LYMES’ SENIOR CENTER
BOARD OF DIRECTORS MEETING
MAY 20, 2013
PRESENT: Ruth Young, Mary Miles, Ann Griffith, Don Tapper, Gary Weed,
Diane Blackwell, Doris Rand, Doris Johnson
ABSENT: Bob Pierson, Dot McAndrew, Barbara Blackwell
GUEST: Old Lyme 1st Selectwoman, Bonnie Reemsnyder, Janet Sturges
The meeting was called to order at 2:05 pm by Chairperson, Ruth Young. Ruth explained that Bonnie had another meeting to attend at 2:00 pm and would be at the Directors Meeting around 2:30 pm.
SECRETARY REPORT: (Judy Dutton) Secretary report was accepted as presented.
TREASURER REPORT: (Bob Pierson – absent). Bob had copies of the Treasurer Report to hand out. There were a couple of questions: (1) Why was the printing of the Fund Drive letter so expensive? Also, how many letters do we get? The Casino Trip and the Constitution Coach for the trip was questioned. Diane Blackwell explained that the money was collected from those going on the trip and put into the treasury and then Bob made out a check to cover the cost. (Bob can explain more about the Fundraiser letter at the next board meeting. The Treasurer Report was accepted as presented and place on file for audit.
COMMUNICATIONS: None
COMMITTEE REPORTS:
SPECIAL EVENTS: (Doris Johnson) There will be four concerts this summer. The 1st one will be July 11th and the last one will be August 1st. She has the following scheduled: (1) Jazz Unit of Westerly Band, (2) String of Pearls, (3)Waterford Community Band, (4) Old Lyme Town Band. Doris explained that it is getting more and more difficult to get the $400.00 donation to pay for these bands. She said she wanted to get the Ladies Barbershop Quartet but they are asking for around $700.00. It was asked could we try and get some of the donations for the groups and have the Senior Center put in the rest. This will be looked into and see what can be done. It was also suggested that we put a request for donations for the concerts in next year’s fundraiser letter. It was
mentioned that when the Task Force was looking at the Senior Center and how to improve it, they felt that the Center should have their own fundraisers and the money that they got would support the programs that they want to have. The 501C was mentioned and is Bob Pierson still working on it. Diane Blackwell explained that in order to get the 501C in place, you first need to get a volunteer Board of Directors in place for the “Friends of Lyme Senior Center”. They become incorporated and have their own by-laws. These names would be presented to the Selectwoman/Selectman for approval. This board would need to meet over a period of a several months before they could apply for any of the grants that are available. Getting back to the concerts, it was suggested that we ask the Confirmation Class from Christ the King Church to serve ice cream at the concerts. We also need to get more support from both towns. The publicity is out there but the people just
don’t seem to come. Doris said she may have a couple of “freebees for next year.
GUEST SPEAKER: (Old Lyme 1st Selectwoman, Bonnie Reemsnyder) Bonnie said the Senior Center has a new director. Her name is Stephanie Lyons. She will begin her new position at the center on Wednesday, May 29, 2013. Bonnie explained that Stephanie has had 13 years of experience working with seniors and planning different activities. She also said that she was very impressed with our new director because she had done research on the town as well as the center before she met with Bonnie about the position. Ruth Roach will meet with Stephanie at the center on the 29th to get her familiarized with the center and try to answer any questions she may have. Bonnie thanked Jeff Sturges, Mary Sydner, and Linda Wisner from Lyme who were on the search committee for their hard work.
USE OF THE BUILDING: (Ann Griffith) 627 people signed in. We had our regular activities. The Historical Society had their dinner. Tai Chi had their seminar for the entire weekend.
PROPERTY: (Don Tapper/Gary Weed) The plumbing on the wall in the kitchen behind the steamer is done. The shelf for the refrigerator has come in.
POLICY: Diane Blackwell/Sue Campbell
Policy & Procedures Com. Reports: Diane C. Blackwell & Sue Campbell
- Constitution & By-laws update
- Bonnie & Ralph have reviewed the By-laws’ recommended changes as submitted to them, from the Board of Director’s, following the March 18th meeting.
- Upon review, they offer the following:
-Article l, Section 2. Selection: Term of appointment for the Town of Lyme members shall remain at 1 year and NOT 3 years as the Board had recommended.
-Article IV, Section 1: Meetings of the Board of Directors. Letters E. and F. were added for sending meeting agendas to the Town Clerks offices 24 hours prior to the next meeting. Minutes of every meeting shall be sent to all Board of Director’s, and to the First Selectmen and Town Clerks within 48 hours after the regular meeting if votes are taken, and 7 calendar days if votes are not taken.
-Article VI, Amendments. Clarification and process for amending the By-laws
-Article VIII, Non-profit status. This section has been removed entirely. The Senior Center is automatically considered to be non-profit by virtue of the fact that is under the umbrella of the municipal Towns of Lyme and Old Lyme. A non-profit ‘Friends of the Lymes’ Senior Center’, will be established in the future. This ‘Friends’ organization will have its own Board of Directors, Constitution and By-laws.
Recommendation: The Constitution & By-laws be accepted as submitted: Approved
- The new Senior Center sign has been completed and installed by Melody Green. We need to decide on the 7 additional interchangeable signs for Melody to complete. Tabled until the next meeting.
- Facility Usage Follow-up Report. from the March 18th meeting. We discussed 9 areas in March, Sue and I would like to revisit two of those: Rental Fee and Deposit for cleaning/damage .
Recommendation: We charge a Rental Fee of $50. The fee covers the use of the Foyer, Great Room, Kitchen and Bathrooms, parking in the Senior Center property and use of the outside grounds.
Recommendation: We hold a Deposit check for cleaning/damage in the amount of $100. The facility and grounds will be inspected by the Director, or Board member, after the event. If the facility and grounds are clean, back into original order, and there is no damage, the $100 shall be returned to the renter.
It is understood that all rental candidates will tour the facility prior to their requested date, with the Director, or Board member. The rental candidate will review the Cleaning & Lock-up Check List. All Rental & Deposit checks must be received by the Director, or Board member, prior to the date requested for use. Motion: Approved
- Emergency Management Report & Recommendations. Defer full report until a later meeting, after the Director assumes her position. One immediate concern:
Recommendation: The First Selectpersons of Lyme and Old Lyme should be issued a key for the front and back doors. In Emergency Operations they have become the Command Centers and therefore, should pass on access to Dave Roberge and Bill Archer. Motion: Approved
SEARCH: (Ann Griffith/Barbara Blackwell) Need to get a new slate of officers for the June Board Meeting.
FINANCE: (Bob Pierson/Doris Rand/Gary Weed) None
MEMBERSHIP: (Ruth Young) None
PUBLICITY: (Diane Blackwell/Barbara Blackwell) None
OLD BUSINESS: Report on the May 18th clean-up day with the Big Y Volunteers: Please be sure and look at the picture in the front lobby of the volunteers working that day. They did a great job. Sue Campbell will send a thank you note to Big Y and to Bonnie and Ed Adanti for all they did to make this a success. The volunteers did mulching, removed debris from under the bushes, planted flowers, stained the bocce courts and much more.
NEW BUSINESS: Discuss facility use proposals: Discuss Emergency Management areas of recommended improvements: Discuss course of action on recommendations. (Discussing Use of Facility) This has been discussed before regarding the use of this facility. Shall we rent the building for outside activities? If we do rent the building what do we charge. It was stated that if we do rent the facility, every group or organization, including residents will pay the rental fee. The entire facility would be available with the exception of the Art Room, The Nurses Office, The Directors Office and The Records Room. We need to rent so that we can bring funding into the center. It was asked how the Selectwoman feels about renting the building. She said that the Board voted some time ago that they did not want to rent
the building out. And both towns respected the Boards wishes. She said that should we change our minds that both select persons would work on this together and come up with the proper policy and rules. If we decide to rent then she will bring it up the Selectman’s meeting tonight. A vote was taken by the Board to decide if they wanted to rent the building. It was voted yes. A motion was made and seconded to rent the building.
OTHER: Shall we meet in July and August? A motion was made and seconded to leave it as is and if we need a meeting in the summer we can call for one. Diane Blackwell stated that the By-laws state the Board needs to meet 10 months out of a year. So the motion made to keep it the same was voided and we will meet on July 15th, the 3rd Monday in July. A motion was made and seconded to do this.
A motion was made and seconded to adjourn at 3:10 pm.
Respectfully submitted,
Judy Dutton, Recording Secretary
CC: Board of Directors/Old Lyme 1st Selectwoman/Lyme 1st Selectman/Old Lyme & Lyme Town Clerks/Senior Center Directors
THE NEXT MEETING WILL BE JUNE 17, 2013 AT 2:00 pm
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