# council-on-aging — 39 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 : 2013-01-07-agenda-1807.txt BOARD : council-on-aging DATE : 2013-01-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-01-07-agenda-1807.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01072013-1807 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Finance Committee AGENDA January 7, 2013 ~ 1PM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – Discussion of FY14 Budget ======================================================================================== DOCUMENT : 2013-01-08-agenda-1808.txt BOARD : council-on-aging DATE : 2013-01-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-01-08-agenda-1808.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01082013-1808 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA January 8, 2013 ~ 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 1. COA vote to recommend to Selectmen appointment of Whitney Lacka to Council on Aging 2. Set orientation date for new COA Board member pe nding approval by Selectmen SUB-COMMITTEE REPORTS /MINUTES CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - 2/12/12 ======================================================================================== DOCUMENT : 2013-01-15-agenda-1809.txt BOARD : council-on-aging DATE : 2013-01-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-01-15-agenda-1809.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01152013-1809 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA January 15, 2013 ~ 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 1. Capital Planning NEW BUSINESS 1. COA vote to recommend to Selectmen appointment of Whitney Lacka to Council on Aging 2. Set orientation date for new COA Board member pe nding approval by Selectmen SUB-COMMITTEE REPORTS /MINUTES CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - 2/12/12 ======================================================================================== DOCUMENT : 2013-01-15-agenda-1810.txt BOARD : council-on-aging DATE : 2013-01-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-01-15-agenda-1810.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01152013-1810 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Finance Committee AGENDA January 15, 2013 ~ 1PM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – Discussion of FY14 Budget ======================================================================================== DOCUMENT : 2013-01-15-minutes-1809.txt BOARD : council-on-aging DATE : 2013-01-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-01-15-minutes-1809.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01152013-1809 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at 2/12/13 COA Meeting January 15, 2013 Present: Mary Lynn Conrad, (Chairperson), Pete Lincoln (Vice-Chairperson), Doreen Noble (Director), Barbara Brown, Jane Doyle, Fred Crellin, Jim Hays, and Sue Doherty (Admin. Asst.) Excused: Deb Seeley, Joyce Wass, & Sis Montuori Guest Connie Odea Welcome Mary Lynn Conrad (Chairperson) opened the meeting at 9:35AM, wished everyone a Happy New Year and said that she is looking forward to working with everyone over the next year. She also introduced Connie Odea as a prospective COA Member. Pete Lincoln spoke of the passing of long-time volunteer Marion J. Brandt and asked for a moment of silence. Minutes Pete Lincoln asked for clarification from the Director regarding items in the November minutes concerning the generator and COA organizational chart. Ms. Noble informed him that these will be discussed in the Director’s Report. Pete Lincoln motioned to accept the minutes of the December 11, 2012 COA Meeting. Barbara Brown seconded. All approved, motion carried. Director's Report Finance/Informational Report: Ms. Noble informed the COA Board that the flu has been very active at the Eagle House and this is why the meeting was cancelled last week. Jim McGuigan has begun his employment as part-time COA van driver and will be working on Monday & Tuesday. Gerry Beloin will be working on Wednesday & Thursday. There are also two “on call” drivers ready to work if needed. The changes in the kitchen which had been previously discussed have begun. Every Monday only a soup & sandwich menu will be offered which will be prepared by the Monday Meal Site Coordinator. Tuesdays will see an alternating schedule of pizza one week and hot dogs the other along with the option to order a MOC Nutrition meal. Price will remain the same for all meals as $2.25 donation. The Director hopes to use the COA Gift Account, which is accessed through Town Hall, to purchase the food for the Monday & Tuesday meals which are prepared on site. Ms. Noble has been in contact with the Pepperell COA who had hired a Nutritionist for their site. Pepperell receives the food that they prepare through MOC Nutrition and so far their program is getting a good response. Ms. Noble feels that at this time this does not seem to be a good fit for the Eagle House due to regulations and funding restraints. There is a MOC Nutrition Menu board made up of senior center representatives from the different communities that they serve. Lunenburg’s representatives are Bessie Lindsey and Gerry Greene and they relay any complaints or suggestions that the congregate meal sites may have back to MOC. Ms. Noble reported that the Senior Citizen Property Tax Work-Off Committee had met yesterday. They are in the process of soliciting job requests from different Town Departments for 2013. Applications for 2013 participants will be available for pick up next week. Ms. Noble informed the board that she is currently working on processing Meals on Wheels mileage reimbursements to the drivers. ===PAGE 2=== Ms. Noble reported that MCOA (Montachusett Councils on Aging) have been asking their representatives to push the Governor to fund Home Care in the budget. Right now there is a wait list for Home Care in the Montachusett area of approximately 300 people. Sue Doherty reviewed the monthly status of the current COA budget. TransCanada will no longer be used to subsidize Unitil in the Electric Line. Direct Energy (currently in the gas line), will now go over to the Electric line. A new vendor, Santa Buckley Energy has been brought on to subsidize National Grid in the gas line. Any funds that remain in the TransCanada line will be added to the Santa Buckley Energy line. Ms. Noble reported that the Town Manager had released her budget package on January 9 th . Last year the Council on Aging received a $12k cut. In FY14 the targeted budget calls for $6900 to be restored to the COA budget. The COA Finance Committee will discuss the upcoming budget further at their meeting this afternoon. Ms. Noble will be working on a new COA Organizational Chart, which was requested by the board, to be presented at a future meeting. The $5k in donations that was received in July for the COA is in a Gift Account at Town Hall. Ms. Noble would like to use this money to offset the food service at the meal site when MOC Nutrition is not utilized. The Chairperson of the COA will email the Town Manager, Kerry Speidel, to invite her to the next COA meeting to be held on February 12 th . Old Business 1. Capital Plan: Ms. Noble informed the board that she had two meetings with the Capital Plan Committee and there will be no generator included in the FY14 Capital Plan. The DPW Director needs to get an Electrical Contractor in for quotes, which has not been done, and it was decided that the Eagle House will not be used as an emergency site because it would cost too much to rehab the building to make it suitable. The purchase of a smaller generator to keep the sprinkler system from tripping when the power goes out was discussed. This will be submitted to the next Capital Plan Request cycle. DPW had made a request to Capital Plan for funds to install a stairway between the upper and lower parking lots at the Eagle House but currently it is on hold. Ms. Noble is investigating working with Monty Tech to have the students do this as a project. New Business 1. COA Vote to recommend to Selectmen appointment of Whitney Lacka to Council on Aging: Jim Hays moved to recommend to the Board of Selectmen that Whitney Lacka be appointed to the Council on Aging. Jane Doyle seconded. All approved, motion carried. Appointment will be pending results of a CORI check. 2. Set Orientation date for new COA Board member pending approval by Selectmen: Ms. Noble will contact Ms. Lacka to set a date for orientation after she is appointed by the Board of Selectmen. The COA Chair & Vice Chair will also attend the orientation session. Sub-Committee Report Sub-Committee Meeting: Pete Lincoln moved to accept the Bylaw Sub-committee minutes of 12/11/12. Fred Crellin seconded. All approved, motion carried. Barbara Brown informed the board that she will be bringing Bylaw changes to the board for review and approval at the February COA meeting. Correspondence Mary Lynn Conrad stated that she had received a note from former COA board member Gloria O’Brien . ===PAGE 3=== Ms. Noble received an update from Lunenburg Fire Chief Paul Sullivan on information from the Mass Dept. of Public Health regarding Flu information. The Lunenburg Friendly Seniors sent a donation of $300 to the Eagle House Supporters. The Lunenburg Cultural Council informed Ms. Noble that $200 has been made available to the senior center for a two part music program called “Music Memories for You”. General Discussion Ms. Noble mentioned that an antique Victrola had been donated to the senior center by the family of Kitty Langille. Discussion ensued regarding the Eagle Heights project. This project has been held up waiting for funding from Government/State agencies. The board discussed electing Sub-Committee Chairs at the first meeting of the new fiscal year which would be in August. The COA does not meet in July. Adjournment Jim Hays motioned to adjourn the meeting. Pete Lincoln seconded. All approved, motion carried. Meeting Adjourned at 10:31AM. Respectfully Submitted, Respectfully Submitted, Respectfully Submitted, Respectfully Submitted, Susa Susa Susa Susan Doherty, Administrative Assistant n Doherty, Administrative Assistant n Doherty, Administrative Assistant n Doherty, Administrative Assistant Lunenburg Council on Aging Lunenburg Council on Aging Lunenburg Council on Aging Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2013-01-15-minutes-1810.txt BOARD : council-on-aging DATE : 2013-01-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-01-15-minutes-1810.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01152013-1810 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes Approved at March 12, 2013 COA Meeting COA Finance Committee Meeting Minutes January 15, 2013 Present: Jim Hays, Fred Crellin Absent: Deb Seeley, Jane Doyle The meeting was called to order at 1:00 PM Doreen Noble presented the committee with a copy of the FY14 Budget Instructions. She has been asked to provide two budgets: (1) a Target budget (level funded plus contractual salary increases) and (2) an above Target budget (level service). We discussed the two budgets. It was suggested that the Target budget add $100 to the line item for office equipment maintenance, and that $100 be subtracted from the sewer line item. It was suggested that the Above Target budget add $250 for programs, $400 for training and $1800 for office equipment maintenance. The meeting adjourned at 2:02PM. ======================================================================================== DOCUMENT : 2013-02-12-agenda-1811.txt BOARD : council-on-aging DATE : 2013-02-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-02-12-agenda-1811.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02122013-1811 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA February 12, 2013 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. Town Finance Committee Meeting 2. 2014 Budget NEW BUSINESS 1. Regional COA Board Trainings 2. Sample Board Agreement SUB-COMMITTEE REPORTS /MINUTES CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - 3/12/13 ======================================================================================== DOCUMENT : 2013-02-12-minutes-1811.txt BOARD : council-on-aging DATE : 2013-02-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-02-12-minutes-1811.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02122013-1811 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at 3/12/13 COA Meeting February 12, 2013 Present: Mary Lynn Conrad, (Chairperson), Pete Lincoln (Vice-Chairperson), Doreen Noble (Director), Fred Crellin, Jim Hays, Joyce Wass and Sue Doherty (Admin. Asst.) Excused: Deb Seeley, Barbara Brown, Jane Doyle, & Sis Montuori Guests: Kerry Speidel (Town Manager), Stephen Raboin (Lunenburg Finance Committee), & Connie O'dea Welcome Mary Lynn Conrad (Chairperson) opened the meeting at 9:35AM, and introduced Ms. Speidel to the board. Ms. Speidel spoke to the board regarding the FY14 COA budget. She began by saying that the Town is facing a deficit going into this year's budget. She had previously given the COA Director a "target" number to work with for the FY14 COA Budget which included the possible ideas of reopening on Fridays or adding more staff hours. She asked COA board members for their input on this matter so she can include it in her FY14 budget presentation to the Lunenburg Finance Committee The Director is currently retrieving statistics from the MySenior Center software to aide in the Town Manager's presentation. Discussion: Board members discussed different scenarios on how to extend the hours of the senior center by reopening on Fridays, staying open later in the evenings in the summer, or opening on Saturdays. Suggestions were made for new programs such as an evening Horse Shoe league with COA board members volunteering to run this program. The Town Manager voiced concerns that the expense comes with keeping the building open for extended hours. It was determined that staying open later in the winter months was not feasible. This was attempted last year with the hopes of offering Outreach to the people who are still working, which did not receive as much participation as hoped for. It was mentioned that when Representative Benson was last here she informed the board that there were no grant monies being given to any senior centers in the State. The Town Manager and some of the board members showed concern about reopening the center on a "short term" basis on Fridays, but other members felt that it would not be a problem, and that $8k to reopen on Fridays is a small amount out of the Town's Budget. Also discussed was how to get more people who are retired to volunteer at the Senior Center. Some thought that there is a new generation of retiring people who are willing to volunteer and that programs need to be more fun to attract people and to saturate the media with Eagle House events. The Director mentioned that there is a "Dine Around" club which the Outreach Coordinator runs, after hours, at different restaurants, on her own time without compensation and that it has proven to be a very popular program. COA Board member Jim Hays, who currently sits as an advisor on the Supporters of the Eagle House Inc. questioned the possibility of adding the office copy machine and the MySenior Center software maintenance contracts into the COA budget. Ms. Speidel requested that the COA decide what it is they want to include in the budget and get back to her before her meeting with the Finance Committee. The COA Board thanked the Town Manager for attending today's meeting. Pete Lincoln requested that the COA Chairperson write an editorial to the Lunenburg Ledger on behalf of the board thanking the Police, Fire, and DPW departments on a job well done during the recent blizzard. Minutes: Pete Lincoln mentioned that he believes that there was not a quorum at this meeting to make a motion on the January 2013 COA minutes. Although the COA board consists of 11 members, there has been no more than 9 members sitting on the board for the past couple of years. ===PAGE 2=== The Administrative Assistant will check with the Town Clerk for clarification on this matter. Pete Lincoln asked the Director questions concerning the January 2013 minutes in regards to the Soup & Sandwich program on Mondays and the generator issue. Ms. Noble replied that the Soup & Sandwich program is going well, although the Tuesday Hot Dog & Pizza menu is not as popular. There is no news on the possibility of purchasing a generator for the Eagle House. Pete Lincoln motioned to approve the January 8, 2013 COA minutes. Joyce Wass seconded. On vote, motion carried, 5 in favor, 0 opposed. Director's Report All Meals on Wheels driver's quarterly stipends have been processed by the Director. Chief Sullivan of the Lunenburg Fire Department informed the Director that he would like to utilize the Eagle House as a "warming station" if needed during the recent blizzard. Ms. Noble and Ms. Doherty remained "on call" over the weekend in case the building needed to be used for that purpose. The food program at the Senior Center is going well although there are mixed results on the Tuesday offering of Hot Dogs & Pizza. Participants are also able to order a MOC Nutrition meal that day if they so choose. There is an employee of the Eagle House who will be going out on an extended sick leave absence. Currently staff members are able to perform other duties within the center, but someone will need to be brought in for office coverage considering the length of the sick leave. Old Business 1. Town Finance Committee Meeting: Ms. Noble stated that she was not sure when the COA will be called to the Lunenburg Finance Committee, but would like some members of the COA board to attend it with her when she is called. 2. 2014 Budget: Discussed earlier with the Town Manager New Business 1. Regional COA Board Trainings: Ms. Noble informed the COA board that the Executive Office of Elder Affairs will be conducting COA Board Trainings for new board members in Natick and Webster. After discussing Board Training sessions, it was decided to conduct these "in house" with the Director and the Chairperson. 2. Sample Board Agreement: Ms. Noble distributed copies of "Council on Aging Services for Seniors" Board Agreement for board members to review for discussion at a later meeting. Sub-Committee Report Fred Crellin distributed copies of the 1/15/13 COA Finance Committee Meeting Minutes for board members to review to be voted on at the next COA meeting. Correspondence The Golden Living Center located in Fitchburg sent a flyer for posting advertising 99 Cent Breakfast to be held on March 26* at 7:30AM. General Discussion Mr. Lincoln suggested that the COA Director make the decision on whether or not to reopen on Fridays, provide more Outreach hours, or provide transportation on Fridays. Ms. Conrad & Mr. Crellin agreed with Mr. Lincoln's suggestion. A report will be compiled based upon statistics as to what the best option would be and distributed to the COA board at a later date. Adjournment Meeting Adjourned at 10:55AM. ===PAGE 3=== Respectfully Submitted, Susan Doherty, Administrative Assistant Lunenburg Council on Aging ........ ======================================================================================== DOCUMENT : 2013-03-12-agenda-1812.txt BOARD : council-on-aging DATE : 2013-03-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-03-12-agenda-1812.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03122013-1812 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA March 12, 2013 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. Town Finance Committee Meeting (March 21 st ) 2. 2014 Budget NEW BUSINESS SUB-COMMITTEE REPORTS /MINUTES 1. Vote to recommend to Selectmen Appointment of Connie O’Dea as COA member CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - 4/9/13 ======================================================================================== DOCUMENT : 2013-03-12-minutes-1812.txt BOARD : council-on-aging DATE : 2013-03-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-03-12-minutes-1812.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03122013-1812 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at the 4/9/13 COA Meeting March 12, 2013 Present: Mary Lynn Conrad, (Chairperson), Pete Lincoln (Vice-Chairperson), Doreen Noble (Director), Barbara Brown, Jane Doyle, Jim Hays, Sis Montuori, Joyce Wass and Sue Doherty (Admin. Asst.) Excused: Deb Seeley & Fred Crellin Guests: Stephen Raboin (Lunenburg Finance Committee), & Whitney Lacka Welcome Mary Lynn Conrad (Chairperson) opened the meeting at 9:30AM. Minutes: The COA Board complimented the Administrative Assistant on the February 2013 minutes. Sis Montouri motioned to approve the February 12, 2013 COA minutes. Pete Lincoln seconded. On vote, motion carried, 7 in favor, 0 opposed. At the February 2013 COA meeting the question of whether or not there were enough members present for a quorum to vote on minutes was presented. Sue Doherty verified with the Town Clerk that “If you have only 9 members appointed when it should be 11 then the 9 becomes the number you use to determine a quorum”. Director's Report Doreen Noble mentioned that there was no COA monthly financial page available for this meeting due to the fact that there have been some vendor changes and we are in the process of transferring monies from one line to another to cover shortages. Ms. Noble has been invited to participate on a MOC Nutrition panel of “Stake Holders” consisting of area COA representatives on Wednesday, February 13 th to discuss food issues at area meal sites. The Tuesday meal site menu of pizza and hotdogs is not going as well as planned and will be discontinued. The normal MOC meal will continue to be served this day. Monday’s soup and sandwich menu has proven very popular and will continue. The Eagle House Outreach Coordinator Faith Anderson is currently out on a medical leave. The Town Manager has approved the temporary hiring of Joanne Brazell to fill in this position at 15 hrs. per week until Faith’s return. Joanne comes with Outreach experience and will be under the direct supervision of the COA Director. Joanne currently works 4hrs on Mondays at the Eagle House meal site. Ms. Noble reminded the COA board that at the last meeting it was mentioned that the decision on how to designate the FY14 budget should be at the Director’s discretion. Ms. Noble said that the Town Manager does not want to open Town buildings on Fridays and she will look into increasing Outreach staffing. She justified this decision by saying that there were many people in the building the other day which averaged out to be approximately 33 patrons per single staff person (3) which presents difficulties in emergency situations and that there are currently 3 Protective Services cases open in the Outreach Department involving other Town Departments and outside agencies. Ms. Noble is exploring the possibility of using a volunteer on Fridays to transport clients in a “Town” owned vehicle to medical appointments. If implemented this will not fall under MART (Montachusett Area Regional Transit) nor will the MART dispatcher be used for this program. Ms. Noble has contacted Police Chief Marino about the possibility of using a Town owned impounded vehicle for this venture. This was also presented to the Lunenburg Senior Citizen Property Tax Work-off Committee who spurned the idea citing liability, although the Towns insurance carrier would cover it. ===PAGE 2=== Old Business 1. Town Finance Committee Meeting (March 21 st ): The Director is scheduled to present her FY14 COA Budget to the Lunenburg Finance Committee on March 21 st at 8:30PM at Town Hall. She requested that some of the COA board members be in attendance. 2. 2014 Budget: Ms. Noble mentioned that the Town Manager has decided to remove the utility lines from the COA FY14 Budget and place into Central Purchasing through the DPW. Pete Lincoln questioned why the monies collected for the COA last summer at the Lunenburg Relief Day could not be used to fund the increase in Outreach. Ms. Noble replied that those monies are not include d in the FY14 Town Budget but exist in a “Gift Acco unt”. It would not be practical to use that money for a sala ry because it is not sustainable. She also stated that she is hoping to draw on that money for Friday transportation costs. Mr. Lincoln asked if the Finance Committee does not approve the increase of funds for the Outreach Dep t., could the Gift Fund be used for either two Outreach positions or one benefit position? Ms. Noble replied that it has not been determined yet. Mr. Lincoln stated that we should not be worrying a bout sustainability of positions but rather spend t he money now when its needed. Mr. Lincoln also brought forth the question of Long evity pay to Town employees. Ms. Noble responded t hat after 10 years of benefit service to the Town, empl oyees receive a stipend on their Anniversary date o f hire which is a small percentage of their yearly wage, which is built into the budget each year. New Business - None Sub-Committee Report 1. Vote to recommend to Selectmen Appointment of Connie O’Dea as COA member: Jane Doyle moved to recommend to the Selectmen that Connie O’Dea be appointed as Selectmen Appointee to the Council on Aging. Pete Lincoln seconded. On vote motion carried, 7 in favor, 0 opposed. A COA orientation date will be set with Ms. O’Dea and Ms. Lacka with the Director and the COA Chairperson and Vice Chairperson. Pete Lincoln moved to accept the January 15, 2013 COA Finance Committee minutes. Sis Montouri seconded. On vote, motion carried 7 in favor, 0 opposed. The COA Advocacy Committee minutes of December 11, 2012 were distributed to members for review. These will be voted on at the April COA Board meeting. Sis Montouri reported that the Advocacy Committee is looking into the possibility of doing a fundraiser for the Eagle House called “Festival of Trees”. Discussion ensued regarding this event and it was determined that the COA is not able to hold fundraisers as they are a Town Department and they should look at collaborating with the Eagle House Supporters on this endeavor. The Advocacy Committee will post a meeting at 9AM on April 9, 2013 for further discussion on this event. Barbara Brown reported that she will be working on the ByLaw changes concerning outgoing COA Sub- Committee Chairpersons responsibilities and will present corrections at the April COA meeting. Correspondence - None . ===PAGE 3=== General Discussion - None Adjournment Sis Montouri moved to adjourn the COA meeting. Barbara Brown seconded. On vote motion carried, 7 in favor 0 opposed. Meeting Adjourned at 10:25AM. 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 : 2013-04-09-agenda-1813.txt BOARD : council-on-aging DATE : 2013-04-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-04-09-agenda-1813.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04092013-1813 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA April 9, 2013 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. Town Finance Committee Meeting (March 21 st ) 2. 2014 Budget NEW BUSINESS 1. MCOA Board Training SUB-COMMITTEE REPORTS /MINUTES CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING - 5/14/13 ======================================================================================== DOCUMENT : 2013-04-09-agenda-1814.txt BOARD : council-on-aging DATE : 2013-04-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-04-09-agenda-1814.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04092013-1814 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Advocacy Committee AGENDA April 9, 2013 ~ 9:00 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – Holiday Festival Planning Meeting ======================================================================================== DOCUMENT : 2013-04-09-minutes-1813.txt BOARD : council-on-aging DATE : 2013-04-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-04-09-minutes-1813.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04092013-1813 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at 5/14/2013 COA Meeting April 9, 2013 Present: Mary Lynn Conrad, (Chairperson), Pete Lincoln (Vice-Chairperson), Doreen Noble (Director), Barbara Brown, Fred Crellin, Jane Doyle, Jim Hays, Sis Montuori, Whitney Lacka, Connie Odea, Deb Seeley, Joyce Wass, and Sue Doherty (Admin. Asst.) Welcome Mary Lynn Conrad (Chairperson) welcomed the new board members and opened the meeting at 9:35AM. Minutes: Sis Montouri motioned to approve the March 12, 2013 COA minutes. Jane Doyle seconded. On vote, motion carried, 11 in favor, 0 opposed. Director's Report Ms. Noble reported to the board that she has a copy of the Town Accountant’s Financial Report and mentioned that the board could review if they wished. The Outreach payroll will now be coming strictly out of Formula Grant funds until the end of FY13. It is expected that another $7400 will be transferred into the Outreach line before the end of this Fiscal year. More funds needed to be transferred into the Santa Buckley Energy line. This is not an unusual process at this time of year. Due to the harsh winter there were higher costs in heating at the senior center and hopefully next year we will be able to see more of a savings. The Town Manager has informed the COA Director that she will be recommending that all COA utility costs be transferred into a “Central Purchasing” account with the Town in FY14. This should end the problems of having to transfer funds from one line to another at the end of each fiscal year. The Outreach Coordinator, Faith Anderson, is still out on medical leave and is expected back sometime in May. Joanne Brazell, who works in the Meal Site on Mondays, will be filling in at this position until Faith returns. Ms. Noble stated that Ms. Brazell’s office skills are excellent, that she has some prior Outreach experience, and has been volunteering in the senior center office for the past 3 years. The Monday/Tuesday van driver, Jim McGuigan is working out well. Gerry Beloin who drives on Wednesday/Thursday will be going out on a brief medical leave in May, but there is another back up driver that can fill his spot if need be. The Monday Meal Site offering of Soup & Sandwich is going very well. Ms. Noble would like to open a “salad bar” to go along with these meals during the summer. Ms. Noble, through MCOA, has been asked to sit on the Governor’s Commission for a special interest group concerning Mass Equality Awareness/LBGT Aging’s Unmet Issues. She also mentioned the film “Generation Silent” which brings to light awareness of “same sex” couples being discriminated against as they enter into nursing homes. Ms. Doyle asked if the Meal Site Manager had completed the Serve Safe/Food Safety program yet. Ms. Noble replied no but she had registered to take the course on line back in the fall, paid for it with her personal credit card, and presented the receipt to her at that time. She added that this person had also asked if she could be the “fill in” person in Outreach while Ms. Anderson was on medical leave. Ms. Noble informed the board that she needed to complete her obligation with the Serve Safe/Food Safety program first and that her computer skills were not quite there. Also, she will not be reimbursed for the course until it is completed. Ms. Doyle asked if having this certification was a condition of employment for the Meal Site position. ===PAGE 2=== Ms. Noble replied not at this time but it could be added to the job description if the COA would like to make a recommendation that the Meal Site job description be amended to read as such in FY14. Ms. Doyle moved to amend the Meal Site Manager job description, as of July 1, 2013, to include the requirement of obtaining the Food Service Certification certificate. Mr. Lincoln seconded. On vote, motion carried, 11 in favor, 0 opposed. Old Business 1. Town Finance Committee Meeting (March 21 st ): Mary Lynn Conrad and Ms. Noble attended the Town Finance Committee meeting to discuss the FY14 COA b udget. Ms. Noble reported that the meeting went we ll and that extra funds in the Outreach line were approved. 2. 2014 Budget: Ms. Noble reported that the Town Manager has reduce d the COA FY14 recommended budget by$6-8k due to the fact that the all utilities will be moved to a Central Purchasing fund. Mr. Hays questioned whether or not $1200 will be in cluded in the COA budget to cover the copy machine maintenance contract. He mentioned the fact that the Supporters of the Eagle House have been paying for this in recent years. Ms. Noble replied yes. New Business 1. MCOA Board Training: Emmett Schmarsow will be holding a COA Board Training session at the Eagle House on April 30, 2013. All Lunenburg COA board members were encouraged to attend. Sub-Committee Report Ms. Doyle moved to accept the December 11, 2012 Advocacy Subcommittee minutes. Ms. Seeley seconded. On vote, motion carried, 11 in favor, 0 opposed. Ms. Brown mentioned that she will be presenting the COA Bylaw changes at the May meeting. Correspondence A notice from the Town Wellness Coordinator regarding the Relay for Life was read. A notice from the American Parkinson’s Association was read regarding a Walk-A-Thon to be held on June 9 th . The Alzheimer’s Association is seeking to train a Facilitator for a support group which could potentially be held at the Eagle House. General Discussion Ms. Noble mentioned that Ernie Sund is looking for help with the Memorial Day Committee and they will be meeting at the Eagle House on April 17 th at 3:30PM. Ms. Seeley reported that while she was vacationing in Florida over the winter, she had the chance to visit other Senior Centers, which are called Community Centers in that area. She noticed that they are not separating the generations at these centers and have various programs such as wine clubs, exercise and foreign language classes. Ms. Noble informed the board that the staff at the Senior Center had completed CPR/ Defibrillator training at the Fire Station which was run by Chief Sullivan and Fire Dept. staff member Karen Weller. The Lunenburg Fire Dept. will be running a “Friends & Family” CPR class, free of charge at the Eagle house Senior Center on May 22 nd . This will not be a certification class but will teach participants the basics of CPR. Mr. Lincoln requested that a date be set at the next meeting for the Council on Aging Volunteer Appreciation program. ===PAGE 3=== Adjournment Jim Hays moved to adjourn the COA meeting. Jane Doyle seconded. On vote motion carried, 11 in favor 0 opposed. Meeting Adjourned at 10:30AM. 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 : 2013-04-14-agenda-1815.txt BOARD : council-on-aging DATE : 2013-04-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-04-14-agenda-1815.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04142013-1815 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA May 14, 2013 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. MCOA Board Training 2. COA BBQ/Volunteer Recognition Ceremony NEW BUSINESS 1. Annual Meeting Reminder June 11, 2013 2. Discussion Slate of New Officers for FY14 SUB-COMMITTEE REPORTS /MINUTES CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING Annual Meeting June 11, 2013 NO MEETING IN JULY August 13, 2013 ======================================================================================== DOCUMENT : 2013-04-14-minutes-1815.txt BOARD : council-on-aging DATE : 2013-04-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-04-14-minutes-1815.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04142013-1815 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes approved at 6/11/13 COA meeting May 14, 2013 Present: Mary Lynn Conrad, (Chairperson), Pete Lincoln (Vice-Chairperson), Doreen Noble (Director), Barbara Brown, Fred Crellin, Jane Doyle, Jim Hays, Sis Montuori, Whitney Lacka, Connie Odea, Deb Seeley, Joyce Wass, & Sue Doherty (Admin. Asst.) Guest: Stephen Raboin (Lunenburg Finance Committee) Welcome: Ms. Conrad (Chairperson) opened the meeting at 9:30AM and welcomed all in attendance. Minutes: Ms. Montouri moved to approve the April 9, 2013 COA minutes. Mr. Lincoln seconded. On vote, motion carried, 11 in favor, 0 opposed. Director's Report 1.Finance/Informational Report : Ms. Noble reported that due to it being the end of the Fiscal Year and funds are being constantly shifted from one lin e to another, there would not be a Finance report. Currently she is in the process of consolidating en d of year bills with the Town Accountant and a fina l FY13 finance report should be available at the firs t Council on Aging meeting in August for members to review. Beginning in FY14, all Senior Center utilities will be paid through a general fund at the DPW, which w ill eliminate the need for future COA 541 account reports at the COA meetings. Ms. Noble is currently working on FY14 vouchers/pur chase orders which need to be submitted by Wednesday. Ms. Noble reported that she is part of a Memorial D ay Committee which was formed last year by Ernie Sund. This committee is in charge of the Memorial Day Ceremony which will be held on May 26 th at 11:45AM at Veterans Memorial Park. Other members a re Police Chief Marino, School Superintendent Loxi Calmes, and PACC representative Jo McLaughlin. The COA budget passed at the May Town Meeting with no opposition. Ms. Noble stated that at last month’s COA meeting t he minutes reflected that beginning on July 1, 2013, the Meal Site Manager’s job description will carry the requirement of obtaining a Serve Safe Certification Certificate as part of the terms of e mployment. When the current Meal Site Manager, Chris McCarthy was informed of this last month, her response was to resign. Former Meal Site Manager, Ruth Swiecicki along with the Monday Meal Site Manager, Joanne Brazell, have agreed to share the duties until October 2013. Ms. Brazell will be taking her Serve Safe Certification class this week and Ms. Swiecicki will renew hers at a later date in FY14. Outreach Coordinator, Faith Anderson, should be returning to work on June 4 th . Ms. Noble informed the board that she will be taking vacation time from June 17 th through the 27 th . The SHINE (Serving Health Insurance Needs of Elders ) Memorandum of Understanding was received and signed by the Director. This program is run th rough the Massachusetts Executive Office of Elder Affairs and basically states that the COA will prov ide a private space with telephone for their volunt eer counselors to assist Lunenburg residents with their health insurance questions. ===PAGE 2=== The COA Board Training session which was supposed to be held at the Eagle House Senior Center on 4/30/13 had been cancelled due to lack of participa nts. Emmett Schmarsow from Executive Office of Elder Affairs, facilitates these trainings and has not rescheduled a new day as of yet. The Eagle House Meal Site Salad Bar, which is held on Thursdays, has been a great success although Ms. Noble found it difficult to shop for and prep t he food for this meal program. She will be looking for volunteers to help with this program. The Eagle House Senior Center will be hosting a “Home Care Fair” on June 26 th from 9-11AM. Multiple Home Care Agencies from surrounding areas will be i n attendance to distribute information and “give aways” from the agencies. Ms. Noble reported that the Senior Center has been working with numerous agencies such as assisted living facilities, banks, and the Lunenburg Fire De partment to come to the center to present free educational programs for the elders. All programs are advertised in the COA newsletter, Lunenburg Cable Scroll, and Lunenburg Ledger. Ms. Noble moni tors the agency programs to ensure that they do not try and make a “hard sell” about their agencies to the elders. Mr. Lincoln questioned if the Eagle House still has the Special Needs Students from the High School here to help out at the meal Site. Ms. Noble responded, not at this time because there had been several incidences with some of the students and she felt that the staff per student ra tio was not sufficient and until that can be rectif ied the program will be put on hold. Old Business 1. MCOA Board Training: Discussed under Director’s Report 2. COA BBQ/Volunteer Recognition Ceremony: The date for the COA BBQ/Volunteer Recognition Ceremony will be held on the first Monday in August which will be 8/5/13. New Business 1. Annual Meeting Reminder June 11, 2013: Board members were reminded that all end of year sub-committee reports are due at the June meeting. Mr. Crellin stated that he would not be able to attend this meeting. Mr. Lincoln presented the board with the FY13 Board Development Committee end of year report early. 2. Discussion Slate of New Officers for FY14: Mr. Lincoln presented the board with the slate of n ew COA Officers which will be voted on at the June meeting as follows: Chairperson – Mary Lynn Conrad – 1 year Vice Chair – Barbara Brown – 1 year Sub-Committee Report Ms. Brown presented the revised COA Bylaws for board members to sign. Correspondence Ms. Montuori stated that she had received a note fr om former COA board member Gloria O’Brien saying that she is doing well. Ms. Noble stated that there will be a new law comin g into effect which will enable people to change their “Life” insurance over to “Long Term Care” ins urance. ===PAGE 3=== General Discussion Mr. Hays commented that the new bench and trees on the grassy area of the drive way looked nice but suggested that the swing on the porch be moved. He thought that Pearl Brook Housing might be able to utilize it. Ms. Doherty replied that the swing was a gift to th e Senior Center from the Letarte family in memory o f their parents and that it would not be appropriate to do so. The swing stays on the porch for protect ion from the elements and vandals. Ms. Seeley asked if an ad could be placed in the COA newsletter asking for new board members. Ms. Doherty stated that the Town Manager mentioned to her that there were 2 talent bank forms submitted to Town Hall specifically stating their i nterest in the COA board and that they should be looked at also. Members also discussed the fact that the early 9:30 AM meeting time discourages some people from joining the COA board due to the fact that they are still working. Ms. Noble mentioned that the Town of Clinton has a “Youth COA” group which is part of their High School curriculum. She said that she could arrange for them to come to a Lunenburg COA meeting to talk to members about this program. Adjournment Mr. Lincoln moved to adjourn the COA meeting. Ms. Wass seconded. On vote motion carried, 11 in favor 0 opposed. Meeting adjourned at 10:26AM Respectfully Submitted, Susan Doherty, Administrative Assistant Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2013-05-14-agenda-1816.txt BOARD : council-on-aging DATE : 2013-05-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-05-14-agenda-1816.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05142013-1816 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Board Development Committee AGENDA May 14, 2013 ~ 9:00 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – 1. Selection of Officers 2. Membership Report ======================================================================================== DOCUMENT : 2013-05-14-minutes-1816.txt BOARD : council-on-aging DATE : 2013-05-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-05-14-minutes-1816.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05142013-1816 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes approved at 6/11/13 COA meeting May 14, 2013 Present: Mary Lynn Conrad, (Chairperson), Pete Lincoln (Vice-Chairperson), Doreen Noble (Director), Barbara Brown, Fred Crellin, Jane Doyle, Jim Hays, Sis Montuori, Whitney Lacka, Connie Odea, Deb Seeley, Joyce Wass, & Sue Doherty (Admin. Asst.) Guest: Stephen Raboin (Lunenburg Finance Committee) Welcome: Ms. Conrad (Chairperson) opened the meeting at 9:30AM and welcomed all in attendance. Minutes: Ms. Montouri moved to approve the April 9, 2013 COA minutes. Mr. Lincoln seconded. On vote, motion carried, 11 in favor, 0 opposed. Director's Report 1.Finance/Informational Report : Ms. Noble reported that due to it being the end of the Fiscal Year and funds are being constantly shifted from one lin e to another, there would not be a Finance report. Currently she is in the process of consolidating en d of year bills with the Town Accountant and a fina l FY13 finance report should be available at the firs t Council on Aging meeting in August for members to review. Beginning in FY14, all Senior Center utilities will be paid through a general fund at the DPW, which w ill eliminate the need for future COA 541 account reports at the COA meetings. Ms. Noble is currently working on FY14 vouchers/pur chase orders which need to be submitted by Wednesday. Ms. Noble reported that she is part of a Memorial D ay Committee which was formed last year by Ernie Sund. This committee is in charge of the Memorial Day Ceremony which will be held on May 26 th at 11:45AM at Veterans Memorial Park. Other members a re Police Chief Marino, School Superintendent Loxi Calmes, and PACC representative Jo McLaughlin. The COA budget passed at the May Town Meeting with no opposition. Ms. Noble stated that at last month’s COA meeting t he minutes reflected that beginning on July 1, 2013, the Meal Site Manager’s job description will carry the requirement of obtaining a Serve Safe Certification Certificate as part of the terms of e mployment. When the current Meal Site Manager, Chris McCarthy was informed of this last month, her response was to resign. Former Meal Site Manager, Ruth Swiecicki along with the Monday Meal Site Manager, Joanne Brazell, have agreed to share the duties until October 2013. Ms. Brazell will be taking her Serve Safe Certification class this week and Ms. Swiecicki will renew hers at a later date in FY14. Outreach Coordinator, Faith Anderson, should be returning to work on June 4 th . Ms. Noble informed the board that she will be taking vacation time from June 17 th through the 27 th . The SHINE (Serving Health Insurance Needs of Elders ) Memorandum of Understanding was received and signed by the Director. This program is run th rough the Massachusetts Executive Office of Elder Affairs and basically states that the COA will prov ide a private space with telephone for their volunt eer counselors to assist Lunenburg residents with their health insurance questions. ===PAGE 2=== The COA Board Training session which was supposed to be held at the Eagle House Senior Center on 4/30/13 had been cancelled due to lack of participa nts. Emmett Schmarsow from Executive Office of Elder Affairs, facilitates these trainings and has not rescheduled a new day as of yet. The Eagle House Meal Site Salad Bar, which is held on Thursdays, has been a great success although Ms. Noble found it difficult to shop for and prep t he food for this meal program. She will be looking for volunteers to help with this program. The Eagle House Senior Center will be hosting a “Home Care Fair” on June 26 th from 9-11AM. Multiple Home Care Agencies from surrounding areas will be i n attendance to distribute information and “give aways” from the agencies. Ms. Noble reported that the Senior Center has been working with numerous agencies such as assisted living facilities, banks, and the Lunenburg Fire De partment to come to the center to present free educational programs for the elders. All programs are advertised in the COA newsletter, Lunenburg Cable Scroll, and Lunenburg Ledger. Ms. Noble moni tors the agency programs to ensure that they do not try and make a “hard sell” about their agencies to the elders. Mr. Lincoln questioned if the Eagle House still has the Special Needs Students from the High School here to help out at the meal Site. Ms. Noble responded, not at this time because there had been several incidences with some of the students and she felt that the staff per student ra tio was not sufficient and until that can be rectif ied the program will be put on hold. Old Business 1. MCOA Board Training: Discussed under Director’s Report 2. COA BBQ/Volunteer Recognition Ceremony: The date for the COA BBQ/Volunteer Recognition Ceremony will be held on the first Monday in August which will be 8/5/13. New Business 1. Annual Meeting Reminder June 11, 2013: Board members were reminded that all end of year sub-committee reports are due at the June meeting. Mr. Crellin stated that he would not be able to attend this meeting. Mr. Lincoln presented the board with the FY13 Board Development Committee end of year report early. 2. Discussion Slate of New Officers for FY14: Mr. Lincoln presented the board with the slate of n ew COA Officers which will be voted on at the June meeting as follows: Chairperson – Mary Lynn Conrad – 1 year Vice Chair – Barbara Brown – 1 year Sub-Committee Report Ms. Brown presented the revised COA Bylaws for board members to sign. Correspondence Ms. Montuori stated that she had received a note fr om former COA board member Gloria O’Brien saying that she is doing well. Ms. Noble stated that there will be a new law comin g into effect which will enable people to change their “Life” insurance over to “Long Term Care” ins urance. ===PAGE 3=== General Discussion Mr. Hays commented that the new bench and trees on the grassy area of the drive way looked nice but suggested that the swing on the porch be moved. He thought that Pearl Brook Housing might be able to utilize it. Ms. Doherty replied that the swing was a gift to th e Senior Center from the Letarte family in memory o f their parents and that it would not be appropriate to do so. The swing stays on the porch for protect ion from the elements and vandals. Ms. Seeley asked if an ad could be placed in the COA newsletter asking for new board members. Ms. Doherty stated that the Town Manager mentioned to her that there were 2 talent bank forms submitted to Town Hall specifically stating their i nterest in the COA board and that they should be looked at also. Members also discussed the fact that the early 9:30 AM meeting time discourages some people from joining the COA board due to the fact that they are still working. Ms. Noble mentioned that the Town of Clinton has a “Youth COA” group which is part of their High School curriculum. She said that she could arrange for them to come to a Lunenburg COA meeting to talk to members about this program. Adjournment Mr. Lincoln moved to adjourn the COA meeting. Ms. Wass seconded. On vote motion carried, 11 in favor 0 opposed. Meeting adjourned at 10:26AM Respectfully Submitted, Susan Doherty, Administrative Assistant Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2013-06-11-agenda-1817.txt BOARD : council-on-aging DATE : 2013-06-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-06-11-agenda-1817.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06112013-1817 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA June 11, 2013 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. COA BBQ/Volunteer Recognition Ceremony NEW BUSINESS 1. Election of Officers Chairman/Vice Chairman for FY14 SUB-COMMITTEE REPORTS /MINUTES – Finance, Board Development, Advocacy, ByLaw, Director’s Evaluation 1. Vote to Accept all COA end of year sub-committee reports CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING NO MEETING IN JULY Next Meeting August 13, 2013 ======================================================================================== DOCUMENT : 2013-06-11-minutes-1817.txt BOARD : council-on-aging DATE : 2013-06-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-06-11-minutes-1817.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06112013-1817 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== (Admin. Asst.) Excused: Sis Montouri & Fred Crellin Guest: Stephen Raboin (Lunenburg Finance Committee) Welcome: Ms. Conrad (Chairperson) opened the meeting at 9:30AM and welcomed all in attendance. Ms. Conrad informed the board that COA member Jim Hays had tendered his resignation and read his resignation letter to the members. Ms. Conrad questioned Mr. Lincoln on the plans to set up a recreation area behind the senior center. Mr. Lincoln replied that due to a lack of funding, they were unable to do this. He mentioned that he and his wife had contributed funds last year to help keep the senior center open on Fridays, and that it did not happen. Ms. Conrad went on to review the FY13 events of the COA which included kitchen equipment replacement, Meal Site Serve Safe certification requirements, stairway progress between the upper and lower parking lots, and the need to fill four vacant spots on the COA board. Ms. Conrad asked Ms. Noble for an update on the Clinton Youth COA group which was discussed at a previous meeting Ms. Noble replied that she had spoken to the Director of the Clinton COA and the students could come to Lunenburg to give a presentation on their group in either September or October. Minutes: Ms. Doyle moved to approve the May 13, 2013 COA minutes. Ms. Brown seconded. On vote, motion carried, 8 in favor, 0 opposed. Mr. Lincoln questioned Ms. Doherty on the change of protocol with the minutes, especially the use of proper titles and surnames. Ms. Doherty replied that she has been the Selectmen's Minute Recorder since March of last year and decided that she would record the COA minutes, the same as the Selectmen's, because it is a cleaner and more professional way to do so. Director's Report 1.Finance/Informational Report : None Ms. Noble reported on the following: Meal Site worker Joanne Brazell has passed her Serve Safe Certification course and Ruth Swiecicki will be renewing hers next spring. Ms. Noble will be increasing the Meal Site workers hours by 1 hour each day next fiscal year. The food service program offering the soup & sandwiches on Mondays has been very successful. The salad bar on Thursdays is also extremely popular. The MOC cold meal alternative and regular MOC ===PAGE 2=== some of the clients in attendance were being rude to another participant and that she could come back to do a "Bullying" program sometime in the future. A "Code of Conduct" was developed by researching other senior centers and pulling sections from them. All program participants were asked to review, sign, and return the Code of Conduct to the office to be kept on file at the senior center. One of the out of town clients became incensed when she was asked to sign the document and refused to do so. After Ms. Noble spoke to her in the office and explained the reasoning for this, she apologized and signed the document. COA board members were asked to review the "Code of Conduct" and make changes to be voted on at the next COA meeting. Ms. Noble was appointed by the Selectmen to serve on the Memorial Day Committee. There were over 120 people in attendance at the Memorial Day Service/Collation. It is her desire not to be placed on this committee next year but the Eagle House will still be offered as a venue for the collation for this The Board of Selectmen had requested that a member of the COA sit on the newly developed Building Reuse Committee. This Committee will be charged with looking at empty Town buildings and deciding what the best option would be for them whether it be sold, torn down, rented, or have other Town departments move into them. Ms. Noble recommended that Deb Seeley be the COA representative to this committee. Ms. Seeley stated that she formerly served on the Planning Board, Finance Committee and the Center Reuse Commission. She feels that the senior population needs representation and will serve on the Building Reuse Committee. Ms. Doyle moved to recommend Ms. Seeley as the COA representative to the Lunenburg Building Re- Use Committee. Ms. O'dea seconded. On vote, motion carried, 8 in favor, 0 opposed. The Eagle Heights project at the old primary school is still looking for funding. Federal funding is no longer available for this project and they are now looking for State funding for the project. The MART (Montachusett Regional Transit Authority) Representative from Lunenburg has stepped down and the Town Manager requested that a member of the COA take his place. This will be discussed again at the August COA meeting. Old Business 1. COA BBQ/Volunteer Recognition Ceremony: The date for the COA BBQ/Volunteer Recognition Ceremony will be held on the first Tuesday in August which will be 8/6/13. The Fire Department has agreed to cook the food and the Eagle House Supporters Inc. will pay for the food. COA members were asked to volunteer and both Meal Site workers will be on duty this day. New Business 1. Election of Officers Chairman/Vice Chairman for FY14: Mr. Lincoln moved to elect Mary Lynn Conrad as COA Chairman and Barbara Brown as COA Vice Chairman for a 1 year term beginning on July 1, 2013. Ms. Doyle seconded. On vote, motion carried 8 in favor, 0 opposed. ===PAGE 3=== MIS. seconded. On vote, motion carried, 8 in favor, 0 opposed. Sub-Committee Reports/Minutes - Finance, Board Development, Advocacy, ByLaw, Director's Evaluation 1. Vote to Accept all COA end of year sub-committee reports: End of year reports were submitted & read to the board by the Board Development, Finance, and ByLaw Committees. (see attached) Ms. Doyle moved to accept the end of year reports from the Board Development, Finance, & ByLaw Committees. Ms. Brown seconded. On vote, motion carried, 8 in favor, 0 opposed. No Advocacy Committee or Director's Evaluation reports were given. Correspondence A letter from the Lunenburg Friendly Seniors was read requesting the use of the Eagle House for their Fall Fair on October 19, 2013 from 8AM-4PM. Mr. Lincoln moved to approve the request of the Lunenburg Friendly Seniors building use on October 19, 2013 from 8AM-4PM. Ms. Seeley seconded. On vote, motion carried, 8 in favor, 0 opposed. General Discussion Ms. Conrad spoke to thank the COA members who were leaving; Pete Lincoln, Fred Crellin, & Sis Montouri. She read poems that she had written for each member to the board. She also thanked the entire COA board for a wonderful year and she looks forward to FY14. Adjournment Ms. Doyle moved to adjourn the COA meeting. favor 0 opposed. Meeting adjourned at 10:50AM Ms. Brown seconded. On vote motion carried, 8 in Respectfully Submitted, Susan Doherty, Administrative Assistant Lunenburg Council on Aging ===PAGE 4=== total. Ms. Whitney Lacka of Reservoir Road Mrs. Connie O'Dea of Pratt Street. Therefore, we will conclude the year with a plenary membership of the COA. It should however be noted, that three of the current members have reached the end of two three year terms, and two of those have indicated that they are not likely to be requesting a waiver of the town term limits requirement. It would behoove the membership at large to continue to enlist interested and capable parties into the COA fold for the upcoming year. The Board Development Committee recommends the following slate of officers for the 2013-2014 year. Mary Lynn Conrad, Chairperson Barbara Brown, Vice Chairperson Respectfully submitted, Jim Hays Sis Montuori Pete Lincoln, Chairman ===PAGE 5=== The COA Finance Committee met this year in December and January. We discussed the responsibilities of the committee (p. 4 of the by-laws). Doreen Noble presented the committee with a copy of the FY14 Budget Instructions. She had been asked to prepare two budgets: a Target budget (level funded plus contractual salary increases) and an Above Target budget (level service). We discussed the two budgets. Members of the committee suggested that the Target budget add $100 to the line item for office equipment maintenance, and that $100 be subtracted from the sewer line item. It was also suggested that the Above Target budget add $250 for programs, $400 for training and $180 for office equipment maintenance. Respectfully submitted, Deb Seeley Jane Doyle Jim Hayes Fred Crellin, Chairman ===PAGE 6=== Brown in attendance. The board members received the proposed changes on 1-15-13. Members reviewed these changes and presented corrections and additions at the February meeting. Barbara Brown made all the corrections and the Board voted approval on 3-12-13. The Administrative Assistant made all necessary changes and presented a new set of By-Laws to all Board Members on 5-14-13. See attached copy. Respectfully Submitted Barbara Brown Barbara Brown Chairman ===PAGE 7=== COA voted approval on 3-12-13 of the following changes: #1. Article IV - Membership CHANGE Section 11: Relationship of Membership and staff In the heading, CHANGE THE S IN STAFF TO A CAPITAL S. Section 12: Non-COA Members CHANGE Line 2 - Friends of the Eagle House Inc., to read - Eagle House Supporters Inc., #2. Article V - Meetings Section 4: Open Meeting Law -change to Agenda Posting ADD Line 2 After Massachusetts General Laws G.L, c30A,SS18-25 as tollows: Requirements for posting notice of meetings: Except in cases of emergency, a public body must provide the public with notice of its meeting 48 hours in advance, excluding Saturdays, Sundays and legal holidays. Notice of emergency meetings must be posted as soon as reasonably possible prior to the meeting. Also note that others laws, such as those governing procedures of public hearings, may require additional notice. Information required to appear in notice: Meeting notices must be posted in a legible, easily understandable format; contain date, time and place of the ===PAGE 8=== up after posting-but before the meeting convenes. F.Y.I. Information obtained from Open Meeting Law Guide Version 2-10-12. Use this version for any other questions. #3. Article VIII - Committees Section 1: Committees RETYPE ENTIRE SECTION 1 Section 1: General Considerations - Each member shall serve on at least one standing committee, as described in Section 2, below. All committees shall be formed and a Chairperson designated for each committee at the first meeting of the COA in the New Fiscal (August Meeting). Each Chairperson will be responsible for posting and conducting each meeting in compliance will the provisions of Chapter 39, Section 23B, of the Massachusetts General Laws. (See Article V- Section 4 of these By-Laws). All Chairpersons are responsible for submitting all meeting minutes and agendas to the Administrative Assistant. Prior to the first meeting of the New Fiscal Year, the Outgoing Chairperson shall be responsible for all activities of their specific committees. Section 2: Standing Committee RETYPE ===PAGE 9=== 2. Present recommendation of BY-Law changes to COA Members for review (acceptance of changes are to be voted on at the next COA meeting). ADD 3. Request approval of all new By-Law changes that were presented at previous meeting. CHANGE #3 TO #4 to read as follows-Complete "By Law Change Form " and present them to the Administrative Assistant for typing and present each C.O.A. member with a new copy of the By-Laws. signed Barbara Brown Chairperson of COA By-Law Committee ===PAGE 10=== By-Laws Revised 5/2013 ===PAGE 11=== ARTICLE I - MISSION/PURPOSE The Mission of the Lunenburg Council on Aging is to advocate for improved quality of life for all seniors through supportive services, programs and education. ARTICLE HI - OFFICE The principle office shall be located at the Eagle House Senior Center, 25 Memorial Drive, Lunenburg. Massachusetts. ARTICLE IV - MEMBERSHIP Section 1: Number of Members - The COA shall consist of 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) Section 2: Term of Appointment - Terms shall be for three years or, in the case of a vacancy, any portion of an unexpired term. Section 3: Term Limits - Length of time to be served shall be in keeping with the Term Limits Policy as adopted by the COA. This policy may be waived by vote of the COA. TERM LIMITING POLICY: Council on Aging members appointed by the Board of Selectmen shall not serve more than two terms in succession, plus any portion of an unfilled term, effective with the completion of current terms. In this instance, a member who has already served for two terms will not be eligible for reappointment at the completion of that member's present term. There shall be at least one-year hiatus prior to reappointment after the second three-year term is served. Section 4: Composition of Membership - Members shall reflect the makeup of the community at large and shall be composed of at least 51 percent of persons sixty years of age and over. Section 5: Office Holding Rights - All members of the Council on Aging are eligible to serve as officers. Section 6: Voting Power - All members shall have the same right to vote on all issues. Section 7: Resignation - Members appointed by the Board of Selectmen shall resign in writing to both the Board of Selectmen and the COA. Section 8: Attendance - Regular attendance is expected of all members. In the event of absence for three consecutive meetings, except for reasons of health or extenuating circumstances as duly reported to the Chair in advance of a meeting, the COA may request resignation of that member through the appointing authority. 1 ===PAGE 12=== Section 12: Non-COA Members - Non-COA persons may be appointed as representatives to such. organizations or boards as the Supporters of the Eagle House Inc., Pearl Brook Housing Tenants Association, Lunenburg Housing Authority, or other similar groups. These members will be allowed to participate in COA meetings without voting rights or the right to hold office. Section 13: Honorary Member - On the recommendation of the Board Development Committee and accepted by the Board, individuals who have contributed their time and outstanding services to the COA may be selected at the annual meeting in June to serve as honorary members of the COA. These individuals may attend meetings and be allowed to participate in the COA meetings without voting rights or the right to hold office. ARTICLE V - MEETINGS Section 1: Regular Meetings - Regular meetings shall be held on the second Tuesday of each month. If a regular meeting is postponed, for any reason, that meeting will be held on the following Tuesday. Section 2: Special Meetings - Special Meetings may be called at any time by the Chair or by the majority of the COA. Section 3: Annual Meeting - The annual meeting shall be held at the regularly scheduled meeting in the month of June for the purpose of electing officers and the presentation of an annual report of the Chairman, Director, and committees as specified by the Chairman. Section 4: Agenda Posting. - All meetings shall be posted and conducted in compliance with the provisions of the Chapter 39, Section 23B, of the Massachusetts General Laws. "Except in cases of emergency, a notice of every meeting of any government body shall be filed with the clerk of the city or town in which the body acts, and the notice or a copy thereof shall, at least forty-eight hours, including Saturdays but not Sundays and legal holidays, prior to such meeting, be publicly posted in the office of such clerk or on the principal official bulletin board of such city or town." Section 5: Quorum - The presence of a simple majority of the total membership shall be necessary and sufficient to constitute a quorum for the transaction of business. Votes shall be cast only by members in attendance. Section 6: Conduct of Meetings - All meetings shall be conducted in accordance with Robert's Rules of Order. ARTICLE VI - OFFICERS Section 1: Officers - The officers shall consist of a CHAIR and VICE CHAIR elected by the members. 2 ===PAGE 13=== Section 5: Duties of Officers - (a) CHAIR - The Chair shall be the chief executive officer and, subject to the direction of the COA, shall have charge of business affairs and property. The Chair shall prepare an agenda for meetings in conjunction with the Director, preside at meetings, nominate all committees, orient new members with the Director, and be an ex-officio member of all committees. The Chairman or designee shall ensure that each member be provided a copy of the so-called Open Meeting Law as required by state statutes. (b) VICE CHAIR - During the absence or disability of the Chair, the Vice Chair shall exercise all the functions of the Chair and, when so acting, shall have all the powers and be subject to all the restrictions of the Chair. ARTICLE VII - STAFE Section 1: Employment - The COA may appoint such clerks and other employees as it may require, with the approval of the Town Manager and the ratification of the Board of Selectmen. Section 2: Selection - The Director is authorized to screen and recommend appointment of staff candidates to the COA for final recommendation to the Town Manager and the Board of Selectmen. Section 3: Vacancies - Vacancies shall be filled in accordance with municipal practices and procedures. ARTICLE VIlI - COMMITTEES Section 1: General Considerations — Each member shall serve on at least one standing committee, as described in Section 2, below. All committees shall be formed and a Chairperson designated for each committee at the first meeting of the COA in the new fiscal year (August Meeting). Each Chairperson will be responsible for posting and conducting each meeting in compliance with the provisions of Chapter 39, Section 23B, of the Massachusetts General Laws. (See Article V-Section 4 of these By-Laws.) All Chairpersons are responsible for submitting all Agendas and Meeting Minutes to the COA Administrative Assistant. Prior to the first meeting of the new fiscal year, the outgoing Chairperson shall be responsible for all activities of their specific committees. Section 2: Standing Committees - Standing Committees shall consist of ADVOCACY, BOARD DEVELOPMENT, FINANCE, DIRECTOR'S EVALUATION and BY-LAW. (a) BOARD DEVELOPMENT - Responsibility to include: 1. Recruitment of new Board members. ===PAGE 14=== 4. Participate in budget hearings before town authorities. (c) DIRECTOR'S EVALUATION - Responsibility to include: Conduct 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. (d) BY-LAW - Responsibility to include: 1. Yearly review of the By-Laws. 2. Present recommendation of By-Law changes to the COA members for review (acceptance of changes are to be voted on at the next COA meeting) 3. Request approval of all new By-Law changes that were presented at previous meeting. 4. Complete "By-Law Change Form" and present it to the COA Administrative Assistant for typing and present each COA member with a new copy of the By-Laws. (e) ADVOCACY - Responsibility to include: 1. Educate decision makers about what we do and can do for elders by raising public awareness. 2. Actively support any elder issues. 3. Uphold the tenets of the Council on Aging Mission Statement. 4. Actively meet with other organizations, departments, and agencies in promoting the mission statement. 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. Section 4: Liaisons - Representatives of community or area organizations may be selected by the COA to serve on an annual basis and to report as necessary to the COA board. ARTICLE IX - AMENDMENTS Amendments or alterations of these By-Laws may be considered at either a regular or special meeting. In either case, notification of the meeting and its purpose shall be given at least 14 days prior to the assembly. The notice shall include a summary of the proposed action, the full text of the proposed amendment or alteration, and a statement of the purpose of the proposed change. The proposed amendment must be approved by majority vote and will take effect immediately, unless otherwise so noted. ARTICLE X - OTHER PROVISIONS Section 1: Establishment of Policy or Procedures - The COA may establish policy or procedure according to the following guidelines: 4 ===PAGE 15=== ARTICLE XI - EFFECTIVE DATE The effective date of these By-Laws shall be the date on which the By-Laws were approved by an affirmative vote of no fewer than two-thirds of the members present and shall replace any by-laws previously adopted. These 1y Laws were approved on Its 14. Whutiny, Vicha 8.932 Joy're bases olesaberteR Montessi Have tayle 3. eral y declly Janu Way - Revised May 2013 ===PAGE 16=== the board accepts the responsibility for the major long term decisions affecting the Council on Aging and the operation of the Eagle House Senior Center. Specific Functions and Responsibilities 1o: 1. Advocate for elders. 2. Collaborate with the Director in order to promote and support all programs which will enhance the life of elders in the community. 3. Cooperate with the Commonwealth of Massachusetts and be alvare of State and Federal regulations concerning funding information, exchanges, and program planning which exist in the elder network. 4. Educate and enlist community support and participation of all citizens concerning the needs of the elderly. 5. Attend an orientation session as a new Board member and participate in ongoing orientation sessions as part of regular Board meetings. 6. Attend required meeting; prolonged or unexcused absences could result in removal from the Board. 1. Attend area, regional or state programs and sessions which provide information and education on elder issues whenever possible. 8. Serve on at least one committee as assigned by the Chairman. 9. Make no written or oral representations for the Council, except as authorized by Council vote. 10. Make no requests of staft or assign duties to staff. 11. Assist in the recruitment of new Board members. 12. Attend Annual Town Meeting sessions as a representative of the Council on Aging whenever possible. ======================================================================================== DOCUMENT : 2013-08-13-agenda-1818.txt BOARD : council-on-aging DATE : 2013-08-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-08-13-agenda-1818.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08132013-1818 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA August 13, 2013 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. Recreation Area Behind Eagle House 2. Building Re-Use Committee 3. MART Representative NEW BUSINESS 1. 5 Year Plan for Municipality – Marion Benson, Pl anning Director 2. Volunteer Recognition Report 3. FY13 Budget Report 4. FY14 Budget SUB-COMMITTEE REPORTS /MINUTES – Finance, Board Development, Advocacy, ByLaw, Director’s Evaluation 1. Reorganize Sub-Committees CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING September 10, 2013 ======================================================================================== DOCUMENT : 2013-08-13-minutes-1818.txt BOARD : council-on-aging DATE : 2013-08-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-08-13-minutes-1818.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08132013-1818 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at the 9/10/13 COA Meeting August 13, 2013 Present: Mary Lynn Conrad, (Chairperson), Barbara B rown (Vice-Chairperson), Doreen Noble (Director), Jane Doyle, Connie O’Dea, Joyce Wass. Excused: Deb Seeley, Whitney Lacka, & Sue Doherty (Admin. Asst.) Guest: Marion Benson, Director Lunenburg Planning Board, Lloyd Carlson (Supporters of Eagle House), Tony and Shirley Bertoni, Judy Tarbell, (Pe rspective COA Board Members), Karen Menard (FinCom), and Brook Hansel (Student). Welcome: Ms. Conrad (Chairperson) opened the meeting at 10:30AM. She welcomed and introduced all in attendance. Minutes: It was noted to correct New Business minutes to r ead – Barbara Brown as COA Vice Chairperson instead of Joyce Wass. Ms. Doyle moved to approve the June 11, 2013 minute s, with correction. Ms. Wass seconded. On vote, motion carried, 5 in favor, 0 opposed. 5 Year Plan for Municipality – Marion Benson, Plann ing Director: Ms. Benson passed out a Citizens Survey for the Lunenburg Master Plan notin g that this survey was a sample and not the final draft. A computerized program “Survey Monkey” will be used to collect information from residents and business owners of Lunenburg that are concerned with the future of Lunenburg. Ms. Benson noted that Lunenburg is known for its agricultural and rural atmosphere. The survey will give all citizens (including senior citizens who are sometimes overlooked) their chance to have their views and concerns considered when decisions are made about our commun ity. Things such as open spaces, historical sites, outdoor activity areas, housing, conservatio n and any businesses such as Pharmaceutical Centers or anything else that may be addressed in the future will be covered. All future changes for the Town must be considered ahead of time in order to b e incorporated into the Capital Planning Budget. Ms. Benson stated that she would be glad to give a presentation at the Senior Center and help in any way that she can with completing the survey. The COA Board thanked Ms. Benson for her presentation. Director's Report 1. Finance/Informational Report: No official report was presented. Ms. Noble explai ned that $8500 for Utilities has been transferred to the Public Wo rks budget from the COA budget and will be paid though their account in the future. Faith Anderson has returned and the Outreach program is going well. Farmer’s Market Coupons have been distributed to 50 seniors and MOC Nutrition will give us any leftover coupons for distribution. Dave Berthiaume continues to bring day old bakery products to the Eagle House to be given away to the senior citizens. ===PAGE 2=== Ms. Noble stated that 37% of Lunenburg’s residents are now 60 years of age or older and an increase in people means an increase in funds from the State. When Ms. Noble started as Director, State funding was $10,500 and is now $16,800. As of October 1 st there will be a Breakfast Program introduced at the senior center from 8:30-9:30AM. The final dollar amount for this program may be $1 to $1.25, but has not been set yet. Fee will be underwritten by Formula Grant. The Pancake Breakfast is still well attended and the Monday Soup & Sandwich lunch as well as the Thursday Salad Bar are very successful. The Eagle House had a bat loose in the center but this has been dealt with. Old Business 1. Recreation Area Behind Eagle House: Dave MacDonald communicated to Ms. Noble that a gro up of volunteers would like to set up a Bocci Court on the lawn behind the senior center in honor of Mari o Patacchiola. Ms. Noble said that some of these funds could come out of the FY13 budget. 2. Building Re-Use Committee: Ms. Noble read a report from Deb Seeley, our COA Re presentative to the Building Re-Use Committee. Ms. Seeley liste d the names of people on the committee and that some thoughts were of refurbishing the Passios Building for Town Offices. Different uses of the Brooks House were also discussed. 3. MART Representative: Continued to September meeting. New Business 1. 5 Year Plan for Municipality – Marion Benson, Pl anning Director: Discussed out of order after Minutes. 2. Volunteer Recognition Report: Ms. Noble reported that volunteers have logged clos e to 3000 hours of service to the Senior Center. The Firemen cooked the burgers until they were called out for a fire, then the Police came to replace them. Marion J. Brandt was recognized posthumously for her many years of service. 3. FY13 Budget Report: There is a surplus from the FY13 budget of 98 cents. 4. FY14 Budget: The FY14 budget is commencing and the Formula Grant is being worked on. Sub-Committee Reports/Minutes – Finance, Board Deve lopment, Advocacy, ByLaw, Director’s Evaluation 1. Reorganize Sub-Committees: Tabled to September meeting. The COA board discussed if the Advocacy Committee h ad presented a year-end report for FY13. This will be investigated further. Ms. Noble questioned if the Director’s Evaluation Committee was omitted. Ms. Doyle replied that that the committee did not do one in FY13. Correspondence : Ms. Conrad read a thank you note from Ms. Montou ri and in the note she also said that it was her wish to continue doing the Christmas tree decorating. ===PAGE 3=== General Discussion: Ms. Doyle offered to lend some of her Anna Lee Dol ls to be used for decorating the senior center during the Christmas season. Ms. Conrad offered the loan of her “masks” for the Halloween season. Ms. Doyle commended Ms. Hansel for collecting food and funds for the Lunenburg Food Bank and for the many community services that she and her friend s have performed. She is considered a gifted person with drive and ambition. Ms. Conrad stated that she had Brook as a student and knew that she would always do well. Adjournment Ms. Doyle moved to adjourn the COA meeting. Ms. Wa ss seconded. On vote motion carried, 5 in favor 0 opposed. Meeting adjourned at 11:45AM Respectfully Submitted Barbara Brown Vice Chairperson Lunenburg COA ======================================================================================== DOCUMENT : 2013-09-10-agenda-1819.txt BOARD : council-on-aging DATE : 2013-09-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-09-10-agenda-1819.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09102013-1819 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA September 10 , 2013 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. Recreation Area Behind Eagle House 2. Building Re-Use Committee NEW BUSINESS 1. Recommendation New COA Board Members to Board of Selectmen SUB-COMMITTEE REPORTS /MINUTES – Finance, Board Development, Advocacy, ByLaw, Director’s Evaluation 1. Reorganize Sub-Committees CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING October 8, 2013 ======================================================================================== DOCUMENT : 2013-09-10-agenda-1820.txt BOARD : council-on-aging DATE : 2013-09-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-09-10-agenda-1820.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09102013-1820 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Amended AGENDA September 10 , 2013 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. Recreation Area Behind Eagle House 2. Building Re-Use Committee NEW BUSINESS 1. Recommendation New COA Board Members to Board of Selectmen 2. Boston Post Cane SUB-COMMITTEE REPORTS /MINUTES – Finance, Board Development, Advocacy, ByLaw, Director’s Evaluation 1. Reorganize Sub-Committees CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING October 8, 2013 ======================================================================================== DOCUMENT : 2013-09-10-minutes-1819.txt BOARD : council-on-aging DATE : 2013-09-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-09-10-minutes-1819.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09102013-1819 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at the 10/8/13 COA Meeting September 10, 2013 Present: Mary Lynn Conrad, (Chairperson), Barbara B rown (Vice-Chairperson), Doreen Noble (Director), Jane Doyle, Joyce Wass, Deb Seeley, Whi tney Lacka, Connie O’Dea, and Sue Doherty (Admin. Asst.) Guest: Lloyd Carlson (Supporters of Eagle House),Tony Bertone & Shirley Bertone, (Perspective COA Board Members), Welcome: Ms. Conrad (Chairperson) opened the meeting at 10:30AM. She welcomed and introduced all in attendance. Minutes: Ms. Doyle noted to correct a name in the August 2 013 minutes to read – Brook Hansel instead of Hannah Brooks. Ms. Doyle mentioned that Ms. Hansel was interested in Community Service work at the center and said that she had many ambitious friends that could also help out. Ms. Noble spoke to say that there was a mix up with the original meeting time which was set up with Ms. Hansel. She went on to say that MS .Hansel has no driver’s license or school I.D. which makes it difficult to CORI check and that it would be diffic ult for her to directly supervise a minor. Ms. Nob le will contact Ms. Hansel again to see what other interests she may have that would work Ms. Doyle moved to approve the August 13, 2013 minu tes, with correction. Ms. Wass seconded. On vote, motion carried, 7 in favor, 0 opposed. Ms. Noble mentioned that the Youth COA program has been put on hold due to the fact that the Director of the COA in Clinton has gone on to another place of employment. Director's Report 1. Finance/Informational Report: The Executive Office of Elder Affairs will add the Eagle House Senior Center to their list of COA Boar d Training sites on November 6, 2013. There will need to be at least 4 other COA’s in attendance for this seminar to be held. The Town Clerk’s office has been very diligent with reminding boards and committees within Lunenburg about taking the Conflict of Interest test. The Ea gle House Outreach Coordinator has completed and returned hers to their office. Ms. Noble informed the COA board that she will be a ttending the Executive Office of Elder Affairs Annual Conference from October 1 st through October 3 rd . She will also be out of the office on October 8th for carpel tunnel surgery. Ms. Noble is currently working on the Executive Off ice of Elder Affairs Annual report. She will have copies available for the COA to review when finished. The Outreach hours at the Eagle House have been inc reased to 24 hours per week with approval from the Town Manager. New hours will be Tues.-Thurs. 8 AM-4PM. This will make the Outreach position eligible for benefits. Funding of the extra hours will be made possible th rough an increase in the Formula Grant. Formula Grant funding comes from the State and is based on how many senior citizens are in a community. ===PAGE 2=== Currently Lunenburg’s population is made up of 37% over the age of 60, which is a significant increase from prior years. Kitchen staff hours will be increased from 2-4 hour s per week due to the extra time that is required i n preparing special non-MOC meals such as the salad bar and Monday’s soup & sandwich. A new breakfast program will be in effect at the Ea gle House beginning on October 1, 2013. This is a MOC Nutrition sponsored program and the suggested donation cost will be $2.25 - $3.00. A new kitchen staff person will be advertised for a t the senior center. Ms. Noble stated that the per son will not need to be Serve Safe Certified due to the fact that there are already 3 employees who have completed that course. She stressed the fact that the only time a paid kitchen staff worker will need to be certified by that program is if he/she will be serving/preparing a non-MOC meal. The DPW has trimmed back the apple tree behind the Eagle House and have cut back the overgrowth in the back area. This is all to aid in the prepar ation for the Bocci Court project which volunteers have offered to install behind the Eagle House. Capital Plan requests have been sent to all Town bo ards and Ms. Noble will submit approximately $10,000 for replacement of carpets and floor tiles at the Eagle House along with the possibility of installing a stairway between the upper and lower parking lots. Mah Jong has been added to the list of events at th e Eagle House and is played on Thursdays from 9AM-3PM. Ms. Noble discussed with the board how the awarding of the Boston Post Cane Criteria was developed in 1998. It states that the recipient must be an a ctive member of the community as well as a resident for 25 years. She asked the board if they might wa nt to change that criteria to perhaps read “15” yea rs and omit the active member of the community segment. Discussion ensued among the board members which resulted in they would like to leave the criteria the same without too much emphasis on “active member of the community”. Old Business 1. Recreation Area behind Eagle House: Lunenburg resident Dave MacDonald has been spear heading the Bocci Court project behind the Eagle Ho use. Ms. Noble reported that the Town Manager has informed her that approximately $4999.00 can be encumbered to aid with this project. Ms. Doherty will contact him to see where the timeline of this project stands. Ms. O’Dea questioned what the outcome of asking Mon ty Tech Regional High School to install stairs between the upper and lower lots was. Ms. Noble replied that Monty Tech informed her that this project would not be placed on their list of requests until the year 2016. 2. Building Re-Use Committee: Ms. Seeley reported that she has attended two meeti ngs for this committee and that their goal is to identify potent ial reuse of the Passios School building, whether i t be renovation or demolition. The Board of Selectmen i s concerned with another empty building in the Town and has charged this committee with researchin g the best way to utilize that building whether it be moving Town Offices into it, rental property or tear down. The cost to tear down that building wou ld be approximately $750,000. It had been mentioned a t a Board of Selectmen meeting that perhaps the Eagle House could move to that building but after d iscussion all are in agreement that this should not happen. This Building Re-Use Committee would like feedback from the COA on this matter. ===PAGE 3=== New Business 1. Recommendation New COA Board Members to Board of Selectmen: Ms. Doyle moved to recommend to the Board of Select men the appointment of Tony Bertone, Shirley Bertone, and Judith Tarbell to the Council on Aging Board. Ms. Seeley seconded. On vote, motion carried, 7 in favor, 0 opposed. 2. Boston Post Cane: Discussed under Director’s report. Sub-Committee Reports/Minutes – Finance, Board Deve lopment, Advocacy, ByLaw, Director’s Evaluation 1. Reorganize Sub-Committees: COA Board members discussed the reorganization of C OA Subcommittees to be as follows: Advocacy: Jane Doyle, Joyce Wass, & Whitney Lacka Finance: Deb Seely, & Connie O’Dea Board Development: Joyce Wass, Connie O’Dea ByLaw: Barbara Brown & Whitney Lacka Director’s Evaluation: Deb Seeley, Jane Doyle, & Barbara Brown If the new COA candidates are approved by the BOS, they will all be placed on subcommittees at the October meeting. Discussion ensued concerning the Director’s Evaluat ion Committee. Board members felt it was not necessary to do an evaluation on a yearly basis but would like to incorporate Director’s goals into th e evaluation in some way. Subcommittees discussed setting meeting dates as follows: Director’s Evaluation – October 8 th at 9:30AM Advocacy – October 1 st at 9:30AM Finance – October 8 th at 11:45AM Agendas will be sent to the Town Clerk for posting. Correspondence : A request from Montachusett Home Care was read as king for a volunteer to sit on their Board of Directors. General Discussion: Ms. Seeley requested information for viewing the C OA newsletter online. Ms. Doherty will contact the publisher, Liturgical Press, for that information. Adjournment Ms. Doyle moved to adjourn the COA meeting. Ms. La cka seconded. On vote motion carried, 7 in favor 0 opposed. Meeting adjourned at 11:55AM 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 Lunenburg Lunenburg Lunenburg COA COA COA COA ===PAGE 4=== ======================================================================================== DOCUMENT : 2013-10-01-agenda-1821.txt BOARD : council-on-aging DATE : 2013-10-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-10-01-agenda-1821.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10012013-1821 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Advocacy Committee AGENDA October 1, 2013 ~ 9:30AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – 1. General Discussion 2. Election of Officers for Advocacy Commit tee ADJOURNMENT ======================================================================================== DOCUMENT : 2013-10-08-agenda-1822.txt BOARD : council-on-aging DATE : 2013-10-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-10-08-agenda-1822.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10082013-1822 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA October 8 , 2013 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. Recreation Area Behind Eagle House 2. Building Re-Use Committee 3. Boston Post Cane 4. COA Board Training 11/6/13 @ Eagle House 9:15AM NEW BUSINESS 1. Eagle House Building Use 2. COA Policies & Procedures SUBCOMMITTEE REPORTS /MINUTES – Finance, Board Development, Advocacy, ByLaw, Director’s Evaluation 1. Add New Board Members to Subcommittees 2. Reminder of Subcommittee Minutes & Agenda Submit tals CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING November 12, 2013 ======================================================================================== DOCUMENT : 2013-10-08-agenda-1823.txt BOARD : council-on-aging DATE : 2013-10-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-10-08-agenda-1823.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10082013-1823 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Director’s Evaluation Committee AGENDA October 8, 2013 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – 1. General Discussion 2. Election of Officers for Director’s Evaluation Committee ADJOURNMENT ======================================================================================== DOCUMENT : 2013-10-08-agenda-1824.txt BOARD : council-on-aging DATE : 2013-10-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-10-08-agenda-1824.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10082013-1824 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Finance Committee AGENDA October 8, 2013 ~ 11:45AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – 1. General Discussion 2. Election of Officers for Finance Committ ee ADJOURNMENT ======================================================================================== DOCUMENT : 2013-10-08-minutes-1822.txt BOARD : council-on-aging DATE : 2013-10-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-10-08-minutes-1822.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10082013-1822 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at the 11/12/13 COA Meeting October 8, 2013 Present: Mary Lynn Conrad, (Chairperson), Barbara B rown (Vice-Chairperson),Jane Doyle, Joyce Wass, Deb Seeley, Connie O’Dea, Shirley Bertone, To ny Bertone, Judy Tarbell and Sue Doherty (Admin. Asst.) Excused: Doreen Noble (Director) Absent: Whitney Lacka Guest: Lloyd Carlson (Supporters of Eagle House), & Karin Menard (Lunenburg Finance Committee) Welcome: Ms. Conrad (Chairperson) opened the meeting at 10:31AM. She welcomed and introduced all in attendance. Minutes: Ms. Seeley moved to approve the minutes of the Se ptember 10, 2013 COA meeting. Ms. Brown seconded. On vote, motion carried, 9 in favor, 0 opposed. Director's Report 1. Finance/Informational Report: Ms. Noble was out on short term medical leave and M s. Conrad read a prepared report from the Director to the board. (See attached). Old Business 1. Recreation Area behind Eagle House: Ms. Doherty contacted Dave MacDonald for an update which the COA board had requested at the last meeti ng concerning the Bocci Court construction behind the Eagle House. Mr. MacDonald replied via email that this had been forwarded to the Jack Rodriquenz, DPW Director and as of this meeting, there has been no response from Mr. Rodriquenz. 2. Building Re-Use Committee: Ms. Seeley updated the COA board on the progress of the Building Re-Use Committee. She said that the committee would like a letter from the COA board explaining why they feel that no change or move is needed at the E agle House. Ms. Seeley suggested that Ms. Noble should prepare a letter for the next COA meeting li sting the many functions/activities that the Eagle House is used for, which can be passed on to the Building Re-Use Committee. 3. Boston Post Cane: Tabled until the November COA meeting. 4. COA Board Training 11/6/13 @ Eagle House 9:15AM: Board members were reminded about the 11/6/13 COA Board Training being held at the Eagle House. Lunenburg COA board members will be supplying baked goods for the morning portion of the meeting. All were encouraged to attend. New Business 1. Eagle House Building Use: Ms. Doherty spoke to clarify the building use poli cy of the Eagle House Senior Center. The past practice of using the older section of the Eagle House by private businesses to conduct classes, have meetings, etc… was that an al arm/building key could be picked up at the Public Safety Building, after a room fee was paid to the T own for building use, and returned to the Public Safety Building the same evening. Room rental for the newer section is a higher rate, and a janitoria l fee must also be paid for the opening and closing of the building due to the fact that the alarm system is different. ===PAGE 2=== Unfortunately since the dispatch station at the Public Safety Building is no longer manned, this makes it impossible for private entities to use the older section. If it were a Town Committee or Board requesting use of either section of the Eagle House, arrangements can be made to have a Town employee as sociated with that entity retrieve keys/alarm code to enter the building, after which they are re sponsible for returning the keys the next day. The COA does not allow a private entity access to the b uilding code or loan out the keys to people other than Town Employees for liability reasons. Recently there had been a request from an outside b usiness to use the Eagle House for a yoga class after hours. The Eagle House, both rooms, can be u sed by outside agencies after hours if the person requesting it pays for the room usage along with a janitorial fee for opening and closing of the build ing, particularly if the business is a profit making enterprise. 2. COA Policies & Procedures: Ms. Doherty informed the board that upon review of the COA Policies & Procedures she suggested to Ms. Noble that they b e brought up to date. This will be a lengthy process and Ms. Noble agreed that this is a task th at needs to be done. A copy of the current COA Policies & Procedures will be given to COA members for review at the next meeting. Sub-Committee Reports/Minutes – Finance, Board Deve lopment, Advocacy, Bylaw, Director’s Evaluation Ms. Brown moved to accept the 4/6/2013 Advocacy Com mittee minutes. Ms. Doyle seconded. On vote, motion carried 9 in favor, 0 opposed. Ms. Conrad mentioned that after reviewing the Advocacy Committee minutes she wanted to remind that committee that their charge was to advocate for eld er issues and that fundraising, although commendable, is not a function of the COA. 1. Add New Board Members to Subcommittees: COA Board members discussed the reorganization of COA Subcommittees to be as follows: Advocacy: Joyce Wass, Whitney Lacka, Shirley Bertone, & Tony Bertone Finance: Deb Seeley, Connie O’Dea, Shirley Bertone, Tony Bertone, & Judy Tarbell Board Development: Joyce Wass, Connie O’Dea, Judy Tarbell, & Barbara Brown Bylaw: Barbara Brown, Whitney Lacka, Jane Doyle, & Deb Seeley Director’s Evaluation: Deb Seeley, Jane Doyle, & Barbara Brown Reminder of Subcommittee Minutes & Agenda Submittal s: Ms. Doherty reminded all COA subcommittees that minutes and agendas need to be p osted in a timely manner. A copy of the Open Meeting Law regarding agenda and minute postings was distributed to the board for review. Discussion ensued regarding subcommittee minute approvals/acceptance. Clarifications will be sought from the Town Clerk regarding this issue. Ms. Brown suggested that all COA subcommittees follow a template/form for conducting their meetings, similar to the one she developed and uses for the Bylaw Subcommittee. Board members discussed new board member orientatio n meetings which in the past happened each time a new member was appointed to the COA with the Director and the Chair. It was discussed that perhaps another subcommittee should be formed to aid with this procedure. Correspondence : Ms. Conrad read a note which was sent by Ms. Nobl e to the Women’s Club congratulating them on their 100 th Anniversary. Ms. Noble was unable to attend this celebration due to prior commitments. ===PAGE 3=== General Discussion: There will be a free breakfast at the Eagle House on October 30 th from 8:30AM – 10:30AM. The School Building Committee will be added to the November COA agenda where they will present plans for the proposed new Middle/High School. Ms. Conrad and Ms. Brown both received notice that it was time to take the Conflict of Interest test again. Ms. O’Dea questioned if anyone had come forward fro m the COA board to voluntarily sit on the Montachusett Home Care Board of Director’s. Ms. Doherty replied that nobody had come forward. Adjournment Ms. Wass moved to adjourn the COA meeting. Ms. Brown seconded. On vote motion carried, 9 in favor 0 opposed. Meeting adjourned at 11:45AM Upcoming Meetings November 12, 2013 December 10, 2013 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 COA Lunenburg COA Lunenburg COA Lunenburg COA ======================================================================================== DOCUMENT : 2013-10-08-minutes-1824.txt BOARD : council-on-aging DATE : 2013-10-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-10-08-minutes-1824.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10082013-1824 ======================================================================================== ===PAGE 1=== Finance Subcommittee Minutes Approved at 11/4/2013 Finance Subcommittee Meeting Minutes Accepted by COA at 11/12/13 Meeting Minutes Town of Lunenburg Council on Aging Finance Committee A meeting of the Council on Aging (COA) Finance Committee was held on Tuesday, October 8, 2013 at 11:45 a.m. at the Eagle House Senior Center. Present were committee members Deb Seeley, Shirley Bertone, Tony Bertone, Connie O'Dea, and Judy Tarbell. Ms. Seeley gave a brief overview of the COA Finance Committee's role in the preparation of the COA Annual Budget and suggested that a next meeting be schedule with Doreen Noble, COA Executive Director, for the purpose of further explanation of the budget and the timeline required by the Town Manager. The Committee had a brief discussion about the organization of the Committee and will nominate & elect a Chair and Vice-Chair at it's next meeting. The next meeting of the Finance Committee will be held on Monday, November 4, 2013 at 9:00 a.m. At the Eagle House. Ms. Seeley will submit the meeting agenda to Sue Doherty for posting of the meeting. The meeting adjourned at 12:00 p.m. Respectfully submitted, Deborah J. Seeley Member, Finance Committee ======================================================================================== DOCUMENT : 2013-11-04-agenda-1825.txt BOARD : council-on-aging DATE : 2013-11-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-11-04-agenda-1825.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11042013-1825 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Director Evaluation Committee AGENDA November 4, 2013 ~10:00 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 CURRENT BUSINESS 1. Council on Aging Director Job Description (3/13/ 12) 2. Council on Aging Director Job Evaluation (3/13/1 2) 3. Minutes ADJOURNMENT ======================================================================================== DOCUMENT : 2013-11-04-agenda-1826.txt BOARD : council-on-aging DATE : 2013-11-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-11-04-agenda-1826.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11042013-1826 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING FINANCE COMMITTEE AGENDA November 4, 2013 ~ 9:00 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 CURRENT BUSINESS 1. Finance Committee Organization for 2013/2014 2. Review of Annual Budget Process & Timeline 3. Minutes ADJOURNMENT ======================================================================================== DOCUMENT : 2013-11-12-agenda-1827.txt BOARD : council-on-aging DATE : 2013-11-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-11-12-agenda-1827.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11122013-1827 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA November 12, 2013 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report 2. MCOA Report OLD BUSINESS 1. MCOA Board Training 2. Boston Post Cane 3. Building Re-Use Committee 4. COA Policies & Procedures 5. Recreation Area behind Eagle House NEW BUSINESS 1. School Building Committee 2. “Senior Center” Name Change SUB-COMMITTEE REPORTS /MINUTES 1. Subcommittee Minutes & Agenda Submittals CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING December 10, 2013 ======================================================================================== DOCUMENT : 2013-11-12-agenda-1828.txt BOARD : council-on-aging DATE : 2013-11-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-11-12-agenda-1828.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11122013-1828 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Board Development Committee AGENDA November 12, 2013 ~ 9:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS – 1. Selection of Officers 2. Minutes 3. Discussion ======================================================================================== DOCUMENT : 2013-11-12-agenda-1829.txt BOARD : council-on-aging DATE : 2013-11-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-11-12-agenda-1829.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11122013-1829 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Revised AGENDA November 12, 2013 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report 2. MCOA Report OLD BUSINESS 1. MCOA Board Training 2. Boston Post Cane 3. Building Re-Use Committee 4. COA Policies & Procedures 5. Recreation Area behind Eagle House NEW BUSINESS 1. School Building Committee 2. “Senior Center” Name Change SUB-COMMITTEE REPORTS /MINUTES 1. Joint meeting with COA Finance Committee 2. Subcommittee Minutes & Agenda Submittals CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING December 10, 2013 ===PAGE 2=== ======================================================================================== DOCUMENT : 2013-11-12-minutes-1827.txt BOARD : council-on-aging DATE : 2013-11-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-11-12-minutes-1827.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11122013-1827 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at the 12/10/2013 COA Meeting November 12, 2013 Minutes Amended at the 3/11/2014 COA Meeting Present: Mary Lynn Conrad, (Chairperson), Barbara B rown (Vice-Chairperson), Doreen Noble (Director), Jane Doyle, Joyce Wass, Deb Seeley, Connie O’Dea, Whitney Lacka, Shirley Bertone, Tony Bertone, Judy Tarbell and Sue Doherty (Admin. Asst.) Guest: Karin Menard (Lunenburg Finance Committee), Pete Lincoln, Loxi Calmes, (School Superintendent), and Mike Mackin (Chair School Building Committee) Welcome: Ms. Conrad (Chairperson) opened the meeting at 10:30AM. Minutes: Ms. Doyle moved to approve the minutes of the Oct ober 8, 2013 COA meeting. Ms. Seeley seconded. On vote, motion carried, 9 in favor, 0 opposed. Director's Report 1. Finance/Informational Report: Ms. Noble reported that the COA has used approximately 40.9% of its FY14 budget which leaves a remainder of approximately $62,106.00. Ms. Noble will be meeting with the Capital Planning Committee on 11/13/2013 where they will discuss floor replacement in the older section of the Eagle House along with carpet replacement and replacement of air conditioning units. Ms. Noble was scheduled to meet with the Town Manag er concerning her evaluation but that meeting had been cancelled. Meal Site Coordinator Ruth Swiecicki has left for F lorida and will not be back until late spring of 20 14. Ms. Noble has hired a “Dietary Assistant” to work a t the Meal Site 2 days per week. Salary for this position will be paid out of the Formula Grant. 2. MCOA Report: Ms. Noble reported on the MCOA (Massachusetts Councils on Aging) Conference which she had attended in October. Programs she attended were as follows: *Understanding, Approaching, and Helping the Human Behind the Hoard *Creating the Next Generation of Senior Centers: A Strategy Guide for All of Us *Hidden Hunger among Our Senior Citizens *360 Service Package in Senior Centers Old Business 1. MCOA Board Training: MCOA held a Regional Board Training at the Eagle Ho use on 11/6/2013 which was facilitated by Emmett Schmarsow from Executive Office of Elder Affairs. Ms. Conrad commented on the training saying that it was good to get input from other COA’s in the area and she enjoyed Mr. Schmarsow’s comments. Ms. Doyle mentioned that Mr. Schmarsow said that he believes that COA Accreditation is a waste of time but feels that the Director Certification is a good thing to do. 2. Boston Post Cane: Ms. Noble reported that according to Town records, Ms. Marion Pepin will be the next recipient of the Boston Post Cane. The no tification process has not begun as of yet and will begin in December. ===PAGE 2=== 3. Building Reuse Committee: Ms. Seeley reported that she had met with the COA D irector and assisted her with drafting a letter for the Buildin g Reuse Committee informing them of why there is no need for the senior center to be moved to the Passi os building and what the Eagle House Senior Center is used for. The Building Reuse Committee voted at a previous me eting to take the Eagle House Senior Center off of the lists of Town Depts. to potentially be moved to the Passios Building. Ms. Seeley also mentioned FLLAC Collaborative has s hown interest in purchasing the Passios Building. This committee will meet with the Lunenburg Board of Selectmen in December to present their findings. 4. COA Policies & Procedures: Ms. Noble explained to the board that the outdated COA Policies and Procedures will be reviewed by herself along with t he COA Administrative Assistant. This will continu e to be a work in progress. 5. Recreation Area behind Eagle House: Construction on the bocce court behind the Eagle Ho use has been completed. Work will continue on that are a with the relocation of the Arborvitae trees and additions of picnic tables and benches. New Business 1. School Building Committee (Taken out of order after Minutes) : Loxi Calmes, School Superintendent, and Mike Mackin, School Building Committee Chairperson, came before the COA to display the plans and answer any questions for the proposed new Middle/Hi gh School Building Project. Items discussed were existing conditions at the current High School /Building Capacity, Schematic Design and anticipated costs of the project along with the estimated tax impact on resident’s homes. Mr. Mackin stated that this committee would like to be transparent with all aspects of this project so that people are informed when it comes time to vote. Ms. Wass commented to say that when she was a stude nt at the High School, there were 2 electrical outlets in each classroom, which was fine at that t ime. She believes that things have changed drastically and is in favor of the project. Ms. Doyle asked if parking would be impacted for th e senior center with this new project and would there be space at the new school for “Adult Learning.” Mr. Mackin replied that the parking would not be im pacted at all. There will be new parking at the building along with the parking that currently exists. There will also be space and opportunity for “ Adult Learning” at the new school as well. The COA board thanked Ms. Calmes and Mr. Mackin for their presentation. 2. “Senior Center” Name Change: Ms. Noble mentioned the possibility of changing the name of the Eagle House Senior Center. Her thoughts were that if the words “Senior Center” were dropped and just call the building “The Eagle House” it might make i t more appealing to senior citizens of all ages. T his topic will be discussed again at another COA meeting. Sub-Committee Reports/Minutes – Finance, Board Deve lopment, Advocacy, Bylaw, Director’s Evaluation 1. Joint meeting with COA Finance Committee: The joint meeting of the COA & the COA Finance Committee opened at 11:50AM for the purpose of minute approval. Ms. O’Dea moved to approve the 11/4/2013 COA Financ e Committee meeting. Ms. Tarbell seconded. Motion carried unanimously. ===PAGE 3=== Ms. Seeley moved for the COA to accept the 10/8/201 3 & 11/4/2013 Finance Committee minutes. Ms. Tarbell seconded. Motion carried unanimously. Joint meeting closed at 11:52AM Director’s Evaluation Committee: The Director’s Evaluation Committee had met on 11/4/2013 and at that meeting they approved the minutes of their 10/8/2013 meeting. Ms. Doyle reviewed the 10/8/2013 Director’s Evaluat ion Committee meeting with the COA board. Board members discussed how the Director is evaluat ed. Members were in agreement that there was no right or wrong way to complete this evaluation a nd that this process will always be a work in progress. The goal of this committee will be to he lp the Director bring information to the Town Manager. Ms. Doyle will bring updated “tools” for aiding in this evaluation to the December COA meeting. Ms. Seeley moved for the COA to accept the 10/8/2013 Director’s Evaluation Committee minutes. Ms. Tarbell seconded. Motion carried unanimously. Ms. Noble suggested to the COA that perhaps they may consider changing the COA sub-committees to Adhoc Committees. 2. Subcommittee Minutes & Agenda Submittals: Board members were reminded about submitting their agendas and minutes in a timely manner for their respective subcommittees. Correspondence : None General Discussion: Pete Lincoln mentioned the new Bocce court behind the Eagle House and said that a number of volunteers from the Town including 3 of the Selectmen were the driving force in its construction. He requested that all involved be sent thank you notes by the Director. Discussion ensued among the board members about the statistics of the Lunenburg Community Food Bank. From 11/1/2013-11/10/2013 there have been 41 families in Lunenburg who have utilized the Lunenburg Community Food Bank. Non-perishable food items are accepted year round at the Eagle House for this program. Due to a prior commitment, Ms. O’Dea excused hersel f from the remainder of the COA meeting at 11:45AM. Adjournment Ms. Seeley moved to adjourn the COA meeting. Ms. Lacka seconded. On vote motion carried, 9 in favor 0 opposed. Meeting adjourned at 12:20PM Upcoming Meetings December 10, 2013 January 14, 2014 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 COA Lunenburg COA Lunenburg COA Lunenburg COA ===PAGE 4=== ======================================================================================== DOCUMENT : 2013-12-03-agenda-1830.txt BOARD : council-on-aging DATE : 2013-12-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-12-03-agenda-1830.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12032013-1830 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING FINANCE COMMITTEE AGENDA December 3, 2013 ~ 9:00 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 CURRENT BUSINESS 1. Presentation of FY15 Draft Budget by COA Director, Doreen Noble 2. Minutes ADJOURNMENT ======================================================================================== DOCUMENT : 2013-12-10-agenda-1831.txt BOARD : council-on-aging DATE : 2013-12-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-12-10-agenda-1831.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12102013-1831 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA December 10, 2013 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT 1. Finance/Informational Report OLD BUSINESS 1. Boston Post Cane 2. COA Policies & Procedures 3. Director’s Goals NEW BUSINESS 1. Staff Hours 2. Budget FY15 SUB-COMMITTEE REPORTS /MINUTES Board Development, Finance, ByLaw, Director Evaluation, Advocacy 1. Subcommittee Minutes & Agenda Submittals CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING January 14, 2014 ======================================================================================== DOCUMENT : 2013-12-10-agenda-1832.txt BOARD : council-on-aging DATE : 2013-12-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2013-12-10-agenda-1832.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12102013-1832 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING Director’s Evaluation Committee AGENDA December 10, 2013 ~ 10:15 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 BUSINESS 1. General Discussion 2. Distribute copies of the Director's Job Description and Director's Evaluatio n Tool to members of the COA at the December 10, 2013 COA meeting. 3. Discuss with COA Director Current Year Me asurable Goals MINUTES ADJOURNMENT