Disclaimer: Due to a malfunction with the recorder, no recording of the meeting was
available for review. These minutes are based on notes taken at the meeting.
Minutes of the Meeting of the Board of Directors of
Council on Aging St. Tammany – COAST
Held September 22, 2016
COAST Administrative Office, 72060 Ramos Avenue, Covington, LA 70433
The following directors were present/absent (*indicates absence): Tom Sheldon (President),
Clay Madden (Vice President), Jan Butler (Secretary)*, Diana Norton (Treasurer), Audrey
Johnson*, Bettie Pogue, Patty Suffern, Larry Rolling, Ann Broussard, Bill Shipley, Fred Escher*,
Lee Davis, Shannon Hedrick and Dee Wild
Note: A quorum was present.
The following staff members were present: Julie Agan (Executive Director), John Stovall
(Financial Director), Amy Fulcher (Human Resources Director), Lisa Gilberti (Transportation
Director) and Deidra Chiasson (Executive Assistant)
Call to Order
Tom Sheldon, President, called the meeting to order at 3:08 p.m.
Welcome and Introductions
The Board said the Pledge of Allegiance. Clay Madden led the opening prayer followed.
Executive Session – Tom Sheldon requested an Executive Session to discuss restructuring due to
ACA compliance.
On motion made by Clay Madden, seconded by Patty Suffern and so carried, the board
unanimously voted to go into Executive Session.
The Board went into Executive Session at 3:10 p.m. The Executive Session ended at 3:25 p.m.
Secretary’s Report
On motion made by Ann Broussard, seconded by Bettie Pogue and so carried, the board
unanimously approved Resolution # 9-2016-1 the previously distributed (via email) Acceptance
of Minutes for the August 25, 2016 Board of Directors Meeting.
Treasurer’s Report
John Stovall reviewed the monthly financial statements ending August 30 2016.
COAST P&L – We continued operating with less of a loss than we had originally budgeted due to
non-budgeted revenues from the state as well as prior year millage and reduced expenditures
due to pending capital projects and personnel vacancies.
Balance Sheet – Assets and depreciation were adjusted according to auditor request and
journal entries. In reference to accounts receivable our transportation checks were in this
week’s check run at the parish.
Cash Position – Unrestricted cash on hand for operations increased $194,874.
Transportation P&L – Year to date income of $93,260.
Credit Card Discussion – John initiated a conversation about company credit cards with a report
due to the committee next meeting.
FY16 Audit - Fieldwork for FY16 Audit has been completed and we are working to finalize the
report and close the audit with the auditor.
Parish Transportation Match - We reached our $636,000 match for transportation invoices with
the parish in August. September invoices should be reimbursed at a higher rate.
Online Bill Pay - Committee recommended moving forward with online bill payment for
FleetCor.
JA Plan for ACA Compliance – The Finance Committee recommended going with Julie’s plan to
adjust hours and services for Senior Centers and Home Delivered Meals in order to become
ACA compliant with an acceptable level of financial impact.
On motion made by Patty Suffern, seconded by Bettie Pogue and so carried, the board
unanimously approved the presented JA Plan to ensure COAST’s compliance with the
Affordable Care Act.
Office Equipment Purchases – The Finance Committee recommended approval of additional
capital purchases requested by Julie for office equipment and computers.
New Zion Active Aging Center – The committee recommended approval of New Zion Meal Site
plan.
Executive Director’s Report
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Incidents at Senior Centers - Mandeville: A letter was sent stating that a senior was suspended
from all COAST Senior Center activities until such time as he can provide medical
documentation that he is not a danger to himself or others.
Lacombe: Rod Rodrigue has drafted the petition for the restraining order. Julie has read and
confirmed the information is correct. She is waiting for Rod to have her sign the final petition.
Election Campaign - Julie has been meeting regularly with the consultants. She has a push card
for the Board with talking points. The consultants are also working on a social media campaign,
newspaper articles, a mailer and other pieces. Julie was informed the other day that the mailer
will be printed in house, which means we will need volunteers to stick mailing labels on the
mailers and to sort them prior to going to the post office. Another effort that will require
volunteer labor is that the Board, all of our seniors and our staff will be given forms with space
for 25 names and phone numbers. Everyone will be asked to solicit “yes” votes from as many
people as possible. On voting day, volunteers will call these people to remind them to vote. We
need between 25,000 and 30,000 yes votes to pass the millage. This grass roots effort is how
the millage was passed the last two elections.
Reminder - Julie is presenting to Republican Parish Executive Committee (RPEC) on September
27 at 6 p.m. at the Parish Council Chambers on Koop Drive.
Training for Election Campaign- The election committee from COAST/STARC will be meeting
here on October 18 at noon for training on all the election materials. The training will be
conducted by the consultants. Our committee members will then pass on that information to
the full board at our October 27 regular meeting. The full court press for public education
begins immediately following the Nov. 8 presidential election.
Mayoral Proclamations – Dianne Baham at STARC has successfully received commitments from
all the mayors in the Parish to present proclamations to COAST and STARC thanking them for
their service to the community. Julie will be all about the parish during October and November
receiving said proclamations. This was done to provide photo opportunities in conjunction with
the election campaign.
COAST Brochures – Deidra and Julie were unsuccessful in finding a vendor that had acrylic
brochure holders that would fit our services brochure and be affordable. There is a reduced size
brochure in your packets. Julie needs a decision on whether we keep the brochure as is and
forego the holders or have the graphic artist resize the brochure so it will fit in a standard sized
holder. Also, how many should we print? And do we print them professionally or ourselves?
The Board approved a smaller COAST brochure.
The Board would like the following changes to the brochure: remove the Board of Directors
names, place STAR Transit’s telephone number in the Transportation section in large print, and
to add upcoming activities to the brochure.
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Absentee Ballots – COAST is providing applications for an absentee ballot to our seniors for the
Presidential election.
December Board Meeting - The fourth Thursday in December is Dec. 22. This is the day before
the COAST holidays begins. Would the Board prefer to hold the meeting on Dec. 22, Dec. 29
(the fifth Thursday), or Wednesday Dec. 21? It is not possible to move the meeting to the third
Thursday because it falls too early in the month to have financials prepared.
Ramos Landscaping – I have not contacted anyone about this. We only have the one quote.
Work will not begin until the parking lot is completed.
Parking Lot – We had to send out for new bids after we reduced the number of parking spaces.
We have been advised to pave with concrete and not asphalt. However, there aren’t many local
contractors that do concrete. Julie sent out bids for both materials and should be able to
present those at the next board meeting.
Indigent Funds – We did not receive any requests for help due to flooding and have therefore
not released any of the indigent funds for this purpose.
Update on Covington Wellness Center – Julie met with Pastor Stuart of New Zion Baptist Church
on Monday, Sept. 12. They formed a plan to start the Health and Wellness Center right after the
holidays. The center will be open Monday and Wednesday, from 9 – noon. The Board of Elders
from the church discussed this last Monday, but Julie has not received a report. After the
church approves the plan, Julie will bring it to the COAST Board for final approval. John has
verified that funding is available for this program expansion.
Operations Manager- COAST has offered the position of Director of Operations to George
Nicholl. He has great experience, is a former board member for STARC and looking to make a
difference. He will start October 10.
Change in agenda order - Clay Madden requested that the Resource Development Committee
Report move forward on the agenda to ensure all Board Members were present for the report.
Committee Reports
Resource Development Committee – Clay Madden informed the Board that there were 175
tickets printed for the Recipe Rumble. Mr. Madden asked each Board Member present to take
four tickets to sale. The money for the tickets is due, at the next Board meeting, on October 27.
If someone wants to pay with their credit card, do not give them a ticket. All tickets purchased
online will be picked up the night of the event. If a Board member and/or their spouse
volunteers at the event, their ticket is comp’d. If they do not volunteer, they are expected to
pay for the ticket(s). Clay passed the volunteer sheet around for the Board Members’ to signup.
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Clay Madden passed out the in-kind donation list. Mr. Madden told the Board that all “grocery
items” need to be donated by October 14. The beer and water have already been donated. We
still need all other items on the list. Wine is still needed. The committee is willing to take
individual donations of wine for the event. Lee Davis stated that the Mandeville Seniors Club
will donate forks. Bettie Pogue will donate two gallons of tea.
*Note – Shannon Hedrick left the meeting at 4:30 p.m. A quorum remained intact.
Board Development Committee – Ann Broussard reminded the Board that the Board
Development Committee voted to give the Directors thirty days after their LLA Certificate
Expires to provide a current certificate.
Ms. Broussard also reminded the Board that the LLA Tier 2.1 Financial Disclosure Statement is
due annually by May 15. Everyone will receive a copy of the form at January’s meeting.
Hugh Exnicios verbally resigned from the Board. Ann is awaiting his formal letter of resignation.
Transportation Committee – Lisa Gilberti, Transportation Director, reported on recent accidents
and incidents. On August 4 there was an incident that was not transportation’s fault. The
vehicle was still usable after the incident. On September 5, a driver hit a post. This was the
driver’s third offense. The driver was terminated.
STAR Transit completed 7,736 trips for the month of August.
At the Transportation Committee meeting the committee members were provided with a
current list of COAST’s fleet. The cost to purchase an 8-12 passenger van through the state is
$65,000. The transportation department can apply in February for new vehicles. By purchasing
the vehicles with a grant it will save us 85% of the cost.
Nutrition & In-Home Services Committee – Bettie Pogue, committee chair, spoke for the
committee. The committee plans to send a meal satisfaction survey out to the COAST clients
receiving Home Delivered meals and Congregate Meals at the centers.
The conference call with Valley Foods is on October 11. Deidra will send the committee
reminders about the conference call and resend the existing Client Meal Survey forms for them
to review.
Personnel Committee – Due to Jan Butler’s absence there was nothing to report.
Strategic Planning Committee – Bill Shipley read the committee’s mission statement to the
Board.
The committee reviewed the objectives for the current and remaining years of the Four Year
Plan.
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The COAST Active Aging Center at New Zion Church is still waiting approval from the church
elders.
A location for an Active Aging Center, proposed by People’s Health, is being scouted for in
Covington or Mandeville. This center would draw a different crowd than the existing senior
centers at those locations. This center would provide activities that the baby boomers want.
The financial distribution of AAA funds to COAST is still being looked at. More research is
needed. This will be addressed again at the next committee meeting.
During the open forum discussion at the committee meeting it was brought up that the
previous Strategic Planning Committee planned to re-brand COAST.
New Business
GOEA Response to New COAST Bylaws – COAST made all the required changes to our by-laws
that the Governor’s Office of Elderly Affairs requested to ensure our compliance with their
regulations. The changes to the by-laws were approved by the Executive Committee at their
last meeting. The updated by-laws have already been sent in to GOEA.
Senior Olympics: Annexation into Greater New Orleans games – Julie met with the Greater New
Orleans Senior Olympics Committee. They thought annexing the Northshore was a great idea.
The committee would like to move some of their events to the Northshore. Julie is in favor of
annexation. Julie would also like to turn over the COAST funds allotted for Senior Olympics to
the Greater New Orleans Senior Olympics except for funds needed to transport Northshore
senior participants to games across the lake.
Resolution for Air Conditioner Replacement - #9-2016-2
Julie requested board approval of resolution #9-2016-2. This resolution authorizes Julie Agan,
Executive Director, or her successors in office to do all things necessary to implement, and
execute the expenditure of five thousand eight hundred fifty dollars ($5,850.00) for air
conditioning replacement at the COAST Administrative Office on Ramos Avenue in Covington,
Louisiana.
On motion made by Clay Madden, seconded by Larry Rolling and so carried, the board
unanimously approved Resolution #9-2016-2.
Resolution for Generator - #9-2016-3
Julie requested board approval of resolution #9-2016-3. This resolution authorizes Julie Agan,
Executive Director, or her successors in office to do all things necessary to move one of the
DOTD purchased generators to the Transportation Office, at 500 N. Theard Street, Covington,
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LA 70443, and install an auto switch on the remaining generator at the Administrative Office, at
72060 Ramos Avenue, Covington, LA 70433, at a cost not to exceed seven thousand four
hundred dollars ($7,400.00).
On motion made by Bettie Pogue, seconded by Clay Madden and so carried, the board
unanimously approved Resolution #9-2016-3.
Resolution for Propane Tank Rental- #9-2016-4
Julie requested board approval of resolution #9-2016-4. This resolution authorizes Julie Agan,
Executive Director, or her successors in office to do all things necessary to implement, and
execute the annual rental of a 320 gallon propane tank, from LACOX, Inc., in the amount of one
hundred twenty five dollars ($125.00) per year.
On motion made by Bettie Pogue, seconded by Ann Broussard and so carried, the board
unanimously approved Resolution #9-2016-4.
Resolution for Office Expenditures - #9-2016-5
Julie requested board approval of resolution #9-2016-5. This resolution authorizes Julie Agan,
Executive Director, or her successors in office to do all things necessary to implement, and
execute the purchase of office equipment not to exceed six thousand five hundred dollars
($6,500.00).
On motion made by Bettie Pogue, seconded by Ann Broussard and so carried, the board
unanimously approved Resolution #9-2016-5.
Code of Conduct Revision – Julie is still awaiting the weapons clause verbiage, for the code,
from Rod Rodrigue, COAST Legal Counsel. The revision to the COAST Code of Conduct was
tabled until the October 27 Board of Directors meeting.
Senior Center Visits – The next senior center visit is scheduled for Friday, October 16, 2016 from
10:30-11:00 a.m. at the Covington Senior Center.
Adjournment
There being no further business, the meeting was adjourned at 5:05 p.m.
The next Board of Directors meeting is scheduled for Thursday, October 27 at 2:00 p.m. in the
conference room of the COAST Administrative Office.
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