##VIDEO ID:txTooPmCu8E## e e e for e e e e e thank you Mr Little John got it yes treacherous area that corner though welcome everybody good afternoon yes we have some guests here we have our Town Administrator Jim Dugen welcome it's nice to see you and we have Nancy LaVine here as well as our two Outreach workers so and we have a I see an Le Ellis is coming in anle is arriving and we are missing one board member at the moment Marilyn is not here yet we're not sure exactly where she's is but otherwise we have a corn and a quick reminder that this is an open meeting and we hello an Le welcome we're just starting so welcome to everybody um I have a couple of announcements I I have to announce we have an honored person sitting next to me on my left she's a valued Town employee L the library who's retiring I am the end of September thank you I don't know I'm not saying how many years but you are well known as a librarian in the lion library that speaks and people speak highly of you so congratulations jci we're so glad that she is a member of our board yes we had our husband we coralled him for a few years and then she took over when he stepped down so work out well and we will keep her busy yes we will so and I will enjoy that new center oh I know huh and you can have lot more fun getting ready to move into it cuz that's fast approaching there's Marilyn she's on she's present but we can't hear you oh she is there okay she's ver um virtual yep I got it I you got it I'm not on mute okay okay you all set Marilyn I'm fine we still can't hear you if you want to say anything I don't know I don't have her muted are you muted no speaker not getting you I think I have another one in here is there a popup box that says join computer audio somewhere hidden I've got and video I don't know I know help but Liz knows more about computers than I do you saw you had enough speak look for a box or something that says you know that you are muted Marilyn I've got it but it doesn't say I'm muted do you want to type in the chat Marilyn what's going on do you not have a microphone no chat okay no I don't see I don't see chat oh we can't might not be I can do raise oh maybe it's us Amber's checking everything's out for us so we'll proceed I think if that's okay with everybody while they figure it out okay any other announcements from board members and welcome to your second meeting Mary thank you very much glad to have you okay board members any announcements no no no marn raised her hand yeah she oh you have an announcement Marilyn okay you're going to have to type it in oh we don't have chat oh then I about the church and the U memory Cafe yes that's all is that it yes yes and Le's here yeah she can she can mention it for us she'll come up and mention it thank you fingers you have to know Marilyn is very devoted to making that announcement every month thank you Marilyn um yes we just want to know can you introduce yourself just oh Ann leella 16 Elizabeth streeton um the Baptist Church has a free Little Pantry outside in the parking lot and it's being very well used um and is emptied almost every day so if you can um put a donation in sometime when you're going to donland Market Basket think of us and and put it in um non- perishable foods that would very well accepted also on the fourth Saturday of every month um littleton's memory Cafe which is housed at First Baptist Church um we meet for folks with um changing memory and their caretakers and um we have a program last month we had a ventriloquist um and his dummies and this coming month in September we have a um Elvis impersonator so um good too cool anybody if you know of a friend or family that has dementia and their family we would love to have you come join us it's from 10: to noon on the 4th Saturday or it's not just Littleton people you take they can if they know somebody New Hampshire and the if um somebody knows somebody uh that's not from Littleton it's okay let them know about it y so thank you enle thank you and welcome we have um we usually have the the the chair or president of the friends here and we don't have representing s okay Kathy Kathy okay well I'll call you up one in a minute we we're going to do our friends and then I'll call you up thank you and um Nancy line and and Lee are here I think representing the friends probably is that correct okay just want to make sure I welcome you so thank you okay I'm just here I haven't been here in a long time I nice to see you all right having said all that I also you know and Le made me think I want do not want to be and it's not a challenge at all but we now have a pantry here at Shad Street a very small little Pantry that the um Elder services department is overseeing because a an eagle scout took it on as his project and so um people watching get the word out to people that you know this is It's a small p uh food pantry is as right on shadik street right near the courtyard so people can stop by and take advantage of it help us get the word out to people please so okay now I think I don't have to say anything else for an announcement everybody's good all right then we're going to move on to voting the minutes of the July 8th 2024 meeting I'll make a motion to accept the minutes of July 8th 2024 second okay we have a motion made by um Anita um and seconded by Joe Knox to accept the uh minutes of July 8th 2024 as presented by our new secretary Susan Mander thank you very much for doing that for us I will sign them oh yes you better but we can't we can't send them forward to be posted with until you sign them that's why I have the face that she know remember to put her signature at the end I think it made a third page line that's was the problem that was the problem you want to get rid of that you want it back yeah delete something a space or something okay all right thank you hi Mark hi you want to talk to someone at home and see if they can hear you now oh hear them we well she can hear us can you hear me now Marilyn yes we can we hear you can we say something to us oh good afternoon hear her yeah we can't hear her you're there I guess we we had to get Mark in here he fixed the problem for us great thank you Mark great thank you no tips please all right we're really in good shape now so okay oh we have another visitor who came in welcome Margaret all right um I need to take the vote on the minutes I got sidetracked there but anyway we'll start off with John voting on the minutes I have a motion that was made by um Anita and seconded by Joe yes to accept a minutes yes you're a yes yes I'm a yes also uh and Maran is a yes Jean yes Jean's a yes Susan I mean Anita yes Susan yes um Joe Mary yes and Marilyn yes thank you and March so we have a unanimous vote to accept the minutes okay I think we can move on now to the Friends report I Kathy can you you know give you first and last name and where you live please I'm Kathy harlo I live at 22 Porter Road in Li thank you and I'm representing representing the friends of the Council on so with contracts and naming opportunity packets in hand we the board are ready to fund raise for the Council on Aging there are four members of the friends board who will be approaching businesses Sandra Ann Lee Peggy and myself Charlie will be heading up donations for the leaves on the donor tree additionally Sandra and Charlie will be addressing the rotary and also being interviewed by Mark frory of lctv on September 17th Sandra will also be addressing the Garden Club so far our three rooms have been reserved the study multi-purpose room and the lobby wow wow no questions you knew all that did you know all of that I'm sorry yeah yes the study the multi-purpose room and what the lobby lobby the lobby thank you I I have a question oh um the the packets will they be mailed to the residents um oh good question Liz can answer that did you mean that packet yes that has coming out you're going to get a copy board members getting a copy I already have my copy well it's a new one will it be sent to Residents from our office do you have it online I do not we just we just sent a check and you know we are wondering I mean it said who to to make the check out to and I guess I sent it to 43 Shad street right but I mean this is you're supposed to be taking it I already did it you did it but if you this is new isn't this the most recent one most recent this was just given out last week but I'm just wondering how are you going to get the news out about this I can put it on the website but the friends will primarily be heading up okay I was at this particular meeting but I will get that back to you were the friend friends received this packet that we just got yeah um okay this this past last week yes at your board meeting they had a meeting September 4th correct and that was given to them right was on at that meeting so just to make sure that everybody's clear okay it's it's kind of nice will I be able will I be able to pick up a copy of the packet oh Marilyn for your paperwork to pick up because you're not here you're missing it all we'll put one in your packet when because I'll be over there tomorrow afternoon all right yeah okay and I can pick it up okay there an extra one on the when they there's an extra one here remember they had a thermometer right where the town where they could drive by and you could see the fundraising we were trying to go to a million to the library which they did manage to get for the fundraising but it was people always watched that thermometer that's right and it was always a reminder oh you know if I give some money I can push that thermometer I'm just thinking how you know they did an alltown mailing for people for the it was a $3,000 indul over three years that you could pay off to help with that fundraising so you know people go I haven't heard about this you know I haven't seen it it's not on the website so I'm kind of worried about getting the word out for fundraising on it I have a question for you was all of that townwide mailing did that go out from the friends of the library did they do the mailing I have I could not say who did it if it was the if they had a separate building fund because where you said you the check goes to the town of Littleton EHS new building correct that's where the checks go I'm notare I wasn't there and so the friends are collecting the checks the friends are getting the information out and soliciting and then we're collecting your department money comes back to the Department of Elder and Human Services direct know who did the cost of the mailing but I know that it was you know I talk to people and they go oh I haven't seen this the trustees the trustees the trustees of the friends and we don't have trustees trustees in the library I mean the library right Trustees of the library and we don't have a like trustees group no we don't okay well I mean you could get these packets to the library we'd love to pass them you know pass them when people go in that would be nice we just got to get the we got to get the word out you right well we're going to put it in the um the town newsletter if that the information is going in if I'm not mistaken and maybe a link to download this you know so they can donate I think I think you hit it hit the nail on the head that it's getting it out to the people and nothing has been done yet to get it out to the people and we have a building soft opening in March we do and nothing's been done up to this point we're dragging our heels a little in that regard I know your hand up well I I was going to take when we finished our discussion take comments but I I it's going to be hard to control a dialogue if we have everybody coming up now and I we'll get you when we're done with our discussion we will get you will yes I'm not ignoring you anle thank you so I just don't want to have a problem where somebody says something and then they wants to come back and you know that right we don't want to do that so okay okay so do you have other questions for us and do you have any other questions for her the answers for yeah I know well we all need to do that to get the information accurate too yeah so and also I know I hope you all the friends group entirely is encouraging people to read the town newsletter that's still I mean I get that into our into the broadcaster every month because people still aren't aware of that but that's a way they can get information also so good thank you very much that would be helpful yeah news the newspaper is really turning out to be a good source of information yes and I saw a hard copy and print in the office today I thought oh this is really nice it's very impressive when you see it but there AR many hard copies around good job done independent it's a great great thing okay so all right Ian Lee I guess you're all set come on up and you wanted to ask us a question come up so people can hear you at home too you've introduced yourself already I just want to know if um we know approximately how much it was for the mailing to mail the letter for the library oh I don't know ask Sarah racher um I've been communicating with her about different costs of things so I can check to see okay how much we would like to know that how much it is good thank you well that's good thank you what's going on I'll just all right okay any other questions for the friends and board members you um the friends did receive as I said earlier receive this information from Liz and what happens is that when the friends are going out and making these contacts with people they have a contract they have to sign when they are correct you can elaborate on that maybe a little we don't need a copy of that because we're not going to be going out and soliciting it we can guide people to come directly to Liz I think if we know somebody that would be the best way for the members of the board to handle it because we might know somebody or we might you know have whatever so go have them contact Liz directly okay that make sense to everybody okay so do that Mak sense to the friends too so that mean just I'm just talking about board members but that just so we all know what everybody's doing all right any other comments about this m chair yes yeah I'm sorry um I didn't see there yep go ahead Marilyn um another one if you if it's only done for example as a postcard talk to um pack and wreck because we you have to do it by address in town for example if you if any you're going outside of Littleton but they do postcards and they do do them three four times a year and ask them if it's only a postcard how much they pay because it goes out to every single house yep yep but that's another place if it you know letters with envelopes probably cost more than postcards I don't know just an idea yeah yes true much um so the friends did do their annual mailing so I think you uh Sandra might have a good idea of how much an all toown might be that's true that wasn't too long ago yeah that you did that too bad got yeah I think that did have a check off if you'd like to donate to the new building gift fund on that appeal that true that you your mailing that went out Cathy last year I I don't recall oh okay I will ask okay thank you okay any other questions for anyone on the friends because it's they just got started really a week ago on this whole process and so um whatever we can do to help and support your efforts and everything we' be happy to do right you know if you let us know so I did receive um our very first check for room naming today oh wow how exciting pardon me I didn't hear what you said the $25,000 for the uh study naming wow study naming okay good by Dave and Carol plogger how wonderful wow wow nice very nice thank you good very exciting so now all we need is that thermometer and get it started and get it started the people of Littleton are very generous yes they are very generous if they have a chance to well we need to get the word out that's for sure so and help the friends to get the word out I think you know that's the best we can do yeah so okay anything else in that regard thank you okay moving on and um just briefly to the um board members you have in your a packet a handout of many many um items which I'm not going to list but most of them are for your manuals we're going to get to that in the agenda but I just also um the director's report um the director does an annual report and I noticed when I was checking my own manual that I didn't have a copy of her last annual report so you have it in your packet and she's about to give us her monthly report now but the annual report is eye opening it's it's also in the town report generally isn't if I'm not mistaken correctly yes that's in the town in the town report if you ever wanted to look for it but it should be in your manual too so you have it there as a reference easily okay so can we move on to the director's report and then the Outreach coordinator's monthly report yes great okay so starting off as I do for every meeting just showing our statistics we didn't meet in July um so I have July's information and August information so um again event signin were in the high 800s um transportation is about the same as it has been for the past year about between 150 and 200 every month uh rise provided Outreach um is still seeing lots and lots of our community members um looking at the statistics a little deeper it was interesting these past two months that a vast majority has been seniors as opposed to it has historically been about 70% seniors 30% under 60 but at this um past two months I would say it's probably closer to um 85% seniors and uh less under 60 at this time so we'll keep an eye on that and see how that Trends um again just their unduplicated numbers below it and you can see the the spread of how many folks are coming in um get my mouse down here um unduplicated any questions about the numbers no they're always impressive in my opinion anyway I'm I'm amazed always at the amount of work that is yes handled by the staff that we have yeah yeah they we have the best team here and we've been short one staff member since April but we're still holding study with the high numbers and seeing just as many people um next on my list is um a report of the donations and Gifts received um and this is again through July and August so $10,000 from the Rotary on July 17th um and that was for tread we had $ 78355 come in for tread from a resident on August 7th we had another resident donate $500 to tread on July 31st the friends of the Council on Aging donated $850 to the breakfast gift fund on July 25th and then a resident who is very pleased um with uh Alicia's trivia group um donated $200 to the Outreach and programs gift fund nice and that was on July 25th that is a great group is the loudest group I think we have the loud loudest loudest rowdiest it is a fun group I like that yeah yes all right and then on to Grants um grants received um very small uh the 2024 map Helping Hands mini Grant and that's Massachusetts rural Transportation uh program Grant we received $182 to put a backup um camera in our van so we can see oh nice that would be nice yeah so that um has been purchased and that's a reimbursement Grant so we're working with accounting to get that through and next on my list is an update for senior tax work golf program uh July 1 was the official startup time we have currently 96 households enrolled of the 100 as you know capped at a 100 um households so we have 111 people in the program wow many married couples who split the 100 hours uh we had five brand new enrol le and there are several packets out there pending um that we've checked with the assessors given the information they just have not filled out the paperwork completely um but again we have four slots left in that program it's crazy W it is it is crazy yeah um if anyone is looking for hours the parks and wreck October Fest um is looking for helpers we have about seven senior tax workers signed up right now uh we need majority of people during the daytime hours and cleanup the setup is completely full for people so if anyone is looking for hours that's where to find it um let's see next on my list I won't steal Amy's Thunder with tread but um our tread account is fairly healthy with um $26,000 in it which puts us in a much better situation than we were this time last year um Community has been very generous donating to tread and as you know this relies solely on donations from the community it's not um something we can contribute money to or the town can um allocate funds to so this is strictly donation so the community has been great keeping that generally healthy um said Litton residents are generous they are very generous yes um am will in her report give a number of tread applications that are currently in hand and how many are pending but um about the same as we typically have G see for tomorrow um finally we have interviews for the new position of program coordinator we have four interviews scheduled for tomorrow very excited about that um we have we're doing a panel of interviewers um and we have assistant maryan pachy from the board uh who will provide feedback and also um prce is providing one of their Outreach no program coordinators who knows what the job entails has done it before they'll also be sitting on the panel helping us um uh really critically look at the candidas but I think we have some really solid solid people to choose from that's exciting we could use the help absolutely um let's see next on my list we already talked about the little T the little food pantry that we have out there I did put it on the front page of the newsletter that senior tax worker Raina hoffelt is um the primary contact for that she's going to be keeping an eye on it she's visiting it several times a week uh refilling it matus uh the eagle scout candidate who put this together for for us did collect a six-month supply of food that is currently stored upstairs in room 233 um so she is pulling from that but if anyone would like to donate to keep our supply fresh and diverse um you can let us know in the office uh we already discussed the Triple E situation here in town the board and Board of Health is meeting about that right now I think or well they started at 1:00 I think um but they did put out a notice on the town website um and that was shared widely on Facebook and through email to use caution when going outside after Dusk and be very mindful of Miss skos we are unfortunately losing our grief support group that has been run through noova Board of Health um they are ceasing to um offer that to all the different towns involved in the Sho Boards of Health they did provide an option to continue it um directly through the provider Karen um who uh has a private practice she offered a um a reduced rate of $75 U for two hours so it would be a one hour group session and then one hour of one-on ones that we could keep a list and sign up um interested parties for that so we're we're talking about internally right now whether that's the route we want to pursue I think it's a it's a pretty good deal for a onetime monthly support group um especially it being two hours for that um type of service I think when showa is running it they generally have about four to five people um attending that group and it's a drop in you don't need to sign up but it's been hosted over at the library um so we'd like to continue it I think it's a valuable asset I think Littleton could use more options for support groups so internally we're discussing it and we probably continue it that way that's it for my list any questions no I don't have any questions then as usual a lot going on yes so and you know as you were talking um one thing that I know that I've been trying to get the word out about and I want like to mention it and I know it's a little off but I'll interrupt you before we invite Amy up where was she she was over there anyway um and that is that if someone has signed up to go attend an event and you find out a day or two before you're not going to be able to go please call and cancel cuz we're having trouble numbers are important and we're having trouble you know getting that kind of feedback so just I wanted to mention it to people because it's embarrassing sometimes like the Juliet Club you know you call and make a reservation maybe for nine people for breakfast and then five show up and it doesn't look good because we they know you're a group from Littleton and you know we don't want to you know so anyway that's just a one silly example but anyway yeah and the other thing is too if you signed up like for a craft class or something and we have a wait list oh yeah CU we can only take so many people and if you can't make it and you don't call in the people on the weight list don't have a chance no and this month that happened we we had four people that were on the wait list that didn't get in because some and I only had 15 people I could have taken more right right that's right we took attendance yeah so people it's important for many reasons people know yeah I just wanted to get that out excuse me but oh yeah anyway we can get the word out about issues yeah it does it is a factor yeah okay all right thank you thank you Amy would you like to come up she always has interesting good news too thank you much all right so just a um just to P back on your conversation with the registration um what's also very important is for people to contact dispatch when they're going to be utilizing the van for certain programs so we have the Parker trip coming up we have restaurant Hoppers where the van is offering Transportation Romeo Juliet Club transportation is offered through us if people aren't calling dispatch and registering there's no manifest created and we tell the driver not to worry about coming in um because there's nobody registered to use the van so it's very important that if you're going to be utilizing that service you contact dispatch not just our office to register for the event you also have to contact dispatch so yeah so um another quick note I don't know if anybody mentioned we were getting a lot of requests previously for the covid test kits for a while we had only expired ones we weren't able to give them out we have recently restocked so we do have some test kits if people are um fearful or thought think they might be um carrying the virus and they want to stop in and have somebody pick it up for them we do have some here in the office so uh um with the pantry donations for um the one that's over the new little one that we have on the side um we just did have somebody drop off some depends um to add to that one thing I would like to note is that if it's going into the pantry or going to be dropped off at Loaves and Fishes it has to be an unopened package we can't put an opened package of depend or shields in there hygiene wise it's just not appropriate so um while we can keep those and offer them to people um for you know if they're comfortable with that it's not something that can be utilized within the pantry um so just a note that it not needs to be unopened um to start beginning up with tread so we are coming up on the deadline it's quickly approaching September 30th all completed applications of supporting documentation need to be submitted to me by September 30th otherwise that application will not be considered um we have we sent out roughly 27 applic ation to people that we had thought might be interested in the program or um have expressed interest in the past 14 applications have been returned um five of those incomplete but Alicia and I are working on getting the remaining documents needed and we have a couple other ones that are still pending out in the community that we're going out to get so um a big question that Alicia and I have been getting is about smok South middlex opportunity council with the fuel assistance program so the they typically have already sent out their applications to folks like usually in O August and September is when we're starting to submit those with people to their program for determination they just started mailing out those applications to people that have applied in previous years so um there it's a little later than usual but people will start they started mailing them out last week so if you've participated in the program in previous years you will get your application within the next couple weeks um and you can contact Alicia and IA schedule an appointment to come in and we can help you with submitting that um the portal if you're going to be applying electronically which is an option they are opening up the portal to submit applications on October 1st no sooner so and if people want help with doing that we can assist with that as well so just to put that out there and just on the Medicare front Alicia wanted me to note that open enrollment is coming up so everybody is going to be getting those lovely fly s in the mail about Medicare enrollment and getting those spam calls that are talking to you about different plans that are available please make sure to disregard all of those things and talk to Alicia if you are planning on making any changes she is our shine certified councelor and she can help you through that process um so you can call her to schedule an appointment um she will be doing another coffee hour in October so you can look for the information on that in the broadcaster and she'll have a little discuss question and information that she'll be talking about with open enrollment so um and just because we're coming into this very heavy season of open enrollment and fuel assistance applications I strongly encourage folks to call and make an appointment um while we welcome drop-ins it's it's very difficult when we're we're back to back all day and we don't want people waiting and anticipating us to have an opening um for them to to drop in if if we're not available um it's just for time wise so just to make an appointment please I think that's it any questions doing a good job yes yes a lot a lot l a lot a lot to do a lot a lot to do y okay any questions for uh either the director or the Outreach coordinator assistant director yes get the title correct no all right to make a motion to accept the directors and the Outreach report that were given today some I'll second that okay okay thank you Mary thank you the motion you had a motion to and moved and seconded to accept the minutes of the director and the Outreach coordinator so can we have a vote John yes thank you Maran yes thank you Jean yes thank you Anita Susan yes Joe yes Mary yes Marilyn thank you and Marge so we have a unanimous vote thank you very much everyone okay moving on I think we have an update on our wonderful Senior Center which is really looking like the inside is getting some attention now you can't see what's going on though it's frustrating is I know I true you could see the progress before but now it's like okay wait a minute anyway what's happening over there Liz sure um okay so the um the gray that you see being sprayed onto the outside of the building and that was being applied clockwise um that is an air vapor barrier to make our building extra energy efficient so that is going to be underneath the siding uh that is not the final color of the building not dark gray um yeah the all the windows are on site they're being installed again in a clockwise fashion so you can see the building facing this side the windows are already in um and they're looking great they are working on the interior now they are framing out the walls for the different rooms and the offices um getting ready to have the um plumber an electricians on site but everything is moving on schedule um and we are still looking at the March 11th construction completion date that's great news wow uh we are still working on finalizing the FF budget which is the Furnitures fixtures and equipment um that includes everything that goes inside the building so the furniture the printers the AV system the outdoor furniture that includes everything um the AV budget has been uh it came in much higher than we expected so we've been working with Mark Cy on that we've been working for several months to try to pair that down um to be able to offer um the the same amount of service that we would here where we can live stream a program or a meeting or a show um but not have it be so outfitted that we could run a cable news station out of so we're working on going through line by line Mark Cory especially is working hard on that with the AV consultant um so that is still being looked at and um in terms of the the furniture most of that um is just about finalized looking at the um the the patterns the color is making sure everything goes together goes well is cleanable is stainproof um everything that you would need in a commercial building where everything is going to be used heavily um the uh exercise equipment Fitness room um the one where we have all of the stationary equipment um that also did come in over budget but we're working on pairing that down we don't need the absolute top-of-the-line um equipment that you can hook up your phone too to track um and watch a movie at the same time while that would be nice um that's not necessarily what we need um so working on pairing that down back to about $25,000 where it came in at about $51,000 um yeah I think um when you have Consultants who specialize in a field um they want you to have the very best where we also want that but it has to be practical functional and um has to be something that we're able to use it has to be practical if it's far too um technologically advanced um we wouldn't be able to teach everyone how to use these things and luckily Carol Wing our fitness instructor um has offered um her services in um running classes on how to use the equipment wonderful and going through each piece of equipment with folks so that's look forward to that yeah she is she's great great person to have great person very well known in the senior center community did the Commodore Builders say that they would give you and maybe the board members a walk through they have not yet we did that you you got that and it was it was really good to go in before I mean they just began painting so it was it was rough but we toured the building and it was really great to see it and then we got to see it finished but they did let you go in with hard hats and we got to tour it so all right I have not been inside yet um I think what it is safe to do so I'll see if we can get get something like that arranged tour yeah would be great that would be fun yep it is exciting it's yeah getting closer and closer I know it's just so you know hard to see the progress now that's all is but I was when I was upstairs this afternoon there um for a while I was in the office where in the the um room where you could see the the center and I looked all the workers were we you could see they all piled outside you know at once I'm like like oh they're on their way home I must say they've been pretty darn nice it seems very very responsive tidy yeah we did hang up the sign on the fence that says the building name the project yeah we saw that sign that's nice yep too bad people can't read the sto sign says do not enter oh that's right yes nobody a lot of people don't adhere to that going out back up to shat Street yeah I've noticed say do not enter but yeah well it's been a great meeting but I do have to leave so I will pick up the packet tomorrow okay is there anything anything special March before I well we're going to be going hopefully well we are getting there we should have time to do some of the manual we need to be reviewing the manual and a lot of this is information that you need to get into your manual because I hate to say this but historically Council on uh aging board members I handed things at these meetings to put in your manual to update your manual and then when I go to retrieve a manual when somebody leaves the board guess what it's all the information from two well when they join the board they never put the new stuff in to update their manual so please I tried to devel better habits everybody wow I tried to update mine and the binder was falling apart so I bought a new binder yeah the binder fall apart and I am missing like the PE the new members oh you know well that's in that's being distributed today I look for my packet tomorrow it'll be just I'll leave it upstairs for you um and the that the list of the the new board members is in here the last updated version of the rules and R so that we can review them today um there's a whole new wonderful packet The Elements of Effective Council on Aging boards that has been it's like 30 yard 15 pages two-sided so um there's some new information for you to have in there and you can take out some old so you're going to have to catch up with us on that but anyway have a good rest of the day I will be happy to do it okay thank you you're welcome all right thank you Liz very much for all of that information it's always exciting to get so are there any questions for Liz from anybody okay Moving On Let's Move Along board member update um we've been talking one of the things I don't know whether um before we do that let me quickly go to B on the agenda do you want to have your October meeting the 7th or the 21st the 7th is the first Monday of the month okay the second Monday of the month is a holiday if I'm not mistaken and so the question is what do we want to do our rules and rs say that we will have it on the 21st that's late in the month pretty late in the month but and then the next meeting will be you know fairly soon so I want your recommendations and we may need to make that decision quickly I don't think we'll take long to do that so what do you think is the best thing to do okay um Mar yes we will be on vacation no no that's October it's o oh oh I'm sorry yeah no it's October um there is a flu Clin that day which day on the 21st oh yeah there is a flu Clinic the nooba Board of Health will be doing that and on the 21st or 22nd it's the Monday it's the Monday it's the Monday 21st that would be the third Monday of the month yes it is it's the flu clinic for the community and I must have known that I guess I must have known that maybe that's why I you know had this in my mind and John and I of course are on the C team so we'll be Staffing that and so okay so we just need to agree if we can and people we don't have too many conflicts that people want will meet on the 7th sth is Good Monday in October that's fine we need to take a vote on that because I know because our our rules and regulations at the moment say that we will meet the third Monday if we can't right so and we going so I need to have take a quick vote Yes and get that taken care of so if we run out of time which you know we're getting there um yeah we don't have to worry about that we we app we appreciate it because it is the flu clinic for the town no no we don't need to be trying to compete with that I don't think if we can avoid it and everybody okay with the seven seventh is good okay let's take a vote okay I'll have a motion I'm we have the next meeting on October 7th perfect second second Anita thank you yes okay John yes thank you absolutely Jean yes she will be retired then um I won't be here Susan you won't here right you're going on your trip oh okay Joe yes Mary thank you and March is a yes so we sorry but she's going to be celebrating her retirement that day she'll have to miss the meeting but that's okay we can allow that yes we will for certain for certain okay thank you all I'm glad we got that taken care of so back to the board member update hensu go ahead now um um okay update I'll try to be fast um to start I'm drawing a complete blank no where do you want to start which one of your duties do you want to talk about first oh well um okay well that's another issue well I think it's yeah but I but it's coming up yes yes but let me get through the updates okay do that okay um affordable housing trust um update uh for the Hagar Homestead there there were uh four applications for the lottery of one of the uh units that was a 80% Ami and there were no applications for the unit that was at 60% Ami or less um but that one is now open and uh I know we put up a thing on um Facebook with because that you don't even have to do the loty anymore it's a first come first serve so if you are interested in a one-bedroom unit 60% or less Ami um you need to go to info seh housing.com and that's will be able to give you further information I have all the information about what that means for Engish income Etc but I won't take the time to go through that now uh jerky Farm the 5 Acres at at plus the um bar the house and the barn and 5 acres of land affordable housing is now doing a perk test and then we have to get septic designed and and they even have to decide what they want to do with it I mean there has been no decision made um the two units of affordable housing being uh developed at tahan on tahan road um affordable housing trust is still negotiating uh business terms with um Habitat for Humanity um they are the ones that answered the request for proposal the RFP and then um at the my other Hat minam Man Senior Services board meeting last week um basically in addition to all the regular stuff that we get every month the financials and all of that um there was a discussion on uh fundraising for Minuteman senior services and we were asked to remind people that they have a holiday auction it usually is the first week in December and if you have items that you would like to contribute for the auction to contact minem man senior services and they are also or then when December rolls around look at the items and bid on the auction and then um they are there was a discussion of possibly doing a I can't think what I want to say but a on giving Tuesday which is the Tuesday after Thanksgiving um there is a giving Tuesday and they have never run anything to do fundraising on that day but they are seriously thinking of doing some kind of a campaign to do at least this year to see how it goes for giving Tuesday and it would might be a challenge campaign if they can get funding to use for Challenge and um I guess that's about it we had legislative updates to in the meeting okay so that takes care of my two hats and since I'm also Secretary of this board that means I have three hats and and I can't wear Three Hats no yeah I have to give up something yes um no one needs to make a decision right now but I need to make a decision right now and I would like to of those two hats affordable housing trust or minam man Senior Services um I would like to give up being the appointee from this board to affordable housing trust um it's the one of all my hats that takes the most time other than secretary stuff so um that if anyone else is interested I would love to have the board appoint somebody else it's an appointment from the board this is an appointment from the board some it is a meeting that meets once a month um in the evening from um it's always has been and there's no talk of changing it to a an in-person meeting it's always been virtual I guess that's going to be discussed though from what we heard today a little bit about whether we they're going to continue hybrid meting is that right that was just a discussion about this oh for this board okay okay but that was that's it's been a virtual meeting yes it has I know that I've attended sometimes meeting it's been a virtual meeting and it's Tuesday night Tuesday nights um at 7 6:30 6:30 so if anybody is interested it's fascinating if anyone's interested let Marge know yes because I it is an appointment and you have to be appointed by the chair to represent the board some of our um Duties are formal appointments so um could you share the board members right now so somebody could have a sense of the people they would be working with oh who's on the board yes okay the chairman is Anna Houston um who is she's also on the planning board um Mark racher is the select board representative to the affordable housing trust um Matthew Nord house nordhouse is the Housing Authority representative to the trust he's also a select member who am I leaving out oh Kimberly abelli is a um interested Citizen appointee and she's a real estate person in town very interesting person and the other one the other person is Angus Michaels who is a right geriatric physician and is an interested citizen appointment to the trust seven seven people Bartlett still on that oh and bartl sorry Bartlet yes yes he's Vice chair I never forget that yes and Bartlett Harvey yeah is the other one and Bartlet Harvey is also on the planning board um it's seven people it's it's quite an interesting group pretty much pretty much everybody's there every every meeting I mean it's a very active group it does meet yeah and um it's true and that um Albert what is the last name Alber Angus Michaels no G the real estate girl oh Kim Kim albertelli alberelli Kimberly from oh she did oh that's unfortunate I think she actually did a great job at the last pres present we had that presentation oh yeah I could have couple weeks ago it was a wonderful presentation that she over she ran really right I should have mentioned that in my update we had the um very good turnout right so that's unfortunate she's very supportive of seniors and their needs and housing and options and very very interested in that right yeah and when you go in the library if you like me and you take the elevator downstairs is oh yes you notice the sign on the library on the elevator what does it say I forget the exact wording but it's a wonderful saying and that real estate group that she runs or she owns I don't know if she owns it or something I think she does it's called Albert Teddy KY whatever anyway um obviously that Association and that group pay for the the elevator yes so it's like okay yeah anyway something about lifting up yes it's a wonderful if you're in the elevator take a look it's a wonderful saying and it just catches my eye every time I'm in there so I'm hoping I said that to her I hope you do the same for little for the senior right so we do I don't know if that will happen or not but anyway so all right so okay any questions about that that and thank you Sue for Sue has been our representative um in the affordable house trust since it started if I'm not mistaken pretty much since yes I think so Cindy nap Napoli was chair and chairman at the time it's the one I I'm I'm torn and giving it up because it's one I'm very interested in and I would certainly continue to follow and and yeah be involved if I could but I can't do the time but I will attend the meetings until somebody from here agrees to do it agrees to do it there you go somebody think about it and if you are interested please call me let me know okay we'll do okay thank you and so that means you're going to stay with um Minute Man minute man okay that's great too because it's both of those jobs are quite consuming though Min man has changed significantly over the years since I first that has came involved yeah so we do okay thank you very much yes okay any other board members update from anything that people are doing do you have anything I don't have anything no no nope nope anybody no no no but you know there's going to be what's the the the um flu Clinic flu Clinic is coming just get the word out yes exactly yeah we going to be in October yes it is octob 21st yes it is people stop paying attention yep y I don't know if we're doing the co also I don't know if we're doing we'll find out we'll find out as time gets closer again I think it's both I think it's both it's both yeah it may very well be both yeah all right CVS does have both right now they do okay okay all right moving on we have about well we need to try to get be done by as close to 20 past as possible is usually I don't have that anymore you don't have that deadline anymore daycare is over oh is he in school now oh my gosh it changed for you this year I didn't realize you went through I know you and my daughter who's now doing this because her son's a senior in high school and she's going to be an empty nester so everything he does now oh it's his last this and it's his last anyway a tough oh well that's okay so let's move on though right away the manual review which will take a little bit of time and that's why you have this extensive packet of handouts and I um I heard my manuals falling apart so maybe can we get manuals do I I don't remember where we got them but I remember going and buying stuff at Staples like the tabs and everything for the inserts I think there's a lot of binders upstairs other binders so if you have it don't buy go buy one ask if you needing one like mine is falling apart yeah yeah this one falling apart so um and I noticed that um lauraiz that I handed over to Mary she has a big white one and I have another big white I have a white one too and you have a white one at home too so and I have another white one at home so let me take we'll take stock before but if you don't go buy one and obviously you have I'm going through May now but you have a new a copy of the um officers and board members mhm staff and everything that's all and the holes are punched and then I did not change anything with the um Bo the table of contents the rules and laws you have a copy of the um I got to get my own packet here you have a copy of the rules and regulations I removed mine from the manual because I hope we get to go over it today and the the date on the rules and regulations that we should be going over I do believe is November 13th 2023 right and I put a p in case you didn't have that in your manual because people don't update the manuals I gave you a copy of that today so you have a copy so you can go over the man over that with us and then you have the open meeting law from December 2023 and I must say I didn't even get that until I went in to get sworn went to see Diane Cory and got sworn in so you have an update take out your old one put your new one in please and then um nothing has changed with the Equal Employment Opportunity the code of conduct is not I don't have't change in that the Littleton EHS code of conduct Etc the summary of the conflict of the interest law for Municipal Employees note keep that the top 10 things you need to know about the conflict of interest law and then you go into job descriptions I've made no changes in those which we can do that you have a director's annual report to insert in there it's nice that the friends are still here because we have nothing current from the friends in our manual it's um we had a um a handout with the officers for Bob McQuay is listed as chair in the last hand off that we received so it' be nice if the friends did an update this was dated August 9th 2020 so um if you can ask take that back and ask about that and then the copy of the bylaws a is dated September 1 2022 and I don't know if that's the most recent copy of your bylaws if you could let us know yes that would be nice thank you okay and then we go into a guide for board members now you also received this rather large handout elements of an effective Council on Aging board and this came out this past year um it was published May 1 2024 from the mass Council on Aging so I am suggesting that we get rid of this a guide for board members dated which is in this manual July 2015 put the new one and put the new one in so we made copies it's even in color it's quite good we decided Liz and I and Anita talked about it we thought the whole packet that they distributed should be you know put in here and this should be removed now we also had some of these things that were that are in your manuals came from there used to be a gentleman by the name of EMT who came about and did um thank you very much ta yes thank you m chair um responsibilities and practice do you feel you really want to keep this in there in your manual and then we have an executive summary and you can read this later and we can get back to it there's a conference from dated October 2014 some of this is so outdated I think we should get rid of it don't you seems to me yeah should get rid of it 14 2014 is pretty old so I'm going to take that one out we don't need the design considerations for senior centers no do we no take that out uh um and I think this the the ca board Matrix also is I think executive summary that's all old that's all old we should just get rid of it so replace that with the new handout col with the U the executive the elements of an effective Council and agent board okay so I didn't punch mine well I hope I didn't mess up somebody else's too but the punches were that isn't even punched that page oh that's why I can do this later I think I will do it later all right I'm just gonna not bother with my okay so the rules and rs did people get to go over them have a chance to okay and the rules and rs the last most recent updated version I could find and I don't know whether I I made a mistake or not but I it's dated um 1113 2003 M that seems I could not 23 23 2023 I could not find a tape of that meeting though and it clearly says and it when I did it I I usually do the updating it says accepted by a majority vote of the C Littleton Council in aging on 1113 2023 I don't know why I can't find a tape of that meeting though on lctv I went looking for it and I couldn't find it so that raises some questions in my mind but I don't doubt that we did it so do we need to make changes or do we want to just accept the rules and regs as they are I think it would given the fact that we had this little discussion about the board meeting the date yeah do we need to look at that and say do we want to change that so we don't have to vote all the time for I don't think we should change it because that doesn't happen that often no I mean when it happens it doesn't it can just be a vote at that point we don't need to change it and then someday we have to go back and change it again okay that's fine because right now it's under Article Five right right and it says if the second Monday is a legal holiday the meeting scheduled for that day shall be held on the third Monday yep right and if that interferes the second Monday interferes with town meeting the meeting schedule for that day shall be on the third Monday which really is redundant because it's not really a legal holiday you could say if the second Monday is a legal holiday or date of the town meeting or do we want to just leave it just leave it I mean that's not I think we can leave it too I think leaving it sue has a question yes well and I was on to 514 all right well we wait a minute just look go through one this one 51 um if a majority of the members vote to change to the third Monday for any other reason we can leave that and then or and if a majority vote to eliminate a meeting okay where do you want to go I had a note to myself um instead of wherever it was it said if we we needed to vote if it was on a different day I don't remember how that how I that told us we had to vote if we did it for the 7eventh this month right and I just said to sort of combine it if a majority of the members um a voted the majority of the members to eliminate a meeting or to hold the meeting on a different date or to hold the meeting on a different date or to eliminate a meeting are you still under Article 5 five 5 41 51.4 or 5.1.4 says a majority of the members vote to eliminate a meeting correct and then somewhere else we had it um if we were going to going to do it on a different date it had to be a vote oh well f 5.1.3 a majority of the members changed to the third Monday any other reason well a majority vote so you needed a vote for that right why have two sentences just have we need a majority of the members to change the meeting date or to eliminate a meeting okay that's meeting date or so to point right 3 and point4 get combined so wait a minute what did you say if the majority of the members vote to change to the third no change the meeting date to change the meeting date date or or to eliminate a meeting or to eliminate a meeting okay got it that's fine yeah okay great and then we get rid of 514 thank you more efficient anyone else have anything that they um noted I I had on I had 67 67 yeah when I yes read it um the director of Elder and Human Services yeah on 67 yeah I just thought to make more clarity um the last the third sentence down within two days of the board meeting what board meeting the next board meeting that's what I was no no the existing board meeting the one that just happened you have a meeting in within two days the director of Elder and Human Services sh draft minutes of five right and then the and the approvement are submitted to the town clerk within two days of the board meeting of the maybe we should say of the the approve what I said I had different wording for that too within two days um of the board meeting at which the minutes are approved right at which okay so just add to that sentence at which the minutes wait a minute we to begin to me so I can find my place please at which the director of Eld Services shall ensure the all the way to the end all the way to the end all right to the end and yeah after board meeting the board meeting at which the minutes are approved okay okay does that make sense to everybody yep mhm at which the minutes are approved yes okay got it yeah I have that one too okay thank you John yeah yeah okay it is confusing thank you that's exactly why we need to do this and I every once in a while I had yes another change on um 3.2 3.2 3.2 the nominating committee y shall which we don't even have this is true that's right um the board but the nominating committee shall propose and the COA shall elect past members to am merited status I shall should be May that's what I was going to say because there is no mandate that that has to be done at all correct so shall should be I agree with that should be may may elect and we're getting rid of the dominating committee and then board I just cross off the nominating Committee just started with the COA board May yes correct I agree so do I ca board May propose and may propos may proposed and elect May proposed and may elect a past board members to be to amerit of status okay and thank you that's good um and then 32.2 yep and 3.2.3 2.2.3 those two together somehow would be combined candidates must have served the board with distinction held an important leadership role and made or continued to make significant contributions and and also it I didn't understand this the person you you elect to the ameritus had held an important leadership role and made or continued to make well if you're a past member right you're not continuing to make that's right yeah I'm thinking that that doesn't make sense so and May 3 3.2.2 should just say held an important leadership role Ro correct correct and then and combining the next one Andor engaged in major volunteer or advis activities in his or her service to the board and are engaged M yeah I think I think you're right engaged in major volunteer advoc on the board so we moving May yeah held an important leadership role and or engaged in major volunteer or advocacy activities and his or her service on the board and we get rid of one of them one of the numbers right yeah right right so 32 is condensed 33 and then 324 could move Become Three could be yes could be con three and I have another suggestion not another change um good you did a good job Su another suggestion yes we probably can't vote it after we've just discussed it right these changes we can't vote them in this meeting or can we I think we're well I was going to say is I would be willing to take just the changes that we suggested and send them out to everybody and then we could vote it next meeting that's fine to reread it take our time that's good just to reread it that's fine that's okay and that would be easier for Marilyn yet she's not even a part of this right now because she left the meeting right and that way that's fine send it out these were what and it gives people another suggested and people can take a look at it y okay that's a good idea that also makes it easier for me to write the minutes yeah that's a great idea so good sure so no and this is one of the article items that in the manual that really needs to be re looked I think at once a year quickly you know so thank you and so okay you wanted make another change now no I it was just I 25 past we got a couple more minutes I it was just there were ideas in our um purpose and the mission but we've already been hashed that over so many times I don't want to make another well you know what well we may we have a new mission and vision statement well and that's right those are there and I just had a couple of things that I now said oh but that's okay well no we'll bring them up the next time or when you I'll put them out with the do all right okay great see now I have homework yes you get Minister see she still has a lot to do and I have that homework even though she's stepping down and somebody please call somebody going to take us I won't hold my bre no somebody better take a for so anyway and I will um make sure that everybody gets I think everybody has the handouts that you need you might not have them all punched somebody got a bad a poorly punched I think it was the name the list of the board members maybe the punch was misaligned up in the office that I first tried to use so I apologize for that but anyway so okay is there any other business that we have to discuss um I we need to talk about gos and so be thinking about that we don't have time today obviously but thankfully um and Mary I'll help you emanel if you'd like to some help I definitely would because I've got some very very old dates but I'm sure you do yeah I'm sure you do I'll help you I'm very confused at this point I know that's why I I gotta tell her I can I'll help her okay anything else other than you know please do think about um goals that and Liz think about that how you would like the board to help you with this no most recent you know what's going on with the senior center and what role we can play to be helpful to you that should tie into our goals directly sure because that should be our primary focus so okay everybody and our meeting isn't that far away really so October 7th we said right right yeah Y and today's you know I could I just make a comment that was made to me today sure off the Record um off the Record yeah someone came to me and said um that they were very concerned and upset at the cost of the room namings and why they were so expensive and why would the COA or Liz want to make those prices so high oh and my comment to them M was that that was exactly the way it was done at the library that the price list came pretty much from the library and it was all the donations were made that way to the library and that's how the library got the million dollars and the person just walked away and nothing more to say but I I I think that's really important that it is important because no I don't want it to come from anybody in the town that the COA is trying to raise prices and raise money and and do things willfully because number one we can't raise money at all but it needs to be really important and said that we're sort of following the library and doing the things the way the trustees and the friends did it we're not making up any new rules or you know and somehow I don't know but somehow I don't want this board to get a bad name or Liz to get a bad name cuz we're not doing anything that hasn't been done in the past it's very confusing though for but I think it's important that it get out to every that they know that we're not inventing the wheel and any other any other town that has gone through building a senior center too it is always I mean the director that manages and oversees everything and it represents the board we our job is to work and to support the director and the staff right they don't decide she can't decide she has to abide by the town's rules and regulations and what the Town Administrator her boss tells her happens and how she should be managing the money and where the money goes when she gets it and who has say and what is needed in that building etc etc so that is standard operating procedure when you just said that that brought up something else when she receives the money the donations in the money that's not Liz's money no and it made it needs to be made clear goes to the direct that it goes from two Elder human servic it goes right to a building fund upstairs with a Treasurer right and Liz doesn't write checks or do anything else that money is passed on it's important that people know that and noce you have any any say about how it's done either it's because it's done in a certain way according to town procedure correct yeah yes I have to follow um procedure set by the select board and select board approves any donation and I think any dollar and any amount in anybody's name should be celebrated oh yes and it will be because it's a gift it's a gift for all of us that's it's unfortunate people take a look at those prices and they they they look at and it's out of their price range that's fully understood but to make something like this work you have to have those kind of prices and hopefully you get businesses or organizations that can make those contributions to keep the program going that's right that's right and that's all it's about is getting the businesses to step up or do what they can to help and as Jean said if I may and I think I I'd like to add that my last communication my last email with um Sandra who's the president of the friends um I left it open-ended saying if anybody comes to you and they have a donation amount we can be creative we can be flexible the library named window views um I think we can find an appropriate place in the building to put a plaque in something that aligns with their donation and make sure everyone feels whatever it seems to feels that they can be a part of it yes their contribution counts we can be flexible absolutely yeah yeah I'm sure you can that's being very creative too yeah and you're right so comes out Town Administrator back again he thought he was going home we're still here yeah I haven't adjourned but it's 4:30 he thought you went home well we're still here having a party we were just talking about how all the money Works in this whole thing with um you know fundraising for and and how Liz does what she's told she doesn't have any say in how things are managed and all that stuff so that is that is correct so that's what we were just chatting about and before I Jed the meeting we're done with our business so that's where we were at and just summarizing that and trying to so people get so confused I have one question if I may address the absolutely come up please and use the microphone so people can hear you you're still being taped I think identify keep your name and your address uh James nin 37 Shad Street here you go um so I uh I I I think I have a question question um for your fundraising efforts for the library with the with the thermometer was that before the building was under construction during or after all of that all of that okay to know we're so late in getting anything actually it's it could be late tomato and comparison it's late but it doesn't mean that it's not possible to do or anything without doubt no no without a doubt and uh no Liz has done a Liz has done a great job and uh as you all have done a phenomenal job so and I want to you know thank the friends for their commitment and they've got uh for for for the for the financial support and all the fundraising efforts will go to the senior center so I want to it's a wonderful thing it is a wonderful thing any way I can uh any questions I can answer and U happy to help out in any way I can thank you thank you very much thank you okay we're lucky to have you too yes we are FL will get you everywhere no chocolate chip cookies will get you everywhere now you're talking okay I'll entertain a motion to sorry s's not done sorry oh I'm sorry see I I ranted and I got done and now she's going to take off no I just wanted to comment when what Joe said about people which basically is more aimed at businesses but seeing the the the prices for naming room oh yeah the first page of the packet also has the contribution at other levels um right and and the information on how to send a check and all so that can be that first page could be for yeah anybody yep so are you done yes I don't want to sh you off okay are we all ready to adjourn anyone else have anything they would like to say no I'll entertain a motion then so move Anita is moved and second Jean seconded Jean second yes okay any further discussion no okay John yes thank you and Maran yes thank you Jean yes Marge is a yes I'll vote no yes Anita's yes yes Susan's yes Joe is a yes and Mary's a yes