Council on Aging

City of Marlborough Council on Aging Board Minutes of September tO, 2024, Meeting The regular meeting of the Council on Aging Board was held on Thesday, September 1o, 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, and Marylou Vanzini Absent - Donna Scalcione - Board Member Absent - Linda Warren - Board Member Absent - Trish Pope - Executive Director Meeting adjourned at 9:18AM. Ordered: The mlnutes of the July gOth meeting. Motion: Judy l(ane Seconded: Chair The minutes of the July 30th meeting have been previously distributed. There was one spelling correction. The minutes of the July g0th meeting are approved as distributed. Ordered: Resignation of Board member Linda Warren. Joe read Linda's resignation letter to the Board. He Thanked Linda for her support and contributions to the Board. Ordered: Approval of COA Board by-laws. Joe read an E-mail to the Board submitted by Board member Donna Scalcione who did not attend the meeting. Donna indicated that she did not support the amended by laws specifically section 2 items 2.1 through 2.4. A discussion was held on the work the subcommittee did in reviewing the bylaws and recommending changes. The Board held a roll call vote approving the amended by laws. The vote was 9-0. Voting in favor of the amended by laws: Judy Benedetto, Leslie Biggar, Joseph Bisol, Kathy Faddoul, Pat Gallier, zella Haesche, Judy Kane, Raymond Magee, Marylou Yarezini. Absent: Donna Scalcione and Linda Warren. Ordered: Discussion on the current refund policy for fee-based Programs. The Board discussed the various fee-based programs and the policy regarding refunds. There is no written refund policy. Board members have received questions regarding obtaining refunds for Fitness classes canceled due to weather and or unscheduled time off by the instructors. Board members mentioned that there are individuals who get into classes but do not come to class. There "was" a policy that if you missed three classes you were told that you could no longer attend the class. There were also inquiries regarding the no refund policy on trips. Joe indicated that he would add this item to the October agenda for Trish's response. ordered: Review and Discussion on FY 20124 Senior Center Expenses. The Board briefly discussed the expenses with a mqior focus on how the grants are used to fund programs. One of the inquiries was regarding who determines what grant funds are used for what services. Some programs are free because they are funded by grant money. Who determines which programs are free? Joe indicated that he would add this item to the October agenda for Tlish,s response. Chair - Updates o There was no update for Springwell since the Springwell Board did not meet in August. r Joe indicated that at a future meeting the Board. will review the Council on Aging Reports submitted by Trish to the Executive Office of Elder Affairs. We will review the reports that were submitted for FY 2022 and, FY 2023. Motion by Judy Kane, seconded by the Chair to adopt the following: . ORDERED: There being no further business, the regular meeting of the council on Aging Board is herewith adjourned at 9:1g AM; adopted.  The minutes herein were recorded by the Secretary and will not become official until approved by the Committee and so noted in a subsequent record. Kathy Faddoul Secretary COA Board Approved Meeting Pate: 7o/rs/ zoaf Secretary: THIS DOCUMENT REPRESENTS THE MINUTES OF THE MEETING. ALL SUPPORTING DOCUMENTATION ASSOCIATED WITH THESE MINUTES IS ON FILE AT THE MARLBOROUGH SENIOR CENTER, 40 NEW STREET, ITIARLBOROUGH. The Followinq is a list of the additional documentation on file: Last version of by-laws as amended. senior center Expenditures for Services and programs COA Program Payments - Fy 2024 Mayjor Grants and Gifts for Fy 2024  BY.LAWS MARLBOROUGH COUNCIL ON AGING Section 1. Name of the organization: Marlborough Council on Aging Section 2. Responsibilities 2.1 The Marlborough Council on Aging board ("Council on Aging" or "Council") shall cooperate with the Massachusetts Executive Office of Aging & Independence and shall be cognizant of all the state and federal legislation concerning funding, information exchange and prograrn planning which exists for the better community programming for the elderly. 2.2 ldentify the total needs of the City of Marlborough's elderly population. 2.3 Educate the City of Marlborough and enlist support and participation of all citizens concerning the needs of the elderly. 2.4 The Council on Aging with other City of Marlborough agencies and organizations shall assist in the design, promotion, implementation, and coordination of programs and supporl services to assist the elderly population in the City of Marlborough. 2.5 The Council on Aging shall serve as an advisory board fbr the Executive Director of the Council on Aging ("Executive Director") in programs planning, budget preparation and Senior Center operations. 2.6 If any member of the Council on Aging misses more than three (3) consecutive meetings within the year without a valid reason as determined by the Council, and the Council f-eels that the member should be replaced, the matter will be discussed with the mayor for suitable action.  BY.LAWS MARLBOROUGH COUNCIL ON AGING Section 4. Rights and Powers: 4.1 Each Council onAging member, by accepting such status, shall for all purposes be conclusively deemed to have accepted and to have agleed to be bound by the Ciry of Marlborough City Code, Chapter 167, and the Council on Aging By-Laws as the same may then exist or may, from time to time, be amended. 4.2 The Council on Aging rnay establish sub-committees or volunteer committees fbr projects or to further the mission of the Council. All committees requir"e the full vote of the board. 4.2.1The Vice Chair shall, in the absence of the Chair, temporarily perform the duties of the Chair in conjunction with the Secretary. 4.2.2 The Secretary shall : A. Transcribe and send copies of the Council on Aging meeting minutes for review by the Executive Director and board Chair. Meeting minutes shall be created and approved in a tirnely manner, preferably at the next Council meeting. Meeting minutes shall be maintained in a manner consistent with the Open Meeting Law, G.L. c.30A, $$ 18-25 ("Open Meeting Law") and any applicable City policy and shall be posted to the Council on Aging website. B. Keep accurate records of Cor,rncil on Aging meeting minutes. Section 5. Fiscal Year: 5.1 The Fiscal Year of the Council on Aging shall be trom July 1 to June 30. 5.2 The annual budget submitted shall be prepared by the Executive Director and presented to the Council on Aging members for review. Section 6. Regular Meetings: 6.1 Regular open meetings shall be held on the second Tuesday of each month. Meeting dates may be changed, in a manner consistent with the Open Meeting Law. fbr l'easons including conflicts with other events at the Senior Center. Meetings may be held remotely in the event of a public health emergency or a declaration of disaster to the extent permitted by applicable law, including the Open Meeting Law 6.2 Votes taken during Council on Aging meetings require a simple majority of the members present.  BY.LAWS MARLBOROUGH COUNCIL ON AGING FOR The Council on Aging: Signatures By: Date: 09/10/2021 Joseph Bisol, Chair By: Date:09/10/2021 Judy Kane, Vice Chair By: Date: 09/10/2021 Kathy Faddoul, Secretary By: Date:09/10/2021 Judith Benedetto, Member By: Date:09/10/2021 Leslie Biggar, Member By: Date:09/10/2021 Pat Gallieq Member By: Date: 09/l0/2021 ZellaHaesche, Member By: Date:09/10/2021 Raymond Magee, Member By: Date:09/10/2021 Donna Scalcione, Member By: Date: 09/10/2021 Marylou Yanzini, Member By: Date: 09/10/2021 Linda Warren, Member  Citv of Marlborouqh - Council on Aging Board Meeting Attendance DATE: September 10, 2024 TIME: 8:30 A.M. LOCATION: MARLBOROUGH SENIOR CENTER 40 NEW STREET YES Board Members NO Comments / Benedetto, Judy / Biggar, Leslie / Bisol, Joseph / Faddoul, Kathy / Gallier, Pat / Haesche, Zella t/ Kane, Judy / Magee, Raymond Scalcione, Donna ALcc.nt / Yanzini, Marylou Warren, Linda hbs c.nt  Marlborough Senior Center Expenditures for Senrices and Programs Fiscal Yeat 20.24 - July OL, 2023 to June 30, 2024 General Fund FY 2024 f,''undinq Source Executive Director 89,154.O1 Paid by City via Volunteer Coordinator 18,501.91 Real Estate Taxes Total - General Fund LO7,655.92 r Special Outreach Worker 53,O47.51 Program Coordinator 49,447.3L Transportation Coordinator 31,439.65 Longevity 2,525.OO Sick Leave Buy Back 1,901.82 Postage L4,822.8L Programs (See Attachment (A) 33,419.55 Interstate Travel Transportation & Bus Driver 18,669.93 Dues & Subscriptions 3,435.60 Sub-Total 2O8,7O9.L8 Grants & Gifts Funds COA Grants - Covid Vaccine Bouvier Pharmacy 2,732.OO City of Marlborough 7,268.00 Sub-Total lO,OOO.OO Grant Funds Undesignated Ultimate Food Holding 55.30 Lakeside Oil 7o,0.94 T. Pope Reimbursement 500.oo Giombetti Electric 300.oo Home Depot 295.06 Sub-Total 1,851.30 Grant & Gift Funds Grand Total - Other Special Revenue Fund 220,560.48 | Grant & cift Funds lRevolvirg Accoont - Program Exper.ses - See Attachm lTotal Expenditures - .A.t L  ATTACHMENT (A) COA Program Payments - FY 2024 Summary of special Revenue Fund Ns Revolving Accounr Special Expense Categor,rr Revolving Revenue Combined Account Fund Fitness Instructors 19,255.00 47,680.00 66,935.00 Kennedy's Market 6,485.00 34,905.93 4L,290.93 Bloom Bus Lines 12,510.00 12.510.00 Jenny's Place L,27T.L6 3,484.99 4,756.L5 Amazon 1,250.30 2,776.39 4,026.69 Performance Foods L,349.03 2,299.77 3,637.80 Marlborough House of. Ptzza 598.00 2,084.72 2,682.72 Bemis Farms Nursery 67s.00 1,025.00 1,700.00 AIl Other - Various 2,536.06 5,998.56 8,534.62 Total 33,419.55 I]2,654.36 146,073.91 Grant Funding 33,419.55 34,537.56 67,957.t\ % of Prosram Cost Paid b Grants 46.52o1o Fees Paid by Seniors 78,ll6.g0 78,lt6.B0 o/o of Program Cost Paid Seniors 53.48o1o  Senior Center Grants & Gifts Fiscal Year 2O24 Receipts The following is a list of the grants and gifts received in fiscal Year 2O24: Note: This fs nol intended to be an exact summary of all grants and gifi,s but reJlects the most significant grants and gifis receiued in FY 2024. Executive office of Aging & Independence - coA formula grant - $lgor4lo - This grant is used to pay certain salaries of Senior Center Staff and subsidies program costs (Fitness Classes and Kennedy Grille just to mention the more common uses). cummings Foundation grant - $z5,ooo ($zs,ooo per year for 3 years) - To be used to fund a chef to manage the kitchen and lunch program at the Senior Center. MetroWest Food Collaborative grant- $1r5OO - To be used to offset the costs associated with the lunch program. National Council on Aging grant- $lOrOOO - The grant will be used to enable the COA and Board of Health to set up a vaccine clinic in the fall (2023) for COVID and Flu shots. Marlborough Foundation grant - $trooo - To be used for assisting our seniors with food insecurity issues. (NOV 2O2S) Estate of Ernest Ginnetti gift- $S,OOO - To be used to assist seniors with unanticipated expenses this winter season. (DEC 2O2B) Mobile Home Village gift - $2,OOO (NOV 2O2Z)