Calhoun County Committee on Aging Board Meets

On Monday August 26, 2013, Roger Jarvis, President of the CCCOA Board, called the meeting to order at 4:30 PM.  Following the welcome, Carroll McCauley led the group in prayer and the pledge of allegiance.

After review and discussion of the minutes of the previous Board meeting, Pam Gainer moved to accept the Board Minutes from the July 22^nd, 2013 meeting as presented; Roberta Wilson seconded; motion carried unanimously.

During the Executive Director Comments, Rick Poling discussed the following items:

·    Agenda for the August 26^th Meeting

·    Minutes of July 22^nd Meeting

·    Financial Reports for July (In Summary and in Detailed formats)

·    Credit Card Statement for July with Annotations

·    Planning Committee August 20^th Minutes

·    September 2013 Grantsville Center Calendar of Events

·    September 2013 West Fork Center Calendar of Events

·    September 2013 Menu

·    Flyer regarding Labor Day Picnic

·    Flyer regarding Pettyville Shopping Trip

·    Flyer regarding CHERP Representative

·    Flyer regarding Sunglasses Day

·    Flyer regarding Snack and Movie Day

·    September 2013 “Insider” Newsletter

·    August 2013 “CCCOA News” Newsletter

·    Letter from Tom Clark, CPA, NWAAA Monitor, regarding CCCOA 2013 Annual OAA Fiscal Review

Under New Business:

Cash balance, credit card purchase, and expenditures for July 2013 were presented by Poling.

Lawaty moved to approve reports as presented; Butler seconded; motion carried unanimously.             

Planning Committee minutes from August 20, 2013 were approved by unanimous consent.       (McCauley/Hicks)   

Other Business:

Wilson asked about chaperones for the upcoming trips.  Poling explained that there is only one chaperone on the Yellowstone Trip due to the number of people travelling (thirty-two) qualifying the group to only one escort under White Star Tours’ contract, and CCCOA would otherwise have to raise the cost of the trip to pay for an additional escort, which in this case would be a significant cost (unless additional people signed-up for the trip and entitled the group to an additional escort under the White Star Tours contract).  Wilson recalled that the number of escorts was voted on recently and that two had been established as the optimal number.  Poling stated that he felt comfortable with one escort on this trip since there were only 32 travelling on the same bus daily with fairly straightforward arrangements and scheduling, and also since White Star Tours would be providing escorts at specific junctions, but that two or more escorts should certainly be utilized and built into trip costs for larger groups and/or even for smaller groups when air or sea travel may be involved, since security check-points and airports and seaports unavoidably prevent keeping a group together.  Poling and Crissy Johnson will be the two Myrtle Beach Trip escorts with 50 travelers.

Board Members present were: :   Roger Jarvis, Pam Gainer, Patti Hicks, Launa Butler, Carroll McCauley, Edward Lawaty, Roberta Wilson  .

Board Members absent: Barb Roberts, Dottie Rader

Others in attendance were: Marty Park,Rick Poling, Maricia Mlynek                                                                

Adjournment was by unanimous consent at 5:40 PM (Wilson/McCauley)

The next regularly scheduled meeting is September 30, 2013, at the Grantsville site

Calhoun County Committee on Aging Board Meets

On Monday July 22, 2013, Roger Jarvis, President of the CCCOA Board, called the meeting to order at 4:30 PM.  Following the welcome, Carroll McCauley led the group in prayer and the pledge of allegiance.

After review and discussion of the minutes of the previous Board meeting, Pam Gainer moved to accept the Board Minutes from the June 24, 2013 meeting as presented; Edward Lawaty seconded; motion carried unanimously.

During the Executive Director Comments, Rick Poling discussed the following items:

·       Agenda for the July 22^nd Meeting

·       Minutes of June 24^th Meeting

·       Financial Reports for June (In Summary and in Detailed formats)

·       Credit Card Statement for June with Annotations

·       Planning Committee July 16^th Minutes

·       August 2013 Grantsville Center Calendar of Events

·       August 2013 West Fork Center Calendar of Events

·       Flyer regarding West Fork Big Bingo

·       Flyer regarding Spencer Shopping Trip

·       Flyer regarding Bowling Trip

·       Flyer regarding Snack and Movie Day

·       August 2013 “Insider” Newsletter

·       July 2013 “CCCOA News” Newsletter

·       CCCOA Certificate of Liability Insurance and Coverage Information for 2013/14

Under New Business:

Cash balance, credit card purchase, and expenditures for June 2013 were presented by Poling.  Dottie Rader moved to approve reports as presented; Edward Lawaty seconded; motion carried unanimously.             

Planning Committee minutes from June 11th, 2013 were approved by unanimous consent. (Wilson/McCauley)

Other Business:

Roberta Wilson asked about possible pay increases for staff and Poling explained that he is investigating state and federal budgets and the                  addition of retirement options for employees beginning FY 2014. Edward Lawaty asked about the possible increase in minimum wage and how the           agency would adapt and meet the increase if it became a reality. Poling stated that all finances including the transportation hours are in the process of being evaluated and with small steps the agency hopes to work toward the increase slowly.

Board Members present were: Roger Jarvis, Pam Gainer, Dottie Rader, Carroll McCauley, Edward Lawaty, Roberta Wilson.

Board Members absent: Patti Hicks, Launa Butler, Barb Roberts

Others in attendance were: Rick Poling, Maricia Mlynek                                                                   

Adjournment was by unanimous consent at 5:30 PM (McCauley/Lawaty)

The next regularly scheduled meeting is August 26, 2013 at the West Fork Site.

Calhoun County Committee on Aging Board Meets

On Monday June 24, 2013, Roger Jarvis, President of the CCCOA Board, called the meeting to order at 4:30 PM.  Following the welcome, Carroll McCauley led the group in prayer and the pledge of allegiance.

After review and discussion of the minutes of the previous Board meeting, Carroll McCauley moved to accept the Board Minutes from the May 28, 2013 meeting as presented; Launa Butler seconded; motion carried unanimously.

During the Executive Director Comments, Rick Poling discussed the following items:

·          Agenda for the June 24^th Meeting

·          Minutes of May 28^th Meeting

·          Financial Reports for May (In Summary and in Detailed formats)

·          Email reflecting delayed Belomar $8,594.39 payment to CCCOA for April LIFE

·          Financial Report for Fiscal Year to Date (October through April)

·          Email reflecting delayed Belomar $24,355.27 payment to CCCOA for August 2012 LIFE

·          Reports reflecting CCCOA’s Accountants’ entry in June 2013 which moved that amount from being shown in last year’s fiscal year reports to being shown in (and added to) this year’s fiscal year reports

·          Credit Card Statement for May with notations

·          Planning Committee June 11^th Minutes

·          July 2013 Menu

·          July 2013 Grantsville Center Calendar of Events

·          July 2013 West Fork Center Calendar of Events

·          Flyer regarding 4^th of July Picnic

·          Flyer regarding Pettyville Shopping Trip

·          Flyer regarding Spencer Shopping Trip

·          Flyer regarding Snack and Movie Day

·          Flyer regarding Bowling Trip

·          Flyer regarding Big Bingo

·          July 2013 “Insider” Newsletter

·          June 2013 “CCCOA News” Newsletter

·          “Compiled Financial Statements & Supplemental Information of Calhoun County Committee on Aging, Inc., Grantsville, West Virginia, September 30, 2012” prepared by CCCOA’s Accountants, Bennett & Dobbins PLLC

·          “Conflict of Interest Questionnaire” and “Calhoun County Committee on Aging, Inc., Consideration of Fraud in Financial Reporting Certification” prepared by CCCOA’s Auditors, Tetrick & Bartlett PLLC, to be completed by Board members in preparation for their annual audit.

Under New Business:

Cash balance, credit card purchase, and expenditures for May 2013 were presented by Poling.  Dottie Rader moved to approve reports as presented; Pam Gainer seconded; motion carried unanimously.  

Planning Committee minutes from June 11th, 2013 were approved by unanimous consent. (Butler/Hicks)  Poling presented a Trip Policy. Board made a slight modification/addition to paragraph 6. McCauley motioned to accept new policy; Butler seconded; motion carried.

Other Business:

Poling explained that Auditors have scheduled annual audit for July 2, and as part of their preparation, they have asked that all Board members complete and turn in the final two documents in this month’s packet at this month’s meeting.

Jim Bennett and Jane Winters, representatives of “Our Community’s Foundation” attended the Board meeting and gave a short presentation on the LKACF. The visiting presenters explained the ways to give to the Foundation, the choices to consider, as well as the impact of donors on a community.

Board Members present were: Roger Jarvis, Pam Gainer, Dottie Rader, Carroll McCauley, Patti Hicks, and Launa Butler.

Board Members absent: Edward Lawaty, Roberta Wilson, Barb Roberts

Others in attendance were Jim Bennett, Jane Winters, Rick Poling, Maricia Mlynek

Adjournment was by unanimous consent at 5:45 PM (Gainer/Hicks)

The next regularly scheduled meeting is July 22, 2013 at the Grantsville Site.

Calhoun County Committee on Aging Board Meets

On Tuesday, May 28, 2013, Roger Jarvis, President of the CCCOA Board, called the meeting to order at 4:30 PM.  Following the welcome, Carroll McCauley led the group in prayer and the pledge of allegiance.

After review and discussion of the minutes of the previous Board meeting, Roberta Wilson moved to accept the Board Minutes from the April 22, 2013 meeting as presented; Edward Lawaty seconded; motion carried unanimously.

During the Executive Director Comments, Rick Poling discussed the following items:

·       Agenda for the May 28^th Meeting

·       Minutes of April 22^nd Meeting

·       Financial Reports for April (In Summary and in Detailed formats)

·       Financial Report for Fiscal Year to Date (October through April)

·       Credit Card Statement for April with notations

·       Planning Committee May 14^th Minutes

·       June 2013 Grantsville Center Calendar of Events

·       June 2013 West Fork Center Calendar of Events

·       June 2013 Menu

·       Flyer regarding Spencer Shopping Trip

·       Flyer regarding Father’s Day Dinner

·       Flyer regarding Bowling Trip

·       Flyer regarding Snack and Movie Day

·       June 2013 “Insider” Newsletter

·       May 2013 “CCCOA News” Newsletter

·       “Agreement To Trip Policies” formulated by the Planning Committee

Under New Business:

Cash balance, credit card purchase, and expenditures for April 2013 were presented by Poling.  Lawaty moved to approve reports as presented; Wilson seconded; motion carried unanimously.             

Planning Committee minutes from May 14th, 2013 were approved by unanimous consent.(McCauley/Hicks)  Poling presented a Trip Policy. Board made a slight modification/addition to paragraph 6. McCauley motioned to accept new policy; Butler seconded; motion carried.

Other Business:

Poling informed the board that the agency is carefully considering wage increases to bring wages to a fairer level and to partially move toward likely future increases in government minimum wage requirements, and is also anticipating funding changes for the next fiscal year. Poling also discussed the possibility of 401 (K) plans and agency matching. Board members agreed that the the agency should move forward with implementing a plan for employees.

Carroll McCauley asked about vacation/holiday leave for employees. Poling informed board that fulltime positions have holidays, part-time do not- except for Christmas and Thanksgiving.                                                                                    

Board Members present were: Roger Jarvis, Edward Lawaty, Roberta Wilson, Carroll McCauley, Patti Hicks, Launa Butler.

Board Members absent: Pam Gainer, Dottie Rader, Barb ROberts

Others in attendance were:  Rick Poling and Maricia Mlynek   

Adjournment was by unanimous consent at 5:45 PM (McCauley/Lawaty)

The next regularly scheduled meeting is June 24, 2013 at the Grantsville Site.

Calhoun County Committee on Aging Board Meets

On Monday, April 22, 2013, Roger Jarvis, President of the CCCOA Board, called the meeting to order at 4:30 PM.  Following the welcome, Carroll McCauley led the group in prayer and the pledge of allegiance.

After review and discussion of the minutes of the previous Board meeting, Roberta Wilson moved to accept the Board Minutes from the March 25^th, 2013 meeting as presented; Carroll McCauley seconded; motion carried unanimously.

During the Executive Director Comments, Rick Poling discussed the following items:

·          Agenda for the April 22^nd Meeting

·          Minutes of March 25^th Meeting

·          Financial Reports for March (In Summary and in Detailed formats)

·          Financial Report for Fiscal Year to Date (October through March)

·          Credit Card Statement for March with notations

·          Planning Committee April 9^th Minutes

·          May 2013 Menu

·          May 2013 Grantsville Center Calendar of Events

·          May 2013 West Fork Center Calendar of Events

·          Flyer regarding Town-Wide Yard Sale

·          Flyer regarding Spring Health Fair

·          Flyer regarding Blennerhassett Island Tour

·          Flyer regarding Myrtle Beach Trip

·          Flyer regarding Snack and Movie Day

·          Flyer regarding Spencer Shopping Trip

·          Flyer regarding Mothers’ Day Dinner

·          April 2013 “CCCOA News” Newsletter

·          May 2013 “Insider” Newsletter

·          West Virginia Department of Health and Human Resources Mid-Ohio Valley Health Department “Food Establishment Inspection Report” reflecting no violations and comment of “very nice.”

·          WorkForce West Virginia “Unemployment Compensation Relief of Charges”

Under New Business:

Cash balance, credit card purchase, and expenditures for March 2013 were presented by Poling. Edward Lawaty moved to approve reports as presented; Dottie Rader seconded; motion carried unanimously.                                         

Planning Committee minutes from April 9^th, 2013 were approved by unanimous consent. (Roberts/Rader)  

Other Business:

Board Training by Lynn DiPasquale, Director NWAA

Board Members present: Roger Jarvis, Edward Lawaty, Roberta Wilson, Carroll McCauley, Pam Gainer, Barb Roberts, Launa Butler, and Dottie Rader

Board Members absent: Pattie Hicks

Others in attendance were:  Rick Poling, Lynn DiPasquale, and Carolyn Burkhamer   

Adjournment was by unanimous consent at 5:45 PM (Wilson/Rader).  

The next regularly scheduled meeting is May 28, 2013 at the Grantsville Site.

Calhoun County Committee on Aging Board Meets

Summer Spectacular Drawing

Longaberger Basket/Case Knife Bingo

Calhoun County Committee on Aging Board Meets

On Monday, February 25, 2013, Roger Jarvis, President of the CCCOA Board, called the meeting to order at 4:35 PM.  Following the welcome, Edward Lawaty led the group in prayer and the pledge of allegiance.

After review and discussion of the minutes of the previous Board meeting, Roberta Wilson moved to accept the Board Minutes from the February 6th, 2013 meeting as presented; Edward Lawaty seconded; motion carried unanimously.

During the Executive Director Comments, Rick Poling discussed the following items:

·    Agenda for the February 25^th Meeting

·    Minutes of February 6^th Meeting (for December and January)

·    Financial Reports for January (In Summary and in Detailed formats)

·    Financial Report for Fiscal Year to Date (October through January)

·    Credit Card Statement for January with notations

·    Planning Committee February 12^th Minutes

·    March 2013 Grantsville Center Calendar of Events

·    March 2013 West Fork Center Calendar of Events

·    Flyer regarding Popcorn and Movie Day

·    Flyer regarding Spencer Shopping Trip

·    Flyer regarding St. Patrick’s Day Celebration

·    Flyer regarding CCCOA Talent Show

·    Flyer regarding Spencer Bowling Trip

·    March 2013 “Insider” Newsletter

·    February 2013 “CCCOA News” Newsletter (distributed at our last meeting, and is included herein only for those Board members whom were absent February 6th).

Under New Business:  

Cash balance, credit card purchase, and expenditures for January 2013 were presented by Poling. Edward Lawaty moved to approve reports as presented; Launa Butler seconded; motion carried unanimously.                                 

Planning Committee minutes from February 12th were approved by unanimous consent. (Wilson/Hicks)

The Board favorably discussed bingo as a means to raise funds for CCCOA and to also provide community activities. An annual license has been obtained and will be utilized in the West Fork and in the Grantsville areas.

Board Members present were: Roger Jarvis, Launa Butler, Roberta Wilson, Edward Lawaty, and Patti Hicks

Board Members absent were: Pam Gainer, Barb Roberts, Dottie Rader and Carroll McCauley

Others in attendance were:  Rick Poling and Maricia Mlynek   

Adjournment was by unanimous consent at 5:15 PM (Butler/Hicks).  

The next regularly scheduled meeting is March 25^th, 2013 at the Grantsville Site.

Calhoun County Committee on Aging Board Meets

On Wednesday, February 6, 2013, Roger Jarvis, Board President, called the meeting to order at 4:30 PM.  Following the welcome, Edward Lawaty led the group in prayer and the pledge of allegiance.

After review and discussion of the minutes of the previous Board meeting, Wilson moved to accept the Board Minutes from the October/November (held on November 26, 2012) meeting as presented; Lawaty seconded; motion carried unanimously.

During the Executive Director Comments, Rick Poling discussed the following items:

FOR POSTPONED DECEMBER MEETING:

·         November 26^th Minutes

·         Financial Reports for November (In Summary and in Detailed formats)

·         Email regarding late receipt of October LIFE funds ($20,415.28), late receipt of October Lighthouse funds ($9,520.00), and late receipt of October FAIR funds ($3,087.00)

·         Email regarding late receipt of October Title III funds ($8,413.00)

·         Credit Card Statement for November with notations

·         Planning Committee December 11^th Minutes

·         January 2013 Menu

·         January 2013 Grantsville Center Calendar of Events

·         January 2013 West Fork Center Calendar of Events

·         Flyer regarding Popcorn and Movie Day

·         Flyer regarding Basketball Tournament

·         Flyers regarding Spencer Bowling Trip

·         January 2013 “Insider” Newsletter

·         January 2013 “CCCOA News” Newsletter

·         Brickstreet information reflecting $2,304.00 reduction of adjusted annual workers compensation insurance premium

Poling discussed the “Christmas Gala” Dinner held on December 3^rd, with 104 CCCOA employees/Board Members and family members in attendance.  The event generated many compliments and expressions of appreciation, with many wishes for a repeat event next year.

Under New Business: 

Cash balance, credit card purchase, and expenditures for November 2012 were presented by Poling.  Lawaty moved to approve reports as presented; Butler seconded; motion carried unanimously.  

 Planning Committee minutes from December 11, 2012 were approved by unanimous consent (Wilson/Gainer).   Board voted on the Planning committee members for 2013.  Three seniors elected were Dorothy McCauley, Helen Jordan, and Thelma Hall.   Boards members chosen to serve on the committee were Pam Gainer and Roberta Wilson.

Adjournment was by unanimous consent. (Gainer/Hicks)            

January Meeting:

 Roger Jarvis, Board President, called the meeting to order at 5:00 PM.

During the Executive Director Comments, Rick Poling discussed the following items:

·         Financial Reports for December (In Summary and in Detailed formats)

·         Email regarding late receipt of November LIFE funds ($11,968.72) and the late receipt of Lighthouse and FAIR funds ($11,538.00)

·         Email regarding further delay of In-Home services deposits (Lighthouse and FAIR)

·         Financial Reports for Fiscal Year beginning October 1, 2012 through end of December (In Summary and in Detailed formats) with notations                reflecting “Net Income” of $17,831.51 taking into account funds totaling $23,506.72 which should have been received in December and which           thereby should have been  included in the reports)

·         Emails reflecting the delayed receipt of $23,506.72

·         Credit Card Statement for December with notations

·         Planning Committee January 8^th Minutes

·         February 2013 Menu

·         February 2013 Grantsville Center Calendar of Events

·         February 2013 West Fork Center Calendar of Events

·         Flyer regarding Quilt Raffle

·         Flyer regarding Arthritis Classes

·         Flyer regarding “Wear Red Day”

·         Flyer regarding Pettyville Shopping Trip

·         Flyers regarding Valentine’s Day

·         Flyer regarding Dart Tournament

·         Flyer regarding Spencer Bowling Trip

·         February 2013 “Insider” Newsletter

·         January “CCCOA News” Newsletter

Under New Business: 

Cash balance, credit card purchase, and expenditures for December 2012 were presented by Poling. Wilson moved to approve reports as presented; Hicks seconded; motion carried unanimously.                                    

 Planning Committee minutes from January 8, 2012 were approved by unanimous consent. (Wilson/Butler)

Other Business: 

Wilson made a motion to reappoint Roger Jarvis, Launa Butler, Dottie Rader, and Barb Roberts to the CCCOA Board of Directors. Gainer seconded; motion carried unanimously. 

Board Members Present:   Roger Jarvis, Patti Hicks, Pam Gainer,  Launa Butler, Roberta Wilson, and Edward Lawaty

Also Present:  Rick Poling and Maricia Mlynek

Adjournment was by unanimous consent. (Lawaty/Gainer)

The next regularly scheduled meeting will be held on February 25, 2013 at the Grantsville Site.