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HomeMy WebLinkAboutCOA Minutes 1/20/2009MANSFIELD COUNCIL ON AGING BOARD OF DIRECTORS _ MINUTES TO MEETING JANUARY 20, 2009 Present: Sonia Walgreen, Donna Harrington, Mary Butler, Ed Sliney, Sr., Frank Nilson; Debra Surprenant, and Gale Farrugia. Norma Smith and Ben Boynton were excused. Call to Order: The meeting was called to order at 3:30 PM by Board Chair Sonia Walgreen. Correspondence: The Correspondence File was circulated. Minutes, Warrant, Budget Status to Date, and Treasurer's Report: The Minutes to the Board Meeting of December 9, 2008, were examined, the December Warrants and the Budget Status to Date were presented. Gale explained that she has not been receiving monthly Budget Status reports from the new Accountant, so the figures that she has presented are estimated. With a motion from Frank, and a second from Mary, the Minutes to the Board Meeting of December 9, 2008, the Warrants, and the Budget Status to Date were accepted as presented with a unanimous vote. Mary issued the Treasurer's Report. She informed the Board that the balance in the Gift Account was an estimated $1949.77. Donna offered a motion to accept the Treasurer's Report as presented. With a second from Ed, the motion was accepted by a unanimous vote. Director's Report: G01d Party —Gale and Ed led a discussion about a person who has approached Ed and Gale about a sales opportunity for people who would like to dispose of their gold items. Ed informed the Board that this person would like to hold a "gold buying party," and he said that she would split her commission with the Council On Aging if we agree to host the party. After a short discussion, Frank offered a motion to prohibit the Council On Aging from being involved with for -profit sales opportunities. With a second from Sonia, the motion passed by a unanimous vote. Employee Sick Leaves —Gale informed the Board that there were two additional employees on sick leave. She said that Althea was having additional medical issues, and would be out for an undetermined period of time. She also told the Board that Lynette Boldrighini would be out for a month or more because her son had emergency surgery and would require care for quite a while. Donation —Gale announced that a Coldwell Banker real estate agency in Mansfield had contacted her to make a donation. She said that she would be meeting with a representative from the agency, and that the donation would be about $1100.00 to the Friends Fuel Assistance Fund. Wii Bowline -Gale informed the Board that the Wii Bowling program is going very well. She said that the St. Mary's CCD class held a wonderful get - together with the Wii bowlers, and that there was newspaper coverage. Tax Assistance —Gale announced that the COA would be hosting the AARP tax preparation services again this year. She said that there would be two tax preparers, and that they would start on February l21h Assistant Director's Report: Statistics —Debi reported that there were 770 people who signed in for programs in December, 2008, that there were 5 D incoming telephone calls, and there were 148 volunteer hours logged. COA Webpages- Debi reported that she was assisting Gale with the narrative portion of the redesign of the COA webpages. She said that she was hoping to have most of it completed by the end of the month. E- Newsletter —Debi announced that the e- newsletter appeal has had some responses. She said that she will be sending the e- newsletter out to about 12 respondents, and she said that she feels that, with time, the e- newsletter mailing list will grow. Wellness Workshops —Debi reported that the Wellness Workshops have a small group of attendees. There was a discussion about offering lunch at the workshops to boost attendance. Old Business: Budget 2010/Newsletter —Gale informed the Board that John has notified departments that 2010 budgets will be cut by at least 5 %. Gate said that she would need to eliminate programs to absorb the 5% reduction, and that she would be asking the Board to discuss how to make the cuts. There was a long discussion about the newsletter. Gale told that Board that she felt very strongly about keeping the newsletter intact, and she said that she feels that it is only way that COA is able to communicate effectively with the seniors in town. She assured the Board that she and Debi would be looking for ways to reduce the costs of producing the newsletter, and that electronic mailings and having program clients pick up their issues would be enacted immediately. Debi said that she felt that as the baby boomers become seniors, they would most likely receive an e- newsletter. Gale said that as time goes by, she would expect the list to decrease significantly. Travel Policy —There was a brief discussion about the Board of Selectmen and their feelings about employee attendance at seminars and workshops, and the travel costs. New Business: $25,000 Fuel Assistance Fund —Gale informed the Board that a new fuel assistance fiend was set up by the Town Manager, the Selectmen and Mansfield Municipal Electric Department with money from the Electric Department. She said that the fund is for seniors and non - seniors, and will be used for heating oil, natural gas and kerosene, and that clients would be able to access the fund on a one time only basis. May, 2009 —Gale told the Board that she and Janet Campbell would be setting up a joint meeting for sometime in March to discuss holding an anniversary celebration for the building. Leaf Raking Program: No Report. BESI Report: Sonia reported that the BESI Board was dealing with a few issues of importance. She said that there is concern about fundraising and membership. She informed the Board that there were at -large positions to be filled, and she suggested that Mary and Frank consider going back on the Board. Frank declined the offer, but Mary said that she would consider going on the BESI Board as an ( At -Large member. Sonia also reported that the annual Maken Brothers concert will be held in March. Questions and Answers: Mary asked Gale about a letter in the Correspondence File concerning a complaint issued against the town. Gale explained the situation, and said that the complaint is from one of the exercise technicians who is complaining to the Attorney General's Office that she is not being compensated in a timely manner. She said that the checks to consultants and subcontractors are being held back by the Board of Selectmen for their approval. She informed the Board that this has resulted in the late payments made to these people. Adjournment: With all business being completed, Donna offered a motion to adjourn the meeting, With a second from Ed, the meeting was adjourned at 4:40 PM by a unanimous vote. VOTE SUMMARY 2009 -14 A vote to accept the Minutes to the Board Meeting of December 9, 2008, the December Warrants and an Estimated Budget to Date. Motion —Frank Nilson; Second —Mary Butler; Vote — Unanimous. 2009 -15 A vote to accept the Treasurer's Report, as presented. Motion —Donna Harrington; Second —Ed Sliney, Sr.; Vote — Unanimous. 2009 -16 A vote to prohibit the Council On Aging from engaging in for profit sales. Motion—Frank Nilson; Second —Sonia Walgreen; Vote — Unanimous. 2009 -17 With all business being completed, a vote to adjourn the meeting. Motion —Donna Harrington; Second —Ed Sliney, Sr.; Vote — Unanimous.