Council on Aging

Approved by COA at 6/9/2022 meeting Council on Aging Board of Directors Monthly Meeting May 12, 2022 1:00pm Fitchburg Senior Center Fireplace Room FITCHBURG CITY CLERK Jun 14 2024 4:02 pm 14 Wallace Ave, Fitchburg, MA 01420 Meeting called to order at 1:05pm Present: Bill Walsh, Peg Padovano, Deb Dion, Michele Morin, George Bourque, Bonnie Hautala, Not Present: George Rodrigues, Annie Demartino, Joe Byrne, Josie Woods, James Craigen Guests Invited: Andrew Van Hazinga Guests Attended: Andrew Van Hazinga Minutes: Minutes from April meeting tables until next regular meeting. Minutes from the Special Meeting of May 5th to follow. Treasurer’s Report: Tabled until next regular meeting and/or Treasurer’s return President’s Report: RFQ- The architectural firm chosen by the city is BH&A (full name to follow). They will commence work in July Friends – Joe called secretary of State’s Office. If the Friends are not in compliance, they suggested that we contact our City Solicitor and have him represent the COA in Probate Court regarding monies not disbursed. A motion was made to send a written invitation to the Friends to have a representative attend the next monthly meeting to explain their status and position prior to the COA taking any legal action. Motion was approved. Search Committee- Joan has submitted resignation which will be effective June 30th. A copy of the current Executive Director job description was sent to HR for review. The position will be first posted internally and then after a specific period of time will be posted externally for the public. If the position is not filled prior to Joan’s departure, it was suggested that Joan could work per diem under a new contract until the position is filled. A memorandum regarding the process, job description and appointments is to be confirmed by the committee including, but not limited to: Questions to be asked of candidates and who will review the applications and resumes. Joan will finalized a revised job description and send out for review. Their BOD will then provide comments. Page 1 of 4 Search Committee needs to submit a definitive timeline to Human Resources after the job description and qualifications are approved by the COA BOD. Director’s Report/Committee Report: Building & Maintenance – Mike Brown will be returning Wednesday, May 18th. The expectation is that he will continue to maintain and provide the same exceptional level of service, cleanliness and maintenance that was provided by the contracted provider during his absence. Café-Well over 300 people per month are being served and this number is expected to continue with a growing volunteer base. A discussion was had regarding written policies and procedures with respect to the processes of the Café. Michele will provide a draft for the BOD to review. Programs – May is Older American’s Month and there are many programs being held at the center. Joan extended an invitation to all BOD members to attend the breakfast with the Sheriff et al. Bylaws – Review of the bylaws remains pending. New Business: Andrew will request a copy of the Facility Director’s job description for the purpose of comparing roles and responsibilities regarding building and maintenance with the roles and responsibilities of the Executive Director. The Annual meeting is scheduled for June 9th and will be held at the Center. The need for continued meeting during the summer break was discussed. A motion was made to continue to meet during the months of July & August. The motion was approved, The meetings meeting will be held on July 14th and August 11th. Old Business: Communications and pending items need to be completed and resolved. All those BOD members with outstanding requested for documentation, correspondence and the link need to provide copies to the BOD. The approved Standards of Conduct are rolling out and all current members must sign. Meeting adjourned 2:30 Page 2 of 4 FY 2022 Meeting Dates Second Thursday of the month at 1pm unless otherwise noted. January 13 February 10 Cancelled March 10 April 14 May 5 (special meeting called) May 12 June 9 July 14 August 11 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 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 Masonry Bill to provide copy of correspondence sent Pending requesting action. Friends of the Bill Galvin will follow up. Written response Pending Center requested Armory Cafe Letters of thanks and recognition to be sent. A Pending copy to be provided to BOD. Letter from Sally Copy of correspondence to be submitted to BOD Requested Craigen Letter to Cronin’s Letter to be sent re: $300 monthly rent Requested Office Letter to City Letter to be sent regarding Veteran’s space Pending concerns Standards of Written confirmation from City Solicitor Pending Independence requested Page 3 of 4 Finalized To be approved by BOD and submitted to HR Pending Executive Director Job Description Questions for Pending Candidates Search Committee To be submitted to HR Pending Timeline & Process Page 4 of 4