All boards, committees, heads of departments, and other Town
officials authorized by law to spend money shall furnish to the Finance
Committee, not later than the second Monday in March, detailed estimates
of the amounts necessary for the proper maintenance of the department
under their jurisdiction for any income likely to be received by the
Town during the ensuing year in connection with the Town's business
or property entrusted to their care.
[Amended 5-9-2016 ATM
by Art. 17]
A. Constitution;
name; location.
(1) Name. The name of this Town department shall be the "Millville Council
on Aging," hereinafter referred to as the "COA" or the "Council."
(2) Location. The office is located in the Senior Center, 40 Prospect
Street, Millville, MA 01529.
B. Purpose.
(1) The COA and Director/Outreach Coordinator shall assess the needs
of Millville elders. The Director/Outreach Coordinator will develop
programs and services to meet those needs, and in conjunction with
the COA, set policy for the operation of the Senior Center to enhance
the quality of life for seniors by providing social, educational,
recreational, and cultural programs. The COA and Director/Outreach
Coordinator shall identify all residents 50 years of age and older,
and act as a unified body for advocacy and service to residents 60
years of age and older.
(2) The Council and Director/Outreach Coordinator shall cooperate with
the Executive Office of Elder Affairs and shall be cognizant of all
legislation concerning funding, information exchange, and program
planning relating to the welfare of the aging. The COA and Director/Outreach
Coordinator shall coordinate with any and all charitable, religious,
civic, municipal or other agencies in order to improve services for
elders.
C. Bylaws:
membership; voting; attendance.
(1) Membership.
(a) Members. Members must be residents of the Town of Millville, duly
appointed by the Board of Selectmen. Prospective COA members shall
be recommended, in writing, to the Board of Selectmen by the COA.
Prospective members must be involved in the Senior Center and must
be informed of, and concerned with, senior issues. Prospective members
do not have to be senior citizens.
(b) Regular membership of the COA shall be seven members.
(2) Voting. Each regular member of the COA shall be entitled to one vote
with respect to any question or matter that comes before a meeting
of the COA members. There will be no voting by proxy.
(3) Attendance. Good attendance of a Council member will be determined
by a minimum attendance of six meetings per year. Any excused absence
must be reported to the Director/Outreach Coordinator or COA Chairperson.
If a member, unless otherwise excused, does not attend six meetings,
the remaining members may request the member's resignation. If said
person does not resign within 10 days, the remaining members, by vote
at a duly called meeting, will decide whether or not to recommend
that the Board of Selectmen dismiss such a member from the COA. Members
should be available to attend interagency meetings as needed for representation
of the Council on Aging.
D. Officers;
elections; vacancies.
(1) Elections. Officers shall be elected for a one-year term at the annual
June meeting of the COA, effective July 1 of the new fiscal year,
and may serve consecutive terms.
(2) Officers. Officers of the COA shall be Chair, Vice-Chair, Secretary,
and Treasurer.
(3) Vacancies. Vacancies in an office shall be replaced by a majority
vote of the COA for the duration of the term.
E. Duties.
(1) Chair. It shall be the duty of the Chair to preside at all meetings
of the COA, prepare an agenda in conjunction with the Director/Outreach
Coordinator, to be an ex-officio member of all committees, and to
submit an annual report to the Town.
(2) Vice-Chair. It shall be the duty of the Vice-Chair to assume and
discharge such duties as called upon to perform by the Chair, in the
absence of the Chair. In the event the office of the Chairperson becomes
vacant, he/she shall complete the unexpired term of the Chair.
(3) Secretary. It shall be the duty of the Secretary to keep accurate
minutes of the monthly meetings of the COA and to submit an accurate
copy of COA minutes to the Board of Selectmen. The Secretary will
communicate on behalf of the COA through correspondence as needed.
(4) Treasurer. It shall be the duty of the Treasurer to maintain the
financial oversight of the COA. The Treasurer shall report to the
Council of the financial condition of the COA and assist with the
preparation of an annual budget.
F. Committees.
The COA may appoint people to committees and/or advisory boards for
the purpose of expediting the work of the Council. Those committees
and advisory boards shall be chaired by a member of the COA and shall
be purely in an advisory capacity or carry out tasks as assigned and
shall have no power of vote.
G. Meetings.
(1) Monthly. The regular meetings of the Millville Council on Aging shall
be held no less than monthly at dates and times mutually convenient
to the members of the Council on Aging at the Millville Senior Center.
This meeting schedule may be modified at the discretion of the Council
after proper posting.
[Amended 5-9-2022 ATM by Art. 13]
(2) Exception. A monthly meeting may be cancelled at the request of the
COA Chair or the Director/Outreach Coordinator.
(3) Nomination meeting. The annual nomination meeting shall be held each
May at the regular meeting time for the nomination of officers.
(4) Election meeting. The annual election meeting shall be held each
June at the regular meeting time for the election of officers.
(5) Meeting notice. Notice of all regular meetings must be posted at
the Longfellow Municipal Center 48 hours prior to the meeting time.
In the event of a change in the regular meeting time or place, all
COA members will be notified verbally at least 48 hours prior to the
meeting, and the new information will be posted at the Longfellow
Municipal Center at that time.
(6) Special meeting. A special meeting may be called at any time by the
Chair or by a majority vote of the Council. Verbal notice must be
given to each COA member 48 hours prior to the meeting, and the new
information will be posted at the Longfellow Municipal Center at that
time.
(7) Quorum. At any meeting a quorum shall be one member more than half
the total of the regular members.
(8) Amendments. This constitution and bylaws may be proposed to be altered,
revised, amended, or repealed at any meeting of the members, by a
majority vote. The amended or revised constitution or bylaw(s) will
be effective after being approved by the Board of Selectmen, Town
Counsel, if necessary, and only upon formal adoption by Town Meeting.
H. Director/Outreach
Coordinator of the Millville Senior Center.
(1) Hiring procedure. The COA will place an ad in a local paper for the
position of Director/Outreach Coordinator as well as post the vacancy
at the Longfellow Municipal Center and on the community cable access
channel. Applicants will be interviewed at a special meeting of the
COA. The name of the applicant will be forwarded to the Board of Selectmen
for final approval. The Director/Outreach Coordinator will work under
the authorization of the COA. The duties and hours of the Director/Outreach
Coordinator will be regulated by the COA in conjunction with the Board
of Selectmen or their designee.
(2) Dismissal procedure. The discipline or dismissal of the Director/Outreach
Coordinator shall be conducted in accordance with the Town's Personnel
Policies and Procedures.