Council on Aging

Minutes 11/18/21 Council on Aging Board of Directors Monthly Meeting November 18, 2021 1pm Fitchburg Senior Center Fireplace Room 14 Wallace Ave, Fitchburg, MA 01420 Meeting called to order at 1:10pm Present: Bill Walsh, Joe Byrne, Peg Padovano, Josie Wood, Bonnie Hautula Deb Dion, Michele Morin Not Present: Annie DeMartino, James Craigen, Joan Goodwin, Guests Invited: None Guests Attended: N/A Minutes: Minutes from October meeting were not received by all members for review and approval. Jennifer provided correct/current copies and minutes were approved. Treasurer’s Report:  Sunshine Fund – $205  Motion to accept report was approved. President’s Report: Photos of the exterior of the building were distributed showing masonry issues that present safety concerns. Joe & Bill sent letter on behalf of the building committee to the City to make them aware of the issue. A copy of the letter was requested by Michele to keep on record. Bill requested opinions from two independent contractors to validate his concerns. We are still waiting for an update from Russell regarding the RFP/Needs Assessment. A motion was made to send a written invitation to Russell to every meeting. Included in the invitation will be an itemized list of issues to be addressed so that he can be prepared to provide answers and updates. Motion was approved. MOC site manager declined mandated Covid vaccination and therefore her last day will be. November 24. Until such time as a replacement is found, no meals will be served. It was noted that the total meal count as provided by Jenn was 106 total which equates to approx. 5 meals per day. The MOC contract is still being negotiated. Michele asked for a copy of the contract for the BOD to review. Page 1 of 5  Minutes 11/18/21 It was mentioned that the dishwasher in the kitchen was broken and not properly sterilizing utensils etc. A motion was made and approved to authorize Bill to call and have it repaired. Disposable plates, utensils, etc will be used in the interim. Parking continues to be an issue for members, vendors, and guests of the Senior Center. It was suggested to the Mayor that the center be able to utilize the old Central Fore Station parking lot,. Not action has been taken as of yet. It was suggested that, with the exception of the Executive Director, Senior Center staff do not park pn Wallace Ave and instead park on the side of the building to free up spaces for members. Director’s Report: (as reported by Bill in Joan’s absence) Bill notified the BOD that Joan was exposed to COVID and is out pending a negative test. Update to internet access is in progress and some equipment has already been installed. The British American Club is having a Mitten & Hat Drive, Information was distributed. The Lions Club will once again be graciously distributed 50 Thanksgiving Baskets to Fitchburg Seniors in need. The BOD is grateful for their generosity. There are many upcoming events scheduled. Please refer to monthly newsletter for more information. Committee Report: By Laws-still need to be reviewed and updated by the Board to reflect any changes. There are two copies of By Laws. 1) in the initial packet given to members by the council and, 2) a copy that was given by Jenn. Need to confirm which is current before making any changes. Building Committee- Joe asked as to status of replacing the windows. It was mentioned that although that is a BOD priority, no action is being taken until such time as the RFP/Needs Assessment is completed at which time the BOD will prioritize projects based on urgency and cost. New Business: The BOD reviewed the Codes of Conduct/Standards in place at the Achunet Senior Center. In light of recent events at the Fitchburg Senior Center with regard to loitering and misuse of the premises, the BOD agreed to incorporate verbiage from the Achunet Standards within our Standards. The purpose of which is to have in writing policies which will allow for staff and other authorities the right to remove persons from the center that dop not abide by said standards. Page 2 of 5  Minutes 11/18/21 A motion was made for Joan for review documents, draft language to be included, have the BOD than review and accept, and then send revised Codes of Conduct o City Solicitor from approval. Motion was approved Old Business: The process for sending written communications on behalf of the BOD and its Committees was discussed. As previously approved, all communications with the City are to be in writing and sent and signed by either the President, the Executive Director, or Committee Chairperson. It was further requested that such correspondence be sent to the BOD for review prior to be sent. As previously requested, a copy of the MOC contract is to be provide to the BOD for review. Clarification of the By Laws in place is needed prior to making any changes. Upon receipt of current By Laws, changes and updates are to be added to agenda for future meeting. Motion to adjourn at 2:25 pm Page 3 of 5  Minutes 11/18/21 FY 2022 Meeting Dates Second Thursday of the month at 1pm unless otherwise noted. January 13 February 10 March 10 April 14 May 12 June 9 *No meetings July and August* September 8 October 13 November 10 December 8 (Holiday Luncheon) *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 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. Gutters Bill to provide copy of correspondence with pending MHC RFP/Special Russell to provide update on status. Written Pending Needs Assessment response requested. Honeywell Survey Russell to provide written explanation of who Pending Cost pays and where funds come from Masonry Bill to provide copy of correspondence sent Pending requesting action. 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