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HomeMy WebLinkAboutCOA Minutes 11/9/2009Mansfield Council On Aging Board of Directors Minutes to Board Meeting I C 11/9/2009 Present: Sonia Walgreen, Benjamin Boynton, Donna Harrington, Mary butler, Ed Sliney, Sr., Norma Smith, Frank Nilson, Debra Surprenant and Gale Farrugia. Call To Order: The meeting was called to order at 3:30 PM by Board President Sonia Walgreen. Correspondence File: The Correspondence File was circulated. Minutes to the Board Meeting of October 13, 2009, October Warrants, Budget Status to Date and the Treasurer's Report: The Minutes to the Board Meeting of October 13, 2009, were examined. Gale presented the October Warrants and the Budget Status To Date. Mary issued the Treasurer's Report. She informed the Board that the balance in the Gift Account was approximately $2,346.82, and that the balance in the Board Sunshine Fund was $68.00. With a motion from Norma, and a second from Frank, the Minutes to the Board Meeting of October 13, 2009, the October Warrants, the Budget Status to Date and the Treasurer's Report were accepted as presented by a unanimous vote. Director's Report: Friends' Fair Update —Gale informed the Board that the Friends' Fair did not have as good a year as previous. She said that the Friends made about $1700, and felt that it was possibly because there were too many fairs that day. She said that there was a steady stream of people. Board and Staff Meeting--Gale reminded the Board that the annual Board/Staff get together would be held on Tuesday, December 80h at 4:30 PM. Darcia —Gale informed the Board that Darcia Jensen took a 1 week trip to Germany to visit a friend, and that she will be returning on November 18th. Bathrooms - --Gale announced that the bathrooms will be updated with a newer and cleaner appearance. She said that a Vinney from the town would be doing the work through Mike Ahern from the DPW. Mansfield Electric Assistance Prog m —Gale informed the Board that she, Pam and Sonia attended the Electric Commissioners' meeting to request re- funding for the Mansfield Electric Assistance Program. Gale said that she asked for $25,000 and the Commissioners voted to award $30,000. There was a discussion about the process, the program and how thankful the COA and Social Servies are to have this funding available for people in need. Gail Mann and Jenn Drain —Gale reported that Gail Mann fell and broke her shoulder. She said that it is very difficult with both Gail and Jenn Drain out with injuries. There was a discussion. Donna offered a motion that Gale meet with Acting Town Manager Nick Riccio to ask if she could hire temporary substitutes for these positions until Gail and Jenn return to their positions. With a second from Ben, the motion was passed by a unanimous vote. Friends Christmas Party —Gale announced that the Friends' Christmas Party is scheduled for Friday, December 11`h at 11:30 AM. She said that the cost is $6 per person, and $10 for non - members. Fairfield Project Funds Gale informed the Board that the Fairfield Group funds of $5,000 has been received and deposited in the account. She said that the balance in that account is now $9,000. Ethics Test —Gale reported that the State Ethics Commission has postponed the completion date for the ethics exam until April of 2010. She said that all public employees, paid or unpaid, are required to take this exam. She informed the Board that this includes appointed volunteer positions, and that the Town Clerk has been put in the position of being in charge of making sure all town employees and members of boards and commissions take the test. Senior Extravaganza —Gale reported that she has attended planning meetings for Betty Poirier's Senior Extravaganza. She said that the conference will be held on April 23`d from 10:00 AM to 2:00 PM at the Living Waters Conference Center in North Attleboro. Gale reported that Betty would like to plan for 1,000 seniors to attend this event, which will include workshops, lunch and exhibits. She said that this event includes about six to eight other towns. Flu Shots —Gale announced that the Public Health Nurse has reported that she has a very few doses of the H1N1 vaccine. There was a discussion about the virus and the vaccine. Assistant Director's Report: Statistics —Debi reported that the COA logged 357 incoming telephone calls, 850 people signed in for programs volunteers worked 177 hours in October. Medical Escort—Debi informed the Board that the Medical Escort Program has been busy. She said that there were 16 round trips in October, with 12 already scheduled for November. Safe Driving Breakfast Workshop —Debi reported that the Safe Driving Workshop Breakfast has been rescheduled due to the speaker being called out of town. She said that she is hoping to have the breakfast in December or January. Old Business: Multi- Purpose Room Use Policy --Gale passed out a copy of the Multi - Purpose Room Use Policy and an e -mail from Janet Campbell. There was a discussion about the revision of the original policy, and any proposed changes to that policy. The Library Board has suggested that the following wording be added: "Neither the Board of Library Trustees, the Board of the Council On Aging, or the Town of Mansfield shell be held responsible For injury to persons or property that occurs while the meeting Room is being used." After a discussion, the Board felt that it would be prudent to consult legal counsel before adding the injury statement to the current policy. With a motion from Sonia, and a second from Donna, the Board voted unanimously to consult town legal counsel about the injury statement before changing the policy. The Board discussed the other suggested changes to the policy under Section 7, to eliminate "groups may reserve meeting space for no more than 3 consecutive months," and add "Reservations will be limited to two per month, for no more than 3 consecutive months. Those wishing to extend this three month reservation may reapply by application one month prior to the requested meeting dates. However, an additional single week reservation may be made no more than seven days prior to the date on which there has been no prior reservation. (For example, if a group has the room booked on a Saturday, and there is no other group booked the following Saturday, they may book it." With a motion from Norma, and a second from Mary, the Board voted unanimously to approve the suggested change in room reservation policy as noted above. New Business: None. Leaf Raking Program: Donna issued the Leaf Raking Program report. She said that the program has grown over the years, and she has over 300 school kids signed onto the program. She also reported that she has adult supervision for this year, and that landscapers have also agreed to help with leaf removal. She said that she is very optimistic that she will be able to accommodate the 31 homes that have signed on for clean-up. Questions and Answers: Donna asked Gale about a topic for a future discussion —about how to use the money from the Fairfield Group. Donna offered a motion to direct Gale to suggest options for the use of the money from the Fairfield Group. Ben offered a second to the motion which was passed by a unanimous vote. Adjournment: With all business being completed, Ed and Ben jointly offered a motion to adjourn the meeting. With a second from Norma, the meeting was adjourned at 4:30 PM by a unanimous vote. VOTE SUMMARY: 2010 -07 A vote to accept the Minutes from the Board Meeting of October 13, 2009, the October Warrants, the Budget Status to Date and the Treasurer's Report as presented. Motion —Norma Smith; Second —Frank Nilson; Vote — Unanimous. 2010 -08 A vote to support Gale meeting with Acting Town Manager Nick Riccio to request approval for hiring temporary substitutes for the Meals Site Coordinator and the Medical Escort Driver until the staff are back from sick leave. Motion —Donna Harrington; Second — Benjamin Boynton; Vote — Unanimous. 2010 -09 A vote to consult town legal counsel about proposed changes to the Multi- Purpose Room Use Policy regarding an injury statement. Motion - -Sonia Walgreen; Second —Donna Harrington; Vote — Unanimous. 2010 -10 A vote to approve a change to section 7 of the Multi- Purpose Room Use Policy: to eliminate "groups may reserve meeting space for no more than 3 consecutive months," and add "Reservations will be limited to two per month, for no more than 3 consecutive months. Those wishing to extend this three month reservation may reapply by application one month prior to the requested meeting dates. However, an additional single week reservation may be made no more than seven days prior to the date on which there has been no prior reservation. (For example, if a group has the room booked on a Saturday, and there is no other group booked the following Saturday, they may book it." Motion —Norma Smith; Second —Mary Butler; Vote — Unanimous. 2010 -11 A vote to direct Gale to investigate and suggest options for proposed future uses of the Fairfield Group money. Motion —Donna Harrington; Second— Benjamin Boynton; Vote — Unanimous. 2010 -12 With all Business being completed, a vote to adjourn the meeting. Motion —Ed Sliney, Sr., and Benjamin Boynton; Second —Norma Smith; Vote — Unanimous.