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Home My WebLink AboutCouncil on Aging Minutes 9-14-2021 North Andover Council on Aging North Andover Senior Center September 14,2021 @ 9:00 A.M. Minutes Attendance Members Present:Quentara Costa{interim-Secretary},Eileen Elliot,Patricia Riley,Maria Rosati{Treasurer}, Laurence Smith{Chair},David VanArsdale{Vice-Chair},Jennifer Abou-ezzi,Heather Takesian(virtual),Denise Casey,Deputy Town Manager,Tallie Abernathy(virtual) Absent:None Others Present:Kathy Shelp,Director of Elder Affairs;Lya Morse,Program Coordinator;Paula Lynch,Senior Center Administrative Secretary Call to order:9:03 AM Roll call was read by Laurence Smith. Minutes:The August minutes were approved unanimously via roll call on a motion by Laurence Smith and seconded by Maria Rosatti. Discussion: Quentara Costa,update re:Nominating committee: Open Positions—2 stand-by(non-voting) Roles,Secretary—Vacant Newly Appointed as of September 13,2021: Remo Zimbaldi,retired firefighter from Swampscott Ma,drives the Senior's bus for their dinner,lunch outings and trips when needed.Also drive the bus for grocery trips and medical appointments. Applied: Lucius C Michel,Writer/Marketing Communications TraceLink,Inc.,I am currently employed and work 8:00 to 5:00 Monday through Friday.I am also the treasurer of the North Andover Democratic Town Committee.I have extensive experience in writing and communications,digital media,and project management.I am interested in an Associate position to learn more about the COA and the issues facing our adult community. Eric T Salines,Attorney,I am an Attorney with 8+year's experience practicing mostly residential and commercial real estate conveyancing as well as some probate,zoning and land use.I served on the Hamilton Zoning Board for the previous year prior to moving and am looking to get involved in the North Andover community.(applied to multiple boards) Discussion: Quentara is trying to iron out the process of meeting applicants that come through via Jillian Brothers.Ideally the membership committee can meet around the same time as the selectmen so that we can give a formal recommendation.Lary feels there just hasn't been enough emphasis on this process and that the bylaws aren't being followed.However,he's heard back from Laura Bates that they now have the understanding that the board should be able to meet with applicants first.Ideally,Jillian should be setting up a candidate meeting with us first, then coordinate a meeting with the select board.Afterwards we can convey our recommendation to the Select Board for candidates. Thoughts on enrolling new members:Being more present at community events(sheep shearing,health event, Night-Out) Candidate Qualities:marketing,diversity,social work Quentara Costa,update re:Finance&Tax: The new website form to determine tax abatement eligibility is on the main Town of NA website.It's the "Exemption Eligibility"button on the left side of the site.Last month I also pointed out to Assessor that on the senior center site the Abatement Resource guide points to nothing.Looking to have that corrected to be the eligibility form or the pdf of the abatement options which he's working on with Kathy. Assessor's office needs to give updated figures—Lya to publish it.Denise feels it's not clear being called exemption.And could it be put up higher. Lya Morse,update re:Programming at Senior Center: Starting in December there will be a monthly newsletter rollout,ending the quarterly version.Program started yesterday with documentaries,"Meeting Gorbachev,"which was well received.Newsletter has a new logo as well which is Lya's original design.The"Four Seasons"name likely has to change due to the monthly vs quarterly format,but nothing has been decided on.It may take the name of something within town. Dave asked about mask pushback.Lya and Kathy feel that having to wear masks hasn't deterred anyone from coming.They originally planned to have meals offered in the building for certain events,but have decided to make it a take-home meal and limit the building portion to a masked mingle.No one has cancelled as a result,and in fact,recent break through cases at other centers have only reinforced the decision. Kathy Shelp,update re:Accreditation Process and Senior Center: Kathy provided us with a budget.Kathy is looking to cut expenses to reallocate funds,but someone of the items are contractual until next year tic—contracted to 2 copiers but next year can cut down to 1).Kathy said once she has her arms around North Andover's accounting format(ie—North Andover uses encumbrances to set aside funds on the front end even if it's paid monthly)and general software platform.Once she's more acquainted with the system and how much it costs to run the center she'll be able to identify more points about the budget for discussion. Kathy's current priority is that the exercise class are losing money each month.It's not sustainable.In most times, these programs are supplemented within the"Formula Grant."This year,the census number is late which is what the grant is based on.However,a support staff person has left and will likely not be replaced.The savings on wages could supplement the fitness program so it's not running a deficit.Also,through friends group fundraising efforts,they could buildup funds for programs or creating some type of matchingprogram(if cost of program is $500 the friends pay$250 and the center pays$250). Larry asks if budget is being set for new senior center.Some funds have already been allocated for certain purposes like furniture and equipment.The friends group will be doing fundraising to bridge gaps and create funding for other items at the new center. Kathy is also working on getting photo release sign-offs from people at the center to ensure they have permission on using photos within the newsletter and marketing efforts.The other approach would be to assume all approve and ask people to opt-out at the front desk. Description of FY 22 Goals to Develop Organization Vision and Direction: Surveys and general feedback have been coming in about why they do or don't come to the senior center. Feedback requests at the program level are also going to be measured going forward.Communication,from Kathy's perspective,is an issue that needs to be addressed bases on what information has come back thus far.For example,a new registration process for events is now in place rather than it being an informal verbal request. There was also no big picture marketing plan,but now it's in place along with an action plan for implementation. The staff was also doing their job but within a silo.There is now more emphasis on sharing information so staff is more collaborative.COA members will also be receiving somewhat of a welcome package with by-laws,mission, budget,etc to create transparency.She will also be starting performance reviews and asking staff to identify professional goals.Lastly,the center will continue to enhance programing and create more personalized services for seniors(such as ride services for appointments). SWAT analysis,with the help of a strategic planner,will be done which involves some training.October 5,26,and Nov 2(3-6pm).The staffis required to be there,it's optionall for board members. The numbers we typically receive each month to review the needs met by seniors at the center.Kathy proposes we look at these quarterly vs monthly. Adjournment at10:03 A.M.,by a motion by Dave VanArsdale,seconded by Maria Rosati,and approved via roll call unanimously. Respectfully submitted, Quentara Costa,Interim-Secretary