Loading...
HomeMy WebLinkAboutCOA 11/08/2016Mansfield Council On Aging Board of Directors Minutes to Meeting RECEIVED November8,2016 T0YYN CLERKS OFFICE Present: Norma Smith, Sonia Walgreen, Joan Hoey, Tom Keogh, DonnN&rSfttbit [)Rn2560renant and Gale Burke. Richard Kelsay and Mary Hourigan were excused. MANSFIELD Call to Order: The meeting was called to order at 3:30 PM by Board CWAc ql' -�Cv l�kg.T S Correspondence File: The Correspondence File was circulated. It contained Gale Burke's Letter of Resignation due to retirement. There was much discussion about Gale's retirement. Minutes to the Board Meeting of October 11, 2016: The Board examined the Minutes to the Board Meeting of October 11, 2016. Tom Keogh offered a motion to accept the Minutes to the Board Meeting of October 11, 2016, as presented. With a second from Norma Smith, the motion was passed by a unanimous vote. Treasurer's Report, Estimated Budget Status to Date and the October 2016 Warrants: Tom Keogh issued the Treasurer's Report. He informed the Board that the estimated balance in the Gift Account was $20,161.32. Gale presented the Estimated Budget Status to Date and the October 2016 Warrants. Gale informed the Board that there was nothing out of the ordinary in the Budget. Norma Smith offered a motion to accept the Treasurer's Report, the Estimated Budget Status to Date and the October 2016 Warrants, all as presented. With a second from Joan Hoey, the motion was passed by a unanimous vote. Director's Report: Capital Improvements Committee —Gale informed the Board that her meeting with the Capital Improvements Committee is scheduled for Tuesday, November 151h. Gale requested that 1 or two Board members accompany her at this meeting. There was a short discussion, and Donna Harrington said that she would be interested in going, but is unsure if she is able to attend due to another commitment. She said that she would let Gale know. Tom Keogh also said that he would like to attend. Gale said that she would be in touch with them to give them the time, which was unknown. Gale said that if all goes well, the COA Capital Improvements requests would go on the Town Meeting Floor in May. Librarv--Multi-Purpose Room —Gale reported that the Library has encountered scouting groups who are trying to book the room for three months in advance. She said that this is becoming such a problem that it is starting to crowd out other groups from using the room. Gale informed the Board that Kathy Coyne is proposing tighter regulations for room use. She also said that the current policy is that the room may be booked two months in advance. There was a discussion about the lack of meeting space in the town. Gale said that she would try to get the Library Board here in January to have a joint discussion about the room use policies. FY 2017 Budget and the Town Report —Gale informed the Board that she has been working on the FY 2018 Budget and the Town Report, both of which are due in December. Friends' Holiday Fair —Gale announced that the annual Friends' Fair would be held on Saturday, November 121h from 9:00 AM to 2:00 PM. Friends' Christmas Party —Gale also informed the Board that the annual Friends' Christmas Party would be held on Friday, December 91h at 11:30 AM. Town Manager Coffee Hour —Gale reported that the COA will host a Coffee Hour for Bill Ross on Thursday, December 8`h at M 10:00 AM. S.H.I.N.E. Workshop —Gale said that she has scheduled a S.H.I.N.E. Workshop with Lisa Sarkis for Monday, November 14tn Assistant Director's Report: Statistics —Debi reported that there were 459 people who registered for programs, there were 46 volunteer hours logged and there were 297 incoming telephone calls logged for the month of October 2016. Tax work -Off Program —Debi reported that she had submitted the final hours for the Tax Work -Off Credits on November 1't. She said that the total credits were $17,462.50, with 29 who participated and 19 of those finishing. Movie Program — Debi informed the Board that the November movie program went very well. She said that there were 12 in attendance for Eye in the Sky. Medical Escort —Debi also reported that there were 3 round trips provided through the MedWheels (2) and Don Maxwell (1). Meals Programs —Debi announced that the attendance at the site meals program has been slightly increasing, while the Home Delivered Meals Program remains with high participation. She also said that the nutritionist, Sarah Sheppard, is meeting with consumers and meals program staff, and anyone else who would like to attend, on a quarterly basis. She said that Phyllis and three others sat in for the conversation and the feedback from those who attended was very good. Old Business: Parking Lot Update —Gale informed the Board that it has been very difficult dealing with the disruption of the parking lot construction. She said that the project is taking longer than expected, and it has affected the attendance of our programs. There was a discussion about the configuration of the parking lot, and Gale said that she is hopeful that once the lines are painted, it will be easier to navigate in the parking lot. Leaf Raking Program —Donna Harrington gave the report on the Leaf Raking Program. She said that the numbers of volunteer participating has declined, but the numbers of adults, and in particular, the police, has increased. She said that it will be the same with most of the same households. New Business: Tax Work -Off Program —Gale informed the Board that the state has increased the amount that a person will be able to work toward in the Tax Work -Off Program to $1500. Gale said that she feels that the Town Manager may support increasing the amount of credits for Mansfield Tax Work -Off participants to $1000. She said that the amount of the money to fund this program comes out of the Assessors' Fund. Cancellation of the Mansfield Municipal Light Luncheon —Gale reported that the Electric Light Lunch that was cancelled due to the construction of the parking lot has been rescheduled for May. Retirement —Gale informed the Board that her retirement will be sometime in late February, and that she has not given a definite date yet. She said that, because of the Human Resources officer, she is unsure what the process will be like. Gale said that she had met with Bill and with Patti Firing, and she suggested that it might be prudent for Sonia to meet with Bill regarding what the hiring process would be. There was a discussion about what the process has been for other positions in the town. Gale said that HR has been doing the interviewing. Gale said that the position would be posted internally and externally, and all of the other aspects of the hiring would need to be worked out with HR. She said that HR has been taking the lead with all other position vacancies. She also informed the Board that Nancy Griffin, the Fuel Assistance Coordinator, has applied for, been offered and has accepted the position of Administrative Assistant to the Board of Selectmen. She said that she will be working with HR to find a replacement for Nancy. Gale also informed the Board that she would be having another knee surgery on her left knee, and she is hoping to schedule it soon. COA Staff/Board Get Together —Gale reminded the Board members that the annual COA Staff/Board Get Together will be held after the December Board Meeting, December 13tn. BESI Board Meeting: Sonia issued the BESI Board Updates. She said that BESI was the recipient of a grant for working toward making communities more dementia -friendly. She said that the grant is to cover training costs for caregivers and members of the community, to make them aware of the barriers those with dementia face when being out of the home. There was a discussion about restroom needs for those with dementia, and other issues as well. Questions and Answers: None. Adjournment: With all business being completed, Norma Smith offered a motion to adjourn the meeting at 4:17 pm. With a second from Joan Hoey, the motion was passed by a unanimous vote. VOTE SUMMARY 2017-9 A vote to accept the Minutes to the Board Meeting of October 11, 2016, as presented. Motion —Tom Keogh; Second —Norma Smith; Vote-5 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Tom Keogh, Norma Smith, Donna Harrington and Joan Hoey. 2017-10 A vote to accept the Treasurer's Report, the Estimated Budget Status to Date and the October 2016 Warrants, all as presented. Motion —Norma Smith; Second —Joan Hoey; Vote-5 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Tom Keogh, Norma Smith, Donna Harrington and Joan Hoey. 2017-11 With all business being completed, a vote to adjourn the meeting at 4:17 PM. Motion —Norma Smith; Second —Joan Hoey; Vote-5 affirmative, 0 negative. Voting affirmative were Sonia Walgreen, Tom Keogh, Norma Smith, Donna Harrington and Joan Hoey.