# council-on-aging — 24 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 : 2014-01-14-agenda-1833.txt BOARD : council-on-aging DATE : 2014-01-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-01-14-agenda-1833.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01142014-1833 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA Jan 14, 2014 ~ 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. Budget FY 15 (presentation by director) NEW BUSINESS 1. Tax Work off program SUB-COMMITTEE REPORTS /MINUTES Board Development, Finance, ByLaw, Director Evaluation, Advocacy 1. Subcommittee Minutes & Agenda Submittals CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING Feb 11, 2014 ======================================================================================== DOCUMENT : 2014-01-14-minutes-1833.txt BOARD : council-on-aging DATE : 2014-01-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-01-14-minutes-1833.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01142014-1833 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Minutes Approved at 3/11/14 COA Meeting January 14, 2014 Present: Mary Lynn Conrad, (Chairperson), Barbara Brown (Vi ce-Chairperson), Doreen Noble (Director), Joyce Wass, Connie O’Dea, Whitney Lacka, Shirley Bertone, Tony Bertone, & Judy Tarbell Excused : Deb Seeley, Jane Doyle, & Sue Doherty (Admin. Asst.) Guest: Karen Menard, Lunenburg Finance Committee member Welcome: Ms. Conrad (Chairperson) opened the meeting at 10 :30AM & wished everyone a Happy New Year. Minutes: Ms. Noble (Director) stated that she had a conver sation with Jane Doyle about the minutes of the COA meeting of Dec. 10, 2013. Jane requeste d that the following corrections be added to the Dec.10, 2013 COA meeting minutes. “The November 4, 2013 meeting minutes of the Director’s Evaluation Committee were accepted at the December 10, 2013 meeting of the COA. Copies of the revised Director’s Job Description and the Revised Director’s Evaluation Tool were handed out to each member of the COA board. Questions and concerns an d a review of the process will be discussed during the March COA meeting.” Ms. O’Dea moved to accept the 12/10/2013 COA minute s with corrections. Ms. Lacka seconded. On vote, motion carried unanimously. Director's Report 1.Finance/Informational Report: None Ms. Noble stated that the kitchen is doing well and that two new dietary aides have been hired to work part time on Wednesday & Thursdays. Their salaries will be paid out of the Formula Grant. The transportation program is going well but it is her hope that the hours that were lost to this prog ram due to the closing of the Senior Center on Fridays will be partially restored. The Outreach Program is extremely busy due to an in crease in outside referrals. The bad economy has contributed to the increased need for fuel assi stance, food stamps and other general needs. Non- elders are being referred to us and we are giving them information and referrals but not assisting unless there are emergency needs. The Chair Exercise Program, which is well attended, is now on hold due to the illness of the instructor. Old Business 1. Budget FY15 (presentation by Director): Ms. Noble handed out copies of the COA budget for FY15 to each member. She stated that the COA budge t is only .4% of the overall budget, with seniors comprising of about 25% of the population. Reviewing the line items, Ms. Noble explained the requests including a 3% contractual increase in the Director’s salary, approximately 60 cents an hour increase in the Administrative Assistants salary depending on U nion negotiations, 8 hours increased time for kitchen help and approximately 5 hours restored to the transportation program. Ms. Noble then reviewed the expenses stating that the office equipment reduction is due to the fact that only small equipment should be needed and utilities are estimated at about the same. The MOC ===PAGE 2=== program has been somewhat unsatisfactory and the Se nior Center has taken over a couple of days of supplementation of Soup & Salad days (which have be en very popular) but, makes it necessary to increase the dollar amount to the FY15 budget for the kitchen program. In the Training line, Ms. Noble explained that all personnel (existing and new) are trained and increa se is for retraining staff members when changes occur. Ms. Noble will soon be meeting with the Finance Committee to present and review the FY15 budget. Ms. Bertone moved to accept the FY15 budget as pres ented. Ms. Wass seconded. On vote, motion carried unanimously. New Business 1. Tax Work-Off Program: Ms. Noble state that applications for the Tax Work -Off Program are now available. This committee will meet on 1/27/2014 to review and complete work on the FY14 applicants. There are approximately 17 citizens placed in diffe rent Town departments and this is a very good program for our seniors. Discussion ensued concerning the taxation on the earnings of the seniors in this program. The general consensus was that it was unfair. Ms. Noble stated that she had a written a letter in opposition to t his taxation, however the Town Accountant responded that it was I.R.S. regulations and she was unable to do anything about this. Karen Menard offered to look into this further and report back to the COA. Sub-Committee Reports/Minutes – Finance, Board Deve lopment, Advocacy, Bylaw, Director’s Evaluation: No Reports 1.Subcommittee Minutes & Agenda Submittals : Not discussed Correspondence : Ms. Conrad received a note from former COA board member Gloria O’Brien saying that she was doing well. Gloria was a very valued member of the COA. General Discussion: None Adjournment : Being no further business, Ms. O’Dea moved to adjou rn the meeting. Ms. Lacka seconded. On vote, motion carried unanimously. Meeting adjourned at 11:50AM. Upcoming Meeting February 11, 2014 Respectfully Submitted Barbara Brown Vice-Chairperson Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2014-03-11-agenda-1834.txt BOARD : council-on-aging DATE : 2014-03-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-03-11-agenda-1834.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03112014-1834 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA March 11, 2014 ~ 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. Budget FY15: Lunenburg FinCom Meeting 3/6/14 Inf ormational Report 2. Boston Post Cane NEW BUSINESS 1. Bocci Court Dedication 2. Resignation COA Board Member Whitney Lacka SUB-COMMITTEE REPORTS /MINUTES Board Development, Finance, ByLaw, Director Evaluation, Advocacy 1. Director Evaluation Report CORRESPONDENCE GENERAL DISCUSSION ADJOURNMENT UPCOMING MEETING April 8, 2014 ======================================================================================== DOCUMENT : 2014-03-11-minutes-1834.txt BOARD : council-on-aging DATE : 2014-03-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-03-11-minutes-1834.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03112014-1834 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Approved at the 5/13/2014 COA Meeting Minutes March 11, 2014 Present: Mary Lynn Conrad, (Chairperson), Barbara Brown (Vi ce-Chairperson), Doreen Noble (Director), Jane Doyl e, Joyce Wass, Connie O’Dea, Shirley Bertone, Tony Bertone, & Sue Doherty (Admin. Asst.) Excused : Judy Tarbell & Deb Seeley Guests: Karen Menard, Lunenburg Finance Committee member, Pete & Debby Lincoln & Lloyd Carlson. Welcome: Ms. Conrad opened the meeting at 10:30AM & welcom ed all to the meeting. Minutes: Ms. Doyle requested that a change in a date in the last set of minutes be made to “December 2013”. Ms. O’Dea moved to accept the 1/10/2014 COA minutes with correction. Ms. Brown seconded. On vote, mo tion carried unanimously. Director's Report 1. Finance/Informational Report: Ms. Noble distributed copies of her Organizational Chart and Goals to the board for review. Ms. Noble along with the COA board reviewed and dis cussed the Departmental Goals as follows: • Restore 5 hours of transportation for the elderly that was removed in FY13 Budget • Aim to diversify the COA’s income sources by worki ng with the Town, and the Supporters of the Eagle House Inc. • Work with Lunenburg Public Access and other media outlets to increase public awareness and concern ab out the needs of senior adults and to promote appropriate community action • Continue to improve our already existing senior ce nter meal site • Continue with programing that incorporates a compr ehensive/multi spectrum wellness plan • Advocate for and work with appropriated developers to eventually achieve the Town’s goal of affordabl e housing for the elderly Board members recommended the following: • Director’s goals timeline should become a comprehe nsive 2 year plan (FY14-FY16) • Director’s Evaluation will be performed on an annu al basis Ms. Noble reported that the Senior Citizen Tax Work -Off program has 17 positions and 15 participants. This committee will be submitting an Article on the Warrant for th e Annual Town Meeting in May to have the increase o n participants property tax deduction from $750 - $1000 in FY15. Ms. Noble discussed the issue of vendors who use th e senior center, free of charge, during normal oper ating hours. As of April 1, 2014 she will be initiating a pay structur e for all vendors who are charging participants who take part in their classes. Also discussed was the possibility of charging non- residents a fee for using the services at the senio r center. Other communities practice this policy and some do not al low “out of town” people to use their senior center at all. Board members agreed that beginning on July 1, 2014 a fee of $7- $8 per year would be reasonable. That amou nt is comparable to what the Town of Lunenburg receives p er elder from the Formula Grant yearly. Old Business 1. Budget FY15: Lunenburg FinCom Meeting 3/6/14 Inf ormational Report: Ms. Noble along with the COA Chairperson, Mary Lynn Conrad attended the FinCom m eeting on 3/6/14 to present the COA budget via a sl ide show, which went very well. The Town Manager’s recommend ed FY15 budget for the COA is $110,681.20. Funding in the Meal Site line item will need to be moved to the Ad ministrative Assistant (dispatch) pay line in order to extend transportation hours. Ms. Noble will speak to the Town Manager prior to Annual Town Meeting to make th e adjustment. 2. Boston Post Cane: Ms. Noble reported that Marion Pepin, who is the ne xt eligible recipient of the Boston Post Cane, does not want a large recognition ceremony but rath er a small gathering at her home. Ms. Noble and Fa ith Anderson, ===PAGE 2=== Outreach Coordinator, will arrange for the proper d ignitaries and press to attend the presentation eit her in April or May of this year. New Business 1. Bocci Court Dedication: The Bocci Court Dedication will take place on Wedn esday, May 14 th at 10AM. Ms. Noble will invite all who were instrumental in bringing this project to fruition. 2. Resignation COA Board Member Whitney Lacka: Whitney Lacka sent an email to Ms. Doherty informin g her that she will be resigning from the COA board immediatel y due to the fact that she will be moving out of Town. Ms. O’Dea moved to accept Whitney Lacka’s resignati on with regret. Ms. Doyle seconded. On vote, moti on carried unanimously. The Lunenburg Board of Selectmen will be notified about this resignation. Sub-Committee Reports/Minutes – Finance, Board Deve lopment, Advocacy, Bylaw, Director’s Evaluation: No Reports/Minutes 1. Director’s Evaluation Report : Ms. Doyle reviewed the Director’s Job Evaluation form with the COA board. She stated that this is always a work in progress and asked me mbers to bring back questions after reviewing. Discussion included: • Dropping the Lowest and Highest scores from the ev aluation • The job description is the expectation • Board members should go section by section and sum marize their commentary Correspondence : None General Discussion: Ms. Brown had prepared manuals for each board mem ber with information to aid in the function of each sub-committee. A workshop meeting date will be determined at a later timer for discussion on the manuals. Discussion ensued among the board regarding strikin g Sub-Committee’s from the COA Bylaws. The reasoni ng for this is that board members should meet as 1 body to discuss and vote on COA business. This would eliminate the need for multiple sub-committee meetings, which require the posting of meeting agendas and recording of minutes , and will further ensure that all requirements of the Open Meeting Law are met. Mr. Carlson, Representative from the Supporters of the Eagle House Inc. spoke to say that their Treasu rer, Jim Hays, has sent a letter to the Town Manager requesting inform ation on whether or not the Eagle House will be rec eiving a new parking lot. This group had raised funds specifically for this project and would like to know where this stands. Mr. Lincoln brought up the subject of quorums sayin g that prior information received concerning this w as incorrect and that Town Counsel has determined that a quorum cons ists of a majority of the appointed members, whethe r or not those positions are filled. He also mentioned that both he and his wife Debby h ave submitted Talent Bank forms to the Selectmen fo r consideration of appointment to the Council on Aging. Adjournment: Being no further business, Ms. O’Dea moved to adjourn the meeting. Ms. Wass seconded. On vote, motion carried unanimo usly. Meeting adjourned at 11:50AM. Upcoming Meeting April 8, 2014 Respectfully Submitted Susan Doherty, Administrative Assistant Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2014-04-08-agenda-1835.txt BOARD : council-on-aging DATE : 2014-04-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-04-08-agenda-1835.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04082014-1835 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA April 8, 2014 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT OLD BUSINESS 1. Boston Post Cane NEW BUSINESS 1. Appointment of New Board Member 2. Recommendation Appointment to Selectmen New COA Board Member (s) 3. COA Bylaws 4. COA Term Limits SUB-COMMITTEE REPORTS Board Development, Finance, ByLaw, Director Evaluation, Advocacy 1. Discussion Striking Sub-Committee’s from COA Byl aws 2. COA Board Member Guideline Packet CORRESPONDENCE PUBLIC COMMENT ADJOURNMENT UPCOMING MEETING May 13 , 2014 ======================================================================================== DOCUMENT : 2014-05-13-agenda-1836.txt BOARD : council-on-aging DATE : 2014-05-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-05-13-agenda-1836.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05132014-1836 ======================================================================================== ===PAGE 1=== LUNENBURG COUNCIL ON AGING AGENDA May 13, 2014 ~ 10:30 AM Eagle House Senior Center 25 Memorial Drive, Lunenbur g, MA 01462 (978) 582-4166 INTRODUCTIONS COA MINUTES DIRECTOR’S REPORT OLD BUSINESS 1. Boston Post Cane 2. Bocce Court Dedication 3. Capital Plan NEW BUSINESS 1. Reminder end of year reports for June meeting 2. New Hours Eagle House Senior Center FY15 3. COA Bylaws 4. COA Term Limits 5. Discussion of FY15 Potential Board Members 6. Discussion FY15 Slate of COA Officers 7. Televised BOS Appointment Interviews SUB-COMMITTEE REPORTS Board Development, Finance, ByLaw, Director Evaluation, Advocacy 1. Discussion Striking Sub-Committee’s from COA Byl aws 2. COA Board Member Guideline Packet CORRESPONDENCE PUBLIC COMMENT ADJOURNMENT UPCOMING MEETING Annual Meeting June 10, 2014 NO MEETING IN JULY ======================================================================================== DOCUMENT : 2014-05-13-minutes-1836.txt BOARD : council-on-aging DATE : 2014-05-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-05-13-minutes-1836.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05132014-1836 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Approved at the 6/10/2014 COA Meeting Minutes May 13, 2014 Welcome: Ms. Conrad opened the meeting at 10:30AM & welcom ed all to the meeting. Present: Mary Lynn Conrad, (Chairperson), Barbara Brown (Vi ce-Chairperson), Doreen Noble (Director), Jane Doyl e, Joyce Wass, Connie O’Dea, Shirley Bertone, Tony Ber tone, Judy Tarbell, Deb Seeley, Debby Lincoln & Sue Doherty (Admin. Asst.) Guests: Karen Menard, Lunenburg Finance Committee Pete Lincoln Paul & Dee Anderson Kevin McNally Diane Nowd Lorraine Mendoza Caroline Griffis Minutes: Ms. Doyle requested that a change be made to the 3/11/2014 minutes under Director’s report to read “Director’s Evaluation will be performed on an annual basis.” Ms. Bertone moved to change the wording in the minu tes to read “Director’s Evaluation will be performe d on an annual basis.” Ms. O’Dea seconded. On vote, motion carried, 10 in favor, 0 opposed. Ms. Doyle moved to accept the 3/11/2014 COA minutes as corrected. Ms. Brown seconded. On vote, motion carried, 10 in favor, 0 opposed. Director's Report : Ms. Noble reported on the following: • Exercise Class has been postponed until further no tice. The new instructor’s husband has fallen ill and the back- up instructor has only been able to do afternoons u ntil school lets out in the summer. The Director w ill continue to seek an instructor to fill the spot. • The FY15 budget will include more funding to impro ve the food program at the senior center. Currentl y there are between 30-40 people attending the lunch on Thursda ys. The Salad bar on Thursdays has proven to be a great success. Ruth Swiecicki has returned from Florida a nd will be working in the kitchen until the Fall al ong with the Meal Site Coordinator and 2 kitchen aides and 1 Tax -Work Off person. • The Outreach Coordinator has started a House Numbe ring Sign/Carbon Monoxide program partnering with t he Worcester County Sheriff’s Dept. and the Lunenburg Fire Dept. • The Friendly Seniors have sent a letter requesting the use of the Eagle House Senior Center on Octobe r 11, 2014 for their Annual Town Fair. • Helen Balcom has been hired to do the gardening at the senior center. She will be paid through Town Funds along with funds from the Supporters of the Eagle House Inc. • A concrete handicap accessible ramp/platform has b een installed behind the senior center for easy/saf e access to the bocce court area. The Town of Lunenburg is cur rently looking at the Master Plan for the center of Town and should include an extended parking area near the bo cce court. It may be a possibility for Eagle House Staff to use this area for parking if the need should arise. • Town Meeting approved the Capital Plan recommendat ion for new carpeting in the Foyer/Bucky’s Corner a rea of the Eagle House along with new tile flooring in the original section of the building. • As of July 1 st the Eagle House will be open on Tuesdays and Thurs days until 6PM. This will enable transportation to run later on these days and 5 hours have been ad ded to the Administrative Assistant/Dispatcher hour s to cover reservations during that time. Driver’s hours will also be extended on those days and the Town is rei mbursed through MART for their salary. • The Director is currently investigating incorporat ing a User’s Fee of approximately $8 per year for n on-residents. This amount is equivalent to the Formula Grant funding which the Town receives per elder each year. • The Director is scheduled to have her evaluation w ith the Town Manager on 6/2/2014 at 10AM. ===PAGE 2=== Old Business 1. Boston Post Cane: Lunenburg resident Marion Pepin will be the next Bo ston Post Cane Recipient. Ms. Pepin has requested that the presentation be made on her 100 th Birthday in October, at her home. 2. Bocce Court Dedication: The Mario Patacchiola Bocce Court Dedication will b e held this afternoon at 1PM. The landscaping and seating is still a work in progress . Ms. Noble thanked Paul Anderson for his help in finishing up the court and for agreeing to facilitate a Bocce Club start up meeting on 5/19/2014. 3. Capital Plan: Discussed under Director’s Report. New Business 1. Reminder end of year reports for June meeting: Board members were reminded that if any Sub-Commit tees had met during FY14, they need to have an End of the Ye ar report prepared for the June COA meeting. Discussion : In another matter, Ms. Doyle suggested to the COA board that although she will be leaving the board in June, she would like to volunteer as a member of a COA Ad hoc Committee with the purpose of gathering data from surrounding Councils on Aging on their policies on items such as User Fees; Policies; Bylaws; & Direct or’s Evaluation Procedures. Ms. Lincoln offered to help out with this undertaking. 2. New Hours Eagle House Senior Center FY15: Discussed under Director’s report 3. COA Bylaws: Ms. Noble stated that she as a Director, welcomes t he change of the word “Sub-Committee” to “Task Force.” According to the Open Meeting Law a “Subco mmittee” is considered a “Public Body”. A Public B ody is required to follow the Open Meeting Law. If Subcommittee wa s changed to “Task Force or Advisory Body” it would not be subject to comply with the Open Meeting Law which in turn w ould mean that agendas would not need to be posted nor would minutes need to be kept. Ms. Speidel had previously informed Ms. Noble via e mail that “No board or committee (or council) can h ave a policy, procedure or practice that is in conflict with the Town Charter or Town Bylaw. The COA Bylaw which yo u provided me appears to be a document that was created by the CO A for internal use and not adopted by the Board of Selectmen or Town Meeting. Even though it is called a bylaw, it is not a true bylaw because it was not adopted by Town Meeting. Any provision in the COA Bylaw that is more restrictive than Article 18 (below), such as term limits, can’t legally be enforced. If the COA would like to amend Article 18 to include s ome or all of the provisions in the COA Bylaw, it w ould need to submit a warrant article for a future Town Meeting.” Article 18 of the Town Bylaws details the Council on Aging. It states as follows. “Section 1. There is hereby established a local Co uncil on Aging, consisting of eleven (11) voting me mbers who shall be appointed by the Board of Selectmen from the regist ered voters of the Town of Lunenburg. The Chairman of the council shall be elected by the members of the council at t he annual meeting in June. The local Council on Ag ing shall be responsible to the Board of Selectmen, and its memb ers shall serve without compensation, and with the limits of available funds. It may appoint such clerks and other employ ees as it may require with the approval of the Chie f Administrative Financial Officer. It shall be the duty of the loc al Council on Aging to carry out programs designed to meet the needs of the aging in coordination with programs of Executiv e Office of Elder Affairs established by the Common wealth of Massachusetts and to submit an annual report to the Town and a copy thereof to Executive Office. (ATM 5/07, Article 23)” Ms. Seeley moved to change the title “COA Bylaws” t o “COA Policies”. Ms. Bertone seconded. Motion on the floor not resolved or withdrawn. Ms. Seeley moved to create a COA Policy Task Force. Ms. Brown seconded. On vote, motion carried, 10 in favor, 0 opposed. Ms. Lincoln and Ms. Doyle will serve on this task f orce to assist with COA policies. 4. COA Term Limits: Mentioned under COA Bylaws. Further discussion tab led to a future meeting. 5. Discussion of FY15 Potential Board Members: There were a number of people present at this meeti ng who are interested in joining the COA Board Pete Lincoln Paul & Dee Anderson Kevin McNally Diane Nowd Lorraine Mendoza Caroline Griffis ===PAGE 3=== Ms. Brown thanked them all for coming to the meetin g and informed them of the “paperwork” process that needs to be done. Mr. Lincoln mentioned that he has already been appointed to the COA board. Ms. Wass informed the board that she will be resign ing from the COA board in June. She will be submit ting a letter of resignation to the COA board as well as the Board of Selectmen. It was determined that the COA will have 5 vacancies on the board that will need to be filled for FY15 6. Discussion FY15 Slate of COA Officers: Board members were reminded that the slate of COA o fficers for FY15 will need to be voted on at the COA Annual meeting on 6/ 10/2014. The COA thanked Ms. Conrad for her service as Chair to the COA for FY14. 7. Televised BOS Appointment Interviews: Discussion ensued among the board concerning the Se lectmen Televised meetings where they appoint people to various boards/committees. Ms. Lincoln mentioned that she had brought that sub ject up at the BOS meeting where she was appointed to the COA board. She suggested that perhaps a “Volunteer Job Fair” could be held with various Town Departments/Boards/Committees, that would not be te levised, where interested parties could meet. She also apologized for her quick appointment by the BOS and said that she was glad to be here and hopes that everything t urns out positive. Sub-Committee Reports/Minutes – Finance, Board Deve lopment, Advocacy, Bylaw, Director’s Evaluation: No Reports/Minutes 1. Discussion Striking Sub-Committees from COA Byla ws : Discussed under COA Bylaws 2. COA Board Member Guideline Packet: Will continue to be a work in progress to incorpora te previously discussed changes. Correspondence : Ms. Conrad read a letter from the Lunenburg Frien dly Seniors requesting use of the Eagle House Senior Center on 10/11/2014 for their Fall Fair. N o vote was required from the board on this matter a nd she will respond in writing to them with approval for building use. Ms. Conrad read a note from Judith Lindstedt inform ing the board that “she will no longer be conductin g Exercise Class at the Eagle House due to the unreasonable demand of a $200 user fee.” Ms. Doyle stated that this was an unfortunate development. Ms. Brown stated that she has received numerous com plaints about this issue. General Discussion Ms. Bertone & Mr. Bertone excused themselves from the meeting at 11:35AM due to a prior commitment. Adjournment: Ms. Seeley moved to change the Annual COA Meeting o n 6/10/2014 to 9:30AM. Ms. Brown seconded. On vote, motion carried, 8 in favor, 0 opposed. Being no further business, Ms.Wass moved to adjourn the meeting. Ms. Brown seconded. On vote, motion carried unanim ously. Meeting adjourned at 11:45AM. Upcoming Meeting Annual Meeting June 10, 2014 No meeting in July August 12, 2014 (1 st meeting of FY15) Respectfully Submitted Susan Doherty, Administrative Assistant Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2014-05-22-agenda-1837.txt BOARD : council-on-aging DATE : 2014-05-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-05-22-agenda-1837.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05222014-1837 ======================================================================================== ===PAGE 1=== Town of Lunenburg Council on Aging/Director’s Evaluation NOTICE OF MEETING Thursday May 22, 2014—10:00 AM Eagle House Senior Center 25 Memorial Drive Lunenburg, MA 01462 (978) 582-4166 AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT 3. MINUTES APPROVAL 4. CURRENT BUSINESS 1. Summarize results of Director’s Evaluation completed by individual members of the COA 5. OLD BUSINESS 6. BOARD COMMENT 7. ADJOURNMENT Mary Lynn Conrad, Chair Barbara Brown, Vice –Chair Shirley Bertone Member Tony Bertone Member Jane Doyle Member Debby Lincoln Member Connie O’Dea Member Debra Seeley Member Judith Tarbell Member Joyce Wass Member Tel: (978) 582-4166 25 Memorial Drive Lunenburg, MA 01462 Office Hours: Monday—Thursday 8AM-4PM ======================================================================================== DOCUMENT : 2014-05-28-agenda-1838.txt BOARD : council-on-aging DATE : 2014-05-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-05-28-agenda-1838.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05282014-1838 ======================================================================================== ===PAGE 1=== Town of Lunenburg Council on Aging/Board Development NOTICE OF MEETING Wednesday May 28, 2014—8:30 AM Eagle House Senior Center 25 Memorial Drive Lunenburg, MA 01462 (978) 582-4166 AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT 3. MINUTES APPROVAL 4. CURRENT BUSINESS 1. Prospective Members for COA Board FY15 2.Forming slate of officers and members to submit for COA Annual Meeting on 6/10/2014 5. OLD BUSINESS 6. BOARD COMMENT 7. ADJOURNMENT Mary Lynn Conrad, Chair Barbara Brown, Vice –Chair Shirley Bertone Member Tony Bertone Member Jane Doyle Member Debby Lincoln Member Connie O’Dea Member Debra Seeley Member Judith Tarbell Member Joyce Wass Member Tel: (978) 582-4166 25 Memorial Drive Lunenburg, MA 01462 Office Hours: Monday—Thursday 8AM-4PM ======================================================================================== DOCUMENT : 2014-05-28-minutes-1838.txt BOARD : council-on-aging DATE : 2014-05-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-05-28-minutes-1838.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05282014-1838 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ===PAGE 3=== ===PAGE 4=== ======================================================================================== DOCUMENT : 2014-06-10-agenda-1839.txt BOARD : council-on-aging DATE : 2014-06-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-06-10-agenda-1839.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06102014-1839 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2014-06-10-minutes-1839.txt BOARD : council-on-aging DATE : 2014-06-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-06-10-minutes-1839.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06102014-1839 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes approved at the 7/8/2014 COA meeting Annual Meeting Minutes June 10, 2014 CALL TO ORDER: Ms. Brown opened the meeting at 9:34AM & welcomed all to the meeting. Present: Barbara Brown (Vice-Chairperson), Doreen Noble (D irector), Jane Doyle, Joyce Wass, Connie O’Dea, Shirley Bertone, Tony Bertone, Judy Tarbell, Deb Seeley, Debbie Lincoln & Sue Doherty (Admin. Asst.) Excused: Mary Lynn Conrad (Chairperson) Guests: Pete Lincoln & Chair Moves Class Participants ANNOUNCEMENTS: None MINUTES APPROVAL: A motion was made and seconded to accept the May 13, 2014 COA minutes. On vote, motion carried unanimously. APPOINTMENTS: 9:40AM – Mary Ann Sudolnick & Betty Carbone, Reques t to discuss Senior Center Exercise Program: Christine Lattanzi, Chair Moves class participant, read a letter written by the Chair Moves participan ts that had previously been sent to the COA Chairperson & Town Manager. The COA Chair was not present at this meeting so board members had not seen or have had a chance to review this letter. The letter expressed the class participant’s dismay over an incident which happened in March 2014 rega rding room rental fees that had occurred between the COA Director and the Chair Moves Instructor, Judith Lindstedt which included the following: • Class participants feel that they had been disresp ected by the Director and that she was unfair in th e handling of this matter, which resulted in Ms. Lind stedt re-locating her class out of town to another senior center. • Suggested fee by the Director of $200 per month to the vendor would result in participants paying a higher fee. • Class participants would like to have the classes reinstated at the Eagle House but are unwilling to be treated in the manner in which the Director has chosen to deal with them in the past. Ms. Noble responded to this matter by explaining th e events that happened that day which caused her to implement the COA Policy of a room rental fee as follows: • Ms. Lindstedt had entered the closed main office t wice that morning demanding attention to the heating/cooling system after being asked to wait while a Protective Service case was being dealt with. • Ms. Lindstedt has an existing medical problem, tha t had not been disclosed, which requires the use of an oxygen tank that may cause the Town Liability. • Ms. Lindstedt was given a 30 day period to respond to the room rental fee, which she did not. She was also given 3 other opportunities, 1 by phone by the Director, & 2 in person by the Admin. Asst. to speak with the Director regarding seeking a resolution of the situation, she chose not to respond, and moved her classes to another venue. Discussion: Board members, class participants, and others in attendance discussed the following: • Some class participants understanding the Director ’s actions and the need to instate a vendor fee • Some class participants thinking that the Director ’s actions bordered on senior abuse • The possibility of looking into grant funding to h elp pay for this class or by asking the Supporters of the Eagle House Inc. for funding • Better communication should occur between all at t he senior center whether it is as board members, staff, or participants. ===PAGE 2=== • Concerns that this situation has escalated to this level. After due and diligent discussion the COA board det ermined that since this was the first time they had seen this letter, they need more time to review the matter, and it will be discussed again at a future COA meeting. The board thanked the chair moves participants for coming forward. CURRENT BUSINESS 1. Director's Report : Ms. Noble reported on the following: • Director’s End of Year Draft Report which included the new programs implemented at the Senior Center in FY14 such as Salad Bar; Soup & San dwich; 2 Kitchen Aides have been hired; and a Home Care Expo will be held in October at the senior center. Ms. Noble will distribute the completed report to COA board members at the August meeting. • As of July 1 st the senior center will be open on Tuesdays & Thursdays from 8AM-6PM which will enable transportation to run longer on these days. • New exercise classes have been set for Tuesdays at the senior center, Body, Mind, & Balance class at 9:30AM and a Zumba Gold class at 4:30PM. • The Meal Site Manager, Joanne Brazell, has given h er resignation and her last day will be on 6/30/2014. • Capital Planning has approved rug replacement in t he newer building and floor tile replacement in the older section of the Eagle House. • The Director suggested holding “Texas Hold Em” or poker like games on Thursdays after 4PM • A back up van driver will be hired in FY15 Discussion: Discussion began again concerning the C hair Moves issue. Ms. Noble stated that at the Mar ch COA meeting board members were in support of implem enting a fee for vendors. Currently the manicurist & line dance instructor pay a fee of $1 and Zumba Gol d along with Body, Mind, & Balance Class will be $2 . She stated that $2 is what she would have charged the C hair Moves class which would be considered “Legal Tender”. Ms. Noble spoke to say that this issue has been tab led and she would not be answering anymore question s regarding this matter. 1. Set Date for COA Cookout/Volunteer Recognition Cere mony: Board members discussed two possible dates for the Annual COA Cookout/Volunteer Recognition Ceremony as 8/19/2014 or 8/26/2014. Ms. Noble mentioned that the Police & F ire Departments do the cooking at this event and she will check with them to see which date is better for them. 2. Discussion/Vote to change title of COA Bylaws to CO A Policies: A motion was made and seconded to change the title of COA Bylaws to COA P olicies & Procedures. On vote, motion carried unanimously. 3. Discussion/Vote to change title of Sub-committees t o Task Force or Advisory Body: Board members discussed changing the title of sub-committ ees and Ms. Doyle recommended changing the title to “Task Group”. A motion was made and seconded to change the title of COA sub-committees to Task Group. On vote, motion carried unanimously. 4. Discussion/Vote request for re-appointment to CO A board of Jane Doyle & Barbara Brown: Board members discussed the request for re-appointm ent of Jane Doyle & Barbara Brown to the COA Board. Discussion included the following: • Although these members are productive members on t he board to reappoint may be precedent setting • It may be beneficial to keep these members for the ir experience • Consider the possibility of appointment of Ms. Doy le & Ms. Brown as Honorary Members • There was an obvious communication breakdown betwe en Director & COA Board and this needs to be addressed • Consideration of appointment should be given to th e interested people who attended the May COA meeting ===PAGE 3=== • Possibility of implementing a policy of not appoin ting spouses to the COA board due to the fact that it could pose quorum issues No action was taken by the COA Board on this request. 5. Discussion/Vote to recommend to Selectmen Appoin tment of new COA Board Members: Board members discussed the list of recommended candidate s for appointment touching on the following subjects: • Ms. Noble spoke to say that although she appreciat es everyone’s contributions to the board, she objects to married couples serving together on any board • There are other talent banks that had been submitt ed to the Selectmen which had not been reviewed by the COA Board Development subcommittee • Whether or not the Director and the COA should wor k together in choosing candidates for appointment recommendation Mr. Lincoln also spoke and said that he was highly offended by the Director’s comments concerning marr ied couple serving together on a board. A motion was made and seconded to recommend to the Board of Selectmen the appointments of Pete Lincoln, Susan Andrews, Caroline Griffis, Kevin McNally, and Diane Nowd to the Council on Aging Board. On vote , motion carried unanimously. 6. Discussion/Vote for Slate of COA Officers for FY15: The COA Board Development Sub-committee presented two Slates of COA Officers for FY15. The first suggestion was that Pete Lincoln would be Chairperson and Barbara Brown would remain as Vice Chair (pending re-appointment approval). The second suggesting was that Pete Lincoln would be Ch airperson and Connie O’Dea as Vice Chairperson. After discussion the COA board had determined the following: • The board had taken no action on Ms. Brown’s re-ap pointment therefore nullifying the 1 st nomination suggestion. • Ms. O’Dea declined the nomination as Vice Chairper son. • Mr. Lincoln could not be nominated as Chairperson at this time due to the fact that he had not been re-appointed by the Board of Selectmen as if this meeting. Discussion/Vote for Slate of COA Officers for FY15 tabled until the August COA meeting. COMMITTEE REPORTS/END OF YEAR REPORTS Board Development: This report included that this c ommittee had met once on 5/28/14 for the purpose of establishing Officers and Members for the COA. Finance: No report Bylaw: No report Advocacy: No report Director Evaluation: This report included that thi s committee had met 3 times during FY14 and have completed all tasks that they had set out to do. Discussion: Ms. Noble spoke to thank board members but also to voice her dismay over this particular evaluation stating the following: • One board member had stated to her that she would complete the evaluation after she sees how the Director handles a particular “Outreach” request she had made concerning her neighbor • All of the goals that the Director had achieved we re not addressed in the evaluation • Board members are not present on a regular basis a t the senior center and therefore cannot accurately evaluate the Director • Ms. Noble believes that she was given low scores t o penalize her handling of the Chair Moves incident • Due diligence was not done in this evaluation and Ms. Noble respectfully asks that this process of evaluation be re-assessed Board members discussed the following: • This evaluation process is not helpful and should be left to the professionals at Town Hall • Board members need to be more of a presence at the senior center in the future • Director’s Evaluation Task Group should discuss th e elimination of doing an annual Director’s Evaluation ===PAGE 4=== NOTICES & COMMUNICATIONS: None BOARD COMMENT: Ms. Noble mentioned that the 2 COA meetings that we re cancelled in February & April were done so due t o quorum issues. They were not rescheduled due to th e fact that there would be quorum issues again the next week. She suggested that in the future the decisio n to cancel meetings should lie with the Chairperso n and not the staff. Also suggested was that board member s should call the Chairperson rather than the staff when they will not be attending the meeting. Board members discussed sending a note of appreciat ion to Planning Board Director Marion Benson & than k you notes to all outgoing COA board members. Ms. O’Dea commented to say that she felt that the C hair Moves issue had been “blown out of proportion” and that it was unfortunate that it had gone this far. PUBLIC COMMENT Pete Lincoln asked Ms. Noble if she felt that doing a Director’s Evaluation was helpful to her. Ms. Noble replied yes but felt that there were “hidden agendas” being used in the evaluation process this year. ADJOURNMENT Being no further business a motion was made and seconded to adjourn the meeting. On vote, motion carried unanimously Meeting adjourned at 11:37AM UPCOMING MEETING SCHEDULE No meeting in July August 12, 2014 (1 st meeting of FY15) Respectfully Submitted Susan Doherty, Administrative Assistant Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2014-07-08-agenda-1840.txt BOARD : council-on-aging DATE : 2014-07-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-07-08-agenda-1840.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07082014-1840 ======================================================================================== ===PAGE 1=== Town of Lunenburg Council on Aging Meeting NOTICE OF MEETING Tuesday July 8, 2014—9:30AM Eagle House Senior Center 25 Memorial Drive, Lunenburg, MA 01462 AGENDA CALL TO ORDER Kathryn M. Herrick, Town Clerk ANNOUNCEMENTS MINUTES APPROVAL CURRENT BUSINESS 1. Discussion/Vote for Slate of COA Officers 2. Director’s Report 3. Resignation COA Board Members Tony & Shirley Ber tone 4. Discussion/Vote to recommend to Selectmen Appoin tment of new COA Board Members 5. Set August COA Agenda NOTICES & COMMUNICATIONS BOARD COMMENT PUBLIC COMMENT ADJOURNMENT UPCOMING MEETING SCHEDULE August 12, 2014 ======================================================================================== DOCUMENT : 2014-07-08-minutes-1840.txt BOARD : council-on-aging DATE : 2014-07-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-07-08-minutes-1840.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07082014-1840 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Approved at the 8/12/14 COA Meeting Meeting Minutes July 8, 2014 CALL TO ORDER: Kathryn M. Herrick, Town Clerk It was not necessary for Ms. Herrick to attend this meeting. The Board of Selectmen temporarily exten ded appointments to outgoing COA board members Barbara Brown & Joyce Wass in order for the COA (Council on Aging) to ac hieve a quorum for the purpose of nominating officers. Ms. Brown, Vice Chair, opened the meeting at 9:30AM . Present: Barbara Brown (Vice-Chairperson), Doreen Noble (D irector), Joyce Wass, Connie O’Dea, Judy Tarbell, Deb Seeley, Debbie Lincoln & Sue Doherty (Admin. As st.) Guest: Kerry Speidel, Town Manager ANNOUNCEMENTS: None MINUTES APPROVAL: A motion was made and seconded to accept the June 10, 2014 COA minutes. On vote, motion carried unanimously. A motion was made and seconded to accept the May 28 , 2014 COA Board Development Committee minutes. On vote, motion carried unanimously. CURRENT BUSINESS Discussion/Vote for slate of COA Officers: Ms. Brown mentioned that Susan Andrews, who was rec ommended to the BOS for appointment by the COA, has withdrawn her n ame from consideration and therefore a new slate of COA board members/officers has been developed for submission to the BOS for approval as follows: Officers Chairperson – Peter Lincoln Vice Chairperson – Deb Seeley Board Members Jennifer Peters Ayers Betty DiGiacomo Sarah Grant Caroline Griffis Deb Lincoln Kevin McNally Cheryl Moison Diane Nowd Judy Tarbell Ms. Seeley asked Ms. Speidel for clarification on w hether or not Pete Lincoln had been appointed by th e BOS to the Council on Aging at a previous BOS meeting. Ms. Speidel replied no he had not been appointed an d that the BOS is hoping to have some of the appoin tments to the COA made at next week’s BOS meeting. It was also noted that included in the Board Develo pment’s recommended slate of board members/officers to be appointed are Deb Seeley, Deb Lincoln, and Judy Tar bell. These members have already been appointed by the BOS. A motion was made and seconded to recommend to the Board of Selectmen approval of the revised slate of COA board members/officer appointments as presented. On vote , motion carried unanimously. Director's Report : No report Resignation COA Board members Tony & Shirley Berton e: Ms. Noble had received a letter or resignation from Tony & Shirley Bertone which has been forwarded to the T own Manager’s office. Ms. Speidel confirmed that she is in possession of this letter. ===PAGE 2=== At this time Ms. O’Dea stated that she will be movi ng out of town and would be resigning from the COA board as of September 1, 2014. Discussion: Board members discussed sending a note of thanks to Tony & Shirley Bertone. They also ac knowledged Barbara Brown, Judy Tarbell, Joyce Wass, and Connie O’Dea for their efforts on the Board Development Committee. Ms. Lincoln would like to spear head a special publ ic recognition for outgoing COA board members to be held at the 8/19/2014 COA Volunteer Recognition Ceremony/Cookou t. At the June 10, 2014 Annual COA Meeting the Board D evelopment Committee had submitted their FY14 End o f Year Report. Ms. Brown has revised that report to reflect the following: • Additional information on a meeting was added whic h was held on 11/12/2013 • Information regarding how the Board Development Co mmittee made their determinations for potential boa rd members and why this committee made the decisions that they did • BOS (Board of Selectmen) decision to extend COA ap pointments in order to conduct unfinished business The COA board members discussed making further gram matical changes to the report. Ms. Brown will make the changes and submit again to the board before the next COA m eeting. A motion was made and seconded to approve the revis ed FY14 End of Year Board Development report as pre sented. On vote, motion carried unanimously. Discussion/Vote to recommend to Selectmen Appointme nt of new COA Board Members: Discussed under item #1 of Current Business. Set August Agenda: Board members discussed the following potential age nda items for the August meeting: • Policy & Procedures Task Force • Communication protocol and determining who is resp onsible for setting the agenda and how the board me mbers should submit agenda items • Possible Board Training Dates with Executive Offic e of Elder Affairs • Set date for orientation of new board members NOTICES & COMMUNICATIONS: None BOARD COMMENT • Connie O’Dea declared that she would be resigning from the COA board as of today (July 8, 2014). Alt hough she would like to remain until September 1, 2014, it w ould disrupt the number of the slate of COA board members/officers which was previously voted on by the board. PUBLIC COMMENT None ADJOURNMENT Being no further business a motion was made and sec onded to adjourn the meeting. On vote, motion carried unanimously Meeting adjourned at 10:10AM UPCOMING MEETING SCHEDULE August 12, 2014 Respectfully Submitted Susan Doherty, Administrative Assistant Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2014-08-12-agenda-1841.txt BOARD : council-on-aging DATE : 2014-08-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-08-12-agenda-1841.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08122014-1841 ======================================================================================== ===PAGE 1=== Town of Lunenburg Council on Aging NOTICE OF MEETING Tuesday August 12, 2014 ~ 9:30AM Eagle House Senior Center 25 Memorial Drive, Lunenburg MA 01462 AGENDA CALL TO ORDER ANNOUNCEMENTS MINUTES APPROVAL CURRENT BUSINESS 1. COA General Orientation/Discussion 2. Director’s Report NOTICES & COMMUNICATIONS BOARD COMMENT PUBLIC COMMENT ADJOURNMENT UPCOMING MEETING SCHEDULE September 9, 2014 ======================================================================================== DOCUMENT : 2014-08-12-minutes-1841.txt BOARD : council-on-aging DATE : 2014-08-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-08-12-minutes-1841.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08122014-1841 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Approved at the 10/14/2014 COA Meeting Meeting Minutes August 12, 2014 CALL TO ORDER: Chairperson Pete Lincoln called the meeting to or der at 9:30AM. Present: Pete Linclon (Chairperson), Deb Seeley (Vice-Chai rperson), Doreen Noble (Director), Judy Tarbell, Debbie Lincoln, Betty DiGiacomo, Kevin McNally & Su e Doherty (Admin. Asst.) Excused: Jennifer Ayers Guests: Connie O’Dea & Sarah Grant ANNOUNCEMENTS: None CURRENT BUSINESS 1. COA General Orientation/Discussion: Mr. Lincoln began orientation discussion with the COA board members touching on the following items: • There are still 4 more spots to be filled on the C OA board • Meeting procedures concerning monthly dates & resc heduling of cancelled meetings • Term limits • Quorum requirements • Mission Statement • Meeting attendance Also discussed were individual COA board member res ponsibilities which included: • Members maintaining a commitment to the mission • Attending all board meetings and participating in senior center programs • Preparing for meetings by reviewing the agenda and reading all material sent out • Knowing the issues and being prepared to ask quest ions • Voting and not being reluctant to dissent if oppos ed • Understanding the budget • Participating in Task Groups (formerly known as su b-committees) Mr. Lincoln suggested eliminating the following: Board Development Task Group Finance Task Group Director Evaluation Task Group COA Policies (formerly Bylaw) Task Group While Keeping/Adding: Advocacy Task Group Public Relations Task Group Communication Task Person for board members, sta ff, & clientele • Keeping informed • Supporting the board and director • Enhancing the organization’s public image by being an ambassador to the community • Advocating on behalf of the elders in the communit y 2. Director's Report : Ms. Noble prepared a report for the board which explained the following: • What is the Council on Aging • Who are the Supporters of the Eagle House Inc. • Who are the Friendly Seniors • What outside organizations use the Eagle House Sen ior Center for meetings/functions • FY15 COA Budget Overview (including Formula Grant, salaries & other sources of funding) Mr. Lincoln suggested that it would be helpful to the board if Ms. Noble could prepare a quarterly bud get report for review. Also included in the Director’s report was: ===PAGE 2=== • The FY15 Formula Grant has been completed and mail ed • The Director will begin working on the COA portion of the Lunenburg Town Report soon • Annual Report for Executive Office of Elder Affair s is being prepared and is due by 9/1/2014 • The Director will be attending the Massachusetts C ouncils on Aging (MCOA) conference in October • The Director has paid the fee to begin taking the MCOA Staff Certification which will take 2-3 years to complete • September is National Senior Center Month and the Eagle House has several events planned to commemorate this occasion • A Senior Health & Fitness Expo has been planned fo r 10/1/14 which was developed by Outreach Coordinator Faith Anderson with help from Karen Godin • The Director will be on vacation from 8/25/14 – 9/ 2/14 • The “Rebekah’s” who are affiliated with the “Odd F ellows” have donated a cherry tree, which was planted in the back recreation area, in memory of long time Eagle House volunteer Marion J. Brandt • Board members were reminded that their help at the Volunteer Recognition Ceremony to be held on 8/19/14 would be needed MINUTES APPROVAL: Ms. Seeley moved to accept the July 8, 2014 COA m inutes. Ms. Tarbell seconded. On vote, motion carried unanimously. NOTICES & COMMUNICATIONS: An informational flyer was received concerning a pr ogram being held at the Fitchburg Senior Center cal led Adult Matters which will be held every Tuesday evening and is being facilitated by Valley Stream Rehab. Notice was received from the Executive Office of El der Affairs concerning COA Board Training to be he ld at the Groton Senior Center on 10/17/14. Mr. Lincoln commented to say that attendance was no t mandatory but if new board members wanted to go t hey were more than welcome to attend. BOARD COMMENT Ms. Seeley informed the board that while she travel s she enjoys going to different senior centers and compares their activities to Lunenburg’s. Mr. Lincoln added that in his travels he too has vi sited many senior centers and finds that the Eagle House rates right up at the top with the best of them. Mr. Lincoln requested that Ms. Noble invite our local Legislatures to a future COA meeting perhaps in November. Mr. McNally voiced his frustration with his belief that the people in the town, who have paid their ta xes the longest, are the ones who are neglected. PUBLIC COMMENT None ADJOURNMENT Being no further business, Ms. Lincoln moved to adjourn the COA meeting. Ms. Di’Giacomo seconded. On vote, motion carried unanimously Meeting adjourned at 10:58AM UPCOMING MEETING SCHEDULE September 9, 2014 Respectfully Submitted Susan Doherty, Administrative Assistant Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2014-09-09-agenda-1842.txt BOARD : council-on-aging DATE : 2014-09-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-09-09-agenda-1842.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09092014-1842 ======================================================================================== ===PAGE 1=== Town of Lunenburg Council on Aging NOTICE OF MEETING Tuesday September 9, 2014 ~ 9:30AM Eagle House Senior Center 25 Memorial Drive, Lunenburg MA 01462 AGENDA CALL TO ORDER ANNOUNCEMENTS 1. Thank you regarding Volunteer Appreciation 2. Outreach Update MINUTES APPROVAL CURRENT BUSINESS 1. COA General Orientation/Discussion 2. Director’s Report 3. Boston Post Cane Ceremony- October 14 th- 3PM- Eagle House Senior Center 4. Eagle House Open House- 9/24/2014- 9AM-3PM 5. Task Groups (suggestions) • Advocacy • Communication • Public Relations NOTICES & COMMUNICATIONS 1. Overview of Eagle House Activities BOARD COMMENT PUBLIC COMMENT ADJOURNMENT UPCOMING MEETING SCHEDULE October 14, 2014 ======================================================================================== DOCUMENT : 2014-10-14-agenda-1843.txt BOARD : council-on-aging DATE : 2014-10-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-10-14-agenda-1843.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10142014-1843 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2014-10-14-minutes-1843.txt BOARD : council-on-aging DATE : 2014-10-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-10-14-minutes-1843.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10142014-1843 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Approved at the 11/18/2014 COA Meeting Meeting Minutes October 14, 2014 CALL TO ORDER: Chairperson Pete Lincoln called the meeting to or der at 9:28AM. Present: Pete Lincoln (Chairperson), Deb Seeley (Vice-Chai rperson), Doreen Noble (Director), Judy Tarbell, Debbie Lincoln, Betty DiGiacomo, Kevin McNally & Su e Doherty (Admin. Asst.) Excused: Jacquelyn Dwyer, Sarah Grant & Diane Nowd ANNOUNCEMENTS: 1. November meeting date change (due to holiday) to 11 /18/2014 : All Lunenburg Town Departments will be closed on Tuesday 11/11/2014 due to the Veteran’s Day Holiday. The COA meeting has been rescheduled to 11/18/2014. CURRENT BUSINESS 1. COA General Orientation/Discussion: Board members discussed the fact that although the COA has term limits within their COA Policies, they do not exist in the Town’s Charter or Bylaw and therefore do not apply . All appointed board members are subject to a 3 year ter m. When an incumbent’s term is nearing the end, th ey will receive a re-appointment form from the Board of Sel ectmen to fill out and return if they wish to be re -appointed for another term. 2. COA Member Resignation: Mr. Lincoln mentioned that Jennifer Ayers has sent a letter of resignation to the Board of Selectmen. Ms. Ayers has resigned due to COA meeting schedule conflicts. 3. COA Member Recommendation: Mr. Lincoln mentioned that he has recommended to t he Board of Selectmen that Brian Guenard be considered for appointment to the COA. 4. Outreach Update/Introduction Jeanne Tatro Temporary Outreach Worker: The Outreach Coordinator, Faith Anderson is still out on medical leave. Jeanne Tat ro has been hired temporarily to replace Ms. Anders on from October 1 st to November 30 th . If need be, the position will be reviewed again after the November 30 th date. Due to a prior commitment Ms. Tatro was unable to attend today’s meeting. 5. Director's Report : Ms. Noble gave the Director’s Report which included the following: • Changes will be made to the food service program a t the senior center due to staffing shortages • An ad has been placed to hire another food service coordinator for the center along with an “on call” van driver • Ms. Noble attended the MCOA Conference and attende d many seminars including updates to Medicare, Hoarding and Tips for Elder Caregivers • Ms. Noble mentioned the fact that COA’s service “4 0 years” of the Town’s population and would like the COA to consider dropping the words “Senior Center” from “Eagle House Senior Center”, and just be called “The Eagle House” Discussion ensued concerning Ms. Noble pursuing her Director’s Certification. Ms. Noble stated that this would be a 2-3 year process which would take her away from her dut ies as Director at the senior center. She stated that out of 340 COA Directors in the State of Massachusetts only 40 are certified. Ms. Noble believes that the Director’s Certification is beneficial to younger Directors but not to those who have been serving in this capacity for a long period of time and are close to retirement. Ms. Noble requested that the COA reconsider her taking this certification course and that she had been penalized in her last Director’s Evaluation for not being certified. After due and diligent discussion among the board m embers it was determined that the requirement of Director’s Certification was not a part of the job description when Ms. Noble was hired and that this should be d ropped from the Director’s Goals. This will be an agenda item at the next COA meeting to be voted on. ===PAGE 2=== 6. Boston Post Cane Ceremony – October 14 th 3PM- Eagle House Senior Center: The Boston Post Cane will be given to Marion Pepin this afternoon at the Eagle House. This day is also Ms. Pepin’s 100 th Birthday. 7. Task Groups (suggestions): Board members discussed the roles of individual task groups as follows: • Advocacy – Advocacy group deals with elder issues within Lunenburg • Communication – Communication group should deal with how the sta ff, board members and senior center participants communicate amongst each other. • Public Relations – Although the office staff does a good job promoting programs at the senior center, further investigation should be done on how to reach a broader audience. MINUTES APPROVAL: Ms. Lincoln moved to accept the August 12, 2014 C OA minutes. Ms. Seeley seconded. On vote, motion carried unanimously. NOTICES & COMMUNICATIONS: Upcoming Eagle House events which had been publis hed in the COA Newsletter were discussed. BOARD COMMENT: Mr. Lincoln reminded Ms. Noble that he would like for her to invite Representative Benson to a future COA meeting. Ms. Noble had previously conta cted Ms. Benson’s office and she was unable to atte nd today’s meeting. Ms. Seeley mentioned she had a conversation with a senior bus trip coordinator and asked the Director how she is affiliated with the COA. Ms. Noble stated that she is an independent trip coordinator who is allowed to keep flyers at the Eagle House for interested parties. Other trip coo rdinators are also given the opportunity to distrib ute flyers at the Eagle House under the Director’s discretion. Ms. Noble a lso mentioned that she had received two calls from other neighboring COA’s who were concerned that this particular trip coordinator was using the Lunenburg COA’s name to p romote activities. The board would like to publically clarify the COA’s involvement with any trips as follows: A. The COA does not sponsor trips. B. The COA is not liable for any issues which may o ccur on any trips. C. If trips are advertised there should be a discla imer notice exonerating the COA from any trip activ ities. D. The person running trips should not use the COA name in any promotions or affiliate herself with th e COA in any way, shape or form. Board members discussed inviting a representative f rom both the Supporters of the Eagle House and the Friendly Seniors to attend the monthly COA meeting. PUBLIC COMMENT None ADJOURNMENT Being no further business, Ms. D’Giacomo moved to adjourn the COA meeting. Ms. Tarbell seconded. On vote, motion carried unanimously Meeting adjourned at 10:45AM UPCOMING MEETING SCHEDULE November 18, 2014 Respectfully Submitted Susan Doherty, Administrative Assistant Lunenburg Council on Aging ======================================================================================== DOCUMENT : 2014-11-18-agenda-1844.txt BOARD : council-on-aging DATE : 2014-11-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-11-18-agenda-1844.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11182014-1844 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2014-11-18-minutes-1844.txt BOARD : council-on-aging DATE : 2014-11-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-11-18-minutes-1844.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11182014-1844 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ===PAGE 3=== ======================================================================================== DOCUMENT : 2014-12-09-agenda-1845.txt BOARD : council-on-aging DATE : 2014-12-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-12-09-agenda-1845.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12092014-1845 ======================================================================================== ===PAGE 1=== Town of Lunenburg Council on Aging NOTICE OF MEETING Tuesday December 9, 2014 ~ 9:30AM Eagle House Senior Center 25 Memorial Drive, Lunenburg MA 01462 AGENDA CALL TO ORDER ANNOUNCEMENTS MINUTES APPROVAL CURRENT BUSINESS 1. Director’s Report 2. Task Groups • Advocacy • Communication • Public Relations NOTICES & COMMUNICATIONS BOARD COMMENT PUBLIC COMMENT ADJOURNMENT UPCOMING MEETING SCHEDULE January 13, 2014 ======================================================================================== DOCUMENT : 2014-12-16-agenda-1846.txt BOARD : council-on-aging DATE : 2014-12-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-12-16-agenda-1846.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12162014-1846 ======================================================================================== ===PAGE 1=== Town of Lunenburg Council on Aging NOTICE OF MEETING Tuesday December 16, 2014 ~ 9:30AM Eagle House Senior Center 25 Memorial Drive, Lunenburg MA 01462 AGENDA CALL TO ORDER ANNOUNCEMENTS MINUTES APPROVAL CURRENT BUSINESS 1. Director’s Report 2. Task Groups • Advocacy • Communication • Public Relations NOTICES & COMMUNICATIONS BOARD COMMENT PUBLIC COMMENT ADJOURNMENT UPCOMING MEETING SCHEDULE January 13, 2014 *If any board member cannot make the monthly COA meeting please call Pete Lincoln at 978-582-4908 ======================================================================================== DOCUMENT : 2014-12-16-minutes-1846.txt BOARD : council-on-aging DATE : 2014-12-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/council-on-aging/2014-12-16-minutes-1846.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12162014-1846 ======================================================================================== ===PAGE 1=== Lunenburg Council on Aging Minutes Approved at 1/13/2015 COA Meeting Meeting Minutes December 16, 2014 CALL TO ORDER: Chairperson Pete Lincoln called the meeting to order at 9:30AM. Present: Pete Lincoln (Chairperson), Deb Seeley (Vice-Chai rperson), Doreen Noble (Director), Debbie Lincoln, Betty DiGiacomo, Sarah Grant, Diane Nowd, Cheryl Moisan, Brian Guenard, & Sue Doherty (Admin. Asst). Members not present were Jacquelyn Dwyer, Kevin McNally, & Judy Tarbell. ANNOUNCEMENTS: None MINUTES APPROVAL: Ms. Seeley moved to accept the November 18, 2014 Council on Aging (COA) minutes. Ms. Grant seconded. On vote, motion carried unanimously. CURRENT BUSINESS 1. Director’s Report: Ms. Noble reported on the following: Volunteers are again willing to build a shuffle boa rd court behind the senior center but need letters of support from the Director and the Eagle House Supporters Inc. in order to procure donations for the project from local businesses. Ms. Noble reminded the boar d that the COA, as a Town department, is not able t o fundraise but she has drafted a letter of support f rom herself. Ms. Doherty, by request of Mr. Lincoln , drafted a letter of support for the Eagle House Supporters Inc. to review and sign. Ms. Noble informed the board that she will be takin g vacation time beginning on 12/22/2014 and returni ng on 1/5/2015. The FY14 Formula Grant contract has been received f or the amount of $16,800 and the Town Manager has signed it. These monies are primarily used for part of the Outreach salary and Meals on Wheels mileage reimbursement. There have been 3 applications submitted for the po sition of Food Service Coordinator and they are currently being reviewed. The Council on Aging Outreach Coordinator, Faith Anderson, will be returning from extended medical leave the first week in January. The temporary Outreach Coordinator, Jeanne Tatro, will finish on 1/4/2015. The Lunenburg Friendly Seniors have made a donation of $1000 to the Eagle House Supporters Inc. Ms. Noble will be attending the joint meeting of th e Board of Selectmen/Finance Committee this evening . The COA FY16 budget packet should be received by th e end of the week and the Town Manager has requested that the department budgets be completed and returned by 1/16/2015. Ms. Noble would like to include the position of Pro gram Coordinator at a rate of $16 per hour (non-ben efit) into the FY16 COA budget. This position would take some of the Director’s responsibilities over such as overseeing Property Tax Work Off participants and program planning. Ms. Noble would like to re-focus more of the Outreach responsibilities on new “Client Findings”. Ms. Noble informed the board that as of this meeting, 49.9% of the COA FY15 budget has been used. The FY16 fiscal year will begin on July 1 st . She will have a full budget report prepared for the board at the January COA meeting. ===PAGE 2=== Task Groups (suggestions): Due to board member absences at this meeting it was decided to hold off on selecting spokes people for the COA task groups. Board members on each group are as follows: • Advocacy (charge of task group is to deal with elder issues within Lunenburg) Diane Nowd Jacquelyn Dwyer Deb Seeley • Communication (charge of task group is to deal with how the staff, board members and senior center participants communicate with each other .) Debbie Lincoln Kevin McNally • Public Relations – (charge of task group is to further investigate how to reach a broader audience ) Betty DiGiacamo Sarah Grant Cheryl Moisan Judy Ta rbell Brian Guenard NOTICES & COMMUNICATIONS: None BOARD COMMENT: Mr. Lincoln reminded the Director that he would l ike to have State Representative Jennifer Benson attend a COA meeting to discuss legislature involving elder issues. Ms. Seeley informed the board that she will not be able to attend the January, February, and March COA meetings. Ms. Noble reminded the board to keep in mind the O pen Meeting Laws in regards to how the individual T ask Groups conduct themselves. PUBLIC COMMENT None ADJOURNMENT Being no further business, Mr. Guenard moved to adjourn the COA meeting. Ms. DiGiacomo seconded. On vote, motion carried unanimously. Meeting adjourned at 10:24AM UPCOMING MEETING SCHEDULE January 13, 2015 Respectfully Submitted Susan Doherty, Administrative Assistant Lunenburg Council on Aging