OLD SAYBROOK YOUTH AND FAMILY SERVICES
322 Main Street
Old Saybrook, CT 06475
(860) 395-3190 FAX (860) 395-3189
Special Meeting Minutes
Tuesday, January 11, 2011
5:00 PM
Pasbeshauke Pavilion at Saybrook Point Park
155 College Street Extension
Old Saybrook, CT 06475
I. Call to Order
The special meeting was called to order by Chairman Sam Barnes at 5:19 PM
II. Pledge of Allegiance
III. Roll Call
Attendant Members Absent Members
Sam Barnes, Chairman Kathryn Hanratty, OSPS Rep.
Jennifer Welsh, Vice Chairman Zach Towne, Student Rep.
Ray Allen, Secretary Katie Prozesky Student Rep
Dorothy Shearer, Member
Peggy Viggiano, Member
IV. Attendant Staff
Heather McNeil, LMFT, LADC Director
V. Comments from the Public – No public comments
VII. Approval of Minutes of the Regular Meeting December 7, 2010
A Motion was made by Ray Allen to approve the Minutes of December 7, 2010. Motion seconded by Dorothy Shearer. No discussion. The motion was carried unanimously.
VIII. Chairman’s Comments
1.This special meeting was called because regular meeting dates for 2011 had not yet been decided upon.
2.Announcement of the resignation of Beth Ruth as the Commission’s Nursing Representative due to her recent full-time appointment at Yale-New Haven Hospital.. Diane Aldi from the Public Health Nursing Board is working to find a replacement.
IX. Commission Member Reports
There were no member reports
X. Director’s Report
Youth Coordinator – Kristen Cartier, currently a Master’s level intern working on projects such as the after school ‘Tween Tribe, applied for and has been hired as the Youth Coordinator (beginning 1/16/11). She is currently pursuing a graduate degree in Marriage and Family Therapy at Central Ct. State University
Holiday Giving 2010 – A total of 228 children were served as part of the program, an increase from 188 in 2009. 20 families and 40 additional children were new to the program this year.. Follow up includes working to improve communication protocols between schools and other charitable giving programs to increase the efficiency of the program, as well as increase coordination with other town agencies, to ensure resources are maximized. Congratulations to Sue Consoli for a job well done in her first time coordinating the program.
XI. Old Business
Christmas for Kids – Organizers raised approx. $20,000 to be split between the Social Service Departments of Old Saybrook and Essex. Money was presented to the OSYF Foundation and went directly to Social Services, primarily funding the holiday giving efforts or as otherwise directed by donors.
XII. New Business
Schedule of Meetings for 2011
Discussion of possible conflicts, schedule identified the first Tuesday of each month except where noted.
February 1 (Special Meeting)
March 1
April 5
May 3
June 7
No meet July and August
September 13
October 4
November 1
December 6
All meetings begin at 5p.m. at the Pasbeshauke Pavillion at Saybrook Point.
XIII Budgets
Plan and budget for Drug-Free Communities Grant Year 9 Rollover of Unobligated Funds to Year 10 – total of approximately $48,000. End of year is September 2011, required match of 150%
$8400 Billboards through Chamber of Commerce (6 separate months x $1400)
$2K-3000 Movie screen advertising/social norming campaign
$2K-4000 Department of Motor Vehicles loop advertising/education
$2K-2500 Materials and promotional material
$2000 Curriculum/evidence based treatment protocols
$2K-4000 Staff training and travel
Discussion of concern that this request is to go through the proper town channels for approval. The Director continues to work closely with 1st Selectman and Town Treasurer to ensure proposal adheres to town procedure. If approved, a proposal with greater detail of expenditure totals will be submitted. Questions raised about the necessity of this extensive outreach, as well as whether YFS has enough staff to handle an increase in projected demand for services. This campaign will include advocacy campaign as well as awareness building of agency services.
A motion to approve expenditure of Local Prevention Council rollover money as proposed was made by Ray Allen. This motion was seconded by Dorothy Shearer. The motion was approved unanimously.
Social Services Budget #255
1st Selectman has given approval to increase hours for Coordinator of Social Services to 32 hours because of substantial increase in demand for services.
Detailed line budget submitted for Commission review. Items of note:
Energy assistance: requests have increased by 2X
General assistance: requests have increased by 3X
Fundraising has been done with private donations earmarked for Social Services forthcoming from YFS Foundation. These efforts are not sufficient to meet the trajectory of current demand.
Discussion on standards of eligibility for accessing assistance. Guidelines are set by the state and are not dependant on individual community.
A Motion to accept the Social Services budget #255 as proposed was made by Dorothy Shearer and seconded by Peggy Viggiano. The motion was approved unanimously.
Youth and Family Services Budget #265
Detailed line budget submitted for Commission review.
Proposal to increase personnel hours included explanation of how costs will be offset by counseling revenues:
Director’s hours to 40 hours a week
Kathy Ferrantelli, LCSW hours to 35 hours a week to cover increased need for emergency on-call response and at-risk assessments
A motion to accept Youth and Family Services Budget #265 as proposed was made by Peggy Viggiano, seconded by Dorothy Shearer. The motion was approved unanimously.
XIV. Other Business
Wikki – Superintendent of Schools has approved plans to create a cyber source of updated information about OSYFS sponsored after school programs. This will be accessible from each of the three schools’ websites and maintained by the OSYFS Director.
New Phone System - All staff members now have their own line and dedicated voicemail capabilities. Counseling intake calls are managed by Director’s line (860) 510-5042
HCHY Meeting - Commission members have been invited by the HCHY board to attend the second hour of their meeting on Friday, February 4 from 4-5 PM to discuss joint efforts for post- grant sustainability.
XV. Motion to adjourn was made by Ray Allen at 6:20 PM. It was seconded by Peggy Viggiano and carried unanimously.
The next scheduled meeting will be a special meeting as the date is less than 30 days form now, Tuesday, February 1 at 5 PM at the Pasbeshauke Pavilion at Saybrook Point Park.
Respectfully Submitted,
Old Saybrook Youth and Family Commission
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