Lynn City Council on Aging committee to rewrite bylaws, seeks clearer finance reporting and quorum rules

Members of a Lynn City Council on Aging bylaws committee met to begin drafting revisions to the council's bylaws, focusing on aligning the bylaws with the city ordinance and charter, clarifying attendance and removal procedures, and creating a clearer financial-reporting process.

The committee decided to work from the active bylaws (those listing 8 Silsbee Street) and to remove any provisions that conflict with the city ordinance, after legal review. "It does mirror the ordinance that creates the council on aging, but the council on aging ordinance would trump, would trump the bylaws," Jim said, recommending that a sentence requiring 51% of members be over age 60 be removed because the ordinance does not contain that restriction.

Committee members said the bylaws should explicitly address quorum and absenteeism. Jim suggested defining quorum as a majority of the currently constituted membership to avoid inability to meet when vacancies exist. Committee members also discussed excused absences for health reasons and noted that, under the current charter, only the mayor can remove an appointed member for cause; Jim said an impending charter amendment is likely to simplify the removal process.

Financial transparency and cash-handling were major topics. Members said current monthly reports lack day-to-day details such as cash received for trips and small event fees. "We should put in the bylaws that the board receives a monthly budget that includes the cost of events, the money intake from participants, any donations that were given, and total expenses," one member said. The committee agreed to request a more detailed monthly breakdown from the city's controller's office (Steve Spencer was cited as the controller) rather than relying only on the senior center director's general monthly report. Jim said he had discussed email correspondence with Health Director Lisa Tobin that emphasized clarifying the council's role vis-E0-vis the Friends of the Council on Aging and how fundraising and trip fees are handled.

The committee discussed committee roles within the bylaws, including establishing a finance committee for oversight, but noted that the Council on Aging itself cannot conduct fundraising; that function rests with the Friends group. Members asked that the bylaws clarify which reports the Friends provide and how trip and cash collections are tracked and reported.

Procedurally, the committee set a schedule to meet twice a month on alternate Mondays at 2:00 p.m., aiming to complete a draft by Dec. 15. Proposed meeting dates discussed included Nov. 3 and 17, Dec. 1 and 15, and Jan. 5 and 19. Jim said he would scan and circulate the city ordinance and a Massachusetts Council on Aging guide (sample bylaws) to provide models for where attendance and financial language should be placed in the bylaws.

Members asked that draft amendments be circulated to the full Council on Aging at least 14 days before any full-board vote, consistent with standard practice. Jim offered to prepare and type the draft amendments for committee review.

The committee did not take any formal votes during the meeting; it recorded decisions as assignments and scheduling for drafting and follow-up.