Antrim County Commission on Aging

Antrim County Commission on Aging Board Minutes – July 15, 2013

Chairman Teague called the meeting to order at 1:02pm

Board Members Present: Rick Teague, Sally Hannert, Bev McCamman (arrived at 1:30pm), Laura Stanek, Dr. Mary Kokosky Absent: None Also present: COA Director Mike Neubecker; Ray Mills, President, Area Seniors, Inc.; Doris Osaer, COA Clerical Assistant

Motion made by Hannert, supported by Dr. Kokosky to approve the agenda as presented. Motion carried.

Motion made by Dr. Kokosky, supported by Stanek approve the minutes of the June 10, 2013 regularly scheduled COA Board Meeting. Motion carried.

REPORTS:

Monthly Expenses: Financial & Nifty Thrifty reports for June 2013 were reviewed.

Total expenditures were $89,356.81with $44,138.60 in accounts payable and $45,218.21 in payroll and benefits. AAANM budget: Received to-date: $497,071 (84.96%), expended: $413,451 (70.67%). Business Operations Budget received to-date: $445,552 (70.19%), expended: $420,278 (68.93%). Cash with the county as of 6/30/13: $224,160.82

Nifty-Thrifty Resale Shop: 540 Donators, 680 Clients (280 of them seniors) and 44 volunteer hours. Net revenue in June: $949.00 Total NET year-to-date: -($2,286).

Motion made by Dr. Kokosky and supported by Hannert to approve the expense reports as presented. Motion carried.

PROGAMS: Congregate and Home Delivered Meals

Congregate Served: 2,636 Year to date Total: 19,725 Home Delivered Served: 2,261 Year to date Delivered Total: 19,594 Waivers: 2,437 (Year-to-Date)

Total USDA Contract Goal: 50,000 (22,000 Congregate and 28,000 HDM)

Dining Out coupons reimbursed in June: 23.

In-home services provided in June:

CSS AAANM Personal Care: 169.25 hours to 42 clients (2 new) 23.0 hours to 3 clients Respite: 281.5 hours to 22 clients (3 new) 224.5 hours to 8 clients Homemaker: 236.75 hours to 74 clients (7 new) 49.5 hours to 5 clients

The HomeChore Program provided 13.5 hours in-home services to 4 clients. Rental income was $275 for a YTD total of $2,350. We continue to have 8 clients receiving services through 3 Senior Companions; 1

1 transportation client being paid by Farm Bureau Insurance, and still have some money remaining in the Grand Traverse Regional Conservancy grant for Elk Rapids Medical Transportation.

OLD BUSINESS:

AAANM Request for Proposal: Package completed and signed by the Chairman of the Board of Commissioners. Package was delivered to AAANM two days prior to deadline.

Purchase of Handicap Accessible ACT Bus: Neubecker rescinded his request for purchase and will look at an alternative from ACT in the spring. Proposed FY-2014 budget (to be discussed later in this meeting) has request for purchase under Capital Improvements included in budget line.

Senior Expo: Was held July 9th at Mancelona High School with better attendance than 2 previous years (more than 200 attending). We received permission to use a portion of the gym for lunch and the 2 guest speakers, which worked out very well. After expenses, it is expected that we will receive about $350.00 - $400.00 from the net proceeds.

Senior Picnic: Will be held August 15th. Entertainment (Jake Slater) will be from 10:45am – 11:45am. Lunch will be served at noon, and Bingo will be held from 1:00pm – 2:30pm. Ray Mills confirmed that the Area Seniors Activity Center will be open and so will the outdoor Shuffleboard Court. Board members were asked to contact Judy Parliament if they intend to be servers for the picnic.

NEW BUSINESS:

2014 AAANM Budget: Neubecker went over the proposed 2014 AAANM nutrition budget. The Congregate Meal budget is proposed to be $13,552 less than last year, and the Home Delivered Meals budget is proposed to be $21,325 lower than last year. This nearly $35,000 lower total has been achieved by the cost- consciousness of the kitchen staff, and changing the way we have been preparing and serving meals over the past year. Neubecker asked that it be made a part of the record that he is proud to have such a wonderful, responsive kitchen staff that is constantly looking at new ways to do things for less.

2014 Business Operations Budget: Neubecker discussed the proposed FY-2014 Business Operations budget. It was noted that the budget was prepared on past performance during all of FY-2012 and including 6 months average of current fiscal year. We will be receiving (proposed) $675,106 in millage dollars. $258,359 in millage was included in the FY-2014 AAANM budget, leaving $416,747 for utilization in the FY-2014 Business Operations budget. Total proposed Business Operations budget for FY-2014 as presented is $625,447, which includes a maximum projected 3% increase in wages (no idea what direction the county/union will take with wages in 2014). Budget includes purchase of a new MOW Truck, along with a Handicap Accessible bus from ACT as Capital Improvements. After review and questions by board members, a motion was made by McCamman, supported by Dr. Kokosky to approve the proposed FY-2014 Business Operations budget to forward to the county Finance Committee via the Human Services Committee. Motion carried.

Director Vacation: Neubecker will be taking vacation from July 29th to August 5th inclusive. In his absence, Judy Parliament will be ensuring the continued operations of the COA, able to make all decisions necessary that do not involve discipline, hiring/firing, or anything that would affect a standing county or COA policy. Rick Teague noted that he was available during that time to help handle any problems that Judy might encounter that she may be uncomfortable with.

Area Seniors, Inc. Objection to Director’s Column: A letter was included in the board packet from Ray Mills regarding information that was run in the July Senior Update Newsletter. Neubecker noted that there is/was no malicious intent intended - he was just trying to accomplish a joint objective of clarification of services responsibility between the Commission on Aging and Area Seniors, Inc.

POLICY/PROCEDURE:

2 Adult Abuse, Neglect, and/or Exploitation (Mandatory Reporting) (P/P No. 2027 – new): Neubecker presented subject P&P to provide an actual written standard for handling complaints on instances of Abuse, Neglect or Exploitation. A written policy is now a mandatory requirement as part of the AAANM RFP process, and an “unofficial” copy was put in the AAANM application pending review/approval by the COA Board. Motion made by Dr. Kokosky, supported by McCamman to approve P/P No. 2027 with correction under Policy to change the word “source” to “sources” in the first bullet. Motion carried. Prioritizing Policy for Clients (P/P No. 2003 - revised): Corrections noted: under Procedure - Office Staff, to change item 4 removing “registered nurse” and placing “Director” in its place. Under Procedure – Registered Nurse, change “Registered Nurse” to Director and change item 1 to read: “Arranges for the Registered Nurse to perform the client assessment in the client’s home.” Motion made by McCamman, supported by Hannert to approve the revision to Prioritizing Policy for Clients – P/P No. 2003. Motion carried.

PUBLIC COMMENT:

Neubecker noted that Beth Lacy will be having a knee replacement procedure on July 24 th and will be out for some time. Connie VanDenBranden who was initially interviewed for the Kitchen Assistant position has agreed to fill Beth’s position as a “temp” for a period not to exceed 180 days. This temporary hire without benefits was approved by the County Administrator.

Ray Mills provided the following:

 The Shuffleboard Court is being repainted and should be ready by the picnic.  Area Seniors, Inc. is working at construction of a gazebo. Plans are to have music evenings under the gazebo.

The next regularly scheduled COA Board Meeting will be Monday, August 12th, 2013 at 1:00pm in the Conference Room of the Bellaire Senior Center, 308 E. Cayuga, Bellaire, MI 49615.

Meeting was adjourned by a call of the Chair at 3:12pm.

Sally Hannert Secretary