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HomeMy WebLinkAbout191115 - Minutes, Area Agency on AgingWashington County Commission on Aging, Inc./AAA Advisory Council Meeting November 15, 2019 The bi-monthly meeting of the Area Agency on Aging Advisory Council Meeting was held on Friday, November 15, 2019, in the Conference Room at the Washington County Senior Activities Center and Commission on Aging offices, Hagerstown, MD. PRESENT: Aggie Llewellyn, Co -Chair, Vernell Doyle, Julie Ferron, Thomas Ruhf, and Paulie Ward EXCUSED: Brenda Gordon, Chair, Commissioner Terry Baker, Deborah Cohill and Jessica Scott, and Harry Wagaman, ABSENT: None. STAFF: Amy Olack, Chief Executive Officer/CEO, Steve Reynolds, Chief Financial Officer and Sherry Mauk, Recording Secretary and Tim Fisher, Development and Grant Program Manager WELCOME Brenda Gordon opened the meeting and welcomed all in attendance. ADDITIONS OR CORRECTIONS TO THE AGENDA: None. MINUTE APPROVAL (July and September): The motion to approve the minutes of the July and September meeting was made by Julie Ferron, seconded by Thomas Ruhf and the motion carried unanimously. ANNUAL CAMPAIGN — Tim Fisher, Development Program Manager Tim Fisher explained our Annual Campaign kickoff will be held in the Multi -Purpose Room on November 19, 2019, at 2:30 pm. The Annual Campaign will run through January. Tim stated there will be an illusionist giving a demonstration and there will be light refreshments. Aggie Llewellyn asked if the sponsorship is something new. Tim answered yes; the sponsorship is to help with the cost of the illusionist and food cost for the event. There are a total of 8 sponsors for this event. Amy Olack stated the date set for 1st Annual Golf Tournament is Friday, June 19, 2020. Amy Olack stated that the next Fundraising Committee meeting will be November 21, 2019, at 11 am. Tim Fisher stated that at Christmas we plan to send out a solicitation letter to our mailing list for a fundraising event. The idea is to send a letter with a Holiday card with a message that you are not alone. He stated all who receive the solicitation letter will receive a card with instructions to send a donation back to our organization. The cards will be hand deliver to our Meals on Wheels participants. Discussion took place regarding partnerships with the senior community and religious based organizations. FINANCIAL REPORT — Steve Reynolds, Chief Financial Officer Steve Reynolds review the financial statement for the Older American Act Programs as written. Advisory Council Minutes November 15, 2019 Page 2 Paulie Ward asked if the county funds are shown in the budget presented. Steve Reynolds answered there is a portion of the county funds -which total $372,854 in the Federal programs. Steve Reynolds stated he receives a quarterly payment from the county. Amy Olack gave an explanation of the carryover amounts in the IIIB and Caregiver Programs. Paulie Ward asked about the investments and endowments being shown on this budget. Amy Olack explained the investments and endowments are shown on the Boards budget. The motion to approve the financial report was made by Paulie Ward and seconded by Aggie Llewellyn and the motion carried unanimously. CEO's REPORT -- Amy Olack, Chief Executive Officer Amy Olack presented the CEO's report as written. Amy Olack stated she and Tim Fisher attended the Community Foundation Awards banquet. She made several connections at this event and also indicated a connection with St. James School was made with the possibility of future intergenerational events with our seniors. Amy also mentioned, that at this event a single female made a contribution of $2 million with the purpose to include feeding seniors, and subsidy for assisted living situations. Paulie Ward asked if it was possible for the Senior Center registration to be a 3 -year membership. Amy Olack answered no; the grants through the Maryland Department of Aging require re -registration annually to account for anyone who may have either moved or passed away. Steve Reynolds stated also getting accurate emergency contact information on all of the members is critical. Amy Olack explained the face sheet will be printed from the co-pilot database and members will review the information on the face sheet and will also sign the WiFi and Internet Use Policy. Amy stated Pre -registration will begin the 2nd week of December. Amy stated there will be a computer set up and the membership will be activated immediately. This year will be light blue badges for 2020. The donation boxes throughout the Senior Center are getting a makeover and will be known as Donation Stations. Tim Fisher will be refreshing the donation boxes with new flyers. This is in an effort to prolong the need for a membership fee. Julie Ferron recommended that she take a donation box to the classes she holds. Amy Olack stated there is a new Health Education and Exercise class being offered at the Senior Center. Kim Torsiello and Brooke Johnson will be providing 30 minutes of education and 30 minutes of physical training. Paulie Ward asked if an advance notice to members can be sent out notifying that an annual survey is being sent out electronically. Amy Olack answered yes she can ask our Manager to send that out in advance. Amy Olack stated the Rotary Event brought in approximately $7,000 from the event. Tim Fisher stated the feedback he received from the Rotary was our organization was the only organization to provide a volunteer for set up and tear down. Amy Olack stated the agreement was that our organization would provide a volunteer and they also asked for us to reapply again next year Amy Olack stated the annual campaign will run from November through January. OLD BUSINESS: None. NEW BUSINESS: Amy Olack stated the 2020 meeting dates are set and a schedule was given to the members. The May Advisory Council meeting will be the Annual meeting and will be held at 1:30 pm in the Multi -Purpose Room. Advisory Council Minutes November 15, 2019 Page 3 Paulie Ward stated that there are 14 handicap parking spots provided at the Senior Activities Center. He stated he has frequently seen 1-3 vehicles which do not have a placard or a registered handicap plate. Paulie feels that this situation is unfair to our handicap seniors who may need to utilize these parking spaces and believes this should be handled. He stated you are required to have a physician certification in order to get a handicap plate. Julie Ferron explained the Senior Activities Center is a private property and there is nothing the City Police Department can do. Julie Ferron feels that a citation can be issued to those vehicles which are parking illegally in the handicap spaces and recommended we ask our volunteers to monitor the handicap parking spaces. Amy Olack stated this is a county building and we would need to go through the county in order to monitor the handicap parking issue. Amy Olack feels there should be better signage and an education class could be done at the Senior Center. MEMBER UPDATES/INFORMATION: None. NEXT MEETING: The next meeting will be the January 17, 2020, at 11:00 am in the Large Conference Room, 535 East Franklin Street, Hagerstown, MD. The Annual Tea & Time will be held on December 20, 2019, following the Board of Directors meeting at 2:30 pm in the Caf� and all members are invited to attend. ADJOURNMENT: The motion to adjourn the meeting was made by Thomas Ruhf, and seconded by Julie Ferron. The motion to adjourn at 12:09 pm. Respectfully submitted, Sherry Mauk ecording Secretary