FILE MEMO

							                              CHARLEVOIX COUNTY COMMISSION ON AGING

                             BOARD MEETING MINUTES OF FEBRUARY 16, 2009

The monthly meeting of the Charlevoix County Commission on Aging (COA) was held Monday,
February 16, 2009 at the Pine Lake Room. The meeting was called to order at 9:30 am. Present: Margo
Johnson (Chair), Joan Blanchard, Janet Froats-Shepherd, Ward Cook, Nels Northup, Corrine Russell,
Lynda Christensen, Bob Drebenstedt and Nancy Tritsch. Excused from meeting: Connie Saltonstall.
Staff Present: Susan Bergmann and Gale Binstadt. Guests Present: Shirley Roloff, County
Commissioner and Earl Muma.

Approval of Agenda: Margo Johnson requested any additions to the Agenda. No additions, agenda
approved.

Approval of Minutes: Margo Johnson requested a motion to approve the amended January 19, 2009
minutes. So moved by Bob Drebenstedt. Supported by Nels Northup. Motion carried.

Public Comment: Shirley Roloff stated the COA committees are doing a good job, and one can see
things happening.

Directors Report: All the minutes of each meeting the Director attended are included in the packet/or
attachments. There is a part time maintenance position available at the senior centers in East Jordan and
Boyne City.

Audit Committee: Janet Shepherd recommended to pay the Charlevoix Senior Center expenses for
January, 2009 in the amount of $13,321.84. Second by Nancy Tritsch. Motion carried.

Finance Committee: The Transit charges are entered in the New and Enhanced Services account. They
are Sept/08 - $1429; Oct/08 - $1523; Nov/08 - $959; Dec/08 - $1052.50. An account number has been
assigned to Transit and the charges will be transferred to this new account. It was asked why Area
Agency on Aging (AAA) did not have a charge for this period as it did last year. The explanation is
AAA did not submit a statement until 1/20/09 and this would be paid 2/09. Joan Blanchard moved to
approve the COA January, 2009 expenses of $99,085.86. So moved by Nels Northup. Motion carried.

By-Laws Committee: The committee presented a copy of the revised by-laws and requested input from
the Board members by Friday, February 20, 2009.

Building Committee: No report.

Marketing Committee: Janet Shepherd reported that COA labels have been ordered for the brochures
and folders. A new COA standardized ad will be available on Friday to present to Senior Services
Committee. Nancy Tritsch moved to approve the purchase of a new COA table top display board in the
amount of $660.95. Supported by Janet Shepherd. Motion carried.
Senior Services Committee: Nancy Tritsch moved to approve the revised Emergency Fund to cap the
level of reimbursement at 200% of poverty level. Supported by Joan Blanchard. Following discussion,
the motion was rescinded. Nancy Tritsch moved to approve the revised Emergency Fund policy to cap
the level of reimbursement at 200% of the poverty level, subject to federal revisions. Supported by Joan
Blanchard. Motion carried. Janet Shepherd moved to:

“Resolve that the COA allow the Charlevoix Senior Center (CSC) a four-month opportunity to meet the
COA's expectations for providing senior center services in the Charlevoix area

“Resolve that, should the CSC meet and sustain adherence to the expectations, COA will continue the
relationship through a revised contract

“Resolve that, should the CSC not meet the expectations, the COA will identify alternatives for
providing senior center services in the Charlevoix area and give notice of contract termination.”
Supported by Nancy Tritsch. Motion carried.

Appeals/Policy Committee: Will review policies February, 2009.

Personnel Committee: The Personnel Committee met and interviewed the two applicants for the COA
board. The Committee deliberated after the interviews and with careful consideration of both candidates
voted to recommend Sally Gilmore. Joan Blanchard moved to recommend to the Internal Government
Committee the appointment of Sally Gilmore as a member to replace the empty COA Board position.
Supported by Nancy Tritsch. Motion carried. Lynda Christensen abstained.

Chairman's Report: There will be a special COA Board meeting on Thursday March 5, 2009, at 1:00
pm. The items discussed will be presented at the Internal Government Committee meeting on 3/18/09 at
9:30 am. The 3/16/09 COA Board meeting will review and approve the final presentation for the
3/18/09 Internal Government Committee meeting. Nels Northup moved that it be resolved that newly
appointed COA Board members, who are not appointed committee members, are welcome to attend
COA committee meetings as often as they wish to become familiar with COA business. To encourage
attendance, the new member should be paid the per diem and reimbursed the mileage for one meeting
per committee in his/her first three months as a COA Board member. Support by Bob Drebenstedt.
Motion carried. Nels Northup moved that the immediate past chair be appointed to the COA Executive
Committee. Supported by Bob Drebenstedt. Motion carried. Board member terms were discussed and
changes recommended for consistency. The COA Committee Process was distributed and suggested that
all Committee and Board members review the procedure so in the future the process will be done
correctly.

Unfinished Business: None

Other New Business: None

Discussion on Handouts: Joan Blanchard and Margo Johnson complimented the “Sue Keiser letter”.
The results from the COA statement of service non-mandatory survey are still 98-100% client
satisfaction. The cost per meal report is very helpful (it is broken down to just raw food and cooks' cost).
COA is still exploring the COA web site updates.
Announcements: None

Round Table: Bob Drebenstedt: compliment keeping track of meeting time; BASC computer request is
with Senior Services Committee; Lynda Christensen: forwarded “Avery e-mail” to Sue Bergmann to be
placed in Hi-Lites; Nancy Tritsch: everything at Beaver Island is going well; Corrine Russell: will work
on CSC motion; Janet Froats-Shepherd: 2/15 BASC had 100 people at Sunday dinner: Margo Johnson:
Beaver Island congregate meal count is less than 700 fewer in East Jordan. Shirley Roloff: this was a
very informative meeting.

Nancy Tritsch moved to adjourn the meeting. Supported by Nels Northup. Motion carried. Meeting
adjourned at 11:00 am.

Submitted by

Janet Froats-Shepherd, Secretary Gale Binstadt, Recording Secretary