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HomeMy WebLinkAbout1998-09-16-COA-min.pdf LEXINGTON COUNCIL ON AGING BOARD OF DIRECTORS MEETING MINUTES SEPTMBER 16, 1998 ATTENDING Clark Cowen, Chairperson Phyllis Rand Nancy Freed, Staff Jacqueline Davison Peg Jemison Sheldon Spector Barbara Rubin Jane Trudeau Donald Graham Marilyn Campbell Roz Gittleman, Human Services Liaison Dan Fenn, Board of Selectman Liaison ABSENT Anne Kriebel Carol Murphy CHAIRPERSON'S REMARKS: Clark Cowen called the meeting to order at 4.35 p m. and welcomed members back from the summer hiatus. He read a letter he had received from Peter Enrich, Chairman of the Board of Selectmen, who would like to keep informed of the COA Board's activities. Peter will convene the annual chairmen's breakfast, which will afford Clark the opportunity to meet with the Board of Selectmen and other town agencies. The minutes of the June 10 meeting were accepted as written, and the meeting schedule for 1998-99 was distributed. BYLAWS: Jane Trudeau has read and reworked the bylaws to bring them up to date. These were reviewed by the Board with the following notations: on page 2 in Article II, section A on officers, a change was made for the office of chairperson to include a co-chairperson to serve jointly; on page 3 in Article III, section A, executive committee, the change adds the addition of a co-chairperson; on page 4 in Article 111, sections C & D, the title Social Services Director is substituted for Executive Director In reviewing page 5, Article IV, sections A & B on time and place of meetings and order of business, Board members suggested revisions to Jane's wording. Jane will make these changes and bring a new draft to the next meeting, at which time a vote will be taken. FINANCIAL REPORT Donald Graham reported that he has had two meetings with the staff to learn more about the budgetary procedures. Donald indicated two programs that require close monitoring---the Meals on Wheels Program and the Nutrition Program. They are running the risk of a deficit. EDUCATION COMMITTEE UPDATE: Barbara Rubin reported that during the summer Gene Isotti presented five programs on Popular Music in the 20th Century Jackie Davison gave an update on the October 20 program, "Tracing the Path of Prescription Drugs " There will be a panel of speakers representing the various steps along the path-- representatives from DuPont, the Massachusetts College of Pharmacy Lahey Clinic, the SHINE Program, and a consumer Barbara Rubin reported on the Post Grad for A Day II Program, scheduled for Tuesday, November 10. The topic is science and technology; the keynote speaker will be Mishelle Michaels, meteorologist for Channel 7 News. Three workshops will follow, and the afternoon session will honor Lexington Nobel Laureates. DIRECTOR'S REPORT Meals on Wheels Program: Nancy reported that during August and September this topic has taken up a large portion of the time of the staff, Marie Galloway (Nutrition Coordinator), Nancy Freed (Director), Chris Gelling (Program Coordinator), and Diane Snell (Administrative Assistant). They have worked to identify the problems and the steps to correct them. There had been no internal reporting system; work is now in progress to create records, keep them accurate and up to date, and track them on a timely basis. Donald Graham will review them monthly Fiscal reports for FY98 and the first three months of FY99 were distributed and reviewed by the Board members and Nancy At the end of FY98 there was a deficit of$2338.98, which has now been reduced to a deficit of$618.60. This reduction was possible through the receipt of accounts that had been in arrears. It was decided to ask the FCOA for scholarship money on a monthly basis to maintain a more even cash flow in the account. Prior to now this has been done annually Donations are received from different local businesses and community organizations. A request was made for Nancy to give the Board a specific list of these donations. A question was raised about the discrepancy in the amount of the salary reported in several months. Nancy will clarify this at the next meeting, and she announced that a donation of tickets for a Red Sox baseball game will be raffled off to raise money for the Meals on Wheels Program. Suggestions were offered to explore other options, such as having Minuteman Home Care take over both the Meals on Wheels Program and the Congregate Nutrition Program. FY98 ANNUAL REPORT Nancy distributed and reviewed the annual report that is made to the Executive Office of Elder Affairs. It is a comprehensive overview of the COA's staffing, activities, programs, numbers of seniors served, and funding. Nancy is working with Nancy Kolb, Transportation Coordinator, to look for a grant from the EOAE for a shuttle bus to go to the housing villages once a week to bring residents to the Senior Center for lunch. The formula grant for FY99, which is figured on a per capita basis, is $30,685 and will be used to pay a portion of both of the social workers' salaries. A special grant of$1500 will be used to repair the floor in the kitchen. OTHER NEW BUSINESS: Peg Jemison reported on the Muzzey Trustees Board meetings. The lines of communication between the Trustees and the COA are much better As of October 1, Churchill Management Co. will replace the current one; this should result in lower costs. Jackie Davison questioned the addition of the Coke machine in the dinning room. She finds it intrusive and questioned the cost of electricity to operate it. Nancy will report at the next meeting on the volume of sales vs. the cost of operation. Marilyn Campbell will attend a meeting in Sudbury on ways to change the property tax laws to help seniors. She will report at the next Board meeting. The meeting was adjourned at 6.15 p.m. Respectfully submitted, Phyllis Rand, secretary