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HomeMy WebLinkAboutCOA Minutes 5/12/2009MANSFIELD COUNCIL ON AGING BOARD OF DIRECTORS MINUTES TO BOARD MEETING 5/12/2009 Present: Sonia Walgreen, Ben 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 Chair Sonia Walgreen. Correspondence: Gale informed the Board that she had included in the file a copy of the separate invitation letter to the Board of Selectmen for the Volunteer Appreciation Day on May 22nd. Minutes to the Board Meeting of April 14, 2009, Warrants, Budget, Treasurer's Report: The Board examined the minutes to the Board Meeting of April 10, the Warrants from April, and the Budget Status. Mary issued the Treasurer's Report. She said that the balance in the Gift Account is $2271.82. Gale informed the Board that she ordered flowers for the Spring Tea. She said that they were used for decorations, and that one was raffled and one was given to Althea to take home after she was honored. Mary offered a motion to accept the Minutes to the Board Meeting of April 14, 2009, the April Warrants, the Budget Status and the Treasurer's Report. With a second from Frank, the motion was passed by a unanimous vote. Director's Report: D.A.'s Elder Conference —Gale informed the Board that the Bristol County's District Attorney is holding an elder issues conference on June 5th, Gale told the Board that anyone could attend. Day Care Facility —Gale announced that the CVNA is planning to open an adult day health facility at the Mansfield Hillside site. She said that the plans have been made public and that all concerned parties are excited to have an adult day health program back in Mansfield. There was a discussion about the facility. Triad Safety Day- --Gale reported that the Triad Senior Safety Day was very well attended. She said that there were 47 in attendance, and that Marc Goyette, Neal Boldrighini and Scott Leite did a presentation on the flu. She said that a staff member from BankNorth presented a program about personal banking security and identity theft. She reported that the presentation by the Police staff will be offered at the Pasta Dinner in September. Women of Today —Gale informed the Board that MWOT sponsored the Spring Tea, at which the COA honored Althea Sankey for her more than 20 years of service at the COA, Gale said that MWOT and Darcia planned the program, and Darcia wanted the tea to be similar to the way Althea and Suzi presented the program. Gale circulated pictures from the day. There was a discussion about the plaque given to Althea by the COA. Budget Woes —Gale indicated that the budget was very tight. She said that finishing the year within the budget will be very close. She said that in the past she has paid for the volunteer appreciation event through the food services line item. She said that it looks like she will not have the funds to pay for the volunteer appreciation luncheon from the COA budget. She requested that the Board consider paying for the volunteer appreciation from the Trust Fund. There was a discussion about money available from different funds, and the Board suggested that the payment be made from the Fairfield Group money. There was a discussion about the structure of the Fairfield money, and the Board agreed that according to the way the account was structured, the funds to pay for the volunteer appreciation could come from the Fairfield Group donation. Donna offered a motion to allow Gale to take up to $950 from the Fairfield money to pay for the volunteer appreciation expenses. With a second from Ed, the motion passed by a unanimous vote. Sonia suggested that the COA plan for next year, and that new programs that begin be funded through the Trust Fund. There was a discussion about the recent uses for the Trust Fund. Gale said that she feels that the Board should examine uses for the Trust Fund when the Board meets in FY 2010 after looking at the accrued interest, the guidelines and the possible uses for the money. Gale said that the Trust Fund has been used for new programming in the past. Assistant Director's Report: Statistics —Debi reported that, with 21 working days in April, there were 418 incoming telephone calls logged, 931 people who signed in for programs, and 171 volunteer hours logged. Wellness Workshop —Debi informed the Board that the wellness workshop in April was about how to boost energy, and was not as well attended as others. She said that the upcoming workshop, and the final for the year, is on May 2& and the topic is how to stay cool on warm days. Debi informed the Board that she would be working with Bonnie Ryvicker over the summer to develop a workshop series for the 2009- 2010 program season. Shopping Trips —Debi explained that she and Gale have discussed trying to increase the amount of shoppers for the out of town shopping trips. She said that the monthly mall trip will be every other month, and that it reported that the annual funds appeal for the Friends to help defray the mailing costs will be going out in the May issue of the Newsletter. Old Business: Election of Officers - --Gate informed the Board that it was time to elect officers to the Board of Directors. Donna offered a motion that the slate of officers remain the sam"onia Walgreen, Chair, Frank Nilson, Vice Chair, Mary Butler, Treasurer, and Donna Harrington, Recording Secretary. With a second from Ed, the motion was passed by a unanimous vote. Volunteer Recognition Day —Gale asked the Board members who would be attending the annual Volunteer Recognition Day. Those who felt that they would be attending responded. MOU Asreement —Gale informed the Board that Nancy Munson, the Executive Director of BESI, came to visit her at the COA to discuss the unique needs of Mansfield COA regarding the Home Delivered Meals Program. Updates—Gale reported on the status of the town budget. She said that, although there was nothing new because of the fluxing state situation, there was a significant feeling that the financial situation is worse that first expected. She said that there most likely will be layoffs on the town side. She also said that Annual Town Meeting would be postponed. New Business: Town Budget Presentation —Gale informed the Board that the FY 2010 budget will be presented to the Selectmen at the meeting on May 27`h at 6:30 PM. She added that this presentation is tentative. BESI Report: Sonia Walgreen issued the BESI report. She said that there are many unfilled positions on the Board, and that some COA's do not send representatives. She informed the Board that Nancy made a presentation about the Memoranda of Understanding, and there was also some discussion about possible budget cuts before the end of June. Sonia also said that Nancy stated that the representatives from our Council On Aging have been very good members on the BESI Board. Questions and Answers: Mary asked if there were summer meetings scheduled. There was a discussion about summer meetings. Donna offered a motion that the Board not meet over the summer, unless there was an emergency, and that the next meeting be scheduled for September 80'. With a second from Frank, the motion was passed by a unanimous vote. There was a discussion about the need to review the Board by -laws and make revisions, if needed. Mary also asked about the Sunshine Fund. There was a discussion about that fund, and it was agreed that the voluntary contribution be raised to $2 per meeting. Adjournment: With all business being completed, Donna offered a motion to adjourn the meeting. Frank issued a second to the motion, and the meeting was adjourned at 4:30 PM by a unanimous vote. VOTE SUMMARY 2009 -27 A vote at accept the Minutes to the Board Meeting of April 14, 2009, the Warrants from April, the Budget Status and the Treasurer's Report as presented. Motion —Mary; Second — Frank; Vote — Unanimous. 2009 -28 A vote to use up to $950 from the Fairfield Group Fund for Volunteer Recognition Day expenses. Motion — Donna; Second —Ed; Vote — Unanimous. 2009 -29 A vote to accept the slate of officers for FY2010: Sonia Walgreen, Chairperson of the Board; Frank Nilson, Vice - Chairman of the Board; Mary Butler, Treasurer; Donna Harrington, Secretary. Motion — Donna; Second —Ed; Vote -- Unanimous. 2009 -30 A vote to suspend Board meetings for this summer, unless an emergency arises, and resume Board meetings on September 8'h. Motion— Donna; Second — Frank; Vote — Unanimous. 2009 -31 With all business being completed, -a vote to adjourn the meeting. Motion — Donna; Second — Frank; Vote— Unanimous.