of air council on aging meeting Tuesday March 10th 2026 at 2 pm air senior center this meeting will be held in person at the location provided on this notice members of the public are welcome to attend this in-person meeting please
note that while an option for remote attendance andor participation via Zoom is provided as a courtesy to the public the meeting/hering will not be suspended or terminated if technological problems interrupt the virtual broadcast broadcast unless otherwise required by
law. Members of the public with a particular interest in a specific item on this agenda should make plans for an in-person versus virtual attendance accordingly. This meeting will be live on Zoom. The public may access the proceedings by joining Zoom meeting ID
number 375-4146055 or by calling 9292056099. For additional information about remote participation, please contact Carly Antineellis, assistant town manager at atmirair.mma. us or at 978-7728220
extension 100 prior to the meeting. All right, meeting in session. Um I'll look for uh motion to approve or amend the agenda. >> Madam chair, if I might. Um
approving minutes from 121. Was that meant to be 1217? Oh, yes. And I thought I find if I straightened out the air. >> No, I know. >> My apologies. >> We need one. >> Yeah. Yeah. >> Thank you.
>> You can share if you don't mind. No. >> Yeah, that didn't need to be um >> 121 and 27. >> Yeah. >> Okay. Okie dokie. >> So, we'll change that. It's 12 12. What was it? >> 17. >> 17.
17 2025. Right. Anything else on the agenda that needs an amendment or anything else like that? >> All right. I look for a motion to approve the agenda as amended.
>> So moved. >> Second. >> I would second. >> All right. So we'll do a roll call. Um um Cheryl >> I. >> Roll call. >> Yes. >> Dennis >> I. >> Marsh >> I. >> Mary is I.
>> All right. So zoom in. All right. So we're going to review and approve the following meeting minutes. Dennis very kindly sent them all out. I did not see anything on any of them that needed to change. Marge.
>> No. There were the only thing I was going to ask um do we have a set agenda um format for meet and minutes? Each one felt different to me. >> They are slightly different formatting
sometimes changes but are there any content issues or you would like to establish >> and I just think it'd be easier looking at them. Any suggestions as to how we
might want to do them? >> Whichever way you you would like to do them. >> Um, can we table that maybe little to a little bit later on the the format as it
might something else too? Okay. Cheryl, do you have any comments or questions regarding the minutes? Sorry, I was muted. I just wanted to say I think they're great and I think it's a lot of work to do the minutes. So, thank you Dennis. >> Yeah, we've all done this bill. I just
think we should have one format, one general. >> Was there a format? Was there a format in the past that worked or are we going to table this discussion for another time? Well, that I sort of was going to look to tie
that into maybe the discussion that comes around with the board calendar sort of setting some of those criterias. >> So, let's defer then. Thank you. >> Okay. Um, all in favor of approving the minutes from 12925, 121725,
11326, 21026. Cheryl, what's your vote? >> I Yes. >> Dennis >> I. >> Marge. I >> and Mary's an I. So all those minutes have been approved. >> So that was a motion by Mary who seconded the motion.
>> My apologies. >> Thank you, Dennis. >> Let me just get that mattering ram there. All right. >> I make a motion we accept the minutes. >> The minutes. >> Thank you. March. Somebody second that. >> Second. >> All right. All in the favor. We the vote
can stand. I think the vote can stand. Yeah. Just a clarification. All right. Public input. Two minutes left for a person. Oh, that was quick. All right. Hi. Cass is here. >> Yeah. All right. So, the one of the things I'm
looking at from a perspective of moving forward for everybody is developing a board calendar. and that board calendar sort of hoping to put things like what happens in June. Well, in June new place, you know, the um nominations are in and set
and the board of selectment approves any new or reups anybody that's out there. So, in July is is >> our vote will take place, you know, and the new person will take on. So I'm trying to establish just sort of what
happens at each one of those as we go forward. Um so we get some consistency and and those types of things. So I'm hoping that you will think about what we do at what particular times and give me some input into that. I gave you
two months. I'm going to give you another month right now and that is sort of in March. What I'd really like to do is start thinking about solicit, you know, anytime after January probably would be is potentially
soliciting any new members if there's an open seat or if there's someone who is looking to potentially come off it. Now that would also be up to and you know the the chair as you will is to to also talk to the members that are
existing out there to see if you know they're willing and all those types of things. So yeah Cheryl you can expect a call from me but you know sort of just trying to get that type of input from anybody. Um
we have two people up this year. >> We have Cheryl I believe your term is up this year. It is. >> And I believe also too is Bobby Gardner is up this year or >> so. How do we do that?
>> Is it you know so so my understanding from town hall is that the process um you guys are appointed by the select board. So the process is that Harley will reach out to you in June to anyone whose term is coming up to see if there
is interest in um reuping renewing your term. Uh and then that is supposed to free up a slot beginning in July. Um,
so I think we could probably build that in, but strategically as a group earlier than that allows us to opening to really begin to think about what would be the skill set of someone we'd be looking for. So that sort of ties into
sort of standardizing or or what we're looking for from the minutes. But if I understand this, so the the person's term has to run out before anybody new can be appointed >> unless they resign.
>> Is that correct? Um in the past when we've brought on new board members, we have allowed that to be a longer process though. So we have identified people who might want to take that spot a few months in advance. We've had them attend a meeting to see what we do, what it's
about, and then that gives them time to put their papers in. >> Um, so that because during the summer they don't meet as frequently the board. So, >> you could be missing two or three months trying to get on a break. >> I would suggest that we move ahead of
the town hall schedule. >> Yes. Yeah, I would agree. >> They meet once a month. I don't >> I think it is better that we proactively tee up how we think things ought to
proceed as opposed to waiting for Carly to tell us that so and so declined to continue or so and so is willing to continue. Um >> well that's sort of my hope with having
that conversation or that >> for lack of that call talk with them is you know making sure everything's going well that looking to see what that they're they are looking to to reup if we know in this time frame potentially that somebody and I can't see why they
would leave this lovely group of people but you know things you know things happen and everybody's lives change um but if we knew that up advance and we could really sort of start thinking about who or what type of person we're looking
for. Um, so thoughts from all of you people. You don't have to do it now. Go home and think about it or if you potentially have some names that you might think about somebody that >> would be looking at it. You know, >> one of my things at this stage might be
looking for one of those younger seniors to sort of help us figure out a way to attract some of that group or but you know that's not that's not cast in stone you know >> you know that type of thing but just sort of think about it you know take
some send me some emails give me a call or something like that during the month but >> this as a as a general manner I I agree that uh we should try to find people younger and by younger I'm you know early to mid-50s.
>> Yeah. you know, and I'm also too is who's representative of the community, >> you know, that type of stuff. >> Yeah. >> You know, so >> and that we try to avoid and I don't mean this disparagingly, but we try to avoid going back to the same old same old, you
know, the people who have been that we know who have been on many committees throughout the town, who we may have established relationships with, >> who we know has been or willing to kind of volunteer very not Not that that there's anything wrong
with that, but I think having a fresh for the town's sake, having a fresh infusion of blood >> for people who aren't, you know, that we're not particularly well acquainted with in a in a formal atmosphere. I think that would be, you know, >> I don't disagree. You know, it also
gives that different perspective and like, you know, especially somebody of a different age group, >> you know, and looking to see how we can get them. But like I said is it's also anybody that is representative of the community in which we live >> you know that may bring
>> I agree we need some fresh >> we do >> ideas fresh blood >> so like I said is so think about it if you have a name >> you know if you can reach out and talk to them or whatnot or just sort of but also think about maybe characteristics
of people we would be looking for you know we're looking for somebody that's skilled in particular type of endeavors, you know, that type of stuff. Um, >> yeah. >> And that type of thing. >> Yeah. >> So, also too is if you would please
anything like so March will start like looking new board members, that type of stuff, but sort of trying to put together this calendar so we have sort of a going forward. You know, one of the things I'm also working on is, and this
goes to sort of the minutes, is is I'm looking for sort of putting together from a presidency point of view, is is what happens? What do you need in an agenda? What do you need in all this type of stuff? >> Um, you know, that type of stuff. But it
goes to setting sort of those minute standards. You know, I'm using the word standards or outline. How do we want those minutes to look? I'm opening to anything. I think it's really just more they need to be sort of consistent >> so that that's you know and that consens
goes with agendas as well too as we're moving forward. >> Can I add to I'm sorry. Go ahead. >> Oh yeah. No, and it's the same thing I was just going to say is when we do the elections I think we need to have the turnover.
Nobody should hold twice. We need to be new. I new again. >> Well, I I think that there was a policy that and we we discussed that the board policies
>> and I think that we did what? Well, it was voted that we would include that it was it was permissible to serve two consecutive terms. >> Um are you reconsidering that? >> So, could we put a bylaws review for
every August? Yeah. Yeah. And then um because I think we did look at the bylaws last year. So but that type of specialist serve terms of one year, >> right? >> They may be reelected for successive
terms, but I think we should >> prohibit that. >> I think we should. Well, let's put that into a discussion like as a if everybody knows that >> there's a time for looking at changes to the bylaw. Like if it's every August, then Yep.
>> you'll know that that's the time to do that >> because otherwise it could go on forever and ever and ever. >> Sure, >> it could. But somebody's going to get sick of it eventually and says, "No, I'm not running." you know, but it's that that type of thing is and I think where we're such a small group and a group of
five, depending on how many seats are coming up and how many seats are and people are opting to roll out, there may be a time where >> you're going to need a successive term because you've got somebody doesn't want it, you So that's
>> if we put it on if we put it on an annual review in August, we can have this full discussion in August about the pros and cons of keeping things the same or changing them. >> Bylaws or any other type of um
>> because that would allow it to take place >> after you've got the new people in. >> Yeah. >> Yeah. Because I can see the pros and cons to it and I can depth discussion about it. But being able to systematically do that at a specific time so that it doesn't feel
reactionary to any one person or one thing or one time. >> I just think it doesn't give the whole board a chance to serve. >> No, I don't I don't disagree. I agree with that. Mhm. >> Um my other suggestion, I don't know if you
wanted these on the fly, but my other my other suggestion is um to put in January, uh that the director will present the annual report because it's due at the end of February. So, it could either be for January or February um
that I can present to the board the annual report if you guys >> That's fine. That's fine. Like I said, I'm just I'm looking for ideas. is I was sitt there I had these great things and then I'm like okay what happens when >> and then in January I can also present a
calendar year review um of the statistics like in of what I do in the month by month but I can do it for the calendar year and then in August I can do it for the fiscal year because I tend to give you guys a year's glance
twice a year based on the fiscal year and the calendar year And we wanted I think we had talked some time ago about budget update every six months. >> Okay. So yeah. So that would be then in December as a budget
>> update. Would that be more that would be upcoming budget, right? though. >> No, I mean the that is I think that we had talked about during the current year ahead of schedule behind schedule running a deficit running a surplus >> and that we would do that no more than
twice a year. >> Okay. So that would probably be what about November and May then? >> That's what I was thinking. October and April or something like that because that way you'd be into those years already. Yeah. So, pick just whichever two months don't have something else in
them, but maybe October and May. >> Um, >> because that would be a month, May would be like a month and a half before the end of the fiscal year. >> And then the budget is due at the end of December. So, I would put November and
December, you know, discussion of the >> upcoming fiscal year's budget. So, so November would be like new fiscal year >> October would be review >> current fiscal year. >> Yeah.
>> And in May. All right. And then also in July, I guess if we're depending on what what we shake out on on the elections, you would want goal setting for the COA board.
>> That might also be the elections or June, whether we do elections in June or July, but well, it'll probably be in it would have to be in July because they always appoint to the last meeting of the month and we've already had our meeting. >> Yeah.
Did we want to have some formal discussion or the So we have our the COA board bylaws policies. >> Yeah. >> Did we want to have formalize a manual review the senior center policies?
>> Probably. But they're not quite all there yet, right? Yeah. I mean, so that's um September's a nice month. It's got nothing I don't. Yeah. I mean, I think that's that's a great idea. I mean, I think you really could slot that in wherever because I
have been doing >> I did them in August 2 years ago. So, I'm going to try and get them. I'm trying not to go for three years. I was trying to get it done closer to the two years, but been a little bit busy. Um,
but I think if we picked whatever time then I'll just get on that calendar schedule. >> And and the reason is it will I think be helpful to you to be able as questions come up or complaints or kind of issues
with the policies. >> You will have you will have something to tell the people who who have concerns that policies are reviewed annually. Yep. Next one is going to be in September, let's say, and please bring
your concerns to the board, etc., etc. And and you know, we can walk through it. And it is not to set the policy because that's your purview, but rather to either support the policy or seek to amend it for
whatever reason might be appropriate. >> Sure. If that makes sense. Yeah. >> Yep. Right. So, do you think of anything else to sort of flush out all these calendar items? Please let me know if we've missed anything. I'll put together sort
of put it together and get it out to everybody so they can look at it and review it. >> All right. >> Add budget advocacy in March and March and April.
>> February, March. >> Yeah. Whenever. Yeah. >> Yeah. Depends on when they have it, right? >> Yeah. >> All right. Um All right. So, about that. So, how about the director's report? Right. Um
hopefully everybody got it. I apologize for it going out a little bit late. Um I didn't even have all the paper supporting paperwork I needed initially. So, um it was a pretty typical month in terms of participation.
Um we did have a couple of snow days and late starts that canceled a couple of events. Um but still overall participation was high. Um everyone really enjoyed the um circ at handover
theater and the trip to Peody Essex Museum. I always like going to the butterfly place in the winter because it's just like a blast of hot air. >> Uhhuh. Um outreach was pretty typical as were
meals, transportation. Uh we have a new volunteer that started her training today which is exciting. Um, as a reminder for you guys, if you can check in for the COA board meeting as a volunteer. Good, good. Um, thank
you. Uh, the building committee update is there's really nothing super exciting. The report that design development, uh, review process is coming to a close. The building committee will meet on March 19th. It
will be a fully remote meeting. Um and at that point we will finalize the value engineering part of the process to sort of see where we can um reduce costs and u move forward into construction documents. Uh utilities and permitting
work is ongoing. Um the permitting is going to be the biggest schedule driver right now. Um and um you know grant opportunities is are ongoing. We're
working on the CDBG grant. Um the con compact IT grant was submitted for 170,000. I recently submitted um a grant for 122,000
to the Health Foundation of Central Mass for the fitness room. So, uh, and I've got about nine other grants that I need to review in more detail to see if they are suitable. Um, I just tend to put
them on a list to go through as I see them. Um, in terms of volunteer opportunities, the St. Patrick's Day lunchon is uh, Monday, March 16th. And >> who's catering? >> Huh? >> Who's catering?
>> Uh, I think that's Don's. They always do the corn beef for us. And then we have Davis Bates coming to do a um Celtic storytelling celebration kind of thing. Um I always
think he's interesting. Like it's it's right where um silly meets fun like silly meets fun. Um and then we're doing a I don't have the date written down. We're doing a basketball themed lunchon
later in the month, right around the time of the Sweet 16. So, come on down and enter the shooting contest and wear your favorite team colors once we know who those are going to be at that time. >> Where's the hoop? >> Uh, I got two um over the door hoops to
go on the big closets out there in the front. And so, you can stand on either side of the small couch and do a shooting competition or just shoot for fun, >> you know, just a little something. Little something. Yeah. Um, for March, we took a deliberate, um,
effort to do some things in the building that are a lot of fun. I know a lot of people are feeling a budget brunch right now um, amongst our users and so wanted to make sure it's easier to go outside of this building than to try and make
events fit in this building. But, um, I wanted to make sure we were doing that. So the basketball themed lunch is part of that. >> Put them on that door with a tape line here. >> Yeah. Yeah. Absolutely. Absolutely. So um so if anybody wants to help on
Monday, March 16th, it's a it's a regular lunchon, but it's always good to have paint. >> Thank you. March. Um >> and then the town the public budget presentation is Wednesday, March 25th at 6 o'clock. Uh, I don't anticipate that
to be anything wild and crazy. Um, >> has there been any in terms of your budget requests and has there been any communication about how that is shaping up? >> No, I I didn't even have a budget meeting this year. So,
>> and how do So, the department So, the department had up to now doesn't know what their anticipated budget is prior to the public fund yet.
>> No, no. So, draft one of the budget went in with um >> level services. So, um I unfortunately missed the last department head meeting because I was in Wilberham for a tour in
training, but um our next department head meeting is tomorrow actually. So, um to the best of my knowledge at this moment, it's still at level service. >> So, you haven't received communication
that is likely to be covered and asked for? >> No. No. No. I mean, I could receive that update tomorrow at the department head meeting. I don't know. I I don't have any indication that that is the case, >> but I will know that testimony. >> Okay.
>> Um and then let's see. I submitted the town report. Uh, I'm going to be attending the National Councils on Aging conference this year in um, as you guys might recall, the Massachusetts Councils on Aging was the Wednesday, Thursday,
Friday before we went to town meeting on Monday. Yeah. >> Uh, and I thought it was going to be too hectic and not uh, a good optical thing for me to be gone those three days. >> So, um, although three days looking out at the beach would have been nice, right
about then. Um, so instead I'm gonna go to the national one. Um, and that is in Arlington, Virginia. And it's the week of uh it's the week of Memorial Day. So the Memorial Day is on a Monday. So this
is Tuesday through Friday of that week. >> Great. >> And so so if you're there, you can get all the scoop on the assessments and how they Yes. And how they work out. >> Yes. >> Yep. And I've seen just in the professional forums that there's already four or five directors from
Massachusetts who are going. So, um, >> fantastic. We'll see. >> Yeah. Okay. >> Y. >> Um, and then last but not least, uh, you probably got an email from uh the state
about your conflict of interest training. And so every other year you have to do either the full hourong conflict of interest or you do the 10 minutes training that says you acknowledge having received it the
summary of it. >> But all I got was just I got like four emails from them, >> right? >> But none of them had anything substance in it. Just says please do this. Please do this. Please do this. >> There could have been a link >> but there wasn't a link. >> Interesting. >> That's when did you receive this? I did
not receive that anything from the state. >> Oh, >> I did. And I >> What's an approximate date receive? >> Let me log >> this year for me. >> And I actually got >> Oh, I guess you have to log into your account.
>> Yes. >> This is the your town of air >> email. Y >> and you log in from Massachusetts conflict of interest. >> And what was it, David? Um, I have one from March 7th, but there were several
before that. >> I did not pay. >> There were quite a few of them, Dennis. One of them was 228. I got three of them on 228 and I got one of them on Saturday. Was that the seventh? >> Yes. >> Yes. Yeah. >> But we did the bulk of them last year,
most of us. >> So, it's mass ethics training.skllburverse.com. And you know, >> I received none of that. Does that mean Does that >> Does that mean we don't count, Dennis? >> I didn't get it either.
>> Well, maybe yours came to Mary twice. >> Maybe I got everybody. >> They came. No, cuz I did find >> No, no, no, no. Mine came from Massachusetts. Here, I'm gonna f
>> I did it and I >> sent it back to Katie after I did it. >> Mine came right from the Massachusetts. >> Yeah. >> Yeah. I'm going to just forward this quickly to both of you. >> I've done it.
>> I just checked my spam folder and it wasn't in spam either. So, >> Oh, yeah. No, it didn't go to spam in mine. >> No, I wish it had gone to spam in mine. But ultimately um if you guys can just
complete that um and again depending on where you are in that it used to have to be you did that hourlong training every single year but now they've made it so that it's every other year but in the interim years you just sign that you read
it's like a 10-minute training but it's essentially just a synopsis of the conflict of interest and then it is um Carly is the person who is tasked with making sure our town has completed it and so you don't need to
submit anything to me but Harley can see on her side any of the board and committee members >> have completed it. down. >> Yeah. >> Yeah. >> So, that's all I have for the director's
record. >> Um, CVBG grant letter. I did. Um, amazing changes. Did you get that, Cheryl? >> I did. >> I did. I saw the changes. Yes. Good job. >> Did you get that the new one?
>> I did. I should have just looked at it. >> Katie, did you get it? I did. Um I only had one small um update in it's the statistic in the second paragraph. >> 41% of heirs adults
>> um of air adults. All right. Yeah. >> Because that number is like 25% of residents but 41% of adults. >> Okay. So, however you want to pick that. >> I can I'll make that change of air. Adults are over the age of 60.
Any other changes or anything comments on it? >> No, I haven't read the latest. >> Come on, Mar. I gave you feel like at the crack of dawn this morning. >> Oh, well, it's been a very busy day. >> Yeah.
>> I had to deal with my family >> before I Oh my gosh. Don't I hate it, too? Cheryl, were there any comments or changes you need to suggest on this? >> It look very good. It was very good letter. Good strong support. >> I do. I do. I do. I do. I do. Yeah.
>> Okay. Easily reading. I don't >> Dennis, how about you? Any changes? >> No. >> You want to make a >> It looks good. >> Um, I move that we approve the >> Let's wait till March finishes. >> Read it. >> Let's wait till Marie finishes reading it
>> since I was the pill on this. No, they were valid comments, Marge. I just I just hadn't had a chance to go back and reook in them, >> you know. It was just sometimes I just, you know, >> as I said, is everybody writes differently.
>> I'm going to do you all a favor, but that's the kind of guy I am. >> At the Alltown gas station for March, March only. >> Smoked brisket Reuben sandwich. Do yourself a favor.
>> All right. >> You got your brisket. You got your sauerkraut. You got your Russian dressing. You got your Swiss cheese. You got your multigrain rolls. >> Well, why didn't you bring them for us, Dennis? Because after I after I had eaten my
after I had eaten mine for lunch, I didn't think that I because part of me says that you're all too health consscious and you would not want me doing that to you. I on the other hand,
>> but it is very good. >> Yeah. Are they smoking the brisket there? Do you know? >> They usually do. They have a smoker >> cuz that's important for the rest of the people who are listening or watching. >> Yeah. >> Speaking though. >> No, the but it's for March only. So
>> they've always >> What are their hours, Dennis? Do you know >> they're 24/7? >> Well, but gas stations open 24/7, but the kitchen is only open until 4 and Saturdays and Sundays. But the food is terrific.
>> Yeah, like I said, it's very good. >> And you know, there are some that >> kind of uh some people who feel like they're better than gas station food. >> This is not gas station food. This is not gas station.
This is >> Thanks for the endorsement. definition maybe >> better get this in the minutes. >> So I make I'll make a motion >> that we
send the letter to the board of selectman. >> Does it go to the board of select or does it just go to the grant pack? Um, it would just go in. It's just going in the grant package. >> Okay. Into the grant package from the COA board.
>> Second. >> I would like to second. Oh, you already got a second. Okay. >> Cheryl, you in favor? >> I am. I Yes. >> Dennis >> I. >> Marge. >> I will say I. And Mary says I. So, we'll get that. Katie, I'll make the one change to you and I'll get back to you.
Wonderful. >> I'll drop it off and that can go in. >> You can just send it to me electronically. was going to ask you just needs an electronic copy. It doesn't need a hard copy. >> Correct. Um it's all submitted electronically now. >> Perfect. Thank goodness.
>> Yep. So, I'll do that. So, I'll sign it. I'll be me as chair on behalf of the whole board though. Make sure we put it all in there. >> Yep. >> All right. So, now we get to what we have been working on, what Katie is going to find out all about for us when she goes in May is the National Council
on Aging Assessment Review. So, I sort of put that together and compiled it. And what I was looking for out of this, and Katie was looking for as well, was some of the takeaways that we may have put in there. People had
looked through them to see if they were if I missed any, but I probably didn't put them together for as a listing, did I? Um, but if I missed any that we had talked about that I didn't get in the document, do um,
>> yeah, could we amend after our conversation, could we amend this with a final page of action items? >> Yeah, thanks. >> That's what you sort of put that whole thing together and I'll once it's now that it's all there, I'll sort of run it
all through again. >> What's that? Yeah, if you were looking for it. >> Can you see it? >> Yes. >> So, we'll I'll standardize all of the >> margins and everything else like that
and font sizes and try and get all the ends and yeses and everything else all in the same spot >> because it was a test. >> It It was even though it came across as a word dock, but it wasn't consistent.
Right. >> So, >> I cleaned it up pretty much, but I know it has to go through it again. But just if we could go through really quick and see if there's anything that I missed >> as we were as we were collating it. Um,
so many of the comments that I had would have been typically at the end of the sections for >> I didn't have any for a and a is the um
purpose and planning >> one. Yeah. Okay. Yeah. I didn't have any action items that came from that. Did anyone else have that in their notes? >> No. >> Okay. Content with that.
>> This is I didn't >> um >> Sorry, Cheryl. I hope I'm not scrolling too fast. I'm just >> Nope. I had looked it over before and so I'm just reviewing with everybody else. August for formalization under standard one comments.
I don't think that was us. I think that was theirs. Is that standards for accreditation is meeting two out of three. Okay. I don't I didn't see the word August for formalization here. But I So I thought that was your comment. So that could maybe go away.
>> Is that still standard one? Mhm. Yeah. Yeah. Standard on purpose and planning. So, I mean, like you said, there's some clean up to do here with like number ones and whatnot, but um
>> as I'm scrolling down here, >> standard one comments, >> standards for accreditation meeting two of three. And that might have come from the back section
>> that we were looking for. Standard one. Yeah, this this got divided into the guidelines and the checklist got for each section got parsed out separately rather than together. Um but you're right. I don't have it in I don't have it in here.
>> Yeah. Um so purpose >> Yeah. No. So that just could be a typo. It could be Okay, >> that almost looks like it was >> it said so so for standard one it said
items for on-site review notebook senior center mission statement. Do you want to add a senior center mission statement because >> there really isn't one right now.
I mean there's an old leftover one but it doesn't live anywhere. It's not put anywhere like you guys redid the mission statement many many years ago. Redid the mission statement to reflect the COA board's mission statement. >> Right.
>> Yeah. >> So would creating a senior center mission statement be an action item there? >> Um I would think so. I know you you you've got something because I see it on the letter. the
legacy news. So there isn't there's something there. >> You don't have a senior news center. >> Nope. I thought I'll be honest. >> You guys have it under the C. >> Right. To be >> Oh, you took we took it. >> It used to be on the front page, but you guys kind of took that one as your own
and then modified it to meet the COA boards. >> Okay. >> And so >> I could I I could say that the mission statement is what it was before you guys >> stole it. stole it. Um, we didn't steal. We always have the water,
>> right? But I don't have it displayed any place. So, um, I'm going to put that one as an action item. >> I do think that we the center should have one. >> Yeah, >> I definitely think the center should have one. >> And
all right. And then it says the second one it says is senior center planning document with goals, objectives, and action plan. I don't have any kind of planning document. Do we want to put that >> planning document for
>> that would include >> so so it is um you know the who, what, where and why of the organization. It's physically visible in the senior center. I mean these are the qualities
going back to >> going back to the actual checklist >> or the goals you know you know >> oh this is for the mission statement for the senior center. >> Uhhuh. >> Yeah because it says does a senior center have a mission statement that is consistent with the NCOA and the NIC
NISC definition and philosophy. No, I have. It's not written. >> But do we know what that Do we have? Do we have >> Do we have the written NCOA and NISC? I don't even know. >> I think if if I think if you look in the back where it had those
>> um it came up with what it was. >> So, it sort of walked you through it. >> The thing I was the thing I was left with after this section was I have bits and pieces of this here, there, and everywhere. I like it pulled together
into Okay. >> Um, >> and then Katie, the question is, do you want yours back and us to write our own two sandpieces? >> No. >> Okay. >> There I think there can and should be a lot of overlap between them.
>> Right. >> But yeah. >> Right. But that's why I'm saying because you can easily take that one out and we can >> Okay. And then we So then goals, objectives, and an action plan. >> Yeah.
>> Yep. And then that you know this the quarterly and semiannual reports those would be these are things that are supposed to be onsite those exist they you know could be pulled just from the relevant director's report where I did
those things um and then the senior cent's most recent annual report again um I guess I could have presented no I I didn't present it at this meeting but I did email it to you guys for feedback >> um so the Other pieces of that do exist
and are available, but the planning document of the goals, objectives, and action plan, including the mission statement as an action item. >> And then you guys will have to you guys can prioritize, right? >> Once we get them all done, >> once we get them all once we get the
whole list of what the actions items are, you guys can then prioritize what we think is the thing we get. >> Yep. Okay. I'm sorry, I just hijacked that. Was any anybody else? Very nice. >> It's like one to three. Yeah, right.
>> Was there anything in community connections? I thought I my recollection is we were pretty good >> with >> so I had community partners and everything >> 4C locating and identifying underserved
or socially isolated seniors and perhaps six as a marketing plan. >> Yeah, we had nothing. >> Yeah, we didn't have any of that. Um, all right. I agree with you on the locating and that's almost like an outreach
specific. So, I could see something where when I'm doing that planning document that's got goals and objectives and action plans, one of them would be a more formalized outreach plan. Um,
you know, poor Marielle Ellen is one person and she's doing a lot right now. Um, but I think having a overarching document for what the outreach goals are falls nicely. It's like a nice >> continuation of that.
>> And what became of the so town social worker, >> right? >> That's a whole another conversation for another day. No. Um, I I don't think there's any I don't think there's any plan to hire a town social worker
anytime soon. >> And And why were those plans aborted? >> Um, >> that is we had a town social worker, >> right? For whatever reason, the town social worker went off to pursue other opportunities
and it was felt that upon the hiring of the new town social worker, we would want to look at making recommendations regarding their job responsibilities or how that position was crafted. And since that time the
>> so the I think well they went with the company did they not? >> Right. So, so there was so there >> the the town social worker left to pursue other opportunities and then when
looking at what we really would want that town social worker to do because it was >> the first job description was the first person to fill that. So when we were looking to refine what that job description would be and what the
qualifications would be of a person to do that, there was a mismatch between what the position was funded at versus what we would want the job responsibilities to be. Then coincidentally a an opportunity to take
over the coin brand that was a multi-town think came up with the police department and a set of people decided that perhaps the coin program could be a substitute for the social worker. That is something I always advocated against.
>> Um but that is the path that the town took. >> That's not my recollection. that is I remember th those conversations clearly and it was >> I wrote a letter endorsing the job and
on behalf of the council on aging board and I remember Mr. Pomprene coming and saying yes that he received the letter and um that they were going to be meeting with us. >> It was never posted. >> The position was never posted again.
>> And do we know what? Okay. So, and the reason I bring that up now is that it would just seem that in terms of this outreach to the community and providing services to locating, identifying underserved or socially isolated seniors
An an active and engaged town social worker would be very helpful because a town social worker might come into contact with or might become aware of various needs of seniors in town that the senior center itself
might be unaware of or might not, you know, tune into until relatively late in the process. I >> you folks can hear me. I think everybody froze. on the Zoom. >> Hi, Cheryl. I'm so sorry. I don't I think the internet just went down for a
second. So, >> no worries. >> What you missed was um everyone's recollection of what we thought was happening with the social worker and the role that coin might play in it.
>> Um but my understanding is that that job will not be posted within this budget cycle. Well, considering the fiscal issues with the town, it doesn't really surprise me. Um, maybe the coin, you know, is the
second best to hiring a social worker. Maybe that's why they went that route, >> right? Yeah. Um, I think it I think they're very different um very different scope. >> Yeah.
>> Yeah. Very different focus. But if I had to pick one, I guess I would pick coin. But it's grant funded. Coin's grant funded. It's not, you know, paid for by the town. So, >> right. >> I think it's a three-year grant and it started >> Yeah.
>> And it run out of Littleton. >> No, we we run it now. It used to be run out of towns and >> um they were the sort of grant administrator for the I think it's nine towns, but they didn't want to do that role anymore. And so, uh, air took it
over as a grand adventure. >> That come from the, um, what sort of drove that? Was that the, uh, sort of community coverage type of deal? Was that the nine, towns or was that nine? I don't I'm not familiar enough with how they came up with the
nine. >> I just I wasn't sure. I'm not sure if it's completely aligned as a board of health if it's aligned with their 11 towns with two opting out or if it's a different set of towns. I'm I'm not >> I I wasn't sure if it was like mutual
aid or communities whatot. >> All right. >> Okay. So, standard two. >> Yeah. >> So, that was the community connections. >> Yeah. and that was identifying the
um locating and identified the underserved or socially isolated seniors. >> Um and then also to in your right a marketing plan >> to sort of get or attract those
>> or figuring out all of that stuff like how do I identify them? How do we get to them? And I also had um increased training internship training and internship opportunities. I had that one because right now that was I had lack of
opportunity was yeah um you did have one intern a few years ago. Was it last year or two years ago? >> Last year. Two years ago. Yeah. Yeah. >> And I did sign up to have a student intern for the fall.
>> Um she just never came. So >> did they never reach out to you and find out why or just so that Okay. >> And where did the student intern come from? >> The high school has a program that they do internship placements. It's a little difficult for our schedule because they
have that waterfall schedule which means that they'll be here, you know, in the at 9:00 one day and at 9:50 the next day and at 11:30 the next day. You like it >> is and it's not a 5day repeat. It's like
a seven or a 9 day repeat. So trying to schedule programs for them to lead or things for them to do that would interact with the older adults in a meaningful way with what would be like 8 weeks notice
essentially to get something on the newsletter. 6 to 8 weeks notice is going to be complicated anyway for clerical things or whatever that would be fine but that's not really the nature of those internships. >> Do they typically run like a semester? Is that how that works? Okay. All right.
I think they've got like 30 35 kids in the program. It's a fair amount of kids. Um, you know, but it just I' I'd love to refine it. It's just hasn't been something I could take on. >> Be better if it was one set period a day,
>> right? But that's not the way the schedule. >> They run ABCD, >> right? >> And they rotate. Yeah. Yep. And what are they? 45 minutes. I wonder if the um charter school at Devon's has the same kind of a rolling um
you know >> um >> I don't know honestly I'm not sure it is >> the trend um to do a waterfall schedule um but they are much more self-directed there so I'm not I'm not sure.
>> Yeah, they're on my story. Um, so for standard three, >> um, I'm sorry, March, did we miss something on community connections? You said you thought, was that the one you said you thought there was a lot of work needed for?
>> Oh, I I Yeah, I thought we had some more outreach. We needed um eight sponsorship development and distribution newspaper ad uh radio and television stocks
maintenance of interactive websites. >> Okay. Um >> so does that fall under marketing though a marketing plan? >> Um it was under the senior separate market. It's a separate one, but it could be under marketing. >> Yeah, it is under
>> like an all-encompassing marketing event >> to educate the community. >> Yeah. Okay. >> Yeah. >> All right. >> Yeah. Thank you. But again, I think when we get the the new interactive
board in the entrance and we get the I mean, I'm still willing to put things >> on the fire. >> Yep. >> I just don't know what you >> Yeah. Anything that is a special event
or a van trip is fine. So I could stop in tomorrow and put the St. Patrick's. >> Yes, absolutely. >> Yeah, because that seems to work. >> Yeah. Yeah, it hits a different group of people. That's >> it does. >> Yeah. >> All right. Um
Um >> Yeah. So I have website policies and procedures. >> Yeah, that those could be on the website. Yep.
And I can add those on as soon as um as soon as I figure out how to use the new website. Yeah. Um >> the town website looks great. The new town website >> it does. they haven't done the staff training or at least if they did it
maybe they did it at the last department head meeting um and I missed it um I just need to touch in and I knew how to add content um on the old site >> as long as I can find the link to pay my water bill I'm happy >> right >> yeah I did
>> I went out I think we you lost your calendar >> because I was out there trying to today look for something I ended up having to go hunt down the newsletter Right. The c the newsletter, the March newsletter is not posted on the website because
>> they used to have a calendar on the side of events, >> right? It never had our it never had our event. >> Manual as it's a manual ad. Um it doesn't immediately go >> and the historical packet information for building committee meetings, our
meetings, none of that. >> Yeah, I know. There's there are several things with the website that need to be >> and do we know do we know who responsible for seeing it? Because I've emailed I went into the town clerk's office have
emailed the IT manager and the town manager's office twice if not three times >> and have received a total of zero responses. Oh, that's >> not not knowing. And again, it wasn't a
response we're working on it or so and so has been none of it. Just >> Yeah. >> into a black hole. >> Welcome. >> And and how will this be resolved? Do we know?
>> I I have experienced uh the same in terms of the I put forth my edits before the transition went over. um and haven't seen resolution to the things that were proposed for after the transition. So that is on my list of things to do up
again as well. >> The department head tomorrow department meeting tomorrow. >> Yeah. >> And again what just respond mother of God. >> Yeah. I mean this is not
>> if the town >> that is if the government cannot do what on its face would be a relatively mundane task. I don't know how taxpayers should have confidence that it can do
complex things. And this is as in in in 21st century America, moving websites is as mundane a task as you could ask not to lose months if not years of information.
>> None none of it's lost. It's still on the old website. I just >> as a there is precious little comfort in that. As a town employee, I will say that sometimes the mundane task is the thing that gets back burnered because there's something that isn't mundane
that needs to be done. I'm not making an excuse for it. It needs to be that went live what a couple of weeks ago. So I will find out more when >> the new website. >> Yeah. And I mean it's been up >> the last week of February. Middle of
February. So it's been about a month now. So, but I agree with you. Now, it's time to circle back around and fix those things. And I'm going to follow up on that tomorrow to figure >> because in my experience is the migration of data >> even if somebody's building a new
website is the migration of the old data is always part of the same project. >> Exactly. Correct. And wait, just for the sake of clarity, what happened is that that migration happened and then the site didn't go live due to factors that
are outside of my control. >> So then there became an effort to after the migration had occurred to update both the old one that was still live and update the new one. And in the process I think there were there were gaps okay in
the attempt to have two websites going concurrently doesn't make it right doesn't mean it doesn't need to be resolved. I think that is how it came about because the migration and the going live didn't happen right at the same time like they were supposed to. So I guess one of my questions would be so
anything is nothing being posted or is new stuff being posted? >> New stuff. I mean I have I mean your agenda was posted appropriately and some of the minutes I think since have been posted um >> because I know there was a huge gap in
ours with minutes >> but the the packet information as part of this meeting and as part of the building committee meeting none of that is now available at least I don't know where it is and this is
>> that is if anybody now and the reason for my concern. If anybody now were to want to look at what the building committee has done over the last year and a half in terms of the progress of the discussions and what the building plans change and all that,
>> right? It's unavailable. They would not know, >> right? >> And that for a $21 million a year enterprise, >> that's not okay. I'm not disputing that. I'm not disputing. >> It's just not and and >> but it's not okay as a taxpayer to know
what's going on. >> So, >> true, true. The taxpayers should be the ones that are >> they should know what's going on >> and they should be the ones that are out there saying, "Hey, where is this data up >> and why isn't it here? Why isn't it up?" And then when you ask at town hall,
they get they get really touchy. >> Oh yeah. Yeah. I you know I think you probably need to be honest with you. I think you need some of those >> the people who aren't involved in town government like that sort of average taxpayer sort of start walking in and
asking for it, >> you know, as opposed to somebody who's >> involved. >> Yeah. You I think it just But you know it should all be treated equal. >> It should be it should be it should be
>> but we're not here to solve the problem. >> Can we just move on? >> The IT topic is probably outside the scope of the >> that board meeting that was um I've got the >> also we need an organizational chart. >> Yes. Um I can do that as I had that on
my too. >> Um on that one and >> yeah, I think I you're on four. That looks >> That was You're still in three. >> Oh, I was going to say four looks good. Let's move.
>> And then it was I've got that it um I've got policies, procedures, standard, and behavioral standards. Yeah. >> For the center, >> right? it's under like a code of ethics or those types of things. >> So that's the senior center has a policy and procedure document. That's the one I did in August two years ago.
>> Um that is definitely on my list. It was for after the volunteer manual. It's the next one on my list. So I will get that updated and then once it's updated the suggestion was to make it available on the website. So, I really those both be on my to-do list
>> and standards and behavioral standards all sort of work their way into those. >> They're all in they're all in the policies and procedures. Yeah, >> that one. Yeah, I don't need to call anything out of Bora. >> Well, the volunteer manual, which we you
really have done already on this. >> Yeah. Um cuz that was just it. You had one, but it wasn't formalized. You formalized it, so you beat us to it. Yeah. Well, I got one thing, Chad. Um,
yeah. So, so for four, yeah, I just had the volunteer program and I'm checking in the back of the book here. >> Um, current res. Oh, current resume. I pro it says
so for standard four which is administration resources things that need to be available in that review notebook or current resume for the administrator of the senior center.
So I should probably um do that and then job description for paid staff. So, those were just redone. Um, the clerical union just redid their
three. >> I'm sorry, where are you? >> So, I I moved I'm I'm doing two things at once. So, the standard where we did the checklist is um >> standard for administration and human
resources, >> right? And then in the back of our binder, but where it was the actual um the actual principles and ration that explained it and going forward, I think we should put the we should have nine
tabs in this binder. And everyone should be reading the rationale before they fill out the checklist. >> So in that rationale in the back, it says items for on-site review and items required for accreditation. And one of them is the current resume. I'll do
that. Job descriptions for paid staff. Um, that was just redone. That >> was under governance. Are you still in governance? Are you under >> I'm in um >> Did you move to four administration? >> Well, this says four says
four says administration and human resources. And then I went to the back for administration and human resources. >> Okay, that's what I meant. Okay. I was still under I was still under governance. >> I'm sorry. Yeah. >> No, no, that's quite all right. That's quite all right. That's what I would say to China. >> Okay. Here. Make a
>> I skipped ahead. I'm sorry. Okay. So, if we're still then in three. So, >> I know. >> No, no, no. We're going But I think what >> now? >> But the organizational chart is in four, but it's in standard three.
>> So, that was kind of Yeah. I think >> I think once we have all these action items, I think we can consider them and rank them like dump the title of which standard they came to and create one list one prioritized list of tasks. So I
I I agree with you. Okay. So >> now we're back into administration. Okay. So >> yeah, you have new you have new job descriptions for the staff, right? I have not seen them yet, but my understanding is that the Clare Union in
the town approved them and I saw what I proposed as changes and what my staff proposed as changes. So, um I haven't heard that. >> Okay. I haven't heard that there was anything we proposed that wasn't accepted, but I can follow up on that.
>> Um the org chart, um the personnel policies for paid staff fall under the town. That's already done. Um, job descriptions for unpaid staff falls under the volunteer handbook. >> In the handbook. Okay. Yep. All right. So, that was that one was pretty clean.
>> And so, now we've got program development, which is slander. And I'm sorry. I'm sorry, Cheryl. I just realized I dumped the share. Um, >> yeah. Well, I was following I had have it open in the background. So, that's
why I look blazed and confused because I'm reading it in the background as you as you're referencing it. >> As long as you're good, then it makes it it's easier, but I don't have to scroll with it. Okay. >> No worries. >> No, I just have to get back to it. >> Public then I
won't worry about needing to share that along with it because the document is on website in theory. >> Yep. I >> All right. Standard five is program development. >> Yes. >> Okay.
>> Um I didn't have anything for this. Did you guys have something for that one? The only thing I think we looked at here was um setting up some evaluation procedures, you know, or something to
how do you evaluate from participants that the maybe not everything but >> some sort of like a >> um like and I guess part of that process would be what do we evaluate? How do we
evaluate it? You know, that type of thing is Maybe not everything. Is it something that we kick in money towards or or those types of things, but figuring out um yeah, I had that as part of standard six, but I agree with you. Those go back
and forth. So, um yeah, evaluation is really not something aside from the listening session and the comment suggestion box. There is no formal evaluation plan or cycle. So I I think that could
be on the list for sure. And how what would that >> punish would you could it not be if you have a big program or a do something could you not pick out an email eval
like you get at a doctor's >> right and so that would be the plan would be would be do we want to pick uh are we interested in evaluating a certain type of program that we do are we interested in evaluating
a certain type of user, what is the plan or the strate? Because you can't evaluate everything >> all the time. No. >> Um, so you would have to sort of >> pick the thing that you would want to evaluate, prioritize that, and then figure out how you would evaluate that
thing. >> But once a month, pick out >> uh I mean, off the top of my head, once a month is a lot of evaluation. Um, but I also think too is in some respects it
may be if you do, you know, I'm trying to think like say for for lack of a better thing is the turkey trainer you evaluate that you know something that's something that >> get high
>> something or exactly from that perspective you know or anything maybe that we have subsidized in any way. >> Does that make sense? Well, >> maybe you're just sort of trying to get was it worth it? >> Yeah. And I think that
especially for the big ticket items, you would want to or the newer items, you would want to evaluate the efficacy of the program. That is if if the if the goal of the exercise pro you know chair yoga or
whatever is to u you know minimize falls or improve balance um you know improve ambulation for for folks who typically don't do much of it you you'd want to you know figure out a
way did we does the chair yoga program actually do that or not and I I think that there at this point in time are probably pretty solid measures of you could look at, you know, falls or
user satisfaction with the program. Um it so what I would say is if pick two programs a year maybe and I wouldn't do it more than once a year you know around the budget time to see where
you're out of food >> I think well but you but some of the programs if you've done them if you you know like um the turkey train we do them only once a year is you've got to find the people and get them to fill out the turkey
training one. Isn't it easier to just do it right after they're done? You still remember it. >> Yeah. Yeah. Yeah. You would only do it once a year. >> So, you guys are way in the weeds already. Um, so what you would want to be doing at a much higher level is
setting goals for are we interested in knowing if special events are are meeting the mark? Are we interested in knowing if our weekly events are meeting the mark? Are we interested in knowing if users whose who
English is not their primary language? Are they having a good user experience? Are we interested in you know what I'm saying? Like what do we want to evaluate and then decide um >> how you're going to evaluate it and with what frequency. So I think we have to
start a level higher than that. So if I did an EV like it would not be very valuable to me to do an evaluation of what people think about parking here. Right. Right. Like so >> oh let me write you a letter. >> So >> so what was the question about regarding
>> evaluation plan? >> Yeah an evaluation plan. >> And so evaluation plan is like the who, what, where, when and why of evaluation. So what are the things? There are things I would tell you. I think the turkey
train and let me preface it by saying my own assumptions could be wrong. There are things like the turkey train >> that's a slam dunk, right? Like everyone's happy with it all the time. I would not go to the effort to evaluate
that. was the only that was I personally would say what are some of the things that I think are not as well attended or things that I'm not as sure about and I would use survey or um a focus group right like there's a lot of different
avenues for evaluation >> um to determine what I could do to improve those programs so there's got to be a strategy otherwise you know when I first started here people kept saying well just do a survey do a survey do a survey send out a survey print a survey
to put in the newsletter. If you don't know what you want to ask about, why you want to ask about it or what you'll do with the data when it comes back, >> it's a huge effort to put it out and then to tabulate it when it comes back and and to make sure you can do
something with it. So that's why there has to be a plan. >> Yeah. I guess one of the things is if you know from the thing is I'd put in there is is you know first time user and when they came back or if they did come back you know that type of stuff but that's
just you know there >> okay >> so I think that would be part of the plan would be looking at brainstorming all of those different possibilities. All right. Fiscal and asset
responsibility. Um, the only thing I had here was the emergency management plan. Yeah, most of those like yeah a disaster recovery of business continuity incident report. Um
what else? Mary, I'm just going through the one that you sent attached to the email. Yeah, >> it seems to go from six to eight. I'm looking for seven. >> Yeah, you have six in there twice. Oh, all right. My apologies if you're
telling me this now or I can't fix it then. >> I just noticed it myself. >> I noticed it just today. Great. I'll I'll fix that in the the document I have in the major one. Um do you want to see
So, we're doing seven now. >> We're doing seven, which was the fiscal and asset. >> Yep. I have I have paper copy here. >> There really wasn't anything. >> Okay. So, that we're on to standard eight then. >> Okay. Wait a minute. Let's make sure
Dennis is in agreement. >> That was helping me. Now, we're on eight. Oh, but this is where we had the budget meeting, the um recommending the budget updates, six-month budget updates.
>> Okay. Do you want to put that one in there? You've already done it, so you can check it off. >> I mean, I think we're formalizing that. You know, I've always just done it, but we're formalizing it. So, let's put it on there. And then we'll say, yes, we've formalized that through >> the creation of the board calendar. And
so that puts me on a schedule for doing the other one here as I'm looking back. Let me see. costs of ongoing programs and services. You do it, but it's not sort of formalized in a written or I'm sorry in
71c 71c. It's the cost of ongoing programs and services. Um, that doesn't make sense. It's like we pulled that one out. So maybe that's >> um so I do
so which of these are included in the budget development process? Oh I think I said yes and no because I don't really do any sort of evaluation okay >> of whether a program was worth the money or not going from one
year to the next because I typically use participation as my guide. um rather than rather than um a fiscal formula. So, and
I'm just musing here. So some senior centers might say that if the program is $200, I need to have at least 20 people there because I have
decided that $10 per person is what I think is an acceptable amount per thing, right? Like that's arbitrary, but whatever they decided, right? versus I would say if that program engages,
you know, seven or eight people that don't otherwise get engaged in the senior center, I would consider that an investment in the reach of the senior center versus meeting a particular financial threshold.
So I I'm suspect that might be where that had >> that might have been where we Yeah. You know, like our art classes are expensive. >> Yeah. >> Relative to some of the other things that we do, >> but they bring in a set of people that
don't participate in other things that we do here. And so therefore, I think it's worth it. >> But I'm not doing any Does that make sense? Like formal. >> It does. as you were. Yeah, I mean it made total sense as you were sort of
going through it. >> All right. Is that something you would like to see different or action related to it, I guess, is what I mean? >> I mean, probably eventually. >> Okay. Thinking about it, but it doesn't
not now. >> Okay. You know, and then that's sort of looking at it from that some and some of some of that information may come from some of the other things. So it >> maybe organically I guess. >> Okay.
>> So standard eight >> I have a note under amend what more formalization for documents for future planning. >> Right. Um that was a really really you know
descriptive note, huh? Yeah. Um that might that might roll into that um planning document that was in standard one. >> Yeah. Or
>> did you mean something different by that? I can't I have no idea. I just um I think it goes to more like that monthly and annual report is looking at it because it's looking like sort of
almost like looking at this happened in you know we had 100 people in in July of 23 we had 200 and in July of 24 and in July of 25 we might have had you know we're back down to 200. sort of that tracking or that trending, >> right?
>> That's what I'm sort of being able to sort of understand where the and it and it looks like it more formalization. You guys remember these days? >> I remember asking how the numbers came into play. >> So, but it's just it's I think it's being so that it can be
>> tracked and trended over couple of years, right? you know, so we can see the ups and downs and >> you know, that goes to your question is, well, it was pretty standard for the month, you know, we're seeing the ups and downs like but how do we say like, you know, February was a really crappy
month this year, >> but what went on at what time? >> Yeah. Right. So, I think that would be um if we could put some some bumpers on that like are you
curious to know how participation goes up and down, right? Like, so um I'm trying to think because I want to be able to deliver something from this that meets what you guys want. So, what sort of trends would you be interested in? Well, I think it's more like
>> I had asked that day if you had 26 people here that day. >> Mhm. >> Seven did. >> Right. What? >> 15 did. So, we do know that from the
director's report, right? Like how many people did things over the course of a month, >> whatever. Um, so what would the what would be the trend that you would want to see? So like we can look at um >> like I've given the
and I'm just trying to explain what what what I have to figure out where to go with it. >> So when I give the report for the year as a whole both in August and in January for the fiscal year and the calendar year that's a summation
>> of the year. Um and then as part of the building committee project, I looked at FY23 24 to 56 to show an increase in participation just in the aggregate level like participation in each of
those categories that program categories. >> So that is one trend analysis. I can certainly add that in. What other things would you want to see? would have burned breath. I mean, I'm just saying if you took that into
um >> does my does does my senior center kick out a gra >> like >> kick it out graphically? >> Museum. >> No, but I can >> if you did a museum, if you did lunch, if you did everything that
>> But that would only be a day. >> You can do it for a month. So, okay. So, what I'm what I'm >> suggesting broader trends over the year. You're suggesting an actually more granular
look, not by the month, but by the day. What What would that provide? I'm I'm trying to make sure because you can put out a lot of statistics, but they should be I want to make sure they're meaningful. What are you trying to >> understand? It it would
>> But if you did it that way too, it would give you your idea of your what trips are popular. >> Mhm. >> What slipper clubs? >> So would that be more like a report
about um what the enrollment versus the capacity was? is that like because that would tell you whether something was >> what you shop in what stores are >> I think for the for the purposes of you
know if we're looking at year or multi-year trends >> well I have one one question is would you find it more helpful to go by the calendar year or the fiscal year in terms of how you think about your programming? I'm probably gonna have to
do it along both because >> my departmental evaluation and my goals and all that are based on the fiscal year and then I have to do it anyway for the town report on the calendar year >> and then >> EOEA well not EOA age does it on the
fiscal year. So it just depends. Um >> okay so you so you will so what I would say is that tracking trends by the quarter would have more utility in the long run that is for the first
quarter of the fiscal year for the first quarter of the calendar year >> we saw attendance up down we saw lunch up down sideways we saw you know evening trips go up like so that perhaps at some
point in the future you could say the first quarter of the calendar year is slow because I don't know bad weather um people are in Florida um right whatever >> um the third quarter of the calendar
year is always the busiest because you know whatever the the case may be >> and then you would be able to you know move your resources accordingly you know what is so instead of planning for you'd have some concrete basis for
planning for varying their program intensity depending on what quarter of the year they fell into. >> Sure. And and anecdotally, you may be able to kind of do that off the top of your head now because >> I do. But yes. Yes. >> But with the new building and with the
anticipated increase, >> I mean, we would want to know our August lunches in August, do you want to go to three lunches a week instead of five? >> Or in September or in October, do you want to go up to
>> five lunches and maybe two suppers or, you know, whatever, right? Yep. >> Um So, have you thought anything about what you're going to use as a baseline to show activity in the new center? And that may sort of give us
>> Well, I I think that'll be part of It'll be great over the next year. >> Yeah. >> To sort of look at some of these reports and see the ones that we find um more helpful because then those do become the baseline. Yeah. And
obviously, it's not like if I don't run the report right now and then I decide in the new building I want to run it, I can run it for the old dates. It's not like I can't run it for the old dates and and have the baseline that I didn't I don't have to have the baseline now. Um but that's what I was trying to get at like
>> what do you want to know? the idea of how many new people we have um in any given time. Like I would say say to you probably new people spiked right after like just anecdotally they spiked right
after omccron wave of co sort of settled down >> and then they've been sort of steady climb but then we've had in the last >> six months maybe we've had a lot more new people come in just anecdotally speaking. So that would be an
interesting marker of how quickly you're picking up new people. >> Yeah. And was that sort of do you think some of the marketing for the meetings and all the informationational centers on the >> That's possible. That's certainly possible. >> I think the buzz about the building I think the buzz about the building got.
>> Yeah. >> So what other what other things would you like to know and then let me figure out what the data is like conceptually? What other trends would you like to be able
>> I mean >> like do you want to know >> myself I'd like to see >> do we measure race ethnicity diversity in some ways of people that come in to programs do you already track that >> no we don't that would be interesting
wouldn't >> okay >> you know to see sort of where we are and sort of and also you can bench that mark against the percentages in the town >> because it also tells you what she should be offering true for how you getting there. I guess you know um I'd
like to see that's you know yearto date data previous and current years sort of like understanding where this year stands against last year you don't need to go back eight years you just >> you know just sort of say so you can say
is did anything change >> right but that's but what things because for example I don't collect anybody's >> race or ethnicity No, I collecting that information upon intake, but I don't currently collect it.
>> I guess is is there is there anything so and I'm hesitating on it because was there wasn't there something with federal funding you couldn't collect that data if you were getting federal funding? >> I thought you had to collect it, but I'm
probably wrong. Well, this there was something that came out last year for a lot of the things that were that were doing because I remember it affected taxes a >> because it affected the taxes. That's right. We couldn't there was some stuff we couldn't collect.
>> Couldn't collect. Okay. >> How about language language preferences? >> All that we had to collect, you know, like that type of stuff. But there was something in justice to see if it is still in effect and it may not be but it was something about if you received
federal funding we couldn't collect that data. >> Okay, I stand corrected. >> I said and it may have changed. I'm just you know just making sure that >> but I agree we that would that would help us tailor programming if we knew
what the preferences we had. My my overarching concern is that >> like we have that over the next well for last year let's say going back well let's say going back two years and now forward one
year um when the new building opens like five years after the new building opens >> that we will be able to say to the town of Air taxpayers,
this is why spending $15 million was a good idea. >> Mhm. >> And show them you voted to spend $15 million and this is what you have gotten out of it. >> This is your bang for your buck. Yeah.
>> Or not. >> So, >> and and you know, I I don't anticipate there being an or not. And I'm I am very confident that it's going to turn out to have been a wise investment. Um but I'm kind of inclined in that direction
anyway. For the skeptical taxpayers or for people who would question that expenditure of funds, we will now be able to say to them or you know 5 years from October of 27, so October of 32, >> I hope not. we would be we would be able
to say to them, you know, this is why spending $15 million was a good idea. >> Okay. So, I hear you saying that one way you could measure it, one way you could get it that and that's that's the kind of concept that I'm looking for. So, one way you
would measure that is by saying we had on average um 600 different people use the senior center here and that number has doubled or tripled in the first year. So now we're serving instead of
>> um you know a quarter of the older adults we're now serving twothirds of the older adults. Great. Um, one thing we could say is additionally before we were serving this slice of air and if I
start collecting that demographic information, it's obvious obviously always going to be voluntary, but it's um I don't I don't fill in all the blanks that are available for me to fill in in my senior center, but if I did, I might be able to say, and I'm just
throwing this out anecdotally, I might be able to say, "We were not serving serving people who English was not their primary language. We were not serving them in the current senior center and now we have you know 50 people or we
were serving um x percentage of our of our users lived in affordable housing. Now that percentage is y percentage. So that's um >> I would be curious about the gender. I
would anticipate that you'll get a lot more males >> um you know comparatively speaking uh in the new building but I mean kind of tough but I'd be curious about that one in particular. >> Yeah. Okay.
>> So those are great demographic related ones. What are other what are other things can that you >> I just happen to notice the time. Cheryl, are you okay? It's almost 10 minutes of four. >> Yep. Nope. I'm cool. Well, I don't have a client this afternoon, so I cleared
the Are you Is everybody else >> I think that the um some measure of social isolation if you could do a a >> Yeah. >> a survey. Well, that is Yeah, I'm not sure. I mean it have to
give some thought about how best to do that but kind of in aggregate many people in air now feel less socially isolated than they did when the senior center was in the
basement of the housing authority building and >> and how you go about discovering that. >> Right? So this is where the benefit of having a PhD trained COA director comes into play. There's not a lot of places that it comes into play, but that if you
give me the concept of that, I can run with that. So just off the top of my head, I would say I want to go to TNA 9 and the board of health and grab their social isolization. Social isol isolation. My gosh, I can't even talk.
>> They had those survey questions. Then I can pull those same ones and distribute them to our users via the newsletter, via whatever. And then I've got as a set of data that's a larger set to tap into for comparatives because I know they're
the exact same questions. So that's why I'm asking for the concept and then let me run with how to accomplish that from a data perspective. >> Um, so the feelings of social isolation I think is a great one.
um user satisfaction in general some satisfaction surveys we have not done a general satisfaction with the sign center programming survey >> isn't >> I think we did one right when I first started here
>> but isn't the annual put together that you run that sort of >> but that's so that's qualitative in the sense that it's a group think and it's a list versus a quantitative survey that I could really say 42% of people were
satisfied in the old building and 87% of them are satisfied report being satisfied or highly satisfied in the new one. So it's um because you know when you look at the listening session it says more fish less fish you know like some people are satisfied with the
amount of fish some people are not. So it's a little squishier. I didn't get listened to. >> Um, so >> what else? >> Um, you know, one one metric
that we could look at a trend for is how long people are in the building. And that is kind of a proxy for social isolation. because someone who comes in and out within the hour for one program
um is potentially engaging in the community less versus someone who comes in at 10:00 and leaves at 2. So do you see what I'm saying? Someone who makes doesn't mean that the that there
couldn't be really excellent engagement within the 1 hour, right? Some of the people who come in for exercise, they come and go for exercise. >> But it may be that the person who comes and goes, they don't need the socialization here because their life's outside the
building. They're busy enough so that they're as opposed to the person who is here all the time who feels a need to connect socially >> or would it be that person that comes in and out several times? >> Yeah, I don't. >> So, I mean that's that's where the PhD comes in. >> Oh, yeah. And it could be some of us get
dropped off and don't have a car some days. >> Sure. But I would be >> I won't drive the van and I've told you why. >> Right. So So that wouldn't so that wouldn't be captured though, right? So because what time someone leaves, what
time they come in is the swipe time, right? and what the activities they signed up for. What time they leave >> isn't currently being captured, but you could look at whether a person stays for one event versus multiple events. >> You know, that's I'm just tossing that out. That may or may not be useful.
>> Okay. So, how would you know that if somebody came in for and just kicked drop in? >> Mhm. >> There's a drop in. >> Yeah, I know. So, so you just But it's only one thing. Are they going back and saying, "Oh, I stayed for lunch." That's right. So that would be what I would
look at is I would look at does a person pick drop in which case drop in I currently have slotted as about a half an hour. >> Yeah. >> So um that's the folks who come in for a cup of coffee, they chitchat and then they're on >> or they're in here for something specific
>> or they're here to discuss a specific question and then they leave, right? versus um a user who comes in and they've hit drop in and they've hit exercise and they've hit lunch and then they've hit tea time or movie afterwards. They've made a day of being
here. They've spent the day. And we have some users that do that. There is not a which one's better or worse. They're a profile of who does what. >> Okay. >> Right. >> Yep. >> Um >> so is it that they have to do that all at once? hit all those different things
that people come in >> or can they go back and >> change? >> I've gone back and hit >> because I decided to >> to stay for something, >> do the exercise. >> Yeah. >> Um other times I've Ed's dropped me off.
I've had a cup of coffee at 11 because he plays pickle ball. >> Yeah. >> And then I've had lunch and then I've gone home. >> Yeah. Yeah. I mean, like I say, I just I'll be honest with you. I just go click hit volunteer and enter a number of hours. >> Yeah. Right. But you're not here to do
anything. You're just here volunteering, right? >> Yes. Well, I'm here for the board meeting, but that's who you want us to volunteer. So, yes. >> Right. Right. But if you were here as a user, you would probably do the same. That's what I'm >> Yeah. I don't know. I You're right. I honestly don't know. I honestly don't
know what I would do >> if I would pick that type of event. I might um >> Yeah. >> All right. Let me Dennis, are we you okay? >> I'm fine. >> All right. Looks like you were falling asleep. >> No, I'm not. You know, I'm just contemplating.
I'm I'm thinking before I speak, which is somewhat unusual for me. >> Good. >> It's a good thing. >> All right. >> So, it sounds like that needs we don't have to figure that out today, but if you guys can think in terms of
bringing this back to standard 8, the trends you would like to be, it would be really All I need is it would be really cool if we could say >> and then >> y >> I can run with how to operationalize
that. >> And the good news is is we've got a year and a half to kind of start collecting what would be the baseline data if we wanted to use it >> for before and after. >> So I don't think there were really anything other than like looking at some of those things like the socialization,
the satisfaction surveys, the demographic type of things. Mhm. >> I don't think there's anything else >> being said those are those are pretty large and >> they are large and it may be that once I start showing you some things and you're like these numbers are meaningless. What
if the number said this? So it could be an interview. >> It could be you're right. It could be just seeing something and then going that's not quite what we need but something else is. >> Yep. Okay. >> So yeah. Um, so number nine,
>> we just had to go right through these things. >> Yeah, I didn't have anything for this one. Did you? >> Well, no, because these were so good to read. These are more right because if you look at what's in required like from
the um even from the on-site review you need a picture of the senior center need transportation options a drawing that the layout >> what your safety procedures are preventative maintenance >> and that's more when the new one >> yeah I mean even if you used it for this
one here it would be like >> you know what are the standards required for accreditation and this would kill us right there because it's barrierfree access to the facilities Right. >> So, >> so can I add um this last one items for
um no the written procedure for rental to other groups? I would I would like us to put on essentially the list of action items to begin talking >> with town hall and select board just as
a group about what they want that policy to be because it's going to need to >> be publicly known and it's going to need to adhere to the requirements of the CDBG grant but the it definitely needs to be done prior to the building
opening. So I'd like that to be on our action list. >> So I would suggest that we that is the senior center director and the COA board make some and I don't know exactly what these are going to look like but make
some recommendations in that regard to the town manager's office. I would say to be honest with you, I would say that we'd need a meeting with them >> sort of understanding >> what are some of the other places that they rent out, how do they rent it out,
what type of criteria would they be looking for us to, you know, >> who has to be rented, does it have to a janitor afterwards? So there is a current policy in place, okay, >> for all town facilities that came from
renting Peroni Park, from renting the great hall upstairs. >> And where is that? >> That's a good question. I presume it's on the town website, but >> let's circle back to that one. >> So So I think that that that's part of
the action item is identifying what the current one is. Will the senior center just slot right underneath that? Will there be caveats that are specific to >> for me it's the question is do we want it to or not? >> But do we want to rent it out?
>> No. No. No. That >> but do we have that right to say no and yes? >> Better to ask better to you know ask forgiveness than ask permission in this case. >> It is a town building. No, I understand. And and the town I think the senior the
senior center director and the council on aging have the most skin in the game in terms of the building. >> Um it is purposebuilt for a specific demographic
at the urging of a specific subset of the town's population. >> Yeah. But we still have to find out like I said is that's all going to be >> until we find the current agreement with the current agreement or >> process. Let's review the current policy.
>> Let's think about what we think would be in the best interests of everyone involved >> and then come up with a set of recommendations about what we think might be workable. And >> so can I put you in charge of getting
the current policy? Um, absolutely. >> The the current town rental >> policy and agreement agreement between >> well because it's got to be agreement between the town or the town the building and the person who's renting it. So >> the policy what's what does the
agreement look like and say >> and it is still a town me uh building. >> So >> yeah so there is a policy in place. We have marketed it as being available for community
uh use in off hours. That total community use will have to meet the guideline of the CDBG grant which I forget. So don't quote me about this. It's like no more than 10% or 20% of the total operating hours can be for non
>> senior use because the seniors are the vulnerable population that's being funded by the CDBG grant. Um, but again, don't quote me on that percentage. >> So, so that would be, you know, if you're open 9 to 3, 6 hours a day, 30 week, 30 hours a week, >> right?
>> So, it could be, you couldn't rent it for, you're basically saying no one 3 hours a week you could rent it for the period of the five years after the grant is done. >> So, >> so no one three hours once or is that >> I guess that's I don't know. I don't
know the answer. So, so also part so part of it is also understanding what C DB G I got those letters right >> so again don't quote me on percentages that percentage might be 30% it might be 40% I don't know it might be >> is it a dollar or is it just sort of the
total operating hours or is it a dollar >> my understanding it was a percentage of the of the time and usage so that >> and that's because it's a quantifiable thing but again that's going to take a couple of months to get all those right things in place. So
>> that's the reason Dennis >> and then and then time to present to propose something as an addendum to that >> to that town document because that town that town it's a form you can fill out if you want to have a large group event.
>> Um and that's different than boards and committees obviously. So I think there's some there's multiple months worth of work here to get all the right policies and then documentation in place to Yeah. >> And we would want to know I think is the
CBDG grant see I want to say CBD >> I know I did too. So I had a look development block grant. Yeah. So the >> it doesn't flow, >> but it's 10% of the hours. But what if
the hours weren't wouldn't be operational for you anyway? Let's say you wanted to rent it out on a Saturday, it would not detract from any senior center operations because >> correct. So but again, >> if we get the CDBG grant, we have to
comply with all of the requirements of that. So, so there is first step one is what is the current >> large group >> form and policy for the town. Two, what really are the CDBG requirements?
>> Then how do we modify >> the town one >> and the CDBG one? Yeah. >> Well, I mean, right. So, how how does that work? So, and that requires multiple things. So, and I just made the assumption that
Robert would want use of this building to be monitored in the same way that he monitors use of all the rest of the buildings for groups. I made that assumption. I think it's a good assumption, but I did make an assumption. So, we should start with that. Like, do you see the use of this
building as following hundreds of towns larger policy? I'm almost certain the answer is yes. But let's ask that question and then you know go to the next ones. Yeah. >> And Carly did confirm for me that no I did not miss any official website training. It has not been offered yet.
So >> I will follow up on that. >> Okay. So, so is that the only thing that we have then >> would we be would we be able to go to the website training as members of the board
>> or is that just for employees of the town? >> Um, >> and will it be >> will it be Zoom or will it be in per assignment? >> So, I don't I don't have the answers to that, Cheryl. Those are good questions. Um, but since board members are not
authorized to modify the town's website, um, I don't know why you guys would want to go to it. Um, >> right. >> Unless you are lobby, we just access our email through the website and the agendas. >> Yeah. >> And the Zoom links for the meetings.
Okay, I get you. >> Just and Cheryl, did you find the new spot? like it used to be on the bottom left, now it's on the bottom right or something where you can log into your email. >> I found it. I absolutely found I when I when I saw that there was a new website,
I went on like I gave myself extra time to look for a couple days ago. So, it was easy. >> Okay, great. >> Thank you. >> All right, this is a good to-do list then. >> Yeah, I'll put it I'll type it up.
Thanks. Then send it out to everybody and make them sure that we've got uh so then we can prioritize it. So take a look at it when you get it. Sort of start thinking about what you think might be some of the priorities are on it. And then also, you know, we want to
give Katie like one week or two weeks to complete them all. Well, hopefully there'll be some priorities where there like in the next two to three months these are the you know two things I think you should really focus on and then as those are
accomplished we just go on >> to the next one down. Yeah, >> because I think all of these things are really worthwhile. I think they're all important but you're right. Some of them are more important than others and I think some of them I think will flow
from one to the other as well too because they're going to be that basis or whatnot. >> Is there anything else? >> All right. >> Make a motion to adjourn. >> Second. >> All in favor or we'll take a vote. Cheryl >> I.
>> Dennis >> I. >> Marge I. >> Mary I. All right. Thank you for being um able to >> Oh, it was great meeting. Great meeting. Thank you. >> Thank you for staying, Cheryl.