Rosemary, can you >> Rosemary, can you hear us? >> Yes. >> I can hear you. Can you hear me? >> Yes. Great. Thank you. I'm wondering if we can put on the live captions tonight.
I think it better than any I think it's on but Do you want to double check? >> Well, the other thing too it's picking is they're picking up our voices. >> Yep. >> Well, >> it's not projecting
>> on my computer. >> Oh, interesting. >> So, maybe it's only on the other side that they can see. >> Okay. Yeah. I Yeah, I would just ask that people can more left louder than usual tonight.
>> Okay. >> Because this side of the room is we both have a hearing loss in our right ear. This side >> totally. >> So I have to turn my herinades down then. >> Probably not. >> And I have hearing loss and I have no hearing aids. More cool.
>> So yeah. All right. So yeah, we want to speak up today. >> Oh, there it is. There it is. you just announced. Thank you. >> You never know like if it's on a computer or if it's on the display. I'm
being recorded now. >> So that's what time is it? Oh, it's 601. Okay. Wait. One, two, three, four. So, I'm totally confused about how the charter changes are going to impact us. I I was actually gonna ask what did they
finally settle on after the nights and nights of discussion? >> If I may be so bored. >> Wait, let let me call the meeting to order. >> Yeah. >> Okay. >> Um, so we do need John and Kate to be
moved up to voting members. >> Isn't John a phone? Anyway, >> I thought John was a phone. >> You are. You are a voting member. >> Yes. Okay, Kate, we need to move you up to vote. >> So then that means all six COA members
who are in the in are um >> our voting members. Okay, so I will call >> But what about Rosemary? Rosemary. >> Oh, Rosemary. Oh, there we go. >> Yeah, I this whole Yeah. Okay. So,
Rosemary, sorry about that. Yes. So, six and so we have seven of us. Okay. I call the November 19th COA consil aging meeting to order. Council aging. Uh I'll take attendance.
Rosemary >> present. >> Kate >> present. >> Nancy >> present. >> Marinowski present. Marilyn >> present. >> John >> whoever didn't say present is not here.
I'm not. We don't have to replicate their names. Okay. >> Okay. But he didn't he didn't get to me, so I'll say present. >> John Parsons. >> Yes. >> Thank you. >> Present. >> Okay. So, um, our agenda for this evening, we're
going to approve minutes. We have a select board update from Karen Rose Gillis. Chris Bowski is going to give us an elder and human services report and the trust fund report and a funding request to vote if necessary. John Parsons and Chris are going to talk
about their BH plusa Boston visit. Nancy is going to provide a PBC update. Uh Marilyn is going to give us some feedback about the reading open house at the library. The orientation packet that will be Marilyn and Chris. uh recal
draft document discussion that will be Marilyn and Karen open discussion recal open meeting log that's Karen I will facilitate the open discussion recal and the open meeting log and then the future
agenda items and then we will adjourn and I think I'm very happy with the way the um closed cap the live captioning is going so that's great >> it only took me many many months But it's worth it. And I do also want to
report back that the um packet was posted to the website. >> Oh, yay. >> So, and it's a very easy thing for me to do. >> So, we can I can always post the packet um on the COA website.
>> I know. Finally. >> How many years did that take us? No, no. It was just a question of reaching out to town hall, the town clerk's office, and the person that answered the phone said, "Oh, just send it to, you know, posting, ready, posting, and that's all
it took." >> So, that was great. So, our first item is to approve the minutes. I looked at them very last minute. I have to say, Nancy, I thought, did an excellent job. This is an excellent format for us to use.
>> And um are there Would somebody like to make a motion to approve the minutes? >> I move that we approve the excellent minutes by Nancy. >> Is there a second? >> Second it. >> Thank you, Rose.
>> Um, is there any um Are there any changes to the >> Not that I see. >> Was it the very last thing? Something didn't seem right. >> Very last thing. >> I don't have a copy of it in front of me, but I didn't. Oh, it says meeting
called to order. >> Oh, it was >> meeting called to order by Nancy Zim. >> Oh, needs to get deleted. >> Yeah, >> yes. Meaning adjourned by unanimous vote. We
just want to I we just need to add in the time of that it was adjourned also. No, but easy to see on um I can go back and >> on um from the
>> recording. >> What's interesting is it catches the ums. >> Yes. >> Which most live most live captions do not. >> So it's really surprising and even the the dot you know any hesitation that it's catching. So this is a different
type of system which is interesting >> catching everything. >> Be careful careful about your thoughtsy don't come out. >> All right. So all those well um >> it doesn't do it.
>> Yeah. So I will do a roll call vote for the approving the attendance the minutes. So John Suzinski >> here. >> Marilyn Schnappley. >> Yes. >> Karen Janowski. Yes. Nancy Zimla, >> yes. >> John Parson, >> yes. >> Rosemary,
>> yes. >> Yes. >> Okay, it passes unanimously. 6. >> All right. Select board update with Karen Rose Gillis. >> Okay, so um the biggest thing I think we did in the last month was to pass
commercial tax rate. Nobody's talking about taxes, but you came to an agreement and we're going to move on. Um, and we had I can't remember what I said the last time I was here, but we had a retreat. Did I talk about the retreat?
>> No, we had a retreat on a Saturday, which I thought went really, really well. There were four out of five of us there. And we had a great moderator who was a former town manager, you know, been politics since he was 22 and I think 70 years old. He was very good.
And um, we've got a lot accomplished as far as how we how we want the meetings to move forward in person. You know what I mean? Like everybody has bad days or whatever. So the gentleman taught us some tricks on how to handle supposed to be reactive
kind of pausing. So it was very good skill to learn and um I thought it was great. >> So the town manager and Jane, they organized it. So, um I think we're supposed to have one once a year and it was kind of delayed before the first it was going to happen before the election
then right after election and I think we came to the consensus that it would be nice to have it like the first week of November every year so whoever's newly elected give them six months to kind of get their feet wet see what's going on and figure out how things mesh but and the moderator was fantastic so um he had
been scheduled to do it when we had to change it so we were lucky to punched last. >> Oh, so I guess my question is who is the mom? >> Oh, I can't remember his name. >> Um I can't remember his name. How do you like that? I'm having a moment. Um but
he lives in uh Norfolk down that way. And but he used to be the town manager or something in Stoneham. So we very familiar with the area as well. And he was very familiar with Reading and all the things that go on which was very helpful um about our water and
everything. very I'm sorry wish and I think that those are the most important things we've done the last time unless anybody has any questions about town meeting a couple the last couple weeks so our brains are a little
but um I have a question um the board's liaison is Mark Der to um the permanent building committee on behalf of the recount project and I
was just wondering if that was going to be someone else or is has that been discussed by the slate and is and if so is Mark reporting that >> I don't know the specific answer to
that. I know it has come up but not as part of the select board meeting. It it could have come up C a little bit as part of the meeting as far as who is the person that goes to the meeting and reports back. I don't know who that is because >> it would be interesting. >> Yeah, I I'll find out because I know
Karen Herrick had brought that up. Um >> it was so Mark's on the building committee justice, >> right? >> Oh, initially from the select board as I'm on the building committee from the
So there's really not a current select board member who's on the actual liaison to so whether he's continuing >> it would just be nice to hear >> that's sometimes appoint someone even that's not a
representative >> but then the expectation is you would want to get >> I know Jane is reporting back to us on things so >> we do get information from her >> um but That's a good point. >> But yeah,
that that would be great to find out, Karen. Thank you. Great point, Anthony. >> Good catch. Good catch. >> You're on roll. Excellent minutes. >> Good catch. >> Thank you, Karen. >> You're welcome. >> Any other questions?
>> All right. Um Chris, >> yes. >> Elder and human services report. Um, so we had a great um we had a great October as you can see. Um, you know, you can take a look down through there.
Um, you know, duplicated's on the left, unduplicated on the right side of those numbers. Um, again, I say this every month. Um, you know, my goal is always 3,000 um um interactions. this month. Uh
this month we were almost just two under uh 3,300. Um so we really had a good month. It was a really busy month. So I want to say thank you to the staff. Um they're working hard. Anna is bringing in um great programs. Um you know,
Carrie's working hard with adopted family and you know, this is kind of Car's busy season with everything with Thanksgiving and Christmas and the holidays. Um Jenna's been doing great with volunteers. Um, Linda has been doing great at the phone and Joe's been
doing great with transportation. So, I can't thank the staff enough. >> I was curious. I thought about this last week when you said, "Is there a reason you picked 3,000 as your goal?" um 3000 after everything. Um after
looking at everything and up and going for a couple months, 30,000 is kind of just a kind of a sweet spot for the building and the staff and everything we have here now. Sometimes it will be more, >> right? >> Sometimes it'll be a little less, but it
kind of tends to be a kind of a sweet spot that, you know, I I you know, I don't have to pull the rest of my hair out. Um, I'll jump to a side. Um, but it just tended to work out that way. 30,000
um, and everything. I also base that off of um, when I used to run the numbers in Somerville. Um, you know, I was seeing, you know, for 10 years, I was kind of seeing how many total interactions we had through that fiscal, you know,
fiscal year as well. So, it just kind of ended up working out really well. But that's a good question. Thank you. Um, but anyhow, you go down through there, it's really good. Volunteers always, um, you know, it's always nice to have the volunteers in with events. Um, takes a
quite a bit of pressure off of staff. So, kudos to the volunteers. As you can see on the second page, we got a few weight list things. you know, we we are lately over the past month or two, we're just getting a lot of new people in and just a lot of people. Um can't can't
quite figure out exactly why. I mean, I'd like to think it just because we're doing an amazing awesome job and we have an amazing awesome staff. Um and I think that is part of it, a good part of it. Um but we've been having a lot of new people come in. Um lunch and learn, we
had 28 on the wait list. Halloween lunch, 24 on the wait list. So for some of these events, they're filling up very quickly and we're getting quite a few on the wait list. Um, so that is fantastic. Even our bingo and lunch on Mondays, you
know, a couple years ago, I think when I first started, we were having like 20ome people, 20 and now we are solidly get solidly getting up like 50 for bingo and lunch. So, you know, it it's, you know, kudos to the staff and everything. So,
we're really excited about that. Um highlights for PSC. Um we're having a great October. Um we 2828.
You can kind of see some things under the highlights. Um November is pretty busy as well. We do have the Brad Jones Thanksgiving dinner um coming up this Friday afternoon. Um, so we're everyone's excited for that. Um, the
location has been changed for that. So, it used to be at the Hill View um, country club over in North Reading, but they are closing down. So, this year, um, for the first time, it'll be held over at Teresa's Prime in
North Reading. So, we were excited that Brian Jones was able to find a different venue and still host um host the event. Very popular right now. Um, unfortunately, uh, we can only go to 175 people and we
are at 175 people with people on the wait list, but we unfortunately because of the switch the events or, uh, venue, but that's where we have to max out for. >> We could easily go to about 200, 250.
>> It was a much larger uh, an event center. Um, but unfortunately, it's getting uh, torn down >> soon. But it's how soon is it getting torn down because Sunday the northwedding event is at Hillview. >> Are they at Hillview or Teresa's Prime? I think they're at Teresa's Prime as
well. >> Not not according to the thing in North >> I'm not sure. >> Okay. >> Um they're still open. Uh I do know part of it was the cost and that's why they moved at least us over Theresa's friend because it was cheaper. Um as far as I
know there's I thought North Threading was too but I'm not 100% sure. >> How many people are in the wait list? Um I have to take a look. Um quite a few but I can look before the end of tonight for you. >> Now can I ask if we hold an event like
this will this be will hold 200 250 people at the new recal? >> I think if we held it in the gym >> if we held it in the gym it would be a possibility. Yes. Not in our multi-purpose room. >> Right. Right. And that was never
supposed to be the but the idea was uh the gymnasium could host a much larger event like this. >> This is another event anyway. It's totally be careful as far as the political not
being part of >> when you talk about holding events in a a future gymnasium. Then you need to have uh tables and chairs and storage for those things. Yeah, there's a lot of logistics we'd
have to figure out. Um, you know, this now this does tend to be a larger event. Um, you know, we've hosted things that So, keep in mind, I think a lot of it has to do is usually the state reps are there. So, Brad Jones, Jason Lewis, um,
the select board's always invited. I know the town officials are invited. Um, and, um, Rich Hagerty and they're typically there, too. So that tends to draw a little bit bigger crowd. So keep that in mind. Usually usually when we host when we've hosted an event at Hill
View, we're closer to 100 120 maybe, you know, right in that number. So just kind of keep that in mind. Um, you know, when you have state reps and other people there tends to draw a little bit bigger crowd. Not so few years ago, we had a member
who was an associate of the conflation who threatened to go to the state because we were getting involved in politics. >> I think she did go to the state. >> I mean, >> I think she did. >> No, no, she didn't. >> Okay. >> Cameron asked me to talk her out of it and I did. >> Okay. Good job.
>> Any um feel free to read down through through the list there on the second page. Um you know, the birthday lunch was on November 6. Very health presentation. Carrie started a new coffee talk um once a month um that happened this
this morning yesterday. Yesterday happened yesterday um which has been very successful. So that's uh her second second thing. So we had and then today which another another actually another two events we had karaoke with police
today this afternoon which is a wonderful event. Um so they had a lot of fun with that this afternoon. And then tomorrow is our annual Harrow's um chicken pot pie senior dinner here. Um so doors open at 4:30 and uh meals gets
started serving at 5. So it's always a great event. We have I think almost 70 people signed up for that. I kind of pushed the number a little bit on that. Um it's always a very well attended event. People really like it. So I want to even though it has not happened yet, I always
want to say thank you to the writing police department. They do an amazing job with that. >> And the police showed up today for karaoke too because of officers >> and quite a few did. So and I have some videos of them singing. I love it. >> And also movie and pizza. And so you're
doing two events, two food events tomorrow. Movie and >> Yes. It actually it's been oddly enough for the past couple years um it seems like on that on the Thursday of the police dinner we usually have a lunch too. So we've had people stay for
>> lunch and dinner um and and I think there was a year where we had like an event in the morning and there was like snacks so they had like little snacks pastries and they had lunch and then they stayed for the pre dinner. So hey >> it's awesome. I hope will happen with
the with the very nice social place. Yeah. >> Yeah. That's tomorrow. >> I'd like to expand a little bit when we talk about attendance. So, uh we do have out oftowners come here for various events. So, when we
think of our membership card in the future when we have our new location, should we have membership that shows local reading residents and also non-residents? Yeah, we're working on that right now. Um,
you know, there's a quite a few quite a bit of logistics that we're figuring out. Um, particularly with the new building. Um, and kind of what systems we're going to use and everything. Um, you know, right now we can we can see who's residents and who's not resident.
So, you know, um you know, we do try um for the majority of our events, especially our large events, we always say um writing residents get priority first. Um we we have said that for quite a while now. Now, as we get a little bit
closer to the events, um we we do tend to open it up um you know, as we get much closer to the event, especially if we don't have enough people. Um, you know, just like trips, reading residents first. Everyone outside of Reading, they get put on the wait list. As we get a little closer, if we have some slots
open up, we allow it to open up a little bit. It's always nice that way because we do have a lot of people from outside of town that support us. Um, you know, they come here every day. Um, you know, they they participate. Um, they understand they are non-residents, but
they still enjoy being here with their friends participating. So, it's always nice to kind of, you know, let them, you know, participate when we can. Um, you know, especially if they're coming every day and joining in. So, um, but our our
residents do the same thing at other senior centers, so keep that in mind. You know, I know people go to Wakefield from some exercises and Lentfield and some so on and so forth. Um, so, you know, there are, you know, seniors kind of go to where their friends are. So if
you limit that, you know, it's going to be a little bit challenging because people want to be with their friends. Um so >> but but do they contribute uh monetarily? >> Uh we do have some people that do. Um I've had numerous checks given to us for our donation account. You know, people,
you know, give us money. Uh >> do we promote that at all? Uh, no. But you know, we we've we don't we haven't promoted or pushed it very hard right now. >> If you're a member of the also the Jen Center, I've got a card from the Jake
Center, which is where I I go for quite a few events. Every year they send out an appeal not from the Jake Center itself, but from the Council on Aging, um, suggesting, you know, that a donation would be would be in order. I always gave him a hundred bucks because
I figured it was, you know, pretty good that I could go over and use the facility for so many things. And I don't know if if we did something like that, we might not have some cash. >> We very well could could be a very good way to do it. >> You know that we can solicit funds, >> right? >> I can't solicit funds,
>> right? >> Um I don't think the COA can either. >> Jenna said, >> um yeah, >> I'd have to look at the form and see exactly who it comes from. They they're making it impossible for Alex timers now. So, I'm not giving them any money anymore. >> You you also have you have to keep in
mind Winchester is set up quite differently than a lot of other senior centers. Um they have >> quite a few different tentacles. I would say >> it's a forprofit company. >> Yeah. For-profit company. >> A whole different animal. >> Yeah. Uh now friends group >> that's why we also have a friends group now.
>> Yeah. Friends >> because the friends group can can ask. So anyhow, uh that's the report for um October. So thank you very >> trust fund. Uh yes, um you can see in
there trust funds have done really well. Um they still continue to grow. Um next month um we're we are going to start asking for money next month just to give you a heads up to start paying for some things because ARPA is kind of starting
to come to an end. Um, so that'll I will be requesting some money next month. Um, you know, just like we did before we started using the ARPA fund. So, you know, previously, especially for the new folks here, you know, we'd always ask for uh money for like the birthday lunch
and the cake, the gift cards. Um, I know we paid for birthday lunch and there's always a couple other things that we always requested funds for. >> Be a picky historian. We actually used to pay for the cake, not for the whole lunch because the lunch used to be from the Meals on Wheels people.
>> Oh yeah. >> And so it didn't cost much and you guys paid for it. And when people didn't want to eat that anymore started kicking in, >> but I know I know since I've been here because we haven't done meals the >> It's been years. I know.
>> Um I know since I've been here I uh it was birthday lunch and um movie and pizza. >> Yeah. Um but just be aware um we're working on things right now over the next month and next month we'll be re requesting some funds but it has been
nice that the we haven't been touching the trust funds for quite a quite a while now and they really have grown. We've also gained some trust funds. I know John Parsons has created a trust fund in his wife's name um which is very
kind and generous of him um and that's been you know growing. So, you know, so it's been great to have this opportunity. You know, we've had the trust funds, we've allowed our trust or we've we've had the opera funds, we've allowed the trust funds to grow, and we're in a very good position. So,
>> so there's nothing funding this month. >> Nothing for this coming month. No, but next month I will request. >> He's not. But we had an idea. But I also have a question last month and Jenna I think you asked me if I could find the documentation on this and not yet is my
answer but it used to be back in the days of Jane Burns she would at the beginning of each fiscal year ask the trust fund folks to figure out what the average return had been for the year. So she'd have a ballpark estimate because our policy has been only to spend the
interest not the principal. And we when we've got lots of it, it's kind of easy to say, "Sure, I have a hundred dollars, no danger." But to plan really effectively, she would see how many thousands she thought we were likely to have in a year. And she was able to plan
big events going forward as opposed to these kind of little drips and drabs, which is all we've needed with ARPA now. But if we could figure out how we could get that information, >> I know Jen and I have been talking about that. We've discussed that recently about
>> Yeah. I apologize, Jen. I know you asked me to find it and I've looked I haven't found it yet, but I haven't given up, but I think it was just a comment in something saying that that's what she had done. I don't think it was a formal policy or anything. >> Yeah. And you know, Jen and I have been
talking about it and and we also may ask maybe rather than doing it once a month, maybe with that way, maybe we do it every quarter or >> Yeah. you know, I don't know if every month it's fine, but it would make I think a little bit easier if we do it
every three or six months or maybe, you know, rather than every month. So, um stay tuned >> and it I think what Marilyn was point is it would be very helpful to know what how much money we could potentially >> Yes, definitely earmark special events
here. So things that you know that the that that the pleasure center can't host but he could you know give you the money to do because that's what it stand for you know he want to spend it and you know bless the 60 plus community
>> I I do have to say and to add to that you know over three years I you know since I've you know you know in a very short period of time and in just over three years I do have to say Um, you know, we've done really well. The COA's
done really well with, you know, being good with the trusts. It's nice that we've, uh, formed a we had, uh, the friends group get formed. So, um, we've had a lot of folks, you guys included, and the f people with the friends group,
um, have worked really hard, and I know I'm very grateful and thankful for all that hard work on getting the friends group so we can get that piece going and, you know, being respectful of our trust funds. Um, so kudos to to and
thank you to everyone um for that. Who was first? >> But I know Rosemary says earlier >> what what I want Yeah. What I want you to know, we're talking about taking monies to be used for uh the center. We
have a Jay that we have pizza in a movie, but it's been pizza and popcorn. Will we be returning to pizza in a movie? And that money >> tomorrow. Tomorrow is pizza and a movie. Rosemary. Um we we we just had some we
had to shift a little bit. um with some programming things and we tried pizza in a movie which actually turned pizza and no >> popcorn >> movie and popcorn. Sorry, I had to get the right combination. Um we we we did it upstairs and it actually worked out
really well and we're actually thinking of maybe doing both. Um you know because it's kind of simple to have >> it doesn't cost much to get some popcorn and have a movie upstairs, a little bit smaller group. Um but it people kind of liked it. So, um, you know, yes, we're
doing pizza in the movie still. That's tomorrow at 12:45. Um, but we are we're thinking of keeping that pizza or a movie and popcorn upstairs as well in addition to that. So, you know, because it doesn't take much for us to turn a
movie on and have a little popcorn. >> Yeah. >> I think all who attend would like both. They would enjoy it. >> Yeah. >> Yeah. Yeah. last year. Um Jenna, you you gave a
little presentation. You talked a bit about the town budget and I know that um you're in the process of presenting for the next fiscal year. Um, and I was just
wondering if that's something we can do again so we can get an idea of how the town is supporting elder and human services so that we can put that in perspective. So I think that would be very helpful.
>> Sure. So this this um the next fiscal year I can tell you the budget is level funded. >> We're Yeah. Well, we're there's no up there's no real adjustments aside from, you know, the raises of staff. We're not
adding staff. We're not adding any money to any expense lines or anything. Um, we had to keep it very lean this year, but moving forward um you know into FY28, there is a little blurb in the presentation that will outline the
future going into recal and things like that. So, um hopefully that'll shed a little light, but I think we're in a really good position moving into recal. Um we have trust funds. We have um an operating budget that will give us an
increase in programming. We have um program fees that we'll start to collect in the new year. So, um >> so if you could provide something with a little bit more detail, you know, so we could actually see >> what the
numbers. >> Numbers what the town is contributing, >> right? >> Is there a need to advocate? >> So, you mean in the future or you mean for FY27? >> Okay.
>> Well, the next budget as compared to this budget, >> it's exactly the same. >> There's no increases aside from staff raises. Um the EHS budget for expenses is $50,000. The recreation is still self-supporting.
Veterans remains the same for um their budget. We did not increase any expenses and we don't need to at this time for FY27. >> So So is there a fact sheet with the numbers on it at? >> Yep. There will be at um
>> there will be at December December 9th um select board presentation. >> Okay. they don't come out in advance, but after that meeting, I'm happy to um send you guys the information and you guys can talk about it at a future meeting. >> Great.
>> And along the same lines, um what comes to my mind and as Chris is talking about the numbers going up and up and up and I'd say all the things you said are contributing and great programming is great stuff, but it's also the population is growing. there's more of us. And so the dollars per person that
the town is spending if we're staying level must be going down and and I'd like to understand that and how much it does or doesn't really impact operating choices. you know, are you having to pick more lean choices because now
they've got 75 cents for me this year and last year they had a dollar, you know, because that's going to keep happening independent of recal in the next couple of years. So, I would like to just understand it. Oh, also keep in mind um we are going to have to start charging
for programming here in the next handful of months and that's you know and a lot of times when you go back to charging a fee the numbers are going to shift again >> I don't know how I don't know how >> you know the base that's getting
>> but I know I understand that but when you start I do know once you you know once you start adding a fee >> numbers can shift. I don't know which way. Maybe they'll stay level, maybe they'll grow, but just be aware in in a couple months when we start charging,
there will most likely be a shift. >> And how will you start charging? Will people pay at the door? >> We're working on that now. >> So, I I had another question first, but but in response to Marilyn's thing, I think the point you're making is that
the size of the is growing but as I look at Chris's number >> the numbers here aren't shifting that much from month to month not considerably >> so there >> um >> so we have to keep that in mind that yes
population's growing but that may not be >> how the impact on ear is clear but this is another here's my ignorance question again newbie here I'm assuming that that these trust funds each have a purpose
And where can I find that? >> Uh that's coming up later in tonight's meeting. So >> right, >> stand by. >> Okay, thank you. >> But actually actually to to your point um if you do look, we have been staying
pretty steady um with numbers year to year. >> Yeah. Um they they go they they go up and down a little bit, but we haven't been jumping high over the past we we've gotten to the point um we've gotten to the point where they're kind of staying
around that 37,000 um duplicated interactions a year and we're still staying between 19 and 2,000 unduplicated and that's been for a couple years now. I think we're just asking to look at it and to think about
these numbers. I don't think we're saying anything bad's happening. Just want to understand it's kind of the elephant in the room. >> What's happening? We just want to say >> that might be limited to the size of space. >> Yes. >> Capacity. >> Yeah.
>> Y >> Okay, moving along. Thank you. Um, I don't know if we want to. We had talked about a few of us were chatting about holding an event because there's really not much going on by way of communicating with the people in the
town about what's going on with Recalc. We're starting to gather information about what more they want to know or what things they might like to see. And we were talking, a few of us, about having an event sometime in the next couple of months, a pizza party or something.
>> Could this go on the future agenda? Well, I was gonna ask for the money tonight. >> Um, >> you say don't do it. >> It's not on the >> Yeah. No, no, the rule was that there simply has to be funding requests and possible vote, which there is. We talked about this later with you. We can do it
next month. But the deal was that if it says trust funding requests and possible vote, we don't have to itemize. >> Okay. So, your thing would come out of trust fund. Okay. So, >> it is covered then under funding request. So,
>> so um I don't know Pete, we you were there when we were talking about this. We were talking about asking for up to $1,000 to hold a couple of events for what purpose >> to do an outreach program to the 60 plus community to bring them up to speed with what's going on. They haven't heard
anything since they voted. I mean, those who read the website are finding some stuff, but I don't think most read the website, frankly. >> Yeah. And so you think that it would be here at the Pleasant Street Center. >> We were thinking at the library in the evening, early evening
>> and the COA would host it. >> Yes. >> If you do the library in the evening, excuse me. If you think of people our age, a lot of people don't want to go out at night. A lot of people can't see in the dark anymore. If you actually
>> Huh? >> We were thinking about doing two. one maybe in the daytime at lunch in the Pleasant Street Center and another one in the evening in the library for people who work and you know so we don't have to you know keep those but they had two people here or three people here last
year at the senior center >> asking how people our age get their information >> why don't you talk with them >> what about >> they ask you was talking about contacting people our age >> they did this whole thing with people
and we've got all the information. >> Yeah, >> there should be someone over there who can tell you that. >> Over where? >> At the S Hall. >> There was a meeting here last year. >> Understand? >> Can I chime in too? Sorry. Um I think that's an awesome idea. Um, I know that
in the new year we had it on a timeline to do a community update after we kind of dived in with the committees individually and got some more really good feedback and made some adjustments to existing policies and things like
that. But if we wanted to give um the 60 plus population or even members of the community that preliminary information that the Council on Aging is getting and the recreation committee is getting um I'm happy to do that. I don't know if it's better to do like a combination
council on aging and staff um just to make sure that we're all on the same page. We're being consistent with our delivery and our presentation um every time we're giving it. So, um I'm not sure how Chris feels about that or the rest of the board. Um but I would love
to be a part of that. >> Great. Maybe it makes sense to put our heads together and come back with a proposal next month. We were also talking, Jenna, about doing basic outreach and doing things like having a little mini session on how do you go to the website and set it up so you'll get
emails when there are meeting notices. >> So we can talk that would be a future agenda item. >> Yeah, people can do that next month. Let's >> So we want to talk about community outreach as a future agenda item then. >> All right. As as a >> because that's separate from >> Yeah.
>> No, it's part of what we would do with the thing you're funding. >> Okay. I thought you were trying talking about different things. >> No, we're talking about outreach on things of interest to people age 60 and part of it is recal but there's more to life although not for many many of us
these days >> but you're not going to do it in December. >> No >> December. So you have >> so we have some time to plan. >> Yeah. >> And think about >> when it comes to my turn. Let me talk a little bit about that. >> All right.
Okay. So, okay. Are we good? >> I think we're good. >> So, BH plus a Boston visit and Chris. >> Couldn't find my reading glasses, so I got to try to read my my notes with these. >> Anybody got a pair of Well, these are
um you know, we went into Boston and they had a a whole lot of stuff to show us. Uh I think they started with a different flooring because the different uses for the different areas. Who who who did you meet with? >> Pardon me. >> Who did you meet with?
>> VH. >> But where were you? >> VH of course. >> And they have floor samples there. >> Floor samples and like Yeah, they have a whole >> So it's like when you're buying a condo, you go into the room and all the samples.
>> Yeah, there's like samples all over their conference room that apparently they have a closet where they just pull things out of. >> Yeah. I mean, they showed us all different types of flooring, different uses for the gym or or for what you'd be doing for offices or or a workout area.
Um, they showed us all the external windows with the um, you know, the triple pane glass that they had. They pointed out that they wanted to use a lot of glass inside even on on office doors just to use as much natural light. But of course, something like the
nurse's office, the glass be clouded so that there'd be a certain amount of privacy and possibly some other one that way. >> Um, they presented several different types of tiles, a ton of different tiles depending on on the look that you wanted in certain areas and the different
colors and the mood that you wanted uh to project. Um, here we go. Oh. Uh, they pointed out in certain areas you do want to use rugs just to keep the, uh, the the noise down.
Um, they had a video video presentation of all the plumbing fixtures, uh, the plumbing fixtures plus some of the handicapped, uh, items that would be in the in the restrooms to make it easier for people to use. I thought it was a very um very professional presentation
and I think it was put on by a lot of people that really know what they're doing and I'm glad we have them. >> So, it was a good visit. Um, you know, it's kind of cool to see all the different samples. None of this is
set in stone. Um, you know, so just keep that in mind. They were just trying to give us ideas of what, you know, like the light fixtures on the outside could look like, what diff the different types of floorings that, you know, could be in like the Zumba exercise room, what could
be in the weight room, what could be in the multi-purpose room, the gym, you know, different carpets. Um, but none of this until, you know, um, you know, nothing was nothing was official. This was just to
see possibilities because you have >> to make decisions. >> Yeah. You have to go to bid because some of these things might not even be available, right, >> when you go you with the contractor. So, um, so just keep that in mind. It was just more to see, you know, what's out
there. I'm not an expert in it. I know it's going to be about a 10,000 times more better than this tile and 8 inches of concrete right below my feet right here. But it was kind of cool to see like the possibility of like the exercise room, the nice cushion so it's
easier on the knees. Um, you know, the what kind of light fixtures on the outside, you know, what kind of gym floor, what kind what what floor is on the um walking track, what possibilities. Um, so nothing was chosen, but it was really cool to see
different options. My two cents on that is that would be an excellent presentation to give to the volunteer groups that are involved in this so that we can begin to
see what this whole thing is going to look like. Right now we have no idea what this thing is going to look like, but the kind of presentation that you guys are about sounds like it was awesome. And I think it would be great
pack up some of their samples and we could do a lunch and learn or an evening program and and that benefit we would >> um um because the last thing that we
want to do is keep following this under lock and key until the doors open. I mean, that's the last thing because we want to be able to generate goodwill all the way through this, I think.
>> Yeah, I just want to chime in on that. Um, we wouldn't be able to bring the samples here. That's why we actually had to go there because they have like a little warehouse room with all the samples in it and there's just so many. Um, to me it was actually very overwhelming and they're just trying to
get a general idea of what actually mostly what I got out of it was like they're like, "Hey, this is our plan. Here's what we're doing." And all of us were like, "Wow, this is great. You guys know what you're doing." Um, but so their goal, just to let you know, is
when that contractor is selected, then that contractor starts submitting the samples of the materials that they included in that bid. And then after that final um they'll have a final review with the town to select all the colors and the patterns and um all of
the details like okay we want we know that the multi-purpose room is going to have round tables but here's the round tables we want we want the ones that are in Wilmington and we want the chairs that are in Wilmington. And then at that time like that's when we bring in um the council on aging and the wreck members
um at that time to kind of work together and finalize all of those samples and the design. Um >> I would just Jen I hear you but I would encourage you to bring the groups in sooner. >> It's going to benefit you in the long run.
>> So I don't even want to talk about it anymore but I'm just encouraging you. I'm just going to simply tell you that I don't have the information. So, we have a bunch of conceptual 3D renderings that we can provide, but I can't tell you
that this is what the building's going to look like. Um, I I don't have that information because >> we don't encourage by what you said that >> that's not what I'm saying to them. >> John, I'm encouraged by what you said that they really were very professional and they really know what they're
talking about. >> Yeah, that was one of the most important parts of it. Um he's got they've done a whole lot. >> This is what they do. This is >> it is what what they do. And Chris and I talked about that too. And as far as uh bringing this stuff out here, Nancy,
this room is big enough. This room is big enough, but I mean they'd need a moving van to bring all that stuff out. >> Um I just I'm just wondering, and I wasn't going to say anything until you mentioned that they did show you a video like on bathroom fixes and plumbing and
everything. um this whole sense and thank thanks Marilyn for reminding me of the phrase that I was looking for a couple days ago when she and I were talking about something this whole concept of universal design not just we have this
facility for disabled in the bathroom but is the is is that concept of universal design which makes life easier for everyone really still present in these conversations at all because it goes to furnishings,
it goes to flooring, it goes to every, you know, doorork knobs and what you have in the bathroom and everything. And I can't get a handle as I listen both at the permanent building committee and elsewhere as to whether or not
we're pushing that. I know that it came up at one point. One of you has told me something that it was in the concepts discussed in the permanent building committee, but where and how can we find out if the people that are getting down to the nitty-gritty are keeping that in mind?
>> Well, I know with universal design that the door knobs have to be. >> Yeah, they have to. That's that's code. >> Yes. But if they're not thinking about that, if they're only thinking about a minimum of ADA compliant, then you know it's the that's the difference. If you
think universal design, you think one way. If you think ADA compliant, you think another way. And I'm just wondering, >> are we hearing anything about from the architect down to the design? >> This is what I do if you right more than
happy to push the concept. Like when I talked with Jenna the other day about the rugs, I said rugs and walkers are not great, right? >> But Jen explained to me that it's going to be Jenna, how did you explain that it's not your not what you may think of with the rug?
>> Yeah, it's an inset. So it's completely flush. So, if there's tile and then it meets the rug, like there's in the um lounge area, there's rug where the furniture is, but then there was hardwood outside of the rug, but the rug
is inset into the into the tile, so it's completely flush. Chris, am I explaining that right? >> Yeah. So there's no >> which and Karen that sounds wonderful as long as you've got
>> picture when all these details would be >> but they brought I mean this was what they already they this is what that was shown from what I hear right yeah so that's to me universal design because you want something to soften up the the ambiance >> but it's they inlaid it so that it's all
one surface that's universal design >> right and and that thinking has to stay all the way through to decision making. >> So hear us Jenna press Chris, we want to ensure that the that the not just ADA minimum requirements but that universal design is really carefully considered
throughout this process and we believe as a COA that that is uh part of our responsibility. >> Sure. And I just want to add a couple weeks ago someone had mentioned that the ADA um I think it's Albert ADA coordinator now I think it is. Um, so we
ended up getting him those documents a couple weeks ago, the construction set, and he's been reviewing them, and um, if anything pops up in his mind's eye, then he's going to let us know as well. So, he's involved in the process as well. >> Great. >> And, and I do know when we were there, they were talking about doorork knobs,
and they specifically asked, I remember the question, they were like, "What do you think would this be good for a senior, older adult?" you know, um, and I, so, you know, I knew right away that it's staying in their mind. They're like, "Well, what kind of >> what kind, you know, lever doorork
knobs? What kind of faucets would be easier for seniors?" You know, like kind of like right now we have the push down, which actually work like downstairs, we have the push down, which actually work really well. Um, you don't have to try to grab a lever and move it, you know, stays on, you know, just all you have to do is push down
>> or the automatic ones. >> Or the automatic ones. Um, you know, so I know they were talking about a lot of the conversation was about, you know, how is this going to work for an older adult, >> which is nice.
>> Yeah. And I think, you know, having conversations like this helps those of us sitting in the room, but having a conversation with other people that are interested in the center that um can
listen to people saying, "Well, we did this and we saw this and this is what was recommended." Is is going to be key to um getting this out the door and having people be I agree totally. Um because right now
we're still getting questions of, you know, are we going to have cushion on the floor? Well, yeah, we've been talking about cushion from day one, but that they don't have that information yet. And it doesn't have to be detailed or even the decision. It just can
hand up for a while and everybody keeps talking on repeat. >> Okay. Okay. So after everything is presented, everything is decided on who makes the final decisions. Does it come to us for consideration at all or is it just stay with Jenna and Chris or the billing committee?
>> What input would we have on it? So like like I um stated a little bit ago, once that bidder is selected, they will the designer will come and get some feedback from the council on aging and the rec committee members on those
final finishes. >> Jenna, that is actually going to be scheduled that they will come to one of our meetings. >> Yes. But um sorry my video here. Um yes. So, it went they went over in the
permanent building committee when exactly that would be and it's in a further it's down the line. So, it's not going to be anytime soon because they there's a certain window of time where you order the furniture because if you ordered the furniture in July for next
September, they might not have it next September when the building opens or next June when the building opens. So there's a tight timeline in which they'll need to meet with us and say, "Hey, here's what's available. Here's what we're thinking, the designer, and then we'll select all those things at
that time." So yes, they have I have it in an email saying specifically that they will meet with the council on aging members and the rec committee members and staff um once that bidder is selected and we're in that phase of the project for selections.
>> Great. Thank you. That's probably um just wanted to update people on um where the permanent building committee is in terms of their timeline. They do
publish a timeline at every meeting. Um if uh I don't I'm not certain it's on their website. It should be posted on their But um um we are now in we are still in what's
considered design development. Um but we've already finished the schematic design. So the design of the building, the layout of the rooms, the the layout of the kitchen and all that, that's done and it's been pretty much
put to bed. Where we are now is we are in the construction documents design phase. And um currently
uh um there is a document out there that is uh focused on the specifics within the construction parameters for this project.
And and it's out there and it's called the 90% construction document. And um I can send it to people. Um >> 1400 I think.
>> So um here's the reason why that document is very important. Um, BHNA has already conducted meetings with several town committees and town employees to review the document to
identify any missing components. So there that group um some of the existing committees like the community planning development commission have had visits from BHNA
and um they talk through the document The permanent building committee chair Pat Tomkins assigned several subject matter experts from within the PBC.
I cannot say that fast. So you'll have to bear with me. The PBC um uh committee to also review that 90% construction document to see if things
are missing, things need to be added, if there needs to be more detail. So, for example, on the permanent building committee, you know, there's an expert in who knows a lot about plumbing. So, that person was assigned to look at
plumbing to determine if it was as detailed and it contained all the information that it needed to contain. Um, and along with reviewing this 90% construction document
and currently to that BHNA and TTH of which um Mr. Collins, Chris Collins, Chris Peter Collins, um, and Joel have been working together and I believe with
estimators or they are the estimators, I'm not certain to solidify the final price. This information from from the meetings that were held with several town committees and county employees to
review the document the um the people on the PPC board that's reviewing the document to identify any missing pieces. This is all going to come together into a final document which will then be the
document that is given to the contractor once the contractor is selected. So it's kind of the road map for the contract. Um and and that should happen
um by the first week in well by the first week in February it's expected December sorry it by the first week in December it's expected that this document 1400 page document will have
been reviewed um and missing components or pieces that need to be added. A good example of that is Mark Doer and he looked at the uh drawings and the
narrative for the assisted learning piece >> assistant. Yeah. Um and um that there seemed to be some missing pieces in what was listed on the diagram
and also what was listed there and and that's what BHNA was looking for when they um met with the town committees and the town employees and having the permanent
building committee members look at it. My concern with that is that um there are some pieces in this document
that may merit the Council on Aging and other experts to look at to see if there are pieces missing. For example, the um this document's divided into divisions
and example. Um, one one is on finishes, which is what you both went to. You looked at some finishes that and I know one of the very important things the council on aging is that our
rooms be as multi-purpose as possible. We don't have that many small we have large rooms that we can deal with. So, we want to make For example, when the flooring is selected that it's done in a
way that it's not going to be it's not going to a a room from being used um for multi-purposes or the gym for example could hold a large um gathering with tables and
chairs and food. So, so those are the kinds of questions that I think be asked by this group and other subject matter experts in the field just to make sure not saying that that
these people don't know what they're talking about but there's always little pieces that are missed in for example marks and um so I I think it's important and have a very broad perspective review on
those documents what makes diff is that expert and also not an expert. I'm not an expert in but questions can
be asked which then can uh make the um Joel and Peter go back and make sure that the those components are in the Do you feel that you could not ask those
questions? >> Well, they aren't generating those kinds of questions at the meeting. They were specific meetings held by the HNA with with committees and with town employees to gather that information.
So, going on in the background, I think you're saying >> Yeah. So, well, but So as the schematic design was done, >> yeah, >> Marilyn, Jean, and I
>> um had a lot of input into what was the questions that needed to be asked on the schematic design and and um how it relates to the activities in So there there's there are several
divisions. Finishes was one specialties division 10 that's going to include signage and visual displays. Um equipment, it includes the athletic equipment. So not only is it schematic,
not only is it in the drawings, construction drawings, but it's also in the details of the narrative in the um communications um
is someone to look at that and make sure that the rooms are all properly outfitted with the kinds of technology and um
at a minimum ADA devices. Just think that there's an opportunity. You can't have too many eyes look at this. You can't always be out there that needs to be.
So, so um and then the the final piece what um um Kate >> Kate Thank you Kate and Marilyn brought up is the uh ADA but not just the ADA
the um universal design and how is that identified throughout this whole document so that the contractor will know that this needs to be addressed.
And so I just think as a membership that advocates for the 60 plus community, I I just don't think we would be doing our part if we didn't take a step at looking
at the details to make sure that the uh in to make sure that all the Um >> I don't I don't have time. Are you suggesting that there could be a subcommittee that
would do that? >> Uh yeah. >> Okay. So so my question really is so number one this is just beginning to make sense to me and I've listened to several BBC meetings and everything and try to figure this out. But but the
email you sent um she just sent Monday where you broke out those same things. My question is so so you've attached that 1400page document and it's the long list of all the specifications. But if I want to see what's in there, how do I do
that? That's never been clear in those documents. How would I see what's under >> furnishing? >> Um the the um a PDF document, >> right? >> It's the whole thing downloaded. So, you
would go through you would go through that document to that particular decision. Um, say for example, >> but it doesn't seem to be like I can click on that to go further. I just see the title in what you sent me. Unless I'm missing something
>> um >> in the document. Well, I I I I'm not certain I'm not certain what document you're looking at, but you can that document that currently is available online. >> So, can I just say some of this sounds
like more of our open discussion on rehab. Can can I say because I I was feeling more intense about >> and I had specific questions because I listened to it last night >> and Jenna I did have I I want to continue that part of the discussion
till later >> especially since we're going to if we're thinking about setting up a subcommittee um and I asked you Jenna I heard last night while I was listening and I know you were at the meeting did they say something about 10 EV charging parking
spaces or did I miss here? >> Yes. So, actually there is going to be two active stations and um but the overall plan is to wire it for future EV
stations should they arise in the future. So, it's just like the electrical work for something in the future, not the actual EV units. So, it's only going to be two EV spots right now. >> Okay. I just was curious because I know that there were huge discussions about
the number of parking spaces there would be and I never heard anything about EV station spaces in that. So I just wanted to make sure that that wasn't interfering with the thinking about the parking spaces.
>> Yeah. Yeah, it's a great question. >> All right. And also, I think another point that was made last night is it appears to be under budget at this point, which is really what you want. It should be under budget at this point, otherwise red flags are going up. But I
did want to make that point that the way it was presented, they are currently under budget. >> Yeah. Let's throw out a thought about electrical vehicle stations over by over at the where the Longhorn is located.
The town's put in some electrical stations and it's blown out the wiring in Longhorn. They it ruined their fryer. They couldn't fry anything. So hopefully the people who wire at our new location
know what they're doing. >> We hope everybody knows what they're doing. >> Okay. >> Um Okay. So, so we didn't Yeah. But but there are bits and pieces of
people saying, "Well, what about this and what about that? What about this?" >> And we had a way to collect that for schematic design. We don't have a way to collect that now. And I think it's important even if it's only 10 pieces of
information that that that we feel needs further consideration. It's 10 pieces of information. So >> Okay. So thank you for the PBC update and we'll continue that conversation as part of the open discussion cast.
>> Is that okay? >> Yeah. >> All right. Um, Marilyn, could you give us a quick update about the open house at the library? >> The open house was enthusiastically enthusiastically attended by the community. It got off to a little bit of
a slow start because it was also the Halloween downtown night. Um, but people with costumes on and their children with costumes on started straggling in about half an hour. I mean, there were people from the beginning, but the surge came
up after they had clearly been out making the rounds to get the goodies. Um, quite a few people stopped by our table and thank you to John Parsons. He came and he's helped me. Um, and
there were there were so the range of questions. I think the most common well I heard some about recalp, but honestly not much. I heard more about senior center and what services do we have for seniors and it was more and probably just because these are the people who
came out at that hour to do it. There was more, you know, my parents are in town. What have you got for them? How do we do it? And Chris uh had armed me with a stack of pleasantries. Thank you, Chris. And I took our little cards. It's
got the QR code on it as well. And people appreciated both and explained and encouraged them on how to get more information. And they were really concerned about, you know, their parents. What do we have that could help them? And who comes and what kinds of
things did they do? And gee, shine is a real issue. Nobody can get a Shine appointment this year because two major health carriers knocked off their two favorite plans, one of which was mine. But anyway, um, but it was useful. I was
glad to be there and um there was a good flow of traffic and anyway, thank you John for coming to help me out and we got rid of oh I'd say three quarters of the pleasantries >> somebody put it in their hand and said oh okay and you know maybe they put it
in the recycle on the way out the door I don't know but it got that far there was that level of interest and nice people very nice people and >> the thing that kind of surprised me the most was there were more people asking about their parents than there were >> people in the age of their parents.
>> Yes. >> And I'd say that's at least two to three quarter of >> I agree. >> Well, and it makes you wonder if those parents were actually here or if they were evaluating a new year maybe to be
closer. >> I actually have them typically we had time to actually chat with these people and I asked and most of them it was apparent in town. Um, some of them it was a parent who wasn't quite 60 yet, but very close, things like that. Um,
>> and one particular case, it was someone whose parents were just about >> Yeah. Great. >> So, I'm glad we went. I think it's a worthwhile event to attend each year. >> Thank you for your willingness to to >> free pizza
>> and cookies. I'm easy. >> All right. And then moving along to the orientation packet that Marilyn has been working on and others. And um you met with Chris. We did. Were you able to meet? >> We did. I had to cancel twice last week
because I was sick. >> And Chris and I met finally today, but Chris has been hard at work at it. And there were He went through I'm speaking for you, Chris. Just correct me. He went through everything in his version of this and found that they in terms of what the nature of the document was. we
had the same things, but he found some that were somewhat, you know, slightly updated. And so I now have all the updated ones. And we agreed this morning, I'm going to make a T. These are the green sheets. There's going to be a table of contents or section things. Chris um really got excited and
he's ordering notebooks, which I know you won't want, but some of us will. U so it's going to produce the notebooks again, so everyone will have their own. And it does include a section on all the trust funds. It's all the original correspondence which it it gives you
insight into what the the essence was of why the person was motivated to do it and who they hoped to help. Usually when it came down to it, they didn't put restrictions because they didn't want to make it useless. But you can see the spirit in which it was donated. You can imagine the person who
gave us the money and what they had in mind. And um I find it really helpful to focus me on what those things are about, but they're in it. Um so we're going to have new printed ones very soon after I get my table of contents organized here.
And in addition, we agreed that what we'll do probably is just take all of the there are probably half a dozen different legal documents. They're from they're like parts of the mass general laws, parts of the charter, parts of the
bylaw um that pertain to what we do. We're going to stack those all in one big PDF because these are not documents that will ever change. They don't need to be edited. So there'll be one like rules and regulations and laws things and there'll be another one >> change just
>> I know. I'm thinking the same bylaws change. >> Of course it will change. >> Yeah, they change. No, but the ones that created us 20 years ago are what they were. New ones would be new things that would get added later, but the thing that created us did it in 1986 or
whatever. And it it's just history. It's to say >> So you feel like this is done until >> 99%. We have a couple of little things to >> Yeah, we're just >> And then you're going to put it in a >> We're gonna make a giant PDF for the
legal ones and a giant PDF will be stacked with the table content so you can jump on the ones that have to do with the trust funds and Chris is going to help us get them put on our website. >> And again, talking from a universal design perspective, I would hope to make
the PDFs as editable as possible. >> They are. It's a PDF, but >> not by definition. They are not if they're pictures of PD of of >> or if it's a a photo scan >> that is not an editable PDF necessarily. It has to go through what's called OCR.
>> Yes. So that's what I >> maybe you can help us with all that because I don't know >> or the town hall might have the the capability to do that. >> All right. I was just going to say because you raised that before Karen and it intrigued me because I got the point you were driving at you want them editable
>> and I didn't come up with. If you use OCR, you can take a scan document even and turn it into a editable one. >> Yes. >> And we should explore that >> as much as possible. Some of them will not be able to be because they
>> Yeah. >> Yeah. Okay. >> And and that way when it's uploaded, we want to upload it to in an editable format. Okay. >> For accessibility because we want to be as universally designed >> um motivated as possible. >> It sounds good. The objective is to take
document to word. >> No, >> no. >> Well, yeah, you can make PDFs edible with Yeah. So, >> yes, you need the full Adobe version, but yes, that >> Yeah.
I'll have it. >> You don't want to add another. >> All right. No, but I will keep my password. But I'm sure town hall has must have must have the full version book. >> All right. Well, we'll seek help and get that done, right? But um
>> yeah, I just want us to be aware of whenever we upload something, we want it to be editable. >> Okay. It makes me nervous because we would never edit these documents. Like we've got things signed by Governor Dukakus. We're not going to edit what he signed. >> No, it makes it annotatable, selectable,
and searchable. >> Okay, fine. Okay, that's great. Perfect. edible, annotainable, I'm making up that word, and searchable. >> Okay. >> Okay. Anyway, those is kind of critical, >> right? Those two subjects were
envisioning having two links that will be on the website, right? And so you >> this can become out of date again, but they'll be there even if no one's around to do it. And it's got some other goodies in it um that >> those of us who like notebooks will be happy.
>> Yes. Yeah. And that's the other part of universal design is giving people multiple formats so you use what works for you. >> Yeah. So, >> and I appreciate all the work you've done and I know Nancy, you were helpful with this as well in G2. >> Yes. So, thank you all. >> All right. So, we're 99% there. We're
down to just cleaning up a few things like >> that will help you understand. Yes. >> And there is >> I keep forgetting that we have an orientation manual that I haven't seen yet. Well, well, I mean, we reviewed it, but there's also a link. There is also a
document. It is online and I I can try to find it. A Google doc that I created that did explain about the trust funds. >> Oh, that's sure. That's a summary one. >> Yeah. The summary one at least gives you some information because it talked about Yeah. So, I can look for that and send it to you.
>> Great. Okay. >> This will give me an opportunity to show how computer illiterate that I am. You're talking about editing stuff. I I assume obviously there'd be no way to edit the um to do anything to change the uh the trust the text. >> Right. Right. Right. That's a point
Marilyn brought up too. No. >> Okay. >> Well, you're using this terminology that's just going right over. >> No. No. Ask questions. >> Yeah. No, we are not changing. >> I forget the answer two hours later. >> I'm the same thing. I turn my head and I
forget. Crazy. Okay. So now again, Marilyn has worked on >> Jenna at the last meeting presented all of the draft documents to us and there
was a lot for us to digest and so we are they're not breaking ground. They did mention last night breaking ground in February. >> Yeah. >> Last night's PVC meeting. >> So and then you know it's going to take how many they did tell how many days Um
well the construction phase itself starts February 9th 26 and um soft opening is June 4th 27. >> Okay just >> and then there's
>> and then there's everything in between >> right so it we 15 months but so one of the things that we wanted to give feedback on because Jenna was willing to sh not willing. Jenna shared the docu draft documents with us. So there is
some feedback that we want to provide and so I just thought especially after the town meetings where we were smith every single thing. I didn't want to do that here. We could just take one section at a time. So I wanted us to you
know Marilyn had done all of the sections but I thought if we could look at the fitness >> um equipment room >> and and I did also and today the original draft documents if you wanted to refer to those. >> So um
so Marilyn you want to get the conversation? >> Sure. Um and I just want to preface it this with none of this is meant to be criticism. This is meant to be a dialogue which I assume will go on for quite a while and it will get adjusted
as we get more answers to things. So, we're just putting this out as constructive feedback and most of this with stuff that came up at the last meeting. We just wanted to get it written down and a few of us met to pull our notes together and in the process of
course thought of a few more things. So, that's where this came from. This the intent also was we don't really have a process in place yet for reviewing this and for as a group helping it grow u and collaborating on it and it's it it will
take time and probably a lot of back and forth over time. So with all that Yeah. >> Can I interrupt for one second? >> Jenna, do you have the packet? So do you see the the draft fitness room packet feedback? >> I didn't get a chance to look at it. So,
it's all edited on the actual document. >> No, it's a it's a sheet. No, no, it wasn't edited on there. It's a it's actually posted on the website. The pack the the packet is posted on the COA website and it is page
13. >> Give me a second. I'll pull it up >> and and Chris is willing to screen share it. >> Awesome. >> Yeah. so that you can see um the it's just a page and a half of
feedback to consider. >> Yeah, that's wonderful. That's so helpful that you guys created something that, you know, we can bring back to the working group. And yeah, that's great. I'm looking forward to to seeing it. >> That's that's what we were trying to do. And as I was trying to pull it together,
I realized a lot of our discussion in the back of the conversation was questions about um things that are going to come up at the next meeting. And so I tried to call those questions off as sort of general questions that apply to
all packets. But we understand we'll know more about that at the next meeting. We just wanted you to be aware that it came to mind as we were looking at these documents. And so we're really excited about the next meeting. So >> we're having some technical issues with
Zoom at the moment. >> Oh, that's >> um I'm working on it, but go ahead. >> I'll pull it up on my phone. No worries. >> Yeah, pull it up because you It's right on the COA website. The packet for tonight was added in. Do we want to
spend much time discussing this as opposed to I I thought that this was a pulling a pulling together of comments as Marilyn said from the meeting last >> right month as well as some other
comments some of us have made and we're now offering it as opposed to spending a lot of time discussing it tonight. What I'd like to see, what I would like to see is then a response come back from Jenna and her committee to each one of these points with, "Oh, yeah, we agree."
Or, "No, this isn't going to be possible or, huh, we hadn't thought about that, whatever." I mean, I'd like to create this feedback loop that wouldn't necessarily tonight mire us into another discussion of things that we discussed last month.
>> Well, I just want to make sure. Does this cover everything that >> I know one of the things that I wanted to bring actually Jean had emailed me she's down in Florida >> did not want to come back for the CO but but one of the points she made and I
remembered this and Jenny maybe you can speak to this too and and >> you both were at the PVC meeting where Joel mentioned that there were three pieces of equipment yes >> as part of the contract and yet we look at the original draft document Jenna
>> and it is filled with equipment. >> Yeah. >> So we were just that's one of my questions where >> your on your original document in red all of the following equipment will be available. So just to >> so if it's in if it's in red that means
that it's I I don't know yet. >> Okay. Thank you. >> Sorry that's a great question. >> That clarifies that and a discussion. Okay. Am I answering question? >> Am I confused? >> What in red? What was in red?
>> The draft document had the list of all of this these pieces of equipment in red. >> Oh, okay. >> Well, because you printed it. >> Yes. >> Well, here it is. Okay. And I may that
was my confusion, too, perhaps, Marilyn, that I printed it without noticing. And so, I didn't print it in color. >> I did. and they still do get college. Anyway, to answer your question, Kate, one of my goals, I wasn't expecting Jenna to see this and have to respond on
the spot at all. >> What I was expecting was I mean, four of us met and talked about this, but that's not the entire council and I think it takes more than the few minutes of time that we had to process and think about it at the last meeting. And so I was
hoping people would be able to take a look at it and it might trigger in their mind. Oh yeah, and I wish I had asked that and we'll add it and that's what I was looking for out of this mostly and I I don't think we need to go through this line by line at all. Okay, good. Um if
you've got questions, Janet, just ask us. But um >> yeah. >> Yeah, there's there sort of categories. One, the big one is stuff we'll learn about next month and so we'll learn about that next month. That's okay. There are a lot of concerns about accessibility and universal design I
think in it. Um and you'll see them and I think it's just uh and about things like having a companion with you in the room. Many people, you know, they might not need a lot of help, but they might have their son or daughter with them that gives them a little help and with it they can
use the equipment. It's just different scenarios with the older folks that I think that didn't feel fully covered or anticipated is probably better and they didn't feel fully anticipated in the original. I think a lot of the questions get to that. Um or could you
>> What did we hear? >> I think you're getting multiple. >> Sorry, >> Chris is getting so zoom. >> Sorry, my Zoom I've been having a lot of Zoom issues. >> Okay. So, so to the council as a whole, my question is a at the moment, does
someone see something that they didn't think of they'd like to add? Um, >> the question I just asked, >> no, as far as this the draft feedback document. No, I think you did an excellent job. Okay. >> Summarizing it. I made a little bit more concise. >> I know you said you did.
>> I didn't figure out where you did it, but but I trust you. We've worked on enough documents together. So, so Jenna, we're So, we had um Marilyn has actually compiled um feedback on all of the components, but I just didn't want to go
through every single one. We'll go through maybe one a month. >> Yeah. >> Okay. So, Oh, there it is. >> Yeah, that's great. I did get a chance to skim through too as well. Um it all kind of looks pretty straightforward. the operating group is meeting next
Tuesday. So I can give this to them right away too and we can discuss it in um you know maybe not come up with answers right away but certainly um within a good time frame so we can revisit all these questions or concerns
and um yeah I look forward to seeing um the next line of comments for the other policies as well. So, you know, if anyone wanted to get those to me in advance um before the Council on Aging, I'm also happy to like look at them as well and share them with the group or if
you'd prefer to do it on a monthly basis and then I give it to the operating group, whatever you prefer. >> That's a great question. I want to see what is the I I feel like the the whole council should look at the all of the feedback before we give it to you. I
mean, it seems, >> you know, really great. Yeah, let's give it all to you. But I know that the whole council has not seen the other documents. So I'd rather that that's presented to the entire council. So maybe we can Yeah. Thank you for your willingness to review everything.
>> Yeah, sounds great. Thank you guys. >> Jenna, you just used the phrase and this has come up with a couple of us couple of times. The I think you just said the operating committee. Can you tell us exactly who is on the committee because we're not sure who you think of as the
committee? Well, well, who came was Janet, Emily, and John. And I'm wondering, is that the committee or are there others? >> Yeah. So, it's a working group. So, um, very actively it's Chris, >> Jim, >> myself,
>> Emily, John, and Jane. >> And Jane. Okay. All right. Thanks. Because we sort of wondered what the the group is, and that'll help us to know. Thanks. >> I apologize. I thought they had all come. >> Yeah. No, that's but that's why it's
been a little confusing to some. >> It's Jim and it's Jim and Jane, >> right? >> In addition. >> Yeah. And and one of the questions we had was whether or not and I I'm sorry. I apologize. I can't remember his name. The veteran services person was part of the group or not. That kind of stuff.
That was some of the questions that some of us had as we talked about it. So, this clarifies for us. >> Yes. And Will is also very involved. He just can't be at um these meetings. He has so many different appointments, but I keep him up to speed. He's in the
office right next to me. So um >> we've been And just so you know, Jim hasn't been coming to COA and I don't go to WCK. >> Yeah. >> So, and we present the same thing. So we, you know, I present it to COA. Jim presents it to Wreck, but it's the same information.
>> Yeah. Okay. Great. All right. So, I think we're good with the draft document discussion. Thank you, Jenna. Um The next item on the agenda is open discussion recap. I just had a thought of the same gone
picking up on what I had tabled until that was one of the things it's gone. >> So, so we we've been starting the discussion. We want as a as a group to just
continue what you started. There has been a a a group that has been meeting on their own, not officially as part of COA, but I very much hear that some of the members on the COA would like to
formalize a subcommittee to address some of the concerns because I my concern is that things are happening outside of the COA and not under the opaces of the COA and I want all the members of the COA to be aware there like one of the things
you mentioned was that 11,400 page document and the email that didn't go to everybody so not everybody like I don't think John got that email so I want to make sure that we are involving the COA
and then setting up a subcommittee if that is what is if there because there seems like there's interest absolutely >> and so we want to make sure that the the points that you're bringing up Nancy are being addressed. >> Yes.
>> I I know. >> And if there is a subcommittee, there would just need to be formal agendas and meeting minutes. But if you do the working group um platform that you have done in the past, that would um maybe be
a little bit better of an option, but whatever you prefer. >> So working group is less formal. >> It's not an open meeting. >> It's not an open meeting. You don't have to worry about anything like that. >> Yeah. >> Yeah. Okay. It would be for me and my
mom. It would be four five >> m >> I don't know. I don't know about the Monday night. I don't know about the charter. Someone should ask Kate, right? Is she
the expert on? >> We could probably ask the town clerk. >> Okay. >> Yeah, I do have a question about because we are composed of 10 voting members and five associate members >> and I'm not sure how our I mean I guess
Chris, I see that you're here. I don't know if you want to address this, but how did we get five associate members? >> Oh, it's in it's in the note. That's an interesting question about any of the committees is why >> take that offline. >> Yeah,
>> we can only have up to five. >> Okay. So is Okay. Whatever. Okay. That that is side discussion but it does impact when we make decisions. >> Yes. Um, so I know that there is a group that
you want do you want to continue to meet and what do you see as your purpose? >> Well, one one thing is I think just like we did for this when we hear next month's
presentation, we'll have the same exercise again. we're going to have random comments that need to get codified essentially. So that that's something we talked a lot about and and things came to our minds as we did it. But also what you're talking about
>> like um input into the permanent building which I'm not rep so you know making making sure that that is
done in a way that's above board. I I for example don't want to be put in the position of just responding >> in just me talk, you know,
>> well, you're all right. >> But I'm no and and thank you. But I'm I'm no expert in um plumbing or >> and I think that's what you know, we do have to we can't micromanage too because we don't know a lot about a lot of
things. But I think what I hear repeatedly at every one of our meetings is our concerns are around universal design, dedicated space, you know, what does everything, you know, the operations. So Jenna will be hearing
about that at next month's meeting when we meet with the recreation committee, which I'm really excited that they were meeting together. But we're, you know, we just want to make sure that that the 60 plus voice is heard. and appreciated
and you know considered in all of the decisions and so that's why we keep bringing it up >> and if there's you know whatever we need to do to ensure that that happens
so because Chris you know Chris represents us as well Nancy represents us so we you know that is a consistent theme for us we feel it's our responsibility We are the only organization in town working with
excuse me Chris and you that rec you know that is advocating for the 60 plus community. So and the other reality is the community residents voted for a community recap center for active living. They didn't
vote for a senior center. >> Wait, wait, you're stating it wrong. They voted for a community center called or known as the senior referred to as if you're as a senior center. >> Yes. But >> you didn't say senior center.
>> No, I was saying it and then you interrupted me. >> I'm sorry. >> Yeah. >> Yeah. So, yeah. Anyone else want to add anything? Well, I just wanted to say, you know, you asked I forget what you asked out here, but
anyway, I would see the working group helping the larger group pull together the thoughts. So, we talk here and then as Marilyn would go through that, say, okay, what were people's concerns? And maybe reach out in between to say, okay,
have you thought about it a little more? Do you have anything else you want to say about that? And then we >> can't open can't do it. So we take what we hear in meeting and we just put it into a format that makes sense to give it back >> right >> to Jenna because it's hard
>> otherwise for her to really also remember and respond to what we said. So I do want to hear from the two John's and the Ron because you know it's the same. What are your what are your thoughts because we've all been thinking about
these things. Are >> you all you're members of the COA? We want to make sure that your voices are heard as well. Is there anything you would like to add or perspective that you can bring to it that we are not considering? I don't want to put you on the spot, but
I want to make sure that you are heard. Nothing particular right now. >> Okay. >> You know, I had to get a word into it. That's all. >> This is your opportunity. >> Raise your hand. >> Whistles.
>> Well, that's a long way. >> Okay. So, everybody feels like who's wants to speak feels like they have good. >> Great. I Okay. So, um, so we have a working group. The people who've been working behind the scenes, you want to continue
to be officially recognized as the working group or >> in anybody else. >> We could have more. We could >> Yeah. Well, we need to find out the rule, but current members Not sure that that makes a difference.
>> Yeah. No, it doesn't make a difference when it comes to the the working group. It needs to be less than a quorum for sure regardless if it's associates or voting members. >> So it would be the total number
has to be five. >> It could be 15. I mean we we have 15 total members. We have 10 voting members. >> If you're going to count associates sort
of in a sense forum working there we should get an answer >> we go there. Yeah, >> I think if we have less than six, we're free no matter what.
>> Right. That's right. >> Yes. >> But if anyone else wanted to join, so Marilyn, >> you want to be part of it, that would be >> because you have a background in construction, right? Or >> Oh, finance like I think >> we need you. when the when the exchange
orders come up and you know discussion about >> great >> okay >> right >> right >> let's mention change >> we're not up to that yet
>> that's another so okay so we'll have this working group and it is composed of Marilyn, >> Nancy, Rand, that's five. >> Yep. >> So 80 any emails go through the five of
you. >> Can't even email me or just >> I guess you can inform me. Actually, I don't even know. >> We can't make a decision. >> We can't vote on anything, which is why it has to be less than a form.
>> Yes. Okay. Great. All right. So then you can report back to us in next week's meeting. Next month's meeting. >> Okay. And that kind of leads into the open meeting law thing because I just wanted to make sure um about the perception of impropriy
is enough. So there was an email that went out to seven members and so it didn't matter whether they were voting or not voting. >> But she the answer to that question. >> Well, no. I did talk to um I did talk to
the to the point is I agree with you it's still unknown but the point is somebody on the outside could file an open meeting law complaint because they don't know who's voting an associate and so it's that perception and then the town has and the state has to
investigate it >> which cost money >> and and I know I'm the one who sent out the email and um And the reason well it doesn't really matter but um um so I I
you know I think it's up for further debate. I know that you have um had but personally when I look at the the rules and the law and the language that was not a violation of the committee >> but the point is it could be the
perception and the other thing even though we may disagree. And I'm not saying that it was maybe the right thing, but by by what is written about the open meeting law, I did not break it.
>> Somebody just remember she's using >> I think it's going to help that we have a recognized working group, >> right? >> Yeah. I think that was part of the problem. >> Yeah. >> We didn't have a recognized working group that could in.
>> Yeah. Okay. >> Yeah. >> All right. So, and the other thing too is I just wanted to bring that up to date members who might not have received that email that that there was something that went around and so because that's the other
thing too when people are left out of it. >> So, here's here's my question. So, because we talked about it tonight, can I then send all those documents to
everybody on the board since I >> since I talked about them tonight and I said that they're things that people, you know, we need to >> discuss it in the working room, >> right? the five.
But but that gets back to your your your concern with reception. >> What what we used to do was send it to Jenna when she used to be our send out person, but now it would be Chris. And I never saw I could never understood why this made it okay. I just was glad
something did. If it came from Jenna, then it wasn't soliciting a group discussion. It was simply Jenna providing information. It was my understanding why that was okay. >> Yes. And I would always blind copy people as well when I was sending out
the information. So that way people had no wouldn't violate open meeting law by mistake and reply all. >> Yeah. >> So there's a whole open meeting law discussion that needs to happen. Um
because if you read the open meeting law, what what you guys are doing in sending it out could also be done by one of us. >> Exactly. >> And sending it out and it doesn't violate an open meeting law. So um
>> something perception is another >> issue and I hear you and perceptions. >> Yeah. >> Yeah. So, so Jenna just Jenna, you said you would send stuff and you would BCC people, but when if I still hit reply
all, >> you can't with a BCC. There's no reply all with a BCC. >> If you hit reply all, they'll just be replies. >> Yeah. And and the person I bcced sees whatever I get back.
>> Are you using Word? Well, if you had reply back to >> the original works inside Gmail, they get my BCC. >> Yeah. For for an old historian here, the
software changed. In the early days, BCC did not protect you. You didn't know who you were sending it to, but you were just as you're experiencing sending it to everyone. So if you've got old software, it could be still doing that. The new software
doesn't it it just will do who you can see their names, but it has changed over the years. >> We never want to hit reply all no matter what. >> But unless it's an announcement of who can come help, >> right? Scheduling. >> Yeah, for scheduling. Who can come help
at the library for the October meeting? I mean that is different for scheduling but anything that has to do with things that we will be discussing. >> So >> and if you see do not reply listen to it. Don't do it. >> Well that's why even today when I sent
out well you sent out the the minutes and I respond just to you and then I did I I VCC something. Oh, I bcced the um >> the original >> the original Jenna documents on the fitness equipment room. I bcced them so
that no one would accidentally respond. Yeah. >> But but again to what Kate's saying, if she's got a different version of the C software, it might interesting. I don't know. >> It used to in the early days that's what it did.
>> Okay. Any other questions, thoughts? Are we are we in agree? Were we all in this? Okay. Wait. Okay. Good. All right. Future agenda items. I have one. >> Yeah. >> One of the things I I realized after
attending the um town meeting was there are three ways to get rid of members. One of them is that we can as a committee. So this is a future end agenda item for next month. we as a committee can come up with a list that
then gets sent to the appointee body which is the select board. So I'm going to put that as an agenda future agenda item for us. Okay. Okay. Other any other we so our next meeting oh we have to
come up oh it's the second Monday in December December 8th it is going to be a joint meeting with three with red wreck. >> It's the 8th or the 15th. Oh, I thought isn't it? What is Jenna? What is it? >> The joint meeting is the 15th, but I'm
not sure if you guys are meeting on your own on the 8th. >> Oh, my ass. >> Okay. Yeah. So, I messed up. Okay. >> Do we need our own? just doing >> you want to have our own and the eth and
the 15th. >> Yeah. >> Well, how how much business could we conduct if we're in a joint meeting with the >> Well, I think the joint meeting is going to answer a lot of our questions. >> But there could be other business like such as do we want to plan a January event as you just brought up.
>> Yeah. And the one you just brought up. >> That's true. You caught me. >> All right. So, do we want to meet on December 8th? Sure. Why not? >> Okay. So, can we agree that it's a short meeting? >> Sure.
>> Short shorter than this one. >> All right. A short meeting on December 8th and then we'll meet the following Monday, December 15th, with the reading with the reading wreck committee. And where will that meeting be, Jenna? >> I'm hoping the Pleasant Street Center.
Chris, is that okay? >> I think I have a schedule in check right now. Can I just advocate for some heat? >> Did you just say two meetings next month?
>> And what time is that meeting? >> Is that What time is that meeting, Jenna? >> Um 6 o'clock. >> Six. Okay. >> Yeah, it is scheduled um starting at 6 here in the great room. >> Okay. >> So, we'll meet here on the 6 or will
that be a town hall >> here? I mean, and the >> uh I'm looking now. >> Well, >> that can be here. >> Okay. Any other um future agenda items that we want to discuss on the ETH?
>> Can I suggest that we hold off on recal discussion on the ETH? >> Unless maybe unless related to building type issues. >> Okay. >> With deadlines. >> Yeah. >> Yeah. That's their deadline. >> I would be
>> Okay. >> Yeah. >> All right. >> But perhaps we could have a very organized document. >> Okay. >> So, it wouldn't be this freefor all, but it would just be >> maybe the working group will will report back. How about if we do that? >> A brief report back from the working
group >> and then we'll do the remove item remove members. We'll do the trust fund. Um we'll do we can discuss the um community awareness, but we're also Jen is also
>> it's a trust fund issue. It's just asking for the money for it. >> Well, it's also >> it's both. >> It's both, but it's also what is the purpose? When is the best time, right? >> Who's going to organize it? All of that. >> We can do all that, too. That's a
separate item. The details. >> Yeah. Do you want to discuss it December 8th? >> We can try. We might not be ready. >> I'm just so cold. I can't even think about. >> That's because I had this meeting scheduled until 7:30. >> Okay.
>> Next time I'm going to open it up. >> Maybe don't do that anymore, Chris. >> All right. >> Okay. That detail, but we can get the money squared away. >> All right. Um, are we are we good? I think we're good.
Sean Motion. >> Second. >> Second. >> Okay. And roll call vote. Rosemary, >> yes. >> Johnki, >> yes. >> John Parson,
>> yes. >> Ziml, >> yes. >> Janowski, yes. >> Thank you all. Enjoy.