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Home My WebLink About1977-11-16-COA-min f iY COUNCIL ON AGING _ P. os Box b 6 I VAA F Lexington M4 02173 MINUTES of MEET ON 3 v� `r Ens, Y November 13, 1 977 s • Present.* Cb . W. Sen. See. D. Williams, Treas., J. Carlson So Clark, F. Cooper, S. Goodwin, A. Paranya, J. Meleber- Absent : v. Cb. R. Weinstein, A. Jackson, J. Stumpp Guests. S. Merfeld The meetin g ivas called to order at 7 9 .45 a.m. i MOTION Moved, seconded, and unanimously approved to accept the Minutes of October 26 as seat out with the correction noted by the � F Seeretary that PR•IvTHS on the second Waage be changed- to MRVT S . � Jobn Carlson presented a BUDGET SIMET on "Status of 1978 Budget at November 15, 1977" (copy attached) F MOTION Moved, seconded,. and unanimously to accept the Treasurer I s report 3 7 John Carlson presented the atta.cbed "Special Account" report. MOTION Moved, seconded, and unanimously approved that tb.� Special Account" report be adopted i, John Carlson presented the attached report on "Expen.ditures incurred b the Council on Aging". �' � g MOTION Move seconded, and unanimously approved that the report be adopted. MOTION Moved, seconded, and unanimcusly approved that $300 be placed i in the Post office Ac cciant for mai ling News No. 10. r s i . e f l Fra.yda cooper su that she felt would b e b �. u� to have an Advisory Committee to the Council on Acrin.g. MOTION Moved seconded and unanimously approved that an Advisor � grou be formed for the Council on. Ag .ing, and that it in clude � w ► s { the senior citizens clubs & a.genc ies that service the senior cit�� ens, and that the CoA look to the purpose of the Advisory Gomel ttee � L MOTION Moved, second °d, and una.�3,iYrrous1x approved tb�.t - a�.n. Ad Hoc i Cor.mittee of Frayda Cooper and Ann Paranya be set up to i nvite the aforementioned people to a meeting t The Cow. Rules were presented for acceptance It was pointed out that the National Association of Parliamentarians meeting in A San Francisco '.n April, 1076, had pas sed a re so lu-t i on concerning r •' ' +4 Sv 0� i the word 11 Chairman" (co of resolution was read and and is attached to Minutes in Secretor ' s book)* i i • ARit:L NTH, s k { MINUTES OF MKEE ING of Novem-ber 16, 1Q77 MOTION Moved and seconded that tbe- Rules b acee ted as sent out The- motion was defeated against, 2 for and 1 abstention, MOTION Moved and s econded that the Rules be a dopted after ch the Ord a r erson' to ' airman The notion was mot was passed -- for the notion, 1 against 1 abstention Cb. Sen then presented for ac -oeptance a draft of the A mnual Report. Picture of Council taken for Annual Report. MOTION Move - se conde d and unanimously apprcve d that the Annual Report be accepted as corrected. Sylvia Merfeld then presented a report on the Meals -- cry - Ifl. s Program. It was stated that the whole operation is a Standing Conm].ttee- o n Nutriti i Dorot y Willi amens then. banded out a page giv ng th Organs zat ion e0.- the Lexington Counc on Ag� .ng Newsletter, and the co,. � ttee nembers (copy a.ttacnad to Minutes in Secretaryts boc k) - Ann Paranya asked if- anyone knew of someo vrbo n i gbt be * ntere ste d in being a mem.ber of the Advisory Council of RSVP. Meet:Lngs are held - once every two nonths with other conmi ttee -reetings held the alternate months. Joan Meleber gave the following Coordinator g s Report "A meeting of the Advisory Commtitt =ee of Middlesex orr7n_unity College on Nov. 15 w as attended It c a Proposal to the . S . Government on a course on consumer need The Town of L exington was well r e - 'resented, A new Resource BooR for Volunteers bas been organized. Take a look at it* Nedra Sbulk n our CEPA worker, bas visited Art --Op Center, took trip to National Heritage Museum - 8 people went, and is working on transportat - Lon program. Praise continues to cote in for the Newsletter, Arrangements made for a turkey to be sent -to Greeley - Pillage Vynebrooke did not wi sh one. Many -calls ' bave been received, tb anking us for the return of the Mini -Bus. - Nancy French from Bedford came for be 1p in se tt i ng up a CoA in B = The date of the next CoA meeting was set for Wedne sd av, December ? � Frayda Cooper reported that the Forum on aging Subco�itteas u have started meeting and that she would g ive the names and telephone nun., bers of the chairmen of these committees to the CoA office for reference. The meet; ng ad journe d at 10* p e Re spe ctfujiv submitted, f � i+ s Doro the B Wi l l i al s Sear t far. Enci s TOWN OF LVEXINGTON Council o n Ag ing Statues of 1978 Bud�et at November . 1977 Unspent o Unspent at 9/30/77 Expend at 11/15/77 rio e Care (256,00) ( 256 * 00) Ne:Ysletter ( 63 ,,00 ( 2 34 0 , 6 51) P art-Tim e C oordinator ( 5 (4160 o, 00 S pecial Programs Hospitality Fund ( ( _ Transportation Shut t le (2000,00) ( Office Z.X.pense 3511 1 * 67 3 ( Tel g 6 (543 - Bu s T. (135OeOO) ( T 'r ave l Mileage 00 30 * 00 s. ($12,588*57) �66..) 85 ($11,924*72) r ECO�2ENDATIO# John Carlson Treasurer, at ^vember 16 Meeting of Lexington Council on Aging (Mction The The "S Ac coun I t" - iqhicb the L exington counc on A g i n g mal* ntalns with the Leade Fede S r e #' le cts a balance of $2,048 as of Nc verber 15 1977 At the October =eeting l the Treasurer indicated that this bal represented l. The collectior.19 made in connection with the Mea- s - Tvtheels Program., les the amounts paid to S,y #mae s Ho spital for prow i d ing such meals ? The co made in conne ction with eter rams sponsore bir the Council on A aing, les amounts • paid to bus co parries or others for such services o 3. Interest earned on the balance on deposit with the bank -- $19*3 - p er bank s The Treasurer reconnended it October that since the that the balance night be broken out between (1) was no way g and above the ban ' account be separated int two separate accounts : - 1. Meals-on-Wheels - for depo made by Sylvi Merfeld A� 1. other acta� .ties for deposits ?rade by Joan D. Melcher. It is recommended that disbursements frcm. these two accounts be made by checks signed by the President and the Treasurer, as 'is don -e by the single bank account (M otion �. - No 16 , 19 �engtan on A g in g 'tre It z, s furtb er re conmend ed that correspondence between the Council on Aging and She s Ho spital or other vendors be b a . led - l.v a Merfe l.d or Jo an Me lcber e It is also re commended that they maint botc co . e s of checks received �f e �tber of �. n � � tben believe that such inform is necessary. 3 e 1.d maintains detailed records of the "Yeal.s � � l� �. a der f on -- a ls It is recommended that sbe submit the balances of �� e amounts she has collected as of December 1 for wbicb no payment bas been � .� made me s a e to Rio sn�. tal.. Upon review by the Treasurer, be w i- 1. transfer , the natal. from - tbe present account to a new "Mea- s -on- 'Idbeel.s account e n anuar 1. '� Jo an Me lcber and the Treasurer wi-11. p re �a.re -a reconc i. iation. of the balance of the present bank account. `�bu Treasurer er g s b it su.eb reconciliation to the l� Counc at the January 8 ne askin for 'Instructions '� as to the dispos't on of and shortaffe or overage W tb the two new accounts, Sylvia Merf e lad and Joan Me l.cber Wi Zl o 1. Make d p osits and maintain financi records for tbe1"" p rograms submitti n:7 cop i -e s of the deposits to the - Treasurer wbo will enter the amounts in the cbeckboo s. a The Treasurer 1~ 1 issue cb ecks at tb e it request and W receive the bank statements i }rbicb be will reconcile monthl p Abe treasurer x ll review the deta�. ed records quarterly 3 (,'H areln 31 Ju ne 30 Sept 3 0 2 Dec 3 1 ) , reconc I ling p them with the ba.n!-� accounts and then report the results to the Council. R-ECoM"I NDATTON by John Carlson, Treasurer, at November 1 Meeting of Lexington Council or, Aging � ( otion 2). Expenditures inc�xrred by the Council on Aging are paid by the Controller office of the Town of T.Aexincrton upon submission of a. - statement of Expend 3.t re s to that office The interval between submission and payment is c f ten two weeks- Presently, bills are approved by the Council prior to submission to the Controller's Office. The Counell meets once each month, about the middle of the month. Frequently there are balls. received by the treasurer subsequent to the montb_l meeting whieb should be processed for _ Paynent before the n ext monthly meeting. We are not pe rmitte d to pay these bills from the "Special Account". It is recon, Mended that routine bi lls included in the budget ( Joan Melcher' s services, telephon °, tiz)s to bus drivers � postage d�ae, etc.) be processed for �a�ent upon approval of the President, with submission to the Board in the subsequent mrontbly meeting.