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HomeMy WebLinkAbout200320 - Minutes, Area Agency on AgingWashington County Commission on Aging, Inc./AAA Advisory Council Teleconference Meeting March 20, 2020 The bi-monthly meeting of the Area Agency on Aging Advisory Council Meeting was held on Friday, March 20, 2020, via teleconference due to the COVID-19 emergency situation. PRESENT: Brenda Gordon, Co -Chair, Deborah Cohill, Thomas Ruhf, Harry Wagaman, Vernell Doyle and Jessica Scott EXCUSED: Julie Ferron, Aggie Llewellyn, Co -Chair, and Paulie Ward ABSENT: Commissioner Terry Baker STAFF: Amy Olack, CEO, Steve Reynolds, Chief Financial Officer, Bradley Tritsch, Chief Operating Officer, Sherry Mauk, Recording Secretary, and Tim Fisher, Development Program Manager Sherry Mauk did a roll call for attendance of Advisory Council members. WELCOME Brenda Gordon opened the meeting and welcomed all in attendance. ADDITIONS OR CORRECTIONS TO THE AGENDA: None. Deborah Cohill explained the local police are assisting in the Town of Hancock with meal delivery if necessary. MINUTE APPROVAL (January): The motion to approve the minutes of the January meeting was made by Thomas Ruhf, seconded by Deborah Cohill and the motion carried unanimously. Amy Olack reminded all members to be sure they return the Financial Disclosure and Conflict of Interest from to Sherry Mauk. Development Update: Tim Fisher, Development Program Manager Tim Fisher gave an update of the Golf Tournament. Tim stated there have been 20 tee signs sold and 9 golf teams have registered for the event. Tim asked all members to like and follow our Facebook page at Washington County Commission on Aging and share our posts. We will be transitioning to an online platform for some of senior center classes such as strength training, yoga and tai chi. Tim stated Amy Olack has been doing video clips to keep our seniors up to date on what is happening at the Commission on Aging. Tim stated Herb Smith with the Rotary Foundation came out and did a video with Amy to promote fundraising efforts for donations of food, toilet paper and pet food. FINANCIAL REPORT — Steve Reynolds, Chief Financial Officer: Steve Reynolds reviewed the Financial Report for the Older American Act Programs. Steve Reynolds stated a TV and camera were donated to the Commission on Aging. He stated we have received donations of pet food. Advisory Council Minutes March 20, 2020 Page 2 A motion to approve the financial report as presented was made by Deborah Cohill, seconded by Brenda Gordon, 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 the donation of the fitness equipment will be on hold due to the COVID-19 emergency crisis situation. Amy Olack stated she expects the home delivered meal waitlist to continue to rise expediently. Amy Olack stated the Senior Center is currently closed and the State is looking at funding for the Commission on Aging to potentially be the live feed for the State of Maryland with continuing classes online. Amy Olack stated the Board of Directors continues to be updated on the plan for the organization. Amy stated the Secretary for the Maryland Department of Aging has been giving directives for program closures. Amy stated at this time we are not accepting any walk in appointments. Amy Olack stated the Commission on Aging is considered an essential service to provide supports and services to clients. Amy stated the COA coordinates in - home services. Amy stated it is our responsibility to make sure the clients have what they need to support them in their home independently and stay out of nursing home facilities. All appointments in the office have been rescheduled and the staff are working on getting a drop box placed in the front of the office for clients to drop information to us such as a birth certificate, Medicare card or driver's license. Amy Olack stated she plans to have drop off locations at the rear of the office for people to drop of canned food, non -perishables and pet food. Amy stated the Tax Program has been put on hold as of today. Amy stated social and safety calls are being made by the staff daily. Amy stated the home delivered meal clients are screened daily before a meal is delivered. If they have any symptoms on the checklist; they will be forwarded to our N95 team who will then deliver those meals. The Health Department and the West Virginia State Police have provided N95 masks to our organization. The nursing homes and assisted living facilities are not accepting new patients and therefore, our numbers will continue to grow. Amy Olack stated she has been asked to work 7 days a week and be on -call during this emergency situation and she is participating in daily calls with the State and the County and she is part of the emergency team with Earl Stoner of the Washington County Health Department. OLD BUSINESS: None. NEW BUSINESS: Amy Olack stated she is currently looking at opportunities for remote work for some of our staff to eliminate the number of people in our office in order to social distance our employees. She stated she is currently looking for funding opportunities for the purchase of laptops, cell phones and hot spot services. Bradley Tritsch stated he is currently working on the internal guidelines for telework and securing the necessary equipment. Bradley stated he is working with the managers to develop a plan should any of their staff become ill with COVID-19 or other health issues. Bradley stated he is working with our vendors on a daily basis to ensure continued operations and is currently working with two additional vendors to provide respite services for our clients to provide services in the home. Amy Olack stated Deb Cohill indicated the police department have offered assistance with the delivery of meals to our clients. Advisory Council Minutes March 20, 2020 Page 3 Amy Olack asked if any of the members have a question that they reach out to Sherry Mauk as her email has 300 hits a day and will continue to grow. Amy stated she is away from her desk and onconference calls frequently throughout the day. MEMBER UPDATES/INFORMATION: None. NEXT MEETING: The next meeting will be the held on May 15, 2020, at 11:00 am and will be a teleconference meeting. ADJOURNMENT: The motion to adjourn the meeting was made by Deborah Cohill and seconded by Verne!! Doyle and the motion carried unanimously. The motion to adjourn at 11:32 am. Resi..•ctfully submitted, Sherry Mauk, R cording Secretary