MINUTES
WEDNESDAY, JUNE 25, 2003
DARTMOUTH TOWN HALL, ROOM 318, 7:00 P.M.
Present: Alison Nastanski, Alyson Bellora, Valerie Alves, Tony Martin, Debra Brejcha
Bonnie Escobar, Kevin Lee, Youth Advocate and Justine Clarke, clerk
Regrets: Gale Schultz and Lorraine Gagne
Alison Nastanski called the meeting to order at 7:10 PM.
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AGENDA
Welcome newly appointed Commissioner Mr. Tony Martin!!!
Welcome newly appointed Commissioner Ms. Bonnie Escobar!!
Approval of Open Session Minutes from March 12, 2003
Old Business:
1. Update on Dartmouthyouth.com
2. Appoint a Commissioner as overseer of administrator of the “Alvin Glaser Memorial Family Assistance Fund.”
3. Report from Kevin and Valerie about fundraising letter to support the “Alvin Glaser Memorial Family Assistance Fund.”
4. Old Business from the floor.
Youth Advocate’s Report:
New Business:
1. Introduction of new members.
2. Kevin’s draft letter about the “Alvin Glaser Memorial Family Assistance Fund.”
3. Discuss guidelines for distribution of funds from the “Alvin Glaser Memorial Family Assistance Fund.”
4. Review budget accounts.
a. Youth Commission budget expenses
b. Youth Commission gift account
c. Youth Commission Web site gift account
d. Gift Account Alvin Glaser Memorial Family Assistance Fund
Enclosures:
May meeting notes 5/14/03
Budget reports
Letter to Kevin dated 6/6/03 from Donna Sachs (DHS Career Coordinator)
Letter dated 5/2/03 from James Arnold Fund ($1,000.00 donation)
Certificate to Kevin from Head Start
Shopping Extravaganza flier
Letter dated 5/22/03 to Mr. Carney (Select Board) from Kevin
Thank you letter to Kevin from student
Minutes
Approval of March 12, 2003 Minutes and May 14, 2003 Meeting Notes: Valerie Alves
made a motion to accept the minutes of March 12, 2003 and the May 14, 2003 meeting
notes. Debra Brejcha seconded the motion. Voted unanimously with Alison Nastanski
abstaining from the vote.
Acting Chairperson Alison Nastanski introduced two new Commissioners, Bonnie Escobar and Tony Martin. The Commissioners took turns introducing themselves.
Ms. Escobar stated that she works for the Dartmouth Police Department. For the last four years she has been the School Resource Officer for Dartmouth public schools. She has been very active with the youth in the community and felt that serving on the Youth Commission would be a greater extension of her work. She previously has dedicated her time working with DCTV. She is married with four children.
Mr. Lee stated that he is the Dartmouth Youth Advocate. He is married with three grown daughters. He has been with the Youth Commission for 19 years.
Mr. Martin is married with one child. He is a certified public accountant currently working in New Bedford. He is the treasurer of his church, a corporate member of the Boys and Girls Club of Greater New Bedford, and a Board of Director of the American Cancer Society.
Ms. Alves is married with four daughters. She is an educator with the New Bedford public schools and teaches high school business primarily with youth who are high at risk for drop out.
Ms. Brejcha is married with one daughter. She teaches kindergarten within the New Bedford public schools.
· Ms. Nastanski works for Bristol Community College as coordinator of the Taunton Satellite Campus. She also teaches for the Center for Business and Industries. She has enjoyed serving on the Youth Commission and is happy to see some of the changes that have evolved over the years. She has one son. (Please note: This will be Ms. Nastanski’s last meeting as a Commission member. She is rotating off after serving nine years and hopes to return to the Youth Commission sometime in the future.)
Ms. Bellora is married with three sons. She is a registered nurse who specializes in pediatrics.
Old Business:
Update on Dartmouthyouth.com
Kevin stated that he has taken some time off to care for his wife, Betty Ann, who is recovering from lung surgery. She is currently undergoing chemotherapy. Preparations are also underway for his daughter who is getting married September 27, 2003.
The site is still up and running and updates have been made. Kevin is talking to Ed Iacaponi regarding updating his office computer. The system is exceptionally slow. The color printer also does not print colors. An older version of Dreamweaver, a Web site development software, is currently used to maintain the site. Once an upgrade has been completed, Kevin plans to switch over to using Microsoft FrontPage. Kevin stated that the High School also uses FrontPage which will make it easier for future interns working in the Youth Advocate’s office. Kevin also reported problems with his email program as well, which is in the process of being addressed by Michael Corvelle from the Town’s computer services department.
Kevin is in the process of redesigning the home page to keep it fresh and updated. Kevin reported that Mark Miley, a recent UMASS-Dartmouth graduate majoring in computer animation, has offered to volunteer his expertise with Dartmouthyouth.com as well.
Appoint a Commissioner as overseer of the Alvin Glaser Memorial Family Assistance Fund:
- Kevin has prepared a draft of the Fund Administrator Guidelines and a draft of Guidelines for Application. Kevin explained to the new Commissioners that the Youth Commission has received a sum of money from Dartmouth High School’s Scholarship fund that was set up in memory of Alvin Glaser, by members of Mr. Glaser’s family. The monies were not being used in a way that the Glaser family had anticipated. Therefore, Principal Donald King transferred $2,500.00 from the fund to the Dartmouth Youth Commission several months ago. The Commission previously agreed to name the fund the Alvin Glaser Memorial Family Assistance Fund, which is to be administrated by the Town Accountant’s Office.
The Commission hopes to grow the fund to $10,000.00 with additional donations. Kevin and Valerie have been working to prepare a letter to send to select Dartmouth residents and businesses hoping that they will donate to this fund.
Alison asked if there were any volunteers to be the administrator of the Alvin Glaser Memorial Family Assistance Fund. After a period of discussion, Ms. Alves agreed to serve as the Fund’s administrator.
Alison suggested we review the draft of the Fund Administrator Guidelines before Valerie officially accepts this responsibility.
Kevin distributed the following:
* Alvin Glaser Memorial Family Assistance Fund draft letter.
* Fund Administrator Guidelines draft
* Guidelines for application to the Glaser Memorial Fund draft
Alvin Glaser Memorial Family Assistance Fund letter:
Mr. Lee stated that Rosalyn Glaser spoke with her family and they prefer Alvin’s picture not be placed on the letterhead.
Commissioners reviewed the draft and a few changes were made in the wording of the letter. Ms. Alves also suggested inserting in the margin a list of the Youth Commission members. This will personalize the letter. The thought was that a recipient of the letter might recognize a Commissioner’s name and feel more inclined to make a contribution. The Commission favored this idea.
Fund Administrator Guidelines draft:
The Commission reviewed this draft. Concerning line item #5 of the draft, Alison asked if the administrator and one Commissioner will make the decision for approval of an application, or will the entire Commission approve? It was decided that the entire Commission and the Youth Advocate would approve an application. However, in the event of immediate need, the administrator and one other Commissioner can sign off up to a sum of $200.00. A few other changes were made in the wording of the draft.
Regarding line item #8, Kevin explained that when we process requests for disbursement it goes on a voucher which then goes on a warrant every week and the checks are cut from that warrant. The warrant is coded in such a way that all transactions, including names on checks, can be traced. As a general rule, this is public information. Kevin reported that we request that names of recipients be omitted from public warrants. Commissioners agreed that recipient’s names should be omitted from vouchers and warrants in order to protect the privacy of recipients.
It was decided that line #8 will read as follows: Any disbursement will be marked “Private,” thereby blocking the recipient’s name from appearing on town ledgers.
When complete the final copy of the guidelines will be submitted for review by the Town Accountant.
Guidelines for application to the Glaser Memorial Fund draft:
The Commission reviewed draft. Regarding line item #2, it was suggested that the application include: reason for need? Amount requested? And how soon?
It was also discussed that the application should specify what the money should not be used for. Example: cigarettes, alcohol, lottery tickets… Many stores now offer gift certificates that can be purchased. If a family is in need of a utility bill being paid, a check could be cut to the utility company.
Line item #5 was changed to read as follows: As a general rule, Help-Grants will be made available to a Dartmouth Family on a limited basis only. The Commission also discussed reviewing each application on a case-by-case basis.
Line item #6 was omitted.
Kevin stated that this discussion has been very helpful in revising these drafts.
· The Commission decided that the administrator would serve a one-year term. Valerie Alves was appointed administrator.
· Valerie and Kevin are still working on the fundraiser letter and hope to have it completed by the next meeting. Preparations are being made for an early September mailing. Tony Martin stated that perhaps we should have a second mailing before tax season. Many businesses tend to make donations at this time. The first mailing will be geared towards residents and the second mailing to businesses.
Tony also suggested offering the option of pledging a certain amount to be paid quarterly. The Commission will discuss this further at the next meeting.
Old Business from the floor:
Kevin stated that an application to the Youth Commission was recently received. (There remains one opening on the Commission.) John Coleman Swanson sent an application and resume to the Select Board. The Commission reviewed his application and resume and was very impressed. Alyson Bellora stated that she knows him and he is very nice. Kevin reported that Mr. Swanson was recently hired as a history teacher at Dartmouth High School.
Kevin will send a letter to the Select Board stating that the Youth Commission supports Mr. Swanson’s application.
Youth Advocate’s Report:
Kevin reported that he has been counseling some clients dealing with grief issues.
Last Thursday Kevin took the Teen Group to Six Flags in Springfield, Massachusetts. All the youth enjoyed themselves and it was a fun day.
Kevin informed the Commission that he would be taking vacation time the first two weeks of July.
Kevin reported that all offices in Town Hall recently had new energy efficient lighting installed.
New Business:
Review budget accounts:
- Ms. Alves made a motion to accept the budget account for April 2003 and May 2003. Ms. Brejcha seconded the motion. Voted unanimously.
The next meeting of the Dartmouth Youth Commission is scheduled for Wednesday, August 27, 2003 in Room 315 at the Dartmouth Town Hall at 7:00 p.m.
- Mr. Martin made a motion to adjourn the meeting. Ms. Alves seconded the motion. Voted unanimously at 9:15 p.m.
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