POLICIES AND PROCEDURES
STURBRIDGE COUNCIL ON AGING
ARTICLE I
The name of the Council shall be “Sturbridge Council on Aging.”
ARTICLE II
The purpose of the Council shall be:
A. To carry out programs and services designed to meet the needs of the aging in the Town of Sturbridge. These programs should be in coordination with the programs of the Executive Office of Elder Affairs and all other agencies dealing with programs for the aging.
B. To perform all appropriate acts necessary to avail itself of Federal, State, Municipal, and local funding for programs relative to the overall purpose of the Council.
ARTICLE III
Membership
1. The Council shall consist of nine (9) members who are residents of Sturbridge and who are appointed by the Town Administrator and approved by the Board of Selectmen as provided in Article 6, Section 1 of the Town Charter.
2. A member may be removed from the Council by the Town Administrator, with approval of the Selectmen, as provided by Article 6, Section 3
3. Every member of the Council shall be involved in, or be familiar with activities of the Center.
Officers
1. The officers shall be Chairperson, Vice-Chairperson, Secretary, and Treasurer.
ARTICLE IV
Duties of Officers
1. The Chairperson shall preside at all meetings of the Council and will be ex-officio on all committees.
2. The Vice-Chairperson shall preside in the absence of the Chairperson and shall assume and discharge such duties as called upon to perform by the Chairperson. In the event the office of the Chairperson becomes vacant, he/she shall complete the unexpired term of the Chair.
3. The Secretary records minutes, maintains files on minutes, policy matters and attendance, and communicates on behalf of the Council as needed.
4. The Treasurer monitors and presents any budgetary decisions or fiscal matters to the Council in collaboration with the Director. The fiscal year of the Council shall correspond with that of the Town of Sturbridge.
Meetings
1. Monthly meetings shall be held at 9:00 a.m. on the second Wednesday of each month at the Sturbridge Senior Center unless determined otherwise.
2. The Town Clerk shall be notified by the Chairperson 48 hours in advance of any change in the date and/or time of the meeting.
3. Special meetings may be called by the Chairperson or by a majority of the members of the Council to transact Council business on an emergency basis. Notice of a special meeting shall be given and the notice shall include an agenda of Council business to be transacted.
4. Officers will be nominated at the April meeting and elected at the May meeting, or as needed should a vacancy occur.
5. The Council shall have a quorum for the transaction of business. A quorum shall consist of a simple majority, including the Chairperson or Vice-Chairperson, or both.
6. In the absence of both the Chairperson and the Vice-Chairperson, and providing a quorum is present, the members shall elect a Chairperson pro-tem.
7. The Director shall present to the Council his/her annual budget and annual report.
ARTICLE VI
Committees
1. The Chairperson may appoint committees as needed, which shall be charged with special tasks, and which shall report back to the Council.
ARTICLE VII
Duties of Council Members
1. Members of the Council shall attend and participate in regular meetings of the Council and serve on committees as needed.
ARTICLE VIII
Function of the Council
1. The Council shall advise and counsel the Director, identify needs, educate the community, enlist community support and be knowledgeable of senior issues.
2. General standards of Council meetings shall be followed using Robert’s Rules of Order as a guide.
ARTICLE IX
Amendments
The Policies and Procedures may be amended by a vote of the Council at a regular meeting, provided that written notice including the text of the amendment is submitted to the Council members no less than two (2) weeks in advance of the meeting.
Policies and Procedures Committee 2008
Approved by Council on Aging 1/10/08
Ginger Peabody
Rachel Sprague
Katie Smith
Geri Krupika
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