HomeMy WebLinkAbout1975-09-03-COA-min.pdf ,
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Lexington Council On Aginga
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Organizational Meeting, September 3, 1975
Town Office Building, Room G-15 1975 SE? I I AM i I: 20
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Present: Cou .cil members Ann Jackson, Aran Paranya , Merlon Ritter,
Joseph Rooney, Jane Stumpp, Helen Sullivan
Town Staff: Walter O'Connell , Jeffrey Shaw, Greta Glennon, Phyllis
Smith
Observers : Dorothy Williams, Jean Zoerheide
1 . Election of officers
The meeting was called to order by Town Manager Walter O'Connell
who suggested election of officers as the first order of business.
Consensus was that a temporary chairman and secretary be chosen until
council members knew one another better. Accordingly, it wan moved,
seconded, and passed that Mrs,Jane Stumpp act as temporary chairman.
and Mrs. Ann Paranya as secretary pro tem..
2. Meeting time
It was agreed that 4 P.M. would be an acceptable hour for meetings
of the Council.
3. Council obligations
Mr. O'Connell briefed the Council on its duties as a public agency.
a. Council is subject to provisions of the public meeting law.
Notice of meetings must be posted with Town Clerk at least 24
hours in advance.
b. Executive sessions cannot be scheduled in advance; must be voted
in an open meeting; and can be held immediately thereafter.
Executive sessions are in order:
1 . When financial interests of the town are involved
2. When personalities are discussed
3. Where rights of privacy might be violated
c. Conduct as a town agency
1 . Minutes essential; must include all votes and actions taken.
Minutes of meetings must be sent to all Council members, to
Town Manager' s office, to the official observer, for the LWV.
2. Services of Norman Cohen, Town Counsel,, are available to the
Council.
3. Finances
Routine operating expenses are handled in either of two ways:
x. Account in the regular budget account
y. Miscellaneous ® a central account for small boards and
committees.Council on Aging fits into this category.
Mailings can be routed through the town mailing machine
via the clerical pool (easier) or postage can be purchased
and listed as an expense.
Routine needs Reference: Cretaiennon
Purchase orders are obtained from _comptroller's office.
Those for less than $100.00 can be approved by the signature
of the chairman, subject to vote or the Council,
Those for $100. 00 or more require the approval -of-the Town
Manager.
Program funds available to CoA:
x, $5,OOO. 00 as appropriated in Warrant Article #75
y. t3,OOO. 00 appropriated for recreational needs of elderly,
used primarily up to present for bus transportation.
Zr Some trust funds available for special uses; determination
of such expenditures rests with the Bd. of Selectmen.
Contracts
x. For program or project expenditures to supply services
not available internally, up to $2, 000.00, normal pract-
ice is to get prices, estimates, from 2 or more suppliers
y. For programs over $2,000.00, competitive bids (usually 3
or more) are required, and the bid must be placed with the
lowest responsible bidder (one who can get a performance
bond) . All bids can be re j eoted, however.
General policy
In considering matters referred to the CoA by town offi-
cials, boards, etc. , the factor of possible discrimination
must be weighed in arriving at a decision. f ,
4. Next meeting of the CoA was set for September 23, 1975, at 4 P.M. ,
in the Directors' Room in Cary Hall. Mr. Rooney offered to arrange
for use of the room.
5. The meeting adjourned at approximately 4:10 P.M.
Respectfully submitted,, ,
.
Secretary, pro tem