BILLERICA COUNCIL ON AGING (BCOA) BOARD MEETING WEDNESDAY JANUARY 14, 2015 MINUTES

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1 BOARD MEMBERS PRESENT/EXCUSED Peter Rodrigues, Chair Barbara Flaherty, 1 st Vice-Chair Grace Gullotti, 2 nd Vice-Chair Lucille MacKinnon, Secretary Helen Gentile Dorothy Grossman Robert Hurley, Excused ALTERNATE MEMBERS PRESENT/EXCUSED Joseph Duggan Marilyn Keating Priscilla Vaughn, Excused SELECTMEN PRESENT/EXCUSED Michael Rosa Dan Burns Called to Order: The meeting was called to order at 9:30 a.m. in the BCOA Conference Room by Chair Peter Rodrigues. A moment of silence was observed and the Pledge of Allegiance was recited. Review of the Minutes of the Last Meeting: The minutes were previously mailed to all Board Members for their review. Motion Pertaining to the Minutes: Selectman Michael Rosa made a motion to accept the minutes, seconded by Selectman Dan Burns, the minutes were approved unanimously. 1

2 Correspondence and Reports: Director s Report Lauren Gray Resignation Director Donna Popkin reported that Lauren Gray has resigned her position as Health and Community Program Coordinator, effective January 16, The process has started to hire a replacement. Funding for this position is provided by the Respite Program and the state s formula grant. Local Representative / Senator at COA Both State Senator Ken Donnelly and State Representative Marc Lombardo hold monthly office hours at the COA. Representative Lombardo is generally represented by administrative aide Nancy Cadigan and Senator Donnelly generally attends these sessions himself. Holiday Season The COA had a very successful holiday season that included tremendous support from local organizations and businesses for a large volume of holiday activities. Director Donna Popkin shared her letter of thanks, which was published in both the Lowell Sun and Billerica Minuteman, with the board. In that she recognized the many groups who made the season memorable for local seniors. The Lowell Sun and Billerica Minuteman both featured the Christmas Day Luncheon in their publications. The Perfect Move Billerica Crossings is sponsoring a Lunch and Learn session later today on downsizing called Saving the Memories, Not the Memorabilia. The topic has drawn a good deal of interest. AARP Tax Aide Program Director Donna Popkin met with AARP s regional Tax Aide Coordinator Harry Gong regarding the changes that are being implemented in the tax program at the COA. These include the implementation of the Hold Harmless Waiver and stopping the COA s practice of purchasing supplies for the program. BCOA is expected to retain copies of the Hold Harmless forms for seven years in the event an elder files a complaint against AARP for negligence. 2

3 Motion Pertaining to Director s Report: Motion to accept the Director s Report made by Selectman Michael Rosa, seconded by Barbara Flaherty, approved unanimously. New Business: FY2015 Budget Director Donna Popkin shared a view of the FY2015 budget and spending as of mid-year, December 31. Most budget categories are on target for FY2015 spending. Chair Peter Rodrigues asked a question on whether the heaviest utility use months were ahead or behind. Director Donna Popkin reported that traditionally the heaviest utility usage occurs between December and March but also mentioned that since the recent improvements to the COA s HVAC system and boiler, the systems run efficiently. FY2016 Budget Director Donna Popkin reviewed two draft budgets that were submitted by the COA to the town manager for FY2016; those versions were a level funded view and a level service view of the budget. Level Service view would retain all current services and would result in a $19,000 increase to the COA s annual budget. Level Funded view would require that there be no increase in the COA s annual budget. The resulting budget would still need to address any contractual obligations such as contract raises, step increases and longevity bonuses. Meeting just these obligations would result in a budget increase of $12,000 which would then need to be addressed by a reduction in expenses or services. That reduction could potentially result in the elimination of Saturday service at the COA as well as reductions in expenses and utilities. Selectman Dan Burns discussed the guidance that the Board of Selectmen had provided regarding the FY2016 budget. The process was not intended to be any different from prior years. The Selectmen are looking for opportunities to eliminate or reduce redundancies as part of the budget process. 3

4 MARtap Grant The BCOA applied for and was granted a $953 Helping Hand Mini-Grant from the Mass. Dept. of Transportation s MARtap program. The grant is used to improve delivery of transportation services and will be used for the purchase of new tires and advertising of the COA s transportation services. Selectman Dan Burns asked if new tires were already needed for the recently acquired LRTA van. Director Donna Popkin explained that the four tires will be purchased and then stored at the LRTA s garage until such time as they are needed. At Risk Elders Director Donna Popkin discussed the COA s At Risk Elders program which is particularly critical during the winter months. There are about elders that the BCOA checks in with during the winter months. Local resources such as the Neighborhood Brigade, St Vincent De Paul Society and other organizations have been very helpful in assisting with addressing situations where a senior needs assistance with snow removal, heating fuel and the like. Lauren Gray s Resignation This topic was already discussed under the Director s Report section. Stephanie Cronin, Transportation Management Association Director Donna Popkin and town manager John Curran met with Stephanie Cronin from the Middlesex 3 Coalition to discuss transportation issues. The town manager recommended exploring the expansion of the COA s van transportation service with the LRTA. Sweetheart Dinner Dance, February 12 The Sweetheart Dinner Dance, for couples married for fifty years or more, will be held on Thursday, February 12 at the Billerica Elks. The dinner is sponsored by the Billerica Alliance with support from a number of local businesses and organizations. The Friends of the BCOA have again provided financial support for the event and the COA is again assisting with identifying eligible couples. 4

5 Senior of the Year, May 1 Planning will begin soon for the Senior of the Year event to be held on Friday, May 1 at the Billerica Elks. Director Donna Popkin asked for two representatives from the board to assist with planning. Barbara Flaherty and Marilyn Keating volunteered to assist. Facilities Fitness Room; Roof Repair Fitness Room - The new piece of fitness equipment, a recumbent stepper bike, will be delivered later this month. In order to create additional space, the door (non-fire rated door) to the fitness room has been removed and replaced with a screen. Board Member Joseph Duggan asked if there was any way to expand the size of the fitness room by combining it with the small conference room that abuts it. Director Donna Popkin explained that the small conference room is often used for meetings or private sessions with clients and is a key resource for the staff. The fitness room, although well utilized, is sized appropriately for the volume of people who use it. Roof Repair - L.E. Morgan has been contacted regarding the 4 leaks that re-sprouted on the roof during the torrential rainstorms at the end of October. Staff is awaiting a repair estimate. Old Business Gift Giving Season: Locke School, Billerica Rotary, Shawsheen Tech, BMHS Orchestra, Temple Shalom Emeth Director Donna Popkin expressed her thanks to all of the community organizations who supported the BCOA s holiday activities. She also shared with the board several of the thank you notes that have been received from seniors. Community Fund Grant The COA submitted an application for the 2014 Community Fund grant. Funds were requested for nutrition classes and health and exercise programs and we are waiting on decision as to whether or not the BCOA was granted funds. 5

6 AARP Tax Aide Program, Separation, Hold Harmless Doc. This topic was already discussed under the Director s Report section. Lahey Hospital and Medical Center Community Grant The BCOA was awarded $5,000 by Lahey Hospital and Medical Center s Community Grant program. Over the past two years the level of funding to Billerica has dropped by over 50%. This funding supports a number of the free exercise programs at the BCOA and the size of this award will leave a hole in our fitness program funding. Is Your House Number Up? (19) The House Number program is ongoing. Nineteen seniors have participated to date. The BCOA continues to use opportunities to advertise the program. Senior and Vets Property Tax Program Director Donna Popkin reviewed the status of the Senior and Veterans Property Tax Work-Off programs. To date, 85 people have been approved for slots in the Seniors Program and 9 for the Veterans Program. Twentyseven participants in the Seniors program have already completed their hours. Two of the 9 Veterans have proxies working their hours. Board Member Joseph Duggan asked if proxies can be used for the Seniors program as well as the Veterans program. Director Donna Popkin confirmed that proxies could be used for both programs. Selectman Mike Rosa and Selectman Dan Burns asked if time that they spent as volunteers could also be used for proxy hours. Director Donna Popkin agreed to confirm that this was an option with town assessor Rich Scanlon and town manager John Curran. Transportation Program Statistics Director Donna Popkin reviewed the transportation program statistics from the start of the fiscal year, July 1, 2014 through December 31, COA Van 2,342 round trips, average of 48 riders / month Medical Transport 531 round trips, average of 28 riders / month 6

7 Tree Lighting Dinner, Dec. 6, Billerica Rotary, Rescheduled Director Donna Popkin discussed the December Tree Lighting Dinner which was postponed from Saturday to Sunday due to the inclement weather that had been forecast for the original date. It was very helpful to be able to use social media to broadcast the date change to the community. In addition to social media, the COA also contacted all of the ticket holders to be sure that they knew of the change in date. Other Business / Announcements Affordable Housing Plan Selectman Michael Rosa discussed the Affordable Housing Plan that has recently been approved by the Board of Selectmen. The plan is currently awaiting review by the state s Department of Housing and Community Development and will result in the town s meeting 10% target for affordable housing. The plan also includes affordable housing goals and strategies, as well as an implementation plan. Next Meeting Date: February 11, 2015 Adjournment/Closing: Motion made by Selectman Mike Rosa to adjourn the meeting, seconded by Dorothy Grossman, approved unanimously at 10:25 a.m. Respectfully Submitted, Lucille MacKinnon 7

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