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HomeMy WebLinkAboutCOA 01/13/1981TOWN OF MANSFIELD Council on Aging 184 NORTH MAIN STREET P.O. BOX 232 MANSFIELD, MASSACHUSETTS 02048 Telephone (617) 339.4424 339.5261 Council. On Ag.ino Minutes Tanuary 13, 1.981 MEMBERS PRESENT: Rev. William F, Plug; Ruth Noonan; John Marvelle; Brad. Dauphinee; Elinor Vernon; Theda Hornung MEMBERS ABSENT: Harry Nordbera The meeting was called to order by President Rev. Flug at 8:05 pm. The secretary's report was accepted as written. The treasurer's report and warrants of 12/16, 12/30, and 1/13 were received as presented. Correspondence: Notification that the town meeting warrant closes 2/1/81. Bill was presented for United oil for an emergency delivery of oil for $112.24 for 100 gallons. Reminder from Bristol County Home Care on the final leadership workshop. Notification that Bristol Countv Home Care Title XX homemaker services will have to close intake of clients because of a deficit budget. A letter from New Hope explaining their upcoming forum for women. This is an organization for battered women I and children. The focus of the forum will be "A Woman's Place is Where She Chooses to Be." The Greater Attleboro Transit Authority (GATRA) sent a financial report of operating costs to date. The Senior Citizen Law Project (SCLP) requested an in kind match for office space at the q DIC for tha,'Ir lawver's visits be sent to them for inclusion in their grant match costs. Staff Reports Director Attended management of grants workshop in Woburn on 1/6 and 1/7. Very informative with some repetition from the first qrant workshop. Excellent overall, Attended BCHCE Advisory Council meeting on 1/8 as well as panel seminar workshop preparation in Fall River. Senior Citizen Law Project is offering educational topics by their lawvers £or senior citizens. Information was presented on the eight companies contacted about service contracts for the boiler. The problems with the frozen pipes on Jan. 5 was explained. The furnace had run out of water (due to leak) and as a result pipes froze and burst. While in the basement shutting_ off valves, it was noticed that the bulk head door was broken and pipes were exposed to outside weather. This information was presented to the landlord. Our fuel grant is late but will soon begin. Assistant Director Bus traveled 642 miles and transported 258 people g in December. In 1980 the bus traveled 9237 miles and transported 3379 people. The mileao_,e is down due largely to the escort service, Old Business , Information from various companies about service contracts was reviewed and discussed. The Council decided on two; Bristol County Heating and Terenzi and Son. Further action was tabled until next month pending a full quote from Terenzi. Senior Citizen La.,w Project educational. program was next. It was TOWN OF MANSFIELD Council on Aging 184 NORTH MAIN STREET P.O. BOX 232 MANSFIELD, MASSACHUSETTS 02048 Telephone (617) 339.4424 339-5261 decided to arrange for a day time program so more senior citizens could attend. Feb. 20 at 1:30 nm is the birthday party. It was decided to seek the speaker for that day. There was no other old business. New Business By -law revisions. Bill was the onlv member to present changes. (See the attached sheet.) Annual report for the town. It was moved to accept the report presented with some changes and additions. The vote was unanimous with the 6 members present. (See attached sheet for final report.) Staff evaluation and method to be used was reviewed. The method is from Andrew Swanson's"Bane or Boon?" learned in the leadership workshop. Boiler repairs. Bill will talk to the landlord about the repair bill, and the service contract. Everyone that can was asked to attend the wrap up on the leadership workshop on Jan. 16, 1981. It was decided not to notify individual oil dealers about the fuel grant. Information will be sent to the Mansfield News, the Sun Chronicle, and WARA radio. It will also be put in the newsletter. The Council instructed Paula to amass a list of names for substitute bus drivers. When one driver is ill, the other driver and the director cover for him. If the driver is out an extended period of time, this creates a problem. The director is to drive only in dire emergency situations. The Council gift fund will be used to pay back up drivers. Actual driving time only is to be paid at minimum wage ($3.35/hr.). Paula will seek an agreement in writing from Joe Greaney at DEA for a replacement for Frank if he is not back by Feb. 1. The director will check on the need for a class 11 license for the bus drivers. May need to seek a special appropriation for a stand by bus driver to be paid by the hour. (Wduld need to amend budget). The Friends are looking into a new rug for the Drop In Center. The cost will be better than $2000. Bill felt that should the Friends make such an extensive purchase, the COA and Friends should get some kind of consideration from the landlord.(Ex. First option on purchasing the building.) Bill also suggested that the Friends might look into carpeting from companies who are redecorating. This is generally free. The question of who is responsible for the plowing of the sidewalk in front of the Center was raised by the Friends as well. Nothing was done the last storm. A suggestion to get a sand bucket from the Jaycees for icy conditions was made. A letter will be sent to -the Selectmen asking them to make it a town responsibility to clean the walk in front of the building. (It was noted that this would only be fair since the interior of the building is cleaned without town assistance.) The Friends were given the COA's permission to get a rug for the Center. (It will. be their decision as to which route to take on getting one.) It was moved, seconded, and voted to approve new job (updated) descriptions for the 2 Senior Aides. (as presented by director.) Tedi will donate new bells for the front door. Adjournment was 10:10 P.M. By -Laws of the Mansfield Council on Aging Article L - Name The name of the organization shall be the Mansfi Aging herenafter referred to as the Council, as Town Meeting of the Town of Mansfield, Massachus �t y Council on blished by on 4970 Article II'- Purpose The basic purposes of the Council are: a. To identify the total needs of the elderly population of the Town of Mansfield b. To educate the community and enlist support and participa- tion of all citizens about these needs e. To design, promote, or implement services to '',fill these needs d. To cooperate with Commonwealth of Mass. Dept. of Elder Affairs Article III - Office The principal office of the Council shall be located at the ','-Mansfield Drop -In Center of the town of Mansfield, Mass. or at the address to which the Council designates mail should be delivered. Article ` Article IA - Membership The Council shall consist of seven members, inclusive of the President. The members shall be appointed by the Selectmen of the Town of Mansfield. The term of a Council member shall be three years. A council member may be reappointed to the member- ship at the expiration of his/her term of office. The terms of the membership shall be staggered so that at least two members shall expire each year. All new members shall be sworn in by the '"o.*, own'Clerk before the next regular meeting.Officers shall be no- minated by a majority votetof the existing members of the Council ,gt the Annualmeeting. 'Article V - Officers The officers of the Council on Aging shall be members of the Council on Aging and said officers shall be ;as follows: A President, First Vice -President, Second Vice -President, a Secretary, and a Treasurer. ,: : I Page 2 s Article V - Continued The President shall preside ever the regular and special meeting of the Council. In the President's absence, the First Vice -President shall preside, etc. The officers shall have such duties and responsibilities as the Council by vote may delegate and assign from time to time. Article VI - Voting rights of members All voting rights shall be vested in the members, andjeach in- dividual member, including the President, shall be entitled to one vote with respect to any question or matter which may ,come before a meeting of the Council. Article VII - Meetings Section One - Reeular meetings � Regular meetings of the Council shall be held twice a month F, on the first and third---Mendays with the following',exception: a. When *6ftday falls on a legal holiday the meeting scheduled. ' ( for that night shall be held on the following Monday. b. During July and August, meetings will be held once a month the first Monday unless the first Monday is a holiday^' then that meeting shall be on the second Monday. c. All members shall be notified of a regular meeting at least three days prior to that meeting, Section Two - Svecial meet3nga a. Special meeting may be called at anytime bye President or in the President's absence by the first V ce-President. b. .e Reasonable effort shall be made to notify m hers of a meeting 24 hours in advance of +a special meeting -meeting also to be posted with the Town Clerk 24 hou s in advance. o. Emergency meetings should be ;;. ,.. posted if possible Section Three - Annual Meetin The Annual meeting of the Council, including elec ion of officers, shall be held the first regular meetinglin April. i Section Four-quorumt`��j At all meetings of the Council the presence of four members en- titled to vote at such meeting shall be necessary and sufficient to constitute a quorum for the transaction on any business Section FIM- Voting Except as may otherwise be provided in these By-laws, the vote of at least a majority of the members present at a meeting shall be ,��• necessary and sufficient to decide questions or matter as presented. Each member entitled to vote shall only , , ,Ii a Page 3 Section Five - Voting - Continued_ vote in person. Section Six - Rules Meetings shall be ponducted in accord Rules of Order Article VIII - Vacancies In the event a member wishes to resign from shall notify lUwt the Board of Selectmend 6 with Robert's Council, he/she Ywacanoy�: Article IX - Attendance Regular attendance is expected of all membersl In the event or absence by any member for three (3) consecutive meetings, except for reasons of health or extenuating circumstances, the Council shall request the resignation -of that member. J Article X - Officers Section One - Number, r ` Qualification, Election and Term of Office a. The officers of the Council shall consist of a President, a First Vice-Fresident, a Second Vice - President, a Secretary, and a Treasurer, and also may include such number of Assistant Secretaries amd Assistant Treasurers as the Council may from time to time deem advisable. b. Officers of the Council shall be elected at the Annual meeting of the Council by majo�ity vote of the members present, and shall take office upon election. c. Election of officers to fill vacancielcreated'by death, resignation, or other cause may take place at any regular meeting or special meeting and shall be for the period of the unexpired portion of the President's normal term of office. Section Two - President The President shall be the chief executive officer of. the Council; and, subject to the direction of the members of the Council, shall have general charge of the business, affairs, and property of the',,Council in its general operations. The President shall preside at all meetings, shall appoint all. committees, and shall be an ex-offico member of all committees.' It t a+l q Page b ' f@ Section Three - Vice -President During the absence or disatnlity of the President, the First Vice -President shall exercise all the functions of the President and, when so acting, shall have all the powers of fi and be subject to all the restrictions upon the President. If the office of the President should become vacant, the First Vice -President shall assume the office.',".' 'r Section Four - Secretary` The Secretary shall record all the proceedings of the meetings, and cause all notices to be duly give in accordance with the provisions of the By -Laws and as required by statute. Section Five - Treasurer The Treasurer shall keep, or cause to be kept, all the books -of -account of all the business tranactions of the Council; shall "render to the President and to the members � assembeled in meeting, whenever requested, a statement of financial condition of the Council and of alli transactions.PP p Shall prepare the Annual Budget with assistance of the Council; present the Annual Budget to the selectmen. The Treasurer, or some other member designated by the Council shall approve the payment of bills as authorized by the Council. Article XI - Amendments The Council shall have the power to amend the By -Laws in the following manner: a. Notification of a proposed By -Law change shall be presented to the Council at the meeting previous to the actual voting thereof. i A b. The proposed amendment or alteration of the Ry -Laws shaliV"epproved by the affirr;ati-re vote of taro -thirds of the menioers an,; such proposed axtcn tr: n, or al- teration will. be considered at. a special meeting of the Council if requ stud. �' U 13�,s 4,c A '1✓��„e,eUP — ' � ��� I C<• �(, r.<.� w.�: , 6-0 ,ij Article XLL Contracts No contract, w itten or oral, for goods or s(.-rvi.ces in excess of $25.00 shall be valid unless approvedl by vote of tl.e Council. The President or some other designated member may be given authority to sign a particular contract on behalf of the Council 1- Grote of thr` Council.. ' JI 3 i , JOB DESCRIPTION - Coordinator and Assistant Coordinator The Coordinator and Assistant Coordinator of Services and Programs for the Aging shall be consultants (contract labor) to the Council on Aging in the Town of Mansfield. The dual Coordinators shall be responsible for assisting the Council in carrying out its statutory responsibilities; for assisting the Council in the development and implementation of programs and services designed to meet the needs of the aging in the Town of Mansfield; for giving supervision and management to such programs and services as the Council may designate; for managing and supervising all of the Council's employees and supervising said employees in their employment and bringing any personnel problems promptly to the attention of the Council; to coordinate and conduct programs dealing with problems of the aging and to promote facilities for the health, education, welfare and recreation of the aging. There exists a firm belief that all persons associated and working with older people should have specific knowledge of available opportunities for the elderly including such speci- fics as available monies and grants and knowledge of the process of aging, together with an understanding of the needs and behavior of those in their later stages of life. SPECIFICS The Coordinator is to attend all regular meetings of the Council on Aging and will provide a report to the Council at these meetings as regards total overall operation of the Drop -In - Center. The Coordinator will be responsible for an annual report during the month of October. This report is to cover all act- ivities of the Coordinatorq and the Drop -In -Center during the next prior year and an assessment of the Council's programs and suggestion for improving the Council's approach towards meeting its responsibilities. To meet with Sub -committees as designatedby the chairperson of that committee. To maintain accurate records in regards to budget and expendi- tures and other related operational costs. Coordinator to work Monday, Wednesday and Fridays from 9:30 a.m. to 4:00 P.M. with one half hour lunch period. Assistant Coordinator to work Monday, Tuesday and Thursday from 9:30 a.m. to 4:00 p.m. with one half hour lunch break. Vacation pay will be based on 18 hour work week. One weeks vacation pay will be paid after one full year of service. JOB DESCRIPTION - Coordinator and Assistant Coordinator Page 2 No paid holidays. Two weeks notice of employment termination will be deemed sufficient by either party. Salary increases will be subject to Town meeting vote. February 1981 Mansfield Council on Aging BYLAWS ywP t Article I - Name FiIfN�.,- The name of the organization shall be the Mansfield Council on Aging hereinafter referred to as the Council, as established by Town Meeting vote of the Town of Mansfield, Massachusetts, 1970. Article II - Purpose The Council is an administrative body whose tasks include those of policy making, goal setting, financial planning and the hiring of a Director for the Council Drop -In Center. Working with and through the Director and other staff, the Council seeks: a. to identify the needs of the elderly population of the Town of Mansfield as they relate to material assistance, program activities, fellowship and travel opportunities or assirstance with medical or legal matters. b. to educate the community and enlist support and participation of all citizens about these needs C. to design, promote, or implement services to fill these needs d. to foster, along with these things, an understanding among all townspeople of senior citizens' capabilities to act singly or as a group for their own interests. The Council shall not be a group construed only as having been created to "do for" the elderly. It is charged as well to aid them set goals and achieve them. Article III - Office The principal office of the Council shall be located at the Mansfield Drop -In Center of the Town of Mansfield, MA., or at the address to which the Council designates mail should be de- livered. Article IV - Membership The Council shall consist of seven members, inclusive of the President. The members shall be appointed by the Selectmen of the Town of Mansfield. The term of a Council member shall be three years. A Council member may be reappointed.to the member- ship at the expiration of his/her term of office. The terms of the membership shall be staggered so that at least two members shall expire each year. All new members shall be sworn in by the Town Clerk before the next regular meeting. Officers shall be nominated by a majority vote of the existing members of the Council at the Annual Meeting. February 1981 Mansfield Council on Aging Bylaws - continued (page 2) Article V - Officers The officers of the Council on Aging shall be members of the Council on Aging and said officers shall be as follows: President, Vice -President, Secretary and Treasurer The president shall preside over the regular and special meetings of the Council. In the president's absence, the vice-president shall preside at regular or special meetings of the Council. The officers shall have such duties and responsibilities as the Council by vote may delegate and assign from time to time. Article VI - Voting rights of members All voting rights shall be vested in the members, and each individual member, including the president, shall be entitled to one vote with respect to any question or matter which may come before a meeting of the Council Article VII - Meetings Section I - Regular Meetings a. Regular meetings of the Council shall be held on the second Tuesday of each month, including summer months. If this date conflicts with legal holidays, the meeting can be rescheduled by consent of those members present and voting at the previous meeting b. All members shall be notified of a regular meeting at least three days prior to that meeting Section II - Special Meetings a. Special meetings may be called at any time by the president or in the president's absence by the vice-president b. Reasonable effort shall be made to notify members of a meeting 24 hours in advance of a special meeting. Meetings shall be posted with the Town Clerk 24 hours in advance. c. Emergency meetings should be posted if possible. Section III - Annual Meeting The Annual Meeting of the Council, including election of officers. shall be held on the regular meeting date in April. Section IV - Quorum At all meetings of the Council the presence of four members entitled to vote at such meeting shall be necessary and sufficient to constitute a quorum for the transaction of any business. February 1981 Mansfield Council on Aging Bylaws - continued (page 3) Section V - Voting Except as may otherwise be provided in these bylaws, the vote of at least a majority of the members present at a meeting shall be necessary and sufficient to decide questions or matters as presented. Each member entitled to vote shall only vote in person. Section VI - Rules Meetings shall be conducted in accordance with Robert's Rules of Order. Article VIII - Vacancies In the event a member wishes to resign from the Council, he/she shall notify the Board of Selectmen. Article IX - Attendance Regular attendance is expected of all members. Absence by any member from three consecutive meetings, except for reasons of health or extenuating circumstances reported to the president, shall be considered as having the effect of that person submitting his or her resignation. The Council shall notify the Board of Selectmen that a vacancy exists and needs to be filled. No vote or other consideration of these steps shall be necessary or proper for the Council to take. Article X - Officers Section I - Number Qualificiation Election and Term of Office a. The officers of the Council shall consist of a President, Vice President, Secretary and Treasurer and also may include such number of Assistant Secretaries and Assistant Treasurers as the Council may from time to time deem advisable. b. Officers of the Council shall be elected at the Annual Meeting of the Council by majority vote of the members present, and shall take office upon election. C. Election of officers to fill vacancies created by death, resignation or other cause may take place at any regular meeting or special meeting and shall be for the period of the unexpired portion of the term of office. Section II - President The President shall be the chief executive officer of the Council and subject to the direction of the members of the Council, shall have general charge of the business, affairs, and property of the Council in its general operations. The President shall preside at all meetings, shall appoint all committees and shall be an ex -officio member of all committees. February 1981 Mansfield Council of Aging Bylaws - continued (page 4) t".. Section III - Vice President During the absence or disability of the President, the Vice President shall exercise all the functions of the President and, when so acting, shall have all the powers of and be subject to all the restrictions upon the President. If the office of the President should become vacant the Vice President shall assume the office. Section IV - Secretary The Secretary shall record all the proceedings of the meetings, and cause all notices to be duly given in accordance with the provisions of the Bylaws and as required by statute. Section V - Treasurer The Treasurer shall keep all the books of account of all the business transactions of the Council; shall render to the President and to the members assembled in meeting, whenever requested, a statement of financial condition of the Council and of all transactions. Article XI - Amendments The Council shall have the power to amend the bylaws in the following manner: a. Notification of a proposed bylaw change shall be presented to the Council at the meeting previous to the actual voting thereof. b. The proposed amendment or alteration of the bylaws shall be approved by the affirmative vote of two thirds of the members and such proposed amendment or alteration will be considered at a special meeting of the Council if requested. y. c. Copy of such changes shall be sent to DEA, Boston; the town Clerk and the Town Counsel Article XII -Contracts No contract, written or oral, for goods or services in excess of $25.00 shall be valid unless approved by vote of the Council. The President or some other designated member may be given authority to sign a particular contract on behalf of the Council by vote of the Council.