Town of Air Council and Aging Board meeting Tuesday, February 10th, 2026 at 2 p.m. 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 and/or participation via Zoom is provided as a courtesy to the public, the meeting/haring will not be suspended or terminated if technological problems interrupt the virtual broadcasts unless otherwise required by law. Members of
the public with a particular interest in a specific item on this agenda should make plans for inerson versus virtual attendance accordingly. This meeting is held on Zoom. The public may access the proceeding by joining Zoom meeting ID
number 375-4146055 or by calling 9292056099. For additional information about remote participation, please contact Carla Antelis, assistant town manager at atmir.mma. us or at 9787728220 extension 100 prior to the meeting.
We'll call the meeting to order. I'll look for a motion to approve or amend or time to amend the agenda. Um, I think we need to amend the 1209 2026
minutes to >> We can't do them in advance. >> Well, we need to change the date. Change the date. >> Yeah. >> All right. >> It's 2025. >> Anything else?
>> Um, other than that, I thought the agenda was anything. >> No, everything was good. Katie, did you have anything? >> I did not have anything. >> All right. So, make a motion that we accept the agenda with the change. >> I'll make a motion to
>> second. >> All in favor? >> I >> I Cheryl's not here yet, so the eye carries. >> Okay. >> I must have to uh I must apologize that committee the minutes are still not done.
So, I uh hope to do better. >> All right. Do you need assistance? >> I may. >> All right. >> Just follow. >> Yeah, just let us know. >> Okay. >> We'll be more than happy to do what we can do. Okay. 210 public input.
>> No. Sure. >> Anybody? >> What? Sure. Unless >> So there's no public There is no public no public hearing. No public interest. Okay. Katie, director's report. >> All right. Director's report. Um, I
don't have it in front of me, so I'm going to share it. I'll just do the share screen. Okay. >> All righty. There we go. Okay. Um, so standard director's report in terms of
statistics for January, um, dining was down just a little bit. Um and again due to typically weather, fatigue,
um breathing is the worst for people in August and January. So those are typically most likely attended programs out of school. >> Yeah. >> Yeah. Um let's see. We had
uh provided outreach to 33 older adults, a total of 46 times. Housing concerns. Wellness checks and food insecurity were the most um frequently um sought out types of assistance or types of outreach. Uh suggestion box, practical things
including more bathroom spray and for staff volunteers and non-residents to park down at Peron Park. Um it's a great suggestion if Peron Park was being consistently cleared, but since it's not, um I don't know how viable that is.
I currently park in the snowbank as it is. I don't take up a parking spot. Um as does Denise. >> Yeah. For people who get dropped off. >> Yeah. >> I know I've looked at peri park a couple of times and while it may be parked sometimes the walking on the hill up.
>> Yes. And if you're leaving after dark, it is >> it's really dark down there. Yeah. So it's Yeah. Who's whose responsibility is it to have the parking lot filed? >> Uh, it's parks and rights responsibility.
>> And and Carly, have you reached out to Well, could you reach out to parks and wreck or how does that work? >> It's been getting plowed is my understanding. Right. >> I can tell you now looking out the door that it's not plowed. Not even close.
So there was discussion about it when it didn't get plowed after the big storm. There was discussion between DPW and Parks and Wreck and I thought an agreement had been reached but it did not get plowed um after this last storm on Saturday. So it's it's still not
plowed. Um >> she just >> All right. She just met with Robert. So let me follow up with her >> and I will >> I'll let you know. >> Okay. Um, >> if that happened and people parked down there,
>> could Sam make a run with the bus to >> if Sam is here? But nine times out of 10 he's out on the road, >> right? But with the lunch >> um I mean if he happened to be there at that time, sure. I just um because
people come in over anytime between 11:30 and 12, right? So if if he didn't have other rides, but I would say that's maybe 5% of the time, >> right? >> Yeah. >> But if they knew he was coming at 11:55,
>> but unfortunately due to like medical appointments not having a clear scheduled end, I just wouldn't want people sitting down there waiting for a ride. I >> I love the idea. Yeah. >> If it was a reliable solution, I just don't think it is. Now hopefully
well by the time we get a second van we'll be in a new space so it won't be relevant anymore. But >> yeah maybe I should get myself a little golf cart down there. >> Um >> there you go. So, um,
let's see. Uh, at we had our 2026 listening session in January and we reviewed what went well and what needed improvement for 2025 and set goals for 2026. Uh, I left those hanging up for about two weeks, but I've taken them
down now. If anyone wants to look at them and review them, they're in my office. Happy to pull them back out again. Uh, we started a new service in January. uh for dementia nurse consultations. So
if anyone is living, Lindette is a wonderful resource. It's free to come in and meet with her an hour at a time. And she really works with um you know doctors diagnose and doctors prescribe, but how do you live with it? How do you
cope? How do you live? what are tips and tricks for managing behaviors for um a very large and long continuum of abilities. U Bernardet is a wonderful resource. So we have had clients uh last
month and uh one this month. So um I'm excited to be able to offer >> Yeah. So, >> and are the participants self-referring or being referred by family members or some how does
>> um well, it's too early now, but it just depends because the service is, you know, the consultation is both for family members and for the person living with dementia as well. So, we've had a little bit of both so far. Um, and then I did put something out on the air
community page, uh, and I will do that again in advance of the next one just to get some more community understanding that this is available because I think this is, uh, an offering that's
less likely to be used by our regulars here and more likely by community members. So, what is it? She get she one day a week or >> is your um one day a month and for three three hour hour long appointments? >> Yep.
>> Katie, does she take Excuse me, Katie. Does she bill insurance or how is is this a grant that we have or how is she funded? >> It's completely pro bono. It's something she did for her entire life and she's retired now and it's something she feels
very passionately about. Uh I think she does it for three or four centers and it's kind of a passion project for her. >> So we are incredibly lucky um that she out to us. >> Perfect. >> Yeah. Um all right. So the meals program
was covered up there in the activities. 249 meals. Again, that is a lighter number than it normally is. Um I think largely on account of the cold and the snow. um 70 meals delivered to 11 uh meals on wheels clients. I will say this
week I noticed another drop in our clientele. So something tells me uh I need to loop back to mock and see um if they scrubbed the list again um due to funding, but the the number dropped back down again. So I will follow up on that
>> just >> so over the last year let's say so Mach tracks the meals on wheels list independent New York >> correct so Mach is in charge of who they are the
receiver of the federal funds for that and then we basically just they're kind of the middle person and they coordinate the catering and the delivery to our sites and then we do the deliveries, but we don't get to choose who's on the
list. We receive a list. Um, they are aging services of North Central Mass clients. They are self-referred in, you know, there are a whole host of ways that you can get on the Meals on Wheels list, but the main criteria is that you
have to have trouble shop. you have to have mostly be homebound, but more importantly have trouble shopping for groceries or have trouble preparing meals, the actual cooking of the meals. >> Um, so >> yeah,
>> so they can take people right off the list. >> So they can screen people out anytime they want. So if for example, sometimes clients go on after a surgery, right? So, it's a maybe a temporary placement for like 4 weeks or something while they are recuperating from a surgery. Um,
other times obviously someone passes away then they come off the list and that opens up a space for someone else. But sometimes they get screened out and they told us that they were um when the was this summer when the budgets were
announced, they said that they were going to be >> really going through that list again. And like I said, there was only three people on Monday um that got a delivery and normal that normally that
is six, seven, eight people and Monday's our lighter day. Um, so I will look back at the list and do a little research to see if they're off or maybe they, you know, sometimes they get removed from the list because someone gets hospitalized, right? And then they come back on again. So, I'm going to watch it
again because again, I I knew that they did a round of cuts and >> based on Monday, I was like, "Oh, yikes." Okay. So, I'm going to follow up on those to see. Uh I have looked into if there's any alternatives that can
come from us. Um because I for example know two or three of our clients who have been on the wait list to receive meals on wheels for months and months and months and months. And I wish there was another way that we could provide them services.
>> And they're not they're not approved because mock is at capacity. So they can't have any extra. >> Yep. But they are qualified to receive it. >> Correct. >> Wow. >> Right. So, >> and it doesn't matter where somebody
falls off or mock does it or does it have to be this? Does it have to be Yeah. Could it be somebody like, you know, somebody in Bitchburg falls off, there's another opening for who'sever next on the list? No. I don't know if they do a formula based on population or
if it's based on greatest need. I I don't actually know the answer to that. I'm not sure. >> That's good. >> Yeah. >> Um and it is hard because >> yeah, >> you know, we see clients here that we were like, these meals on wheels would really help that person.
>> I have seen the intake questionnaire like so I know what questions they're going to get asked. I know they're going to screen, they would screen in, but they'll be placed on a wait list and have been on weight lists for months and months and months, which is a very long time in the life of a elder. Um just
because there's a wait list there's not enough >> you have any idea how is this >> I have asked for that information and >> I have not gotten a response >> from Vermont >> so >> and what state agency overseas mock
>> who oversees mock oh I don't know agent services >> well uh >> they get a variety of funding They get federal, they get state. >> Um, the CA, they're like a CAC,
>> only bigger. >> I'm sorry, Cheryl. What's a CAC? >> A community action center. They were funded during the Johnson administration, the Great Society. Um, and yeah. Um, but they they they have a variety of funding sources. I think home
delivered meals are federal though. I think they get >> Yeah. >> Yeah. federal some little bit of state funding, >> right? So, it's because that's when we saw the the biggest cuts was when the federal budget was announced this this summer.
>> So, um you know, Marielle Allen and I have put our heads together to determine if there's some other way to make it work because there are other providers of repackaged meals. Most of them are frozen rather than fresh, but um we
weighed First of all, we're not we can't get the weight list >> from it would be great if we could. Um, but we also had concerns that even if we could fund it out of our department of
for a period of time while they were on the wait list, >> I was concerned that that might actually hinder their ability to move up the weight list. So, um, >> I hear that. But without having >> any idea of >> any idea of who it is, then um
>> it really is a mood point. We can't move forward on it. So um so that number is a little bit lower. Um I I will keep watching that. >> Uh let's see, 449 trips in January. Again, that's that's about right. Maybe
slightly low. Um January is a slower month. Uh we had 13. pretty typical for volunteers. You guys came out even in the cold. Uh 13 volunteers worked a total of 140 hours. Uh we also had the vol annual volunteer training session
where we discussed the um volunteer handbook. Um and if that's later on in the agenda, but I'm closing out that feedback now and going to put together um the final draft of that. Uh in terms
of the building committee, the divine design development drawings are complete. Uh this corresponding cost estimate is done. We are just wrapping up the what they call the comment period. So everybody on the committee
and the relevant town um officials are looking through the design development drawings and putting together comments which will then be processed through the OPM and the architect and modifications of changes um you know will be made
based on that before moving into construction documents. So, just to kind of put a exclamation point after that, we're, you know, this is something that I've learned over the last several months is when the building starts being built or
when the bidding goes out to the construction companies, it it's going to be fundamentally too late to make any real substantive changes to the design. Mhm. >> We need to know now what the needs of the town are, what the needs of the
different community agencies are, who is looking for what so that we can incorporate them as much as is feasible at this point into the into the design of the building. So, um you know, we're working on the landscaping and and the
IT infrastructure, uh you know, the door access controls. um any number of other things that are going you know where the streams are going to be going. Um so all of this to say that I as an uninformed citizen have
always thought well we just when they put it out to bid you just say hey I'd like to see this in the building and they're able to do it. That's not how it works. We have to we the building committee are planning months in advance of it going out to bid
what needs to be in the building. So we have to have a clear understanding of what the needs of the different entities within the town are and how best to see that those will be met. Um so you know that's kind of where we are in the process. So I would encourage folks to
reach out to the building committee if they have particular um desires um or needs and even at this point it's you know the design development documents are pretty complete. So and again why what we want
to do is we want to avoid change orders that occur late in the process because something substantative was missed um and time is of the essence. Mhm. >> So, excuse me, Dennis. When when could
you are you're on that building committee? >> I am. >> So, if I had a suggestion and I just mentioned it to you, you would present it to the committee and they would take it under advisement. Is that how it works?
>> Um, yes. Yeah. Um, you know, you can if you want to give me a call or discuss what might be possible. >> That would be great. Absolutely. >> Yeah. >> As a person that lives in a wheelchair, I have a lot a lot of ideas. People
might think I'm here brain, but especially the front of the building if there was an overhang of some sort. So that if um an attendant was helping to assemble the wheelchair or move me or trans not just me but anybody in a in a
handicap vehicle just coverage just having a an like an awning or something over the building is is real helpful. >> No, that's that's a good thought. The other thing that >> um the other thing that we're thinking
of is is it worth or would we want to kind of heat or electrify the entering patio to the front door so that >> nice >> it's less likely that it becomes icy or snow encrusted
>> and what are the financial tradeoffs for that because that's kind of a pricey thing to have you know built into the >> hardcape. But there are certain advantages to it obviously that we >> there are I worked at a nursing home in Lmonster that had um an electrified
walkway and there was never any ice or snow on it. Um it was amazing. It was really helpful for frail elders and their family members to get in and out without worry of falling and injuring themselves. So that's a good consideration. I don't know if anyone's ever been to Dartmouth Hitchcock up in
Keen Cheshure Medical Center. They have a beautiful huge awning as you pull up to the front of the house. It's beautifully designed and it's flat and there's handicap accessible parking. So, it's re whoever did the architecture of that building deserves an award. It's
just wonderful for anybody that needs uh assistance. So, >> okay. Yeah, that's great to know, Cheryl. Okay, give me a >> I will. Thank you. >> I'll bring it down here and look at the plan. >> Thanks for the reminder.
Okay. >> All right. >> You did that sister too then >> the real quick. Yeah. Yeah. >> Um that's not in there right now, but I would love to see it go in and that's again part of that comment period is
what other things >> she doesn't go out that door but it's an ambulance to go. >> There you go. Um we're obviously always looking for grant opportunities. One was submitted um last week for the compact
IT grant and um we're working on the CDBG grant application right now. Uh in terms of master plan that is going to be revised this year and the town manager had asked each department to um identify
goals in the master plan that pertain to our department and then to do some of our own departmental goals. So, the master plan goal number three is to redevelop downtown um and identify a location that could accommodate the space needs of the senior center. So,
obviously we've done that. That is accomplished and it's one could argue that the location at Bishop Road is adds to the efforts to revitalize Park, excuse me, Park Street through there. Um
so then um I took a look at my own departmental goals and my individual professional goals. This these are in the um in the director's report obviously. Um so construct the senior center, increase the transportation services
uh to include a fixed route bus service in addition to our on demand adding a second van um is that process has been initiated uh and the goal is to have that in place not for the upcoming fiscal year but for the following one.
um always increasing outreach services and um offering some special interest groups. Uh something that's been on my list and we had started to work on it but then um needed to just take a step back through the building committee. So um because of
my extra tasks related to that. So that is still on my departmental goal list. Um as well as um continuing creating and revising the documentation related to our value evaluation which could eventually lead to national
certification. So for myself, I said one of my goals for the upcoming year is to transition the longevity le ledger over to Canva. uh to implement the volunteer handbook policies uh revise our broader
user policies and procedures and to again consistent with what the department is doing. I will create the documents and procedures needed for our that come out of our evaluation because there's several you know that we've talked about
as action steps >> and on the um conversion to Canva >> Mhm. is are there any when that is posted to the website are there any glitches or formatting issues because you're changing the the software or is
it going to is it going to post to the clown of air's website as you know looks like it's supposed to look >> oh it will post it will be like it's supposed to look so um instead of using publisher yeah >> like that old newsletter will just die
>> and then the new newsletter will be created completely from scratch in Canva. Um, >> can you do a template? >> So, there are some templates. Um, I've been, you know, the the volunteer handbook is, you know, I I modified a
template to make that work. Um, and then, yeah, so Canva is wonderful with that, but none of the things are >> perfect, right? So there's documents and some of it is some of it is
editable and some of it's not. And so it's a little bit of a trick finding something like I want to stick with that autumn theme. I want to stick with the autumn colors that go with it. What will be nice is now the newsletter is printed in black and white and it's viewed online in
black and white. What will be nice going to Canva is you'll be able to view it online in color. We'll still print it black and white, but it will be viewed online color, which is going to be wonderful. And it will be a PDF. So once I've made it in Canva, I'll save it as a
PDF. And so then it will come out >> readable for everybody. >> Yeah. >> Yeah. So, but it is a big >> um undertaking. Even the existing publisher newsletter from month to month, much of it is the same. But you'd
be surprised how many times I'm moving this text box this way or that way. trying to make something else fit, >> right? Yeah. So there's still uh and that will so it will take several months to in bits and pieces build a a complete news news newsletter
>> and I must say thinking back you know a couple years for when you know the newsletter was first getting up and how big should it be and it it has become a pretty remarkable document in a in a relatively short period
>> how how complete and how much information is there and um it goes well beyond what I was anticipating. So kudos. I thank you. >> Y that as an information resource, but
also it I think it's it lends it's the kind of like the the front-facing door to the program. the fact that people are seeing such a professionally done well edited and and complete newsletter that you know speaks
to the program as a whole. So >> thank you. >> I second that opinion. >> Thank you. >> Uh I don't have any specific volunteer opportunities for February. Um but you
guys are always welcome to come down, hang out, do you think? But what's the story on Valentine's Day? >> You don't need help with body. >> Um, right now I think we're good with our group. We could maybe use one or two people. Let me check back in with Denise
because it's not a huge group of people. Um, we're not splitting across both rooms, but um, if one or two people want to talk here. >> Okay. All right. >> Um, >> what is the dolphin going away and maybe like a husky greeting book? There you
go. >> I chang probably has been changing every day. >> I'm not opposed. >> Uh the budget was submitted. Um as you guys know, I submitted it and then I had to make some revisions and resubmit. Uh and draft number one was already
presented to the town. Um, so far I haven't had a departmental meeting to discuss my budget. So, I'm going to say no news is good news in that way. Um, I may have one I had one last year, but I haven't had one this year, so who
knows? Um, >> and there's going to be and currently there's going to be one public forum on the overall budget or two. I know some years you've had two. I think they said they were going to do one. She might have come in her office.
>> Sorry, it's Yeah, we're going to do one in I think it's uh March. >> That'll be after draft two of the budget, right? >> Yeah. It will like correspond with draft the release of draft two. >> Great. And so we're still waiting for
clerical union. >> Yeah. Clerical. Yeah. Clerical union negotiations. We're still waiting on school assessments, which are big. >> Uh health insurance we're still waiting on. So we don't really have a meaningful
document until we have those numbers. >> Um let's see. So um yeah, so that was the only thing. So from our department's perspective, uh I did put um out proposed changes for the van coordinator and nutrition coordinator position. So
um once that is done and over, um I'll know the results of that as well as any budgetary impact, you know, from the negotiations as well. And then last but not least, the annual town report is due February 27th. Um that's something I've
historically written. It's a one, it's a action-packed onepage document. Um, if anyone wants to work on that with me or proofread it or anything, I would always love the support. So, um, I think that's
all I have for any questions on the director's report. >> You've actually always answered the budget update on here. >> Okay. Unless is there nothing else? So there hasn't been any um I know that
there were three potential scenarios um and we don't the most draconian one probably not on the table but is still lying out there somewhere in the ether >> right so the level service budget was
put into into draft one so I think as Karly said they're still waiting on several pieces of the puzzle the school assessment the clerical union uh negotiations and the health insurance. And so once those numbers come together,
then we'll see where it all shakes out to. Um but for right now, it's the typical >> level service budget is in in the draft one. >> So moving on to the volunteer manual. >> Yes.
>> Thank you everyone for taking a look at that forum meeting. Does anybody have any I I have a couple but does anybody have any other comments to it to kind of do you have any >> No the only was I think last month we mentioned the role of the COA or how
that >> and there was some minor changes to how we as volunteers are somewhat different than volunteers that you know selected by Katie for particular shs >> just to kind of help people understand
that we are appointed by the select board which is not typical volunteer share >> right correct >> Mara do you have any >> I made some I getting that >> okay >> but go ahead with you I didn't see it
there >> as I told you I said it was a great idea I think it was very well done >> beautifully done yeah >> I it was great I don't have any I guess substant comments. A couple of my badly is the thought should be all the same. >> Yeah. >> Um going through
>> um some of the things is maybe more taking the most if like if you're having the employees use this for the feedback form or for their evaluation form. >> It's tough when they're in there to rip them out or you're going to give them a
new one and I'll give them a new one. You know, if I was leaving stuff in here, I might just >> proc it as a sample so you can change it, >> right? Okay. Yeah. >> You know, that type of stuff is this is well, this is what it was in there. So, just maybe that was just a couple things
that I had on that one. Um, the same thing with like the incident accident report. >> Again, having them in there if you want them to use those. I mean, the thing is also too is I don't think as much as we would like people to carry these around with them.
>> No, there Yeah, I'm not expecting them to um we'll have >> um I'm probably even going to keep that back page that they sign. Um that can all just stay intact and then I will print out
>> ones for people to sign and then the accident and the incident reports would live in the front desk. Yeah. So maybe something in here about where they are or those types of things. Okay. You'll find this report >> or new generation of this report someplace else.
>> The frequently asked questions. >> I like when they're in there because it gives him but to keep it pretty they're again to sort of keep it general is if somebody's going to say if we change something like my book says,
>> right? Oh, so that is sort of that that stuff. >> Okay. >> And also too is is Yeah. >> But >> if it's going to be a frequently asked question that somebody >> they always look to something to make sure they're saying it right. >> Mhm. >> Just to have it as a separate document
at some place. Okay. >> You know, more that >> you find or you'll find this and more in depth questions answered wherever and put that there. >> Okay. Um >> I believe in school we pulled out the handbook as teachers and parents.
>> Yes. But you had a space for them like you know the teacher you had as your >> dad and as a parent you were looking at it like as that volunteer. >> Yeah. And we would pull it out and say >> you're saying there's a very thin line
there. >> Yeah. But mine mine was on um the accessibility part of it with the um >> and I know some of this is written for the new senior center.
>> Mhm. >> Because as volunteers we haven't had the training with the disability. I'm thinking for myself too. >> Sure. Sure. Um,
>> so when um if somebody were to come in and really needed assistance, >> how much are we to do? >> That's that's a good that's a good
point. So that is >> that is something that will grow from it from where we are now is how do we get the appropriate training to make sure that we are >> following our own accessibility policy. Yeah. Agreed. I
we don't really see >> right but we will hopefully >> and I >> and I you I mean you know I don't have any problems I get up and do >> but how much can we
and what I can't do I'll call right >> and I think I mean hopefully when the disability commission is up and functioning that it would be able, you know, the members of that committee might provide resources or might provide
some information that will help tie what the senior center is trying to do here into the overall town and state and local requirements regarding. >> But it doesn't say that here. says staff
shall volunteers will be trained. >> Mhm. >> No, I understand >> that puts it on the volunteers. >> Right. So what I what I foresee as as this plays out is we have the handbook. The handbook gives us a structure and
then there are some steps that come as a result of having that structure. So making sure that that training does happen and right now there's no mechanism I it's not even mandatory like we don't even have like a >> mandatory annual anything right so
>> I don't have any ability to translate or to give them >> right so that's the that's the idea is that by putting some of this in place then it gives me additional action items but why it wouldn't make any sense to hand I guess I would see it as making
sense to hand you guys a translator. And they'd be like, "Well, what is that?" And I'd say, "Well, I thought it was a nice thing versus, no, actually, it says in the volunteer handbook that our goal is to provide accessibility to all folks in order to carry that out. Here are the
tools that you need to be able to use or refer to or whatever." And so, it builds that framework around it. So, it's not instantly going to be in place, but that helps set that process in motion. Yeah. >> I mean, I can sign certain words, but
I'm not going to, you know, right >> unless you teach it to us. >> Right. And so that's >> pressure. >> Right. So that's what will that's what will come from this is what are a reasonable set of things to do? What is
not a reasonable set of things to do and how do we get the tools in place to do that? Right. Yeah. >> So that's where I took some of this and I went right? You know, >> yeah. No, no, I I think that's great feedback. >> That's a lot putting on pause at the desk.
>> Yep. No, I think that's great feedback. Um, and like I said, we'll I'll go through and further review and there may be things that I take out or there may be things that I leave in but then need to schedule some additional training for. >> And I have no problems with if you have
a two-hour seminar. M >> saying here's a quick >> Right. Right. >> Okay. >> Like a PDF day. >> Yeah. >> Get your >> Right. >> You know. >> Yeah. No, I think that's that's excellent. I'll I will definitely follow
up on that and see what we need to get in place. >> Yeah. Um so I know we've had the initial training. >> Mhm. >> What? Um it was more of a pres presentation of it
to get people's feedback. Did you get any feedback from any I was here I was here for it. I was just looking to see if there was any any >> There were several good comments during
the presentation and I incorporated that into the next draft. Um I didn't get to be honest I didn't get a lot of substantive feedback from the volunteers. I followed up with each one of them. Um, I that's okay. I would love to have
feedback, you know, and that's why I'm running it by you guys, too. >> I do anticipate that in the course of the next year as we bump up against something that's an expectation, then um people might read more closely or they might um have feedback at that point.
And this is a living document. Every policy and procedure is a living document and it will get modified as situations, >> you know, require it. >> I mean, I like I say this, I liked that I like the responsibility laid out in there, especially with regards to, you
know, potential terminations or resignations of volunteers and none of that. >> Mhm. >> Just, you know, maybe think about um how you going to handle if somebody refuses to sign
somebody what refuses to sign. >> Refuses to sign the handbook. >> Yeah. >> Yeah. that just like that's throw it out there and you know and think about it because >> you may not in the first round but potentially afterwards you may get
pushed back. That's all I'm saying. >> Right. Yeah. >> And just think about what's going to be the ultimate outcome of that. >> Anything else on that? Cheryl, did you have any comments on it?
>> I thought the graphics were great. It was easy to read. Um, it was pretty straightforward. I loved it. I thought it was a a great guide. Thank you for doing it and and it took a lot of work. I could tell. >> Well, I was happy to put it together.
>> Yeah. No, I think you're following some of the national >> and that was appropriate. Yeah. >> Um I felt like I was back in school, son of my, you know. Um
but that was the one that got me was the um and I think sometimes you have to, as you and I know, we have to have the two-sided conversation. >> Mhm. >> You know, cuz not everything is the black and white.
>> Right. Right. Is there something in particular you're referencing? >> I just think sometimes you're busy when something comes in. You get your door, close, your honor. >> Yeah. >> And
Mary Ellen might be out of the building. >> Right. Uh I think my door has been closed >> twice in the last 6 months. >> But things very very rare. So, I I think that's actually um a really great addition to the training manual. Y
>> is when to interrupt staff. >> Yeah. Um, >> some of us have and I'm just saying that some of us have >> we don't quite know >> right and I think that's that's excellent
feedback because there are certain circumstances under which I would say I will get a message later and I will say why did no one interrupt me if if I was on the phone or meeting with someone that deserved a tap on my shoulder and it it didn't happen. Lots of times it
goes exactly how it's supposed to or sometimes someone will interrupt a meeting that I've got with an outside person to give me a phone message that was a pink slip that could have sat and waited >> till I was done. >> So understanding the criticality or
>> Right. Right. So I think that would be a great addition to the manual >> and that's totally >> right. Oh, that's a lot of times that's personal, you know, it's just how they present it sometimes to >> to balance it. Sure.
>> Because some people draw them, >> right? >> Well, but I I I think I could come up with a pretty >> um >> I think you can >> universal list of things that would be this is something that you take a phone message for. >> This is something that you interrupt
staff for. So I think that would >> I think that would be the brakes help >> that would help this too. >> All right. So through the agenda. So we get to go to the fun thing. Now we get to go to the uh assessment.
>> I will tell you this is the last one people. >> This is the last one. Number eight. records and reach for us. >> Yes. So once I put once this is done,
I'll input this stuff into it. Um I'll get it out to everybody so that you can take a look at it as completed as it is. Um you can make sure that I made all the necessary com
comments in there that I didn't miss any or anything else like that. I might have changed some stuff. I did do some formatting of the the document as a whole. So, trying to get it all the same. It should hopefully should get it
out to you this week. So, you can take a look at it and we can see here still. Yeah, we can um you know then maybe take a look at it as a polar be too or whatnot, but maybe
also sort of in some respects take a look at it with some of the other documents that came like did you really answer as we should not know a lot of times we just like see what
all right you Can you see it and everything? All right. >> Yeah, it's >> Is this I'm sorry, Cheryl. >> No, I was going to say, could it make be made a teeny bit bigger? >> I don't know if you can enlarge it or
maybe I'll shrink down the boxes where we are. Maybe I'll make it bigger. >> Bigger here. There we go. >> Nice. That's better. Was that a little bit better? >> Yes. Thank you. So a senior center shall keep complete
records that provide a picture of its daily, weekly and yearly operations. It shall regularly prepare and circulate reports about its operations to inform its governing structure, participants, staff, funders and community about the aspects of its operation, program
services. A senior center shall maintain information on participants. All right. So which of the results are produced by the records retention policy? First of all, is there a record retention policy?
>> So a record collection policy. >> Yeah. Yeah. Um >> retention is always >> you have we have a record retention. There's a municipal records retention. I um
so as part of let me collection. >> Yes. Let me as part of your being a town department does does the town require certain records that you maintain or collect certain records regarding the work that you do
on a daily, weekly, monthly basis? >> Yes and yes and no. I mean, so the I'm required to produce a department head report every month and that is 99% the director's report to you guys. Then
if it requires any updates based on our meeting, then that gets updated and turned in as the department head report. >> And would you would you say that the that the your monthly director's report documents the scope of current
operations? Well, so I mean I think the I think if the point of this is to say well yeah actually I would because I mean it talks about the number of programs the number of >> participants. Yeah. Yeah. >> Has your budget on them?
>> Uh not monthly. Um but funding reporting requirements. The only funding reporting requirements I would have are like if I had a grant, I don't have right now. I'm just following general accounting practices,
>> right? >> Um but I don't have I'm not required to do like a state of the savior center or anything like that. >> And well, you have to keep up with your own budget. You have to keep stay within your own budget. >> Yeah. But in terms of records, like
there's not a a requirement. But the town doesn't the town account require that your books be balanced or you got the on prints a monthly mun report. Yeah.
>> So the the responsibility if I can the the onus on making sure it's balanced is on the town accountant. Um each department gets a sheet monthly to reconcile their own budget but the the um if there's conflicts the department
head would reconcile to the town accountants records. I mean for the town of air we go by the town accountants books >> and we reconcile you know monthly. I get sheets for our office every month and if there's discrepancies I work it out with
the town accountant. But generally speaking, you would say that the town accountants books are the are the town the town's books and that's what the auditors audit are the town account count accountants books. >> Y so
meeting funding report requirements that would be probably closer to more grant type of stuff. >> Yeah, I'm clear. It seems muddy to me. I don't >> I don't like the wording of my question. But >> so if I start at the if I start at the
the bottom, can we start at G and go back up again? >> Sure. >> So if we do I have an system for recording the number of individuals each day? Yes, that's my senior center. >> And is there a statistical system of recording participants in activities?
Yes, that's my senior center. >> As is part E, maintaining the number of activities. That gives me a total count of activities and the total number of programming hours and person programming hours. So
>> um but do I do any reports to guide future planning? I don't write up a report for the listening session, but that certainly is a document that's created.
I have my evaluation that I do that I do with the town manager that that guides my departmental goals. We just went through the the master plan revision of goals. So, but I don't think of that as
a records collection. So, you would say it's more informal or >> but you have >> you're doing it. You're just not necessarily >> you have a document or a series of documents
which help guide your future planning, >> right? >> Yeah. For example, the home delivered meals shortfall that's going to guide future planning and you record that in your report. How many clients got homed delivered meals and you know the demand
who hasn't gotten the meal. So that's going to guide your advocacy for the whole board is going to advocate for more funding for home delivered meals. >> That's just an example. >> So I
I mean I would say I I agree. Yeah. That that's all of those things together. Y >> but is it is there a formal record? >> It's it's not necessarily formal, but it's there. I mean, should it be formal? You know, maybe that's the thing. Maybe
it should be more formalized. >> Um, >> yeah. >> Well, let me ask you this. Um, if someone were to ask you for
a copy of your master plan, uh, a copy of your annual budget, a, um, a summary of the number of people that were served over the course of the last year, >> um,
you would, you know, in a period of hours, perhaps a day or two, be able to pull that information together and provide them that information. >> Correct. Okay. >> Yeah. But see, I take some of that as things you do regularly, too.
>> And you're doing some programs >> weekly, monthly. >> Mhm. >> So, to me, you're guiding your future planning, >> right? >> By continuously authoring. >> Yeah. I mean, I think Yeah. If it wasn't
successful, we need to talk, right? um and work something else in. There's also the annual report which is not >> but I mean you're doing you know Jeff you're doing right >> people may not see it all the same but
you're doing continuously. >> Oh yeah. Yeah. The only thing I would say that I am not uh results that I am not getting as is C promoting community support. Yeah, I
would say no though. Um, and I, you know, and I'm looking at the funding requirement one, I'm thinking that might even be more not applicable. >> Mhm. >> Um, because of the way the funding works in the town. >> So, I really think that's
>> more applicable. >> Not applicable or or the town the town is meeting any funding reporting requirements. Yeah. So, all right. Okay. All right. >> Does a senior center produce a statistical report for a specific period of time for all activities and services?
>> Yes. Yes. >> Is that your annual report or >> I would consider that to be my monthly report and the annual report >> and it's relatively straightforward to summarize, you know, pull all 12 months together and then generate an annual report.
>> Yep. >> Yeah. The annual report will >> I just change the date range in the software and then it will pull it for the whole year. >> All right. So which of these is a part of the statistical management report? Unduplicated number of individuals participating.
>> Yes. >> All over the >> number of people served by each activity in a certain time frame. >> Yes. Number of units of each program or service. Um I could I could pull that up if
um so if I go back to the director's report here >> when they say unit they mean number of times each program or service was offered. >> Yeah. So for example um >> okay so if I share this one okay so if I come back to the director's report so
for fitness and exercise you see that 34 people attended fitness and exercise programs 129 times in January >> but what that does not say is how many fitness and exercise classes Did we have
I can certainly pull that report. Um I don't it's part of a statistical management. I have that but I it's not in the in the report. So um I do talk about how many person
programming hours. So we had 526 signins and 559 person programming hours. So that's how many like an hour-long exercise class
attended by 10 people would be 10 person programming hours. >> Okay. >> Right. Because there's obviously only 40 hours in our work week. >> Um so 559 is a the number of people times the number of
hours person programming hours. So, because that's a a good metric against like you could have a lot of different programs with only a couple of people in them or you could have fewer programs but lots of people in them, >> right? >> So, all right.
>> Um, so >> the answer to C was >> So, I think the answer to C is no, but I could um Four. To whom are the written report written programs service reports given
to you on a regular basis? Participants. Really? >> Well, if we're talking about the programs, >> the director's report is freely available to anybody at a publicly held meeting once a month.
is not directed towards them given on a regular basis. >> Well, is it posted? Is there direct report posted somewhere or >> it should be it should be getting posted with our minutes? >> Yeah. >> There you go.
>> I mean, do you post it on the board outside or not or >> no? So a participant could hunt it down if they wanted to. It's not >> right. It's not. >> So there would be under >> Yeah. I'd say community get could get
it. Yes. Governing bodies could get it. Yes. >> Well, there's >> Yes. >> So the governing bodies and advisory committees, that's you. So yes, you guys get that
>> and the select board is the first recipient of the department head report before it's posted under department head reports on the town's website. >> Um I mean I would say the same thing about the community as I do about the
participants. It's if they look for it versus am I producing something where like I post a factoid online or something. So >> does the newsletter have a link to the monthly directories board?
>> No. >> No. >> And that's the cool thing though about moving >> moving the um newsletter from publisher over into Canva is it will be easier. It's not that you can't do it now, but it would be easier to embed links in it
because >> I think that's a great idea, Dennis. And >> I would endorse I think that's wonderful. >> Catchy. >> Yeah. Well, it's not to say it's going to stop. >> No, it's just, you know, some people would never think to look for minutes of
the Council on Aging Bullet versus somebody who's reading newsletter. I'll just click on that. So different thing as far as funders go. >> I don't know what's going on though. >> It is. I mean they would get that. Yeah.
If anybody donates they could also use two or two but it's not >> well I have a an annual report that goes to age and they're one of our funders, right? So I have to submit annual reporting to them.
>> Um I certainly give an annual report for the town. Yeah, >> who is my you know my main funer and then if I have a particular grant >> I have to do grant reporting.
>> So I would say yes. >> Okay. >> Any others? >> No, I don't think so. >> The senior center has maintained statistical reports over several years to determine trends.
So, I actually don't think I'm doing a lot with that. I have given you guys as part of my director's report at the end of the fiscal year and at the end of the calendar year, I try and give you yearly totals, >> but I don't know that I'm doing a lot in
terms of >> trends. So, um that's an interesting idea. So, I would say no, but I I think that could be a great action item activities. >> Does the senior center Did the senior center software give me some trending? >> Can you can you go across years and
assume the center software last year? >> Yeah. Yeah. I can set the date range however I want. So I could look at one year versus another year versus another year. Um it doesn't do that comparison for me. It doesn't do trends, but I can certainly
>> export the >> export that data and then look at it and identify a trend myself. >> Yeah. Yeah. >> Does it have graphing capability? >> No, but I I will just export it into Excel and and create something from there. >> Okay.
>> Um >> emerging activities. >> Well, I mean, aside from the director's report, me telling you like we're trying to plan something, then I would I would say no. Um usually I'm like, I had a great idea to do this thing. And then
you see it once it has happened. >> Activities diminishing in popularity. >> No. And that's also a good one. I I think all three of those should go on um on an action item. Um even if not even
if not on a monthly basis because >> you're inching along by annual basis or something like that. Yeah. because you want something you want enough data there to really sort of >> I mean in the the overarching question was over several years to determine
>> so >> the center uses standardized participation form that gathers this information >> name address phone numbers including cellular >> email >> emergency contact >> yes
>> there you go >> today >> yep interest in sales and professional affiliation. >> The last two are no. >> So the last twos are nose but the rest of them are all done in my senior center.
>> Would would those have any bearing? I mean getting that information would it be of any use to you? So if you knew somebody had an interest or skill in
>> right >> you know graphic design or in right >> you know you might say newsletter >> it would certainly be helpful um and there is a place and I'm afraid to pull
it up um afraid to pull up my senior senator >> for fear of it's hard to do it in a way that blocks out information. Um, but in a sample um, older adult profile, there are these
custom fields and I can go and fill things out. And veteran status used to be one of those and then it just disappeared a few months ago. Where did it go? Um, but there are some things there's a lot more information we could be collecting on our users that we don't
because for me I want to make the process of signing up for the senior center as streamlined as possible. And before I collect data on people, I want to have a clear vision of how I would use that information. And that's a valid a valid
point. I didn't know if you know if you know somebody had that computer expert. >> Yeah. Yeah. Or we had Exactly. We'd find that on my interest and skill being like proficient, you know, the professional affiliations, you know, the veterans once you want to whether you had
somebody who was like, you know, you got to deal with retired engineers, >> right? >> I don't know what they did, >> retired lawyer. Yeah. >> You know, those types of things that I had, you know, you're right like somebody who's retired as an attorney or something like that. This is
>> maybe they would, you know, >> Yep. Right. be of assistance in helping. Hey, could I ask you a quick question? Right. You know, just absolutely. >> Should I where or where's the best place to do it? It just But is it that's >> No, I like it. >> All right.
>> Because that's the cool thing about older adults is that by the time I meet them, they have lived an entire life and had an entire career and they have such a wealth of expertise and knowledge. >> That's true. >> That is true. That is true. So
>> I guess that just in knowing that you know. >> Yeah. >> Yeah. Agreed. >> It is recommended that the senior center have a general participation information form with at least six of the above items that are completed by all participants.
>> I got six. >> Six. All right. Information the senior center collects is safeguarded in the following ways. Access to physical files and computer files is limited. >> Yes. information is only you is used only for intendance purposes.
>> Yes. Where technology is used, procedures are in place to protect the information. Yes. So for example, in my senior center, there's a variety of different levels of permissions. So there is a login for a COA board member
that you guys could use if you ever wanted to learn more about it, but you guys are limited. you can't change anything about people's records and you also can't see the um social service notes. So all the things that are
confidential would be unalter confidential would be would be blocked >> and things that um >> someone who was hadn't had the day-to-day training or use on it wouldn't be able to edit or change. Um, and for example, only Mary Allen and I
have access to the social service notes. Um, the other staff even don't have access to it. So, um, those things are in place. >> Is that web based or is that an app? >> It's web based. >> Webased. >> There is an app for the rides component of it that the drivers have in the in
the car. But that's a limited portion of just the rides app >> which is basically like a little van next to the person's name and address and you >> hit arrived departed. Arrived departed for emergencies. >> What?
>> Hopefully based on emergencies. >> What do you mean? >> If they had a heart attack the ride, >> they'd know who the >> Oh, no. That's not there. So the in the app in the van, it's designed only to be
the required information that they need to complete the ride. >> Oh, okay. >> So the drop off, >> right? So the the list of rides, the manifest is there. And so it says at 8:32 you're picking up this person. At
8:40, you're dropping them off. Then you're picking this person and dropping that one off. And so, um, that's all they just >> So, they have to call back to you after they call 911 for an emergency to get hold of the family.
>> Uh, yes. Because that would be part of that would be part of standard reporting. Anyway, um, anytime an emergency happens, I need to be contacted within like 20 minutes >> and I have a reporting procedure. >> It's a long time. >> I know.
>> Okay. But their first if if an emergency should happen on a van, their first and foremost responsibility is to the person on the van and engaging emergency services. Everything after that is secondary and then you know
>> uh that I don't think would be out of the ordinary to have a gap of >> that period of time before a loved one could be notified. >> Yeah, >> that would just be because again the focus would be on that person. Luckily, that doesn't happen very often. >> Yeah. >> Thank. >> Yeah.
>> Does the senior center have a confidentiality follow so that he's followed by paid and unpaid staff? >> Yes. >> Did they sign off on that? >> So, that is >> that's going to be in the >> So, for the staff, yes, there is that expectation and a sign off for the
staff. Um, for the unpaid staff, that's what we're putting in place volunteering at book. Everyone will have to sign off on that. All right. Does the center have a policy and procedure manual that contains information on administrative functions?
Not yet. Right. >> Yeah. I mean, what does it mean for >> administrative function? So, the town has a personnel policy um for sure and then the union has
administrative functions. I'm not sure what that >> policy and procedure manual. I would presume that is things that have policies and procedures that governing the centers. >> No, I know. But I'm not sure what is meant by that contains information on administrative functions. I'm not sure what that
>> I think it would just be anything that >> that almost sounds like a job description. >> Yeah. just almost like anything that's in that's in the center whether it's you know your policies and procedures and some of
it's some of it we've we've talked about is that list for volunteers who are at the desk this is when you interrupt a person you know all those types of things what >> Denise does as she sets up or all of
those things those are all policies and procedures administrative. >> Yeah, to a certain degree. It's like, do they have a handbook? >> Yeah. >> So, staff have staff have a handbook if the town >> personnel handbook
>> because the town personnel handbook would supersede anything I would create anyway. So, >> but not from a procedural point of view if it's in the center. >> Well, >> well, you have hand in hand. We are by rent. You know, you have an opening
policy, snow policy, um some sort of dress code policy. You've got I've seen that information compiled somewhere. >> So, the snow policy is at the departmental level. The dress code is a town personel handbook.
>> Katie, it's also two in because you have unionized employees are employees. It's also part of the collective bargaining agreement. So, I don't think I have, aside from the snow policy, I'm going to say that I
don't have those, but the senior center does have them under its larger umbrella of the town personnel manual, the collective bargaining agreement, the union handbook, our job descriptions, the volunteer handbook, user policies and procedures, and then my local snow
policy. I think all of those come together to a Yes. >> And those are all up at the town hall. >> Yeah, you can. They're on the town website, but yeah. >> All right. Check off items. All right. >> Oh, there we go. So then now we we read down to the next one. We have to change
our answer. >> Access and denial of service. Uh that is in that is in the user policy and procedure manual >> advisory council activities
>> that's so uh you guys have that in your >> would be the minutes the minutes of this I think Marcier >> your policies bylaws bylaws that's
application form for service. >> Um, we don't really have an application form. We fill out the file information in my senior center. So, so we don't have any application form. either that or
>> um I mean I would consider my senior center to be the form that's the >> so if somebody comes for well meals on wheels doesn't apply but if somebody comes for for tax prep or
they want the um they'd like to speak to somebody regarding the dementia screening or um they want to know how to sign up to get on >> there. There are various ways for them to be able to do all those things, >> right? So, >> that are documented,
>> right? So, let's let's go let's go take a step back. So, in there is no manual that discusses these things. However, each of these things exists. So, an application there is no application form for service, but if you're receiving
services, we're going to make sure that you have a complete my senior center profile in order to do it. There is no application because there's no membership at the senior center. But again, you have your information in my senior center. And then there is the
green sign up book where you're signing up for programs. Um then I would say budget development. The town has um a financial policy that would cover that. that covers, you
know, when I when I submit my budget, what my budget should look like, those kinds of things. >> Cash receipts and dispersements. >> Um, that's falls under the town. >> But you have a separate petty cash.
>> Yeah, but I have to follow the town >> pettash procedures for that as well. So um so then so yes we have those I would have looked at that as the same
as an application form. So let's call >> my single center. >> Yeah. So let's call D would be the signup sheets and then C would then become either
my senior center or non-applicable. Okay. >> Confidentiality policy. >> That's for staff. It's in the in the personnel handbook. And for volunteers, it's in the volunteer
handbook. >> Excuse me. Contact information for collaborating organizations. >> Um, I I do have a referral a list of referrals like that, a onepage sheet for that. Again, it's not in a manual. Maybe
it could maybe one of the action items would be to compile this into an organized fashion. Credit cards that would be under the town. >> Mhm. Crisis communication. >> Uh the town also has that
disruptive participant procedures that is in the existing policies and procedures. emergency preparedness guidelines. >> I have um that's a yes and it needs to
be updated. Um we created a we created a shell framework for that, you know, uh 96 hours out, 72 hours out for um for like a a big snowstorm approaching.
Um, and we have a list of people that require check-in by the fire department, our older adults at risk list. Um, I don't think we did that update going into this year. So, um, that does need
to be updated. >> Incident report, Rob, >> the town the town has that. Yeah. >> Inclement weather closing. Uh, that's printed in the newsletter. lunch reservation. That's an undone
selling book. Oh, sorry. Sorry, Cheryl. I didn't know if they said that. Yeah. Maintenance request forms. Uh that is handled via email um to housing.
>> So, they don't have a regular form. They just send an email, >> right? I send them an email and then when they complete the maintenance item, they have a form that I sign. All right. Membership criteria that's laid out in the policies and health.
That's user policy and procedures. records your attention. That's in the towns of the attention and disability bases. Yes. Reference checks for I think that
would just fall under the tab. >> Um I do not have a written policy. Um but my which probably should become written. Um, so my policy on that is if you sign up for an event and you pay for
it, um, in advance, so that would be only certain subsets of things, like people don't pay in advance for lunch. Um, but if you cancel and I have not already purchased the tickets, then I give people a refund. >> If I've already purchased the tickets, I
will offer a refund if I can fill your space. If I can't fill your space, then okay, I I don't give. But that is um I should add that to that's next on my task is to make sure that that's a the
policies and procedures are updated. That's a good one to add there. >> Um what about safety issues? >> Um >> he hasn't been asking with regard to this. >> Do I have policies and procedures
>> on a safety issue? So, it's also I'm going to say unwritten there. Um, that actually might be in the policies and procedures. Uh, I'd have to go back and look, but I'm that when I when I see that I'm
thinking of um if you fall or you are having any sort of cardiac event, >> those would be incidents. >> Yeah. But was that that was not anywhere else was it? >> That's an incident report form >> and that's maintenance request form for
safety. >> So what would you think safety issues is then? >> A lot of safety involved. >> Yeah. I I think safety to yourself to others if you follow you. >> Yeah. I I think it's ice, lights, >> right?
>> All those types of things, you know, like >> parking. >> Okay. So parking down park. >> Mhm. All right, that's great. But if you've got a volunteer who's going to be here, like would you have Donna parked down
there when she may be leaving here? >> Mhm. You know, >> correct. You know, so those that's what I like safety. >> I don't have anything written. >> No, that's so I put no on that one then.
Okay. security. >> So that's that like how would I separate safety and security? So I'm going to just say no on that one. >> Security should be cameras. Could be alarm system. >> I got none of that.
>> I got a doorbell. >> Yes, we do. >> We have a doorbell. >> Ding dong >> services available. I'm going to change it to the corpus sound just for >> I think so. just one of them is not that great. >> That would be fantastic making that note
for the new building. >> That be services available. >> Uh I mean I think the newsletter spells out especially on the outreach page and then all the special events and the meals. I
think that's handled that way. spending authority guidelines. That's >> that's the town technology usage. >> That's both in the town and the policies and procedures. So there's um you know the town has use of technology
guidelines and then we also have that for how our users can use the internet in our space. And the last question of the if you folks can hear me. I can't hear any discussion.
Carly, are you still there? Hello Carly, is are you still on the meeting? Sorry everyone. Um, okay. Can you hear us again? >> I can. You're back.
>> Okay. I'm not sure what happened there. >> So, did you hear Cheryl? We finished the whole self assessment. >> Congratulations to each and everyone. >> I'll put this in there and I'll send it out to everybody so everybody can take a look at it. Make sure I didn't miss
anything. But Dennis asked about what the next steps of it are. >> Yeah. What's the process now that How did that How does the process proceed with this? I think then we've got to sort of look through and pull out of different things that could be actions
potential actions. Some of the stuff we know isn't >> in this location. But yes, it would probably be that at some point in time I would say probably for years you give this center
a year to get up and running and then potentially go through the process again. But do we submit it to the national council to the national? >> Oh no. >> No. The goal is to go up from what we did what we have and
hopefully in time get accredited >> right >> as a national senior. >> I don't think we wouldn't get accredited now. I wouldn't bother and I think we know that. >> Okay. So after after we're in the new building
and we've done what we can to smooth out the rough edges in terms of what's been done here, >> then we submit it to this. >> Then we have to do another reacreditation. >> Yeah. we'd have to go through it again
and that might involve more people >> and they come in >> they come in and usually look at you >> to say what are you doing so so this was so the steps to complete
were preview the material form a self assessment committee and we saw early on that that's supposed to involve members of the committee it's supposed to involve so when we go for accreditation a couple of years from now that would probably come out of the COA board's
proceedings and become its own >> sort of committee that meets. >> Um, but the point of doing it with the COA board was to identify there's a lot of lowhanging fruit action items that I can be working on. The creation of this
volunteer manual >> was as a result of this eventation. So, what I would see as the next step is I mean, personally, I wouldn't even care if they were scanned versions of
putting all of these different standards back together. But even if they are the handwritten notes, right, like scanned into one document, but I think the main thing that would come to save you the time, you don't need to retype this thing, right? But like the >> Oh, it's I just I went in and I edited I
have it in Word. >> Okay. All right. >> So, I just went in and formulated it. >> Okay. >> And and and done it. So, I'm just going to do the last one. They're all ready to go. >> Oh, perfect. All right. So, then I think the most important thing that comes from this is the action steps because at the end of each of these
>> standards was a place for comment and recommendation. >> Yes. >> And so, I really think we sort of missed on a lot of them. So, there are some places in there that there are comments on there that I've taken in. That's why I want to get them back to all of you to
see if there was any that I missed. >> Okay, good. Yeah. And so, I think that's the next step is is identifying what are the action items and then prioritizing those action items. >> Exactly. Exactly. Because I think some of them, you know, the the need for a
volunteer handbook I would put as like read like must do, must do, must do. Now it's in progress so you can check that off. >> Um there were a couple of things I I forget all of the standards now, but there were several things that I was like, "Oh, I better get to that
quickly." Yeah, there were a lot of I think and when you get into the new center, you'll need a safety, you'll need this, you'll need that. >> And they come and evaluate you. They >> sure
>> I mean they come they might spend a week, >> right? I >> It's usually 3 days. >> Yeah. I'm not exactly sure. I know they're redoing this process right now. um this accredit because they didn't take any new people last year into the
accreditation process. They didn't accredit anybody. Although I did notice they were looking they held an information session >> sometime this fall. So they must have they skipped a year to redo this process. >> Yeah. >> So it will be a new manual we will get
the next time. I don't know what they do in terms of evaluation or site visitation >> I you know what I'm saying? I I don't know what it I don't know what it's like for senior centers. Um but I think the most important thing that comes from this is we did a very thorough
>> baseline setting >> and we can identify some action steps and prioritize those action steps going forward. >> Yep. >> I mean I'm on board on this. You know what I >> think and I talked to Brah's
gone through it a couple times. have already answered those second. >> So the accreditation did five years and yeah assume she'll be five. So they would and they had just completed their
backups. >> Yeah, I think second. >> Yeah. >> You know, they were saying it's a lot of work, right? Because you have to get a bigger group of people together and imagine, >> you know, we're having this discussion with people who are very much aware of
how the senior center works >> and it still involved especially some of the earlier standards we did. I gave a lot of presentations and showed you materials and stuff like that. Um, you start adding local church pastors and
the local person from Asian services and you know community members at large and it will become a much broader more >> nuanced discussion. So which is cool >> even members of the center but they come in and they observe and they watch and
>> I don't know if they do that or not. >> Yeah. Well, I mean I haven't been through the senior center with Yeah, >> the schools they do that, >> but I've been to like Melis and Framan and Callahan and >> their senior center accreditation. Okay.
>> Yeah. So, I I don't know. I can't speak to it. You're saying that they do. So, I'm not exactly sure how that process works, but uh >> you know, we'll get there. Uh but I think there's a lot of action steps to be taken out of this one. >> Yep. And I I mean it might even be that
we do another round internally before we set it. >> I think I think we're not, >> you know. >> Yeah, we're ready. Maybe we're not quite ready or what move into the new >> Oh, absolutely. Absolutely. >> Absolutely. >> Well, the new building new building will
be part of it from our end, but >> you know, they may revise the document again. It was This is from October 23. Yeah. Um, so in 26 26 27 they may uh >> Yeah. So you know that would be sort of
that. So you take that and probably do another go through like this now that we've been through it at least we sort of you know. >> Yeah. >> May I ask you a question on the on the planning committee for the new building? M >> does the current um senior center have
any kind of an alarm system hooked up to the police if there was ever that last page that talked about security had me thinking um if there was ever like an external intruder or someone trying to commit
harm to anybody in the center. Is there a way to signal the police or fire department or somebody that something's up without having to pick up the phone? Like a panic button um for lack of a better word. So you don't have that currently. Is that something they
thought of for the new center tennis? Just given the state of American society in this day and age with you know >> so we don't have any of those things in in the existing center. housing does have, I think, two or three cameras
mounted on the property. Uh to the best of my knowledge, they do not monitor um by exit entrance exit here. Um but I don't know that for certain. I just know that there's only a couple here on the property and then there's no panic
button. There's no security system for this building. Um there's access control in the other buildings on this campus but there is no access control here. So for the new building there will be a complete access control system as well
as um a security system and uh a panic button on each floor. >> Perfect. Good security question. >> It's a much larger building and it's a much more isolated location. Although
in the heart of downtown building in the heart of >> it's not in the heart of downtown but it's >> close enough to generate you know like >> Yeah. You remind me I talked to you about that. Yeah. So um
>> this I mean it's off of Park Street. That's >> you bump out downtown. >> Well so I think the town was trying to define >> Yeah. Okay. Main Street as it turns the corner into Park Street. >> Okay. There. But Pop Street is also a he
>> sure >> is. There's a complete streets grant. Do they need that someplace? There's a complete streets grant coming for Park Street. I don't know. I shouldn't say that in a public meeting. I thought I remembered that, but I'm not sure.
>> Yeah. >> So, all right. Anything else? But thank you all very much for your input on this. As I said, I will put this together and get everybody out to it and you know just sort of put your uh
if I've missed anything, please let me know. >> And then we'll get them all taken care of hopefully. >> All right, so I have a motion to return. All right, Cheryl. >> I say I.
>> Marge I Dennis I. >> We are adjourned. Thank you very much. >> Thank you everybody. He could sing you are.