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HomeMy WebLinkAboutCOA 06/13/2018Mansfield Council on Aging Board of Directors Minutes to Meeting June 13, 2018 RECEIVED I C4 ERKS OFFICE 1D19 SEP 21 A II OS Present: Mary Hourigan, Joan Hoey, Dick Kelsay, Norma Smith, Debra Surpre ptJiAclpe Madrazo, Lynda Christiansen, Tom Keogh, and Donna Harringto�JN5&Z �ae ded as a guest. Call to Order: Board Chair Richard Kelsey called the meeting to order at 3:30 pm. Treasurer's Report: Debra Surprenant reported that there was an estimated balance of $28,575.00in the Gift Account. Joan Hoey offered a motion to accept the Treasurer's Report as presented, with a second from Norma Smith. The motion was passed by a unanimous vote. Minutes to the Board Meeting of May 8, 2018: The Board examined the minutes of the Board Meeting of May 8, 2018. Donna Harrington offered a motion to accept the Board Meeting Minutes of May 8, 2017, as presented, Tom Keogh seconded the motion. The motion was passed by a unanimous vote. Estimated Budget Status to Date, May 8, 2018 Warrants: Debra Surprenant stated that there haven't been any major purchases in this warrant. Norma Smith offered a motion to accept the Estimated Budget Status to Date, and May 8, 2018 Warrants as presented, with a second from Donna Harrington. The motion was passed by a unanimous vote. Correspondence: The correspondence included information regarding increase in the Gatra rates due to budget issues. Director's Report: Community Social Worker- Debi reported the town is in the process of hiring the social worker. The hiring should be completed by the end of the week. Kristen Madeira, the Fuel Assistance Coordinator, and she have been splitting all of the work. Closing out the year Debi informed the board the COA has been very busy closing out the year, spending down the Formula Funds and working on statistics. Dishwasher- Debi stated that the purchase of the dishwasher will be completed this week. The advance check was held up due to the Finance Manager and Treasurer being at training. Louise- Debi said Louise has returned to work from her sick leave. Formula Fund Grant- Debi said she is working on the FY2019 Formula Funds Grant. The rate per person will be increased to $12.00. Snap Partnership Application- Debi informed the board the budget request for FY2019 SNAP Partnership was due on June 8`n. Debi stated that she has requested funds to produce culturally sensitive outreach materials in different languages. Vacation- Debi stated she will be taking a vacation the first week in July. Assistant Director's Report: Statistics -Josephine Madrazo provided a summary or statistics for May 2018. She stated that for the month of May the COA received 233 incoming calls; 139.5 volunteer hours were completed; 923 people registered for events. Old Business: Fairfield Fund Discussion — Debi stated that we need to continue to spend down funds from the Fairfield Fund, Donna Harrington stated that she is concerned funds are not being spent wisely. Donna stated that she would like someone from Town Hall or the Town Manager to come and speak to the board about spending down. The board discussed how to best make updates to the reception area. Debi proposed a space study be conducted utilization of space. Donna Harrington offered a motion to review consultant's space study in the fall, as presented, Norma Smith seconded the motion. The motion was passed by a unanimous vote. Dementia Friendly- Debi told the board the COA is hosting a Memory Cafe the last Tuesday of each month. The first cafe is scheduled for September 25 I Board Meeting Date Change- The board agreed to change the board meetings to the third Wednesday of each month. The next board meeting is scheduled for September 19`n at 3:30 pm. Family Fun Night Give Away— Debi informed the board that the COA was applying for a $500.00 grant from the DA's office for Triad snap bracelets, clip magnates and necklaces. Debi requested $250.00 to supplement the cost of the give aways. Donna Harrington offered a motion to supplement the funds for the give aways up to $250.00 using the Fairfield Account, as presented, Lynda Christianson seconded the motion. The motion was passed by a unanimous vote. New Business: Evening Programs— Dick Kelsay suggested having evening programs for older adults who are about to be retiring. He recommended reaching out to Kelly Fox for financial retirement planning and Eric Sheppard for legal advisement. Dick stated that maybe a panel discussion could work. Debi stated maybe evening programs could begin in October. BESI Update- Dick told the board he does not have any updates. Questions and Answers- Next Board Meeting is scheduled for September 19th. Adjournment- With all business being completed, Donna Harrington offered a motion to close the meeting at 5:00 PM with a second to adjourn the meeting from Norma Smith. The motion was passed by a unanimous vote. VOTE SUMMARY 2018-58 A vote to accept the Treasurer's Report, as presented. Motion Norma Smith — Second—Joan Hoey; Vote -7 affirmative, 0 negative. Voting affirmative were Richard Kelsay, Norma Smith, Joan Hoey, Mary Hourigan, Donna Harrington, Lynda Christianson and Tom Keogh. 2018-59 A vote to accept the Minutes to the Board Meeting of May 8, 2018 as presented. Motion— Mary Hourigan; Second—Norma Smith; Vote -7 affirmative, 0 negative. Voting affirmative were Richard Kelsay, Norma Smith, Joan Hoey, Mary Hourigan, Donna Harrington, Lynda Christianson and Tom Keogh. 2018-60 A vote to accept the Estimated Budget Status to Date, and May 8, 2018 Warrants, as presented. Motion— Norma Smith; Second— Joan Hoey; Vote -7 affirmative, 0 negative. Voting affirmative were Richard Kelsay, Norma Smith, Joan Hoey, Mary Hourigan, Donna Harrington, Lynda Christianson, and Tom Keogh. 2018-61 A vote was accepted to review consultants for a space study in the fall, as presented, Norma Smith seconded the motion. The motion was passed by a unanimous vote. Motion—Donna Harrington; Second—Norma Smith -7 affirmative, 0 negative. Voting affirmative were Richard Kelsay, Norma Smith, Joan Hoey, Lynda Christianson, Tom Keogh, and Mary Hourigan. 2018-62 A vote to fund up to and not exceeding $250.00 to supplement the cost -of the give aways using the Fairfield Account, as presented. Motion—Donna Harrington; Second— Lynda Christianson; Vote -7 affirmative, 0 negative. Voting affirmative were Richard Kelsay, Norma Smith, Joan Hoey, Lynda Christianson, Tom Keogh and Mary Hourigan. 2018-63 With all business being completed, a vote to adjourn the meeting at 5:00 PM. Motion— Donna Harrington; Second—Norma Smith; Vote -7 affirmative, 0 negative: Voting affirmative were Richard Kelsay, Norma Smith, Joan Hoey, Lynda Christianson, Tome Keogh, Donna Harrington, and Mary Hourigan.