Okay, welcome welcome everybody to the board meeting of the council nation for March 2nd at 2 p.m. Uh can I just make an announcement? Any person may make a video or audio recording all open sessions of a meeting
or may transmit the meeting through any medium subject to reasonable requirements of the chair and as the number and placement of operation equipment use so as not to interfere with the conduct of the meeting. Any person intending to make such recording
shall notify the chair who is with. All documents referenced or used during the meeting are to be submitted in duplicate to the chair pursuant to the open meeting and public records law. All documents shall become part of the official recording of the meeting. Anybody recording? Paul, put your phone
down. >> Okay. >> All right. Call to order. We have our minutes. Uh hopefully everybody got a chance to go over the minutes. Michael sent them out early last week, I noticed. So I was able to read over the weekend.
>> Do I have a motion to accept the minutes? >> Make a motion we accept the minutes. I >> Okay, thank you. All in favor? >> I Any oppose? Okay, so voted. Thank you.
Okay, next thing is going to be on our list is the treasury report. So give it over to uh Terry. >> Okay. Um you all I have a copy of the treasure report which Mike has provided
in your package and um on page one is the general fund. It was a short month 220 as of 22826. We have uh uh we are in good shape so far. There are some transfers on there
which needed to be made. U I remember from my days of working in city hall that around April and here we are only in February the U note comes down from the head office no
more spending. So Mike has made uh looked ahead and made some transfers where necessary so that we will be okay. There'll be no more major purchases, no more even buying a pencil. Uh I always remember when this would happen at city
hall, we'd know that the notice was coming down and we'd all rush to buy stuff, spend our budget before it was too late so that we'd have ensure that we weren't spending it recklessly. we were being sure that we had enough supplies and things to carry us over.
So, Mike has done his job and everything is in order. He's made proper transfers here and there, so we should be able to purchase a few things between now and the end of the year. Are there any questions on the general fund? >> I want to make an observation. Uh,
sometimes Terry gets angry at my different colors. Uh but I want to make sure we understand the purple is just highlighting the purchase orders or those obligations that we are contracted to fulfill by the end of the year. So that money is although not spent is
spoken for. Um so it it affects the balance only in the sense that it is a an accounts payable. On the right hand side though you see the red there are several accounts that are highlighted in red. And the reason they're accounted right is I just want to make you aware we're about 58.3%
of the way through the year in February. But we have uh exceeded the budgets for many of our line items including the department head, our administrative clerk, our custodian, our outreach coordinator. But that's going to balance
out. I mean right now it shows as being over at the end of the year. It will stop at 100%. It won't ever go beyond 100 100% because that comes out of other funds. So, we're okay there. Our overtime, we're at 87% in reality. Um,
this month will probably be at 100% of overtime. And uh similarly if you look at repairs maintenance we're at 59%. Even though it's 59% the reality is that we still have outstanding obligations to those uh people or organizations that are in
purple including FM generator which is our monthly contract. Um redo sheet metal now is gone. So that's been zeroed out royalty. We'll have a bill of about $5,000. I'll talk about that in our director's report. So, we're going to be um especially in the salaries and uh
wages section of the budget. Right now, it appears we're going to be over. Uh if we if this trend continues, what happens there? Typically, if it's one line that's over and one line is under, I can transfer within that portion of the
budget. So, I can transfer salaries to other salaries to make up any deficits. But, it looks like we're in a deficit in all of them. So, we'll probably have to go back and get an additional supplemental appropriation. Now, we knew that was coming, by the way, because the
budget was predicated on last year's numbers, but the union negotiated a raise. So, we know that there is going to be a need for a supplemental on at least two of the three salary positions in the department. That's not
unexpected. um what is unexpected are the repairs maintenance and the two big ones were redo sheet metal for the emergency exit out back that had over the last year gotten to the point of rust and deterioration that was no longer saved. So we ended up closing it.
Those repairs are done and the um the uh incumbent uh money for encumbered money for the boiler repairs. Are there any questions at all on the uh on the general fund at the top of page
one? The top portion of page one. I think Mike explained it all very well. Down at the bottom on page one is the gift fund. We did receive a gift of $1,950 in February and we now have a balance in
the gift fund of $99,24391 and $25,000 is in escrow for painting over at Waterford. >> And we've not encumbered that money because we don't have a bid on that. So there's no contract, there's no obligation. This group has voted to expend up to 25,000. So, we may not have
to spend any of the money as appropriated by the city, but um I can't appropriate it. We'll see a purple line item there for a contract. There's no contract. >> We we just like to keep reminding you so no one forgets. Is there any question on
any question on the gift fund? No. Oh, yes. Paul, >> there you Okay. um on the gift fund that's still being allocate money is going to be allocated out of that fund for painting. >> Yeah, that's what we just talked about.
So that we this group voted to uh allow the expenditure of up to 25,000 as a match dollar for dollar match. So if it was 50,000 we spend 25, it's 40, we spend 20. If it was 20, we spend 10. >> Is there is what you're saying is there
a ceiling for 25,000? There is a ceiling from this group of $25,000. This group has voted to spend up to $25,000 for a painting. >> Right. >> The painting might cost $75,000, but we'll only spend 25. The painting may be
12,000 of which we'll only spend six. >> That's right. >> That's a match for match. >> Thank you. And I'm sure once we get down there, uh, there'll be some other permanent type of items or furniture or something that we
as a we will want to donate and that can come out of the gift, you know, subject to a vote by the board, but I'm sure that some of the money hopefully will be spent when we get to Waterford. Yeah. >> To make the, you know, to make it a nice area for us. So that's the thing. Okay.
Any any further question on page I'm get note okay the next is a revolving fund which is on page two it starts at the top and it goes to uh the top of top of page three
okay there I don't think there's anything too much different u a couple of uh uh uh one instructor that he knows will be coming. her her money is held that's in purple down there
1,050 and then McN's an event there 3,000 is held there and then the cell contracts up above other than that and then the income for
the turn over the page and then 12,0880 is for the handover is a p a purchase order for handover and Mike did email everybody the details on there. I think he emailed everybody. I
know he emailed me and also on the Wilson bus. So unless there's any questions there and um so >> I think it's really important to note that 18073 if you go into units today and you look at the fund it's going to
show you the beginning balance any changes in income the available balance it'll show total expenses and then it will show encumbered and that encumbered amount of 180730 matches exactly what units is which is how I was able to
prepare that detail for you. I can pull the report from Unice and then give you the line item by line item contract uh status for each of those POS. And I think it's really important for you all to know that all of these numbers tie 100% to Munis, our city accounting
system. Like none of this is projected or forecast or estimated. It comes right from we give you more detail, right? because you have to keep going deeper and deeper in doing this to get to detail. >> Yeah, we thank thank you for that. There
weren't too many expenditures in February. They're listed there and they total uh the total expenditures in February were 1,02516 for a total so far this fiscal year for 45,85302 and we now have a balance in the
revolving fund of 43,31171. Are there any questions on any of the expenditures in the or any questions at all on the revolving fund? With that, uh, we'll move down to the lifeline lifeline fund. Since this is a new one, I'm going to let Mike take it
over. And, uh, I guess it's pretty self-explanatory, but we'll let Mike speak on it, please. >> As we explained at the beginning, we started these discussions, take over Lifeline last February, rolled over effectively April 1st. However, the lifeline process for all of those
subscribers had already been in place till the end of the year. So those transactions through December was still processed through the old way. The city started accepting revenue and paying the bills out of our lifeline account on January 1st. To date, we have um $1,451
in lifeline subscription costs and that was from the month of January. February should be coming in soon. We'll be paying that in March with revenues of 42.48 leaving us a balance of 27.96.84. Um but understand we do have an
estimated amount of subscriptions. So we know that there's going to be another 854850 of expenditures for subscriptions through December. Um and then um and that number is going to come down cuz we really only have to go through June is
going to come down 1,500 a month. Yeah, it's going to be pretty close. Um so 6 months. That's right. That's actually right. >> So if we get no revenue for this year, we'll have an estimated negative balance of 575166.
I can project expenses because I know my expenses. The revenue is really predicated on what people pay us and they will pay us. So at really at the end of the day, we make about $1,100 a month. We bring in about $1,100 bucks.
So that's 12,000 $13,000 revenue a year if things stay the same. Of that 13,000, we spend money on equipment. We replace equipment here. So that's available to be deployed. Um but that certainly doesn't amount to 13,000 bucks. All
right. Are there any questions at all from Mike on that new That was a new our lifeline fund. That's a new one. First time this has appeared, but it's nice to have these figures. Okay. And
>> I'll just a little clarification. >> The um 8,000 figure is that because of it because of the if you add up the 1451 twice you get about $2,900 max revenues,
right? So you add the 20. No, >> no. 1451 is expenses. So figure 2900 * 3 is going to be the 8546. >> All right. So where's the revenue stream? The >> revenue stream is up above the 424834 is what we took in for revenue for
January and February. >> And that comes from subscription. >> That does. >> So So if you take the 424834 for January and February >> minus 145150US 145150 for January and February. So 2900
42 - 29 that's only 1,200 bucks. >> Yep. >> Okay. >> Which is right. And then you take 1,200 * 12. >> So you have 8,000. >> I I know what my expenses are going to be. My expenses are going to be the
minimum of 145150 a month. >> So I encumber like I have to encumber that money, >> right? So, but I I can't I can't book a receivable on things I haven't built out yet. So, if you take the 4248,
right, that's for 2 months. So, we're going to times that by another five, that should be about 20,000 >> minus the 12,000. >> Yeah, >> that's what our >> Yeah, I think it's the total for the year is 24,000. 24 - 12.
>> We should be fine. we're going to be fine. Yeah. Unless >> people just decide not to pay the bill for 12 months. >> Yeah, that's the thing. >> And we have a really dedicated and focused effort here to make sure that we're tracking late payments. We make
calls immediately and uh late payments are called beyond 30 days. So, we don't we don't just just don't allow it to happen. >> So, what is the cost of this prescription? >> Depends depends on which one you have. They can go anywhere from $24.95 a month
to $49.95 a month. $24.95 land line if you're getting a hardwired landline which has a very short um uh perimeter field of signal, right? So, it's based in your home. You can't go to
Walmart and push a button and have it work. >> It it'll work in your bathroom, in your living room, maybe out in your yard. So, short distance up to the on the goes. The on the go are cellular. They go anywhere in the country. You can go to Timbuktu and the lifeline will work. It
gives um a location based exactly on how your your cell phone works. Um so they can get it to like 2 ft of where the person actually is. It works in places I say in places like Walmart, the Walmart parking lot cuz my cell phone does not work in Walmart. If anyone's ever tried
that, anywhere where signal is disrupted, it's going to be disrupted there. Um, but we've had folks that most recently have gotten the onthe-go with fall detection and they were in Tennessee and it worked. So, it it works um, you know, pretty well. And those are
the higher price subscriptions of 49 bucks. >> So, in the 25 to 50 range. >> Yep. >> On a monthly. >> Yep. >> Okay. >> Can I ask a question on that one? uh people who have it for the inside for their home here nearby whatever if they
go away on vacation let's say they go for four five miles depart they up just for that short time >> no all the time >> so the reason for that is beyond that those are um kind of proprietary to the person we will recycle on the goes we
try not to so when somebody subscribes to an onthe-go or cellular plan they get a new device brand new right out of the box but they own that device any of the hardwired devices we own. So any of the 6T900's homebased units, we buy those,
we maintain those, we change the batteries, we deploy them. Um the reality is almost 100% of our new subscriptions have been on the go because seniors are more active and engaged today than they've kind of really ever been. Um and they want to be
out in the garden or they want to go to their grandkids or they want to go to Florida for 6 months. They can take their go with them to Florida. All they need is to make sure they bring their charger and they're good. Just like their cell phone. Yeah, it's a pretty cool system. Um, you
know, we've had some our staff and volunteers do the maintenance on those. And again, the single most common issue we're having with subscribers is they forget to charge the unit. And we get an advanced
notice on that. So, we get a notice 3 weeks before their phone, 2 weeks before their their device stops um providing signal. So, we're able to call them and say, "Hey, Glattus, hey, Mike, get your get your device on. Let it charge for an
hour, an hour and a half." Um, you only have to do that like every seven or eight days. So, it's kind of nice. Um, I'm sorry, for the full charge. Really, we advise people to do it every single day. Put it on while you watch a judge do eating dinner, having breakfast, throw it on the charger, then you don't
never have to worry about it. >> All right. Thank you. >> Does anybody else have a question about the lifeline? You know what's new? Any other any other questions about lifeline? No. Okay, then we'll turn over the page to page four, which is nothing.
that grant is closed out and hopefully uh as of June 30th we will no longer have that page in our in our report but we have to carry it through our fiscal year end. Okay. On to page five which is
our uh FY25 state grant. FY25 state grant. Okay. And again, we have some uh items in purple, which are of course purchase orders and some of them for the
instructors. Mike has estimated or figured out their uh things to the end of the season, so that's why they're all in purple. And then uh and the manager or the CAC, the lunchon manager. So
those are all there. There were a few expenses in February. You can see them listed there. And uh monthly the total was4,47450. And then the outreach coordinator is
going to come to 1,60948. Anyway, and then you can see the year the year to date right over here. And right at the moment uh we have a balance of 45,99538 and after you subtract the uh
uh outreach coordinator salary we have available 36,7876. So that uh grant is in very good condition and uh we still have good a good supply of money there. And the last
page is the FY26 state grant and fortunately we haven't had to use any of that just yet. And so we have $89,136. Oh, I forgot to ask. Does anyone have any question on the FY25 state grant? Paul does. shaking. Sorry, I forgot to
talk. >> Sorry. >> Go ahead. >> Under technology Google, >> we have $1,400 that was expended for February. >> I don't think so.
>> Uh, yes. >> Page says $1,400 and then year to date is $56. >> That That is a typo. Yeah, that should be $14. It's only $14. >> Yeah. >> Oh,
>> so the the year to date is um so so those numbers >> would be wrong. The Yep. It's a good good catch. That was a type. >> Yeah, you're very observant, Paul. >> You're going to see that the balances
though are are fine. Um, the only change is going to be the total monthly because the calculations on cash balance and available balance is predicated on the year-to- date numbers, not on the monthly numbers. Right? It's super
important for you to know that the only thing that would be off would be the total monthly of the 447490. You're going to change that by $1386. So it's only like 12.90. Gosh.
>> Perfect. >> But the total expenses is correct. >> Okay. So I say anybody else. Do you have a question? No. No. Nobody else has any No more questions on anything. Okay. And Mr.
President, I submit the treasures report unless Mr. Elvis has anything to add. >> No, really, really good job. This was a >> they will submit it as presented. >> Yes. >> I think I I will just make a note. Um so
outreach coordinator expenses will start dropping into the outreach coordinator account in the in the city general fund starting next month. And you may see and I want to make sure you all know this. you may see a very large deficit between
the budget and the actual expenses in June. Remember, all of those excess expenses beyond 9,000 will be adjusted out and applied to the grant account. Okay? Just be aware of that. You probably won't remember that, but I want to make sure
you know that going forward that that will show a much more significant deficit than it does now. I changed my submission as corrected. >> No, no, it's Oh, yeah. As corrected from the 1400. Yes, >> I present it as corrected.
>> Very good. >> Have a motion on the treasure report. >> Thank the secretary's report. >> I'll second it. >> Second by Paul. Okay. Any discussions? >> All in favor?
>> Any opposed? >> Okay. So good to >> And just for clarification, Stanley, you said the secretary report the the finance treasures report, right? Yeah, that's what was on the table. So, >> okay. Next thing on our report is under
old business and new business from prior meeting water. >> Not much to report on water street. The doors um we saw them being framed in. I suspect they're in. Uh I haven't seen them personally. So, uh, that's kind of
like really good news. Um, we're just kind of plugging along. I think the city is being very deliberate. I talked to you about this before in terms of how work is being done and how that work is scheduled and planned out between all of the different parties and
the different contractors in there. They're trying really to balance, I think, a very difficult um, balancing act. So, not a whole lot to report on this year. All right, next on the list is the new business.
I'm going to have Michael keep going with his director's report. >> All right, here we go. So, I really wanted to talk to you about some things that were more emergent um rather than the general programs and services. Um
the snow has wre havoc on us. Uh, however, I think it's really important to to know and remember that throughout all of this very very cold weather and the significant snowfall that we get in New England, we have been able to stay
open uh with no implications or impacts on our services and programs. Now, we're able to stay open within the confines of the days and declarations that the schools are closed. But remember, when the schools are closed, our staff still reports here. It's actually a nice
opportunity for us to get some work done in the building when people aren't here. So, we're able to do floors and walls and stuff that we can't do on a daily basis. But here are some of the significant things that happened. Uh we noticed a leak in our boil room. Traced that leak
down, pull the insulation off the manifold. The manifold being the main supply line for all of our different uh zones and the six circulators that serve those zones. The manifold was completely rusted and rotted. Um it was an e
situation. It broke to the touch and it was leaking profusely. We had to shut down two zones in the building. Um that means there was no heat being supplied directly to those buildings. So, we came up with a strategy and we're able to
minimize the impact on that by keeping doors open, circulating heat from other zones into those zones to keep uh the building hot and uh allows for the utilization of the building during that period. We first identified at the beginning of the cold spell, we really
couldn't afford to shut the building's heat down during, you know, a -20 uh below zero temperature. So, we kind of limped along um and let it continue to be the way that it was until we're
able to find a time that allowed us to schedule it without impacting the building. We did that. Royal Steam came in early on Thursday morning. They were able to replace the manifold, get most of the work done on the four primary zones by the end of the day. The next day, we're able to come in and do the
next two zones. Um so, we were able to get all of that done. it it's going to be an expensive proposition though. We repaired two circulators. We maintained heat throughout the building. Um we also noticed our domestic hot water boiler was kind of wigging out on us doing some wonky things. Weren't really sure why it
was breaking down intermittently. And we shut down totally shut down which didn't affect the heat but it affected hot water. And if you don't have hot water, you can't do food. So we were able to mitigate that. We brought in some hot water. Um Haywood Hospital was kind
enough to allow us to um use their hot water devices. We transported that hot water in gambros which stay hot for 24 hours. And we had um seven gamros deployed here with about six gallons each. that allowed us to have hot water
for hand washing um small dish uh washing just for the the two and a half days that it was out while World team was working on it. They found the problem. They were able to fix it. It's repaired now with no problems and it's working effectively. We had a frozen
pipe in the lobby of the elevator uh lobby in the front. We're able to address and restore that heat to the affected zone without breaking it or or cracking any pipes. So, that was again a very thankful uh we're very thankful that that happened in the way that it did because we were able to get heat in
there by opening the doors and just direct heat from downstairs and then fix the um unfreeze the pipe. We didn't have to fix it. The emergency exit repairs were completed. We still have ice build up on those stairs. It causes some ang
off that back exit area before we can make it usable after every snowstorm. Um, our snow and ice removal was pretty significant. We lost uh in the first storm we've lost about two spaces, but then we're able to manage that back. So,
those two spaces open. The next storm we lost the front handicap space. That space has never come back. There's snow piled there. We can't get it out uh unless we can get a front end loader. But I think it's important to note of all the spaces in the parking lot with all the snow that we've had because of the intense cooperation and
collaboration of other departments including DPW, we've lost one parking space this whole season from snow, which is pretty dang good. And I really want to harp on the fact that, you know, we make a call when we have a need to
another department and ask for their help. And very rarely are we denied. And in fact, after the last major snowstorm while we were waiting for and getting ready for the next one, we were looking at the lot saying we don't have capacity, I made a call and asked if a front end loader could come up during
the week and 5 minutes later there was a front end loader here. Pushed all the snow back. Opened up that space for us to be able to push the new snow that came at 20 in after. It was pretty cool. We have a roof in our membrane roof. We have a leak in our membrane roof above
the um CC and elevator area. We can't do anything with it until the snow and ice is off. It's too dangerous for people to be walking on the roof. Uh once that is cleared enough for us to be able to get on the roof, we'll make some repairs to that. Um which I think is strictly going
to be some seam seal. Um some seam tape, hit all the seams around this uh 4ft square area. I think that's going to do it. Again, we had some problems with our ramp. Some of the supports for the ramp ended up rusting out as well. we're able to get those repaired again with zero
impact on our services and programs here in the center. Of course, that is a major entry area. So, we kind of finagled the repairs in when there was minimum traffic going through the ramp. Um, Wford Street, we moved the furniture. As you all know, we had a
group go down and move furniture from the elementary side to the to the junior high side. There's still some more to move. um which is just storage. Of course, we're not using the facility yet, but we have office equipment stored there that was donated to us. So, it didn't come from
our facility. It came from other places. We don't have capacity to store here, so we're storing it down there in anticipation of moving there. We have a group of people working on paint colors. Part of their mission and commission is to find paint colors that are age friendly appropriate and reflect the
various needs of of aging folks in our community, including those that may have memory loss or dementia. Um, and it sounds a little maybe weird. Um, but there are there are dementia friendly colors and they're working on that color palette now. They've actually come up
with a couple recommendations and we're going to do just a quick walk through down there so that they can get the final um proposal ready for us. Um our textile dumpster, we are increasing capacity every single day. Last year we
did 12,600 lb of textiles. How do I know that? Cuz I get paid per pound. And that's what the calculation comes up to based on the money that we got. Um we now have three pickups a week. There's no place in the city that does three tits. And we've gotten um commitments
from a couple of the housing units in Gartner that don't want their own dumpster, but want a textile um disposal provision in those apartment places. So, the city's going to give us the 64gallon large
recycled containers to put down there and then they'll transport it here to our textile up to just increase capacity. Remember, at the end of the day, this is a recycling program, not a money-making program. The idea is to take textiles out of the landfill. And we, I think, have been doing really
well. Um, we've seen donations of monitoring and other resources increase significantly, including some meat donations from local supermarkets, which we're very, very grateful for. All of that goes into the food pantry. And food pantry, it doesn't come into our
programs necessarily. Um, we got some IRS equipment and furniturees that were donated, including file cabinets. Um, a shredder, a large capacity industrial shredder. Pretty nice stuff. Um, I think we filled a trailer full of things. Some really nice coat racks that are too big
and clunky to have up here, but work out well at Waterford Street. And they've all been brought down there and have been stored down there. And we've gotten again this year trips and excursions funding, some support and sponsorship to pay for our trips and excursions specifically for those that participate
in our support groups. If you don't know what our support groups are, we have a men's group, a women's group, an LGBTQI support group, a veteran support group, a dementia care support group, and a weight management support group. So folks that want to go on those excursions from those groups, they are subsidized. Um the rest pay a little bit
more. our programs and services, our tax state appointments for 2026 booked in less than two weeks. 125 people booked for tax appointments. Um we had a waiting list of about between 40 and 50 people. Uh as a result, we talked to our
tax people who have been super supportive and great to engage with and trying to come up with some creative solutions. Um, I think in recognition of the fact that we work hard to promote the program and get people into appointments, they agreed to come in on a Saturday. They bring in five preparers
on a Saturday. We're going to do a tax split Saturday. Um, it really gives us four people to do appointments cuz one person is always doing the double checking. So, that's four people for 6 hours gives us 24 more appointments. We
booked all of those in a day. So, we do close to 150 tax appointments, which is a pretty darn common large tax aid program. Um, in the grand scheme of things, we have record attendance. I think I told you Thanksgiving, Christmas, and St. Patrick's Day is coming up. We booked that very quickly
and we're maxed out with the waiting list. Our talk with the dog and curse with the nurse program has been awesome. Uh, I want to just publicly thank retired physician and area legend John Harrington and his partner John Scrippsac who've come in and just had
coffee hour with the seniors chatting about maybe some concerns they have or trying to get some advice. It's not medical. It's not a medical appointment. We're not doing diagnosis or treatments, but we're giving folks resources or things to think about um tests that they
might want to consider. um how to get resources for a loved one, that kind of good stuff. Then we also have Julie Ireland. Julie Ireland is the nurse director at the Highlands and is somebody who's been in the in the uh
gardener area a long time. She worked at Haywood Hospital and uh wanted to also be part of this. So we have talk with a doc talk with a doc and curs with the nurse. Now, I I'm going to go on a little bit of a a wrap down rabbit hole here. People say, "Why curse with a
nurse?" And it's really it's a it's a term of endearment because I think nurses sometimes are a little bit more frank and can have the more candid conversations that physicians can, right? They're they'll they'll kind of tell you
what they think and what they've seen and how they feel. Um kind of a little bit more engaging. And I also will tell you most nurses I know uh swear like truckers. So um they are funny as heck and they just so it really is apppropo.
Our case management continues in housing and heat assistance, nutrition, transportation programs, certainly Medicare, Medicaid and Mass Health and also interpretive services. um we've started to have some demand for and request for assistance with language
translation including hearing impaired and we're able to bring in some um you know some friends of the senior center to do medical interpretation for us. So we're so thankful for that. our marketing communications. I just want to remind you that we do a lot in as as uh
in that regard. We circulate 2,000 printed newsletters every single month through 50 different outlets in the in the greater garden area. We do an online circulation now of almost 2200. So it's 2200 emails get emailed um an electronic
copy of the newsletter which is about um uh 14 sometime 12 to 14 16 pages more than the printed version. The printed version is is 12 at a minimum every month we send out an electronic email u
version of the newsletter that's 26 pages or more. So this past month we got one 36 pages. Um we do in-house cable access and CC slides. So in on all floors in every room we have electronic mo boards, electronic message boards and
every slideshow presentation. We also do that on WG. Um we do about 36 slides in March. We'll do I don't think we've ever been less than 30 in any month. talked about our programs uh and services in
CHC Community Health Centers has agreed uh to start to promote senior center programs. So, they do slides for us at CHC locations in the Green Garden area. Our social media has gone through the roof. There are just too many metrics to talk about. Um really positive things. I
will say we have a 4.7 out of five Google rating and a five out of five Facebook rating for interactions and how people rate services at the Garden Senior Center. Our likes are up, our followers are up. We reached a um we had
a reach of just over 230,000 people. Um this is a big reach for a senior center, right? When when you think of like technology, technology and seniors don't necessarily go hand in hand, but we're getting the word out through social media. Our robocalls and outreach calls, I just got the analysis
for last month. We did 280 outbound calls. So, you do the math, it gives us about 3600, 3,400 uh outbound calls if the metrics stay the same or average the same every month. Um, which is a lot of calls. 300
calls a month, 3,600. uh and our our outbound calls, those are inbound calls. So, we get 300 a month inbound, 289 I think was the number this month, but we make twice as many outbounds minimum,
and that doesn't include robo. So, our volunteers are doing um wellness checks, calling people we haven't seen in a while, things we hear about, just checking in on folks that used to attend regularly and haven't been attending. We do reminder calls for so many of our
programs and then we have to do um return calls right for those 289 folks. We are not able to answer all of them. They go into voicemail. So we're returning those calls. So our outbound calls is about two times our inbound. Our sandwich board messaging the
department of uh public works and lines and science has been very gracious in getting the word out of senior center programs all around town including sandwich board stuff for us. We're trying to to make that messaging more effective because there's a lot of information. If you drive like me, by
the time you get by that message board signing, the only thing you read was senior center. Um, so trying to make the program pop more programming dates and not provide a lot of details so that people will call us to get the information they need. Trying to rather
than putting down those signs. Um, Garden Magazine, Warner Pogo, WG, Steve Wendell, um, WGT, W uh, GAW, I'm sorry, G was up above. So, GAW have both, uh,
reached out to ask to do some more promotion and marketing and communications with the senior center. Uh, this past month in Gardener Magazine, if you haven't seen it, they did a heck of a job. Really nice. We do a we do an on air interview. So, it's
kind of radio broadcast out. Um, so it's recorded audio and it's just a it's a really nice presentation. And then they took our metrics from the annual reports and our quarterlys that go to the city council mayor and they created some great infographics. I think it's a
really nice presentation. I'm so appreciative of Warner and Gardener magazine for doing that and Steve Wendell for his continued um interest and support of the Gardener Senior Center. And last but not least, if you haven't been to be at Mount recently, we
did an ad in this season's um programs. So for every production they had, you saw nice center ad. We're one of the major sponsors. They also do electronic message board for us uh in the theater at the mount. Um I also just want to say like we're doing more I I talk about all
the time how very grateful I am at the interdep departmental cooperation and the support we get from volunteers. I mention lines and signs all the time. Um, DPW, police department, fire department, the help that we get from folks like the purchasing agent above
and beyond what's kind of normal or considered regular. And so those are just the veterans department. DSO is here every month helping to lead our vet to vet cafe. And so that support, you know, they never let us um get to the point where we're struggling. if there's
a need and they see the need and they can help, there's always a yes. I think that's a really important thing for you to know. And I'm trying to to make sure that message gets out that I certainly hold that position as well. You know, if one of my
peers or my meds needs help, we're going to provide that help. And sometimes it's outside the box and I recognize that maybe there are other folks that need to be part of that. And I'm not always good at that. I'm not like if I see somebody needs, we're going to give them a hand.
Um, asking for uh permission before forgiveness is probably a good philosophy, but I'm really proud of our response and I'm I'm really I'm really proud as a director to see how well now we have assimilated into city government
and enhanced and increase the cooperation, collaboration between other departments. You know, I just mentioned a whole bunch of them. historical commission came in recently and did a big presentation for us. Um that group has been really active and engaged at
trying to find ways um to allow us to increase the messaging about what they do in the city and important work. We're working with the the city disability commission and the great work that they're doing um to make our community more accessible and you know so proud of
them trying to figure out ways that we can be more involved and better involved and increase efficiency or increase resources and capacity of that group and we'll continue those. Um, I say that a little unabashedly, like I'm proud of that, but I recognize and this board
needs to recognize that sometimes I go outside of my um my wheel well. And if if that offends folks, I I do apologize for that. I don't I don't mean to cause disruption. I hope they know that my intent is always positive and trying to
support other people. And that has been, I think, the the really fundamental message that's come across in this center. our volunteers do so much. Um I can't even I couldn't begin to talk about it today, but I will mention it to
you just to let you know how the impact is significant. >> Mr. Chair. >> Okay. I'm just going to ask one question you were talking about parking. U they changed the sign the signage in the parking lot. Was there any big issues or did it work out okay with the last couple big storms?
>> Um yeah, I mean it's wonky. It's going to take us some time to get used to. It was uh a surprise to me, but it shouldn't have been. I um have done some research, had some discussions. The mayor was super helpful to me in that regard. That ordinance had actually
changed like a year ago. Um and some of the implications, none none of the changes have significant implications, although I thought it would. So, the way it works now is the city declares a parking ban, and that parking ban ends at a specific time. Let's say the on street parking
ban is till 9:00. At 9:00 and for the next 3 hours there's a city parking lot ban. So from 9 to 12 which allows the contractors to come in and clean up a parking lot. It's something to that effect. You know I'm kind of giving you an example. Um and
then they kind are able to manage that. Um the only interesting thing that that has occurred is the park had ended one ended 11. So from was was 11 to say 2 or 11 that the the the parking lot ban went
into effect um initially and my thought was I gosh if I live next door and I was parked there I wouldn't get up at 1:00 in the morning to move my car. Uh but people did and more importantly the city recognized that and extended the parking
lot ban so that when the contractors really did although they came in we have surveillance systems. We saw them at 1:40 a.m. plowing the lot um they came back the next morning when cars were moved. That's the only concern I have is
that people will start to think well once that 3-hour period is gone. There's another provision I didn't know about and that is you can't obstruct the city from clearing snow. So in a parking lot we can tell them you got to move your car so we can at any time. That was the
only thing that was knee-jerk initial reaction and it was um you know resolved I think pretty quickly for me with information from there. So um it worked out pretty well. I mean we had great contractors. New Journey has been a a
super contractor for us. Um, their status has changed though. The primary driver, um, I understand is no longer with them. The city had to come in and clean the lots, but it was seamless for us. We didn't see anything.
It was a unique situation. You know, city hall was down two maintenance people. They didn't have and they have a pretty big footprint. Um, so we, you know, tried to help them provide some resources to make that a little bit lighter for them. Every time Ron tries to talk with any.
>> You do a good job with that. >> Okay. >> Can I add something? >> On the ro calls that you're going on, there's some guy on it that's pretending to be you. >> You're aware of that? >> Yes. >> Okay. I
>> That's me, believe it or not. >> Yeah. So, >> so, um, folks, if you're watching this, I want to make sure you understand, uh, if you get a call from the gardener senior center, you don't want to pick it up because you think it might be a spoof call. I get that. I appreciate that and
I respect that. Let it go to voicemail and then check your voicemail. So many folks after we send out a ROOC call, call here and say, I just saw a call come in from the senior center. Did you call me? And what people don't know is we make 2500 calls in 30 seconds. 2,500
people get that call. And so within the next 15 minutes, we get a 100red calls. Um people, you know, wondering and and I think if I were if I were them, if I were me and I got the call, I think I'm the only person in the world getting the
call. What's it going to matter? But at least a hundred other people say, "I'm the only person getting that call. I'm on a call. What's it matter?" and it ties up our phones considerably. Um, generally you're going to get a robocall when there's some kind of a significant
issue. Um, 99.9% of the time it's weather related. There's no other reason. Typically, we'll send out a ROOC call or because a particular program was cancelled and the only people getting that roocall are the people who are registered for that program. So if the
yoga is canceled, we'll call all of the yoga people that are participating in that class for the last four weeks. We go back 30 days. Um so that might be 40 people who get a call. The number of return calls is very small. When you're
sending out 2500, we get a lot of calls. Um there are a couple ways to do it. We can send out robo messaging by text if we have people cell numbers. We typically don't do that because I think folks get a little pnikity about long
messages in a text. So we don't typically do text. We do by email. The issue with email is somebody may not check their email for a day or two, right? So it's delayed. And what if we're doing a robocall, we're trying to get important messaging out right immediately. We do it by phone. And
there are two ways to do it by phone. I can record the message personally, but if you've heard me speak, sometimes I make mistakes and so I'll have to do it three or four or five times before I get it right and send it out. And that's just sometimes
two time constricting. So, we do a voice to text. So, I can do a I can type out my message and I select a man's voice. Um although sometimes I've sent it out using a woman's voice. select a man's voice and it goes out with a voice that
isn't mine but is a message generated by me. And that's one of the beautiful things of artificial intelligence. >> It's kind of cool. >> You're artificial. >> I am. Yeah. I've never said I had real intelligence. I never made that claim.
>> I have a question, believe it or not. Um, in the beginning of the Treasury report, you Terry mentioned something about the letter that comes out that tells you not to, you know, spend any more money, so to speak. Is that only from the general fund or there are the
other ones? >> No, anything under the general operating fund. It's a typically a freeze. The freeze happens every year um in anticipation of of getting the revenues for next year. the city's really not sure where they're going to be
financially. And so to be prudent and to be, you know, fiscally good fiscal stewards of the resources of the city, they tell department heads, listen, don't spend needlessly. You can spend on emergency things. So, um I I go a little
bit above board on this, a little bit crazy. So, like we have an overtime budget. Um, I really try to work our staff around time um that it doesn't impact our overtime this year. Well, for our overtime budget, last year with us
being as conservative as we were, we spent over $1,100 on overtime. This year, the budget was 500 bucks. But we know for the last 3 years, the the actual costs have been around 1,100 very conservatively. like we don't I don't
allow people to to earn overtime willy-nilly. I just don't. Um so on you know on a Sunday snow day we're not calling staff in wait until Monday before um they have to come anymore because eventually we don't have money.
So that freeze is for all operating operating operating costs not you know they can't put a freeze on salaries the salaries are are salaries they're what's in the budget. So, yes, typically it happens every year. >> And I would like to just make a little
bit of a plug here for the mount. Um, right now they're showing Young Frankenstein. Okay. I didn't like the title of it. It really didn't want to go. The show was hysterical. You started laughing at the
beginning and you laughed right through the end. You have to enjoy a little bit of smut because there was smut there. No, I knew you wouldn't notice it, but just a plug if if somebody wants to do something inside for one of the nights
that you know might be snowed in or a Saturday or Sunday or whatever it is. It is fantastic. It was. And I've seen all four shows this season because we bought season tickets. This one was my favorite. >> Really? >> Really? >> Yes. It was hysterical.
I I got to tell you um I'm glad you brought up theater because they are a great resource in garden and people say gez you know garden what does it have to offer the mount itself is enough to make people want to live here and be here it's just a great resource between their
fitness center and their academics um an exceptional thing but the mile brings us to a whole new level and the productions have been fantastic so thank you also put in the gratuitous club for the garden museum they come back online on March 1st after their winter sbatical.
Um, and they've just put out their list of programs for the spring. So, if you're not getting that information, contact the garden museum, get on their email list so that you get a full and complete update of the programs being offered by the garden museum.
The doors open on Wednesday this week. Thank you, sir. They've been working about two weeks getting everything ready. We know that the doors officially open for visitors on the fourth. Nice. >> Okay. Anything else under open discussions?
>> Beautiful. >> Yes. All right. Our next scheduled meeting will be on April the 6th at 2 p.m. >> Uh, so that's tense. No, it's not. No, that's real. I was going to say it's tensive. It might be tentative. Um I'm
expected to come back on April 4th. Uh however, you know, planes get delayed because of no nothing I've done. >> April, you actually really the only important thing that I provided
is a director's update. And you can certainly go without a director's update. So if need be I know. >> Okay. Have a motion made to adjourn the meeting. >> I have a motion. >> Okay. Second.
>> Okay. All in favor? >> Any oppose? Okay. Now we'll shut everything down.