Link back to Elder Services Meeting Minutes
February 14, 2011
ATTENDING: Katherine Bennett, Leah Godfrey, Chrisanne Gregoire, Peter Hanson, Thomas Hickey, Norma Jackson, Susan Kiernan, Patricia LaLiberte, Arthur LeMay, Ann Manning,
Joanne Pollick, Barbara Farnsworth, Director
Re-Accreditation Committee Members Attending: Includes individuals listed above and Ethel Franks, Carolyn Kelleher, Katherine Glenzel, Karen Sadlon, Kate Granigan, Betty Fernandes, Caroline Gibson, Gail Faring, David Basler, Betty Foley, Donna Young, Laurie Cosman, Cecilie Godderidge, Joan Wright, Gretchen Condon.
Thomas Hickey called the meeting to order at 4:05 pm.
SENIOR CENTER RE-ACCREDITATION COMMITTEE
Each Self-Assessment Committee as outlined in the Senior Center Standards presented a status report on the progress and findings of their assigned standard.
Purpose – Carolyn Kelleher reported for the Committee (Carolyn Kelleher, Katherine Bennett, Ethel Franks, Patricia LaLiberte). The Committee has reviewed the Elder Services Mission Statement and feels that it still reflects the purpose of the Department and recommends no changes to the Mission Statement at this time. The Purpose Committee has evaluated the Senior Center’s strengths and weaknesses. Among the weaknesses identified were limited space, no dedicated space for fitness programs, the need for a replacement van. The Purpose Committee is still in the process of reviewing the Long Range Plan.
Governance – Karen Sadlon reported for the Committee (Karen Sadlon, Katherine Glenzel, Barbara Greenglass). The Governance Committee has completed the Self-Assessment for this standard and recommends that the Board change its by-laws to “appointing committees as needed” vs. the current practice of listing standing committees. There are no other changes recommended to the governance documents with the exception of updating the documents to reflect the revised Conflict of Interest Policy, include the Whistle Blower Policy, and include the updated inspection certificates.
Community – Kate Granigan reported for the Committee (Kate Granigan, William English, Ann Manning, Joanne Pollick). The Community Committee is currently reviewing and updating the list of community connections and collaborations that the Senior Center has. Also, the Committee will be reviewing the Marketing Plan, research protocols and student intern placements. The staff does work to be a part of the community network.
Evaluation Committee – Betty Fernandes reported for the Committee (Betty Fernandes, Caroline Gibson). The Evaluation Committee has completed the Self-Assessment for this standard. Currently various aspects of the Senior Center are evaluated but there is no overall plan that addresses evaluations. The Committee recommends the development of such a plan and that the plan includes areas that are not currently evaluated.
Administration and Personnel – David Basler reported for the Committee (David Basler, Betty Foley, Peter Hanson, Ruth Young). The Committee has completed several sections of the Self-Assessment for this standard. As a Town Department, Elder Services is governed by the Town’s personnel policies and by-law. One such item that has been brought to the attention of the Committee is the need to develop an Employee Handbook for Town Employees. The Administration & Personnel Committee has noted that the current volunteer application asks for date of birth and this information must be removed from the form as there is other information on the form that could compromise the protection of the individual’s privacy. Betty Fernandes discussed the necessity of this information for the data base to allow us to run reports. David Basler discussed that such information can be gathered, but cannot be listed on the same form that has other identifying characteristics. Also, there is a need to develop a policy for protection of this information. The Committee is also reviewing all the volunteer job descriptions and making language changes to these job descriptions as appropriate.
Records and Reports – Barbara Farnsworth reported for the Committee (Barbara Farnsworth, Gail Faring, Caroline Gibson, Laurie Cosman, Karen Sadlon, Betty Fernandes). The Committee has completed the Self-Assessment for this standard and there are no recommendations. Updated reports will be provided for the re-accreditation application.
Program – Laurie Cosman reported for the Committee (Laurie Cosman, Joan Wright, Cecilie Godderidge). The Program Committee has been reviewing all programs and whether or not such programs are still relevant. The Committee will also be discussing the potential and if there is a need for weekend/evening programs.
Fiscal Management – Tom Hickey reported for the Committee (Tom Hickey, Gretchen Condon, Norma Jackson). The Fiscal Management Committee has been meeting and reviewing the Self-Assessment for this standard. The Committee is finalizing the updated inventory and all other items will be updated and/or added to the re-accreditation application. Such items include the budget, voucher payment form, new vendor form, expense reports, grants.
Facility Committee – Arthur LeMay reported for the Committee (Arthur LeMay, Leah Godfrey, Chrisanne Gregoire, Susan Kiernan). The Facility Committee has been reviewing the Self-Assessment for this standard. Discussions have focused on the demographics and the impact that the increased elder population will have on the space needs and building design of the Senior Center. Recommendations by the Committee include better signage to identify the Senior Center; use of the media i.e. newspaper to publicize information about surveys/evaluations when such are being conducted; posting the Senior Center calendar on the public access station; all staff should be CPR certified.
The next meeting of the full Accreditation Committee will be held on Monday, June 13, 2011 at 4:00 pm. The target date for the completion of the Self-Assessment is August 1, 2011. Barbara Farnsworth explained that it would be helpful if most of the Self-Assessments were completed by June as it would provide the Board the opportunity to incorporate the recommendations into the goals and objectives for FY2012.
SECRETARY’S REPORT
A motion by Arthur LeMay, second by Katherine Bennett to accept the Secretary’s Report as submitted was passed approved.
TREASURER’S REPORT -
Norma Jackson reported:
December 31 to reconcile any differences between the Accounting Department’s records
Leah Godfrey asked if the 2011-2012 appeal letter had been mailed. The appeal is scheduled to be mailed in mid-late April. There was a discussion regarding mailing the letter first class instead of bulk rate. Consensus was that the cost for first class was prohibitive.
A motion by Susan Kiernan, second by Patricia LaLiberte to accept the Treasurer’s Report was approved.
Fiscal Year 2012 Budget
Barbara Farnsworth reported that the Advisory Board reviewed the Elder Services Budget on January 25.
The Advisory Board will vote all budgets at one time at a future meeting. The Selectmen voted to support the warrant article filed by Elder Services for the establishment of a revolving fund in FY2012. The Advisory Board will begin their review of warrant articles on February 15. While a dollar amount will be established for expenditures, we can request that this dollar amount be exceeded if needed and there is money in the Revolving Fund to cover this request.
DIRECTOR’S REPORT
Barbara Farnsworth reported:
Formula Allocation – FY2012 – The Governor released his budget at the end of January, and the Formula Allocation line item was level funded. While we were appreciative of the Governor’s efforts, this does not mean that our Formula Allocation will be level funded. As discussed in previous meetings, over the past several years, MCOA (Mass Councils on Aging) have discussed with the legislature to the need for an additional $1.3 million in the line item to maintain the $7.00/elder allocation and we are currently moving forward to advocate for this increase. If the line item stays at the current allocation, our per elder allocation could drop as low as $5.50, and best estimates have it at $6.00/elder. At the $6.00/elder, Hingham would most likely stay at about the same allocation award, however, those communities that have seen a decline in the elder population will not experience a significant decrease – loss of population coupled with a decrease in the per elder allocation.
Statistical Report – (October 2011- December 31, 2011)
Overall, the units of service have increased by 155 over the same period last year. Increases were experienced in case management/advocacy, SHINE, transportation, and community education. There was a slight decrease in fitness/exercise programs; however, both the Wednesday aerobics and arthritis exercise classes were cancelled during November and December which had a direct impact on that statistic. These classes resumed in mid-January.
There was a slight decrease in recreation/socialization from the same period last year; however, there was an increase in cultural events. This decrease/increase can be attributed to the change in our data collection for some of our programs. We have experienced an overall decrease in our group support programs. This decrease is attributable to the suspension of the Caregivers’ Support Program due to a lack of participation. The Parkinson’s Support Group and Caregivers’ of Parkinson‘s Support Group have also experienced an overall decrease in attendance. This is not unusual for support groups as they increase and decrease based on need.
Wisdom Works – the second session is going very well, and we had a waiting list. We will be continuing the program, and we are also in discussions with the Food Pantry to offer the program to under 55. The Wisdom Works leaders are open to assisting this age group.
Hingham Special Education Parent Advisory Council Antique Show and Sale – One of the members (Paula) approached me to see if there might be some interest among the Board to work with this group on the Annual Antique Show and Sale. Our discussion turned to possibly the two groups sponsoring the event and sharing the proceeds. Paula will discuss with this possibility with SEPAC and if anyone would like to talk with Paula to further pursue, please contact her at 749-9981. Also, the event will be held on Saturday, March 19 and Sunday, March 20, and this would provide an opportunity to see the event and what is involved.
Up and Coming Programs for March Include
Paul Cappers will be presenting a 4 week series –American Music in Olden Times; the Hingham Historical Society will be hosting Historical Women of Hingham for the Women’s Forum;
Don Hussey will present his newly published book Ticket to Ride.
Summer Intern – Ithaca College student who is a Hingham resident is exploring a summer internship with Elder Services. I will be meeting with her in March to firm up the details of this internship and the projects that we will have her work on.
Transportation Survey – A user satisfaction survey was mailed to all those who had used our transportation services since July 1, 2009. 323 surveys were mailed. There were actually 369 users, however, some had moved with no forwarding address and others were deceased. Respondents have until March 11 to return the surveys. The first 75 surveys went out with an incorrect return date of January 2007. However, we have begun to receive responses from that batch despite the error. The remaining surveys were mailed today with the corrected date.
OLD BUSINESS
Annual Appeal – Katherine Bennett discussed the draft Annual Appeal letter that she had written and requested that the Board review the letter and send all comments, suggestions, changes, etc to her by March 11. In addition to the hard copy that was distributed, Barbara will email the draft to all Board members.
NEW BUSINESS
Chairman Tom Hickey explained to the Board that the current Board By-Laws call for the following Standing Committees – nominating committee, budget committee, by-law committee, legislative/advocacy committee, policy/procedure committee, facilities committee, volunteer recognition committee.
Currently the budget committee is comprised of the Board Chair, Vice-Chair and Treasurer. The Nominating Committee has been appointed each spring by the Board Chair. The Volunteer Recognition Committee has been appointed as needed to assist with the planning of the Volunteer Recognition.
Barbara Farnsworth explained that the Long Range Plan outlines objectives to be accomplished by the legislative/advocacy committee and the facilities committee. Also, we are in the midst of re-accreditation and will need to review many of our policies and procedures that impact the senior center.
Further discussion regarding the committee structure and the necessity to appoint members to each of the committees at this time.
Motion by Katherine Bennett to proceed with appointing a legislative/advocacy committee, second by Norma Jackson, was approved. Katherine Bennett volunteered to sit on the legislative/advocacy committee.
Discussion regarding the need to establish a policy/procedure committee. Consensus of Board was to enact this committee when needed.
Discussion about the role of the facilities committee. Barbara Farnsworth explained that the Long Range Plan has outlined the role of such a committee and objectives include the development of an evaluation tool for the physical space and evaluating the physical plant every six months; review of space utilization and adequacy of space. Arthur LeMay discussed his agenda item that is requesting a Senior Center Space Committee be established to start because we need to be looking toward a facility that will accommodate the needs of the growing senior population. Chrisanne Gregoire asked if a Space Committee and a Facilities Committee were both needed. Barbara Farnsworth explained that at this time both were not needed and that the Facilities Sub Committee would be looking at current space utilization and adequacy as one of its objectives and to gather some data. At this time, we have not compiled data that would even bring us to the point of beginning discussions that outlined the need for a larger facility. The process that leads to building/renovating a senior center facility is at a minimum a 5 year process that is comprised of many steps that include feasibility studies for site location, gathering community input, the appointment of a building committee usually appointed by the Selectmen, design, and funding. Also, Hingham has never commissioned a needs assessment of this population and that would be a recommended first step. Motion to appoint a Facilities Committee by Katherine Bennett, second by Norma Jackson, was approved. Arthur LeMay, Chrisanne Gregoire and Peter Hanson volunteered to sit on the committee.
Tom Hickey requested agenda items for the next meeting and reminded the Board that such items could be submitted to him or Barbara.
There being no further business, a motion by Peter Hanson to adjourn, second by Norma Jackson, was approved. The meeting was adjourned at 5:53 pm.
The next regular meeting of the Elder Services Board will be held on Monday, March 14, 2011, 4:30 pm.
Respectfully submitted,
Patricia LaLiberte
Secretary