Council on Aging

Minutes 9/9/21 Council on Aging Board of Directors Monthly Meeting September 9th , 2021 1pm Fitchburg Senior Center Fireplace Room 14 Wallace Ave, Fitchburg, MA 01420 Meeting called to order at 1:00pm Present: Bill Walsh, Joan Goodwin, Peg Padovano, James Craigen, Bonnie Huhtala, Josie Wood, Deb Dion, Annie DeMartino, Michele Morin Not Present: Joe Byrne, George Bourque II Guests Invited: Amy Greene (open inviation) Guests Attended: None Minutes: Minutes from June 10th and July 1st meetings were reviewed & discussed. Treasurer’s Report:  Sunshine Fund $171. Joan explained purpose of the fund.  Bill & Joan explained the “Formula Grant” expenses referenced in the FY 2022 Budget. The amount of funds allotted to the COA is based on $12 per senior as determined by the most recent census (6872).  Bonnie requested an itemized breakdown of expenses and receipts for alle expenses. Joan will provide from this point forward.  Motion to accept was approved. President’s Report: Correspondence to Russell and the Mayor (dated 7/26) with regard to the use of architects and the status of the Special Needs Assessment was read to the Board. Russell responded to this request on 7/26 and said he would contact the Architect after his return from vacation. In the interim, Bill had contacted Paul Lieneck of HLS Design (previous firm) via phone as did Joan via email on September 8th . Paul’s firm is not able to perform the assessment but referred two other firms. Paul also indicated that Paul Holtz at the MHC be contacted. This had already been done by Michele Morin and was discussed at last meeting. A motion was made and accepted to request a written update from Russell with regard to status of the Assessment. Michele mentioned that efforts regarding the Assessment seemed redundant and duplicative as the Board and Russell are both simultaneously working on it. Joan indicated that with regard to the gutters, Russell indicated that efforts to replace them were in progress. Bill had requested that the MHC be contacted for approval of gutters being copper or non copper. A motion to request update from Russel was accepted and approved. Page 1 of 3  Minutes 9/9/21 Director’s Report: Joan reviewed status of COVID cases and actions taken. The COA is being proactive in maintaining PPE and sanitizer inventory. Changes to policies and procedures will be implemented as needed in accordance with local, state and federal regulations. Allison Lake has replaced Sally as the new MOC Kitchen Manager. Salary is still a 50/50 split between the COA and MOC. A copy of the MOC contract was requested to be reviewed at the October meeting. Joan reviewed July & August programs. She indicated that without the help of outside agencies, most programs would not be possible as the COA no longer has a Program Coordinator. Joan reviewed building and ground activity including the gutters being stolen. She indicated that the surveillance video was instrumental in assisting poilice. Without the recent upgrade to the system, this would not have been possible. Because the gutters are an historical component of the property, it is mandated that restitution be made. Joan will follow up. On July 19, the building had flooding due to the missing gutters. Russell was contacted as to next steps. Although he did not personally inspect the flooding, he indicated that letting the water recede on its own would rectify the situation. On August 8th , sprinkler heads were replaced. Committee Report: By Laws-need to be reviewed and updated by the Board to reflect any changes. Will be discussed at future meeting(s). New Business: Veteran’s Agent Michele Mariano requested the use of the hall for a veteran’s program in November. Upon receipt of details, the Board will review and approve pending any COVID restrictions. The Lions are meeting again at the center once per month. Old Business: Amy Green of the City Council is the representative/liaison for the COA to the Council. An open invitation has always been extended to her, but moving forward a written invitation will be sent. Motion to adjourn at 2:25 pm Page 2 of 3  Minutes 9/9/21 FY 2022 Meeting Dates Second Thursday of the month unless otherwise noted. September 9 October 14 November 11 (Veteran’s Day) December 9 January 13 February 10 March 10 April 14 May 12 June 16 *No meetings July and August* *Dates, times, additional meetings subject to change* Items/Issues Pending Completion/Resolution Item/Issue Action Status By Laws BOD to review and amended as necessary Pending Job Descriptions BOD to obtain and review job descriptions for Pending Executive Director and Facilities Director to confirm scope of responsibility Amy Greene BOD/Joan to send written invitation to liaison for In progress each meeting. MOC Contract Joan to provide a copy for review. Pending Gutters Russell to update on approval from MHC re: non- Pending copper gutters. Written response requested. Special Needs Russell to provide update on status. Written Pending Assessment response requested. Honeywell Survey Russell to provide written explanation of who Pending Cost pays and where funds come from Internet/Wifi Michele sent letter to Mayor/IT reiterating need Pending update from for improved connection and requesting update IT to Joan re: previous request Page 3 of 3