Council on Aging

Minutes approved at COA meeting on 10/13/2022 Council on Aging Board of Directors SPECIAL Meeting FITCHBURG CITY CLERK August 3rd, 2022 1:00pm Apr 04 2024 3:27 pm Fitchburg Senior Center Fireplace Room 14 Wallace Ave, Fitchburg, MA 01420 Meeting called to order at 1:00pm Present: Bill Walsh, Peg Padovano, Michele Morin, George Bourque, Bonnie Hautala, Annie Demartino, Joe Byrne, Josie Woods, James Craigen, Joan Goodwin Not Present: George Rodriguez, Deb Dion The validity of the appointment by the COA to elect George Bourque as Chair of the COA BOD FY 2023 (July 22 – June 23) was confirmed and reiterated. Library Relocation Update: George reported that, after he and Joe met with the Mayor and after receipt of a letter received from the Mayor’s Chief of Staff, the City has determined that the COA/Senior Center/O’Neill Hall is not an option for a potential temporary relocation site for the Fitchburg Public Library. George thanked all involved in the efforts to prevent this from happening and especially Joe and Bill for their valuable input. Should the circumstances change, the BOD will call another special meeting and discuss the next course of action. All are in agreement that the Senior Center and specifically O’Neill Hall should not be used as library space or any other space other than is currently designated. Executive Director Search Committee Update: Bill reported that out of the 4 candidates chosen to be interviewed, 3 have been scheduled an 1 had withdrawn their application. A discussion was had regarding the oversight of the day to day operations of the COA in the absence of the Executive Director. The Treasurer is still without the requested documentation needed to compile a Treasure’s report. The BOD, will remind the Principal Clerk (Jennifer) to please provided any and all requested information in a timely manner, 3-4 days prior to each BOD meeting. The question was raised as to whom is responsible for the signing of checks and the authorization of expenditures, who can make changes to policy and procedure, and who is performing administrative and programming functions. Page 1 of 2 Bill indicated that Jennifer stated she did not have to take direction and/or was not under the supervision of the COA BOD because she was an employee of the City and not the Council. She stated that she reports to the Mayor’s Chief of Staff. The BOD will research this matter with HR to confirm. The BOD is concerned that Jennifer is assuming responsibilities outside of her job description and scope of responsibilities without any oversight or supervision. The COA BOD discussed the matter further and agreed that NO CHANGES to policy, procedure, or scope of responsibilities should be made by anyone until such time as a new Executive Director has been hired. Joe indicated that an inquiry should be made as to whom is authorized to sign warrants and checks. Michele will look into this. With regard to the Café, Annie has submitted her resignation. With Mike and Pat out with Covid, that leaves is no one in the kitchen who is ServeSafe Certified. Jennifer had enrolled in and taken a class but the BOD agreed that that is outside her scope of responsibility and changes her job description. A motion was made to have in additional member of the kitchen staff become ServSafe certified and that the cafe would remain closed until either Matt or Pat return or another member of the kitchen staff becomes certified. Whichever comes first. Motion was approved. With regard to the oversight of the day-to-day operations of the Council on Aging and the Senior Center the following motions were made. #1 - The COA BOD, in the absence of the ED shall have oversight of the office, kitchen and the café. Approved. #2 - In the absence of the ED, the Treasurer shall be in receipt of all receipts and approve (with the consent of the BOD Chair) expenditures not related to the daily operations of the administrative office (pens, paper, toner, etc). Approved. #3- In the absence of the ED, Josie woods, BOD member and kitchen volunteer will obtain her ServSafe certification. Approved. #4-Until there is clarification as to whom the principal clerk reports to, no changes to policy and procedure at the Council on Aging And no authorizations of expenditures shall be made by the Principle Clerk. Further, the Principal Clerk job description and scope of responsibility should not be added to or depleted. Approved. A list of meeting dates for FY 2023 was provided in addition to the agenda for the Sept 8th meeting. George again thanked everyone for their efforts with the library relocation and the Café. A complimentary lunch provide by George was offered to all. Meeting adjourned 2:20pm Page 2 of 2