Illinois Association of Area Agencies on Aging
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Springfield, IL 62704
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Illinois Aging Services
Meeting Notes
Area Agency on Aging for Lincolnland

Call to Order - 4:15 p.m. by Chairman John Smith

Present: PSA 02-Jones, 03-Eskildsen, 04-Thomas (on phone), 05-Real, 06-Shackleford, 07-Hubbard, 08-Paeth, 10-Holmes (on phone), 11-Smith, 13-Lavin. Absent: PSA 09-Barczewski, 12-Curry (for Gallagher).

Minutes - No formal minutes were taken for the meeting held March 17, 2015. Notes prepared by the Chairman had been posted to the website and were reviewed. MOTION: To approve the notes as presented. LAVIN/Hubbard, UNANIMOUS.

It appeared that approval of the minutes for January 2015 had not been completed. MOTION: To approve the minutes for January 27, 2015 that had been previously distributed. ESKILDSEN/Hubbard, UNANIMOUS.

Treasurer’s Report - A financial report covering the period from March 17, 2015 to May 26, 2015 was distributed. The following payments were noted: 1) Chicago Department on Aging- fees paid thru this year. However, new ESP licenses have been ordered incurring an additional debt; 2) IDOA paid thru this year; and, 3) Regarding IL Health and Aging Collaborative and the Leading Healthy Futures contract - Thomas manages the contract, while Smith and Hubbard pay the invoices. There was some additional discussion and one correction: Under Income, the entry labeled "Leading Healthy Futures" should read "IL Health and Aging Community Collaborative". MOTION: To accept the Treasurer’s Report with the correction noted above. ESKILDSEN/Lavin, UNANIMOUS.

Old Business -

A) ESP Update - Report prepared by Glennniece Martin with AgeOptions was distributed. Members noted that it would be helpful to have the report ahead of time and that a break-down per PSA be provided indicating which records were in need of updating. There was discussion of how the national, state-specific, Chicago and, PSA 01 records could be updated. This is approximately 600 records! Mr. Lavin indicated that AgeOptions is willing to do the updates without additional compensation, but does not have the personnel to supervise the activity which could be done by student interns. No final decision was reached. Chairman Smith believes that log-in costs will remain unchanged. There was discussion related to the development of the statewide IT plan - Had a provider been chosen? - How will costs be determined and passed on? No known resolution at this time.

B) Illinois Health and Aging Collaborative - Dr. Thomas reported on the Collaborative progress thus far and was pleased with the work performance from Leading Healthy Futures, the entity contracted to develop the business plan. Mr. Lavin discussed an ACL grant that the Collaborative was working on in conjunction with AgeOptions.

New Business -

A) Revised FY 2015 Budget was distributed. Major changes were the addition of revenue re: the IL Health and Aging Collaborative and expense re: to obtaining an annual audit. A simultaneous review of the audit proposal indicated that the amount proposed in the budget was too high and needed to be adjusted down to $1,500 from $4,000. Additional discussion included the need to establish a reserve, the need for an audit and audit background, and the actual amount of IAS payment to the Collaborative. Jon will check to identify the amount paid by IAS and whether or not a refund is due. MOTION: To accept the revised budget as proposed for FY2015 adjusted for the reduced audit expense. LAVIN/Real, UNANIMOUS.

B) Audit Proposal was distributed earlier and reviewed by the membership. Chairman Smith gave the reason that had precipitated the need for an audit and noted that IAS had never been audited. It was suggested that the audit should look back several years and then move forward through September 30, 2015. Membership agreed that past finances should be reviewed. MOTION: To initiate annual audits beginning with FY2015 (10-01-14 through 09-30-15) at the cost in the approved budget revision. LAVIN/Eskildsen, UNANIMOUS. MOTION: To establish an internal committee to examine prior years’ transactions. THOMAS/Lavin, UNANIMOUS. Volunteering for the committee: Susan Real (04), Todd Shackleford (06), and a representative from PSA 04 (Thomas to determine).

Adjournment - Having no other business, this meeting was adjourned by consensus at 5:26 p.m.

Next meeting: August 25, 2015, 4:00 p.m., Area Agency on Aging for Lincolnland, Springfield, IL


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