# council-on-aging — 41 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2012-01-10-agenda-1783.txt BOARD : council-on-aging DATE : 2012-01-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-01-10-agenda-1783.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01102012-1783 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA January 10, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS MINUTES - (Vote to accept all minutes including sub-committees) DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Parking Lot Janitor for Eagle Ho use Director’s Evaluation NEW BUSINESS – Eagle Heights COA Member Resignat ion FY13 COA Budget Senior Center Evaluation/Su rvey Friends of the Eagle House SUB-COMMITTEE REPORTS - Finance, Board Development, Advocacy, ByLaw COA Membership Reminder End of Year Reports CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - Tuesday February 14, 2012 ~ 9:30 AM ======================================================================================== DOCUMENT : 2012-01-10-agenda-1784.txt BOARD : council-on-aging DATE : 2012-01-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-01-10-agenda-1784.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01102012-1784 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2012-01-10-minutes-1783.txt BOARD : council-on-aging DATE : 2012-01-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-01-10-minutes-1783.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01102012-1783 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Meeting Minutes Minutes Approved at the 2/14/12 COA Meeting January 10, 2012 Present : Pete Lincoln (Chairperson), Mary Lynn Conrad (Vice Chair), Doreen Noble (Director), Barbara Brown, Fred Crellin, Jane Doyle, Jim Hays, Sis Montuori, Deb Seeley, Joyce Wass, and Susan Doherty (Admin. Asst.) Guest: Lloyd Carlson, John Male, Judy St Arnaud, and Armand St Arnaud. Welcome : Pete Lincoln, Chairperson, welcomed the guests and called the meeting to order at 9:30 a.m. Minutes: A motion was made and seconded to accept the December 14, 2011 COA meeting minutes as presented. All approved, motion carried. Director’s Report: The Director, Doreen Noble introduced herself to the guests and began her report. She informed the board that she met with the Cable Access representa tive, Jo McLaughlin, and filmed a generic “Eagle Ho use Updates” without being specific on dated activities so that the program information that runs on the television will not be out of date too quickly. Finance/Informational Report : Doreen met with the COA Finance Sub Committee be fore today’s meeting and gave the members of that committee a report on COA budget li ne items, which were generated by the Town Account, to review. She said that everything is up to date on being pai d although we are waiting for a “Request for Transf er” approval from the Town Manager to transfer funds from the gas uti lities line to the electric utilities line to pay a Unitil bill. This is not uncommon and was expected to happen at this time of year due to fluctuating increases/decreases in rat es from the utility companies. The Director is currently working on a MARTAP grant for $850.00 which if received will be used to improve our existing transportation program with new safety equipment for the van. Another grant which is being looked at is the Execu tive Office of Elder Affairs Service Incentive Gran t. This would involve a consortium of area Councils on Aging, which border the town of Lunenburg, applying for a $20,000.00 grant. Doreen is also researching a grant which is availab le from the Community Foundation which will provide funds for a wellness program with a paid instructor. A revised “Director Job Description” draft was comp leted by Doreen to help aid in the Director’s Evaluation process. She has not submitted this to the Lunenburg Personnel Committee yet. A discussion ensued about the proposed “Executive S ession” which the Chairperson wanted to hold after this meeting to discuss the Director’s evaluation. Sue Doherty inf ormed the board that the Town Clerk had advised her that going into executive session is not necessary to discuss this matter, therefore it was not added to the January COA agenda. Doreen also commented in saying that she prefers this issue to be discussed in a public forum. Old Business: Parking Lot: The septic mound behind the Eagle House Senior Center has been removed. The Friends of the Eagle House Inc. funded the removal which cost $12,000.00. The contractor will be back in the spring to seed and clean up the area. After this is completed the area can be used for outdoor recreational activities only at the Eagle House. In the mean time there will be no parking allowed in that area. Request for construction of a parking lot have been included in the COA Capital Planning request with the town. The COA board thanked Lloyd Carlson, President of the Friends of the Eagle House and Pete Lincoln for all of their help with this project. Janitor for Eagle House: The Director thanked the COA board for their help with pursing the issue of janitorial help for the Eagle House with the Town Manager. The Department of Public Works has hired a part time 19 hour per week person to assist with Jim Breault the Facilities Manager. This person will be at the Eagle House for 1 hour every morning to help with setup/break down of furniture and other tasks they may be asked of him by the Director. The Tax Work off person for the Eagle House will also be returning at the end of January to help with janitorial duties at the Eagle House. ===PAGE 2=== Director’s Evaluation: Pete Lincoln had previously contacted Kerry Speidel, Town Manager and asked about the necessity of the COA board doing an evaluation on the Director of the senior center. Kerry replied to him that she finds our material helpful in her evaluation process of the Director. Prior to this meeting, Pete requested that Doreen come up with ideas on what she thought the Director of the COA should be evaluated on. Discussion about the evaluation was held and it was decided that Deb Seeley will chair the Evaluation Sub Committee along Fred Crellin and Jim Hays as members. Fred Crellin left the meeting for another engagement at this time. New Business: Eagle Heights: The Eagle Heights project was not funded this yea r by the state but they will re-apply for funding a gain in the spring of 2012. COA Resignation: A letter of resignation was received and read from COA board member Sandra Flanagan. Sandra also informed Sue Doherty that she had sent a copy to the Lunenburg Board of Selectmen. A discussion then ensued about term limits and the possibility of waiving them in order to keep people who want to remain on the board over the 6 year limit. Doreen reminded the board that Executive Office of Elder Affairs recommends that term limits be kept in place. This discussion led to another regarding COA Board members serving on the Friends of the Eagle House Board to which Doreen reminded the board that Executive Office of Elder Affairs recomm ends that the this not be done. FY13 Budget: Discussed under Director’s Report. Senior Center Evaluation/Survey: Doreen suggested that an overall evaluation of th e center and its programs be designed as it may prove helpful to the Director’s Evaluation Committee. The COA board felt that an e valuation of the center by its participants might be helpful but not necessary to be done in order to do the Director’s evaluation. Friends of the Eagle House Inc.: Lloyd Carlson informed the COA board that the Fri ends have not paid the last half of the invoice to William Proctor Excavating for the work they have done on removing the septic mound at the Eagle House. He reassured them that they do have enough funds to do so and will submit the final payment after the Friends next meeting. A discussion was held in relation to what the next step is in completing the parking lot construction. Pete Lincoln stated that he would contact the Town Manager to ask what the Town of Lunenburg’s plan is for this project. Multiple board members commented on how they have h ad a difficult time in the past parking at the Eagl e House due to large functions that were going on at the center. It was reiterated again that there was to be no par king behind the Eagle House on the grass or the dir t and that there were concerns from the School Committee about not being informed about the mound removal, and that the exca vation work encroached on school property. Sub Committee Reports: December minutes from the Board Development meeting and the Advocacy Committee meeting were passed out for review and both will be voted on at the February COA meeting. Correspondence: No correspondence was read at this meeting. General Discussion: Comments were made about how the Friendly Seniors n eed to seek other accommodations for different meet ings due to the room capacity in the large function room not being able to accommodate them. Doreen gave kudos to the President of the Friendly Seniors, Lisa Hays saying that she does a great job with her functions. Adjournment: A motion was made and seconded to adjourn the meeting. All approved, motion carried. Meeting adjourned at 10:59AM Respectfully Submitted, Susan Doherty Administrative Assistant ======================================================================================== DOCUMENT : 2012-01-18-agenda-1785.txt BOARD : council-on-aging DATE : 2012-01-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-01-18-agenda-1785.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01182012-1785 ======================================================================================== ===PAGE 1=== Notice of Meeting Council on Aging Director’s Evaluation Sub-committee Date: Wednesday, January 18, 2012 Place: Eagle House Senior Center 25 Memorial Drive Lunenburg, MA 01462 Time: 9:45am Agenda Review of draft job description Review of draft evaluation form Preparation of job performance evaluation method for Council on Aging Goals and Objective development Discussion Assignment of committee tasks Adjournment ======================================================================================== DOCUMENT : 2012-01-18-agenda-1786.txt BOARD : council-on-aging DATE : 2012-01-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-01-18-agenda-1786.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01182012-1786 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2012-01-18-minutes-1785.txt BOARD : council-on-aging DATE : 2012-01-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-01-18-minutes-1785.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01182012-1785 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes Approved at 9/11/12 COA Meeting Minutes Town of Lunenburg Council on Aging Director's Evaluation Sub-Committee A meeting of the Council on Aging (CUA) Director's Evaluation Sub-Committee was held on Friday, January ls, 2012 at 9:00 a.m at the Eagle House Senior Center. Present were committee members Deb Seeley, Fred Crellin, Jane Doyle, Jim Hays and invited guest, Doreen Noble, Council on Aging Director. The purpose of the meeting was to begin the process for completing the COA Director's job description and evaluation. Deb began the meeting by stating the it was not ctear to her what the rote of the COA was in the process since under the new Charter form of government, the COA Director reports directly to the Town Manager. Jane agreed that the COA's role had changed since the by-laws were written under a oard of Selectmen only form of government. Fred and Jim both felt that there should be participatio y the COA in the process. The Sub-Committee agreed to invite Town Manager Kerry Speidel to thei next meeting to clarify responsibilities and get direction on how they should proceed. The next meeting of the Director's Evatuation Sub-Committee will be held on Friday, february si at 9:00 a.m at the Eagle House. The meeting adjourned at 9:35 a.m. Norah tele, Deborah J. Seeley Chair, Director's Evaluation Sub-Committee ======================================================================================== DOCUMENT : 2012-01-18-minutes-1786.txt BOARD : council-on-aging DATE : 2012-01-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-01-18-minutes-1786.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01182012-1786 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Minutes Approved at 5/8/12 COA Meeting FINANCE COMMITTEE MINUTES FOR THE 2013 COA BUDGET January 18, 2012 Minutes of the COA Finance Committee January 10*h and January 18, 2012 January 10, 2012 The meeting of the Lunenburg Council on Aging was opened at 9: AM. Present were Deborah Seeley, Jane Doyle, Fred Crellin, James Hays and, the Director, Doreen Noble. Purpose of the meeting was to develop a budget for fiscal year 2013. Budget information was distributed: Memorandum from Town Manager, Kerry Speidel that included: Form 1: Budget Detail Spreadsheet Form 2: Departmental Personnel Detail Form 3: Organization Chart Form 4: Departmental Programs & Performance Measures Form 5: Departmental Mission & Goals. The committee reviewed the information on the Budget Detail Spreadsheet that showed prior year actual (2011), 2012 Budget, 6 months' actual expenses for 2012, and blank columns for preparation of two budgets for 2013. One budget showing Level Funding and the other assuming a successful override budget The Committee discussed Level Funding Budget first to assure that despite the contractual requirements for 2013 all figures were to total the same as the 2012 Budget. Contractual items that included Union personnel and the Director payrolls were reviewed and the Director explained the increases per union and non-union contracts. The non-union items would have reflected planned increases of 3%. Due to time constraints the committee adjourned at 9:58 AM to be resumed at 9 AM on January 18, 2012. The Committee meeting resumed at 9:03 AM on January 18, 2012 to continue 2013 Budget Activities. Present were: Deborah Seeley, Jane Doyle, Fred Crellin, James Hays and, the Director, Doreen Noble. At the opening the Director presented a budget package that completed most of the requirements. COA Finance Committee Minutes, page 2 of 3 ===PAGE 2=== A spreadsheet showing a Level Funded Budget for 2013 with minor changes to the 2012 Budget. The changes are reducing outreach worker item by $5,204 and including a new item - Custodian for $5,204 (10 hours per week). Also discussed was an item for Training & Licenses could be part of Meetings & Schools. The Director's "Override" 2013 Budget was reviewed next. This Budget included all of the Contractual Salary increases and most of the outreach worker and also included more hours for the Custodial item thus the Personnel subtotal to $105,447. It must be remembered that Outreach also receives Formula Grant Funds to fulfill this important function. Expenses included in the "Override" 2013 Budget that receive a 5% increase are Electricity, Heating (Natural Gas), and Sewer Charges. Water charges are increased by 25%, as this year's 6 month's costs has already met the 2012 budgeted amount. Items receiving 10% are Postage, Office Supplies, and Mileage Reimbursement. The committee took no exception to these increases and deemed them reasonable. Programs, Advertising, Meetings & Schools remain unchanged. An Item for Training & Licenses was added for $500 that would cover costs of licenses and training needed for selected employees to conform to legal and proof of competency requirements for job performance, e.g. ServeSafe for kitchen staff and supervision. The Committee voted to accept both the Level Funded and "Override" Budgets. The Committee discussed Departmental Goals of the Director: To Improve overall service levels by 10%. • To Introduce new programs in the area of health and wellness. • To increase the number of younger seniors using our services. • To have an outdoor recreation area constructed. • To have a parking lot constructed. • To increasing staffing in the area of custodial care. • To increase staffing in the area of Outreach. The Director stated that the Goal of "Improving overall service level by 10% in FY 2013 reflects the additional number of Lunenburg residents becoming Seniors. The Committee requested that "To create a Director's Job Description" be added to Goals. Changes to the Organization Chart were requested to reflect a more accurate chart showing line and staff duties. In particular, the Administrative Assistant does not have direct line responsibilities over Food Services, Outreach, or Van Drivers, which is directly under the Director, also volunteers are the responsibility of the Outreach Worker. It is understood that in the Director's absence the Administrative Assistant could be delegated to act for the Director, otherwise the COA Finance Committee Minutes, page 3 of 3 ===PAGE 3=== Administrative Assistant should be shown as a staff person to the Director. The Finance Committee added lines to evidence open communication between all on the organization chart. The schedule of Departmental Programs was explained by the Director and was embraced by the Committee. The meeting adjourned at 9:50 AM. The Budget and related forms will be presented by "Power Point" by the Director to the Town Finance Committee and Selectmen, and a courtesy to the COA. The Committee wishes to thank the Director for her extensive preparation for our meeting on the 18h. This preparation allowed the Committee to complete our work quickiy and permitted a much earlier than expected adjournment. Respectfully submitted, James A. Hays Chairman Encl: Town Manager's Budget Memo ===PAGE 4=== 2013 COA finaice Committee Budget 2013 Total Salaries & Wages EXPENSES Electricity Office Equipment Maint. heating/Nat gas water Sewer Programs Postage Advertising OfficeSupplies Purchase Computers Meetings/School Mileage Reimbursement Office Expense & Repairs Training & Licenses Total Expenses Total Budget NOTE - Not Included- MART Supplements Office Van Clerical & Drivers Also Grant Funds supplenent Outreach Level Budget $95,603.00 $9,352.00 $0.00 $6,180.00 $800.00 $1,500.00 $250.00 $250.00 $100.00 $400.00 $0.00 $525.00 $3,500.00 $0.00 $0.00 $22,857.00 $118,460.00 ===PAGE 5=== Override Budget $105,447.00 $9,539.00 $0.00 $6,489.00 $1,000.00 $1,575.00 $250.00 $275.00 $100.00 $440.00 $0.00 $525.00 $3,850.00 $0.00 $500.00 $24,543.00 $129,990.00 ======================================================================================== DOCUMENT : 2012-02-03-agenda-1787.txt BOARD : council-on-aging DATE : 2012-02-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-02-03-agenda-1787.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02032012-1787 ======================================================================================== ===PAGE 1=== Town of Lunenburg Massachusetts Notice of Meeting COA Director’s Evaluation Sub-Committee Date: February 3, 2012 Place: Eagle House Senior Center 25 Memorial Drive Lunenburg, MA Time: 9:00a.m. Agenda This is a meeting with Town Manager, Kerry Speidel regarding the clarification of the process with regard to the development of a new job description and the process for a performance evaluation of COA director. ======================================================================================== DOCUMENT : 2012-02-03-minutes-1787.txt BOARD : council-on-aging DATE : 2012-02-03 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-02-03-minutes-1787.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02032012-1787 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes Approved at 9/11/12 COA Meeting Minutes Town of Lunenburg Councii on Aging Director's Evaluation Sub-Committee A meeting of the Council on Aging (COA) Director's Evaluation Sub-Committee was held on Friday, February 3, 2012 at 9:00 a.m at the Eagle House Senior Center. Present were committee members Deb Seeley, Fred Crellin, Jane Doyle, Jim Hays and invited guest, Kerry Speidel, Town Manager. The purpose of the meeting was to clarify the process for completing the COA Director's job evaluation and to define who is responsible for the development of the COA Director's Job Description and Evaluation Tool. Ms. Speidel was invited to explain the role of the COA, Personnel Board and Town Manager in this process. Ms. Speidel stated that all town-wide job descriptions and evaluations need to be revised and updated and she will be focusing on Human Resource issues after the 2012 budget process is complete. Ms. Speidel explained that the COA Director reports directly to the Town Manager who is responsible for the final preparation of the Job Description and Evaluation tools, however, it would very helpful to her to get input from the COA and to work with the COA in a collaborative way in preparing the tools to be used as well as the evaluation itself. She felt that the process used by the COA should be compatible with what the Town Manager will be using in the future, but in the absence of updated tools, she suggested that the COA review and update their current COA Director Job Description and Evaluation Tools, complete an evaluation of the COA Director and pass along this information to Ms. Speidel. Once Ms. Speidel has completed the town-wide updates of job descriptions and developed a standard evaluation tool, the COA can adopt these tools going forward. Comments on the job description were that the document be general but measurable. Comments on the evaluation tool were that room for comments be included after each evaluation element. The COA should also include annual goals in the evaluation to be part of the next year's evaluation of performance. The next steps in the process were summarized as: 1. COA Director's Evaluation Sub-Committee to revise and update the current COA Job Description and Evaluation Tool 2. COA Director's Evaluation Sub-Committee to present draft documents to the COA 3. COA approves a final version of each document and prepares an evaluation of the COA Director in an open session of the COA 4. COA updates by-laws to reflect the change in process 5. Complete process by the end of May Ms. Speidel explained the laws regarding Executive Session to the sub-committee. Executive Sessions cannot be held by the COA for the purpose of the COA Director's Evaluation because the COA does not have a formal role in the hiring/firing/discipline of the COA Director. She explained the current system used by the Board of Selectmen (BOS) in the preparation of the Town Manager's review as a suggested process to be used by the COA. All members of the BOS prepare a written copy of the evaluation form and turn it into the BOS Chair, the Chair summarizes the evaluations and presents a composite at a public meeting of the BOS. The COA will need to clarify the process to be used in preparation of the COA Director's evaluation ===PAGE 2=== : Jane noted that the COA Organization Chart needs to be updated to include the direct report up to the Town Manager by the COA Director as well as adding the COA to the org chart. To be discussed at the next COA meeting Fred noted that in the current COA by-laws, the Director's Evaluation Sub-Committee is a Standing Committee and should be recognized as such. The next meeting of the Director's Evaluation Sub-Committee will be held on Friday, February 17" at 9:00 a.m at the Eagle House to discuss the member's suggested revisions to the Job Description and Evaluation too!. The meeting adjourned at 10:15 a.m. Chair, Director's Evaluation Sub- ======================================================================================== DOCUMENT : 2012-02-14-agenda-1788.txt BOARD : council-on-aging DATE : 2012-02-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-02-14-agenda-1788.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02142012-1788 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA February 14, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS MINUTES - (Vote to accept all minutes including sub-committees) DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Parking Lot Director’s Evaluation FY13 COA Budget Memorial Day Committee NEW BUSINESS – Friends of the Eagle House SUB-COMMITTEE REPORTS - Finance, Board Development, Advocacy, ByLaw Reminder End of Year Reports CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - Tuesday March 13, 2012 ~ 9:30 AM ======================================================================================== DOCUMENT : 2012-02-14-minutes-1788.txt BOARD : council-on-aging DATE : 2012-02-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-02-14-minutes-1788.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02142012-1788 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Meeting Minutes Minutes approved at the 3/13/2012 COA Meeting February 14, 2012 Present : Pete Lincoln (Chairperson), Mary Lynn Conrad (Vice Chair), Doreen Noble (Director), Barbara Brown, Fred Crellin, Jane Doyle, Jim Hays, Sis Montuori, Joyce Wass, and Susan Doherty (Admin. Asst.) Excused: Deb Seeley Guest: Lloyd Carlson and John Male Welcome : Pete Lincoln, Chairperson, welcomed the guests and called the meeting to order at 9:30 a.m. After introductions a discussion was held concerning term limits for Council on Aging board members. Board members agreed that they liked the language in the COA Bylaws concerning term limits which allows the term limit policy to be waived by vote of the COA. Pete Lincoln asked if Judy St.Arnaud, who attended the January COA meeting, was interested in becoming a COA board member. Joyce Wass informed him that due to other commitments, she would not be available for a few months. Minutes: A motion was made and seconded to accept the January 10, 2012 COA meeting minutes as corrected. All approved, motion carried. Director’s Report: Finance/Informational Report : Doreen reported that she did not anticipate any upcoming financial problems, although due to her being out sick for several days, she is two weeks behind in processing the Meals on Wheels mileage reimbursement. The intern from Mount Wachusett Community College w ill not be continuing at the Eagle House. Doreen d id not feel that the “fit” was right for the senior center. The MARTAP grant for $850.00 which if received will be used to improve our existing transportation pro gram with new safety equipment for the van, has been applied for. Due to time constraints and illness the Executive Office of Elder Affairs Service Incentive Grant was not applied for. Doreen informed the board that Lunenburg Selectman Ernie Sund, is looking for a representative from th e Council on Aging to join a Memorial Day Committee for the town of Lunenburg. Doreen Noble and Meal Site personnel Chris McCarthy and Ruth Swiecicki will all be attending Serve Saf e certification classes soon. This is necessary in order to have a meal site on the premises. Old Business: Parking Lot: Lloyd Carlson, who was in attendance representing the Friends of the Eagle House Inc., reported that the seeding and finish work on the septic mound removal at the Eagle House will have to wait until spring to be completed. Although this will not be used as a parking lot, Pete Lincoln reported that the Town Manager Kerry Speidel has given approval for things such as a horse shoe pit and a bocce court to be installed. She also told Pete that arrangements could be made for the prisoners from the Worcester County Sherriff’s department to clean up any debris that may have been left behind from the mound removal. Director’s Evaluation: Not discussed at this meeting. FY13 COA Budget: Doreen said that due to her recent illness she needed to cancel a meeting twice with the Town Manager concerning the FY13 COA budget. She will schedule a meeting with her A.S.A.P. There will be a public presentation on March 8, 2012 at 7PM at Lunenburg town hall where the COA budget for FY13 will be presented. Memorial Day Committee: Discussed under Director’s report ===PAGE 2=== New Business: Friends of the Eagle House Inc.: Not discussed at this meeting. Sub Committee Reports: A motion was made and seconded to accept the Board Development and Advocacy Committee December 2012 mi nutes as presented. All approved, motion carried. Pete Lincoln reminded all sub-committee’s to have t heir end of year reports prepared for the Annual CO A meeting in June. Jim Hays distributed COA Financial Committee minute s for the board to review and approve at the March 2012 COA meeting. Sis Montuori informed the board about the “Mature H omeowner’s Discount” where elder homeowners can get a significant discount on the homeowners insurance, w hich she claims that insurance companies don’t seem to promote too openly to the public. Correspondence: No correspondence was read at this meeting. General Discussion: Doreen informed the board that she will be on vacation from June 23, 2012 to July 9, 2012. Adjournment: A motion was made and seconded to adjourn the meeting. All approved, motion carried. Meeting adjourned at 10:25AM Respectfully Submitted, Susan Doherty Administrative Assistant Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2012-02-17-agenda-1789.txt BOARD : council-on-aging DATE : 2012-02-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-02-17-agenda-1789.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02172012-1789 ======================================================================================== ===PAGE 1=== AGENDA Town Of Lunenburg Council on Aging Director's Evaluation Sub-Committee Friday, February 17, 2012 9 a.m. Eagle House 1. Approval of February 3 rd Minutes 2. Discussion of member revisions to current Job Description and Evaluation Tool ======================================================================================== DOCUMENT : 2012-02-17-minutes-1789.txt BOARD : council-on-aging DATE : 2012-02-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-02-17-minutes-1789.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02172012-1789 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes Approved at 9/11/12 COA Meeting Minutes Town of Lunenburg Council on Aging Director's Livaluation sub-Committee A meeting of the Council on Aging (CUA) Director's Livaluation Sub-Committee was held on Friday, February 17, 2012 at 9:00 a.m at the Eagle House Senior Center. Present were committee members Deb Seeley, Fred Crellin, Jane Doyle, Jim Hays and invited guest, Doreen Noble, Council on Aging Director.. The nurnose of the meeting was to begin the process for completing the COA Director's job description and evaluation based on the information provided by Town Manager Kerry Speidel at the last meeting The Committee reviewed dratt copies of a job description and job evaluation provided by Deb based on documents used in the past. The Committee agreed that the job evaluation be based on the job description and made changes to both documents. Fred suggested that the job evaluation tool be broken down into major categories to include: Fiscal Planning and Management, Compliance and Rish Management, Supervision and Leadership, Communication, Program Development and Personal Characteristios and Development. The Committee agreed and thanked Fred for his input. Deb will make the changes to the job evaluation tool and bring the revised documents to the next meeting for approval. The next meeting of the Director's Evaluation Sub-Committee will be held on Friday, February 24th at 9:00 a.m at the Eagle House. The meeting adjourned at 10:20 a.m. ======================================================================================== DOCUMENT : 2012-02-24-agenda-1790.txt BOARD : council-on-aging DATE : 2012-02-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-02-24-agenda-1790.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02242012-1790 ======================================================================================== ===PAGE 1=== AGENDA Town Of Lunenburg Council on Aging Director's Evaluation Sub-Committee Friday, February 24, 2012 9 a.m. Eagle House 1. Approval of February 17th Minutes 2. Discussion of member revisions to current Job Description and Evaluation Tool ======================================================================================== DOCUMENT : 2012-02-24-minutes-1790.txt BOARD : council-on-aging DATE : 2012-02-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-02-24-minutes-1790.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02242012-1790 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes Approved at 9/11/12 COA Meeting Minutes Town of Lunenburg Council on Aging Director's Evaluation Sub-L'ommittee A meeting of the Louncil on Aging (LUA) Director's Evaluation sub-Committee was held on Friday, February 24, 2012 at 9:00 a.m at the Eagle House Senior Center. Present were committee members Deb Seeley and Jane Doyle. The purpose of the meeting was to review the changes to the job description and joh evaluation discussed at the February 17" meeting. Minor changes were made and it was decided to wait until the next meeting for all members to be present to vote on the final revised documents. Deb will make the tinal changes to the job evaluation tool and bring the revised documents to the next meeting for approval. The next meeting of the Director's Evaluation Sub-Committee will be held on Friday, March 2nd at 9:00 a.m at the Eagle House. The meeting adjourned at 9:20 a.m. Kespecttully submitted, Deborah J. Seeley Loan see poelly Chair, Director's Evaluation Sul ======================================================================================== DOCUMENT : 2012-03-02-agenda-1791.txt BOARD : council-on-aging DATE : 2012-03-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-03-02-agenda-1791.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03022012-1791 ======================================================================================== ===PAGE 1=== AGENDA Town Of Lunenburg Council on Aging Director's Evaluation Sub-Committee Friday, March 2, 2012 9 a.m. Eagle House 1. Approval of February 24th Minutes 2. Discussion of member revisions to current Job Description and Evaluation Tool ======================================================================================== DOCUMENT : 2012-03-02-minutes-1791.txt BOARD : council-on-aging DATE : 2012-03-02 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-03-02-minutes-1791.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03022012-1791 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes Approved at 9/11/12 COA Meeting Vilnutes Town of Lunenburg Council on Aging Director's Evaluation Sub-Committee A meeting of the Council on Aging (CUA) Director's Evaluation Sub-Committee was held on Friday, March 2, 2012 at 9:00 a.m at the Eagle House Senior Center. Present were committee members Deb Seeley, Jane Doyle, Fred Crellin and Jim Hays. The purpose of the meeting was to review the final changes to the job description and job evaluation discussed at the previous meetings. Minor changes were made to the documents and the Committee voted to accept the final job description and job evaluation tools. Discussion was held regarding the rating scale and there was concern that the "outstanding" category could be overused and contused with "exceeds expectations". Intormation will be given at the COA meeting on how the documents were developed, the relationship between the job description and the evaluation tool and how to use the rating scale. The process of conducting the actual evaluation will be determined by the COA so the Sub-Committee agreed that their assignment was complete and the results would be reported at the next COA meeting. The meeting adjourned at 10:20 a.m. Respectfully submitted, been cal peel Chair, Director's Evaluation Sub-Committee ======================================================================================== DOCUMENT : 2012-03-08-agenda-1792.txt BOARD : council-on-aging DATE : 2012-03-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-03-08-agenda-1792.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03082012-1792 ======================================================================================== ===PAGE 1=== C.O.A. BYLAW SUBCOMMITTEE MEETING Thursday, March 8, 2012 ~ 9:00 a.m. Eagle House Senior Center 25 Memorial Drive Lunenburg, MA Members: Barbara Brown, Jim Hays, Fred Crellin AGENDA To Review COA By-laws ======================================================================================== DOCUMENT : 2012-03-08-minutes-1792.txt BOARD : council-on-aging DATE : 2012-03-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-03-08-minutes-1792.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03082012-1792 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes Approved at 9/11/12 COA Meeting Lunenburg Council on Aging Bylaw Committee Minutes 3/08/2012 Members: Barbara Brown, Jim Hays and Fred Crellin The By-Law Committee met on March 8" to review the COA By-Laws. After discussion, the Committee recommended the following changes to the COA Board: Proposed Changes to Bylaws ARTICLE IV - MEMBERSHIP Section 1: Number of Members - The COA shall consist of a minimum of seven (7), but not more than eleven (11), voting members who shall be appointed by the Board of Selectmen from the registered voters of the Town of Lunenburg. (See attached job description) (The bylaws currently require 11 members) ARTICLE V - MEETINGS Section 1: Regular Meetings - Regular meetings shall be held on a monthly basis, with the schedule to be determined by the COA each September. (The bylaws currently specify that meetings shall be held on the second Tuesday of each month and that If a regular meeting is postponed for any reason, that meeting will be held on the following Tuesday.) ARTICLE VII - COMMITTEES Section 2: Standing Committees (c) DIRECTOR'S EVALUATION - Responsibility to include: Conducting a yearly evaluațion of the performance of the Director. A summary of the results of such an evaluation will be given to the Director and COA members, and forwarded to the Town Manager. (The bylaws currently require that such an evaluation be done "according to the procedure established by the Lunenburg personnel Board and/or the Board of Selectmen... The annual evaluation of the Director shall be conducted in a closed session of the entire board of the COA") Section 3: Other Committees - The COA may vote to establish other standing, ad- hoc or special committees to address issues of importance as they may arise. (Please note - this is not a change but the correction of an omission from 2007) ======================================================================================== DOCUMENT : 2012-03-13-agenda-1793.txt BOARD : council-on-aging DATE : 2012-03-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-03-13-agenda-1793.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03132012-1793 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA March 13, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS MINUTES - (Vote to accept all minutes including sub-committees) DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Parking Lot Director’s Evaluation FY13 COA Budget Memorial Day Committee NEW BUSINESS – 10% Reduction SUB-COMMITTEE REPORTS - Finance, Board Development, Advocacy, ByLaw Reminder End of Year Reports CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - Tuesday April 10, 2012 ~ 9:30 AM ======================================================================================== DOCUMENT : 2012-03-13-minutes-1793.txt BOARD : council-on-aging DATE : 2012-03-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-03-13-minutes-1793.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03132012-1793 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Meeting Minutes Minutes Approved at the 4/10/12 COA Meeting March 13, 2012 Present : Pete Lincoln (Chairperson), Doreen Noble (Director), Barbara Brown, Fred Crellin, Jane Doyle, Jim Hays, Sis Montuori, Deb Seeley, & Joyce Wass. Excused: Mary Lynn Conrad (Vice Chair), & Sue Doherty (Admin. Asst.) Guest: Lloyd Carlson Welcome : Pete Lincoln, Chairperson, welcomed Lloyd and called the meeting to order at 9:30 a.m. Minutes: Sis Montouri stated that she had mentioned the “M ature Homeowners Discount Program” at the last meet ing and requested that it be added to the minutes. She stated that this program is a discount program for seniors on their homeowner’s insurance policy and that the information is available online through AAA. A motion was made and seconded to accept the Februa ry 14, 2012 meeting minutes as amended. All approv ed/motion carried. Director’s Report: Finance/Informational Report: No financial report was presented. Doreen reported that on February 22 there were nume rous calls received at the center from people repor ting gastric distress following a program held at the center. S he notified the Town Manager, the local Board of He alth and the State Board of Health of the issue. The State Board of H ealth performed tests and found no pathogens from t he food samples available to them. It was suggested that possible sources of the illness could have been from food pr epared by staff or maybe it was the Norovirus that recently hit our ar ea. Surveys are being conducted with attendees. I t was determined to no longer conduct “Pot Luck” by Eagle House volunte ers for a period of time. Doreen stated that March 31 st is the final day for van applications and she will be submitting a request. Old Business: Parking Lot: The snow fence will be fixed. Pete said the Sher iff’s crew could clean up the debris and DPW may be able to assist. Director’s Evaluation: Deb Seeley presented two documents to the COA. T he COA members will review these documents and discuss them at the April 10, 2012 meeting. The first document was an updated “Job Desc ription” and the second was a “Job Evaluation” form of the Director’ s position. The committee, consisting of Fred Crellin, Jim Hays, Jane Doyle, and Deb Seeley met several times to establis h a process for this procedure. Deb reviewed the p rocess, which included a section of the By-Laws that stated that the COA meet in “closed session” for the evaluation . The By-Law committee has already acted to remove “closed sessi on” as it is not legal. Deb discussed the reasonin g used to develop the job description and evaluation forms. The committee reviewed the job description and also established a six part form to be used to evaluate the Director’s position. Th ey then placed a rating system with five categories (Outstanding, Exceeds Expectations, Meets Expectations, Needs Imp rovement and Unsatisfactory) to be used as a tool. They also included a section for Overall Performance Rating a nd a Comment section. The committee included Doree n and the Town Manager in their discussions and asked for their input. A question and answer period followed. Questions w ere: How can members evaluate all aspects of the jo b when we really don’t know everything that the job entails? Answer: What one person may not know, another may. The end result will be compilation of everyone’s ra tings in a summarized form. Question: Are the Tow n Manager’s evaluations of other departments up to date? Answe r – No. She welcomed this evaluation tool and the process will help her. The two copies will be mailed to the absent member. The committee was commended on the wonderful job that they did. Ernie Sund is still looking for a COA member to help with the Memorial Day activities. ===PAGE 2=== New Business: FY13 COA Budget.: Doreen presented the budget to the Fin/Com on March 8 th . The Town Manager requested a 10% cut in the budget taking into account the things that w ould make the least impact on the seniors. Doreen presented different scenarios of closings and/or changing hours of oper ation of the center. Possible hours being 8-4 four days a week, returning to closing at 4PM on Tuesdays, and closing all day on Fridays would lessen the cost of heat and electricity. Jim Hays was concerned that cutting hours would impact the amount of money received by the van drivers and would like to have other options looked at. Pete commended Doreen on her excellent presentation of the budget to the Fin/Com. Sub Committee Reports: Advocacy: Sis Montouri handed out a packet that li sted information about services (with addresses and phone numbers) for the elderly. By-Law Committee: Fred handed out proposed By-Law change to board members. Members will review them and discuss changes at the April meeting. Barbara explained that some previous changes were never processed or voted to except and that a section on the bottom of a page was inadvertently left out and these mistak es will be corrected at the April meeting also. Correspondence: No correspondence was read at this meeting. General Discussion: None Adjournment: A motion was made and seconded to adjourn the meeting. All approved, motion carried. Meeting adjourned at 11:10AM Respectfully Submitted, Deb Seeley & Barbara Brown COA Board Members ======================================================================================== DOCUMENT : 2012-04-10-agenda-1794.txt BOARD : council-on-aging DATE : 2012-04-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-04-10-agenda-1794.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04102012-1794 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA April 10, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS MINUTES - (Vote to accept all minutes including sub-committees) DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Parking Lot Director’s Evaluation FY13 COA Budget Reminder Minutes/Agenda emails NEW BUSINESS – 10% Reduction SUB-COMMITTEE REPORTS - Finance, Board Development, Advocacy, ByLaw Reminder End of Year Reports CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - Tuesday May 8, 2012 ~ 9:30 AM ======================================================================================== DOCUMENT : 2012-04-10-minutes-1794.txt BOARD : council-on-aging DATE : 2012-04-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-04-10-minutes-1794.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04102012-1794 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Meeting Minutes Minutes Approved at 5/8/12 COA Meeting April 10, 2012 Present: Pete Lincoln (Chairperson), Mary Lynn Conrad (Vice Chairperson), Doreen Noble (Director), Barbara Brown, Jane Doyle, Jim Hays, Sis Montuori, Deb Seeley, Joyce Wass, and Sue Doherty (Admin. Asst.) Excused: Fred Crellin Guest: Lloyd Carlson & Jerry Greene Welcome: Pete Lincoln, Chairperson, welcomed Mr. Carlson & Mr. Greene and called the meeting to order at 9:37 a.m. Minutes: A motion was made and seconded to approve the min utes of the March 13, 2012 as corrected. All appro ved, motion carried. Director’s Report: Finance/Informational Report: There was no written monthly financial report but the Director reported that all bills are being paid and everything is good at this time. Doreen reported that all of the surveys, which the State Department of Public Health had asked her to distribute to the people who attended the February function at the Ea gle House where people became ill, had been returne d to the State Agency. According to the SDPH one person had teste d positive for the Norovirus and there were no path ogens found in any of the food that was served at the senior center that day. Doreen stated that there was some updating done in the main kitchen and that she had the fire extingui sher in the kitchen replaced with a water based extinguisher, and that there was a problem with the garbage disposal which was replaced. The exhaust vent over the stove had its annual inspection done by Cochrane Ventilation Inc. and passed. Town Manager, Kerry Speidel, had requested that Dor een attend a 6 week Mass Municipal Association Supe rvisory Leadership Development program along with a member from the Lunenburg Police Dept. and Lunenburg Fire Dept. The classes began on April 5, 2012. The Lunenburg Council on Aging will be celebrating its 45 th Anniversary in December. Doreen would like the COA board members to plan a celebration for this ev ent. Pete Lincoln said that he would try to compil e a list of all former COA members. The Director stated that she has some concerns with the Friends of the Eagle House Administration . Some of these concerns are that the COA office has received phone calls from bill collectors, the person who had bee n hired by the Friends to take care of the gardens at the Eagle Ho use has been told that they could not afford her th is year, not all of the Friends of the Eagle House board members have been contacted about planned meetings, and people have b een asking questions about donations they had made for the par king fund. She stated that the Council on Aging is separate from the Friends of the Eagle House Inc. and all these things reflect back upon the COA. She was also concerned with a letter which the Friends were planning on inserting into the COA ne wsletter, which is a town wide mailer, stating that they were still coll ecting funds for the parking lot project and that t hey were working with her to seek funds for a new van. Doreen explained again that at this time, the town is not supporting the parking lot project or funding stairs to be installed between t he upper and lower parking until the plans for the school and center of town revamping are completed. She also reminded th em that the Friends are not assisting her with seek ing funds for a new van. Doreen commended the Friends of the Eagle House Inc by saying that they are a wonderful orga nization and that Mr. Carlson is dedicated to this cause, but it is her obligation to report to the COA board misin formation and oversights. Lloyd Carlson spoke and said that the whole le tter which was written for the newsletter which is causing concern has been canned. He said that the Friends had invested $17,500. into this project and that he was very upset. Lloyd stated that they would wait to see what happens at town meeting with funding for the parking lot and stairs. He w as reminded that funding which was requested for the parking lot and stairs was not included in the Capital Plan and wo uld not be on the warrant at the May Town Meeting. ===PAGE 2=== Pete Lincoln spoke and said that he felt that the communication with the Friends has improved ove r the years and that his issue has always been the removal of the septic mound. He said that we will probably not see a parking lot installed in our life time but fortunately the Friends had paid to have the mound removed and that now the area can at least be used for recreation. He said that the Town Manager told him he could have the Sheriff’s Dept. bring prison ers to remove the debris from the area and that Dan Proctor will be back to level two areas for a bocce court and a horseshoe pit. Jim Hays recommend that any parking lot money which is received be kept in trust for the future. Clarification on the parameters of both the COA and Friends of the Eagle House was asked for and will be presented at the next COA meeting. Celebrity Chef for the April 18 th luncheon will be Mickey Herrick from Mickey Shea’s Restaurant. Old Business: Parking Lot: Discussed under Director’s report. Director’s Evaluation: Deb Seeley requested that the Director’s Evaluati on form be voted into the minutes so that it could be presented to the Town Manager. A motion w as made and seconded to accept the newly developed Director’s Evaluation form. All approved, motion carried. Discussion turned to the next step of the Director’s evaluation which will be how to compile more information. FY13 COA Budget: Doreen reported that without the proposed $2.2M ov erride there will be a 10% reduction in the salaries and operating expenses for the Council on Aging. The Town Manager’s proposed cuts call for o utreach and food services to be reduced at the senior center which D oreen is opposed to. Doreen would rather have a fu ll day closure on Fridays to save on utilities at the building. Dore en also stated that as a Town Official she can’t ta lk to the seniors on how they should vote on this issue. Reminder Minutes/Agenda emails: Sue Doherty reminded the board that all minutes a nd agendas need to be emailed to her in order to be sent to the Town Clerk after app roval by the COA board. She also suggested to the board that the minutes/agendas that are ready for members to appro ve, which are normally mailed through the post offi ce, be emailed to the members from now on. The board agreed to correspond this way. New Business: 10% Reduction: Discussed under FY13 COA Budget. Sub Committee Reports: Sub Committees were reminded again that all end of year committee reports need to be typed and emailed to Sue for the Annual meeting in June. By-Law Committee: Fred Crellin was absent for this meeting so Bylaw corrections were not presented. It was discussed that the only way to change the nu mber of members that sit on the Council on Aging bo ard would be by vote at town meeting. Correspondence: No correspondence was read at this meeting. General Discussion: None Adjournment: A motion was made and seconded to adjourn the meeting. All approved, motion carried. Meeting adjourned at 10:46AM Respectfully Submitted, Sue Doherty, Administrative Assistant ======================================================================================== DOCUMENT : 2012-04-26-agenda-1795.txt BOARD : council-on-aging DATE : 2012-04-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-04-26-agenda-1795.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04262012-1795 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Board Development Subcommittee Meeting AGENDA Thursday, April 26, 2012 @ 9:30 AM Location:Eagle House Senior Center 25 Memorial Drive Lunenburg, Ma 01462 Old Business: Membership ======================================================================================== DOCUMENT : 2012-04-26-minutes-1795.txt BOARD : council-on-aging DATE : 2012-04-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-04-26-minutes-1795.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04262012-1795 ======================================================================================== ===PAGE 1=== Minutes Approved at the 6/12/12 COA Meeting Lunenburg Council on Aging Board Development Subcommittee Meeting Minutes Eagle House Senior Center April 26, 2012 9:30 AM-10:15AM Present: Elisabeth Montuori and Joyce Wass We discussed possible ways of increasing our membership. At the May meeting we will revisit the idea of using the town directory to find residents age 60 and over and to use the list to get new members. We will also ask for other suggestions on ways to get new members. We are presenting the following slate of officers for 2012-2013: Chairperson: Mary Lynn Conrad Vice Chair Person: Peter Lincoln Respectfully Submitted, Joyce Wass ======================================================================================== DOCUMENT : 2012-05-08-agenda-1796.txt BOARD : council-on-aging DATE : 2012-05-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-05-08-agenda-1796.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05082012-1796 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA May 8, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS MINUTES - (Vote to accept all minutes including sub-committees) DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Parking Lot Director’s Evaluation FY13 COA Budget Reminder Minutes/Agenda emails NEW BUSINESS – Slate of Officers for FY13 SUB-COMMITTEE REPORTS - Finance, Board Development, Advocacy, ByLaw, Director’s Evaluation Reminder End of Year Reports CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - Annual Meeting Tuesday June 12, 2012 ~ 9:30 AM ======================================================================================== DOCUMENT : 2012-05-08-minutes-1796.txt BOARD : council-on-aging DATE : 2012-05-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-05-08-minutes-1796.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05082012-1796 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at the 6/12/12 COA Meeting May 8, 2012 Present: Peter Lincoln, (Chairperson), Mary Lynn Conrad, (Vice-Chairperson), Doreen Noble (Director), Jane Doyle, Jim Hays, Deb Seeley, Fred Crellin, Joyce Wass Excused: Barbara Brown, Sis Montuori, and Sue Doherty Guests: Lloyd Carlson, John Male Welcome: Pete Lincoln welcomed Mr. Carlson and Mr. Male and called the meeting to order at 9:34 a.m. Jane Doyle questioned clarification on the parameters of COA and Friends of the Eagle House. Doreen said since this was not on the agenda, the question will be tabled until the next COA meeting. Doreen will include it in the Director's Report at the June meeting. Jane stated that all parties concerned (Friends of Eagle House-booster group, Friendly Seniors-social group, and COA board) should have copies of everything. Lloyd Carlson reported that Jim Halloran resigned and Lloyd is president again. Pete said that there seems to be an apparent problem concerning our role with the friends and their role with the COA board. Minutes: Sue Doherty was commended on the excellent job she does on the minutes. A motion was made and seconded to approve the minutes of the meeting of April 10, 2012. All approved, motion carried. Director's Report Doreen reported that she is still attending the Mass. Municipal Association Supervisory Leadership Development course and will graduate May 17. As part of this course Doreen needs to develop an IMP (Individual Management Plan). She requested our documents for her evaluation. Doreen reported that a member of the food service staff will need to take a training course. If the over-ride doesn't pass there will only be money for one person to take the training. If so Doreen will take it on June 6. If there is enough money Chris McCarthy will take it in July or August. It is preferred that one person take this training, but if there is no money we won't shut down the kitchen. Jane asked if there was any way this training could be a pre- requisite in the future. Ruth Swiecicki is resigning on July1 and moving to Florida. Since the staff is bare bones in case of illness Sue Doherty will be in charge of Meals on Wheels and Doreen will do in-house meals. Staffing is becoming a real issue at the Senior Center. We have gained 135 new people in the last 3 months. Doreen stated that she should be working on the Formula Grant, but this will be delayed depending on the over-ride vote. There is no penalty for being late. Pete asked if there has been any change in the amount per person. Doreen said it is fluid until the government makes the decision. Pete asked if Jennifer Benson or Jennifer Flanagan had been to the Eagle House. Doreen answered "no". Finance/Informational Report: The Financial Report was presented to the COA board. Old Business Parking Lot: Lloyd Carlson reported that we're still waiting for Dan Proctor to clean up the backyard, now that the mound has been removed. Director's Evaluation : Deb Seeley collected the evaluations from the COA members and reported that the sub- committee will compile the results and the COA will vote on the compiled score. She requested a meeting of this sub-committee on May 25. The evaluations will be given to Doreen to enable her to devise her IMP for the management course. FY13 COA Budget: The FY13 Budget is in a holding pattern. If the over-ride passes the budget will be restored, Outreach and the kitchen will remain the same and the facility will remain open on Fridays. We will add 5 additional hours to custodian and 1 or 2 hours to the kitchen. The impact on 2,300 people is $14,000. Pete stated the town doesn't seem to think it's important. Reminder Minutes/Agenda Emails: The members were reminded that all sub-committee reports are due to Sue by June 12. Sue sends approved minutes by e-mail. She will give COA members hard copies. Joyce Wass requested a time-line for posting meetings, perhaps a board- chairman reference sheet. Perhaps Sue Doherty could do this for us? ===PAGE 2=== Slate of Officers for FY13: Jim Hays brought up term limits for board members. He questioned remaining on the board in light of his term expiring. He was told to request the waiver at the next meeting. It was indicated that the waiver would be accepted, but still needs to be voted on. Joyce Wass Chairperson of the Board Development Committee presented the slate of officers for the 2012-2013 year. Mary Lynn Conrad-Chairman, Peter Lincoln-Vice-chairman (mentor). We are still trying to recruit new members for the COA. Jim said he could give us a list of townspeople to give us ideas for increasing our membership. New Business: Pete reminded us about the 45th Anniversary of the COA. He compiled a list of people on board since 1966. He asked us to come up with a date and plan for a celebration next fall. Sub-committee reports: A motion was made and seconded to accept the Board development sub-committee minutes of April 26, 2012. All approved, motion carried. By-law Committee- Fred Crellin presented changes discussed by the By-law Committee. These are the results of the votes. Article IV-voted to drop Article V voted to drop Article VIII accepted change in wording in bold print, other part deleted. Doreen said that COA can change by-laws with the exception of town by-laws Correspondence: Doreen read a letter from MCOA concerning a meeting at Holy Cross on June 6 General Discussion: Doreen reported the Student Council Prom will be May 22, at 4:00 pm Motion was made and seconded to adjourn the meeting. All approved, motion carried. Meeting Adjourned at 10:48 a.m. Respectfully Submitted, Mary Lynn Conrad, Vice Chairperson Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2012-06-12-agenda-1798.txt BOARD : council-on-aging DATE : 2012-06-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-06-12-agenda-1798.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06122012-1798 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA Annual Meeting June 12, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS MINUTES - (Vote to accept all minutes including sub-committees) DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Recreation Area Behind Eagle House Director’s Evaluation NEW BUSINESS – Lunenburg Relief Day Budget Cuts/New Hours at Eagle House Election of Officers Chairman/Vice Chairm an FY13 COA BBQ/Volunteer Recognition Ceremony SUB-COMMITTEE REPORTS - Finance, Board Development, Advocacy, ByLaw, Director’s Evaluation Vote to Accept End of Year Repor ts CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - No Meeting in July Next Meeting 8/14/12 ======================================================================================== DOCUMENT : 2012-06-12-minutes-1798.txt BOARD : council-on-aging DATE : 2012-06-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-06-12-minutes-1798.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06122012-1798 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Lunenburg Council on Aging Minutes Annual Meeting June 12, 2012 Minutes approved at 8/14/12 COA Meeting Present: Peter Lincoln, (Chairperson), Mary Lynn Conrad, (Vice-Chairperson), Doreen Noble (Director), Fred Crellin, Sis Montuori, Barbara Brown, Deb Seeley, Jim Hays, Susan Doherty (Admin. Asst.) Excused: Jane Doyle Guests: Lloyd Carlson Welcome: Pete Lincoln welcomed the board and called the meeting to order at 9:34 a.m. Minutes: A motion was made and seconded to approve the COA minutes of the meeting of May 8, 2012. All approved, motion carried. A motion was made and seconded to approve the By-Law Committee Minutes dated March 8, 2012. All approved, motion carried Lunenburg Relief Day: (Taken out of order) Pete Lincoln reported on the upcoming Lunenburg Relief Day which has been organized by Rick Hill. This event will be held on July 14, 2012 at the Lunenburg Library and is designed to give Lunenburg citizens the opportunity to contribute funds to the Town Department of their choice, which have been cut funding due to budget restraints in the town. Pete Lincoln and his wife Deb will be contributing $500. each to be designated to go to the Council on Aging. Pete urged the COA board members to encourage the elders that can contribute to do so. His hope is that funding of $12K will be restored to the COA budget so that the senior center can be opened on Friday's again. Discussion ensued among the board members concerning Lunenburg Relief Day. Pete Lincoln & Fred Crellin debated the pros and cons of casino revenue playing a role in money being restored to Massachusetts communities. Sis Montuori feels that early retirement of town officials contribute to the financial woes of the town. Jim Hays stated that he believes that hidden agendas are rampid in Town Government and he would like to encourage thrift. Deb Seeley stated that the Lunenburg Relief Day will be just a "band aide" to this problem and believes that long range planning is necessary. Director's Report The Director reported that the kitchen refrigerator is leaking water and that a new refrigerator, along with a steam table & oven, was included in the FY13 Capital Plan. Doreen Noble has been elected to the MCOA (Massachusetts Council on Aging) Board of Directors. The Director will be attending a Serve Safe Course on Wednesday and will be sending the Meal Site Manager to attend this course in September. The Director attended a Management Development Course along with a representative from both the Police & Fire Depts. Ms. Noble had the second highest score in the class. School Links Services will be moving out of the upstairs office at the Eagle House Senior Center. The empty space will be used as a break room for the staff at the senior center. ===PAGE 2=== The Director will be on vacation beginning next Friday and will return on July 9". Finance/Informational Report: A COA financial report for the 541 accounts was distributed for members to review. New Business: (Taken out of order) Lunenburg Relief Day: Discussed at beginning of meeting. Budget Cuts/New Hours at Eagle House: The Director informed the board that due to budget cuts the senior center will now be closed all day on Fridays. Closing on Fridays will reduce the utility bills, and cut 1 day ot payroll from the Meal Site Manager. The Outreach Coordinator has also been cut 1 hour a week. Meals on Wheels clients will be offered the option of receiving a frozen meal on Thursday to make up for the Friday meal. She felt that this was the least destructive way to cut the budget without having too much of an impact on the senior citizens. She asked that the COA board give an official vote for the closure. Discussion began about the senior center closing Jim Hays would like to see the senior van continue to run on Fridays. The Director informed him that there is a contract with MARI (Montachusett Area Regional Transportation) that requires a dispatcher be on duty while the van is in operation. The Director stated that the Town Manager had asked her to work on Fridays from home doing Personnel Committee tasks. She also stated that she will be attending MCOA meetings on Fridays and that the building will be closed as part of saving money on utilities. A motion was made and seconded to close the Eagle House Senior Center on Fridays due to budget cuts as per the recommendation of the Director. All approved, motion carried. Election of Officers Chairman/Vice Chairman FY13: A motion was made and seconded to elect Mary Lynn Conrad as Chairperson and Pete Lincoln as Vice-Chairperson to the Council on Aging for FY13. All approved, motion carried. A memo will be sent to the Selectmen's office requesting that Jim Hays & Joyce Wass be re-appointed for another 3 year term. All other COA Board members will be returning for the remainder of their terms. Sis Montuori will be actively seeking new members for the COA board. COA BBQ/Volunteer Recognition Ceremony: The Annual COA BBQ/Volunteer Recognition Ceremony will be held on August 22" at 12 Noon. Old Business Recreation Area Behind Eagle House: Due to the property lines between the Jones House and the Senior Center the bocce court will have to be moved. The new owners of the Jones House will be constructing a fence which will not leave much room for the court. Director's Evaluation: Discussed under committee reports Sub-committee reports: Finance, Board Development, Advocacy, Bylaw, Director's Evaluation: Barbara Brown distributed Bylaw change forms which the Bylaw Committee are requesting be used in the future as an official way of keeping track of proposed changes. ===PAGE 3=== Deb Seeley distributed minutes from past Director Evaluation meetings for the board to review. They will be voted on at the August meeting. Ms. Seeley also gave the completed Director's Evaluation to the Chairperson which will also be distributed to the Director and the Town Manager Ms. Noble added that along with her position as Director she will also be working directly with the Town Manager on revising job descriptions in the Salary Administration Plan. Vote to Accept End of Year Reports: The Director's Evaluation Subcommittee Annual report will be distributed in hard copy at the August meeting but Deb gave a verbal report on what the sub-committee has done throughout the year. FY12. All sub-committee annual reports were distributed to board members for review. A motion was made and seconded to accept all COA Sub-Committee reports as presented. All approved, Pete Lincoln informed the COA board that all COA Sub-Committees will be restructured at the August meeting. Correspondence: A request for Eagle House building use for the Lunenburg Friendly Seniors Fall Fair being held on October 13, 2012 from 8-4PM with set up on October 12, 2012 was read. Request was granted. General Discussion: Pete Lincoln spoke and said that serving as the Chairperson on the Council on Aging has been the second most frustrating thing he has done is has life, but feels it was necessary to do for the town because he loves the senior citizens and people. He thanked the board for letting him serve as Chairperson. Mary Lynn Conrad informed the board that she will not be able to attend the August meeting. Motion was made and seconded to adjourn the meeting. All approved, motion carried Meeting Adjourned at 11:05 a.m. Respectfully Submitted, Susan Doherty, Administrative Assistant Lunenburg Council on Aging ===PAGE 4=== Petty Cash $100.00 Supplies $260.00 Gas $4400.00 Beginning Balance JULY Unitil Trans Canada National Grid Water Dept. AUGUST Unitil Trans Canada Sewer Direct Energy National Grid [SEPTEMBER Unitil Trans Canada Direct Energy National Grid LOCTOBER Water Dept. ME. Office „tional Grid Unitil Trans Canada Direct Energy NOVEMBER Sewer Unitil Trans Canada National Grid DECEMBER Stamps Trans Canada Direct Energy National Grid JANUAR Unitil 2 Bills Dec/ Jan Direct Energy 2 Bills Nov/ Jan National Grid ."ter Dept. FY12 COA ACCOUNTS Electric $6600.00 $432.94 $209.10 Water $800.00 Sewer $1300.00 IKON $0.00 $44.23 $111.80 $592.36 $260.38 $153.90 $2.84 $37.35 $2.84 $41.61 $410.55 $185.91 $295.40 $47.37 $40.95 $4.73 $414.88 $171.46 $567.00 $338.66 $171.28 $99.89 $88.00 $177.48 $159.07 $178.05 $734.60 $762.18 $288.73 $212.20 ===PAGE 5=== Petty Cash Supplies Gas FEBRUAR Sewer Direct Energy National Grid Trans Canada 2 Bills Jan/Feb Unitil MARCH Trans Canada Unitil Direct Energy National Grid Minute Man Press APRIL Trans Canada Unitil Direct Energy National Grid NE. Office Water. Dept MA Sewer Direct Energy National Grid Unitil TransCanada $529.98 $311.94 $520.23 $309.65 $40.00 $246.38 $157.20 $70.68 $182.57 $124.39 TOTAL $600.00 transferred out of Gas line & put into Electric line 5/30/12 $12.00 $101.95 $355.19 Electric Water Sewer IKON $267.30 $392.55 $345.36 $174.55 $327.53 $168.96 $336.61 $72.20 $81.80 $335.29 $172.36 $247.19 $108.40 $230.00 ===PAGE 6=== Council on Aging Board Development Subcommittee End of Year Report We met on December 13, 2011 and April 26, 2012. During both meetings we discussed ways of getting new members for the council. One idea was to use the town directory to identify possible recruits. We also decided to ask the other members if they knew any residents that might join us. We presented a slate of officers for 2012-2013 at the May meeting. Respectfully Submitted Joyce Wass ===PAGE 7=== Council on Aging Advocacy Subcommittee End of Year Report 2012 The Advocacy Subcommittee met in December and March of the 2011-2012 year. We met our goals, to keep our Seniors informed on RMV Reminder Service, MHOD (Mature Home Owner Discount) and other programs and benefits that are available to them. Respectfully Submitted, Elisabeth Montuori ===PAGE 8=== Lunenburg Council on Aging Bylaw Committee Annual Report 5/8/2012 Members: Barbara Brown, Jim Hays and Fred Crellin The By-Law Committee met on March 8" to review the COA By-Laws. We recommended the following changes to the COA Board: Proposed Changes to Bylaws ARTICLE IV - MEMBERSHIP Section 1: Number of Members - The COA shall consist of a minimum of seven (7), but not more than eleven (11), voting members who shall be appointed by the Board of Selectmen from the registered voters of the Town of Lunenburg. (See attached job description) (The bylaws currently require 11 members) ARTICLE V - MEETINGS Section 1: Regular Meetings - Regular meetings shall be held on a monthly basis, with the schedule to be determined by the COA each September. (The bylaws currently specify that meetings shall be held on the second Tuesday of each month and that If a regular meeting is postponed for any reason, that meeting will be held on the following Tuesday.) ARTICLE VIII - COMMITTEES Section 2: Standing Committees (c) DIRECTOR'S EVALUATION -- Responsibility to include: Conducting a yearly evaluation of the performance of the Director. A summary of the results of such an evaluation will be given to the Director and COA members, and forwarded to the Town Manager. (The bylaws currently require that such an evaluation be done "according to the procedure established by the Lunenburg personnel Board and/or the Board of Selectmen... The annual evaluation of the Director shall be conducted in a closed session of the entire board of the COA") Section 3: Other Committees - The COA may vote to establish other standing, ad- hoc or special committees to address issues of importance as they may arise. (Please note - this is not a change but the correction of an omission from 2007) ===PAGE 9=== Town of Lunenburg Council on Aging Director's Evaluation Sub-Committee Annual Report 2012 In January 2012, The Council on Aging (COA) appointed a Director's Evaluation Sub-Committee for the purpose of developing the COA Director's Job Description and Job Evaluation Tool to be used by the COA in conducting the annual performance evaluation of the COA Director. Appointed to the sub- committee were COA committee members Deb Seeley, Fred Crellin, Jane Doyle and Jim Hays. The Committee held several meetings in early 2012 to discuss the process for completing the COA Director's job evaluation and to define who is responsible for the development of the COA Director's Job Description and Evaluation Tool. To help clarify the process, Town Manager, Kerry Speidel, was invited to explain the role of the COA, Personnel Board and Town Manager in this process. Based on information from Ms. Speidel and her request for a collaborative process with the COA, the sub- committee agreed that they should continue their process of developing the tools necessary for the performance evaluation and present them to the COA for approval. After several drafts and changes, a final Job Description and Job Evaluation Tool were approved and brought to the COA for approval. These documents were approved by the COA and distributed to each member for their input and completion of the documents. Completed evaluations were submitted to the sub-committee for compilation of results and summary of comments to be presented to the COA at their June meeting and will be forwarded to the Town Manager. I would like to thank Jane, Fred and Jim for their invaluable input and dedicated efforts which resulted in the preparation of quality documents and a performance evaluation process that will be a model going forward. Respectfully submitted, Refuel yoully Deborah J. Seeley Chair, Director's Evaluation Sub-Committee ======================================================================================== DOCUMENT : 2012-08-14-agenda-1799.txt BOARD : council-on-aging DATE : 2012-08-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-08-14-agenda-1799.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08142012-1799 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA August 14, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS MINUTES - (Vote to accept all minutes including sub-committees) DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Recreation Area Behind Eagle House COA BBQ/Volunteer Re cognition Ceremony 8/22/12 Lunenburg Relief Day NEW BUSINESS – FY13 Formula Grant SUB-COMMITTEE REPORTS - Finance, Board Development, Advocacy, ByLaw, Director’s Evaluation CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - 9/11/12 ======================================================================================== DOCUMENT : 2012-08-14-minutes-1799.txt BOARD : council-on-aging DATE : 2012-08-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-08-14-minutes-1799.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08142012-1799 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at 9/11/12 COA Meeting August 14, 2012 Present: Peter Lincoln, (Vice-Chairperson), Doreen Noble (Director), Barbara Brown, Deb Seeley, Fred Crellin, Sis Montuori, Joyce Wass, and Sue Doherty (Admin. Asst.) Excused: Mary Lynn Conrad (Chairperson) & Jane Doyle Absent: Jim Hays Guests: Lloyd Carlson (President Friends of the Eagle House Inc.) & Steve Raboin (Lunenburg Finance Committee member) Welcome: Pete Lincoln (Vice-Chairperson) opened the meeting at 9:30AM Ms. Noble informed the board that there was a staffing issue this morning and that the meeting may need to be interrupted to tend to the public. Minutes: Sis Montuori motioned to accept the minutes of the June 12, 2012 Annual COA Meeting. Barbara Brown seconded. All approved, motion carried. Director's Report Finance/Informational Report: The Financial Report was presented to the COA board. Ms. Noble informed the board that the Town Manager was pleased with the budget process at the COA. She went on to report that everything was “online” and that a conscious effort was being made to be conservative with the utilities in the building. Ms. Noble reported that the COA van driver Hoyt “Bill” Anderson will be leaving at the end of August. Gerry Beloin will be filling in for the extra days on a temporary basis and an “on call” driver will be advertised for. She also reported that due to the new Friday closure, van scheduling is being “re-routed” to other days by Sue Doherty. Mr. Raboin questioned the van driver’s role. Ms. Noble informed him of their job description and how the Montachusett Area Regional Transit Authority (MART) operates with the Town of Lunenburg. Ms. Seeley asked about the Friday closure and how it was progressing. Ms. Noble replied that all programs have been rescheduled to different days with the exception of the Hit or Miss Bakery which needed to be cancelled all together. Home bound clients on the Meals on Wheels (MOW) program are now receiving a frozen microwaveable meal on Thursday to make up for Fridays meal. The answering message on the Eagle House phone system needs to be changed but unfortunately it cannot be done “in house” and there is a charge to go through the phone company each time a change is made to the official phone greeting so currently clients still hear that we are open on Fridays. Ms. Noble will be researching another phone system with the assistance of the IT Director for the town. Ms. Noble reported that $10K was approved through Capitol Planning to replace the oven, refrigerator and steam table in the main kitchen at the center. Old Business Recreation Area Behind Eagle House: Pete Lincoln informed the board that he has been in contact with Steve Powell of Powell Stone & Gravel and they are interested in helping out with installing a recreation area behind the Eagle House. He said that he should have design plans formulated by next spring for the area. ===PAGE 2=== COA BBQ/Volunteer Recognition Ceremony 8/22/12: Board members were reminded about the upcoming COA BBQ/Volunteer Recognition Ceremony being held on 8/22/12. The local press will be contacted to cover the event. Lunenburg Relief Day: Ms. Noble reported that along with herself, Pete & Deb Lincoln were also present to collect funds for the COA at the Lunenburg Relief Day which was held on 7/18/12 at the Library. Donations collected totaled approximately $5K which is short of the $12K budget cut. These funds are being placed in the COA Revolving Gift Fund through the Town. Ms. Noble had spoken with the Town Manager who suggested that the monies be placed into programming but would like the COA board’s input on how the money should be spent. Ms. Noble stated that she thought that re-opening on Fridays for a short period of time is confusing to the elders. She is researching new programming such as a Handyman Program or perhaps using the van on Sundays to take elders to church. Pete Lincoln said that he was disappointed with the turn out on Relief Day and that the shortfall in the COA budget was not met. He is concerned because he had specifically stated that any monies collected would go towards re-opening the senior center on Fridays and using these funds for other things is not good. Mr. Crellin questioned why the bus could be used on Sundays and not on Fridays. Ms. Noble explained that she is not available on Fridays due to her commitment with the Town Manager on working on Personnel Committee items and she could potentially remain “on call” on Sundays from home. Ms. Seeley mentioned that with the $5K collected it would only amount to approximately $125. available to be spent on opening on Fridays and that there was only 10 months left in FY13. Pete Lincoln stated that he did not want to give up on the idea of opening on Fridays and is hoping that more donations will be forthcoming. He would like to see acknowledgment letters sent out to all who donated. Ms. Noble said that she must follow a hard planning perspective for FY14 and that she cannot base an operating budget on what may or may not come in via donations from the Relief Fund. After much discussion among the board members about the Relief Fund, it was decided that whatever the final decision was of how the money is going to be used, it should disclosed in a letter to the donors. It is believed that even with the Relief Fund the situation will not get any better in the years to come. Mr. Raboin spoke and said that he agrees that the situation would not be getting better but believes that the cuts to the COA and Library budgets were used as a “scare tactic” in order to pass the proposed override, which failed at Town Meeting in May. He thinks that it may be a possibility that funding could be restored in FY14 and that the COA should push to have it restored. Discussion began pertaining to budget cuts in the town/government and how the monies are allocated within. Ms. Montouri requested that the discussion of the Relief Fund day and budget cuts be discontinued and move onto the next agenda item. New Business: FY13 Formula Grant: Ms. Noble reported that the FY13 Formula Grant has been completed and submitted to the Town Manager for her signature. There was an increase in the Formula Grant which will amount to $7 per elder in the town. She explained that Formula Grant monies are used for MOW mileage reimbursement, Outreach salary, MCOA Conference fees and dues. She stated that she now travels to Boston once a month to serve on the MCOA Executive Board and monies from the grant cover travel expenses for this. Ms. Noble would like to submit a proposal in the Formula Grant to cover the cost of having a walkway, ramp or stairs installed between the upper parking lot and lower lot at the senior center. Not only will she contact John ===PAGE 3=== Londa, Facilities Director for Lunenburg Schools and Jack Rodriquenz, DPW Director regarding planning for this project but she will also contact Monty Tech High School to see if there could be some assistance with construction from the students. The Executive Office of Elder Affairs Annual report is due at the end of this month. This year’s report will be a combination of data compiled from the previously used STAR tracking system and the new MySeniorCenter software. Sub-committee Report: Finance, Board Development, Advocacy, Bylaw, Director’s Evaluation: The end of the year Director’s Evaluation report was submitted and accepted by the board with a unanimous vote. Ms. Noble thanked the COA board for their exhaustive efforts on preparing the Director’s Evaluation and stated that this will be a good working tool for her. She stated that since the town does not have a Human Resource person, the Town Manager has asked her to continue working on re-writing job descriptions with the Personnel Board and that the Director’s Evaluation, which was developed by the COA, will be used in her developing of draft job descriptions for other departments. Pete Lincoln suggested holding off on assigning COA sub-committee positions until the September meeting. He stated that he will not be present at the September meeting but would like to be placed on the Board Development Committee. Correspondence: None General Discussion: Ms. Noble reported that she had been working with the Town Account to have funds returned to the Friends of the Eagle House Inc. which were not expended for the parking lot project. She went on to say that the Friends Treasurer approached the Town Manager and asked for the money back, without consulting with her first. Ms. Noble received a phone call from the Town Manager who was concerned that plan of returning the money was not brought to her attention and asked for the details of this arrangement. Ms. Noble explained the particulars to the Town Manager and the money will be returned to the Friends group. Adjournment: Sis Montuori motioned to adjourn the meeting. Barbara Brown seconded. All approved, motion carried. Meeting Adjourned at 10:50 a.m. Respectfully Submitted, Respectfully Submitted, Respectfully Submitted, Respectfully Submitted, Susan Doherty, Administrative Assistant Susan Doherty, Administrative Assistant Susan Doherty, Administrative Assistant Susan Doherty, Administrative Assistant Lunenburg Council on Aging Lunenburg Council on Aging Lunenburg Council on Aging Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2012-09-11-agenda-1800.txt BOARD : council-on-aging DATE : 2012-09-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-09-11-agenda-1800.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09112012-1800 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA September 11, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES - DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Recreation Area Behind Eagle House Lunenburg Relief Day FY13 Formula Grant NEW BUSINESS SUB-COMMITTEE REPORTS /MINUTES - Approval of FY12 Minutes CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - 10/9/12 ======================================================================================== DOCUMENT : 2012-09-11-minutes-1800.txt BOARD : council-on-aging DATE : 2012-09-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-09-11-minutes-1800.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09112012-1800 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes September 11, 2012 Present: Mary Lynn Conrad, (Chairperson), Doreen Noble (Director), Barbara Brown, Jane Doyle, Deb Seeley, Fred Crellin, Jim Hays, Sis Montuori, Joyce Wass, and Sue Doherty (Admin. Asst.) Excused: Pete Lincoln (Vice-Chairperson) Guest: State Rep. Jen Benson Welcome: Mary Lynn Conrad (Chairperson) opened the meeting at 9:34AM Ms. Conrad read an excerpt from a 9/11 poem in honor of Lunenburg resident Kevin Szocik. Ms. Noble stated that on the request of Pete Lincoln, State Rep. Jen Benson had been invited to the COA meeting this month to discuss what is currently happening in the State Legislature and to have the COA voice their concerns about elder issues. A “round table” type discussion ensued which examined topics such as Formula Grant funding for COA’s, Elder Nutrition Programs, Health Care, Elder Scams, and the fiscal realities of the day to day decisions that the Legislature need to make in order to keep programs afloat. Board members contributed their thoughts on which areas they thought the government could do better in to be more fiscally responsible which included pension reform, welfare fraud, and the possibility of having MIIA (Massachusetts Interlocal Insurance Association) fund the SHINE(Serving Health Information Needs of Elders) program. The board thanked Rep. Benson for making time to come to speak at this meeting. Minutes: Jane Doyle motioned to accept the minutes of the August 14, 2012 COA Meeting. Jim Hays seconded. All approved, motion carried. Director's Report : Finance/Informational Report: Ms. Noble thanked the COA board members for participating in 2012 Volunteer Recognition Ceremony/Cookout and said that the event was well attended. She also thanked Sue Doherty for orchestrating the event. COA Van Driver Hoyt (Bill) Anderson had resigned at the end of August. Gerry Beloin will be taking the extra hours until a replacement has been found. Ms. Noble stated that she will be advertising for two “Per deim” drivers beginning with an “in house” advertisement then it will go public if there are no qualified applicants. Meal Site Coordinator Ruth Swiecicki will be leaving in October to live in Florida for 6 months out of the year. Ms. Noble will be advertising for one or two “Per deim” Coordinators in order to have back up in the kitchen. This ad will go “in house” first then if there are no qualified applicants it will be made public. Meal Site Coordinator Chris McCarthy will be taking the ServeSafe Certification Course online in the near future. D.P.W. has hired a full-time building maintenance person who works on maintenance projects in the Town buildings. Ms. Noble will negotiate with the Town Manager on having his hours increased at the Eagle House to 10-14 hrs. per week. The Eagle House also uses a Property Tax Work-off person two days a week to help with tasks at the center. The Town will still retain an outside cleaning company to come in at night to work. Capitol Planning has approved $10K for the replacement of the kitchen refrigerator, steam table, & oven. A representative from Kittredge Equipment came to the center to look at the existing appliances and will be sending quotes for replacements. A quote will also be given for a new salad bar. ===PAGE 2=== Ms. Noble reported that a representative from AmeriRamp came to the center to look at the area between the upper and lower parking lots for installing a concrete ramp. He came to the conclusion that it was not worth doing considering the expense of the project. Ms. Noble said that there may be Formula Grant funding available for some type of stairway for that area but has not submitted it to the State yet. Farmer’s Market Coupons, which come from the elder nutrition program (MOC), were distributed to 50 “income eligible” Lunenburg residents this past summer. Participants received $25 worth of coupons which could be used at participating Farmers Markets for fresh produce. Eagle House Outreach Coordinator Faith Anderson worked diligently at making sure our elders who were eligible were notified about this program. The Lunenburg program was so successful that MOC distributed another 12 coupons to Ms. Anderson for distribution. MOC Nutrition also had 2 “Fresh Vegetable” distribution days for Lunenburg residents on the “Brown Bag” program. Ms. Noble and Gil Anderson retrieved over 50 bags of produce to be distributed to participants of this program. The COA monthly financial page was distributed to members for review. Old Business Recreation Area Behind Eagle House: As of this meeting plans for the recreation area behind the Eagle House are to install a bocce court hopefully in the spring. Lunenburg Relief Day: Ms. Noble stated that funds collected for the COA on Lunenburg Relief Day amounted to $5K. One more check was received after the event in the amount of $100. The goal of $12K has not been reached. FY13 Formula Grant: Ms. Noble reported that this year the grant is for approximately $14.5K and is used for Outreach Salary and Meals on Wheels mileage. She is hoping to be able to use $4K of the grant to install stairs between the upper and lower parking lots. Ms. Noble also said that the Annual report to Executive Office of Elder Affairs has been completed. Jane Doyle requested a copy of this report be given to COA board members. New Business: Sub-committee Report: Approval of FY12 Minutes – The following Sub-Commit tee minutes were submitted for approval: Director’s Evaluation Sub-Committee Bylaw Sub-Committee 1/18/12 3/8/12 2/3/12 2/17/12 2/24/12 3/2/12 Jane Doyle motioned to approve all Sub-Committee minutes as presented. Sis Montouri seconded. All approved, motion carried. COA Sub-Committee re-assignments for FY13 are as follows: Board Development- Pete Lincoln, Jim Hays, & Sis Montuori Bylaw – Barbara Brown, Joyce Wass, & Jim Hays Advocacy – Sis Montuori, Barbara Brown, Joyce Wass, & Pete Lincoln Finance – Jane Doyle, Deb Seeley, Jim Hays, & Fred Crellin Directors Evaluation – Jane Doyle, Deb Seeley & Fre d Crellin Correspondence: Sis Montouri received a note from former COA Board member Gloria O’Brien which she read to the board. ===PAGE 3=== General Discussion: Friends of the Eagle House Inc. have changed their name to “Supporters of the Eagle House Inc.” Executive Office of Elder Affairs was contacted regarding this matter and they replied that the name change would not be a problem. Adjournment: Sis Montouri motioned to adjourn the meeting. Jane Doyle seconded. All approved, motion carried. Meeting Adjourned at 11:20 a.m. Respectfully Submitted, Respectfully Submitted, Respectfully Submitted, Respectfully Submitted, Susan Doherty, Administrative Assistant Susan Doherty, Administrative Assistant Susan Doherty, Administrative Assistant Susan Doherty, Administrative Assistant Lunenburg Council on Aging Lunenburg Council on Aging Lunenburg Council on Aging Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2012-10-09-agenda-1801.txt BOARD : council-on-aging DATE : 2012-10-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-10-09-agenda-1801.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10092012-1801 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA October 9, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Recreation Area Behind Eagle House Lunenburg Relief Day FY13 Formula Grant Capital Planning NEW BUSINESS MCOA Conference Report SUB-COMMITTEE REPORTS /MINUTES CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - 11/13/12 ======================================================================================== DOCUMENT : 2012-10-09-minutes-1801.txt BOARD : council-on-aging DATE : 2012-10-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-10-09-minutes-1801.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10092012-1801 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at 11/13/12 COA Meeting October 9, 2012 Present: Mary Lynn Conrad, (Chairperson), Pete Lincoln (Vice-Chairperson), Doreen Noble (Director), Barbara Brown, Jane Doyle, Deb Seeley, Fred Crellin, Jim Hays, Sis Montuori, Joyce Wass, and Sue Doherty (Admin. Asst.) Welcome: Mary Lynn Conrad (Chairperson) opened the meeting at 9:30AM Minutes: Sis Montuori motioned to accept the minutes of the September 11, 2012 COA Meeting. Jane Doyle seconded. All approved, motion carried. Director's Report : Finance/Informational Report: Doreen Noble reported to the COA board that the COA utility bills are being paid on time although there will need to be a transfer into the Water Line to cover future expenses. Jim McGuigan has been hired as a second COA van driver on a “Per Diem” basis. More hours should be available for him during the winter months. There were four applicants that came forward through “in house” advertising for the position of a part-time Meal Site Coordinator but none were appropriate. Ms. Noble will be advertising outside of the town for this position. Capitol Planning had approved $10K for the replacement of the oven, refrigerator, and steam table in the large kitchen at the Eagle House. Ms. Noble has contacted Kittredge Equipment Company for quotes and will be ordering the following: Steam Table, Industrial Refrigerator/Freezer, Sandwich/Salad Bar Unit, Pizza Warmer, and a Hot Dog Roller. These items will amount to $8355.00. Due to the small size of the wall oven it will need to be ordered through Home Depot at a cost of approximately $1200. The remainder of the money could possibly be used to replace tables at the senior center. In order to install the new refrigerator/freezer unit shelves/cabinets behind the Meal Site Managers desk will need to be removed and place elsewhere. FY14 Capital Planning requests for the Town of Lunenburg are due on October 26, 2012. FY13 Formula Grant has been submitted. Jim Hays informed the board that the Supporters of the Eagle House had contributed $8100.00 last year to the Eagle House Senior Center for items not covered in the COA budget. Jim Hays requested that a COA Finance Sub-Committee meeting be scheduled to discuss the FY14 budget. Old Business Recreation Area Behind Eagle House: As of this meeting plans for the recreation area behind the Eagle House are “Status Qou”. Pete Lincoln stated that funding will need to be provided for completion of the recreation area. Lunenburg Relief Day: Ms. Noble stated that there is $4900. in a COA revolving fund which was collected for the Senior Center on Lunenburg Relief Day. FY13 Formula Grant: Discussed under Director’s Report. Capital Planning: Discussed under Director’s Report. ===PAGE 2=== New Business: MCOA Conference Report: Ms. Noble attended the MCOA Conference which was held October 3 rd through the 5 th . She reported on seminars which she had attended which included a LoJack safety program for persons with dementia, Education & Learning Options outside of the senior center, Intergenerational program with High School students centered around studies on aging, Brain Healthy Smart Food, & an automated phone call system through MySenior Center which would inform Eagle House program participants of changes/cancellations. Sub-committee Report: Barbara Brown presented the updated Council on Aging Bylaws for signatures by the board members. Correspondence: General Discussion: Ms. Noble informed the board that there has been an influx of telephone calls at the senior center concerning Tufts Health Insurance. People on this plan have received a confusing letter from Tufts stating that their Health Insurance will be discontinued at the end of December and that they need to call Tufts to make arrangements to enroll in a new plan. Ms. Conrad reminded the board that a Flu Clinic will be held at the senior center on October 17 th . Pete Lincoln was updated on the “round table” discussion which was held at the September 11th COA meeting with State Representative Jen Benson. Deb Seeley informed the board that she had just recently lost her father. The COA gave their condolences to Ms. Seeley. Adjournment: Jane Doyle motioned to adjourn the meeting. Barbara Brown seconded. All approved, motion carried. Meeting Adjourned at 10:35 a.m. Respectfully Submitted, Respectfully Submitted, Respectfully Submitted, Respectfully Submitted, Susan Doherty, AdmSusan Doherty, AdmSusan Doherty, AdmSusan Doherty, Adm inistrative Assistant inistrative Assistant inistrative Assistant inistrative Assistant Lunenburg Council on Aging Lunenburg Council on Aging Lunenburg Council on Aging Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2012-11-13-agenda-1802.txt BOARD : council-on-aging DATE : 2012-11-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-11-13-agenda-1802.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11132012-1802 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA November 13, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Capital Planning NEW BUSINESS SUB-COMMITTEE REPORTS /MINUTES CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - 12/11/12 ======================================================================================== DOCUMENT : 2012-11-13-minutes-1802.txt BOARD : council-on-aging DATE : 2012-11-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-11-13-minutes-1802.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11132012-1802 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at the 12/11/12 COA Meeting November 13, 2012 Present: Mary Lynn Conrad, (Chairperson), Pete Lincoln (Vice-Chairperson), Doreen Noble (Director), Barbara Brown, Deb Seeley, Fred Crellin, Jim Hays, Sis Montuori, Joyce Wass, and Sue Doherty (Admin. Asst.) Excused: Jane Doyle Guests: Steven Raboin, Lunenburg Finance Committee & Whitney Lacka, Prospective COA Member Welcome: Mary Lynn Conrad (Chairperson) opened the meeting at 9:30AM Minutes: Sis Montuori motioned to accept the minutes of the October 9, 2012 COA Meeting. Pete Lincoln seconded. All approved, motion carried. Director's Report : Finance/Informational Report: Doreen Noble reported to the COA board that the COA utility bills are being paid on time although there will need to be a transfer into the Sewer & Water lines due to increases in rates. A new senior center van driver has been hired and the Director is waiting to hear from MART (Montachusett Regional Transit Authority) regarding training before he can begin. It is hoped that he will be “on board” by the next Council on Aging meeting. There are two per diem drivers already approved by MART who will be able to fill in if the need arises. Joanne Brazell has been hired as the new part-time Meal Site Coordinator to work on Mondays in the kitchen. Other applicants had applied but were deemed inappropriate by the Director. The Director reminded the board that she will be attending MCOA (Massachusetts Councils on Aging) Advisory meetings and board meetings on Fridays. The Eagle House will have a holiday “Chinese Luncheon” on December 17 th . Tickets will be at a cost of $10 and entertainment will be provided by the “Supporters of the Eagle House Inc.” Old Business Capital Planning: The Director reported that the new Refrigerator, Freezer, Hot Dog Roller, Pizza Oven, Steam Table & Sandwich/Salad Bar will be arriving on Wednesday. The wall oven will need to be ordered through a local appliance store and if there are left over funds two new banquet tables will be purchased. All items were approved purchases through the Capital Plan. The Meal Site participant numbers have been dropping and there has been a concern regarding the sub-standard quality of the food which is provided by MOC Nutrition. A new plan has been developed which will entail changing the Congregate Meal Site lunch hours, beginning in January, to serving lunch at 12 Noon except on Thursday where it will remain at 11:30AM. Every Tuesday will alternate with serving Hot Dogs and Pizza along with playing “Director’s Bingo” ½ hour before the meal. Luncheon prices will remain at $2.25 donation. The Director is working on the 5 year Capital Plan request and the Town Manger suggested that a generator be included for the Eagle House for FY14. Quotes were received and the Director selected a John Deere diesel powered generator at a cost of $29K. The Lunenburg Emergency Management is looking at the possibility of using the Eagle House as a shelter for elders during emergencies and a generator would be needed in order to do this. The DPW Director would like to have an Electrical Engineer assess the center to see what the cost would be and if this would be possible to do. ===PAGE 2=== Discussion ensued regarding the pros and cons of using a diesel generator and using the center as a shelter. The Director informed the board that diesel generators are less expensive and are better built. The idea of using the center as a shelter for elders is for safety reasons and the existing shelter at the Middle School is not appropriate at this time. FY15 Capital Plan will include a shower system installed into the older back bathroom for shelter purposes. FY16 Capital Plan will include $10K for roof repair. FY17 & FY18 Capital Plan will include $10K for carpet and tile floor replacement. New Business: - None Sub-Committee Report: Sub-Committee meetings were scheduled on December 11 th as follows: Advocacy – 9AM Board Development – 9:15AM Finance – 10:30AM ByLaw – 10:45AM Correspondence: The Director read a note from the Community Council announcing their November 15 th meeting which the Director will be attending. John Londa, Town of Lunenburg Facilities Director, referred the Director to Richard Nut, Community Work Program at Monty Tech, for information regarding students building a sidewalk to connect the upper and lower parking lots at the Senior Center. General Discussion: The Director reminded the board that the Boston Post Cane Ceremony will be held on Tuesday November 20 th at 1PM. Pete Lincoln requested that Sub-Committee meetings be placed on the next agenda. Adjournment: Jim Hays motioned to adjourn the meeting. Pete Lincoln seconded. All approved, motion carried. 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/g47/g88/g81/g72/g81/g69/g88/g85/g74/g3/g38/g82/g88/g81/g70/g76/g79/g3/g82/g81/g3/g36/g74/g76/g81/g74 /g47/g88/g81/g72/g81/g69/g88/g85/g74/g3/g38/g82/g88/g81/g70/g76/g79/g3/g82/g81/g3/g36/g74/g76/g81/g74 /g47/g88/g81/g72/g81/g69/g88/g85/g74/g3/g38/g82/g88/g81/g70/g76/g79/g3/g82/g81/g3/g36/g74/g76/g81/g74 /g47/g88/g81/g72/g81/g69/g88/g85/g74/g3/g38/g82/g88/g81/g70/g76/g79/g3/g82/g81/g3/g36/g74/g76/g81/g74/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3/g3 /g3 /g3 /g3 ======================================================================================== DOCUMENT : 2012-12-11-agenda-1803.txt BOARD : council-on-aging DATE : 2012-12-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-12-11-agenda-1803.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12112012-1803 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA December 11, 2012 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS MINUTES - (Vote to accept all minutes including sub-committees) DIRECTOR’S REPORT – Finance/Informational Report OLD BUSINESS – Capital Plan NEW BUSINESS – Budget Cuts FY13 FY14 Budget SUB-COMMITTEE REPORTS - Sub-Committee Meeting CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - Tuesday January 8, 2013 ~ 9:30 AM ======================================================================================== DOCUMENT : 2012-12-11-agenda-1804.txt BOARD : council-on-aging DATE : 2012-12-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-12-11-agenda-1804.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12112012-1804 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING ADVOCACY COMMITTEE AGENDA December 11, 2012 ~ 9:00 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 1. Welcome all newly appointed members 2. Discuss aims and goals for our 2013 season ======================================================================================== DOCUMENT : 2012-12-11-agenda-1805.txt BOARD : council-on-aging DATE : 2012-12-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-12-11-agenda-1805.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12112012-1805 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING ByLaw Committee AGENDA December 11 , 2012 ~ 10:45 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – 1. Election of Officers 2. Date Next Meeting Adjournment ======================================================================================== DOCUMENT : 2012-12-11-agenda-1806.txt BOARD : council-on-aging DATE : 2012-12-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2012-12-11-agenda-1806.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12112012-1806 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Finance Committee AGENDA December 11 , 2012 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – 1. Election of Chairperson 2. Discussion of Town Manager’s FY13 Mid-Budget Cut s 3. FY14 Plans for Budget Submission 4. Date of Next Meeting Adjournment