WEBVTT

METADATA
Video-Count: 1
Video-1: youtube.com/watch?v=tuK7c1fXMPc

NOTE
MEETING SECTIONS:

Part 1 (Video ID: tuK7c1fXMPc):
- 00:04:15: Meeting Called to Order: Introductions and Agenda Overview
- 00:07:16: Introducing Rectrac Software: Mission, Vision, Principles Overview
- 00:11:26: Introducing RC Technologies: Rollout, Marketing, & Statistics
- 00:15:07: Feedback: Positives, Negatives, Fasttrack, & Future Plans
- 00:19:20: Rectrac Transition Period & Comparison to Existing Platforms
- 00:20:13: Public Comment 1: Switching Over to Newer Company Concerns
- 00:23:01: Public Comment 2: Rectrac Reminders and Rebranding Suggestions
- 00:28:56: Public Comment 3: Rectrac ADA Compliance and Ongoing Training
- 00:32:26: Public Comment 4: Vision of Organization and User Friendliness
- 00:35:41: Public Comment 5: Registration Numbers, Platform Usage
- 00:41:26: Public Comment 6: System Analytics, Reports, AI Features
- 00:47:12: Public Comment 7: Budget Management, Revenue Allocation
- 00:50:16: Public Comment 8: Recreation's Communication Plan for August
- 00:51:37: Public Comment 9: Community Education's Current System
- 00:52:30: Public Comment 10: Outreach Exercise for Those Not Signed Up
- 00:53:50: Public Comment 11: Enthusiasm and Survey to Get Better List
- 00:54:38: Meeting Adjourned: Construction, Next Meeting and Vote


Part: 1

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on how much it comes to. I'd like to call the May 19th council engagement meeting to order. Kate here. >> And Ron Ron P's here, too. Hold on. >> Here, too.

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>> Ron's here. >> I'm here, too. I thought I was missing. >> All right. Uh, good evening everybody. I would like to call the recreation meeting uh to order on uh May 19th. And if I could ask the members to introduce themselves >> and Susan

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>> uh and Rich and uh tonight you would like to make a someone make a motion to u nominate Nancy as a voting member tonight. Make a motion to elevate Nancy Dimlac to a boarding member for tonight's meeting. >> I'll second that.

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>> Any discussion vote? >> Yes. >> Yes. >> Yes. >> Yes. Yes. >> You are voting member tonight. Thank you. >> Thank you. And tonight we have one agenda item. The operations

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group is updating us on the software. >> Jenna's going to do it. She's just doing some leg work over here to make sure our Zoom is secure. >> Good idea.

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I don't need to go unconscious. >> If you didn't hear, we had some issues last week. involved. >> I wish they had a picture of all of us. >> Check. Okay. Well, thank you all for being here

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tonight. I'm Jenna Wood, the community services director for the town of Reading. Um, I do have a couple members of my team here tonight. Jim Sullivan, recreation administrator, Carrie Valley, um, EHS administrator, and Ed Shambo, um, our recreation program coordinator.

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So, um, we don't have, um, Emily here or John, but they were helping us behind the scenes, of course, and Jane. Um, uh, John, I think, is still on his travels overseas, which is a well-deserved vacation for him. So, at the start of

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every presentation, we always include our mission, vision, and guiding principles. So, um, those have not changed. They're just formatted a little bit different in this PowerPoint tonight. And we're here to talk about the new software program. So, what is a program

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software? It's designed to help our organ organization plan, manage, deliver programs and services efficiently while improving the experience for both staff and community members. At the core, it's to centralize operations. So, many

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community centers have systems like this to manage all of their programs, their rentals, um their social services, various things inside their building. The software brings all of these things into one system so the staff can schedule, assign instructors, manage the

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facilities, track participation without relying on scattered spreadsheets or manual processes. For instance, right now in our recreation software, there is no place for rentals. Same thing in the um my senior center, all of our rentals

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have to be done manually on different spreadsheets. Um, and Jim specifically with Wreck has to track all of the field scheduling on um I was using a Google doc. I don't know what you >> Excel spreadsheet. >> An Excel spreadsheet. So managing you

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know 10 plus fields on that with several organizations and high school sports um it's pretty crazy. So having this new system we'll be able to manage a lot of our rentals and field rentals um on this system which is really great.

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So, a lot of people are asking why one software system. Well, we're going into a new building. We're all going to be there together. We didn't want um folks to come in and be checking in at all different places. We wanted a centralized location with one software

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where people can come and check in. We know they're in the building. We know they're safe um and they're accounted for and then they go to their activity. So right now with our new system, a lot of our 60 plus are registering in advance for programs and things like

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that. So that'll still be tracked in the system and uh wreck all already does that. Everyone has to pre-register for their programs and things like that. So it allows us to not juggle separate systems and memberships. And again, the

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room rentals and the check-ins just makes it more centralized. Um, it improves our customer experience, promotes inclusivity in a community space. It's a consistent process where all the users interact with the same platform, reducing the risk for unequal access or miscommunication. We're going

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to have a lot of part-time staff in here. So, we also didn't want several member like several volunteers or part-time front desk staff learning multiple systems. It's just not realistic and very confusing.

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So, how did we get here? Um, the staff met and interviewed multiple program software companies. We made a request for quotes and which were sent out to each of those companies. Um, we worked with the procurement office to streamline that process and make sure we

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did everything that we needed to from a legal standpoint. We sent that out in December and um selected a company I think it was two or three weeks after based on cost and the ability to serve our community needs.

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So introducing RC Technologies which I'm sure a lot of you have already heard um especially if you're coming to the senior center right now. Um so it's a California based company. They're newer to the east coast, but they have several different um communities that they work

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with across the um entire country, but they're just now getting into the east coast. So, these are some um towns that use the software and the Danver's senior center is using the software for payments and all that good

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stuff. Um they they are still using my senior center too there, but they're a senior center only, which does make sense. So the new website is up there. Elder services currently um is taking registrations on Rect Tech. We started

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everything in March for Elder Services and then Wreck will be starting to take registrations probably in August, right? >> Yep. >> So when did we roll it out? We rolled it out January through March. We advertised it in the pleasantries, announced it at

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classes and email blasts. Even before that in December, staff was going around and letting people know what was on the horizon. Even before that, um, and then talking to people about the different payment systems that were coming down the pike that, you know, we would have

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to start paying again. And this is why we're implementing the new system. Um, so multiple presentations and trainings occurred with staff and the 60 plus community. The staff has been at on call at to help at any time. And a big thanks to Linda who works at the front desk. Um

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she's our clerk. I know she's awesome. So she has been on the front lines more than anyone. So if someone comes in and hasn't registered for an account, she's the one that is checking them in, making sure they're set up with their account, getting them a password while answering

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the phones, and just getting bombarded on a daily basis. and um she was one of the first ones that was like trained on the system and really stepped up and and learned it and sat down with myself and and Dan and then um obviously shortly

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after that the whole team kind of just spearheaded together and really locked in and and started a really good um training with each other and with Dan who's our rep from rep. So, it is a

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learning process for the 60 plus and for staff. Obviously, we're kind of all learning it simultaneously. Um, but it's going well. It's been a couple months. Um, and like I said, we started the registrations March 23rd.

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This is just a little bit um of the marketing that we had. There's a few other things too that we have. We have email blast um headlines in in the bottom of the emails that we have. We have this just how to

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create your account. So whenever someone came in for a training session, we could hand this to them and it was very helpful. We did have several people create accounts on their own. Um so they have been doing a really great job. So just some quick stats from March

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until now. We've had 409 people registered in the my rec I mean the rect software. We've had over a thousand transactions, 27 over 2,700 enrollments and programs and events and over 200 payments

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received. So what have we been hearing? Positive feedback on ease of finding programs on registering specifically on laptop and desktop computers. Participants like that they can still call to register over the phone and talk

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to someone on at in person or at the front desk. It's hard to navigate the website on a cell phone and an iPad. So, a lot of people come in with their cell phone and it's they have it on Zoom or,

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you know, they're fat fingering and they they get to a different screen. So even with myself, going on my my phone is fairly different than going on a desktop or a laptop. So we encourage people to use their desktop or the laptop if they

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can, but Recte is working on um fine-tuning the software so it's easier to use on your cell phone. Um many password reset requests, people forgetting their passwords. I don't know if that's died down or not. I think I

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have a phone member. >> It's working out great. >> Um, some other feedback we've had was that people register for stuff, but then they don't know where it is on their account. So, we have to show them where it is under their reservations. So, once

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you're registered for something, there's places where you could look at your account information, how much money you paid, um, what you're registered for. Another cool feature that people really like is the fasttrack. I know Rosemary's used it before, but if something um like

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the Mother's Day tea, we have a certain date that people had to sign up on and registration started on X date, but it was advertised on the website. So, you could put it in your fasttrack and then it reminds you to sign up for the program, which is pretty cool. Um so, a

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lot of people have been using that. I've seen a ton and no system has everything. Um, right now Rect Tech doesn't have a place to take confidential notes for social services. So in my senior center they have a place where they can take confidential notes and it's only

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available to Carrie or whoever she wants to see it whoever she wants to see it um in or live. So we have to keep my senior center for those social services notes. Again, Rect Tech is looking into creating something

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like that that is safe and confidential, but um my senior center is very low cost. So, we think keeping that for that social services piece won't be too much of an issue. Um and the other thing is

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the transportation. So, there's no other platform that has transportation other than my senior center. Um, there's Civic Plus who like started to roll something out, but it's just not as comprehensive as my senior center. So, we'll have to keep the transportation in

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my senior center, which also makes sense because we have a transportation coordinator who should be facilitating all that on his own. Um, so we we don't think that that's a big issue, but we're hoping that Rect Tech will take our

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advice and look into these things. Um, we've also came to them with several other suggestions and they've already implemented them over the course of a couple months. So, they are very responsive. So, the next steps are implementing the scanners at the Pleasant Street Center.

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So instead of them coming in and scanning in from my senior center, they'll come in and scan right into rectac. Um where we have our tech talk volunteer, John Tedesco, coming in to train current new users who want some

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freshening up or they're having trouble with the system. And we're going to roll it out to the rest of the community through recreation in August for the fall programs. And we're going to continue to train um our staff and continue to learn the new software. And

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hopefully by next August when recal opens, we'll be we'll be in good shape. And that's it. >> Is there still the old system to this system or is that going to end in August that you just say? >> So right now we're still in a transition

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period with the softwares. We have to get the scanners hooked up here and then when Wreck goes into the new system in August, there'll be a transition period for them as well. They'll probably still have to use my wreck for some things until everyone shifts over into Rect

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Tech. So hopefully by like next spring we'll all fully be into the new system, but Elder Services will obviously be there probably sooner than Wreck because they'll have scanners here. Yeah. >> And all of that.

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Jenna um this is a newer company, correct? >> And my senior center has been around, I think, for several years. What was the reason why we switched over to a newer company? Was it the cost? I mean, where they

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don't seem to have other programs that are needed right now. >> Yeah. So, my senior center is a very outdated platform. Um, even my wreck that the rec department uses is again an outdated platform, more

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updated than my senior center. Um, but still an outdated platform. So, Rect Tech's only been around for five or so years, but they're very innovative and um forwardinking. The owners and founders created Uber,

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so the Uber app and all those things. So, um, and my senior center doesn't have capabil capabilities to rent rooms. Um, you can't send out email blasts. Um,

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just have certain things that are a little outdated. >> What was the cost for this system? >> I believe it's I don't know the the exact amount, but I believe it's around 15,000 >> for the entire system. >> Mhm. Yep. Per year.

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>> Oh, okay. But what was the initial cost? So, that's like maintaining it. >> Yeah. >> But there must have been an upfront cost for purchasing the system and getting it installed. >> I think there was a training fee associated with like all the training that was separate from the software

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cost. Um, if that makes sense. Again, I don't I don't know that number, but >> that makes sense. But I'm still saying that there had to have been an upfront cost for the purchasing of the software and the installation of the software. If you could

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>> find out what the total cost >> sure would bring this on board. >> Sure. >> I'd really like to see those numbers. >> Yeah, there was a cost associated again with the training >> of the staff, >> but then there was a there's just a flat

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fee for the year, >> right? So I can definitely provide that. Um and just as uh just for your knowledge, my senior center is around 2500 a year and um

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wreck was spending 12,000 a year for my wreck and that fee was going up. So they probably would have been paying 15,000 for that software, the same software next year. So it's it's commensurate in price. But >> you got to answer first.

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>> Okay. >> Actually, I have a comment and a question. Um, the comment is that what I really like about this new system is that it sends you a reminder.

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>> So, you get a reminder that you've got to show up for your class or whatever, which is really neat. And I'm I'm assuming that's all automated. Um my question was are is there any way or are you looking

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into rebranding the uh look of the software so that instead of it saying wreck it might say recal or Yeah, that's a great question. So we've already talked to Jane about that too and she's definitely on board. So what would

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happen is you would still type in the URL that you see but then it would reroute you to you know reading center foractiveliving.org or recal.org. Well, we're hoping that can happen. That's that's the other way around. You

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put in reading like could be recal.com and it's going to send you to that site. So something that doesn't say wreck usa be like >> maybe update the photos that are on it too. submit. >> Yep. >> A wider audience. >> Yeah, definitely. We have capabilities

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to um change some photos and then if you go to the actual website as well, you'll see how it's formatted at the top and it says our um events all that. So when WCH

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hops on, it'll say 60 plus programs, w programs. Um so it'll it'll be a lot more streamlined like that. It's only going to say that 60 plus programs. Would it say again place for 60 plus? >> Well, I'm just talking about when you're

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registering for the program. So, what it will say at the top. Let me see if I can pull it >> open right from the beginning. A senior's going to be mentioned or is it all going to be >> So, there's no way to on the platform to put anything

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as like a headline. I don't think um I can ask How do I >> Yeah, I'm trying to Oh my gosh. How do I get out of this thing? >> I don't want to. Uh,

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it's like full screen and I'm just trying to make it not full screen. >> Oh, exit full screen. It'll >> pull up the website. So you guys couldn't see. The other thing we were finding was

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people were putting the Google search wreck in Google and it was coming up to the old wreck system at town hall. So everybody was signing up for wreck my wreck >> and not and going I can't get into any of the program. But we figured out that

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they were putting it in the Google search not the web search. >> Oh okay. >> Yeah. So, here's what it looks like right now when you go on. Just a nice little shot of a town. I don't think that's even our town right now. Um, >> it is, >> but we can do anything we want, I think,

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up there. Um, but it's and we can put alerts here at the top. But this is what it'll look like. What I was referring to was these little things right here. when rec cops on board um they'll be a little bit different.

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>> But where is where you click for senior activity? >> These are all senior activities right now. >> Yeah. >> How do you know those are senior? It just says town programs. >> Yeah, they're they're all senior programs right now. So they're not

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they're not defined by ages yet because they're all 60 plus. We haven't rolled it out to the community. The community doesn't even as a whole doesn't even know to come to this website yet because they're using rack. >> So center. >> Yeah. >> Actually anyone over only over 60

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because you have to enter a birthday to register. >> Yeah. >> Okay. >> Is that required now? >> Um when we registered you before you didn't have to put the birthday in. >> You could go back but now it's required in registration. Okay. We've made that a

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requirement because I need everyone's birthday. >> Yeah. >> I I may want it in case we have a medical issue here and it's called fire. >> So, I'm just confused. I understand process, but when it's fully launched, >> will there still just be something that

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says programs and there's no distinction between programs and elder services programs? >> So, right here. >> Yeah. >> And do you see where my mouse is? >> Yeah. It'll say 60 plus programs or anything you want. It could say 60 plus

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arts and culture, 60 plus community launch or >> it's an option under our heading is just town of reading. I I see that I would think I would be looking at town hall stuff. >> Uh can we say town of Reading Re Center

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for Active Living or something? >> Uh maybe this is all about it's not about all reading. Yeah. >> And even maybe a sentence that says for town activities in administrative go to website

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I'm open to that. We probably wouldn't do it right away because it's not open but definitely in the future. >> Yeah. >> Definitely put you do a water in color and then that highlights recal

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something and I'm going to put the classes underneath. So just something that catches the eye that it's not challenging PW. >> Yeah. >> Yeah. >> Thank you. No, it's great. Great suggestions.

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>> Um, so is the site ADA compliant? >> Do we know? >> We talked about that. So they're working with third party. They know about those laws that are coming. I think it just got pushed back to next year where all the sites have to be ADA compliant. So, >> they're working with uh a company that

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will make it so that it's ADA compliant. >> Okay. And um I know you said you did some ongoing training with the 60 plus community. Before you roll it out to the rest of the community, do you plan on hosting any sort of trainings for for the for the community at large?

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>> I think we'd probably do it exactly how it was done prior. So, same exact way. >> Yeah, it's I know it changes hard. like I don't get like getting a new cell phone. Am I liking switching software? No. But it's going to help us in the long hood down the road. So, it's just difficult getting used to right away 10

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years from now if we switch a software, we're going to be like, why did we leave this one? We're going to a new one. So, >> yeah, >> I feel it. But, yeah, I think doing the same thing where we have someone here that can help teach or whether it's come down to town hall, we get in the select boardroom and have some hours. We definitely want to make sure that everyone is up to speed before we get in

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recall. And I think that's why this little kind of I want to call it a soft launch, but it's kind of been a soft launch has been good um to get most people involved. But um we're starting in August with ours. We have a big flag football program and we get 800 people that sign up in like two minutes. And I didn't want to bring in this new

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software and say you need to register now or you might not get in and then nobody has an account. So we're opening up our flag football program early August and then the rest of our program will start to roll in in for the September months. >> Yeah. I'm just thinking like with digital equity and you know part of

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digital equity is having the skill to be able to access it the the the um technology. So I'm just wondering do we have a plan in place to address that on an ongoing basis like with ongoing trainings for new members that are

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coming to the senior center or new members that might be new to the rep department or >> have ongoing trainings for that. >> Yeah. I'm wondering your question. I'm wondering if we could just create like a little program. >> Yeah, exactly. Create a little program and put like training sessions >> once a month. >> Yeah. Yeah.

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>> And I'm sorry, one more question. Um, you mentioned about passwords. So, are somebody able to go on the site itself and have a password reset or do they actually need a staff member to help with that? >> Yeah, so staff does need to reset the password on our end.

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>> I think they can do it, too. >> Oh, can they do it by Oh, by getting an email sent to them. to help a lot of people. >> Okay. That's why because I'm like, "Okay, >> yeah, you I've had to help a lot of people." Just >> Yeah, >> because that's

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>> Well, that's part of the digital equity, but maybe, you know, having a specific training on something like that would be helpful if that continues to be an ongoing thing, >> right? So, >> is there going to be multifactor authentication

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for people logging in? Because data security is a big issue these days. >> I don't know. I'm sure we could ask. >> If the cars are being held on there, I'm pretty sure it has to. >> It has to be. Yeah. >> Ask if that exists.

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>> Hey, thanks. Um, and I know you're not there yet, but when you get there, just be trying to understand what the vision will be in organizing the past because wreck, as I understand it, is all ages, right? So, it's all ages and there's 60

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plus, but 60 plus also are part of Wreck. I don't know how you're envisioning making the decision tree sort, but I'm just wondering about I know you're not there yet, but >> yeah. So, I would say that, and you guys can chime in at our gym, like if if it's

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a 60 plus fitness program, >> it's going to be in the 60 plus section, >> right? >> Regardless if it's being run by the Council on Aging or Wreck, it's going to be in that 60 plus. >> But if there's something like line dancing that could be for anybody, you're making your own judgment whether

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you need a special class or not. Do you can just go ahead and do all ages like it? I just I know you haven't made all those decisions yet. Yeah, we could do adult programming for that. >> I do want to say it is very easy to register on this. A whole bunch of us

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who did register through the senior center just followed the instructions. You know, Jenna said if you start here and you've got a pretty your your one pager is really pretty clear about walking yourselves through the step to register, though it sounds like the

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process might have changed a little bit. um as you've been fine-tuning it. So, so that piece is really easy. I would encourage you to be a lot more explicit with what you're saying to people because like I had someone say to me

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today the other day, was I supposed to know that my senior center was going away? And I said, well, they never really came out and said that because the implication is this is taking the place of my senior center, but not

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everyone makes that leap with you in the head. So for bre, you should be really clear when you're talking to people that as of such and such a day, your current system, my wreck gets home, is going away. you must do this because people

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and in this person's case they'd been away a lot this winter and so you know they may have missed the newsletters and stuff and so they were just completely taken back but my senior is completely gone at this point in terms of registration >> so

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>> it's not >> you still register on things >> on some things yes so we're still transitioning >> okay >> and I think we're going to be transitioning I was thinking like six months, >> right?

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>> Well, once the scanners are in, >> I mean, I don't want to do it six months, but I think that some just making sure we grab every person that walks in is can be if we're busy can be challenging. >> So, so are all things on

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Rec USA and then some things on my senior center? Yes. >> Okay. So, if I do sign into my senior center, I might find signed things, but I'm not gonna find everything. >> And it's giving us all. Yeah. >> Yeah.

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>> Do you >> I guess my question, um, so sounds like great news like over 400 people registered, right, for for the thing. Um, how many people were on my senior platform? Do you feel you're you're close to that

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number? My senior center had >> was 8,000. >> 18,000. >> Oh, wow. >> No. No. I think it was like 80. >> I'm I'm giving you I I'll let >> Well, you can just round numbers. >> I don't know. But but even with like

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that software and with the Rex software, >> he How many do you have? >> Like 10,000. >> No, probably closer to 25. >> 20. And a lot of those moving away, right? like the software platform has been up for like 14 years. So you're gonna get people who

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>> no longer Right. Right. >> I'm just wonder how do you feel about the 400 me? Do you feel >> I think it's great because I think it reflects um the unique participants that come here. >> Yeah. I mean it to me it seemed like a lot. >> Yeah. >> In a very short time.

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>> So that it's a lot more than I expected. I'll tell you that. I was shocked. >> I was impressed. >> Yeah. >> Well, it's a It reflects the in fact it's a little higher than the average number of part unique participants every month in an event here out of the

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Senate. This carry reports to us every month how many unique individuals y >> participated and those numbers have been fluctuating between two to 300 I think >> it's between I think it's like between three and 400. I think it's pretty

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accurate. So the 400 is very reflective of the total population of participating in events currently at the senior center because it's the only way to register for anything that's going on at the senior center. >> So you had to register. >> But do you feel that I mean like I said

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to me like this seemed like a high number and it's a great number, right? So so >> unless you're looking at 75,000. >> Well, right. That's not a great number. Yeah, we have 11,000

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um people listed in my season. >> Yeah, but but Jen was saying >> I mean that's over 15 years. >> Right. Right. So that's >> so it's a good way to clean up. >> Yeah, that's a good that's a good point. That's a very good point. Yeah. >> And then how do you feel about um future

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state five years from now? like adding on different things like if you feel companies can help work with you guys in terms of adding I don't know what it is now five years from now

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>> whatation or confidential notes >> yeah things would come out you know like you talked about this company is uh founded by uh Uber which is a very technology driven company and they're always updating technology ology. I just

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think of, you know, future state in terms of how, you know, things change and it might need it for something you're not thinking about right now. I'm just curious how well you feel if this company is to say, "Hey, five years from now, we want X."

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>> Yeah, I'm pretty confident that they'll they'll be able to work with us and create new things as we go. >> Yeah. Great. Um, I just want to clarify something and maybe I'm misunderstanding, but um, I I talked with a director of a senior

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center director in new report and she talked about how my senior center was so important in terms of um, numbers and that it syncs with the state in terms of reimbursement. So I just wonder about that. Is that accurate?

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>> Yeah. So the um formula grant has nothing to do with numbers um number of participants or anything. That's all based on the number of senior citizens that are in the town. >> Okay. >> So that has nothing to do with the money that we get which is great. But they do

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have the capability to go inside my senior center and pull the numbers and the data and then but Carrie now has researched that right about what that entails and it seems to not be an issue. It's not as heavy of a lift as I had once thought. >> Okay, good. Yeah,

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>> cuz we don't want to give you more work. >> No, no, >> I mean it it's a different way of doing it, but it's workable. >> It is. >> Yeah. >> Okay. Within this new system or >> um I think what I just have to go in and

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do is count how many exercise classes we have. They want to know like how many were we have going active. So instead of it pre-calculating for me on my CNA center, I just have to go, well, oh, there's seven, which I know there's seven or six or whatever, and I then put the number into

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u a spreadsheet. >> Is that something that this new company would be um willing to a new feature that they would add? >> I don't think so because I I have to tell you, a lot of senior centers just started using my senior center recently.

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Like a lot of senior centers were using paper like very old school >> and so a lot of senior centers been looking calling me like how do you do this because they're just they're using my senior center as if it was just launched. >> Okay. >> So that's a new concept for a lot of

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other places. So I think that this new system for us they're not going to need to have the capability because everybody's kind of doing they were all doing it their own way. I think some people were just using it to do the reports because this was the only system that was available to most elderly.

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>> So you don't see that as an obstacle? Okay. I just wanted to to make sure >> I re believe me I went to Jenner and said I'm researching this. >> Yes. >> Does it but does this new does this new site have like does it pull data analytics for you? Like is there an

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admin page that has so you don't have to like count the food. So >> well I mean I was counting because I was like how do I >> Yeah. Yeah. Yeah, >> I mean I'm still learning it too. Jenna is like no. >> But there are the system does produce reports. >> Not the same way, but they it does

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produce reports. >> Okay. >> And Jen, that's the same for you as well. Like you want to figure out how many fields, >> participations, demographics, the 80s were missing. And they have an AI feature in there, too. So you can actually ask AI to find you this and then shoot out this stuff and it just pumps it all up for you.

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>> Oh, that's very handy. >> Can you hear it? Can you will it generate something that will tell you that between 10 and 11 this many people were in a program in a building somewhere and of those people how many were in this

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class versus this versus this I think it does. >> So what it will do is people will pre-register for those classes and you'll be able to pull the numbers from that data. But if someone just comes in and checks in and they use the walking track or go get coffee, right? um

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they'll be tracked in the system, but it won't say like, "Oh, I'm here for coffee or I'm here for the walking track." No, that type of thing. >> I wanted to understand why the building as a whole is being used at any one, not just one class by one class by one

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class. Just >> how many are in here doing something? >> Yeah. Can we categorize them? >> Yep. Yep. Again, there's no way to subcategorize if someone comes in to use the walking track unless they're not, I guess, registered for something. In

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theory, I guess you could say that they're there for the walking track or to socialize. >> Yeah, we wouldn't have someone pre-register to just like drop in and like >> socialize probably. >> Yeah. So, in this software, you won't

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you pre-register for your class, but once you get there, there's no way for you to be like, "Oh, I'm here for this click." Like, you would go into your class, then you'd already be pre-registered, and the instructor would check you in. >> Yeah. Um, also, and I could be wrong,

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but Chrissy once told me that he kept the list of all the people that get the pleasantries distribution in my senior center as well. And that's part of why the list is so long. One's not in yes, the other one's saying I'm just saying I'm bringing you like asking question.

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I'm not answering. >> Okay. I'm just quoting what I >> That's not where I get my >> So, it's maintained separately. So, >> yes. >> Yeah. >> Okay. Does that add to his participation numbers. These are people that were monthly outreach kind of bits.

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>> Oh, okay. >> Yeah. >> Is this a um did you have to sign a contract for so many years or is this like a yearly subscription? Like if it doesn't if you use it after a year year or so, you can bow out and find something else.

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>> Oh, that's a great question. I forget if it's a year or three years. I I'd have to check. I could check on that. Going back to >> I hope that doesn't happen. >> I know. I know. But you know sometimes

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you think it's hard until you utilize something to know for sure if it's going to meet everyone's needs. >> It's a great question. Yeah. >> Going going back to reports. Is it is the new system going to be able to generate the reports that for example

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the Council on Aging now receives? Can you duplicate that report >> you hand out at the council on aging? >> So I think Carrie has been doing a great job at navigating both the old system

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and the new system to get that information. I think pulling the report in the new system has been a little bit less intuitive because we're just getting used to how to do it. Um Carrie, do you have any feedback on that? It's it's

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much different. Um, it doesn't produce it because we're all used to that way >> and it doesn't produce it exactly the same, but it does it produces stats. So, the stats might come out a little different. So, my report, my little box

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thing with all the thing that might be changing once we're fully in. So, they'll have to all adjust looking at it differently. >> But, I think that's okay. Yeah, >> because we're getting a rough idea of who's entering the building, attending

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the programs, too. And then I'll have my social service stats still through my seats. >> Those you input yourself. >> Yes. >> Me and me,

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>> the case manager. >> Me as the case manager was. >> So, it sounds like you give the same information. It might be a little different cumbersome. >> Yes. Right. >> Um but because >> well because my senior center is meant for >> I know

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>> elderly interactions >> and and and those reports I think the council on aging those have been very um helpful to see every month. So if you can generate those reports in a

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>> either similar format or with similar statistics on it, >> I I think members would appreciate it. >> It was mentioned that also um with the new site we're going to be able to do rentals on this program. How is that

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going to separate in a budget where it the incoming revenue is determined? Is it senior center or is it wreck? >> Sure. >> Does it go into one bundle? >> Yeah. So, they are all associated

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through GL codes. Um, and they go into their appropriate accounts. I would assume that the GL code for all the rentals would go through whoever is funding the part-time staff, which we

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think that it would be recreation, that all these people would get hired under recreation, the part-time desk staff, um because they already have a pretty good buffer with all their existing programs and they can sustain that that level of um funding for the part-time staff. So,

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I think the rentals and all that would be better suited under the wreck revolving fund, but that's definitely something that we could still discuss, but it's an easy thing to to do either way. Can go into wreck, it could go into EHS. It's just all kind of an administrative

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thing really. >> Down the road, might it make sense to have a recal revolving? >> So, the recal will have its >> Yeah, the recal will have its own um operating fund. still revolving. >> No,

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>> it'll be funded out of the the town taxpayer dollars, you know, just like the operating fund for um DHS. >> So, if the garden club wants to rent, that's all ages. It's also senior. It's it's you can see it a million different ways.

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>> Um it just seems like that's a generic benefit of having recalc. >> Yeah. And you could also create a rentals revolving fund if you wanted to and you know those rental those rentals pay for the part-time staff or for the

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program supervisors that Jim will have at night for the rentals in the gym. >> So do you have any you have any thoughts on that or >> No, I mean I I agree. I think having that like I look at like what I have now is I get field fees too. They all go into the rec revolving fund. So it

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certainly gets muddy. Like I'm sure we'd love to just see rentals. we brought in this much rentals and then where's that money going? What are we using for are you using it? Are we using it to maintain the building to purchase stuff for the building for the specific room? So, I do like the idea of having a separate revolving fund for

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>> rentals that's not yours, not ours, right? >> It's the buildings. >> Yeah. Question August is coming up. Have you guys thought you have a communication plan yet? So, we're like uh Jenna and um

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Elder Services did, we're meeting weekly with Dan Jenner to go with our rollout plan. So, like right now on my emails, there's a little banner right now that says, "Hey, Reading, we're getting ready to switch over to a new software." Um so, we'll be doing email blast. We'll set up some time for folks to come in to

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do trainings to get that set up. Um >> we want to do it well before we open anything. Yeah, >> but the flag football stuff is throwing us off right now. So, >> I don't want to put stuff out there and then people look to register at 8 a.m. that morning and then they're jumping to the wrong website and then Sue is on the

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phone for six hours straight. >> So, yeah, >> that's a good call. Probably like you're saying, wait till that big >> 100%. >> Oh my word. Yeah, >> we were going to the new software, I would not be in on that day when we open registration, right? >> But yeah, so yeah, we'll roll it out

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like they did. Um, I'm pretty confident just seeing the success that um, the 60 plus community had, seeing all those registrations, I'm hopeful it will be very similar. We have had some folks already register. We've seen when we've gone in there, we've seen some of our families in there without even really promoting it. So, we are starting to see

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um, some of our families get in there already. >> Okay. >> So, I'm not sure, but am I right that um, community education out of the school is using my broadcast there? So, are they switching to this? >> I hope not.

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>> If they're listening, there's a lot of confusion with that. They had switched over to it two years ago. The person who runs it, he came from the recck world and he knew that system. So, when he went over to community ed, he brought that system over there. So, we're >> once a day we're getting calls like we're looking for the after school program like we're on the website, we

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can't find Yeah, it has been a little confusing, but but that's also just a way I mean that's separate from the underlying technology, but I just >> thought I had heard that they were using my breakfast and underlying technology, but it's not because they're using

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they're connected to you at all. Anyway, he just picked that >> because >> Okay, that makes sense then. Okay, >> good catchphring of outreach. Um >> certainly many people in my room notice that you've got caring recupending or

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whatever they want or >> I do do read the oetss. >> You do what? >> I read the obituaries quite frequently. >> Well, those who still are active um just it would be a good outreach exercise. Maybe

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the council could send postcards or something. If we compare it down to the list that we think are still of, you know, they're not 200 most likely. I mean, literally, they're not 200, but someone who's 100 and under or 110 or under whatever who hasn't yet signed up,

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maybe a postcard or something as outreach would haven't registered. >> I do have to say I lost quite a few for homebound clients this year. Like significant a significant amount. But I I don't doubt that per second, but there

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still was some outreach exercises large given the range of numbers. I think personally I think it would be something with discussing how to do some outreach to make sure they were aware and not just put off by it all or >> Yeah, I think that's a great idea. And then you can maybe couple it with the

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survey too. You could say, "Hey, we have a survey and >> yeah, >> and here's the new software." I'm sure there are people that still don't even know this new senior center help coming within the brief. >> People that come here still don't know. >> People that come here still

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>> there's people who stop by the site and they're like, "What's going here?" >> Exactly. So, the earlier we can start building some enthusiasm, the better and also get you a better list to work with. And yeah, >> the whole It's a win-win, I think, the whole year in. So, something we could

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discuss. >> Yeah. >> And I encourage people drive by. I went by today. I go by at least once a week, if not twice to see how things are progressing. >> And they are. There was a lot of

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activity, especially at recap. >> The foundation's going in now. You can actually see the outline of the building, which is pretty neat. Where the parking lot is, where pickall is. >> What's that? >> Hand print. >> Nope. Didn't have a hard hat. If you do go there, don't don't get out unless you

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wearing protect. I wouldn't don't get out. You're not allowed. >> Lot of trucks there. >> And the next meeting um will be probably in July, I think, think was on the schedule for um talking about the

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transportation grant that we received. um and the roll out of that said grant. So may or may not be motion. >> Yes. Yes. >> John Suzinski. >> Yes.

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>> Marilyn Chaffi. Yes. >> I'll make a motion to adjourn. >> I'll second it. >> All right. Um, we have a vote. >> Yes. >> Yes. >> Yes.

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>> Yes. >> Yes. >> Thank you. We will be a journ. Thank you everyone.