Montpelier Senior Activity Center Advisory Council

MSAC Advisory Council Meeting May 14, 2015 Minutes 1. Meeting was called to order at 1:30 pm. Present: Chair, Tina Muncy. Members: Fran Krushenick, Sylvia Kingsbury, Janet Ressler, Susan Torchia, Whit Dall, Liz Dodd, prospective member, Ron Merkin; MSAC Director, Janna Clar. Joined later by Program Director, Dan Groberg. Guest: Kristin Andrews, Director of Just Basics, Inc. 2. Minutes of 3/12/15 meeting were approved with minor changes. 3. Comments from Members/Director’s Notes: a. Introduced ourselves and why we were present. b. Desire on part of several to change Feast lunch days to Tuesday and Thursday (instead of Tuesday and Friday), to avoid conflict with other lunch programs. c. Recommendation to see the WILPF (Woman’s International League for Peace and Freedom) Quilt Display d. Many objections to pool closing over summer. Complaints about difficulty in getting to handicapped parking area at First in Fitness. It was particularly difficult to lose Water Aerobic program. Janna will put together a list of swimming and aerobic options for this summer. e. Memory Café going well. f. Problem with folks smoking at outside picnic table. g. Jane Osgatharp spoke about the Alliance for Retired Americans, focused on the Conference on Aging to be held in Washington DC this summer. A.R.A. is doing personal interviews with those receiving services which they will send to the conference. Kristin Andrews spoke about Just Basics and Hunger Free Vermont program. She hopes to make the Senior Center an Open Site for kid’s food programs this summer. Barre Street itself is designated as site available to all kids, without qualification. Rotary Intl, may help out. The program will use the tables out front and the playground; every day, if possible. Questions of Parking? Transport? They will hire high school kids to help. She welcomes our input. Contact information: telephone: 802-262-6288, cell: 802-458-5055 Email: Kristenatjustbasicsinc@gmail.com, Website: www.justbasicsvt.com Address: Just Basics, Inc, 137 Main Street, Montpelier, VT 05602 4. Annual Meeting is June 23: Outgoing Board meets at 10:30 am; Annual Meeting at 12:45 pm – 2:00 pm; New Board meets briefly at 2:30 pm to select officers and set the date of their next meetings. Voting for nominated Board Members has been slow. Agenda for Annual Meeting: a. Conduct a general survey of what members would like to discuss at the meeting, (with a prescribed time limit). Possible topics include: • Benefits for Supporting Town members…are they sufficient? • Can we do programming in those towns? • Continuing conversation regarding “perks” for all members. • Input regarding Recreation Department/MSAC merger. There will be a discussion about this at the City Council meeting on May 27 at 6:30 pm. The city’s current plan is to move the Rec. Dept to the City in January 2016, with others integrated by July 2016. b. Dan Groberg will talk about: Planned Giving, the Jackman Fund, and a possible 2017 Anniversary Celebration. c. Someone will speak about a possible 501.c.3; d. Explain the FEAST program e. Clarify relationship between the City and the Condo Association, perhaps Joanne Trojiano, the Director of the Montpelier Housing Authority. Parking continues to be an issue which needs to be addressed. The Office has a card to put on the windshield of any car parked illegally. 5. Break (2:30 pm) Proposed By-Law Changes: A. Article III: “Purpose” Motion: “Leave it as is.” (1. Janet Ressler, 2. Liz Dodd): Passed. B. Advisory Board: Motion: “Discuss Article VI, Section A” (1. Jane Osgatharp, 2. Whit Dall.) Passed. C. Article VI: “Advisory Board” Motion: “Change name to Advisory Council. along with appropriate wording changes in document.” (1. Jane O., 2. Susan Torchia) Passed. Discussion: Avoids confusion as to the role of the body. (Other possible changes, noted in Director’s Notes, could go to a Planning Document.) D. Article VIII: C: Role of Director Discussion: No need to put job descriptions in the By-Laws. New staff added. Motion: “Leave paragraph as it is.” (1. Janet R. 2. Jane O.) Passed 6. Committee Reports: Committee structure is evolving. Needs to be used more effectively… very valuable for staff. 7. Partition Report/AV Options: a. Partitions: Now at $62,000, including Architect’s Plans. They will address air circulation and quality. $50,000 allotted for project. Applying for Vermont Arts Council Grant. Work postponed until fall…will consider other options if grant does not come through. Discussion regarding surplus in MSAC 2014-15 budget: Can this be carried over? Janna will check with City.  b. AV Options: Getting competitive bids. Project is on “hold” until we have funds. 8. Financial Page Discussion: Expenses vs. Revenues (2014-2015) a. Janna Clar explained: Total expense of programming operations needs to include personnel time and expenses. Historically, our money from the city paid all salaries and overhead. Not so now. Thus, our own fundraising must cover the $38,427 gap. The Finance Committee discussed this issue and gave its opinion to Staff. We see the need for Bill Doelger to be clear to New Board what a 501.c.3 is about. 9. Committee Reports/Fundraising, Continued: a. Program Committee Director of Programming, Dan Groberg presented. Committee has one meeting each quarter to review events. Future events include: a “Do Good-Fest”on July 18 at National Life; A “non-profit village” (National Life?) Future idea: Trip to a goat farm. The Committee reviewed summer class proposals and will recommend which classes to offer new and continue. Discussion: Role of Board vs. Management. Board is Advisory. Each Committee needs a Board Member to serve as Chair, (the Staff liaison should not be the Chair). The Chair should bring a report to the Board. Timing of each meeting is important, and a monthly meeting would make it easier. A strong committee structure is valuable for the Staff and Board/Council. b. Fund Raising Committee: Sue Stukey and Janet Ressler See written report. “Biggest help for Fund Raising would be Board members who are involved and enthusiastic about supporting Fund Raising in all its aspects.” 10. Questions related to supporting town member dues/fees/policies: Will be followed up at Annual Meeting on June 23, 2015 11. Discussion of Number and Length of Meetings: (Held earlier in meeting)… a. A concern was brought by Board Member Whit Dall regarding future meetings. We discussed the need for more efficient meetings, shorter, and more frequent. Work could be assigned to Committees; Comments could come by email. Monthly meetings could have fewer agenda items and Committee structure could be tightened up and more effective. New Board can decide on new Meeting schedule at meeting directly after the Annual meeting Meeting adjourned at: 4:10 pm. Next meeting, June 23 at 10:30 am. Respectfully submitted, Sue Stukey, Secretary 5/28/15