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HomeMy WebLinkAboutCOA Minutes 5/13/2008MANSFIELD COUNCIL ON AGING BOARD OF DIRECTORS ®'t' Minutes to Board Meeting 5/13/2008 Present: Mary Butler, Ed Sliney, Sr., Frank Nilson, Norma Smith, Debra R. Surprenant, and Gale I. Farrugia. Excused are Ben Boynton, Donna Harrington and Soriia' " Walgreen. Call to Order: The meeting was called to order by Frank Nilson, Vice Chairman, at 3:40 PM. Correspondence: The Correspondence File was circulated. Gale said that the file contained an e-mail from Sonia Walgreen, a letter about the 10 year plan, and reappointment letters for Donna, Mary and Frank. Minutes, Warrants, Budget and Treasurer's Report: The Minutes to the Board Meeting of February 12, 2008, were examined. Ed offered a motion to accept the minutes as presented. With a second from Mary, the minutes were accepted by a unanimous vote. Gale presented the Budget Status to Date, and the Warrants from March and April. Mary issued the Treasurer's Report. She said that the balance in the Gift Account was $2,252.47. With a motion from Ed to accept the Budget, Warrants and Treasurer's Report as presented, and a second from Mary, the Warrants, Budget and Treasurer's Report were accepted by unanimous vote. Director's Report: Gale informed the Board that the COA has been very busy. Candidates' Meet and Greet Forum --Gate explained that the COA had been approached by a candidate for Selectman who wanted a coffee hour at the COA. She said that she told the candidate that if she had one candidate, she was obligated to offer the same to all. She said that the COA hosted a Meet and Greet forum, and it was very well attended. She also said that the forum went very well. She said that all of the candidates handled themselves very well. Triad - --Gale informed the Board that Triad held an auto -glass etching event and bake sale at the Plymouth Street Fire Station on Saturday, April 26th from 9:00 AM to 2:00 PM. She said that the event was quite a success, and that the bake sale netted a $70.50 profit. Gale also informed the Board that the Sheriff's Office was holding the annual Salute to Seniors on Thursday, May 15`h at White's of Westport. Budget- -Gale told the Board that she appeared before the Finance Committee with Donna and Ed to defend the COA's budget request. She said that the presentation went very well, and that Andy asked Gale if the COA needed anything. She said that she included the new copier in the budget. Volunteer Day —Gale informed the Board that the Annual Volunteer and Senior Appreciation Day was held on May Ste. She said that the COA honored Suzi Hansen, and that the 13th was her final day for work. She said that the staff held a going away lunch for Suzi, and that it was quite sad to see her leave. She indicated that Suzi's replacement, Darcia Jensen, was able to work with her for a few weeks, and that Darcia is very enthusiastic and has a nice personality. Gale said that she is expecting that, although things will be different, programming will be good under Darcia's coordination. Town Manager's Coffee Hour —Gale reported that the Town Manager's Coffee Hour went very well. She said that John D'Agostino brought DPW Director Lee Azinheira to present information about the recycling/trashprngram. Cindy Phillips =Gale informed that Board that Cindy Phillips is out on an extended sick leave. Gale reported that Cindy said that she is having difficulty walking, and that she said that she needs in -home services. Gale said that she will be working with John to find a temporary replacement for Cindy while she is out, and that Pam West is filling in. Gale reported that Pam is doing a great job, as she did before when Cindy was out on an extended sick leave. She also told the Board that Linda Luth, the Fuel Assistance Coordinator, will be leaving her position for the summer. U_n -dates for Web Site —Gale said that she has contracted with Michelle Pinto to up -date the COA/Social Services web site. She said that the web page needs up- dating, and she is hoping that Michelle will be able to work on a re- design. Reminder —Gale reminded the Board that the Annual Town Meeting will be held on Tuesday, May 20"' at 7:00 PM. Assistant Director's Report: Statistics —Debi reported the statistics for January, February and March. She informed the Board that in January, there were 486 incoming telephone calls logged with 776 people signing in for programs, in February there were 449 telephone called logged, with 740 event attendees, and in March, there were 541 incoming telephone calls logged, with 712 people signing in for events. Meals Program- --Debi reported that there is a new Meals Site Coordinator, Jenn Drain. She said that the person hired to fill Marlyn's position did not work out. She told the Board that Jean was looking for a part-time position near home (she lives on Hope St.) that would give her the flexibility to respond to the needs of her three children. She said that Jenn is very friendly, and has a very good sense of humor. Friends /Triad Barbeque —Debi told the Board that she has been working with the Friends and Triad to organize this year's barbeque. She said that the Friends and Triad have chosen to have the same program as last year —Pig Pickin' barbeque with the entertainment provided by MMAS. The event will be held on August 15th. A motion was issued by Ed, with a second from Mary, to accept the reports given by the Director and the Assistant Director. The motion passed by a unanimous vote. Old Business: CIP Meeting - --Gale told the Board that she appeared before the CIP Committee about the need for a new facility. She said that although the feasibility of a new facility is a long way off, she said that John is encouraging being prepared, and that planning is essential. She said that there is a long planning process with constructing a new facility. G_ATRA —Gale informed the Board that she and Debi met with staff from Bill's Taxi about complaints from the COA and customers. She indicated that there were some serious issues—dirty buses, drivers dressing inappropriately, incorrect pick -up times, and other issues. She said that after the meeting, changes were noticeable within one week. New Business: Vote — Officers for FY 2009 —Ed nominated the following for the slate of officers for FY 2009: Board Chair —Sonia Walgreen Board Vice Chair —Frank Nilson Board Secretary—Donna Harrington Board Treasurer —Mary Butler. With a second from Norma, the Slate of Officers was approved by a unanimous vote. Vote —Gift for Suzi Hansen —Gale informed the Board that the COA presented Suzi Hansen with an engraved mantle clock for her new home in Montana. She said that the cost was $66.00, and needed a vote to approve the expense. Norma offered a motion to approve the $66.00 amount for a gift for Suzi Hansen, and Ed offered a second. The motion passed by a unanimous vote. Grant Gale informed the Board that she has applied for a $5,000.00 grant from Home Instead Senior Care to supplement the costs of Chi Gong and the Computer Instruction programs. Gale said that she has not yet heard about the status of the request. Activities Coordinator —Gale informed the Board that Darcia Jensen will be working toward creating a new program —Wii Sports. She said that Darcia will take over the walking club, Chi Gong and Quilting. Mary Hourigan will be taking over the Hand Chime program, and the Olsen's will be taking over the Singing program. Housing Task Force: No report. BEST Report: Mary informed the Board that the open house at the new building has been scheduled for October 8a`. She said that the agency staff is excited about the new space in one of the mill buildings. She also reported that the BESI Finance Director has resigned his position. She said that his leaving is a big loss to the agency. She reported that Chartwells has increased the per meal cost by $.17, and that the staff is planning a family barbeque as a fundraiser. She said that the Makem concert made almost $7,000. Questions and Answers: None. Adjournment: With all business being complete, Ed offered a motion to adjourn the meeting. With a second from Mary, the meeting was adjourned at 4:31 PM by a unanimous vote. VOTE SUMMARY: 2008 -14 A VOTE TO ACCEPT THE MINUTES OF THE BOARD MEETING OF FEBRURAY 12, 2008 AS PRESENTED. MOTION- ED SLINEY, SR; SECOND —MARY BUTLER; VOTE — UNANIMOUS. 2008 -15 A VOTE TO ACCEPT THE BUDGET STATUS TO DATE, THE WARRANTS AND THE TREASURER'S REPORT AS PRESENTED MOTION -ED SLINEY, SR; SECOND -MARY BUTLER; VOTE- UNANIMOUS. 2008 -16 A VOTE TO ACCEPT THE DIRECTOR'S REPORT AND THE ASSISTANT DIRECTOR'S REPORT AS PRESENTED. MOTION- ED SLINEY, SR; SECOND -MARY BUTLER; VOTE - UNANIMOUS. 2008 -17 A VOTE TO ACCEPT THE SLATE OF OFFICERS FOR FY 2009: BOARD CHAIR -SONIA WALGREEN; BOA" VICE CHAIR-FRANK NILSON; BOARD SECRETARY -DONNA HARRINGTON BOARD TREASURER -MARY BUTLER. MOTION -ED SLINEY, SR; SECOND -NORMA SMITH; VOTE - UNANIMOUS. 2008 -18 A VOTE TO AUTHORIZE A $66.00 EXPENSE FOR A GIFT FOR SUZI HANSEN. MOTION -NORMA SMITH; SECOND -ED SLINEY, SR., VOTE,-UNANIMOUS- 2008-19 A VOTE TO ADJOURN THE MEETING, WITH ALL BUSINESS BEING COMPLETE. MOTION -ED SLINEY, SR; SECOND - MARY BUTLER; VOTE -- UNANIMOUS