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HomeMy WebLinkAboutCOA Minutes 9/9/2008Mansfield Council On Aging Board of Directors = Minutes to Meeting 9/9/08 Present: Sonia Walgreen, Ben Boynton, Donna Harrington, Mary Antler, Ed Sliney, Sr., Norma Smith, Frank Nilson, Debra Surprenant and Gale Farrugia. Call To Order: President Sonia Walgreen called the meeting to order at 3:40 PM. Correspondence: The Correspondence File was circulated. Gale pointed out to the Board that the file contained a letter from Bristol Elder commending Mary Butler for her years of service on the Board of Directors of BESI. Minutes, Warrants, Budget and Treasurer's Report: The Budget, Warrants and the Minutes to the meeting of June 17, 2008, were examined. Mary issued the Treasurer's Report. She informed the Board that the balance in the Gift Account was $1,833.00. Frank offered a motion to accept the Budget to Date, Warrants, the Minutes to the Board Meeting of June 17`h, 2008, and the Treasurer's Report. With a second from Ben, the motion passed by a vote of 6 -0 -1. Donna abstained. Director's Report: Summer Update —Gale distributed a statistical summary of Outreach Activities for the Fiscal Year. There was a discussion about the work load experienced by the Outreach Department. She also said that summer was very busy with all other programs. Senior Law Day —Gale informed the Board that Senior Law Day is scheduled for Friday, September 26`h from 9:00 AM to 11:00 AM at the Attleboro Courthouse. She added that the guest speaker is Attorney General Martha Coakley. Triad Pasta Dinner —Gale reminded the Board members that the annual Triad fundraiser, the Pasta Dinner, is scheduled for Monday, September 22 "d at 5:00 PM. Triad Senior Safety Day —Gale told the Board that Triad held the Senior Safety Day with Neal Boldrighini and Bonnie Ryvicker as the presenters. She told the Board that the program went very well, and that it was well attended. MassAudioloay —Gale informed the Board that a new health clinic is starting in September. She said that MassAudiology would be starting a flee hearing and hearing aid evaluation clinic. Cooking for One —Gale informed the Board that South East Rehab and Skilled Nursing Center is sponsoring a lunch program, "Cooking for One." She explained that a client had some concerns about offering this program. There was a discussion about the degree to which client experience may influence programming at the COA. Annual Electric Department Luncheon —Gale reported that the Annual Electric Safety Luncheon for seniors is scheduled for Friday, October 315` at 11:30 AM at the COA. She invited all Board members to attend. Candidates Running for Election —Gale told the Board that the COA has been experiencing an increase in candidates for election requesting visits with COA clients during the day. She said that some of the candidates or their representatives have been very rude and intrusive, and that some have just { Y " dropped in. She informed the Board that she has allowed all candidates to leave materials, but they can not distribute the materials themselves. Gale said that she feels that there should be a general policy adopted about this, and Donna asked her to draft a policy and present it to the Board. BESI —Gale announced that BESI has moved to a new location, and that there will be an open house in October. Wii Bowling —Gale informed the Board that the Wii Bowling program is running very well, and is held two mornings a week. She said that Darcia had done a great job picking up where Suzi left off, and feels that the different direction will be good for the COA. Assistant Director's Report: Statistics —Debi informed the Board that the COA was very busy over the summer. She said that in June, 444 phone calls were logged, and that 337 unduplicated seniors, and 1,630 duplicated seniors signed in for programs, in July, there were 403 phone calls logged, with 348 unduplicated seniors, and 1,459 duplicated seniors signing in for programs, and in August, there were 382 phone calls logged with 391 unduplicated seniors and 1,442 duplicated seniors signing in for services. She reported the total for FY 2008 as 518 unduplicated clients, and 19,682 duplicated clients. Wellness and Educational Programs—Debi reported that the COA is offering a new wellness series in conjunction with the CVNA. She said that the series is monthly, and is pertinent to the time of the year. She said that the other educational series is on hold due to a client concern. Nutrition Program —Debi reported that the new Meals Site Coordinator is doing an excellent job with the Nutrition Program. Debi reported that she has a great personality, and is very upbeat with a good sense of humor. Old Business: Fairfield Group —Gale reported that the she was supposed to receive a check from the Fairfield Group on at a Selectmen's Meeting, but the event was cancelled due to a conflict in scheduling. She said that she is waiting for a reschedule on the event, and then she received the $5,000 check in the mail. There was a discussion about what to do with the money and where it should be deposited. Gale said that she needs to speak with Bea about how the money should be handled. Donna asked what the money should be dedicated to, and if it would be used in the next fiscal year. There was a discussion about deciding how each year's donation would be used —that the decision would go from year to year with the designation for use. There was a discussion about what to call the fund, and the proper terminology. Ed presented a motion to put the donation in a separate account and the name consideration should be "The Fairfield Discretionary Fund.," or a name that Bea deems appropriate, if that name is found to be not appropriate, and that the use of the donation will be at the discretion of the Board. With a second from Ben, the motion was passed by a unanimous vote. Gale said that she would bring the issue back to the Board in October if Bea feels that the Board plans pose a problem. Gale will clear everything with the accountant. New Business: License to Run Movies —Gale informed the Board that she is investigating the purchase of a movie license to allow the COA to have a movie Program. Gale said that she placed regulations governing movies at COA's in the Correspondence File. There was a discussion. Donna offered a motion to pay for the movie license from the Trust Fund, and that we would try a movie program for one year. With a second from Ben, the motion passed by a unanimous vote. New Programs —Gale informed the Board that the COA is investigating offering two new programs, Hula Dance lessons and Square Dance lessons. She said that she is having difficulty finding someone to run the Square Dancing. Gale said that the Hula Dance is offered for six weeks, on a trial basis. With a motion from Donna to begin this program for a six week trial with Trust Funds, and a second from Ben, the motion passed by a unanimous vote. Fuel Assistance Task Force — Gale informed the Board that she attended a meeting to set up a task force to address issues of heating assistance for this coming heating season. She explained that the task force was initiated by Betty Poirier. She said that there were several officials including Betty, Senator Timilty, John, Scott Leite, one selectmen, and members of the Fire and Police Departments. Gale indicated that there would be a state sponsored forum on this issue, and Gale said that she is planning to attend to determine what the state is planning to do. There was a discussion about local oil dealers, and some will not deliver less than 150 gallons. Gale said that there is money in the Fuel Fund, but she anticipates that there will be a high demand for assistance during this coming heating season. Meeting` Schedule—Gale informed the Board that she looked at the By -Laws, and she said that the By -Laws indicate that meetings are monthly. She said that she needs to investigate how to change the By -Laws. Housing Task Force: Donna said that there was nothing new. BESI Report: Mary gave her last BESI report. She said that BESI would be holding a open house at the new office space on October 8th from 1:30 PM to 5:00 PM. She said that the Secretary of OEA is appearing at the open house. Questions and Answers: Mary asked about the Leaf Raking program. Donna reported that the program was in the process of being put together, and she gave details. There was a discussion about marketing the leaf raking program, and prioritizing households —the general feeling being that the program should be for frail and indigent households. Donna asked Gale if the COA could supply the bags. There was a long discussion about the leaf raking program. Adjournment: With all business being complete, Mary offered a motion to adjourn the meeting. With a second from Norma, the meeting was adjourned at 5:00 PM by a unanimous vote. VOTE SUMMARY 2009 -01 A vote to accept the Budget to Date, the Warrants, the Minutes to the Board Meeting of June 17, 2008, and the Treasurer's Report. Motion — Frank; Second —Ben; Vote -6 -0 -1 2009 -02 A vote to place a $5,000 yearly donation from the Fairfield Group into a separate account called the "Fairfield Discretionary Fund," or another name as deemed appropriate by the Town Accountant, and the use of the donation to be at the discretion of the Board of Directors. Motion —Ed; Second —Ben; Vote — Unanimous. 2009 -03 A vote to purchase a 1 year movie license with funds from the Trust Fund. Motion— Donna; Second —Ben; Vote — Unanimous. 2009 -04 A vote to offer a new fitness program, Hula Dance, for a six week trial period with funds from the Trust Fund. Motion — Donna; Second —Ben; Vote — Unanimous. 2009 -05 With all business being complete, a vote to adjourn the meeting. Motion —Mary; Second — Norma; Vote — Unanimous.