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HomeMy WebLinkAboutCOA 12/13/2016Mansfield Council On Aging Board of Directors Minutes to Meeting December 13, 2016 F tnEIVEDr�,f -1V G 01' r 4 n vF' ZCil FFo I I> >� li 0�1 Present: Richard Kelsay, Mary Hourigan, Tom Keogh, Norma Smith, Debra Surprenant and; Gale Burke:(] Catherine Coyne, Library Director, came into the meeting at 3:45 PM. Donna#Harnngton, I'? ( T C Joan Hoey and Sonia Walgreen were excused. Call to Order: Acting Chair Norma Smith called the meeting to order at 3:30 PM. Treasurer's Report: Tom Keogh issued the Treasurer's Report. He informed the Board that the balance in the Gift Account was an approximate $20,636.32. Mary Hourigan offered a motion to accept the Treasurer's Report as presented. With a second from Richard Kelsay, the motion was passed by a unanimous vote. Minutes to the Board Meeting of November 8, 2016: The Board examined the minutes to the Board Meeting of November 8, 2016. Tom Keogh offered a motion to accept the minutes to the Board Meeting of November 8, 2016, as presented. With a second from Mary Hourigan, the motion was passed by a unanimous vote. November 2016 Warrants and the Estimated Budget Status to Date: Gale presented the November 2016 Warrants and the Estimated Budget Status to Date. Gale said that the budget was about where it should be at this time of the year. Mary Hourigan offered a motion to accept the November 2016 Warrants and the Estimated Budget Status to Date, both as presented. With a second from Tom Keogh, the motion was passed by a unanimous vote. Correspondence File: The Correspondence File was circulated. It contained information about seminars and statistics on classes. Director's Report: Parking Complaints—Gale informed the Board that the Town Manager's Office has received complaints about the parking lot, mostly from Library patrons. There was a discussion about the design of the parking lot and how much narrower the lot is with the present configuration. Gale said that she was told that there would be a loss of 4 spaces, but the actual loss is eight spaces. Gale also said that the back-up room is limited. Mary said that she liked the new parking lot and said that she thinks that it looks good. Fuel Assistance Coordinator—Gale reported that Nancy Griffin, the Fuel Assistance Coordinator, has move into the position of Selectmen's Administrative -Assistant, and her replacement, Kristin Madeira, has been hired. Gale said that she has a very nice personality, and that she is very upbeat. Linda Adams. Outreach—Gale further reported that Linda Adams, Outreach Worker, has decided to retire. She said that Rose Kimmel would like to apply for her position. Gale said that Rose currently has no benefits because her position is paid from the Formula Grant, and that the state is late releasing the grant money. There was a discussion about 9C cuts which may be instituted by the Governor. Director's Position—Gale informed the Board that her position has not been advertised yet, and that Debi is interested in applying. There was a discussion about the process, and Gale indicated that she is unsure how the hiring will be handled, since there is the Human Resources Director and Bill Ross, who both will be instrumental in the hiring process. Richard Kelsay expressed concern that the Board should be involved in the hiring process. Friends' Christmas Party—Gale reported that the Friends' Christmas Party went very well, and that there were over 80 people. She said that the food and program were great, and that there was almost not enough food. Old Business: Catherine Coyne, Library Director, entered the meeting at 3:45 PM. Multi -Purpose Room—Catherine Coyne led a discussion about the scheduling for the Multi - Purpose Room in the evenings. She said that there have been difficulties with trying to schedule Library programs due to some groups scheduling a few times in each month and scheduling three months in advance. She informed the Board that the Library surveyed patrons what additional services they wanted, and she said that the overwhelming response was adult programming. Catherine said that she felt that the original policy for the room use should be updated. There was a discussion about the policy and what parts should be changed. Mary Hourigan said that there seemed to be a town wide -lack of space for use by community groups, and that the issue is just as problematic at her church. Catherine said that she is looking for alternative spaces for community groups use so that she is able to give lists of facilities to these groups. Gale said that maybe Nancy and Deb would know of some available spaces for these groups to use. Catherine asked the Board if they minded if the Library designates Mondays and Thursdays after 3:30 PM as Library use days for the Multi -Purpose Room, and the Board agreed that the Library should be able to use the room as needed. Catherine said that she would work on revising the policy, and she said she will bring it to her Board and then would present it to the COA Board for discussion and final approval. Catherine Coyne left the meeting at 4:12 PM. Assistant Director's Report: Statistics—Debi reported that there were 300 incoming telephone calls, 471 program registrations and 46.0 volunteer hours logged for the month of October 2016. Medical Transportation—Debi informed the Board that there were 3 long distance medical transportation requests that were provided. She said that MedWheels provided 2 and Don provided one. Movie Program—Debi reported that the movie program is still well attended. She said that the December movie had 12 attendees. Meals Programs—Debi informed the Board that the meals programs were increasing slightly in participation. She said that there were a few newer people in the site program. New Business: Capital Improvements Committee—Gale reported that she and Sonia Walgreen attended the meeting of the Capital Improvements Committee. Gale said that she presented the COA request before the committee and she found them very open. She said that the Town Manager said at the Coffee Hour that the request for a feasibility study for a new center would not be put on the Town Meeting floor this year because it is too early in the process and not the right time. Budget Meeting—Gale reported that the COA budget meeting is scheduled for January 11th. She said that, with the possible 9C cuts, it is unclear what will happen. BESI Board Meeting Updates: None. Questions and Answers: None. Adjournment: With all business being completed, Mary Hourigan offered a motion to adjourn the meeting at 4:26 PM. With a second from Richard Kelsay, the motion was passed by a unanimous vote. VOTE SUMMARY 2017-12 A vote to accept the Treasurer's Report as presented. Motion—Mary Hourigan; Second—Richard Kelsay; Vote -4 affirmative, 0 negative. Voting affirmative were Mary Hourigan, Richard Kelsay, Tom Keogh and Norma Smith. 2017-13 A vote to accept the Minutes to the Board Meeting of November 8, 2016, as presented. Motion—Tom Keogh; Second—Mary Hourigan; Vote -4 affirmative, 0 negative. Voting affirmative were Mary Hourigan, Richard Kelsay, Tom Keogh and Norma Smith. 2017-14 A Vote to accept the November Warrants and the Estimated Budget Status to Date. Motion—Mary Hourigan; Second—Tom Keogh; Vote -4 affirmative, 0 negative. Voting affirmative were Mary Hourigan, Richard Kelsay, Tom Keogh and Norma Smith. 2017-15 With all business being completed, a vote to adjourn the meeting at 4:26 PM. Motion—Mary Hourigan; Second—Richard Kelsay; Vote -4 affirmative, 0 negative. Voting affirmative were Mary Hourigan, Richard Kelsay, Tom Keogh and Norma Smith.