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Home My Public Portal AboutCOA Board Minutes 2012-07-25 f/2 559 nr:L EFi;:• TOO! C!EM MEETING MINUTES C" Orleans Council on Aging Board of Directors Meeting July 25, 2012 CALL TO ORDER: A quorum was established and the meeting was called to order at 1:02 pm in the Sunroom at the Orleans Senior Center. MEETING ATTENDANCE: Board Members Present: Frances Bonscher, Clotilde Davis, George Dunn, Phil Halkenhauser, and Frank Suits. COA Staff in Attendance: Judi Wilson, Director Others Present: Muriel Rogers, President of the Friends of the Orleans COA; and Myra Suchenicz, Assistant Town Administrator. APPROVIAL OF MINUTES: A motion was made by Frank Suits and seconded by George Dunn to "Accept the minutes of the June 27, 2012 Board of Directors Meeting". The motion carried with a vote of 5-0-0. ELECTION OF COA OFFICERS: A nominating committee, consisting of the current active members of the Board, nominated, seconded and unanimously approved by a vote of 5-0-0 the following officers for the COA Board of Directors: • Chairman: Frank Suits • Vice Chairman: Phil Halkenhauser • Secretary: Fran Bonscher • Treasurer: George Dunn CHAIRPERSON'S REPORT OF BOARD VACANCIES: Clo Davis joined the meeting as a new Board member filling the unexpired term of Priscilla Barr who resigned. Furthermore, both Phil Halkenhauser and Frank Suits were sworn in at City Hall. George Dunn is still required to do so. Two additional member vacancies remain to be filled. The Board will try to provide candidates. Director Wilson will advertise on the Town website for Current Vacancies. TREASURER'S REPORT: The final expenditures for FY 2012 were reviewed and showed salaries coming just under budget but expenses were under budget by $11,174. Unfortunately, the unexpended amount must be returned to the Town. Director Wilson intends to rationalize the under expenditure as a result of an extraordinary year due to a lack of a Director for several months. The FY 2013 budget was level funded. Director Wilson will prepare a more realistic budget. DIRECTOR'S REPORT: Director Wilson reviewed the July 2012 Director's Report. (See attached.) In addition, the following matters were discussed: Miscellaneous: • Rock Harbor Village Renovation: • Rock Harbor Village was bought out by a new company which has agreed to keep it as affordable housing. However, they have sold off a portion of their investment in exchange for additional investment for renovations. The renovations to kitchens and bathrooms are underway and require residents to either move out for a week or leave the premises for eight hours a day. This has caused many problems for the residents who are elderly, some handicapped or suffering other health issues. In addition, many residents have no place to go or just can't handle the work involved. They are also overwhelmed by the worries concerning their rents, whether they can move back, etc. • Consequently, COA Outreach has been inundated with a wide range of requests. Director Wilson and the staff are trying their best to deal with as many problems as possible. • Road Runner Service: • The loaner van was involved in an accident when the driver backed into a carat Agway and damaged its lights. Due to an insurance issue, the van was temporarily taken off the road until this issue was solved. Cape Cod Five Bank has agreed to another year of van sponsorship for$5000. • Pedicure/Footcare: • Both nurses providing footcare have resigned and the company providing the service has only been able to fill one position. Consequently, Director Wilson will control the number of reservations until the issue is solved. • Special Programs: • The Barbecue went well and was enjoyed by all except for the problem of finding a person to grill on the hot day and the lead singer for the barbershop quartet being delayed by an accident on Route 6. Director Wilson has decided to cap attendance at these functions in order to allow better access to participants for food service. • The Armchair Travel program has been very successful with attendance at thirty, well above expected. • New programs being planned for next year include: • "Healthy Eating for Older Adults", an evidence-based program led by Mel Lavenberg, will be offered in the fall and paid for with a $500 grant. • A Breast Cancer Symposium will be offered on a community wide basis due to its general appeal. • A program covering Men's Health Issues and Cooking Instructions will be offered in the spring including dinner. OLD BUSINESS: The vote to approve the coffee policy was tabled until the next meeting. NEW BUSINESS: • Policy and Procedures Review: The issue of the meals policy for staff was discussed. TDC staff is required to eat their meals with the attendees and therefore their meals are free. Other staff members are required to pay $2 for their meals, however most do not. It was decided that the policy will remain the same for TDC staff but other staff must pay $3 the day before. This will allow the chef to plan his food preparation and bring the fee in line with the anticipated increase in meals for the Soup and Sandwich program. • Director Wilson will prepare anew policy and a formal vote will be held at the next meeting. REPORT OF THE FRIENDS' REPRESENTATIVE: Muriel Rodgers, President of the Friends' Board, provided a summary of their activities including: • Resuming their bus trips in the fall. • Revising their by-laws to bring them up to date. • Migrating their database from the COA's to their newly purchased computer. • Revising their organizational goals. • Planning two major fundraisers including a spring tea and a fall pie sale. PUBLIC COMMENT: None ADJOURNMENT: A motion was made and seconded to "adjourn the meeting at 2:24 pm. The motion carried 5-0-0. The next COA Board Meeting will be held Wednesday, September 26, 2012 at 1:00 pm. Minutes approved by the Orleans Council on Aging Board at their meeting held September 26, 2012. a