Town of Eastham MA - Selectmen's Meeting Minutes 09/06/06

BOARD OF SELECTMEN

Wednesday, September 6, 2006

Location: Earle Mountain Room

Present: Kenelm N. Collins, Vice-Chair; Russell H. Sandblom, Clerk;

Martin F. McDonald; David W. Schropfer

Absent: Selectman Linda S. Burt, Chair;

Sheila Vanderhoef, Town Administrator

Sandy Szedlak, Council on Aging, Director;

Frank Salomone, President, Friends of the C.O. A.;

Board of Directors, C.O.A. - Frances Bishop, Lucile Cashin, Thomas Hawko; Theresa McAlpine; Pauline McGaughey; Joan Nugent; Frances Perkins; Marjorie Sturm.

Ex Officio - C.O.A. Board of Directors: Russell Moore; Eliza Ewing.

In Selectman Burt’s absence, Selectman Kenelm N. Collins called the meeting to order at

Ms. Szedlak noted that the Council on Aging representatives present here today were

happy to have gathered to meet with the Board of Selectmen to present an overview of the Council on Aging and their concerns.

Ms. Szedlak noted that they are very proud of the center, and that the C.O.A. actually began

here at Town Hall in 1980. They moved to their present location at 1405 Nauset Road in 1987. Funds for the C.O.A. were raised locally (grants, donations). The building was started in 1985. The C.O.A.’s Twentieth (20^th) Anniversary will be celebrated next May, 2007. Many events will be planned and advertised. Individuals who were here from “inception” will be involved in these events. Ms. Szedlak noted that there are a total of nine staff members at the center, two of which are outreach workers. Of those two, one is full-time and the other is part-time. These individuals do all of the outreach to homes. Ms. Szedlak noted their good relationship with other departments in town, especially the Fire and Police Departments. The C.O.A. is able to provide help to individuals when they return home from their transport/stay at the hospital, and appreciate being alerted to the needs of the community. At present, the C.O.A. increasingly communicates with the adult children of seniors, particularly by Internet E- mail, in order to follow through on the needs of their seniors. The C.O.A. is also actively working with a large group of volunteers to run errands and/or pick up individuals from the hospital if they don’t have transportation. This may even include a trip to the hairdressers.

This year, Ms. Donna Sutton was welcomed as a new full-time secretary. She is responsible for all of the record keeping and submission of formula grants to the State which is used to pay the

salaries of the C.O.A.’s medical van drivers. Ms. Sutton keeps track of all of the numbers and

does scheduling for all medical transportation. Last year, $4,500 was received in receipts for

medical transportation.

Ms. Szedlak said that her own position is part-time, and noted that her position as a part-time

department head is unique. Ms. Szedlak noted that most of her contacts are one-on-one. She

assists in medical questions, answers questions regarding Mass Health, fuel assistance, tax exemptions, etc. In essence, Ms. Szedlak stated that she is an advocate for seniors. Whatever questions a senior may have that she can assist with, she is at their service to do so.

In regards to the Adult Day Center, Ms. Szedlak noted that there are five staff, one of which

is full time (Kathy Gill, Adult Day Center). There are four part-time employees. The Adult

Day Center has been operating since 1985, and is fee-based. All receipts are returned back to

the town. Two years ago, this amount totaled over $100,000. However, last year this amount

was closer to $80,000. Each individual pays their own tuition. This is a five day a week program, and the extent of participation is up to the individual client. Ms. Szedlak noted that there are two medical drivers; volunteers who drive on Tuesday for shopping in Orleans; classes; activities; humanities group and a daily exercise group.

Ms. Szedlak also noted that they have a very active Friends of the C.O.A. group since 1980.

She lauded this group for their involvement, effectiveness and generosity in providing

support to the C.O.A.

Mr. Frank Salomone, President of the Friends of the C.O.A. was present, and discussed their activities and initiatives. He noted this has included small construction projects, as well as raising funds via a travel agency and thrift shop. He said that the travel agency has not done well and that this can possibly be attributable to “ 91l” after which individuals began to use the travel agency less, and many cancellations were received. Additionally, as regards to the thrift shop, the building where it is housed was rent-free until about six years ago. The payment for insurance has decreased profits from the Thrift Shop from about $16,000 to $6,000. Therefore, the Friends of the C.O.A. are very concerned that they will not be able to continue to support the C.O.A. to the extent they had previously. Attrition by age has also decreased the number of volunteers. The Friends of the C.O.A. are happy to continue doing whatever they can. However, they are concerned that projects that were previously supported by them will now have to be funded/budgeted elsewhere as appropriate.

Ms. Szedlak noted that because of the aforementioned, many of the projects previously funded by the Friends of the C.O.A. will now be placed as requests on the Capital Plan Budget. Ms. Szedlak noted that the Council on Aging’s Human Services Gift Account might be another source for funding projects. Monies from this fund may only be spent with the approval of the Board of Selectmen. Therefore, Ms. Szedlak deemed it important for the Board of Selectmen to be aware of the needs of the C.O.A. and what has brought them to this point in budgetary matters and requests.

Selectman Schropfer asked if there were restrictions for spending through this gift fund

(i.e., building, equipment). Ms. Szedlak noted that expenses up to this date have included

general use such as repairs and maintenance, staff development and programs. Selectman

Sandblom asked what expenses are incurred for running the thrift shop. Ms. Szedlak

said that there are no salaries paid, as volunteers run the shop. However, the owners of the

building buy insurance and pass the cost on to the C.O.A.. The insurance is for fire and

liability and does not include the shops’ contents.

Mr. Russell Moore stated that the building housing the Council on Aging is a town-owned building, and the perception by many, in his opinion, is that it is not. Mr. Moore recommended permitting a larger sign at the location. Additionally, he noted that Robert Varley, Building and

Maintenance Director has done a lot of work at the center, which has included replacement

of shingles, etc. Mr. Moore recommended that at this time the needs of the building be reflected in budgetary planning and that these amounts be voted on at Town Meeting.

Selectman Collins thanked Mr. Moore for highlighting the needs of the Council on Aging

and thought it would be advisable to review their needs on an on-going basis by staff and/or

a committee assigned to same, with the recognition that continuous maintenance cannot be adequately funded by the Friends of the Council on Aging.

Questions again arose as to the parameters of the gift fund. Selectman Collins noted that he would like to address this question further when Ms.Vanderhoef is present for clarification. Selectman Sandblom added that he would like to know if an “enterprise fund” might be applicable. Another meeting will be scheduled when Ms. Vanderhoef is present to clarify these matters.

Ms. Szedlak noted that a small expansion of the center would allow more clients to be

serviced and such an expansion, although not in the “actual planning stages” at this time, would be a vision that they would like to have become a reality. She also noted that the issue related to handicap parking needs to be addressed. Selectman Sandblom noted that the long term vision for the expansion of the senior center could include other age groups. Selectman McDonald noted that approximately 2300 citizens in the Town of Eastham are 59 or over. Ms. Szedlak said that actual numbers are detailed in the Annual Report. Fuel assistance for the town of Eastham includes younger families as well. Potentially, 44-45% of Eastham could very well be involved in their services.

Ms. Szedlak said that at this particular time they are requesting approval for the purchase of a set of desks, which the C.O.A. Board of Directors has approved. Selectman Collins asked Ms. Szedlak to present the request to Ms. Vanderhoef and they will review this request further.

Selectman Sandblom asked regarding usage of the Flex Bus vs. the C.O.A. Van. Ms. Szedlak

noted that most individuals cannot use the Flex Bus, as most of the requests received are from ambulatory individuals who may be using walkers and/or wheelchairs. The Flex Bus at this time is limited to making a special pick-up for one person only per route. Charge for usage of the C.O.A. Van ranges from $8.00 to Hyannis and $5.00 to Orleans. Many senior citizens have made use of the Flex bus, however, on all day adventures to, for example, Provincetown.

The C.O.A. is anxiously expecting a Regional Transit Authority (R.T.A.) handicap wheel chair accessible van (through Federal and State funding) which will be free to the town. The town already has drivers. Once the van is obtained, it can be swapped out every five years or 150,000

miles and will have a wheelchair lift. At present, the C.O.A. is running the current medical transportation for approximately $16,000 a year. Eastham’s medical van service is “one of the most successful ones around” and provides service every day of the week, at any time of the day.

In contrast, it was noted that the town is paying $60,000 for their share of the use of the Flex bus. Selectman McDonald asked if tickets had been purchased for the Flex bus through town offices. It does not appear that any have been sold to-date through the town offices. One of the perceived obstacles to accessing the Flex Bus is the actual getting to the bus stop - and subsequent parking of a car or securing a bike at the pick-up site. There is an allowance for two bikes on the front of each bus. It was noted that this is a trial year for the use of the Flex Bus. Selectman Schropfer said that he had taken the Flex Bus and found it to be pleasant. He noted that there was a free transfer to a shuttle from Truro which goes right into Provincetown.

Mr. Moore thanked Ms. Szedlak for her expertise and patience in helping seniors with all types of questions and concerns, and thanked the Board of Selectmen for the opportunity to meet with them. Mr. Moore, on behalf of the Board, asked that such meetings take place more often.

Selectman Collins thanked those gathered here today for their input, and asked that they continue

to keep the Board of Selectmen informed of their needs.

Selectman Collins adjourned the meeting at 3:50 p.m., to be continued in the Timothy

Smith Conference Room at Town Hall.

Respectfully, submitted,

Selectman Collins, Selectman Sandblom, Selectman McDonald and Selectman Schropfer

commenced to the Timothy Smith Conference Room at Town Hall at this time.

At this time, Lorraine Speros, Administrative Assistant, had to leave. Selectman

Schropfer offered to continue the minutes.

3:50 Minutes of the Board of Selectmen - Continued

Appointment: Housing Task Force

Mr. McDonald noted that the Board did not finish the appointments to the Housing Task

Force. He made a motion to appoint Diane O’Neill to a second term expiring on

June 30, 2009. Seconded by Mr. Schropfer. Mr. Sandblom recused himself. The

Chairman called for a vote, three(3) for; none against, one abstention (Sandblom).

The issue of the nominating/search committee for committee membership was discussed. At this time, there are only three appointments remaining for FY 06. It was also noted that a seven member committee had been in place at one time, but did not work, thereby providing the rationale for drafting an Article for the Warrant for the next town meeting to help resolve this problem.

A motion was made by Mr. Schropfer: the Board will submit a warrant article for the next Town Meeting to resolve the problem of the failure of the seven person committee. Seconded by Selectman McDonald; Chairman Collins asked for a vote. 4-0-0.

Mr. Sandblom made a motion to adjourn. Seconded by Mr. McDonald. The Chairman

called for a vote. 4-0-0, and he adjourned the meeting at 4:20 p.m.

Respectfully submitted,

Selectman David H. Schropfer, Acting Clerk