person amount also increased slightly. She said that the Activities Coordinator is paid from this grant award. New Business: BESI —Gale led a discussion about concerns that she and other directors have about how BESI is currently operating, and, in specific, the Nutrition Program. The discussion was lengthy, and included issues with poor communication and leadership in both the Nutrition Program and Case Management Program. Gale reported that the Directors will be meeting to formulate specific concerns to be presented to Nancy Munson. Mansfield Municipal Electric Lunch --Gale reported that the Electric Department received approval to hold the annual Electric Safety Luncheon for the seniors. She said that the luncheon is scheduled for Friday, October 28a' at 11:30 AM. Hurricane Debris Issue —Gale informed the Board that she had received a call from Bill Ross who had received a call from a senior who had significant yard debris and downed trees from the hurricane. She explained that some of the trees were from town property, and the senior needed help cleaning her yard. Gale said that she contacted Donna Harrington, who took on the project. Gale thanked Donna Harrington for stepping in with some of her volunteers who were able to assist the senior in clearing the yard debris. Leaf Raking Task Force: Donna Harrington gave a brief report regarding the organization of this year's Leaf Raking Program. She said that she will be making changes to the program for this year that the neediest household only will be targeted for clean-up. There was a shot discussion. BESI Report: Sonia Walgreen issued the BESI Report. She said that the majority of the last BESI Board Meeting centered on the issues with Nutrition. She indicated that she could not talk about the problem in depth due to a gag order. There was a very long discussion about the level of administrative functioning at BESI currently. She also said that the annual meeting would be coming up at the end of September, and she said that there is likely to be a large change in the Board due to term limits. Adjournment: With all business being complete, Mary Butler offered a motion to adjourn. With a second from Donna Harrington, the meeting was adjourned at 4:35 PM by a unanimous vote. VOTE SUMMARY 2012 -1 A vote to accept the minutes to the Board Meeting of 5/1012011, the Warrants from June, July and August 2011, the Estimated Budget Status to Date and the Treasurer's Report, all as presented. Motion —Donna Harrington; Second —Norma Smith and Frank Nilson; Vote --6 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Donna Harrington, Mary Butler, Ed Sliney, Sr., Norma Smith and Frank Nilson. 2012 -2 With all business being completed, a vote to adjourn the meeting at 4:35 PM. Motion —Mary Butler; Second —Donna Harrington; Vot" affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Donna Harrington, Mary Butler, Ed Sliney, Sr., Norma Smith and Frank Nilson.