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HomeMy WebLinkAbout1977-11-16-COA-min fiY 1 _ , COUNCIL ON AGING P. 0. Box 636 Lexington, MA 02173 17 MIKES OF MEETING ON �k Ez sr November 16, 1977 / � Cf Present : Ch. W. Sen, Sec. D. Williams, Treas. , J. Carlson S. Clark, F. Cooper, S. Goodwin, A. Paranya, J. Melcher Absent : V.Cb. R. Weinstein, A. Jackson, J. Stumnpp Guests : S. I erfeld The meeting was called to order at 7 :L$ a.m. MOTION Moved, seconded, and unanimously approved to accept the Minutes of October 26 as sent out, with the correction noted by the Secretary that M•YTHS on the second page be changed to MRVT S. John Carlson presented a BUDGET SHEET on "Status of 1978 Budget at November 15, 1977" ( copy attached ) . MOTION Moved, seconded, and unanimously approved to accept the Treasurer' s report. John Carlson presented the attached "Special Account" report. MOTION Moved, seconded, and unanimously approved that the "Special Account" report be adopted. John Carlson presented the attached report on "Expenditures incurred bythe Council on Aging". � g MOTION Moved, seconded, and unanimously approved that the report be adopted. MOTION Moved, seconded, and unanimously approved that 43300 be placed in the Post Office Account for mailing Newsletter No. 10. Frayda Cooper suggested that she felt it would be helpful t o have an Advisory Committee to the Council on Aging. MOTION Moved, seconded, and unanimously approved that an Advisory group be formed for the Council on. Aging, and that it include { the senior citizens clubs & agencies that service the senior citizens, and that the CoA look to the purpose of the Advisory Committee. MOTION Moved, seconded, and unanimously approved that an Ad Hoc Committee of Frayda Cooper and Ann Paranya be set up to invite the aforementioned people to a meeting. The CoA Rules were presented for acceptance. It was pointed out that th© National Association of Parliamentarians meeting in San Francisco in April, 1976, had passed a resolution concerning , . f the word "Chairman" (copy of resolution was read and and is attached to Minutes in Secretary' s book) . �' F 's' `t g HW i t MIKES OF MEETING of November 161 1977 Lexington Council on Aging MOTION Moved and seconded that the Rules be accepted as sent out. The motion was defeated - 4 against, 2 for, and I abstention. MOTION Moved and seconded that the Rules be adopted after changing the word "Chairperson" to "Chairman". The motion was motion was passed -- 5 for the motion, I against, 1 abstention. Ch. Sen then presented for acceptance a draft of the Annual Report. Picture of Council taken for Annual Report. MOTION Moved, seconded and unanimously approved that the Annual Report be accepted as corrected. Sylvia Merfeld then presented a report on the Meals-on-Wheels Program. It was stated that the whole operation is a Standing Committee on Nutrition. Dorothy Williams then handed out a page giving the Organization of the Lexington Council on Aging Newsletter, and the committee members (copy attached to Minutes in Secretary's bock) . Ann Paranya asked if anyone knew of someone who might be interested in being a member of the Advisory Council of RSVP. Meetings are held once every two months with other committee meetings held the alternate months . Joan Melchor gave the following Coordinator's Report : "A meeting of the Advisory Committee of Middlesex Community College on Nov. 15 was attended. It concerned a Proposal to the U.S. Government on a course on consumer needs. The Town of Lexington was well represented. A new Resource Book for Volunteers has been organized. Take a look at it. Nedra Shulkin, our CETA worker, has visited Art-Op Center, took trip to National Heritage Museum - 8 people went, and is working on transportation program. Praise continues to come in for the Newsletter. Arrangements made for a turkey to be sent to Greeley Village. Vynebrooke did not wish one. Many calls have been received, thanking us for the return of the Mini-Bus. Nancy French fromBedford came for help in setting up a CoA in Bedford." The date of the next CoA meeting was set for Wednesday, December 2.4, Frayda Cooper reported that the Forum on Aging Subcommittees have started meeting and that she would give the names and telephone numbers of the chairmen of these committees to the CoA office for reference. The meeting adjourned at 10:15 p.m. Respectfully submitted, OA -,-, . s Dorothy B. Williams Secretary Enols. TOWN OF LEXINGTON Council on Aging Status of 1978 Budget at November 1977 Unspent October Unspent at 9/30/77 Expenditures at 11/15/77 Home Care (256.00) (2S6.0o) Newsletter (2LO3.51) 63.00 23! O,51) Part-Time Coordinator (4660.00) 500,00 ( (L160.0O) Special Programs Hospitality Fund (989.50) (989.50) Transportation Shuttle ( 2000.00) (2000.00) Office Expense (351.67) 36.08 (315.59) Telephone (607.89) 64.77 (5L.3.12) Bus Trips ( 1350.00) ( 1350.00) Travel Mileage 0.00 30.00 ($l258.57) 063.85 ($ll,92L .72) RECOMMENDATION by John Carlson, Treasurer, at November 16 Meeting of Lexington Council on Aging (Motion 1) . The The "Special Account" which the Lexington Council on Aging maintains with the Leader Federal Savings reflects a balance of $2,048.96 as of November Is, 1977. At the October meeting, the Treasurer indicated that this balance represented : 1. The collections made in connection with the Meals-on- Wheels Program, less the amounts paid to 3,yitlwes Hospital for providing such meals . 2. The collections made in connection with other pro- grams sponsored by the Council on Aging, less amounts paid to bus companies or others for such services. 3. Interest earned on the balance on deposit with the bank - 19.30 - per bank statements. The Treasurer recommended in October that, since there was no way that the balance might he broken out between ( 1) and ( 2) above, the bank account be separated into two separate accounts : 1. Meals-on-Wheels - for deposits made by Sylvia Merfeld, 2. All other activities - for deposits made by Joan D. Melchor. It is recommended that disbursements from these two accounts be made by checks signed by the President and the Treasurer, as is done by the single bank account. (Motion 1) - November 16, 1977, Lexington Council on Aging Treasurer It is further recommended that correspondence between the Council on Aging and S.yvildes Hospital or other vendors be handled by Sylvia Merfeld or Joan Melcher. It is also recommended that they maintain photocopies of checks received if either of them believe that such information is necessary. Sylvia Merfeld maintains detailed records of the "Meals- on-Wheels" . It is recommended that she submit the balances of amounts she has collected as of December 1 for which no payment has been made to Symmes Hospital. Upon review by the Treasurer, he will transfer the total from the present account to a new "Meals-on-Wheels" account. On January 2, 1978, Joan Melcher and the Treasurer will prepare a reconciliation of the balance of the present bank account. The Treasurer will submit such reconciliation to the Council at the January 1978 meeting, asking for instructions as to the disposition of any shortage or overage. With the two new accounts, Sylvia Merfeld and Joan Melcher will : 1. Make deposits and maintain financial records for their programs, submitting copies of the deposits to the Treasurer who will enter the amounts in the checkbooks, 2. The Treasurer will issue checks at their request and will receive the bank statements which he will reconcile monthly. 3. The Treasurer will review the detailed records quarterly (March 31, June 30, Sept. 30, Dec. 31) , reconciling them with the bank accounts and then report the results to the Council. RECOMMENDATION by John Carlson, Treasurer, at November 16 Meeting of Lexington Council on Aging (lotion 2) . Expenditures incurred by the Council on Aging are paid by the Controller's Office of the Town of Lexington upon submission of a -Statement of Expenditures to that office. The interval between submission and payment is often two weeks. Presently, bills are approved by the Council prior to submission to the Controller' s Office. The Council meets once each month, about the middle of the month. Frequently there are bills received by the Treasurer subsequent to the monthly meeting which should be processed for payment before the next monthly meeting. We are not permitted to pay these bills from the "Special Account" . It is recommended that routine bills included in the .budget ( Joan Meicher' s services, telephone, tips to bus drivers, postage due, etc. ) be processed for payment upon approval of the President, with submission to the Board in the subsequent monthly meeting.