Loading...
HomeMy WebLinkAboutCOA 9/13/2016MANSFIELD COUNCIL ON AGING Board of Directors Minutes to Meeting September 13, 2016 -Present: Mary-Hourigan, Joan Hoey, Donna Harrington, Norma Smith, Tom Keogh, Richard Kelsay, Debra Surprenant and Gale Farrugia Burke. Sonia Walgreen was excused. Call to Order: The meeting was called to order by Vice Chair Norma Smith at 3:35 PM. Correspondence File: The Correspondence File was circulated. The file contained information about upcoming events, a $5,000 donation from the Rotary and a donation from Senior Spectacular of $3,300. Treasurer's Report: Tom Keogh issued the Treasurer's Report. He informed the Board that the balance in the Gift Account was an approximate $11,400.71. Joan Hoey offered a motion to accept the Treasurers Report as presented. With a second from Mary Hourigan, the motion was passed by a unanimous vote. Minutes to the Meeting of April 12, 2016: The Board examined the Minutes to the Meeting of April 12, 2016. Mary Hourigan offered a motion to accept the Minutes to the Meeting of April 12, 2016, as presented. With a second from Tom Keogh, the motion was passed by a unanimous vote: 1 Warrants from July and August, 2016, and the Estimated Budget Status to Date: Gale Farrugia Burke presented the Warrants from July and August, 2016, and the Estimated Budget Status to Date. Mary Hourigan offered a motion to accept the July and August 2016 Warrants and the Estimated Budget Status to Date, all as presented. With a second from Joan Hoey, the motion was passed by a unanimous vote. Director's Report: Summer Schedule --Gale reported that the summer was relatively quiet, and that the fall programs are starting to see increases in attendance. She said that the lunch program has seen a decrease in attendance, and that we have tried a few ways to bring in more people to the site program. New Transportation Provider—Gale informed the Board that, at the last meeting in April, we had been told that we were getting a new transportation provider. She said that the new provider never started, and that Bill's Taxi is staying as the provider for now. St. Marv's Walk-A-Thon –Gale reported that she has been asked once again this year to allow the St. Mary's school children and their parents to use our parking lot and the grounds as the starting place for the annual walk -to -school event. There was a discussion about last year's event, and that the staff and parents did not follow the guidelines established. Gale said that she had spoken to Bill Ross about the situation. It was decided that the COA would allow this with specific instructions and supervision, and if it did not work out, this would be the last year the COA/Library is used for this event. Gale said the date for this year is October 5'h, and that there was a good chance that our parking lot would be under construction. She said that at this time, she would meet with St. Mary's and let them know about the guidelines and that there is a possibility that the event may not be able to go forward because of the parking lot construction. 2017 Tax Work -Off Participants—Gale reported that the 2017 Tax Work -Off Program has started. She said that there were 30 new and returning participants. She said that she has met with everyone, and that there were not as many new participants as there have been in past years, and she said that this could be due to there being an abatement given only one time per year. November Budget, 2018—Gale informed the Boardthatshe was asked to meet with Bill Ross, and was approached about doing a feasibility study on constructing a new facility. She also reported that the Cathy Coyne has been asked to also do a feasibility study for constructing a new library. She said that a combined study costs approximately $100,000. There was a discussion about a new center, and what considerations should be used in determining the location and size of a new facility, and how to project the needs for several years to come. Gale also reported that she has been asked to prepare a Capital Improvements Budget for this facility. Assistant Director's Report: Statistics—Debi reported the usage statistics for May, June, July, and August, 2016. She said that in May there were 218 incoming telephone calls, 837 program registrations and 60.25 volunteer hours logged. She reported that for June there were 281 incoming telephone calls, 788 program registrations and 58.5 volunteer hours logged. For July, she reported that there were 245 incoming telephone calls, 568 program registrations and 62 volunteer hours logged. She also said that there were 266 incoming telephone calls, 627 program registrations and 40 volunteer hours logged for August. Tax Work-Off—Debi reported that there were 16 people who completed their credits so far, and that there was one person who was nearly complete. She also said that the total credits were $13,892.50. Medical Transportation—Debi informed the Board that the requests for medical transportation was very low, and that Don Maxwell had provided 4 round trips during June, July and August, and the trips scheduled for September are 2 so far. She also reported that Med-Wheels through GATRA has reopened and those who use the service are asked to give a $10 donation. Movie Program—Debi reported that the first movie for the new season was held, and there were 11 participants. Newsletter—Debi informed the Board that there -is a new 8 page format to the newsletter. She said that she is printing the newsletter from her computer to the copier, and that it is printing collated. She said that the people who are assembling the newsletter are liking the new process, because it is quicker and easier. Meals Program—Debi reported that the participation in the site program is very low, and that the HD census continues to be very high. There was a discussion about the meals and the possible reasons for the low attendance. Old Business: Friends' Organ izatlon—Gale reported thatthe new Friends' Board held the first meeting since the end of spring, and that there are some of the same issues that are being brought up. She said that there was a discussion about the COA or Friends' offering trips, and the costs of the water and coffee. She said that she and Debi met with the Friends Board over the summer about some of these issues. She informed the Board that the Friends will try to offer trips, but will find a volunteer coordinator to do it. She said that an ad for a trip coordinator for the Friends will go in the newsletter. She also said that there is an issue with the newsletter mailing account being in a deficit. There was a discussion about the allocations of donations to the Friends being put into the General Account, and there was also a discussion about how to bring the newsletter account back into balance. The Board has decided to take up the issues again when Sonia Walgreen is able to attend the next meeting. New Business: Parking Lot --Gale informed the Board that the DPW has reconfigured the parking lot. She passed around the schematic of the parking lot, and explained how the design is thought to be a safer and better way to accommodate our patrons and staff. There was a discussion about the timing of the construction and the anticipated closings. Memorial Park Path—Gale informed the Board that there was an Eagle Scout project that took place over the summer. She said that the Eagle Scout applicant designed and built a path leading from our property to the rear of our building over to Memorial Park. There was discussion about the oath and the process taken to approve and build it, and the interaction with the Eagle Scout's parent. Gale reported that the Conservation Director did call to apologize fornotcommunicating effectively with us and not including us in the planning of the project. Questions and Answers: There was a question to Donna Harrington about the Leaf Raking project. She said that she had no information at this time about the leaf raking project for this year, and will be prepared to discuss it at the October Board Meeting. She said that she expects that it will be held and that it will be the same as last year. Adjournment: With all business being completed, Donna Harrington offered a motion to adjourn the meeting at 4:58 PM. With a second from Dick Kelsay, the motion was passed by a unanimous vote. VOTE SUMMARY 2017-1 A vote to accept the Treasurer's Report, as presented. Motion—Joan Hoey; Second—Mary Hourigan; Vote -6 affirmative and 0 negative. Voting affirmative were Joan Hoey, Tom Keogh, Norma Smith, Mary Hourigan, Richard Kelsay and Donna Harrington. 2017-2 A vote to accept the Minutes to the Board Meeting of April 12, 2016, as presented. Motion—Mary Hourigan; Second—Tom Keogh; Vote -6 affirmative and 0 negative. Voting affirmative were Joan Hoey, Tom Keogh, Norma Smith, Mary Hourigan, Richard Kelsay and Donna Harrington. 2017-3 A vote to accept the June, July and August, 2016, Warrants and the Estimated Budget Status to Date, all as presented. Motion—Mary Hourigan; Second—Joan Hoey; Vote -6 affirmative and 0 negative. Voting affirmative were Joan Hoey, Tom Keogh, Norma Smith, Mary Hourigan, Richard Kelsay and Donna Harrington. 2017-4 With all business being completed, a vote to adjourn the meeting at 4:58 PM: Motion—Donna Harrington; Second—Richard Kelsay; Vote -6 affirmative and 0 negative. Voting affirmative were Joan Hoey, Tom Keogh, Norma Smith, Mary Hourigan, Richard Kelsay and Donna Harrington.