COA Minutes 03-05-2024
Minutes
COA
Board MeetingMarch 5, 2024
Attendees: Kay Joseph, Chair. Board Members: Ann Buckley, Sue Lufkin, Susan Parady, Diane Polley, Curt Siebert, Mary Wilhelm
Absent: Ralph Hawley, Susan Lufkin
Also in attendance; Tess Leary, Director; Gil Frieden, Friends of COA Officer
Meeting called to order: 6:04 pm.
A motion was made, seconded, and unanimously approved to accept the Minutes of the February 6th Minutes.
A motion was made, seconded, and unanimously approved to accept the Town Accountant’s report.
There were no Requests for Acceptance or Withdrawals from the Gift Fund.
A motion was made, seconded, and unanimously approved to accept Art Bevilaqua’s gift of two recording devices in support of Essex Remembers.
Review of applicants for the Outreach Coordinator’s position was deferred.
Options for moving the Exercise Class to a larger space are still being evaluated.
Potential vote to permanently move the monthly Board meeting time to 4pm was deferred.
A motion was made, seconded and unanimously approved to send a proposed Job Description for the open position of Activities/Volunteer Coordinator to the Town Personnel Officer and Board of Selectman for approval.
Tess orally delivered her Director’s report. Written report to follow.
- 325 volunteer hours reported for February.
- 10 riders for trips (including repeats)
- 23 social service consultations
- 133 unique point of service contacts translated into 714 total points of contact after factoring in repeats.
- Proposal for heating/cooling equipment upgrade and sprinkler status are in ongoing review. Discussion and potential action was deferred.
- The high speed copier lease is over in May and will not be renewed.
Liaison Reports were as follows:
- Programs: Diane Polley reports Bowling and Movies are very popular. Mystery Rides will continue.
- Next board meeting of Friends of the COA is Tuesday, March 12th
- Meals, Social Media, Graduation Gallery: Sue Parady reported 230 meals in February. Graduation Gallery will be starting in March.
- Senior Center Management Systems. Curt presented his update, written report is attached.
- Essex Elementary School. Nancy Frienden reported a new Games Club will run weekly on Wednesdays from March 13th through April 10th from 1-3 pm at the Senior Center and 3-4 pm at the Elementary School. A tutoring program is in the planning stages that would accommodate tutoring for one child twice a week for 7 weeks. There is also a plan in development to form a team of adults to help with reading assistance in the classroom. Some decisions are being deferred and are dependent on the hiring of the new principal.
A motion was made, seconded and unanimously approved to adjourn.
Meeting adjourned at 8:18 pm.
A True Record.
Respectfully submitted,
Ann Buckley
Secretary
Senior Center Management Systems Report – March 5, 2024Volunteer Timekeeping
Timekeeping Logs have been created for Kay, Mary, Sue L., Sue P., and Nancy. Diane and Bob have already been entering their volunteer hours and activities since January. In order for the rest you to access your logs, you’ll need to download the Google Drive app for Windows or Mac. Or…I can set it up for you.
Front Desk
A simplified payment process has been implemented at the front desk using payment envelopes (Essex COA or Friends). No receipts unless requested by the payer. This will improve the process for bookkeeping purposes. A copy of the instruction, INS-FIN-001 – How to Process Payments (Rev.07) is at the front desk.
Press Releases
Still waiting for correct Essex COA information to appear in the Gloucester Daily Times after contacting Joanne Mackenzie three times about leaving out events with specific dates. May need Kay’s help on this.
Update Warrant and Deposit Forms
The forms we use to submit bills to be paid (Warrant) and deposits have been revised to include pull down choices for accounts, automatic fill-in of account numbers, and automatic totaling of transactions by account.
Bookkeeping system
The Quicken data file has been turned over to Tess and a dedicated bookkeeping computer has been set up with the Quicken program. The previous Account Tracking sheets have been discontinued as Tess now enters all transactions into Quicken. Reports have been set up in Quicken to provide a quick look account balances, transactions by category, as well as distinguish between transactions pending submission, submitted-waiting confirmation, and reconciled. The bookkeeping process is described in Procedure PRO-FIN-001 – Quicken Bookkeeping (Rev.01
Myseniorcenter
Had a February 9th phone meeting with Xavus Solutions Training and Support representative, Billy, to confirm that we have the latest version of the software. We do and the program updates are automatic. Regarding timekeeping, Billy reported that they are working on a new version of MyActiveCenter in which they might be able to add the ability to log offsite volunteer hours remotely. I will follow-up on this.
Respectfully submitted: Curt Siebert
February 29, 2024