Can you hear us? >> How about can you hear us on Zoom? >> Thank you. Can you say Can you speak as well so we can make sure that we can hear you, Michelle? >> Pardon me. >> Okay. I can't hear >> Can't hear you.
>> All right. Uh is the volume So, what did you do last time? Yeah, you had to. >> All right. Um, >> uh, Jean, just to let you know, Jeff
Cummings already drove by the building. He's already come by the building. >> Reboot the room right back. >> Hey, there's cars here. When's the event coming? I can come in the morning just come in the morning. So >> that is how This is the microphone.
that right there. >> Yes. >> Perfect. >> We can hear you. >> Okay, you're all set. >> Okay. >> Excuse me, everyone. I'd like to call >> the December 21st Council on Aging
meeting to order. >> What did I say? >> Oh my goodness. December. >> January 21st Council on Aging meetings order. I'm living in 2025. >> We um everybody is online and everybody
is in in >> person which we honestly have never done before. So have been on. >> So um so we're good. We do have some people online but none of the CO
needs to know who's here tonight and we've got quite a few guests as well. I'd like to um start with public comment and we'll keep it to a few minutes if there is any public comment because again that would be the very first time ever. >> Is there any public comment?
>> No. >> No. Roll call. >> Any public comment? >> Seeing none. Um I will go through the agenda. The items on the agenda. So, it's a very
short agenda tonight. Uh, I have some comment that I'd like to make. Uh, I put on the recount updates for January 296 at the PSC. I put that back on the agenda because I er erroneously overlooked it at our last week meeting,
but I had to put it back on. And then we got the COA working group update and discussion. And so, so my comments tonight, a couple of things. First of all, since um it is a Calibine, so we've got a snowstorm coming, I think this weekend, I do want to reach out to the
community and say um please make sure your elderly neighbors have help with shoveling their driveways. Just putting that out of a plea to the community. Please make sure, you know, check in on your neighbors this weekend. It's supposed to be very cold, so please
check in on those. Um, I know that I'm very grateful that I have neighbors that take care of my driveway because I it'd be very difficult to do the whole thing by myself. So, I just wanted to put up that theme. I do also want to mention
that there are are openings under COA. We've got an associate member opening and also Debbie Small um re had to submit a resignation with regret. she would she really enjoyed working with this council but she just sends her
appreciation to everybody all the working members so there is a voting member position also available um I do want to discuss la at last week's meeting we did have a point of order issue and I just want to clarify
with people about that because I looked into this and point of order is again this is something else that we never had during meetings So I did want to talk about what is a point in order who can call the corner
and what is supposed to call and so who may I'm just going to read from um from a document so who who can raise appointed order any appointed members of the committee may raise appointed order appointed order is used to correct a
violation of rules process or decorum during meeting who may not raise point Members of the public, elected officials who are not members of the committee, select board members serving as leaison are legally a member of the public for
the meeting. So only COA members can raise a point order and so only committee members have procedural authority and my role as the chair. This is only meeting law that I recognize speakers and I maintain order that I
rule on points of order if they are called either sustained or denied. I determine when non-members may speak and I can remind non-members that points of order are limited to committee members. So any one of you can raise a point of order if you feel that there's a
violation of procedure and so so the role of the public may speak only during public comments only recognized by the chair may not interact deliberate or raise points of order and this is deliberations limited to committee members. The public has the right to
observe not to participate. All procedural rules apply equally regardless of who is president. And that is from mass general laws chapter 38 sections 18 through 25. >> So I just wanted I mean that issue came up last week. I just wanted to clarify
about it. >> Okay. The next thing um the we will have Oh. Do we have to call them? Do we have to meeting. >> Okay. >> So, we are going to have an open
discussion tonight. I do hope that I do want to make sure that everybody has a chance to participate. I expect a lot of respectful dialogue. I do ask that no side conversations happen that you wait to be called on and um so we'll just um
those are my comments. Anyone has any anything to anything to add to that or any questions about it. >> The cookies are good. >> One left. >> You got to join. >> No, no, I've already had two. I'm the
only one that's had two, I believe. >> Oh, no. >> Thank you. >> It's a dirty job, but I'll do it. >> Sitting right here thinking you use that phrase. I love that.
So the next item on the agenda are the recal updates for the January 20 January 29th and that is you Jenna and Carrie. >> Yeah. So Carrie and I will be hosting a chat at the senior center. I think the last time I checked we had 15. It's
probably more now. I don't know. Carrie, do you know the exact number? But we strategically planned it after an event that's already going on to try to drum up more interest and get some folks who come to the center all the time involved in the conversation. Um since
we have been doing a lot with the construction piece of the project. So it's just going to be an update on the construction and about the operational plans that we've been presenting and just an open conversation. So any anyone's more than welcome to come. um
doesn't have to just be 60 plus. So if anyone here wants to come um that's listening on the zoom feel free. >> You did put it in the newsletter that it's um you coa and so I was hoping I will be away at a conference. I won't be
able to attend but >> I'm hoping that JB COA members that can be there also. Well, I was going to make a comment about that because the way it's listed, it reads COA update, but it wasn't really our planning or our scheduling. And as you said, it was put
on before I think you asked if anyone can attend. So, if you're going to continue these, which I think you indicated you wanted to maybe change the heading so that if no one from COA can be there, it's not misleading. >> Yeah. And I think that I did ask for
that to be changed before it went into the pleasantries. my apologies. And my intention of that was because I didn't want quorum issues either. So I didn't want it to seem like the COA was running it because then it would have to be an open meeting, but if a couple of you come. >> So moving forward, we can kind of
discuss what we want to do as a whole. But yeah, there wasn't a lot of opportunity to reach out. We needed to plan a date. So hopefully a couple of you can make it and if not, we can certainly update the committee on what happened in the meeting, take notes, things like that. Well, that did come
out of our December meeting, too. And you said that you would you would do it >> and so um you immediately came on and you you suggest that you do it after lunch and you did it after lunch and learn. >> So that's great. I don't
>> Are you volunteering or you have questions? I have >> I'm already signed up. But my question is there a cap on that meeting? >> No. >> So what if 200 people show up? >> No, it's 20. I think we have a cap of 20. >> Yeah, the cap of 20. >> Yeah. Then you've got 14 shows. So
>> yeah, I mean we can take more than 15 so we can talk. >> It's just the space in the room. >> Is it going to be upstairs? >> Yeah. >> Um several things I would love to come but I've got an art class there.
Um if we could also thinking ahead and I know this is you will when you get there but I'm already there. um if we could alternate or periodically also do one in the early evening in the library because most people who well first place the people who work aren't
going to get here but um that the audience that we know we're not touching that we're hoping with the new building that will be the outreach and the expanded inclusivity are not likely to be here. I think they're more likely to come when an early evening and library seems to be a place that we get a better draw on that
than here just because this place attracts a lot of people who come here all the time. It's it's their home away from home. So, if we could cycle around with these or something like that. >> Okay. >> I just wanted to say because you started to ask come I plan to but I'm willing to
walk away if it becomes a quorum issue if more than six of us show up. >> Okay. After Jean's question, I'll ask who is able who will be able to be there. Jean >> uh um Marilyn mentioned what I was concerned about, but my also my other
thought is if there can't be an evening participation or schedule a Saturday morning around 11 at the library so we don't have to open. >> I think that would give those that are
60 plus or even their residents that are interested >> in I think I think the precipice behind this was to kind of inform the folks who come here. That's what that was my intention. >> Um so if it's going to be more of a
communitywide conversation, >> I'm hoping that we can kind of table that communitywide discussion till we have more of the operations lined up and things like that. Um, but that's just my opinion. >> I think we were looking at it as more of
an opportunity for people to get to know Jenna and myself as a team that come >> No, for people that come here. >> That's how I was interpreting it. >> I think Well, that's also I think you should keep in mind parking at the library and if you have anything
scheduled at night, who the heck wants to park on the side street, walk up to the library, but I don't. So that's a problem when you hold anytime meeting at the library. Yeah. But this would be possibly for those that aren't available
during the day. We've still taken up a parking spot. You can >> Excuse me. Could uh just remind me of uh the time of the meeting date and stuff? >> It's 2 to 3 on January 29th, which is
next Thursday. And it got into pleasantries says 2 to 230. Right. Right. >> Yes. >> Okay. >> Yeah. >> And originally it was you know to get especially u you know those who attend
events here at the PSC the 60 plus members here is a starting place and we think as well. >> Yeah definitely. Thank you. >> Thank you. So, who will be able is anyone able to be there as a representative of the COA?
>> I'm already signed up. >> And John >> and Tom. Okay. Thank you. >> And if there is a quorum, we can always call a meeting, right? >> No, but there's other times. >> So, that's four. >> Okay.
>> Okay. >> Yes. Okay. Great. Thank you. and then I'd love to hear back how that goes. So, >> but if if the a quorum does show up, you can always call a meeting, right? >> Yeah. >> Yes. >> Yeah, that's true. You can call meeting this.
>> Okay. Any other questions, comments? >> Okay. Now, we have the working the CO working update session. Uh everyone should have received the package and had a chance. I hope that everybody did have
a chance to used it as package because there was a lack of information paper. Does anybody need a paper copy? So, so since everybody has had a chance to look through them, I'm looking forward
to the working us I'm going to talk about this document was referring to and it's titled on the running community services department joint presentation on fraction California 12525.
Many of you were there. Uh before I get into the document though, I would like to say a few words um on this document and I want to acknowledge that the works
the work group's questions and comments may at times feel very detailed and even challenging. Um, it's intentional on our part and it comes from a strong sense of responsibility.
Council on a primary goal is to speak on behalf residents age 60 and over who now make up a large percent of our community and we take that responsibility very
seriously. The original um recount committee undertook extensive research to address longstanding space and programming limitations of street center while also
keeping inclusivity across all agents for way. That work led to a vision of a shared facility bringing together elder and human services and recreation.
We realized it's an ambitious goal and it's not an easy one to get right. There's a a wide variety of ages and people that are going to be in this in the building.
Um so it's ambitious ambitious and we know from other communities that some some similar e efforts have worked very well while others have faced real challenges. So we can learn from
mistakes, take advantage of what was done well and then learn from um what could have what we can improve um by asking these careful questions now and working collaborative
collaboratively as we have been with the community services division. Um, our aim is to help ensure that this project succeeds and meets the needs of older adults while also serving
residents of all ages in a sustained way. So it's a collaboration between a very diverse group of people that are going to being.
So this document that you have in front of you that was included in the packet is a compilation of the comments that were expressed by COA members at the December 5th meeting.
And um any the the uh focus of that meeting was on recap. And uh at this point I'd like to open it up for discussion and I am going to make
a crazy function that all COA members have had a chance to go through this document and read what's here and I'd love to open it up for discussion. Um how do you feel about it? How do you feel about
some of the comments? All of the comments. Do you think some things are missing that um was talked about at the meeting but wasn't really addressed and still needs to be addressed and be part of this document.
Um, the way the document's organized, I'm sure you figured this out, is on the left hand side is the uh, Jen's text from the slideshow and on the right hand side are comments focused around that
particular spot. So, um, I'd just like to open it up and see what people have to say. So, thank you so much for that introduction and sharing with us
very hard. We spent a lot of time on these documents. the second one we will be discussing as well and um I think it is yeah it is important for the COA members to um any feedback that you have that
know you want to share because um there's a lot of information here and and I'd like to hear from all CO members I want everybody to feel like they have a voice tonight any thoughts
have any of the John's have any comments? >> Um, after reading it, it appears to me that you're saying we can work all work together as long as you do it my way and my own time. >> Okay.
>> So, that's the total >> that's how I see it. It's it's um remember these are just COA fonts so they aren't um >> they aren't comments from the so but okay
is there any one particular >> I'm curious who made the comments from the CLA on all these things >> might have been a certain group of people >> it was the work the work group so the work group began this conversation
And in addition, we went through the meeting. >> Um, we went through the video and we took comments and questions that were asked in the video. Um, and and placed those,
but we do we do need to say that same point that some of these >> Oh, I'm sorry. I'm sorry. >> That was last year. Kate, I I just wanted to add that that
we did review the minutes and the video from the meeting. Um, and if people spoke at the meeting, their comments are reflected in here as well. I don't personally at this point remember who spoke at the meeting and who did not, but if there were comments made from a
COM COA member at the meeting, they're reflected in here. >> They should be. And if they are chat now to hear >> you on action as a working group member because I make sure other people who are not okay
>> I think it's working group member just that my understanding of why it's important in this process that we do this phase is working groups had a lot of time to work on this we work a lot um but to make sure that you know if anyone else on the council that's not on it in
the interim has said gee I wish I'd said that now is the time to get your feedback in cuz it's not curved in stone. It's uh okay. If there's something we've missed or that we didn't miss it, but you thought of it since, please tell us. >> Yeah.
>> Yeah. I think the opening is a year and a half away now. So, we don't really have to have anything carved this out. I think you should give them time to put together their presentation to us and then we can talk about it. Well, nothing's happened. I didn't put
my hand. No, the way I feel particularly uh about working groups and subcommittees or whatever you want to call them, um they do a lot of work. They do a tremendous amount of work and and I think you just got to sit back and and rely on them and and and trust their judgments. And maybe you could find a
little thing or tiny thing here or there that you might agree with, but I don't want to start picking anything apart because you don't see any need to. I think I think it's a a the fruits of a lot of a lot of hard work by people. Uh it's fine with me
>> this document. Okay. Got it. Because there's two working groups. There's the town working group, the operational working group, and then there's the COA. >> Oh, yeah. Fine, too. >> Okay. Any other thoughts? Was great.
Thank everybody who did all this work. There is a lot of time and worth involved with it and I appreciate each one of you. For me as a member of the senior center, I come here to be involved to meet people to end isolation
and going forward with our new location. We have to be sure that the 60 plus community has access for those needs all the time and are not um isolated or barred from a certain
area. But then also there's a section in here um that I think involves donations various forms. I think we have to advertise that and get the community to know that they can make donations. They
can give us their house if they have no people to leave it to or their car and you can sell it. >> People don't understand that we are looking for donations. I think that has to be more widely publicized. So
isolation donations, transportation for the elderly is very important. transportation to this new location. Only only right side of readings is going to have easy access to that. Anybody on the other side of Main
Street, I'm going to have to either go down Charles or pick up the highway. And I don't think a lot of people actually even know where this location is. So, we need to get that information out. I don't know, especially regarding the
streets. We have to look into streets and see if we can right hand turns in uh if we need more light you know we'll leave those kinds of machines behind I don't know who's cut on what issue let me just some
>> so donations isolation more information where these people is going to go for the senior sentence we need to have access to that all day I'll get something else. other audience. I think um your point
brings up the importance of why Jenna and Terry are meeting in next Thursday and how why they want to have those monthly meetings because a lot of um the the people who are attending senior events here are really aware of what what's
happening because I know I've had conversations here myself and um you know they have other than they talk about things that they were more concerned about. So I think
letting them know more about but some interesting feedback. So the citizen here who had come to the events you came to meet or activities and talk to people
like we have a tea coming up. before you come to the team work. >> Any other thoughts? >> Yes. >> Yeah. I'd just like to say that at this time I I appreciate the work that was
done here. It was very interesting and easy to follow with the slide in the COA comments. Um I really didn't have much follow in the meetings. uh the goals in mission statements are very clearly
outlined. The only thing I'd like to say I think it's a very uh ambitious statement and I hope the goals and mission statements of the seniors can can be met that that are outlined clearly here on this paper.
>> Okay. So um the intention then is we shared other policy documents. We've received the feedback documents. So we'll share that well it's actually it's now part of this package. We'll share it and read and discuss the
operations. We'll take a quick glance at it just to make sure that some of the things that Rosemary um listed are especially the transportation item.
Yeah. And we will be having a Oh, sorry. Sorry. Um, we will be having a transportation update, too. It's on the timeline. Might get pushed a little, but um that is forthcoming as well. So
>> I do I do have I always wear >> so >> and so um like one of the things it says daily lunch should be ser so I think you know I think about the morning you know
the um the consideration should be you know there should be consideration about what to do about as opposed to and what you should be starting. I think some room for collaboration and conversation and compromise.
For example, I went to Willington um CNS today working really well um and we their executive director and I asked if they served lunches and they also serve lunches on Tuesday and so that's the way
it works for them. They get food from Minute Man Food Services and also from Northando to see what patients have. You know, we have the opportunity and still at least we don't even we don't even have a contractor. We have time to work
things out. So, um I know for example the Newton building has opened up. I think that that would be really helpful to have a field trip to there and have a conversation with that those people. But I did call them Andover as well and they do her lunches every day and they ask
for $2 donation and they get their food from she told me I forget that service but um so again there's a variability and so to say lunch shouldn't be served it's you know that's an example of looking into how we going
to handle lunches in so it's just my thought. Um yes is also the problem of who's very centralized access
I don't know it's going to be feasible to do every J have enough money should >> well is one of the things that the operations working for and so um I know that both of those
senior centers of their donation not mandatory to pay for lunch so that's why they keep we'll see what works for >> I think you have to make it
the opening of the um other thing that's happening here too. There's no rental in here. I think you should open it up especially maybe like Sundays. People are always
looking for a place to show baby showers show and we should be able to generate income that way. But we have made it very clear regarding them cleaning up after the stuff and who's setting it up and who's
cleaning it up, who has the trash and how they're leaving the kitchen. Even to the point if we video everything and show you this is how supposed to be left to not jury and then go over take extra money from them and say if
there is a claim you're using the money. >> Yeah. Well, I think too a lot of the things that are raised in here are going to be budget based and we don't have a budget. We're two years out. So, I think it's hard to pinpoint and nail down you're going to do lunch every day or
we're going to offer these programs and set it in stone right now because two years from now, we don't have an idea what staffing is going to be approved, what the town budget's going to be. So, I think we can state it and we can say that this is what we'd like, but I don't
think we can expect that everything that we want is going to be there because we just don't have the funds set aside for it when we're looking at overrides and all other kinds of things. So, I think it's important to state what we would like, but we also have to
realize that not everything that we want, we might be a we might not be able to get it. It's actually a year. It's a May 27 soft opening. So, it's a little over a year away. And yes, I agree with you about
the budget. It's going to be a challenge. And that's part of our concern as well is that if you don't grapple with these now and begin trying to think how you're going to address them. So, for example, one of
the things that I'm concerned about was that I think and I'm I need to go back and listen to the meeting again, but in the oral overview of the FY,
let me get this straight 27 that we got at our last meeting. I don't think there was any mention of building in costs for the first two months of the soft opening, but there's going to be costs in May and June in the
FY27 budget. And I'm not hearing that represented. And I think that is an issue that has to be much more time has to be spent talking about that. You're right, Karen. Go on. I I know it does seem like a long
way in the future, but um as Kate mentioned, the soft opening is May 27th um next year, which is part of fiscal year 2027. So, well, I think we we don't know for sure. We just have questions about are there operating expenses
associated with the soft opening, which would occur during fiscal year 2027. So, that's where we're coming. Well, and again, one of the conversations we've had working is a
really deep concern that this went by everybody in town government, finance, select board, etc. without the project. I'm talking when I say this, I mean the project at large, the
project moving it toward getting it approved for an override and everything without a deep discussion of what the operating costs would be in this new building because it it wasn't necessar I mean it wasn't going to be part of the
debt that had to be taken for it, but it's a significant portion. If you build a building and you can't operate it the way you want to operate it, that's something you should be thinking about in the whole process while you're deciding and and I know for at least many of us on the working group that has
been a significant concern that at the town level they're not yet really focusing on that and I'll stop. >> Or it may appear that they right I'm not
hearing any conversation. Yes. Yeah. So, I just want to mention that we did hire a consultant during the process. Um, so we had an operational consultant that came in and gave us a preliminary plan. And that's what the operations working group is working on now is taking that plan and making sure
it is accurate with our new rental prices that we have um and doing those projections and looking at the future of staffing. Um, I think why we didn't deep dive initially as a whole is because we didn't know if it was going to pass or not. And the operational plan is a very
heavy lift. Like it's not like a spreadsheet of like five things. Um, so I think as a team we were like, well, let's wait and see if this actually passes and then we'll dive right into that. And we have been internally and now that we have the operations working group and that other plan that the
consultant worked on, we're hoping to come forward with that comprehensive plan for you all. And I think that will really like give you more confidence in in the building and what we're looking at for the future. So, and I understand that concern. >> What is a soft opening? Would we be
having like a big open house? Would we be advertising that ahead of time? >> Asking the town to come. What's a soft opening? I think a soft I think a soft opening is to actually have activities and you have staff there
and you invite various seniors come or wreck comes and that's when you start to have your punch sheet your structure that this didn't work right we have to correct this and that's
to see if everything slows in the way that it should slow when the actual opening occurs. >> Is there a difference opening date and then is there I don't even one date there's I thought it was
June 2020 June 2027 was when it was going to be open. Um I don't know like the soft launch or the I don't I have I've heard mixed things about this but I don't think that there's a plan to do it either way. We might want to do a big
opening and do an open house or something, but I don't think we're we're there yet. Um, but do you have anything to add? >> Actually, yeah, that's I have some detail. I can add some color to this conversation. Um, because this
permitting on this project was pushed, we delayed bidding on this project. So, I was trying to pull up um the timeline. So, you probably are pulling that number off the timeline. we have a discussion at every permanent building committee meeting about what that timeline looks like. >> Um, so I'm trying to pull that up to
refresh my memory, but there are many milestones at the end of a construction project that we go through. So there's, you know, substantial completion is a real thing, you know, then you get your when you get your occupancy permit, when you come off builder's risk insurance
and go onto the towns, the building goes under the towns insurance, you know, so there's there's a lot that goes on. Um, what I think is useful is for us to get feedback on how the council on aging would like that opening to look like
because in initially I envision we'll have staff before we move in, you know, before before stuff is available, the public can't go in, right? We have to make sure everything's safe and the finishes are done and so forth. We can definitely arrange tours for the Council
on Aging as we go. And I have asked for a camera to be put on um that building project so we can see you know time lapse detail as the building goes up and we'll have like a cool video we can play >> um at the end which I think will be
really satisfying. Um and um the this you guys can tell us you know do you want like uh maybe we have some dosent from the council on aging who tour the building know the building and do small group tours through for through the community as we as we open recreation
the same you know and so you guys can have a role in that once we're moved in and you know um and we're kind of like we're moving out of Pleasant Street Center and then into recal and what you want that to look like that plenty of
time to figure out what that would be. Um, what do you want to do with this space? And do you want to kind of have a little ceremony for leaving the Pleasant Street Center? >> And I think that would be kind of kind
of a thing. We will be um my colleague Katie Gabriella and I will be in front of the Council on Aging. I think we've asked him for some time or if we haven't we will soon uh to talk about the future of this project. We're doing a a survey. They were doing a little road show to the different boards and committees and commissions to ask them their opinion.
We were at historical commission um last week and we're getting a lot of information about you know what that body thinks of you. You're our volunteers. You're invested. We want your opinions on what this could be for the future as well because we're thinking so we're thinking about
staffing where we are thinking about staffing. We I'm thinking about FY28 uh and our budget and what elder and human services looks like, what my staffing is going to look like for these wonderful people and their colleagues for FY28. So, we are looking at that. Um I don't
have details on FY28. I'm trying to pull FY27 to town meeting, but um but we are thinking concurrently and I think that's important for you to know. Um what else? And we're and we're planning the future and we're trying to do the operation. So
I we're all working on a bunch of different things all sort of related same thing at the same time with multip with consultants and other volunteers and and multiple boards and so you know we are grateful for the feedback that you're giving us and we will incorporate that. I love hearing the ideas um and I
want it to be very clear that you you all have a role in how this building will will open um and how we and how we go forward. So you know the conversation is is continuing. It it doesn't start and stop. I don't know if I answered your question. So, I think I answered a
few. When is the hard opening? Be I didn't answer that. I I I distracted myself. It's late. I would, you know, um so because the permitting pushed the the the bid date, uh we're opening the bids
February 5th. Um so that's pushing us closer to August. So sometime into the summer of 2027, okay, for for when the doors are going to open. So just the numbers are it's it's soft. Things are moving around. We'll have a better idea when we've awarded the contract. We'll have a
better idea as they start doing the ground work and pulling out the trees and you know boulders and getting a sense of do they run into something. Sometimes projects run into something that slow you down. So we will see how conditions go. But we have the best people on this project. We have the best
building committee and the smartest building committee in all the land. Um, but we also have fantastic, we really do. I read Reading is just so fortunate for the folks we have on our building committee as Ron I'm sure can attest. But we also have um just a fantastic uh
group of AR, you know, our architects and our OPM are top-notch. They really, really are. So excited. I've worked with this OPM before on two other high school pro two other school projects. Peter Collins. So he is he's just fantastic. So >> well I appreciate you looking to us in
terms of the transition of the new ability. I like the idea of evidence I'm hoping you know that we can have an active role as the COA to help transition >> 100%. No 100%. It's it's really important and and you know again we'll
do we'll do tours for the for the council on aging not for all of the community. Not we can't open it up to the community. this is a hard hats, you know, kind of scenario and at certain points and they're not open all the time. Like it's it's a privilege to be able to go and it's a lot of work to
organize them because it's construction and so we'll be very careful if you if when you when you want to make a request to go see it, you know, we'll work with our team to make that happen. >> Yeah. And I love that idea of leaving it up to you to kind of decide if you want some type of grand opening or if you
want to just progressively move into the building because Newton did a grand opening and sandwich didn't. So it'll be interesting to see what you all what you all think and I love that idea and I'm open to that. Harry, >> I appreciate that sound. Is it
possible going forward over the next year and a half that periodically you could give a summary similar to what you've just done here to the council that might be even if we did during a regular meeting?
>> I'll just come to all the >> special meeting just to just you know >> Yes ma'am. I I will come to all the meetings. I will I will I will try to add color where I can. >> I think it's important. It's uplifting. It's okay. We were just informed about
all of this. Wonderful. >> Thank you. >> We're going to have a great time. It's going to be fabulous. >> And I'm ready to put the event in. Let's go for it. >> There's a lot There's a lot to do. There's a lot to do and I'm grateful
that we aren't doing it by ourselves, you know, and it's important that we're getting this feedback and I just want everybody to feel like we are in partnership all the time. We are in partnership. There's a lot going on and um and I'm really especially grateful
for Carrie and for Jenna because um they've really been carrying the load a a lot and Jenna for years. >> A hundred years. You look fabulous. But no, you you've been you've been really um ushering this along for a long
time and before you know all of us was Jean Dings, you know, and Jane and so this has been a long time coming. I know all of you know that but also staff even though we haven't been in these roles all along. We also thank
>> just real quick I think it might have even been their soft but I'm not sure. Um two things. One is like their kitchen wasn't ready and they had no one who was yet trained to use it even if it were. But that didn't cause them to not open. They just
knew it coming. And maybe they changed their plan. She told me they intended to every day once they get people trained, but it could have changed since she talked to me. But one of the things that they did that sounded really fun was they had the high school band um come
and lead a parade into the building. And apparently it was so wonderful the junior high band was really jealous. So they had to schedule another parade with the junior high band. But but that's it's the fun you're talking about that gets people excited. >> Community.
>> Yeah. >> One of the activities today at the Wilmington Center was an elementary school went to the senior center and they Valentine's Day. >> And we've got the killing school right across the street. So we can have some art there.
But that is staffing. >> We're going to have staff to take care of the elder needs and what we want at this new center and then it's separate staff to take care of other type of needs and then they're going to be
opening rooms for and which one is going to take prey. Are we going to take care of the elder needs first? older maybe over maybe kindergarten kids want to come in want the same room we want. So that's all
part of that program. Yes. taking care of one of the elders who's going to be taking care of that would be recreation Jim Sullivan and will and veteran services too because he'll have access to the rooms
as well. So if you read through the programming plan it there are dedicated spaces for the 60 plus but a majority of the other rooms I think there's a the gym's up in the air right now. um >> a majority of the
>> Yeah, because of the gym. Um would be 60 plus priority. So they're not dedicated spaces in perpetuity to the 60 plus, but you guys would get priority. So Anna from the senior center came and said I want to run Zumba
in the gym for 50 people a special event and Jim wants to run something else in the gym for little kids then you would take priorities >> 60 plus. Okay. >> Yeah. Something like that in whatever room it applies to. >> Thank you.
>> You're welcome. >> Thank you. All right. So the second document group and that's helpful to you. >> Thank you. And uh the next
um yes actually I do also want to follow mention to to the flooring document that was added in. >> So thank you very much. That was a question that came up through that
meeting and you gave us the annually the package on the last page. So it tells everything about the story. >> I just wanted to add thank you too. I went through that and all the questions that I had at least it was very helpful
to get that and the formatting of it. I assume that came from whoever it came from. It was so helpful to just see each room and what it was and what it can be used for and everything. I really appreciated seeing that. It was very
detailed and yeah. Yeah, you have to break it >> because that might be helpful to other um members of the community. They might be interested to see this as well and it is in the packet. So they attack both
ca works as well% of >> mute. Got it. Okay. >> So very detailed. Yes. >> So did you just say the packets on the CO website? >> I think it was included.
>> Okay. It was included in ours that we got >> as committee members but in a public venue. Is it visible to everybody? >> I hope so. >> I think so >> because it wasn't it wasn't posted with our agenda like
>> document. We didn't have. >> So I'm trying to figure out is there a public place where these documents can be seen? That's >> Yep. They're on recal page on the website. So, I don't know if this has been uploaded yet, but I'll take a look right now.
>> Yeah, in this particular packet, since I got the information yesterday, I didn't send it to the town clerk, but typically we would have the packet the Thursday before and then the packet and the agenda would go to the town clerk. >> So, I know that's been something we've asked for and it doesn't always happen.
So, at this time, I do get it with the holiday. Yeah. >> Yeah. We didn't get all this information till the weekend on Monday. >> Yeah. Now, this particular document for reference purposes going back. Is there a date
logged into this document? I >> Let me see if there was a date at the bottom or at the top, you know. >> So, you can always refer back to it. This is the newest update with the flooring. I don't Is it the down tiny?
Oh, there it is. Says 26 on it. Yeah. Okay. So, I just wanted to acknowledge that this has um this did come up last week and thank you staff for immediately giving us very detailed, very um
informative um flooring plan. >> Yes, >> quick question. Um just technical um in the multi-purpose room it says luxury vinyl tile but it's okay for low impact dance um flexible space. Does that mean
it does or doesn't have any cushioning? >> Not a lot. >> No. Okay. So, it's not a lot different from here or it is still a lot different from here. >> I'm just thinking is it is it an opportunity that if we wanted to move something to a larger room, is it or isn't it going to work? >> I think you can you can move a dance
program there. Sure. Yeah. >> And then we move an aerobics. >> Okay. >> Because usually dance floors are are harder so you can spin on them. My daughter did dance for 150 years. She's only 23.
But um Marley for >> Okay. >> Uh on this floor that we're talking about that it doesn't need a cover. I I've been to some gyms when they're having events,
uh, dances or something, they put kind of a a cover over the floor, but any spills or anything like that, and maybe the cover afterwards. So, this floor is just going to be when the event goes in, if it's
in, it's just going to stay >> on the gym floor. >> Uh, I'm sitting on this uh multi-purpose floor. Sydney. >> So, Madam Chair, um well, I think we the only covering I can think of putting
would be on the gym floor >> on the hardwood floor like if um the town clerk has expressed interest in holding voting at this facility so that we don't impact school operations. Um and so if that were the case, we might want to put a flooring down to protect
that hardwood. It's a maple hardwood floor. Um I do have a question in to our design team if the pricing includes that covering um that we'll ask the flooring contractor to also include the covering. That's not unheard of, but I don't know the answer to that question. So yeah,
but I don't we wouldn't need a covering in the multi-purpose room. That is vinyl tile. It is it is a newer product than anything I have in my house, but I might add that to my house. It's more common now. It's very easy to clean. It's resilient. Lasts a long time. And it's easy to replace pieces if you if you
need to. >> Okay. All right. And then the last document is progress update near the end of the alert. So progress update in public.
Um I'd like to Tim, the operations working group, child staff and my fellow COA members work like to give special ex to Jenna services directors Mary and public and
human services administrator and Jane our system town manager. Thank you for your guidance and your dedication to this has been invaluable and we deeply appreciate all the time and energy you put into situating. To me, it's clear that everyone here
shares to us shares the goal of creating a facility that truly serves our seniors and we see a few opportunities to collaborate further to make sure the center is as successful and welcoming as possible. These are more like opportunities rather
than concerns, just ways that we see to strengthen what's already underway. Uh so we've highlighted key points along with recommended next steps. These aren't directives. These are just suggestions that we feel would help us
to continue to move forward. And with each with each key point, we've uh also noted potential consequences if they're not addressed. In in my capacity as a project manager, what I've learned is that the earlier you catch things in the
project, the more cost savings you realize. If you catch something during um requirements, it's 10 times less expensive than if you catch it during design. If you catch it during development, it's 10 times more than it is during design. We're we're just
trying to work together to try to catch these things as early as possible and then collaborate together. Uh so the first key point is the operating budget and we talked about it a little bit already. Um you know as noted the the
opening is closer than we think. It's it's 18 months or so away and uh you know fiscal year runs until June of 2027. So uh we understand that
building a operating budget I I know having served on FINCOM it's a tremendous amount of work. It's very hard. Appreciate all the work that you're doing. Um but while it's in development, additional detail on anticipating staffing levels,
programming costs, revenue assumptions, all those things would help to ensure that they align with the proposed programs and services. So what we're recommending as a next step is just to provide a range of assumptions and scenarios related to that staffing uh
operations, programming, and revenue. This has to be doesn't have to be an exact figure, just a best guess estimate at this point. And then also to collaborate with the council on aging to ensure that the budget reflects
realistic operational needs and aligns with the services and vision for the facility. We feel that the the consequence that that's not addressed now is that there might be a misalignment between programs, staffing, and costs, and that can require costly adjustments.
or limit program effectiveness after construction. Uh the second key point is the alignment with residents needs for long-term vision. Um just thinking about the 60 plus community we serve. We recommend a
fiveyear a clear five-year plan that will guide design and program and reflect the real needs and experiences of seniors. I know that there's a vision statement that the retail um committee put together um and I know
that a detailed plan at this point is too early and it would be too hard to come up with one but something in between like a master plan that takes the vision and is the transition between the detailed
project plan the detailed plan >> and that uh you know that would um help ensure that the facility grows with the community. >> The third key point consequence of that not being addressed is just that lack of clarity could lead to design or program
decisions that do not fully meet the community needs requiring later revisions or limiting the facility's impact. and they're just much more costly when they're caught during the construction phase versus now.
Um the next key point is just to talk about the uniqueness of a senior center in a community space. We we all realize that this is this center is for all ages and we fully support that vision and we're excited that everyone in the community can be involved.
At the same time we, you know, there is the guidance from the National Council on Aging that notes that successful senior centers function as place where individuals spend a significant portion of their day. Um, for for many seniors, this is going to be the place where they
make necessary social connections that are essential to their healthy development. Um, and we just want to collaboratively work with uh them to develop a mock month-long
programming and services schedule to illustrate how these proposed spaces and programs would support sustained engagement uh during the senior center operating hours. just to get a rough idea how this is all going to work out.
And I think this might also tie into the the soft opening, how how will this look like when it eventually opens. Um uh and then the the last key point is that there's a real opportunity for us
to strengthen the collaborative process by ensuring consistent representation of the 60 plus community during planning discussions. So we just recommend that uh community ser services operational planning committee and the council on
aging recal working group meet to discuss um enhancement of the collaborative feedback process on the proposed operating planning documents. So in short, these steps give us a chance to build on what's already
underway and ensure that the senior center recount is successful, welcoming, and trusted by the community. And again, I want to thank Jenna, Carrie, Jane, and all the town staff for their partnership and dedication. We're excited to continue working together to make this
vision a reality. Thank you very much. And at this point, I'd like to open it up to discussion. Maybe that's Ron, thank you for sharing the document that I know you've all worked through and I will acknowledge I appreciate you
working on a revision. So, thank you for doing that as well. Um, and I would like to open it up to members of the CA members beyond working who have any moment feedback. Yes.
My comment is I totally agree with John about really think about wiring and windows and things like that that cost a lot more later on. You don't want to have an electrician to come in and have
to set up wiring for a computer because the wiring isn't there. So, always look at the the structure of the building, the walls and the different rooms what they're being needed for. put the extra plug in, set up an extra squad for a computer
while so I agree 100%. Other thoughts any other feedback any questions? thought myself within the last year
about possibility of voting not being allowed in school. So because we didn't have this new facility, we'll have a place to >> change. We need a cover for that. When you're talking about putting on a
floor, they have special coverings because this is not unusual in gems. This is Yeah, for for public building. I'm sorry. Yeah, we have one at the high school for the new wood floor there. It just protects it from when you're putting it's not sneakers on that floor,
right? It's it's street wear, people coming in any weather and um and then tables and and and ballot boxes and the whole thing. >> Something you roll out. >> Oh, yeah. Oh, yeah. No, it's rolled out and it's facilities would have to plan
for it. It's a it's an operation, but it's it's stored separately and it's rolled out soft. It's a soft covering >> storage something that's going to be very big. >> But they'll or they'll hang it at the end of the room and roll it up and pull it up. I
>> don't know anything about it. >> They don't have to know everything. >> They can change that. >> I mean, I know everything. Yes. >> Um, I don't know if anybody remembers because, uh, most of you are a lot
younger than me, but when we had that big dinner there probably 30 years ago, that entire fieldhouse was covered because it was a dinner, there were tables, there was food on the floor. And I mean, you think of the size of that fieldhouse compared to what we're going to have. Um, it's it should be easy and
not a problem. And it's not unusual. She had to use a good >> I was just thinking that in a lot of gyms they have these interlocking foam squares. I don't know if that might be
sufficient but like they want to convert a part of the gym to a softer area to do aerobics. There's the this cushiony foam. Yeah. >> And they're just temporary. She just locked them together, put them there for the class. you can remove them back in
your class something like that. >> I don't know if those are up for um like public use like if it's up to you heavy use um where you can store that versus the amount of time it would take to >> puzzle it together versus rolling
something out. So, uh, but I will definitely inquire. It's a great suggestion. I just curious um going to the town website, will there be a special area for recount for the program when this
when this building opens up and will there be like a dedicated web mass or is that something that fall on the town to uh to manage? >> It's not something we can No. Right.
We submit a program things that are going on to the web master. >> So >> I'm thinking seniors before they go out, they want to see what's going on that day. >> So it would probably be similar to what
we have. So any other thoughts? >> Yeah, sure. Realize I was I was supposed to I turn it over to Marilyn. We had a motion that she was going to be.
>> Oh, no. Not it's not on the It's not on the agenda as well. >> So, we'll put it on a discussion. So, we'll put it on the next agenda, please. >> Yeah. Is a discussion. >> No, we make sure any other thoughts.
>> Just a thought. Um If you look at the centers in Wilmington and over in Winchester, one of the greatest features is the common area they have where there's always some place for people to sit to socialize. They'll always have a cup of coffee. And I think that's absolutely one of the
most important things in the center where you've got so many widows and widowers and you know people who are alone. I I think that is is something that should just be there from the time they the doors open in the morning until the time they close in the afternoon. I think it's very important
>> and Jane was really Jane thank you Jane brought the um the latest these is what the contractors are working off of. >> Yeah, these are in the bid documents. These are from the bid documents. They're the the first floor and second floor um drawings. So you want to look
at they're not as easy to read as what was in your packet. So our our our architect Jenn requested that and the architect put that together for us. So it's a little easy to read. called out what was where and what was the appropriate usage. Um that's all in like the key deep in the documents. I was
like I can't break that but you can look through these. I'm happy to stay out on the meeting and talk with folks about about that. >> And you'll see John the the first lounge area and it overlooks the patio and see that corner what you're describing. So you know the
need for a social area is really seeing how it's designed. Yeah. So social media and lounge area will it be only for 60 plus community or
people going to become a >> dedicated 60 plus lounge on either side of the wall. >> I I think that it is very important that we sit down to the person next to us conversation.
needed tonight. That's going to be one of the 24 days. So, is it time for that when I have to be dedicated to meeting up somewhere or can we go anytime to the center and know
that that's where we can sit and have a cup of coffee and talk to the 60 plus community >> anytime. in the room in the morning. >> So if there's nothing else
um our next meeting is going to they will always be the second Monday of the month um except May 11th is the second Monday in May and I will be away so I we can either I can step aside and have somebody else chair it or if we could
reschedu it in May. So the next meeting Monday in February is February February 9th and um look forward to collaborating with
Carrie that agenda. >> Yep. >> You survived two meetings with us. >> I have so much. Thank you. >> We really value your your input and your perspective and you've got a 14 years. >> Yes. Yes. long time.
>> Oh, thank you. >> Motion to adjourn. Second. All those in favor. All those in favor. That's something.