Council on Aging

City of Marlborough Council on Aging Board Minutes of June LL, 2024, Meeting The regular meeting of the Council on Aging Board was held on Tuesday, June 77, 2024, at 8:30 AM at the Marlborough Senior Center, 40 New Street. Board members present: Judy Benedetto, Leslie Biggar, Joseph Bisol, Kathy Faddoul, Pat Gallier, Zella Haesche, Judy Kane, Raymond Magee, Donna Scalcione Absent - Linda Warren - Board Member Absent - Trish Pope - trxecutive Director Guest Speakers: Mike Ossing - President of the City Council Meeting adjourned at 9:48 AM Ordered: The minutes of the May 14th meeting. Motion: Judy Kane Seconded: Chair The minutes of the May 141' meeting have been previously distributed. There were no corrections or changes to the minutes. The minutes of the May 14th meeting are approved as distributed. Guest Speaker - Mike Ossing - President of the City Council Mike reviewed Parliamentary Procedures for Board Members Executive Director's Report - None Election of Officers and Delegates Vice Chair - Judy Kane Secretary - Kathy Faddoul Alternate Delegate to Springwell - Judy Kane Chair - Updates o Joe provided a list of the board meeting dates for FY 2025 o The Board discussed the proposed by-law changes rejected with input from Mike Ossing. The changes were discussed with a rationale for not changing these by-laws. The proposed by-laws discussed were: 1. To eliminate or change duties. 2. Limtt board members to Marlborough resldents only. 3. COA board to elect the Chair. 4. Limit the term of the chair to four terms. 5. Limit the term of Vice-Chair and Secretary to two terms. 6. No member of the board shal1 assign duties to any COA staff member. 7. No board member sha1l make written or oral public representation for the council on aging unless autttorized by a vote of the board. r Joe informed the board that the legally approved draft of the changes to the bylaws will be discussed at the July 30th meeting. Motion by Judy Kane, seconded by the Chair to adopt the following: o ORDERED: There being no further business, the regular meeting of the Councii on Aging Board is herewith adjourned at 9:48 AM; adopted. Kathy Faddoul, Secretary THIS DOCUMENT REPRESENTS THE MINUTES OF THE MEETING. ALL SUPPORTING DOCUMENTATION ASSOCIATED WITH THESE MINUTES IS ON FILE AT THE MARLBOROUGH STNIOR CENTER, 40 NEW STREET, MARLBOROUGH. The Followinq is a list of the additional documentation on file: o Guest Speaker Mike Ossing - Presentation to Board on Parliamentary Procedures. . Discussion and Review of Bylaw Changes not included due to Conflict with City Charter. )  Agenda ltem # 4 Mike Ossing - President of the City Council Presentation on Parliamentary Procedures for Council on Aging Board of Directors LU E. l (t) o (, E. =(J C J U Z. o LU o U o F U (, P- U o E. LU o -o o_ E. sx, !- Z. zo E. C o E= .N J II E\r '-r.rr P F o o E= o- -r Z. 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X ;l -c tJ Eo .E g * C ho tn €L E €E' EI F '6hgo C (u o E &.= o U E 5 g E s g s 2 =d (D GJ (u o a  o +t ru -o o E t- o E c = .(t) C .9 +) tn o Jq1.1 UO+' V) (o FL' E-'8o C LE (lJAtC o =(uo J-G] {-, >* b ?lL:()(u r o - a ar fJ x ro-o c:- o (U .Yolaro= ^r-LE+) C X g c E-c :==6*- E o ;1-9*e 3E g E E fr o-rrrP P P P P P o F U a  Agenda ltem # 5 Discussion and Review of Bylaw Changes not Included due to Conflict with City Charter  COA - Proposed Bv-Laws Chanqes that were excluded Section 2. Responsibilities Proposed changed was to eliminate or change duties Council on Aging ij .1(; l__liDuties. It shall be the duty of the Courncil to identify the total needs of the community's elderly population; to educate the community and enlist support and participation of all citizens concerning these needs; design, promote or implement services to fill these needs or coordinate present existing services in the community and promote and support any other programs which are designed to assist elderly persons in the community. The Council on Aging shall cooperate with the Commonwealth Commission on Aging and shall be cognizant <lf all state and federal legislation concerning funding, information exchange and program planning which exists for better community programming for the elderly. Section 3. Membership & Terms Limit board members to Marlborough residents only. Massachusetts General Law MGL Chapter 41 , Section 109 Section 109: Resignation; notice; residence requirements Unless otherwise provided by general or special law, ordinance or by-Iaw, a person need not, in order to accept appointment to a public office in a town or district, be a resident of such town or district; provided, however, that if an appointed town or district officer is required to become a resid.ent within a period of time specified at the time of his appointment by the board or officer making the appointment but fails to do so within the time specified, or if an eiected or appointed town or district officer removes from the town or district in which he holds his office, he shall be deemed to have vacated his office. Below is a list of Boards that have members that do not reside in Marlboro: . Board of Assessors . Board of Health . Council on Aging . OPEB Trust . Retirement Board COA board to elect the Chair. City ordinance requires the Mayor to appoint the Chair. Any change would require an ordinance change which would go through the City Council. ,tll-(:_ l-: Z_Membership: terms: Chairman. [Arnr.:t-rtlr:rl 6 M 1q72, ]r.y Ord. No. I 15861 The Council on Aging shall be made up of 11 members who shall be appointed by the Mayor, subject to the confirmation of the City Council, and who shall serve without compensation, each for a term of four years and until his successor is appointed and qualified. The initial appointments under this article shall be as follows: one for a term of two years; three for a term of three years; and three for a term of four years; after which all appointments shall be for a term of four years and shall be measured from the first Monday in May next following the original appointment. The Chairman of the Council is to be designated by the Mayor. ii iQ,l,::{.Removat from office. The members of the Council may be removed by the Mayor for cause, after charges have been preferred, reasonable notice thereof has been given and hearing thereon has been held, provided that a majority of the City Council shall approve such order of removal. The Mayor shall in his order of removal state his reasons therefor. Limit the term of the chair to four terms. The Chair "serves at the pleasure of the mayor" which means the Chair can be replaced at any time or remain as Chair for as long as the mayor wishes. Limit the term of Vice-Chair and Secretary to two terms. The by-laws call for the election of Vice-Chair and Secretary each year. All board members who wish to serve may forward their names for consideration. Historically these positions have been difficult to file, especially for Secretary. We have always been very grateful to the prior secretaries who have held this position for multiple terms. The fact that both positions are open to vote each year and any member can be considered is a form of term limits. "No member of the board shall assign duties to any staff member." Many Boards utilize the City staff to support the effective operation of the Board, It is a mutual relationship to ensure the Boards are successful. Not sure you want to add that to the bylaws. It should be a mutual relationship to work towards the goal of an effective Board meeting to benefit the Seniors. There should also be time to process the request (iast-minute items that are not scheduled can frustrate some people). Below are some of the Boards that utilize the city staff (usually in the department) to assist in agenda preparation, printing materials, emailing materials, posting meetings as well as minutes. This is a list of the all the city's Board and who provides support. . Board of Assessors - clerk in the Assessor department . Board of Health - clerk in the health department . Board of Registrars - clerk in the Clerks department . Cable Trust Board - Staff in the Mayor's office . Community Development Authority - staff in the CDA office . Conservation Commission - clerk in the Conservation department . Library Trustees - staff in the library . License Board - clerk in the health department . Municipal Aggregation - Staff in the City Council department . OPEB Trust - staff in the Finance department . Parks & Rec Commission - clerk in the Recreation department . Planning Board - clerk in the Engineering department . Retirement Board - clerk in the Retirement department . ZBA - clerk in the Conservation department  "No member of the board shall make written or oral representation for the council on aging unless authorized by a vote of the board." Stifling board member discussion is not a good move. The Board speaks as one voice after a vote. There can be dissenting opinions. Just like the council, an item can be approved without all councilors aligned. Councilors on the non-winning side can still voice their opinion but the Board decision is what stands.  *"3X1"":!#:',;i17i3,^;{A Chapter 161 . Senior Ctttzens [HISTORY: Adopted by the City Council of the City of Marlborough as indicated in article histories. Amendments noted where applicable.l Article I. Council on Aging [Adopted 4-15-1968 by Ord. No. 7897 (Ch.39, Art. I, of the 1986 Code]l S 161-1. Establishment. There shall be established in the City, pursuant to and in compliance with MGL c. 40, S 88, a Council to be designated as "Councit for the Aging."[rl tll li)clitor's Notct: Notu lo^tot.urt cr.s Ctrurrci/ ortAclirtcl. S 161-2. Membership; terms; Chairman. [Amended 6-19-1972 by Ord. No. 11586] The Counctl on Aglng shall bc made up of 11 members who shall be appolnted by the Mayor, subJcct to thc conflrmatlon of the City Councll, and who shall senre wlthout compensatlon, each for a term of four years end untll hls successor ls appolnted and quallfled. The tnltlal appolntments under thls artlcle shall be as follows: one for a term oftwo years; three for a term ofthree ycers; and three for a term offout years; alter which dl appolntmcntr rhall be for a tcrm of four yGars and shall bc measured from the llret Monday ln May next followlng thc origlnal appolntment. The Chalrrnan of thc Councll ls to be dcslgaated by the Mayor. S 161-3. Vacancies. Aay vacancy on the Counctl ehe[ be ftlled for the remalnder of tho unexplred term and ehall be made as provlded for ln the orlglnal appolntmont. S 16L-4. Removal from office. The members of the Councll may be removed by the Mayot for cause, after charges have been preferred, reagonable notlce thereofhas bcen glven and a hearlng thoreon has beon held, provlded that a mqlorlty of tho City Council shall approve such order of rcmoval. The Mayor shdl ln hls order of removd state hle reasona thetefor. S 161-5. Duties. It ghell bc tho duty of the Councll to ldcnttf! the total needs of the communlty'e eldcrly populatlon; to cducate thc communlty and enllst support and particlpation of all cltlzens concernlng these needs; dcslgn, promotc or lmplencnt serulces to fill these needs or coordlnate present edatlng servlces ln the communlty and pronote and support any other prognms whlch are deslgaed to assist elderly pcrsons in the community. Thc Councll on Agtng shall cooperate wlth the Commonwealth Commisslon on Aglng and shall be cognlzant of all state and federal leglslation conccrning fundlng, lnformatlon exchangc and program planning whtch exlsta for better communlt;r programmlng for the elderly. S 161-6. Annual report. Thc Council on Aging ehall lilc an annual report wtth the Mayor and the Clty Councll, e copy of whlch ls to be fonparded to the Commonwealth Commlsrlon on Agtng. Article II. Executive Director [Adopted 4-2-1973 by Ord. No. 12391 (Ch. 39, Art. II, of the 1986 Code)] S 16L-7. Establishment; term. [Amended 4-6-t998 by Ord. No. 98-7453A] There shall be an Ereoutlvc Dlrector to the Mayor ln charge of eldcrly affalrs subJect to conflrmatlon of thc Ctty Council for a term of thrce ycarc. Such Executlve Direotor shall take ofllce on the dey followlng hls appolntment. S 161-8. Duties. The prlmary responslbilitles and sole dutles of the Executlve Dlrector in charge of cldorly affalte shall be to adminlstcr, coordlnate and lmplemcnt programa, services and actlvltlcs rclatlng to affalrs of the Councll on Aglng and all scnlor cltlzcne withln the aommunlty.  ADMINISTRATION OF THE GOVERNMENT PaTt I Title VII CITIES, TOWNS AND DISTRICTS OFFICERS AND EMPLOYEES OF CiTIES, TOWNS ANI) Chapter 4l DISTRICTS Section 109 RESIGNATIoN;NoTICE;RESIDENCEREQUIIIEMENTS Section 109. No resignation of a town or district officer shall be deemed effective unless and until such resignation is filed with the town or district clerk or such later tirne certain as may be specified in such resignation. Upon receipt of a resignation the clerk shall notifiz the remaining members, if the resignation is received from a board of two or more members, and he shall further notify the executive officers of the town or district and such notification shall include the effective date of the resignation. Unless otherwise provided by general or special law, ordinance or by-law, aperson need not, in order to accept appointment to a public office in a town or district, be a resident of such town or district; provided, however, that if an appointed town or district officer is required to become a resident within a period of time specified at the time of his appointment by the board or officer making the appointment but fails to do so within the time specified, or if an elected or appointed town or district officer removes from the town or district in which he holds his office, he shall be deemed to have vacated his offise.  BY-LAWS MARLBOROUGH COUNCIL ON AGING Section 1. Name ofthe orgar.izatiou: Marlborough Council on Aging Section2. Responsibilities: 2.1. The'Comcil on Agns board shall ccoperate l#ih the Massachusetts Executive Office of Eider Affairs and shall be cogruzant of all the state and federal legislation concerning funding, information exchauge and program plarming thich exists for the befier conununity programrniug for the elderly. 2.2. Identify the iotal needs of the City of Marlborough's eiderly population. 2.3. Educate tlie City of Marlborough and enlist suppolt anci participation of all citizens conceroing the needs of the elderiy. 2;ffirc-eourcii-orr*giry,lruad-with-otker-eity-ofMarlb-or<ru-gh' agencies and organizations shall assist in the design, promotion, implementation, and coordination of programs and setvices to assisi the elderly persons oflin the City of Marlborough. 2.5 Thc Council on Aging shall sen'e as an Arlvisory Board for the Executive Diroctor in prograc plauai"g, budget preparation and Senior Center operation. 2.6. If any member of the Council ori Agirg board misses more 'ihan tbree (3) conseoutive meetings withiu the year rvithout a t alid leasotr and &e Council on Agrng board feels ihe member should be replaced, the matter will be discussed with the Ma5'61for suiiable action" Sectiou 3. Ivlembership; terms; Chairperson: 3.1. At least 51% of the Marlborough Council on Agrng board shall .be over sixty (60) yeers of age. 3.2. New Council on Aging board member prospects can be recorrunended to ttre Mayor for his/her consideration. 3.3. The Couucil on Agrng board shall be made up of eleven (11) members who shall be appointed by the h{ayor, subject to the confirmation of the Citf Council, and rvho shall serve rvithout compensation, each for a term of f6ur years and until his successor is appointed and qualified and shall be measrued from the first Monday r+o h in I\{ay next following the original appointuent. The Chairpersol} 01" * the Council on Agiug board'is to be clesignated by the N4a1"or' tbnuumuriu+trvmz-uraAdosted 03/10/1571! tledsad l$?fr llpdeud Septtmltr IBBB; ll aditiedEB/14/2AEl; I'ladifted [5/l[/Z[[[ llrdilisd ivwaan  BY-LAWS MARLBOROUGH COUNCIL ON AGING 3.3.1. The Chairpersou shail : A. S&e shall regularly consult with the Executive . Director. B, .Arrange an'ageuda for eachmeeting. C. Keep the ageuda, enieriain motions and their disposition, and majntain order. 3,4. council on,Aging board members shall serve.for,no moi.e than 1ro (2) cousecutive four (4) year t'enns, beginrring ou the adoption ,date qftire by-laws coutainiirg this subseoiion, Section 4. Righis a&d Pofi'ers: 4.1, Each Council oa board member, such status for all purposes 6e deemed to have accepted and to have agreed to be bouud by the City of Marlborough Charier Cliapter 161 and the Council on Aging By-Lav,'s as the sami *ay then exist or may, from time to time, be aminde,J. 4'.2. The Council on Aging board shall elect a Vice-Chairperson and secretary. They may elect such other council on A#ng board members as it may deem uec€sssrlr for particularprojects. 4'2.1- The Vice-Chairpersou shall in the absence of the Challperson temForarily perforar the duties of the Chairperson in cor{unction with the Secretary. . 4.2.2. lte Secretary shall: A' Trauscribe and send copies of the board meeting neinutes for revierv by the Exooutive Director and board Chaitperson, B. Keep acourate records of board ueoring minutes. Section 5. Fiscal year: 5,1. The Fiscai Year of ihe counsil on Aging shall be from July l, to Juae 30- 5.2. T[e annual budget zubmitted shall be prepared by the Executive Director and presented to the Council on Aging boar,J members f\io forreview. b{ cd tu""r.u.uuurvffiuaffiErni4dapudEl/\il/l&ll:fisvised l$7S Updatad $spiemtarl$gg llsdtfkdM/!4/ZlflL llodifted [E/10/20[E; gvunatg trlodtf,sd  BY-LAWS MARLBOROUGH COUNCIL ON AGING Section 6. Regular Meetings; 6.1. Regular open meetiags shail be held on the second Tuesday of eachmon& 6.2. Voting on Council on egiog bbard recommendations require a , majority of crrrreutly senring appointed board members. Section 7. Annual Meoting: 7.1. ft,e Council on Aging board at its Annual Ivleeting in of each year shall eleot from ite membership, a Vice-Chaiqperson and a Secretary. -- 7.2. The Vice-Chairperson aad Secretary shall hold office until the next Annual Meeting. 7.3. In the event of a vacancy in the Vice-Chairperson and/or Secreiary positions, the Couucit ou Aging shsll elect one of its board members to fill the vacancy. Section 8. Coilateral Organizations: 8.1. The Council on Aging board members shall appoint a delegate and an aitenrate delegate to serve ou tbe Board of Directors of BalPath Elder Services, Iuc. Section 9. Aueudments: 9.1. These By-Laws raay be amended or repealed et an Annual or R.egular meetiug., frJo bo g. rila:ursm\ciu\tu^uirrrtrciidoptad 03/10/197t Redssd l$?5; (pdrted Saptemter ISSB: ltioriified [8/142[01llodifisd 05/10/Z[0S I'tsdtfied ulavza$  BY-LAWS MARLBOROUGH COUNCIL ON AGING Marlborough Counctt On Aging Ey.Laws .Sle[alsieg FOR THE Council on Aging Bcard 8y: oae g-{7 t/..7 James Confref, Rrl Dzte; 9'-/ J -/ ? Sheila Vica President By: o"t"r-?.:/v't3- Brehda 4-r?,*le FOR, THE BY: t/g{tl Dare:_.I-.r_ Council On Aging Eirecicr By: Date: q 'f 7-- i 3 TitIeYcOA Director Legal Departmeni av: # .(Signature)-Elten .d/ i2 EsStavropoulus o^tu,--24t&t,r TUle: Paralegal -Fdlra/oogiS.