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HomeMy WebLinkAboutCOA 10/11/2016Mansfield Council On Aging Board of Directors Minutes to Meeting October 11, 2016 RECEIVED To1410 CLERIKs OFFICE 201b NOV 10 A 8. 03 M el, .I't.- i- � I� Present: Norma Smith, Richard Kelsay, Mary Hourigan, Sonia Walgreen, Joan Hoeg, Tom Kesg�>- � Donna Harrington, Gale Burke and Debra Surprenant. 11 'S'',AI':i 1USETTS Call To Order: The meeting was called to order by Board Chair Sonia Walgreen at 3:30 PM. Minutes to the Meeting of September 13`h, 2016: The Board examined the minutes to the Board Meeting of September 13, 2016. Norma Smith offered a motion to accept the Minutes to the Board Meeting of September 13, 2016, as presented. With a second from Joan Hoey, the motion was passed by a unanimous vote. Warrants for September 2016 Estimated Budget Status to Date and Treasurer's Report: Gale presented the Warrants for September 2016 and the Estimated Budget Status to Date. Gale informed the Board that the budget looked fine for this time of the year. Tom Keogh presented the Treasurer's Report. He informed the Board that the estimated balance in the Gift Account was $20,16132. There was a short discussion about the balance in the Gift Account, and Gale said that she would look into the factors which increased the balance. Mary Hourigan offered a motion to accept the September 2016 Warrants, the Estimated Budget to Date and the Treasurer's Report, all as presented. With a second from Joan Hoey, the motion was passed by a unanimous vote. Correspondence File: The Correspondence File was circulated. Director's Report: St Mary's Annual Student Walk—Gale reported that the St. Mary's Walk to School Day on October 5th went exceptionally well. She explained that she and Sonia met with a representative from St. Mary's School to go over the guidelines regarding the use of the parking lot. She said that Sonia agreed to be present that day to be the COA representative on hand, and everything went smoothly. MCOA Conference—Gale informed the Board that she would be attending the annual MCOA Conference on the 26`h and 27`h, but would be back on the 28`h for the Electric Light Luncheon. She explained that the conference is usually at the beginning of the month, but this year it was scheduled for the 26`h through the 28`h. Olde Kids on the Block— Gale reported that Rose Kimmel has applied for an Arts Lottery Grant for the Olde Kids on the Block in April. She said that she asked for $400 to cover their fee, but feels that the grants have been getting smaller due to the competition. Gale said that there would be a future discussion about using funds to supplement this program. There was a brief discussion about the use of Arts Lottery funds for programs and the Cultural Council. She said that Rose usually applies and is funded for 2 to three programs per year. Cancellation of Programs—Gale informed the Board that all instructors have been informed of the COA closure during the week of (` October 17`h. Tax Work -Off Program—Gale reported that she has placed most of the new applicants l4the Tax Work -Off Program in jobs, and she said that those continuing on the program will start after November I". Donna Harrington asked Gale if she would be able to place everybody, and Gale said that there were not enough jobs available. She also said that she had been rotating people in various positions due to the lack of available positions. Trip Coordinator—Gale informed the Board that the Friends Group is looking for a trip coordinator, and there were a few people who expressed interest in the volunteer position. She said that one of them is an employee. Assistant Director's Report: Statistics—Debi reported that there were 303 incoming telephone calls logged in September, there were 1,141 program registrations and that there were 1020.86 volunteer hours logged. Tax Work-Off—Debi informed the Board that she has been working on the end of year spread sheets for the Tax Work -Off Program, which she will submit on November 1'`. She said that, as of that day, there were 18 people who completed their hours, there were 26 who would be receiving tax credits for their work, and the credits totaled $15,785.00. Medical Escort—Debi reported that, between Don Maxwell and Med Wheels, 5 round trip medical rides were provided during the month of September. Movie Program— Debi informed.the Board that the movie program for October had 18 participants. Meals Programs—Debi also reported that both meals programs had participation, but the site meals program remained with very low attendance. She said that the Home Delivered Meals Program was lower due to deaths, illnesses and other factors. Other—Debi remarked that she would be planning to do a lot of paperwork over the week of closure. old Business: Friends' Organization—Gale informed the Board that the Friends' has been reporting a deficit of about $2,000.00 in the Newsletter line item of their budget. There was a lengthy discussion about how to rectify the deficit, including revising the way income is apportioned to the different accounts. Mary Hourigan said that she would try to come to the next Friends' meeting to participate in the discussion about accounting and the mission of the Friends' organization. Norma Smith offered a motion to table the discussion until after the November Friends' meeting. With a second from Donna Harrington, the motion was passed by a unanimous vote. Parking Lot—Gale reported that she has met twice with the DPW about the parking lot construction project. She said that she felt that we would be able to use the parking lot after the first week, and the following week the project should be finished. She said that we would have to see how it all works out. New Business: Leaf Raking Projects—Donna Harrington issued the Leaf Raking Project report. She informed the Board that the Leaf Raking Project will be held this year. She said that nothing has changed and that it will be held on November 11th with no rain date. She also said that she would like to do the same households or the same number of households, if some are not participating this year. Capital Projects—Gale informed the Board that the Town Manager wanted both the Library and the COA to begin the paperwork to do feasibility studies on new space needs for both facilities. Gale said that she worked on the Capital Improvements Plan and found that it was a very tedious process. She passed around the finished document and explained that she has requested new tables and chairs for the multipurpose room, new office furniture, and new chairs for the lunch room. She also asked if 1 or two Board members would like to go with her before the Planning Board to present the plan. Richard Kelsay and Mary Hourigan expressed interest in attending, and Gale will let them know when the meeting is set up. She also said that the feasibility study will go to Town Meeting for approval. BES] Board Meeting: Sonia Walgreen issued the updates for the BEST Board. She informed the Board that she had attended the August meeting and the September meeting, the BESI Annual Meeting. She said that the item of interest is that BESI received a grant to do a pilot program for caregivers which offers support services. She also reported that the wait list for homecare services has been lifted due to the Governor refunding that line item in the budget. Questions and Answers: None. Adjournment: With all business being completed, Donna Harrington offered a motion to adjourn the meeting at 4:36 PM. With a second from Richard Kelsay, the motion was passed by a unanimous vote. VOTE SUMMARY 2017-5 A vote to accept the Minutes to the Board Meeting of September 13, 2016, as presented. Motion—Norma Smith; Second—Joan Hoey; Vote -7 affirmative, 0 negative. Voting affirmative were Norma Smith, Richard Kelsay, Mary Hourigan, Sonia Walgreen, Joan Hoey, Tom Keogh and Donna Harrington. 2017-6 A vote to accept the Warrants for September 2016, the Estimated Budget Status to Date and the Treasurer's Report, all as presented. Motion—Mary Hourigan; Second—Joan Hoey; ; Vote -7 affirmative, 0 negative. Voting affirmative were Norma Smith, Richard Kelsay, Mary Hourigan, Sonia Walgreen, Joan Hoey, Tom Keogh and Donna Harrington. 2017-7 A vote to table the discussion about the Friends' organization's budget deficit in the newsletter line item. Moion—Norma Smith; Second—Donna Harrington; ; Vote -7 affirmative, 0 negative. Voting affirmative were Norma Smith, Richard Kelsay, Mary Hourigan, Sonia Walgreen, Joan Hoey, Tom Keogh and Donna Harrington. 2017-8 With all business being completed, a vote to adjourn the meeting at 4:36 PM. Motion—Donna Harrington; Second—Richard Kelsay; ; Vote -7 affirmative, 0 negative. Voting affirmative were Norma Smith, Richard Kelsay, Mary Hourigan, Sonia Walgreen, Joan Hoey, Tom Keogh and Donna Harrington.