Meeting to order. Town of air council on Aging Board meeting Tuesday, January 13th, 2026 at 2 p.m. The air senior center at 18 months booth. This meeting will be held in person at the location provided on this notice. Members of the public are welcome to attend this
inerson meeting. Please note that while an option for remote attendance and ill participation via Zoom is too vital as a courtesy to the public, the meeting/naring will not be suspended or terminated with 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 an inperson 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 Anteneellis, assistant town manager at atmirair.mma. us or at 978-7728220
extension 100 prior to the meeting. Call the meeting to order at 204. The first item on the agenda is to um approve the agenda. Any comments, amendments, or anything to
the agenda? Uh, hold on. Thanks. Oh, thank you. No, that's not >> I did not see the agenda in my email. Am I not looking? I got the dire I got Katie's director's report. Um, but
that's it for email. >> I didn't get one I didn't get an email from you with it. I just grabbed it off the website. >> I put it on the It was on the town website. Yeah, it was a known. I'm sorry, Cheryl. I'll make a >> I'll make a note and I send them out to
to everybody. >> No, I if you tell me where to look for it, I'll be happy to look. >> I just I to be honest with you, what I usually just do is Google um Air Town Board Meetings, >> okay? And circle that to the Council on Aging meeting, but it should be there.
>> Let me go in there. I'll go right in there. Hold on a second. I'll be right back. Cheryl, it should be on the homepage for the town air.mma. us because there's a little square that says calendar and meetings coming up and you should be able to click on it and get there
quickly. >> Yep. >> I think this is the first one you go right. Go ahead. I'm just going right. Council on Aging Board. Here we go. I see it. Perfect. >> Right there. I see it. Perfect. Thank
you. >> You're welcome. >> Anybody have any amendments, changes, questions, or shall we approve the agenda? >> I move that we approve the agenda as submitted. We'll >> take a second.
>> I would second that. Um, Cheryl, vote. I yes >> yes >> Marge >> yes >> Dennis >> yes >> and Mary's eye the passes unanimously um you would approve the minutes from
December 9th and the other one it says December 1st but it should be December 17th >> I have neither available manager >> okay so we will postpone those until February's meeting
Um, any public input? >> Hearing none, we'll move on. So, Katie, director's reports. All right. So, everyone should have gotten yesterday um my director's report. Um, pretty
standard format in terms of December statistics. Um, are there any questions on that? No, I was saying okay, just wanted to draw attention to um January 20th. I do
a listening session annually. Um in the past I've done it in December and I just didn't get it done in December. So it's going to be January 20th. And that is when um the senior center users and anyone who's interested can take a look at
you know what went our goals for last year what went well what needs improvement and sort of idea setting. Uh the the goal of that is to create ownership for the kinds of programs and services that we do here amongst the people that use the senior center. So
that will be on January 20th. Um what time is that at Katie? 12:45. It's kind of at the completion of lunch. Um, but 12:45. And the format for that is that I put up these five post-it notes with the
the format that I just discussed and then people are allowed to it's like a brainstorming session. So, there's no like debating or evaluating the ideas per se. It's just um you know it's a it's an opportunity for mood to listen
and hear and for people to you know put forth ideas. So would love to have you guys at that in in listen mode. Um and then um kind of as part of that you saw I did a
revised um budget narrative. Oh is that on that's a different uh part. So I'll hold that. Um, so yeah. Any questions on the director's report? >> No. >> No. Looks great. >> No, I think we're good. Well, we're
going to talk about the bill update. >> Okay. >> Uh, actually, no, there's no separate things. So, yeah. So, I'll just touch briefly. So, for the the building committee, the design development drawings are complete and we're awaiting
the uh the DD level cost estimation. I just got off of a working group call uh just now. And so, um that's where we've been doing updates on permitting and utilities and the drawings. So, um that's all going according to schedule.
And um yeah, I mean this is the part where the building committee has fewer tangible tasks to do, but all of the professionals, the all the engineers are doing their work, the architects are
doing their work. Um and so the building committee will meet again either on the 22nd or the 29th depending on um when that cost estimate comes back. Do you want the building a building update as a separate agenda item or do
you want it as part of the director's report? I'm open to either way. I don't know. >> Well, I think I think either is fine as long as we touch on it at each meeting. >> Okay. And as long as it's consistent, I >> if we if you're always going to put
something in your director's report, then we can use that unless it's a larger item yet for more discussion with something like Okay, fair enough. >> So, um, Carly, you there? >> Yeah, I'm here.
>> Sorry, I'm losing my voice, but I'm here. >> No, that's all right. the um okay so as part of the you know as you know the building community is now starting to ramp up and we're now going to be >> having to put some meat behind the fundraising and the grant search.
>> Do you have a sense of what level of assistance the we could anticipate from community and economic development in terms of the grant writing or researching grants or pursuing other grant opportunities? >> Yeah. Um, I know that Robert has been
meeting with Rachel and Katie, um, having some initial discussions on it. I know that we're looking, um, possibly at outsourcing some of that, um, at the community development level just due to
the importance of getting the grant for the project. Um, and just, you know, given the amount of projects that they have going on up there currently. Um I believe Rachel's going to be coming before the select board on Tuesday night
next week um to give an update on all of that. Also um uh Alicia Hersy who does a lot of the grant writing in the department. She'll be retiring uh this spring uh at the end of March. So that
also kind of throws a wrench in things as far as being able to turn out a grant. um you know depending on the grant cycle, but I believe you know we'll have an update on that after the select board meeting next week.
>> Okay. So, and just uh and you're probably mindful as is Robert, I'm sure that these are these are time-sensitive concerns or you know just the nature of grant writing um and the proposals is
timesensitive that if you are going to be hiring a third party to assist with the grant writing or to research other grants, is there any sense of how that hiring will occur or have they advertised for that or
>> well I don't think a final decision has been made yet um but it's not um it's something that we've done before certainly um you know I know they've been talking with firms just beforehand
seeing who's available getting a sense of what others their um uh workload is and so so when we're ready to go we'll have someone right off the bat Okay. All right. Thanks for that. >> Sure. >> All right. Anything else from director's
report? >> No, not that questions. Move into the budget update. >> All right. So, um I just wanted to provide just an update on that. Um you guys got my budget narrative um
which the spreadsheet that is the official product um that was turned into the town mimics that um there was just some confusion I think on my part um between what was going to be my level funded budget versus level service
because I didn't have any any service or expense line increases. So I just worked that out. So um there's just minor modifications. So level service will be just my contractual salary and wage increases. Level funded
would be um minus those salary and wage ones. And then the third one is the 10% reduction. So what I've put forth >> Oh, sorry. repeat.
>> So I I thought it was my mistake in terms of the distinction between level service and level funded because I was considering the w the contractual wage and salary increases as outside of what was
considered level service and level funded. That is indeed inaccurate. So I just had to fix what I had what we saw at the last meeting. I just had to fix that. So my level service budget includes the contractual salary and wage
increases. Um and then I don't have anything in the services or expenses or supplies line. So that's what will be presented in the first draft of the budget. Um I was also asked to put together a level funded budget. to the
level funded is taking into account those contractual salary and wage increases but then making >> that measurate cut in order. So that requires some cuts a smaller amount of cuts than we had initially discussed in
in um >> in in the last meeting and then that 10% reduction still remains the same scenario. Um I just corrected the math so I had done incorrectly. So le level funded service
requires some reduction in service. >> Correct. Okay. Level so level service is >> kind of what you're doing now plus any contractual increases be be they be for
software or salary or wages. But in order to maintain level funding to have the same budget amount as I have this year, I am contractually required to provide wage and salary increases, which means I have to find those amount of
increases as threats elsewhere. So that's a smaller amount of cuts and I proposed um an alternative um for that smaller number of cuts which would be to bridge some of the gap with the formula grant. I did not want to do that and I explained why it was important not to do
that um before going to the full you know worst case scenario essentially of the 10% reduction situation. And again my my understanding is that this is being modeled for understandings purposes
um and while there are a number of variables that for the town's overall budget that are still coming together. So to give everybody the the tools that they need to make the budget come together, but my understanding is that level service is what's being presented
as as draft one of the budget. So I just wanted to make sure you guys had um an updated version of this. Are there any questions on that? >> And did and you ran this by Robert initially
or that hasn't happened yet? >> No, it hasn't happened yet. I just, you know, I I made the corrections because Barbara pointed out to me that >> the the assumptions I was working on were under were not correct. So, I fixed that. That was not a difficult fix. So,
I just fixed that. Um and so then um typically sometime in January, I'll have a meeting with Robert about the department budget. >> Yeah. And the reason that I I asked that specific question is, you know, obviously the budget process is meant to
be public and the public are meant to vote on it at at a obviously public town meeting days. >> And at least I when I hear you know service should be level funded, >> I assume that service is going to be
level funded. That is there would be no reduction in service. But in this scenario, level funded service means out of necessity given the contractual requirements for salaries that there is some reduction.
>> Yes. So you're kind of mixing the two terms together. So level service means we'll keep doing exactly what we're doing even if like keep providing the same services even if those services cost a little bit more. And then level funded is what can we get for the same
amount of money, >> right? >> So level funding. So they're two different level service or level funded. And so in in the five years or so I've been here, it's always been a level service budget. So then we're just modeling, the town has asked us to model
these two different scenarios so that we can examine if needed in the future to look at one of those other ones. Right. So, >> they're different and they need to be pointed out to the average person.
>> Sure. But that's well that's well beyond me and our level here. I just wanted you guys to understand. >> I hope do, but I think the average citizen >> Well, I'm not sure I do. >> Yes. >> Right. So, so historically speaking from
one year to the next the town has said we would like to continue to fund what we have been funding. >> So that translates into level services >> with the two of them, >> right? Level service and level funded
are different, right? So, so if you forget about the other two for a second, level services is what we have always been doing, right? So, in and you saw the budget directive, there are a number of factors that are
coming together that is making the town want to know its options for um for how to how to save money, right? Every town wants to do that. They want to make sure that they're >> spending as efficiently as possible and keeping
>> costs in check. So, the town has asked us to put together level funded. What if there were no funding increases or what if there was a 10% decrease in spending? >> Um, so those are the two scenarios that
I'm modeling. Does that >> make sense? Because Well, >> well, listen to my explanation and then Okay. So in your model of level funded >> Mhm. >> did that include
the contractual union increases or not >> it has to. Yes. >> Okay. So in a levelfunded budget, budget that goes to salaries, >> the other portions of that budget must
necessarily be reduced. >> Correct. >> Yep. Right. >> Okay. And you have identified how those other portions of the budget will be reduced >> such that there will be no change in the
level of service. Uh no that's that's not a guarantee. So once you go to level funded you are not saying that you could necessarily provide it at level service. I have provided >> two options for that. So for the
public's consumption I think it's important for them to be aware that when in this context when the term we have levelfunded the budget it necessarily will require some
small minute large reduction in service. Yep. >> Yes. >> I mean it's not >> programs. >> That's not particularly obvious using that language, but >> right it is level funded. I think if we were to look at it conceptually, you
would say most people understand that life gets more expensive each year, right? So if you have the same amount of money that you had last year, you will be able to do less with that money than you did the previous year.
>> Yes. >> Okay. Yeah. Um not getting a raise, >> right? >> But contractually the employees get the raise, it's the services, >> that >> No. Yes. And I'm not >> Right.
>> Yes. It just is not putting it in terms of a person. It's like they're not getting it right. >> But they make their own adjustments >> in the same >> whether it's go down >> less money stuff.
>> Yeah. So for us here is in general. >> So and the level service budget would require all other things being equal. The level service budget would require some increase in funding in order to make up for the contractual obligations and
other kinds of fixed costs that you would have to >> and that's typically where you see a budget grow by 2 and a half% each year is you know that's the amount that's allowable >> just 6% a year
>> well but 2 and a half% does not include the debt exclusion. So if you looked at the omnibus budget >> no >> right this town >> always has that not always has had debt exclusion that is not counted into that two and a half
>> so so for the level service that's very straightforward that's my contractual salary and wage increases and I did not have any in the expenses supplies or service lines that needed to increase so it's just that salary and wage increase
for level funded. There's a that dollar or value that it needs to come down by. The easiest and most straightforward way to do that that would not create service interruptions for the department would be to cover
those increases in with the formula grant. >> Um half of the formula grant is already dedicated to um the outreach coordinator's wages. the remainder of the formula grant or nearly the remainder of the formula grant could be
allocated for in this case. Um, but as I've discussed with you guys, with the town treasurer and the town manager, um, my goal is to not be fully expending the formula grant the next two years in order to build up the necessary reserves
to move into the new building. So, for example, the first time we um serve a meal, it won't be just the cost of that meal. I'll be buying 40 lb bags of flour, 20 lb bags of salt. I'll have to
buy all the spices in their amounts. Um the first time we do a quilting class, I'll need to buy a larger amount of quilting fabric or 30 pairs of scissors um compared to the
cost of a specific project for a program going forward. So there will be some startup costs that I don't believe belong in the omnimous budget, but they are outside FFNE for the building project. So, what I'm trying to do is make sure that between um saving a
little bit of the formula grant and the revolving accounts that I have enough money to bridge that gap appropriately to be able to open and provide people with what they want without having to unnecessarily increase my omnivous budget over and above what I've already
said would need to would need to happen. So that decision ultimately will happen at a higher budgetary level. Um but if I did if I did need to have the level funded level cuts, we can look at this
10% reduction and pick a smaller number of them. >> Okay, >> that's the idea. So it's corrected now at a broader >> Do you need us as a board to do anything about you? >> I don't think you know >> or is it just your status quo for right now? >> Right. This is the status quo for right now. I may have an update after I meet
with the town manager. Um, as we discussed in our last meeting, none of this is alarming. I'm not worried about any of it. It's just modeling that I've been asked to do. Um and then you know if we should come to a situation with a 10% reduction which again by all
accounts I've been assured we will not but if that should come if we should come to that we've all discussed how this you know the green red and yellow would have significant impacts on the department and at that point I would
want you guys to mobilize and start to advocate for you know um trying to maintain my budget as much as possible, but until then, I don't think there's really anything that has to be done. >> Perfect. All right. Volunteer manual. I
think that's exciting. >> Yes. >> Um, so >> I did not print it out of Leon's view. I did though. Do >> you want a printed copy? I did have >> I mean I b I looked at it, but I was like pages I printed. >> There you go. Did you want one, Dennis? >> Oh, no. Thank you.
Um, so, so the volunte right across the middle >> center for older adults. >> Um, give me a center just a second to explain some context for this one. >> Yeah.
>> So, um, >> we've never had a volunteer handbook before. One of the things that came out of the evaluation, and I know we don't have a final product yet, right? We hadn't finished the evaluation, but we've been going through chapter chap by
chapter. And one of the products that we knew was going to go on the action item was a volunteer handbook. >> Um, Carly and Cheryl, are you able to see that online or do you need me to pull up and share a screen? I'm not going to go into it in any detail. I just wanted to
be able to offer it as an option. >> Um, okay. So uh we don't so I wanted to start putting that together. Uh I chose to do it in Canva because Canva is the direction that um work product is moving
into. Um so much more is being delivered digitally now than uh in print. And so we're already using Canva for all of our Facebook announcements and whatnot. Okay. Um, so this was my first foray into
heavy document creation in it and it's a great place to start. Publisher, Microsoft Publisher is the software I use to create the newsletter and that is being retired by Microsoft in October and so the newsletter will need to move
to another platform anyway. And I thought this is a really great opportunity for me to make sure that I have the skills in place. That newsletter is already timeconuming as it is. >> Will it flip over nicely? Can you be able to keep your or is it >> No, it'll be opportunity for you to
totally start that rebrand. >> Right. Right. So, this is an opportunity to start rebuilding and rebranding because I'm going to need to move this over there. I'm not aware of any publisher to Canva integration and the
Mass Councils on Aging have offered a um multi-step um training on Canva. So, I feel like I'm already getting pretty familiar with it, but I'm certainly going to take advantage of that professional resource um this spring and do that so that I'll
be ready for moving the newsletter over. So is there anybody else who should take that with you the opportunity to so that you have that backup or something else like that? >> So if we had a program coordinator then
they would certainly probably be spearheading this effort but we don't have that person now. So um and certainly Canva skills and abilities would be part of the qualifications going forward. Okay. Um, so, so this
presented an opportunity to a create the content of a volunteer manual, b start producing things in Canva, c we know there needs to be rebranding in general. And so, um, as part of this, I was
creating, um, logos and messing around. And as I said in the email, don't worry about the style of it or the particular logo. Um, I have now created 6, 8, 10 different logos and there'll be a process for all of that going forward.
That will be a public process. They'll be taking input. It doesn't have to be like there's no requirement for it to be. Um, but just like the listening session, I like there to be um collaboration and buy in and ownership among the people that use the senior
center. So that said, um, and as well, um, I started with air center for older adults because, as you guys recall, this summer the executive office of elder affairs became the executive office of aging and independence and they asked us
to move away from the term senior because that is now seen as an aegist um term because it has a frail or negative connotation with it. We can agree or disagree with that. That's just the
state guidance. Um if you notice um my my reports I've all started using older adults. Everything that we did for the building committee um the building process talked about older adults in it. Um
there was no the building committee actually talked about whether to do this rebranding as we were going through the building campaign process and decided not to. We thought it would be rushed and also confusing.
>> Um, so the idea is to take incremental steps between now and when the new building opens to get new updated fresh branding in place. >> So it's the executive and I I knew this once upon a time it's now the executive
office of aging and >> indeping and independence >> aging and independence and >> the acronym is age right. >> Yes. which does not is not an acronym at all. >> H E
>> it it's really not an acronym. They're just shortened it. >> That's what it is. That's what they call themselves. That >> how do you get it? >> You don't. >> You know, >> and they admitted that. They're like, we we just went with >> Unless you want to go with AIG and really confuse everyone. >> Yeah.
>> So, I remember that. So the so to get sort of into the nitty-gritty of it, the idea is again we have 25 plus volunteers in their various different capacities. They've all come on at different times. They all come off at different times.
There is a life cycle to a volunteer. And I wanted to create something that where it's a reference module for u people to look at refer to. This will be presented to uh existing volunteers at
the training the volunteer training on Thursday. It will be presented as I'm doing it to you for you here now which is this is a draft. This is a start. I need your feedback. I want your feedback
to determine is this um does this answer any questions that you would have as a new volunteer? If I was training someone based on this this manual, would it give them the information that you guys already know as uh as volunteers? So, is
this workable? So, it's going to be presented as a very collaborative um process because I anticipate there could be, you know, substantive ed edits and non-s substantive edits. So, um I know I just
got it to you yesterday. Um I'm happy to field any individual questions, but I was just hoping that before our next meeting you guys could provide some feedback. >> Just question. >> No, Madam Chair, after >> um >> as board members, we in reality are
volunteers as well too. Yes. Are you looking for us to attend that training? >> That's a really great question. Um, I was thinking of it more in terms of operational volunteers, but I certainly could incorporate you guys into if I if
if I did that, I'd want to incorporate you guys into the manual as well. >> Well, then that's that was the flip side of that is I guess is we still are volunteers, >> right? And you know as such when you're doing a volunteer and handbook and you think
about it too is if you're getting sign off from all volunteers that means as the board we should be signing off on and still you know and you need to follow the the general as everybody and that that that's the
biggest question is Frank is that >> right and I just just occurred to I wasn't I mean I'll have to I mean we have some time to to consider this my that is
we are volunteers but we in some sense do not work for the center we do not work for Katie >> right so we are appointed by the select board to advocate and advise as
residents of the of of the time. >> Y >> um that's not to say that we wouldn't, you know, in part or in in its entirety be following what volunteers do, >> right? But I I think that the in order
to the the mindset of the of the manual is that after you have determined that you are a volunteer that is a couple of things and Kitty and I briefly about this um
that the manual is given to people after they have become a vol. It's not about how to become a volunteer or do you want to become a volunteer but >> as a volunteer >> this is how these are the rules of the road this is how we live
>> um I don't know that that's the nature of the relationship between the board members and the senior center director >> so I think at the very least I would
love to add you guys as the list under other volunt volunteers, right? Um, but I I I do see your point, Dennis, that you guys follow a different process because you were appointed by the select board. >> So, if I I could add a page for you guys
and could point out, >> you know, that it's different and would follow the following procedures. I will certainly do that. >> But, you know, I think that being said too, you're right. We do follow a different path, but we're still in here and we are in here as volunteers
>> and we're recognized >> as a volunteer by other clients here. So, the thing being is you still follow some of those same basic tenants that are going to be in here with regards to client privacy and all
of that type of stuff. So that information here and yes it should be acknowledged that you know because we are in here at that level. >> Yep. So what if like a page like role of the COA board
>> just kind of explaining >> Yeah. >> what we do, >> who we are, how to become one, you know. Um >> yeah, I mean I think that that would certainly be fine. So that people who are interested in what the COA board does are volunteers. I think that would
be >> because like I said, we're still in we're still in the center as volunteer and they you know clients recognize that. >> Yes, but right and yes and >> that's all my my whole thoughts.
No, but I I think it's it is helpful for the town and this it is helpful for the town to discriminate between our role as the CRA board designed to
provide some level of um advice and and advocacy as opposed to a volunteer who is because and again it goes back to the fact that we are appointed with a particular mission and we
should operate at some level independently of and again we do all dependence but not regards to some of the basic >> tenure that you know like the you know where
you keep up you know you know everybody's treated the Y >> privacy, confidentiality, all of those types of things are still things that as a board members we need to be cognizant of and following that. That was
>> so I I certainly think >> more inclusive and more comprehensive, right? >> Thank you. >> Okay, I like that. That's great feedback. >> Yeah, others. Um, no. You wouldn't know how I feel about the title on it.
>> Well, so here's the thing. So, you know what's the issue with >> when Medicare goes that way? >> Center for older adults. >> What's the issue with the title? >> I don't like the air center for older adults >> because
>> it's not what the town voted on. >> I'm sorry. I >> My ballot said AF Senior Center, >> right? It did not say air center for older adults. >> Is there is there a difference though in
in the essence of >> until it's brought forward to a meeting >> right any any rebranding will happen at future meetings. It's just like >> I don't think that should come out until it's
>> normalized. >> So again, as I said in the in the email, this is I'm playing around with different color schemes, different logos, different whatever. I don't have a logo in our existing senior center, >> but you intend to put this out at the
meeting >> as a as a draft comp. >> And I don't think that's correct until it's been >> at what meeting? >> At the volunteer meeting. volunteer meeting >> and I don't think that's right until it's been publicly
voted on >> and >> it's not an official document. >> How would this can this body vote on a title? >> When you say publicly voted on, >> what is your idea of
what that public vote would look like? How would that occur? It should be announced people there like at town meeting. I voted for the senior air senior center.
>> You voted for >> that's a building. >> A building. You voted for the building. >> I didn't vote for the air center for older adults. >> But you did vote for the air. >> We the council on aging board. So aging services. Could that would that be
acceptable? >> Say that again. >> We're the Council on Aging and aging, senior, older adults, it's all the same. And I mean, people over the age of >> But we weren't asked.
>> But why do we need to be asked? I I I don't know. To me, it seems to be splitting hairs that that the the agency Then my vote, my ballot said a senior center >> for aging for a the aging population or
for >> I'm pretty certain you'll knock up the air and it will say center for older adults. >> No, that's not true. >> I don't know. >> Well, you're speculating or making an assumption and I'm correcting you that
that is this is the air center for this is the air senior center. It will continue to be the air whatever it gets ends up getting rebranded as right like it will still be the air whatever it is >> in air and
>> we want correct capsules >> but but you're also I mean air senior center but the sign down there just says the center so it's got a lot of different >> names being >> and we're the board of directors of council
>> accurate board and we are s a senior center. Nobody's offended by being called a senior. So I am following the guidance from the state agency right that's what I am required to do and so
it will be and to your point I am trying to make it a collaborative and open process that will start here continue on through the listening session and then have some other broader thing but there is nothing that says that like the
public gets to decide what color the newsletter is. Sure. >> Like that's not a reasonable expectation. It and in fact if you made a case for what the building will be called that would fall under the purview of the building committee. So it this is
um >> somebody who pays enough money I think something entirely different. >> There you go. No, but I mean but I mean this is not >> so so that's I think the process it was designed to
be as collaborative as possible but the notion that there would be a public meeting to approve the name of it I just I don't think is realistic and I hopefully that as we go through the next weeks and months of looking at and
exploring things you will feel like your opinion has been heard. Um, you know, we're definitely sticking with the autumn theme and the autumn colors. That's that's a definite,
but there are so many things that are available within that um to really personalize this and and move it. >> I think there's a quite a few of us that don't feel heard or seen. Well, then
people should bring that to me. >> Yeah. >> People have that pride. >> Can Can I Can I make an opinion? >> That's actually Go ahead, Cheryl. >> We're not the Council on Seniors. We're the Council on Aging. It's It's It's
splitting. I mean, a senior, an aging person, an elder. Um, I mean, the Executive Office of Elder Affairs changed their name to the um, you know, aging services. It's all the same.
I guess I don't understand what the issue is. >> I I think that at this stage in this process, a couple I would just note a couple of things. the building is a year and a half down
the road at least. Um so we're not talking about that. We are talking about the development of a volunteer manual um that will be used by the folks who
who volunteer here um in an effort to kind of and as was recommended when we were doing the um the evaluation. >> Right. Right. Um, it's unnecessarily, in my view, it's
unnecessarily divisive to be arguing about what something should be called. And that time might be better spent simply looking at what the volunteer requirements are and and in
the the meat of the matter. And um, you know, we'll at a later date perhaps, although not even that. Um, so yeah, I'll just leave it there. >> Yeah. Yeah. >> I'm just looking at the National Council of Aging. >> It's so called National Council of Aging,
>> but it's Commonwealth of Massachusetts changed its name. The Office of Asian, >> the National hasn't. >> So there has been a a let me clarify a a move at the state level away from using the word senior. Not away from using the
word aging, away from using the word senior. So air senior center is the term we use. It's the term everyone's familiar with. It made sense to stay with the term that everyone is familiar with. >> Yeah. So regardless of what's on the
first page, if we can focus on what's on every page after that, um I would love to hear feedback on whether this hits the buckets of things you've encountered, things that would be helpful in maybe other volunteer
experiences you've had, things that um you observe when you're here, any of those things. The only thing I might suggest is that we build a little draft across. Yes. Let me figure out how to do that. Yes.
>> Watermelon. >> You know, it's funny. >> Canva has a lot of really cool design features. Um, it does not have some features like the text boxes don't have
the same control that you would have in other more advanced graphic design things. Not that publisher super advanced, but publisher is more advanced for those things. So, I'm still learning my way. There is no watermark. So, I could go through and insert a text box
and turn it on the side and put it in there. >> Do it at the um Do they have headers or footers? >> Nope. No headers or footers. It's all design. It's all individual components. So, I'm learning as I go. Um, so it so I
can certainly add draft um onto all of the pages >> or something like that. Just sort of that so it says that it is a draft. >> What time is your training on Thursday? >> It is 3 o'clock. A lot of a couple of my volunteers are
doing bingo. So, I just wanted to make it >> No, that's fine. That's fine. I just uh I just wanted to put in >> So Thursday >> and then the 20th at 12:45 is the listening session.
All right. Like I said, I haven't had a chance to really delve into it, but I go through it, you know, and they are definitely topics that I think are important. like you've got the incident report and those types of general policies, all of that type of stuff. >> You know, some of the things like the
incident report I might suggest would be like >> the last a ripoff page so somebody can say this is what it is. So it's like last and everyone that everybody has to sign. >> Yeah. Yeah. So it really does continue
to be that back page and we would we would have copies of each of things at the front desk because for either an incident or an accident there an element of urgency there. So um that's why they're in that >> that part. I think it's it does it gives
somebody who is coming in and let's say they don't do something all the time something to look for to say is >> that this is >> oh this is the template of what we need to do and it keeps it consistent. >> Yeah. >> Which I think is just as opposed to
having four different people say no you do it this way. What what um >> what's the rationale for having a witness to the signature >> for >> the acceptance of roles and responsibility? >> Uh just so that it is like accepted like
that would just be the staff like accepting accepting it. >> You may want to >> it's almost you're getting too legal. >> Yeah, you may want to rethink I mean I'll do it. You may want to rethink that. >> Mhm. Okay.
>> Once you you could have town lawyer here, too, but >> Well, I don't think it needs to go far. >> No, but I think that also just goes, you know, it sort of goes that there was two people that were here. We had a conversation. >> Well, who gave you the Dennis? Who gave
you the book? >> I don't, you know, it just sort of, oh, >> it just gives it not necessarily as a witness per se, but it's a conversation. We had a conversation. So you understood your voice and I was the and I was the
you know take out the name and take out the and put like staff on the >> Yeah. who did the introduction and who did the review. >> So after you signed that page hand it to someone. >> Yes. Yes. It goes with me.
>> It's going permanent >> just like that would be that that would >> and that's what it feels like again. You're going back to work. >> But you are going to work. >> But you're going back to work. >> But you're volunteering. I mean, but >> but I take it like I'm working.
>> Yeah. But >> I am working. >> You know that but that is in some respect. >> I'm going back to work with my with the school kids and >> that's you know I said so I do I volunteer in other organizations >> that way. I take it that way.
>> But I think there are some you it's the same thing. You need to bring out again the same rules everybody signed when they come into the center. >> And that's the idea between behind the
volunteer manual is that it makes it very clear. Everyone has had a training. They have gone through the manual. They they are signing that they have read it. They understand it. they accept it and they agree to follow it. And then that makes it so much easier, so much more
black and white for me when when things are not being followed. And and that happens when things are not being followed. I am able to say instead of it would be real nice of you, I can say, well, as a reminder, remember the the correct policy for the correct procedure
for this is this. And then, you know, hopefully it never goes beyond that, but like you know, you you did agree to this. So I I really do need it gives me a more of a framework. Some of the rules too I think you need to have again once
a year people sign that or the policies at the table so people can read >> right yes this >> what is no but what people are expected to do when they enter the senior center >> oh you're talking about the uh user
policies and procedures yes >> that they need >> clean clothes they need showers they need >> right so the policies and proc procedures um is the next thing that I'm going to revamp. So stay tuned for that. There will be updates to these are
living documents. There will be updates to each and every one of these. This document didn't exist at all. >> So um and then each year probably there will be updates to each of them because you know you you you learn you encounter different things as you go and you know
you modify things. >> Yeah. But I think in here you're attacking some of the workers, the volunteers. >> Am I? We're >> I Well, I'm closing clothes,
>> but I think we need to also >> Well, certainly there's no there's no intention to attack anyone. It's actually just designed to >> have everyone be on a similar set of expectations. If there's something that sounds attacking, where is it that sounds attacking? I certainly want to address that
>> the very certain type of output on or whatever, you need to put it in black and white. Well, >> no. There there's page five has a dress code. Because even when I >> Katie, could you put that dress code up?
I want to just make sure. >> Oh, sure. >> Any clothing may be worn with the exceptions of jeans with rips and any footwear of any kind is appropriate.
Mhm. Yeah. I mean to the only um town dress code that applied there was Beans with Rips. Um this is a volunteer role and we're a casual place. No one's required to wear, you know, business casual clothes that have their own dress
code. Um >> Mhm. >> Sorry, that's small. I can make that a little bit larger. That would be great. I like the color scheme that you picked. >> Oh, thanks >> for the graphics. I think they look nice.
>> They stand out. >> So, and I think the intention with that with the dress code was that personal preference is okay. um jeans with rips being an exception and that footwear needs to be worn at all times. So, what
part of this felt attacking to you? >> I would have to keep them through because there was one that is >> I like that you have them here not to help the government have them not um that volunteers can be terminated.
>> Yes. because that sometimes a lot of organizations lose sight of that. But yes, we can determine who is a volunteer n. And I uh put those in. I I'll probably make I really didn't want
resignation and termination to take up more than two pages. Um, but I did have to make it like so I'm going to work through this section >> further to see what I can condense down because I did have to make this um but
you know this is a more fleshed out version of what's in our um, you know, our user policies and procedures. But I can probably tighten this section up a little bit. I tried to make it be 14 font throughout so that it would be >> um, older adult friendly. But this
particular page um unfortunately got a little bit smaller. >> We'll have to look. >> Yeah, I didn't expect for you guys to have reviewed in a day. >> I read it today. >> If you guys >> And Katie when Sorry to interrupt, but
when it's finally like at its final draft, certainly have town council just take a peek at it. Um absolutely. You know, we do that with everything. So, um, we're happy to do that for you, too. >> Okay. Thanks. Yeah, that'd be great. Um, if the board could have feedback to me
by the end of the month, and then that would give me um a week and a half, two weeks to really incorporate all that feedback into a new draft to present at the next one. That would be great. >> Great.
a lot of work. >> You did a lot of work. >> You know, it's it's always more work to create the first draft of something than it is to edit it. And, you know, now if you know, if we choose a different
logo or color scheme six months down the road, that can be just swapped out for the top and the bottom. It it'll be much more flexible um going forward. in Canvas is Canva. >> Canva >> is there's a free software.
>> Um there is a there are free versions Apple. Um I have a nonprofit um >> but it's not >> expanded version. >> It's not a Microsoft product or a >> not or an Apple product. No, no, no.
It's just a web based software >> and it's desktop or mobile or >> uh you can attempt to do it mobile, but there's so much detail in it. It's virtually impossible to do on >> but they have a they have a mobile app.
>> Yeah. Yeah. There's an app. >> Okay. All right. Well, thank you guys for taking a look at that. >> I did it last early today and read it. >> That was a lot of work, Katie. Thank you very much.
>> And um but I was able to look at several different sources to, you know, put together the pieces of this. You know, there were some of this is, you know, some of this is from other sources. Some of this is our protocol. Some of this is previous documents that
I've put together that really came together into what I think is a very nice move. >> Yeah. Anything else? >> Oh, look at that. We get to start on our senior senior center assessment again.
>> Pardon me. Just two seconds. I got a moment full. Sorry about that. Just forgot to bring it over with me. What modules are we doing today? I believe we're going to do as many as we
can, Katie. >> Okay. >> I like it. >> Yeah. >> I believe we only have three left and I believe it's one. >> I thought we did one. >> We did one. >> We did one.
>> Did we? I have notes on one. >> I can give you my notes and I have not. >> All right. Mine's not done. >> Two I have not. >> Two is done. I see. >> Three I have not. Three. Four. I do not. Five.
>> Four. I have done five not. Six is >> right. Five and six. Six is not in. So, if we could maybe do five, >> five, six, and eight. You have left to >> All right. You ready, Cheryl? >> I am. >> Yes.
>> All right. All right. Um, so we're going to do five, which is program development and implementation. Number one, which groups are involved in developing, planning, and implementing programs for the senior population?
So the participants um certainly are through um that annual visioning session that we do >> um as well as um I have an open door policy. People come in and say can we go here for dinner
is numbers >> do it >> numbers you know if people don't show up at something it's like well that wasn't >> right >> you know so there's a lot of different ways that happens. Paid staff. Yes. >> Yes. >> Unpaid staff. >> Would we consider that volunteers?
>> Yep. >> I suppose. Yeah. >> Uh, you know, I think a lot of our volunteers are our regular users. So, I would kind of group that under a but um maybe
>> but there's not a but >> there isn't a there isn't a volunteer group that does puts together those things or works with you or anything else like that or one particular volunteer. >> Well, I mean, yeah. Uh yeah. So, maybe for that one. Yeah.
>> Community members. >> Um no that I really have. Um I don't know that I have a formal process for that. No. >> Or is that all right? Um advisory board,
governing board and others. >> So an advisory board would be you guys. Uh I certainly take your suggestions but it's not developing, planning or implementing. I don't know that it would I don't know if
that's a formal if are we considering this in terms of a formal process. No, I mean I mean I was looking at it as from whom who do you listen to? That is if we were
to suggest gez you ought to have a program that does X. >> All right. So I'll go back to the principal. Principal is a senior centers program shall provide a broad range of group and individual activities and services that respond to the needs and interests of older adults, their
families and caregivers in the community or service area. So for this evaluation, the words program and service are interchangeable and relate to all aspects of delivered services at the center of the senior center. So
>> I mean I would say yes you guys do provide input. We we're doing this evaluation. You guys are going to provide input on work products, additional um audiences we could be reaching. I
have you done it in in a systemic fashion? No. Um so I don't know. See, I would not that one because I don't feel like >> we put forward programs. >> Yeah. Well, you've done a couple, but yeah.
>> Well, we just provided input into the manual. >> So, we're not considering suggestions that we might make regarding kinds of programs that should be offered. >> Well, because if you leave it developing, planning, and implementing.
>> So, that's a no. No. Right. >> And and yes, there are others that come in and do that protocols, >> right? But if it's developing, planning and implementing. So the unpaid staff probably
>> I would say that largely comes from participants and paid staff and then >> um >> and then I might give a a conditional yes to G for others. So,
you know, when we are doing meals with partners, we're certainly collaborating with them or, you know, when we're like the fitness class that we had right before this meeting that was with a community partner, >> right? So, outside groups would be AAP or SHA too.
>> Sure. >> So, and from those and those are programs that come in >> and you are certainly involved with the logistics, the the developing, planning and implementing for both of those programs. and they would fall under others. >> Yeah, I'd say yeah, because they're
third parties really. >> Um, program planning should be continuous should be a continuous process including the following. Which of these are carried out the senior side? Identifying needs and
interests of older adults. I'm sorry, I just realized I don't have this up on the share screen and I didn't have it open. Uh, this is No, we're Oh, five, but I think this is going to end up being the back page of
five. Yes, it is. So, this is not what we we want. Uh, sorry. >> Sorry, Cheryl and Carly. You guys can out to me when I don't have the share going. Correct. >> I was switching back and forth, so this
is easier. That was Yeah, that was way back in. Okay, there we go. Five. Okay. So, back to the Zoom share. Go. Okay. All right.
Program planning should be a continuous process including the following which are carried out at the center. Identifying needs and interests of the older adult. Oops. Um, identifying needs and interests of the
participants. >> Yes. And development of an annual program that reflects the senior centers mission. >> Um, yeah. So, when I'm looking at programs, I'm looking at what people have suggested. I'm looking at what I
consider my conceptual buckets for, you know, physical health, intellectual health, social health. Um, you know, I'm looking at those things and making sure that there are pieces of all of those in each. Do you also
consider your listening sessions as part of that, too? So, that's definitely too >> identifying community resources to support and strengthen services. >> I do do that. I I wish I had more time to do that, but yes, we have a lot of of community resources.
>> Analyzing the best way to provide programs. >> Um I would say >> that's sort of limited under current scope. Correct. >> Yeah. Um, >> I think that what's and I'm not I mean
clearly this the standard doesn't seek to address it but it's been it seems that to some extent perhaps a large extent your ability to plan programs and identify needs and then fulfill those
needs is heavily tied into the budget process. That is there are some programs that may have to wait until the budget in order to, you know, acquire adequate funds to offer the program or hire staff to, you know, give the program or or
expand staff hours to whatever. Um and and this standard five doesn't seek to kind of tie in the budget process and how that works with your ability to >> Okay. So, let's go back and not to
interrupt you or whatnot, but understand that this is the national program and we did talk to Broton who has been certified twice underneath the program. even the the questions because some areas of the country the senior centers
are privately funded by everybody you know in the commonwealth here they're sort of state mandated kind of so you've got a little bit of difference with this type of document doesn't necessarily
address like the differences that easily >> right for our purposes that is for for I mean what I'm suggesting is that in order for that is some portion of the program
development and implementation and perhaps a large portion of it is of necessity tied into the budget calendar and and I understand that it's an ongoing process to develop plan
those kinds of programming The implementation of that however may need to wait until there again there are adequate funds available or or what have you. So all I would say is that when it says program planning should be
a continuous process including the following. Yes. I mean of course >> and are we carrying out these or are those being carried out at the senior center? Yes. But again, I think we have to be mindful
that at some point program development and implementation is of necessity tied into the budget process. >> Yes. I mean, but that would be for anybody because I can't just roll up Ringling Brothers Circus tomorrow, right? Like whether I'm here in this building or in the new building,
>> um budget is always a factor, but whether I was privately funded or government funded, it would still be a piece of it. When I read this, I'm reading, am I analyzing the best way to provide programs? Is this best handled in a small group, in a large group? Is this best handled inhouse or through a
contractor? Is this best handled hybrid? Is this best handled um >> you know, in our building or in another building? Though, that's what I'm that's how I'm reading it. >> Um and I would say I'm not formally doing that. I would say I'm informally
doing that with regard to our space. Is this a program? I would love to host line dancing, but this room really can't accommodate line dancing very well. >> Not on the scale with which to um pay back an instructor, right?
Especially with the big pole in the center. Um, so I am looking at that kind of on a one-on-one basis, but I don't know that again I don't have any formal process for that >> and there is no so and there's no
official process for you know there isn't like it's got to meet certain categories or anything else. >> I don't have an official process for the best way to provide it. It's more like how could I make something like that work in this space or with this budget
or with that parking and it either is feasible or as it isn't >> versus looking at in the in the new building I think I'll be looking at as to what degree does this warrant something in the small room does this warrant something in the big room is
this a big piece of the budget is this a small piece of budget it'll be much more of a ingredient versus now it's a can we do it or can we not do it. >> So what about the next one developing? So this is more of a developing guidelines for ethical issues relating
to program delivery. >> It's almost like they're asking if we have a ways and means committee if you want to do a program. Does it get turfed to a like a an agenda-driven committee that teases this these factors out
versus just figuring out informally if you can present a program and is if it's is it effective, is it cost effective, is it ethical, and does it meet accessibility standards? >> So, um
>> true. So I would say in terms of ethical issues, I don't have a formal set of guidelines. I do follow a nonsolicitation policy. It's not written down anywhere,
but I I do consider that um I do look at the affordability of the program both for the center and for the participant. And so I consider that to be ethical in terms of access um to it. Um and then I
look at the the scope of of the interest, you know, like how many people will it will it serve? Um and I'm a big believer in the idea that it doesn't have to some programs the
metric is how many people came. For some programs, the metric is how meaningful was it for people people regardless of whether there were a lot of people there. >> Uh and so maybe those are things that I'm just doing without an official procedure for
them, >> right? >> And you look at that was more like a development like so like are you completing it accessible program delivery? I say I make determinations on that. Setting up as best I can, you know,
>> setting up evaluation procedures to evaluate. Okay. >> I don't have any evaluation procedures in place and I would love to do that. Um, again, I think it's an incremental thing. Um, you know, the idea of evaluating the volunteers and the
volunteers in evaluating us really opens it's sort of like a a toe in the door to that idea because again there's a huge difference between the way this senior center was operated when I came here versus where it is now.
>> And so, um, if I had come in and said, "We're going to evaluate every time you do something you must fill out a survey." Uh I don't think that would have gone over well. Um but I think going forward as people get more and more >> used to it
>> used to it. Uh I think there is and if anytime you're doing a turnkey program like for example if I were to purchase an evidence-based programming >> um toolkit those often have surveys. Do you does ARP do a exit survey or a
follow-up survey afterwards? Like did you like the way your taxes were done? >> Uh I don't there's nothing in anything that we do as a prepare. Do they contact people
afterwards? I don't know. No, you know and that's dependence because people can say don't don't contact those types of things. So >> um they might do it outside. having used any of the
programs or whatnot, right? And done. I would I would say the only thing for H for the evaluation procedure that's a yes is certainly the listening session I put up last year's and we talk about what went well and what
>> didn't go well. And so >> on a group level and at a conceptual level, that's certainly evaluation, but not like >> I informally asked all the people who were out in the lobby just finishing the exercise class, what did you think of
that? Was it good? Is it something that you'd like me to, you know, try and find on a more regular basis? And I got feedback. They were giving me their evaluation, but this is a a procedure versus a anecdotal.
Um so taking number three which is delivery diversify its delivery systems as a whole. >> So um we do it norm during the normal day. Yes. Yes. Um evening hours
>> some >> some >> and not during the weekend. The only thing I can think of during the weekend that you do is the uh meal in the fall, the barbecue meal. But >> Right. And that's not even really our program. That's us facilitating the Rotary Club.
>> That's, you know, >> we do, >> we don't really do any programming on the weekend because the staff participate in the Newton Street Festival. We've done the >> um the flea market. Um occasionally depending on the days of the week of the
availability, the fall's turkey train might be on the weekend. So I try not to put it on weekend when I can. >> Right. Um, and everything's pretty much delivered here at the senior center or not anywhere else. >> Yeah. And collaborations with you collaborated
with the library and those types of things. Yep. >> So, library, local retirement living, um, you know, local restaurants, uh, local businesses. >> Yeah. You still want me to work Meals on
Wheels with Melissa? for library books. >> Oh, yes. I got to make a note. It's like it's been so crazy. >> So, so bold face, it is recommended that a senior center utilize two of these delivery systems.
That is in reference to number three. >> Yeah. >> So, right. >> Yeah, we're doing at least that. >> Okay. >> All right. Senior center activities should promote personal growth by providing a variety of opportunities such as following. socialization through group activities. Yes.
>> Mental stimulation through intellectual. Yes. >> Increase cognitive functioning by learning new skills. Yes. >> So I I think that exists in the arts and crafts realm. Um I would love to see
more of that in general. But yes, >> I also think fitness too. Some of the fitness things not so much. How do we meditate and It could be dependent some >> you know but some centers have like
every Wednesday from 1 to 2 is learn to play majang and then from 2 to 3 is ma jang or um so do you want to change that to no or you want to leave it as a yes >> I'm going to call it like a limited yes for arts and crafts because that's always a different one but it I don't
think it's across okay all >> opportunity for choices that there probably there isn't a lot of that I I mean nobody's forcing anybody to be here. I'm trying to come back to what the intent of that is an opportunity for choices.
I would say no because right now at any given time of the day we don't have a lot of concurrent programming. >> Um provision of information to facilitate decision making. >> I'm not quite sure what that means. I mean, you're you're giving them the
information by which they can make a decision, yes or no. But I'm not sure. >> I think that I think that pertains to mostly to social services. And I would say yes, we are trying to give people, education, information, and resources so that they can make the decisions that
are best for them. I'm looking at that from a social services. >> Right. >> I'll take it. Skill development for employment. >> Sounds like she wants to add something. I just see it as a resident. I see more and more people letting their kids make their decisions
>> and I'm like, why? >> You're still functioning, >> right? >> But that isn't anything we can control. Yeah. That's >> it's like give them back the power. >> Yeah. >> You know, let them make while they're
still able. You got to give me back the power a little bit. >> The skill development. I'd say no on that one. >> Uh, no. I mean, we I certainly include the um I'm just completely blanking on
the skills training uh that's offered at the state level. Like I tried >> no not mass rehab. Um it's the shoot that does the encore careers. It's in the newsletter. I put it in each month, but I don't think we're doing any of
that. >> We're not doing the training. Just we might give them the resource, >> right? >> But we're not >> Yeah. >> Um development of self efficacy. >> I would say everything that we do here
helps develop self-efficacy. Do you? Um >> yeah, >> it's whether you take advantage of it or not. Mhm. >> You know, it's not >> I mean, I think I tell I mean, you have a you're making a doubting sound, so tell me what what you mean by that.
>> Walk out feels good. Some I think there's a group again that I don't know. I don't think everybody in the center feels the same way. >> Oh, definitely. I mean, anytime you have
a group of people, they're not going to be homogeneous. They're going to have different things that they enjoy, different things that challenge them, different things that make them feel comfortable or uncomfortable >> to sum up. >> Okay. So, I think this pertains to
programming activities, meaning programs and services. Uh, if you're >> I think it's greeted every day. I think are you I think what you're speaking about is more of like a culture. Are you saying there's a a a culture issue versus a programming issue
for everybody. Okay. Um I think there's a big void there >> on G development of selfacing. I think um I don't know. I should >> move on. Move on. >> Okay.
>> Well, >> so leadership development opportunities. >> So I'm I'm I'm willing to move on if it's not salient to what we're doing. But if it is, it's hard when you say when you start a point
>> and then you don't finish it and then you say you're not heard. So, I want to hear you if you have a point you want to make. >> Yeah. No, I just think when people are here and people intend to be here,
um like today you came out and you said to the one table, "Do you want to go to putt putt golf?" >> Mhm. Did you come to our table? >> I did not come to your table because I because I had already spoken to >> everybody at the table.
>> Uh I think I did bring it to up to you yesterday. >> No, you didn't. >> Okay. I I overlooked you, but I had already talked to the additional people at that table. >> I'm a person. >> You are indeed. And I'm sorry I skipped over you, but I spoken to everyone. She
in your view would she fail to invite you individually to put although they know that call was going to be happening >> cuz she went to everybody. >> No, I understand. >> So am I not a person?
>> No. Okay. So did you then say when you saw that that had occurred? >> No. I felt >> Did you then say Did you then say, "Oh, Katie, you're going to be doing golf. That's something I would love to do. >> No, I felt then that oh, I'm not
included. >> Okay. I don't know what to say about that, >> right? You know, it's like I'm not included. >> Okay. >> I'm the kid bought the bus.
>> Well, Marge, my intent is never to >> I felt that. >> Yeah. Well, I'm not that way. >> Yeah. >> So, >> so I think I think that is a culture thing
>> um more so than a structure of the programming. Doesn't make it less valuable. It just I think we should probably give it >> its own time or space. >> Um I haven't looked at the other standards to see if culture is adapted. We could certainly include that in the
comments. remember if how we I think it's come across throughout and I don't know exactly what we said with regards to the culture or how much discussion we had. It's and you know part of this is is it's been so long since we started it,
>> right? >> So it hasn't been really consistent and I think that that's going to show in some of >> as we put it together. So anyways, so
are we moving on to leadership development? >> So I would say that I would answer that no. But my hope is through the manual, the volunteer manual. >> Um, one of the elements you'll see um,
as you're reviewing it in the evaluation is, do you feel like there's opportunities to grow? Do we want to grow? So I'd like to get there, but I think that's enough for now. development, engagement in creative and artistic activities. I think so.
>> Yep. Exploration of racial ethic ethnic cultures. I I don't think we're really doing any of that now. I'd love to, but I >> you know don't have the the bodies in in the building. >> Exploration of different geographic
regions. No. uh participation in activities that improves one's comm community. >> I think that's something we could improve on as well. the um just my own so on K exploration of different
geographic regions you're thinking that do the folks here tra our programs traveling to different areas of the country world state or is it are we sitting around having a geography lesson about the the mountain ranges in the
Balkans >> yeah some of your larger your city oriented sent centers might have um language class or you know like an Italian or a French type of group >> or the national pops.
>> Mhm. >> Yeah. You know, so >> they're beautiful. >> There's a lot of different things. It doesn't have to necessarily be a >> and now they're showing them on TV all the time on doing programs on >> you know >> they're wondering what was benefit
>> you know >> you know just sort of showing an area region um >> but physical activity appropriate to a broad spectrum of individuals >> I think we do um we have
>> I think I think it's limited but yes I agree Agreed. I I I think everything we do here is limited because of what is said, >> right? Um >> intergenerational activities. >> No, we're not doing that right now. And
part of that is due to the site here. Um >> well, you know, interestingly enough is a couple times I've been in here and whatnot, I have heard children and their older parents be in here for like a lunchon or something like that. So you have seen some of that,
>> right? >> So it granted not a new thing, but it is it's there, >> right? >> Yeah. It's it's hard um when we're in the new building uh and I can provide a more secure and cory environment. Um
there will be structured structured programming that is there's a lot of turnkey kits that can be purchased that you work in conjunction with the schools. So definitely a no for now. >> Right. The center shall respond to individual differences by offering a
variety of types and levels of um levels of involvement including small groups, large groups. high activity levels, low activity levels. >> So, can I ask you um
Katie, >> what what number would you give to a small group as opposed to a large group? Where do you divide between >> you draw the line? >> So, right. >> What's that, >> Cheryl? >> I So, where do you how do you define
that? There's really no definition. >> So, in the I think it's space dependent, right? So if I had a group of 24 people for lunch, I because that's the capacity of that room, I would consider that a large group.
>> Yeah. >> If I had 20 people over here pay playing bingo or 20 people exercising, >> that's about the capacity of this room and would consider that a large group. So for the sake of this, how about we consider large to be 20?
>> Yeah. and small to be like three to five. >> Yeah. Three to five. >> But I guess it goes back to are you we're responding to individual different sizes by offering a variety of types and levels of involvement. >> Uhhuh.
>> So we do have small groups, we have larger groups. Something that's got a high activity level. Is there anything there? I think the morning strength balance and flexibility folks um >> low activity level
>> they 20. >> No, no. So small and large was A and B. Yeah. >> And then the high activity level they usually have five to seven people in here but it is high activity. >> Um the low activity I would call things like yoga, taichi, any of the DVD based
programs that are chair based. Um I would also say um a low activity program would be something like arts and crafts also cribage also knitting. So movies
yeah any of those things. So definitely >> um >> so >> could I ask a question? Does the senior center sponsor things like um for high activity levels like um like a men's baseball league or a bowling team? Do we
do things like that outside of the center? >> We did try to put together a team for the senior bowling league and there's two people who go bowl but we couldn't really field a team. So what they do is they're the floaters. They show up and
then they float for vacancies within the other more formal teams which isn't working that well. >> Would that be an example of a high activity level if people were interested in >> baseball or you know something like that sports or >> or >> or seem to be
>> or even even yoga for that extent if if certain yoga is >> considered higher activity. >> Yep. Agreed. Um spectator activities. Yeah. I mean, things like movies, theater,
um once a year we typically do a sporting event and then I vow we'll never do another sporting event again. Um I actually don't think I did one this winter. Um so I think there are some yes participatory activities of course most
of ours are participatory. When I first general, >> when I first heard spectator activity, I just assumed that it meant these sponsoring activities or programs that outside people would come and be spectators. >> Oh, yeah. No,
>> see, I thought I' been to going to a trip to Polar Park to watch the ball game or something. Yeah. >> Right. Right. >> Not again. Your residents here, right? The center provides activities at least 30 hours a week. That's what it says.
>> Yes. >> We do. >> Yes. Okay. >> So, we're 9 to three. That's 6 hours times 5 days a week is 30. >> Well, moving on to All right. So, Sher, let me ask you a question. We're coming up close on our hard stop and I know you have another client moving on.
>> I do at four. >> Do you want us >> Do you want us to stop? >> No. Please continue. Okay. >> Yeah. >> All right. So, you'll join you'll stay on the line until we >> until you have to come. >> Absolutely. Thank you for uh your consideration. I appreciate it.
>> Well, I hate some I know sometimes you've been knocked out or you had to leave and this time was I All right. Let me make sure. >> All right. Let's do evaluation standard six. >> A senior center shall have appropriate and adequate arrangements to evaluate
its program services and their delivery. Evaluation is the catalyst for change and growth. An evaluation plan is essential to a senior center success. Has the senior center developed and implemented an
evaluation plan? I would say no. The only evaluation is through the listening session. All right. Um so many things. >> Is this tool not an evaluation?
>> Yeah, >> it is. >> It is an evaluation. >> Yeah, but we haven't completed it yet. >> Okay. >> So when we do it the second time, Cheryl, we could say yes. Um, an evaluation plan provides a senior
center the opportunity to do many things. Which of these things does a center do? Demonstrate program success. >> Um, >> well, if we don't have one, then >> so we're just going to say >> no to all of it, right? >> TBA.
>> Yeah. So, all right. So, I'm going to provide a caveat here. So no, we don't have a formal system of evaluation. The staff are always informally looking at what worked and what didn't work. Um
so like after the Christmas party, we sat down and said what went well, what didn't go well. um when whenever we have like um a new event um
or a new sign up we'll say how did this >> yeah do you okay so when you do that do you then sort of take it all in and so as you're planning for the like using the holiday meal is it planning to either the next holiday meal or the next
larger meal do you go back and say hey remember we need to incorporate these things or take out these. So is there that type of >> Yeah. So like we through evaluating big events, we're no longer using um the
chafing dishes with the burners underneath them when at all possible. Okay? Because we've evaluated the amount of effort and then the amount of um water spillage and stuff on our limited counter. So we we we evaluated that. we went to the hot >> plates,
>> you know, like I'm just using as a very specific example. Yeah. >> Um, you know, when we started with season tickets, there were some hiccups as far as um what expectations of reality were for accessible seating and
not um so we learned from each one of those and have adapted going forward. So I I think honest >> answering these questions is probably it's valid to do it >> even though we don't have that formal plan.
>> Um I mean I think we could still answer them. I think you're I think it's kind of asking do I do those things versus is there a formal process for that? I mean, I have no problem blowing blowing by it and just saying, you know, >> we need to we need to create a more
formal standard, >> right? But working through these questions might help inform what our evaluation of Katie's evaluation plan would look like. >> That is by looking at by looking by working through this, we I think it may
help her provide her an idea about how best to proceed when establishing. What if we just read through these with the assumption that they're nos and if there's something that is really not a no um call it out >> demonstrate a program success no
discover program weaknesses. >> Yes. >> It's always easier to point out what went wrong. >> Assess programs for efficiency, effectiveness, and customer satisfaction. >> That's it. Yeah. Yeah. Do that. Uh produce valid data to facilitate the
decision. Yes, I absolutely do that >> provide information for duplication programs. >> Um, I try not to reinvent the wheel. So, you know, as far as signup sheets, you know, things like
that, then certainly whenever I can follow a process or work with a vendor that was successful before. So, to some degree, >> it also also keeps it consistent to discover unmet needs or duplication of services. >> Unmet need is tricky. Um, but I'm always trying to trying to work on that. Um,
>> but I'm going to say I'm going to say no, not in any sort of organized way. >> All right. Document accomplishments and successes, an annual report, feedback in the newsletter, things like that. Sure. Substantiate financial needs. I always
do that with the budget narrative >> and show willingness to let people voice their assessment. I try to do that with an open door policy and with the feedback session >> that also would then go to as well too would be I suppose if we did do the evaluations after the program they
>> right they yep >> right not only should evaluations be carried out but also there should be a method and a procedure to examine the evaluation process which of the following does the senior center do the evaluations are reviewed periodically by
a consultant for their validity no evaluation summaries are produced and made available to those completing the evaluation. Well, since there's no evaluation process, but we do put up like in terms of the listening session, like if I were
to >> confine this to what we are doing, >> um those go up >> um like last year's will go back up in the next couple of days and then it stays up for a week or two for them to look through once they've done the new
ones. Um and certainly in terms of the data, >> um the data for programs is presented back to you guys. Um, you guys don't spend a lot of time going, "Oh, there were more people or less people for lunch or more people for this or less people for that." But that certainly
would be a form of evaluation, >> but you probably don't do it verbally. I would do it sort of >> there's more here. >> Still trying to put it into sort of perspective. So, and perhaps you've recognized this or it
seems that there and this is asking if we have an evaluation plan, but there's a presumption that the evaluation plan would involve multiple
different evaluations. >> So, how different things get evaluated depend on that thing, right? Right. And there will be different ways of so there may be I don't know six or eight different evaluations and your evaluation plan should take into each
one of them. Yeah. >> I see. >> And that was obvious. >> Okay. Now >> I don't I don't necessarily know but you know once Yeah. They've got to all be addressed if you've got multiple different types of >> Okay. You know
>> different. So the way someone would evaluate for example when you come to the senior center for social service help did what you receive help you address your issue that you came in for would be
a different evaluation than like did you like this theater performance. So, so the ask of the ask for you becomes more complex because now you
would be looking perhaps to codify a number of different evaluations >> and then Okay. >> Do you have to assume that this is forming a bigger some senior centers
have it for the activity director? >> Mhm. for outreach the social worker for main director. >> They're all being evaluated differently. >> Yep.
>> Evaluation summaries are made available to the board's funding or public. Yeah, I think >> no because >> no because I mean they don't exist, but I mean you're certainly invited >> to come to the listening session.
um the feedback I the um the programming summaries are available but you guys are not doing an evaluation based on my director's reports right so I would say no to that >> right >> results of evaluations are used in
planning and improvement of operations >> I'm always looking at my informal evaluation of event to how to do it better um but not a formal one Adequate resources for evaluation are part of the operating budget. No, we
there are many areas that should be included in a senior cent's evaluation plan. He want to >> which of these parts of the senior c center's evaluation plan the extent to which the activities are meeting the
mission >> it's I mean all of these are are planned I mean >> to a certain degree you're doing them >> informally or some subconsciously you know you're looking at is right >> is this is this activity going to meet the needs of the seniors or to do them
>> right. So, for example, um I'm always screening through people approach me about offering programs all the time. I had someone approach me about doing caricature drawings the other day and it was very expensive and given his
capacity it was a high cost per person and I was trying to think like that could be fun but how would I really justify this amount of money? What would >> like I I do go through and think what would someone get from that? what what
would a someone get from a caricature? And I really just couldn't >> justify it. And so there I am looking at the mission like what am I trying to do? It's this is not >> do I I'd also take a look at it and go all right how much is somebody willing
to pay to copy? >> I don't want it in my house anymore, >> right? And and also yeah, you end up with a piece of paper with stuff, right? So, um, so I think on an informal subconscious kind of level, sure. Um, >> put it on a t-shirt.
>> I don't put that on my t-shirt. >> I'm done with that phone in my life. >> The extent to which an activity or service is being is achieving its objectives. >> Again, I I look at that going, are people giving you feedback? Are they
saying they're enjoying the social program? Are they saying that they're getting stronger? They do give me feedback about whether, you know, they feel more steady on their feet or they're sleeping better or whatever. Um I do look in terms of social services like did we get that person the thing
that they needed >> but again not a formal process >> like so I think you answered the next questions participant satisfaction >> um evaluation participation rate over time >> no and I I'd love to do that because
it's actually there is a report in my senior center that you can look at how many new people you have within a particular date range and then you can look at do they come back at all. Do they come back within X time period, X time period or X time period?
>> And not everybody's going to be a multi-day a week senior center participant. That's just not a realistic expectation. But depending upon what they came for, you could set some goals about what they would come back for, right? Like you would not want to say
>> to get Yes. You would not want to say that you had 30 new people who came for lunch and none of them came back again. That would be bad, right? Or 30 new people came to knitting or movies and none of them came back again. That would
be a problem. So that is available and no, I'm not doing it, but I'd like to >> evaluation. Yeah, we just talked about that. examination of the need for the program and if the need is being met.
>> I'm going to say no. Um sorry, no. >> Yeah. >> Analysis of cost benefit programs or >> um yeah, informally. Um >> well, like I said, everything's pretty much informally. >> Analysis of cost per participant.
>> Well, I obviously always know how much it costs. Yeah. Um examination of how decisions are made and who is involved. That's >> so that's more of that's not uh it's not really applicable
in this situation I think. >> So I'm thinking of all of these things above it are related to programming and then is that related to programming or is that related to operations more broadly?
Well, could be programming operations, but yeah, you're right. >> I think it's much broader than the ones above it. >> Yeah. Cuz then the next one, if the customer is receiving the service, they expect
if C, it's missing something, isn't it there? >> Or maybe it should be >> I'm not sure what that comma is doing there. Yeah, I'm not sure. Let's go for no then. >> Um assessment of the adequacy of the
facility and the equipment. >> I feel like we've done a lot of that for the building project. >> Yeah. >> Assessment of the visibility and image of the senior center. >> I think that's the same thing. You've done a lot of it because of going for the new one.
>> So I think there's a lot of that sort of that. >> No, you only have to do two of those above. That's much more generous than the one before where I had to do 12 of the 14. >> Yeah. >> Um, there are numerous ways to collect information for evaluations. Which of
the following did the senior center use? Satisfaction surveys? >> No. >> No. >> Surveys or checklists that are easier than >> interviews that evaluate more fully a subject. M that's
>> unless unless you would count that as like when someone come comes in to give a suggestion I'm probably going to have an a >> different conversation with them like if someone brings a concern with to me if someone brings feedback I will ask some
followup questions do I have a formal set of interview questions no so yeah all right um observation by train observers focus groups to no to explore not a topic in detail case study reviews. No
other >> the only thing I would add is for 2e not a focus group to explore a topic in depth >> but that listening session is a focus group of >> whoever's interested but you know typically our people who are here
already for lunch you know but that's over not in depth that's over everything more broadly >> outcome okay so you only have to do two methods of evaluation Katie >> okay outcome based evaluations show what an
show what impact a program has on an individual. >> How has the senior centers conform to these outcome evaluations? So, I'm going to say I mean none of those. >> And again, when when we are in the new building, I am a big fan of
evidence-based programming and evidence-based programming, especially like they all include like a toolkit that you can purchase and they involve pre and post tests. They involve self-report questionnaires um in that.
So that's going to require and I I understand that's going to require buy in from the participants that they will participate in that. That is we'd like you to fill out we're going to do a fitness test on
you now and then six months from now we're going to do another one >> or >> you know whatever the whatever the case may be. >> So >> yeah, that could also be true as I'm using fitness as that. You know, you get the new people in, you get them, you suck them in with something saying, "Oh,
we're going to give you a lollipop at the end of Jesus." >> Incentives are certainly opinion. >> Yeah. A lot of those programs is, "Oh, hey, if you stick it out for those six weeks and everything is is, you know, >> you get that Apple Watch, you get that whatever,
you know, you meet those certain criteria and that's they're giving it to you." Yeah. I mean having come from a research background I think that people who are attracted to when I will offer a matter of balance
which is an evidence-based balance program and it's marketed as such this if you do these things over the six weeks of the course evidence shows that 96% of people showed improvements
in balance, showed improvements in steadiness on their feet, felt more secure, you know, blah blah blah blah blah because that's how an evidence-based program gets to be is that it's been repeated on thousands and thousands of individuals with pre and postus. So, I think that the type of
individual that is interested in that versus an ongoing DVD based chair exercise is someone who's more interested in going, I want to know, am I going to improve? Yeah, let's find out if I'm going to improve. So, they are >> you're less likely to have someone come
join your evidence-based program and then refuse to do metrics. >> All right. So, shall we soldier on and do section standard 8 or should we cut it here so that Cheryl can join us next time and do standard 8 the next time?
>> You're on mute. >> I unmute myself. it. I have a couple of minutes if you guys How long is standard eight and >> records and reports? >> It's records and reports and it's like two pages, but they're all questions and those types of things.
>> You want to postpone it? >> Yeah. >> All right, that's better because I have about five more minutes. So, I I don't think we could do this in five minutes if we could. >> Who wants to post? >> We'll postpone it then. >> Yes, please. >> I want to postpone it. How about that?
>> All right. All right, because Dennis wants us on it. >> I think we got a lot accomplished this afternoon. So, yes, please. >> We did. We did. So, if everybody would take a look at that section, so we can just whip it through next time, we'll be good to go. And then consolidated, get
it out. >> We're all We're all We all need to look at the volunteer manual by what? By when? >> If you could get it to me by the end of the month, that would be great. I mean, if you could do it before then, even better. But I just our meeting for
February, the second Tuesday is the 10th. >> So, um, that would give me because those are full weeks. >> So, that would give me at least 10 days then to incorporate feedback and I'll have feedback for the from the volunteer session, too. So,
>> perfect. >> All right. So I will accept a motion for make a motion second. >> Cheryl, are you in favor of that? >> I I am. >> March. >> I Dennis.
>> Hi. >> Mary's eye. Thank you very much everyone.