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2026-04-13 Council on Aging Packet
This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page | 1 2018-07-16 LAG Board - Committee - Commission - Council: Council on Aging Date: 2026-04-13 Time: 6:00 PM Building: Pleasant Street Senior Center Location: Great Room Address: 49 Pleasant Street Agenda: Purpose: COA Monthly Meeting Meeting Called By: Kerry Valle on behalf of Karen Janowski Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk’s hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted. Topics of Discussion: This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However, the agenda does not necessarily include all matters which may be taken up at this meeting. 6:00 6:05 6:10 6:20 Call to Order, Attendance, Overview of Agenda Public comment Approval of Meeting Minutes February/amended approval from December joint meeting with Recreation Committee Review and discussion of COA new member packet Karen Janowski Karen Janowski Karen Janowski Karen Janowski/Marilyn Shapleigh 6:30 Elder & Human Services (EHS) Report and updates on programs/roll out Kerry Valle 6:40 6:50 7:05 7:20 7:35 Friends and Family Day Table with Friends of 60+ Discussion and possible vote - Survey on needs for elders in the community Working Group update Trust Funds PBC Update Karen Janowski Karen Janowski Working Group Karen Janowski Ron Powell 7:35 7:40 Future Agenda Items -Property Tax Worker Program Adjourn Karen Janowski Karen Janowski Page | 1 Town of Reading Meeting Minutes 2016-09-22 LAG Board - Committee - Commission - Council: Council on Aging Date: 2026-02-09 Time: 6:00 Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Session: Open Purpose: COA Monthly Meeting Version: Draft Attendees: Members - Present: Karen Janowski, Jean Prato, Marilyn Shapleigh, Rosemary DeBenedetto, John Parsons, John Saczynski, Karen Pinette, Kate Harrington, Ron Powell, Thomas O'Connor Members - Not Present: Sally Hoyt, Joan Coco Others Present: Jenna Wood (Community Services Director), Kerry Valle (Elder & Human Services Administrator), Jayne Wellman (Assistant Town Manager), Katie Gabriello (Director of Operations), Michelle Clapper (Zoom), Select Board Member Karen Rose-Gillis, and additional community attendees Minutes Respectfully Submitted By: Ron Powell Topics of Discussion: Meeting was called to order by Chair Karen Janowski at 6:00 PM. Attendance was taken (see above). The meeting was opened for Public Comment; no comments were received. Chair Janowski noted that Nancy Ziemzak had resigned from the COA, creating a vacancy in the Secretary position, and thanked her for her many years of service to the 60+ community as Secretary, Chair, and in other roles. Jayne Wellman added that Nancy had been a tremendous advocate for the 60+ community and that it had been a pleasure working with her. Ron Powell volunteered to take minutes for this meeting; the formal election for Secretary will be deferred until March. Jenna Wood announced that she and Kerry Valle would provide updates on Elder & Human Services programs and upcoming evening programming at the Pleasant Street Center. Kerry reported that the new Tuesday Community Lunch launched with 22 attendees in the first week and an expected 40 the following week. Communication updates were shared, noting that monthly email blasts would be streamlined, with mid-month reminders for select events. Kerry also reported that 17 sand buckets had been delivered to homebound residents and highlighted ongoing collaboration with the high school “Bridging Generations” club for intergenerational programming. Jayne Wellman and Katie Gabriello presented potential options for the future use of the Pleasant Street Center, a historic building constructed in 1883 and valued at approximately $965,000. Options included selling the property; leasing to nonprofits such as the Reading Food Pantry or RCTV; gifting the property to the Reading Housing Authority for affordable housing; retaining it for town use; or pursuing a split-use lease. Examples from other communities, including Inspire Café in Wakefield and the Newburyport Firehouse Center for the Arts, illustrated possible nonprofit, arts, and cultural uses. COA members emphasized a Page | 2 preference not to sell the property, expressing interest in maintaining it as a cultural center, community space, or for Housing Authority use. Concerns were raised regarding building conditions, including HVAC, flooding, and aging systems. Town staff will collect further input from boards and the public via an upcoming survey, with the Select Board making the final determination. Jenna Wood provided an update on all COA-managed trust funds, including the Burbank Fund, which currently has approximately $80,000 in expendable interest and generates about $17,000 in annual interest. Minor discrepancies were noted in the Patrons Fund and Knox Box program costs, which will be clarified by Town staff. The Knox Box program, managed with the Fire Department, serves seniors who are frail, homebound, or at risk of falls. Kerry Valle shared plans for upcoming evening programming at the Pleasant Street Center, including intergenerational competitive puzzling on February 11; the return of the “Bridging Generations” high school collaboration in March; a 12-week chair volleyball session from March through May; beginner line dancing in May (with a paid instructor); and Wednesday night cornhole in April and May. These programs are intended to expand senior engagement in preparation for the opening of the ReCAL Center. Kerry also presented volunteer opportunities to support operations at the Pleasant Street Center. COA members expressed particular interest in gardening and closet cleanup and discussed the possibility of a volunteer coordination sub-effort. Volunteer needs include event and meal support (monthly Market Basket birthday cake pickup; catered lunch pickup; Monday bagged-lunch distribution); program support (Life Stories Project writer/editor; daytime cornhole coordinators; volunteer exercise instructors if paid instructors are unavailable; woodworking activity starters; musicians); facility support (garden and grounds maintenance; closet purge and organization); and operations support (reception desk backups; backup van drivers). The Council discussed current vacancies, including two full member openings and one associate member opening. Select Board member Karen Rose-Gillis indicated that the Select Board Volunteer Appointment Subcommittee (VASC) plans to meet in the next few weeks to fill these positions. Ron Powell provided an update from the Permanent Building Committee, reporting that general contractor bids for the ReCAL Center closed on February 6, with review and vote scheduled for February 11. All bids appear within budget, and groundbreaking remains targeted for March 2026. Marilyn Shapleigh reported that the COA Working Group continues progress on policy review with the Town’s Operations Group. A new staff feedback memo was received earlier in the day and will be discussed at the next working group meeting. The next major deliverable will be a consolidated feedback document summarizing input. Minutes from December 17, 2025; January 12, 2026; and January 21, 2026 were approved with minor edits, including clarification of Select Board updates and removal of references to missing handouts. COA members were reminded to submit agenda items for the next meeting. Adjournment: 7:35 PM Next Meeting: March 9, 2026, at 6:00 PM This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page | 2 Community Services Department is inviting you to a scheduled Zoom meeting. Topic: Council on Aging Meeting Time: Apr 13, 2026 06:00 PM Eastern Time (US and Canada) Join Zoom Meeting https://us06web.zoom.us/j/81181305741?pwd=B3ugPl73QQ385jFAWTmcJkMzOdx7i2.1 View meeting insights with Zoom AI Companion https://us06web.zoom.us/launch/edl?muid=700c5753-f84d-469a-a64c-93c633f3baf6 Meeting ID: 811 8130 5741 Passcode: 806020 --- One tap mobile +16465588656,,81181305741#,,,,*806020# US (New York) +16465189805,,81181305741#,,,,*806020# US (New York) Join instructions https://us06web.zoom.us/meetings/81181305741/invitations?signature=Xt8nnVVkqMkOu5Fko DDNkYgy4eLS9QTY1gGGf7VrnKI Town of Reading Meeting Minutes Page | 1 2016-09-22 LAG Board - Committee - Commission - Council: Time: 6:00 PM Location: Great Room Session: Joint Meeting Council on Aging Date: 2025-12-15 Building: Pleasant Street Senior Center Address: 49 Pleasant Street Purpose: Joint Meeting with COA & Recreation Committee - ReCAL Programming Policy Version: Draft Attendees: Members - Present: Karen Janowski, Council on Aging John Parsons, Council on Aging Rosemarie DeBenedetto, Council on Aging Nancy Ziemlak, Council on Aging Marilyn Shapleigh, Council on Aging Jean Prato, Council on Aging John Saczynski, Council on Aging Thomas O'Connor, Council on Aging Kathleen Harrington, Council on Aging Members - Not Present: Joan Coco, Sally Hoyt, Karen Pinette Others Present: Richard Hand, rec committee Kate Kaminer, rec committee Eric Gaffen, rec committee Eric Boemer, rec committee Laura Noonan, rec committee Giuseppe Fodera, rec committee Nick Pesaturo, rec committee Jenna Wood, Community Services Director Jim Sullivan, Recreation Administrator Ed Shambo, Recreation Program Coordinator Jayne Wellman, Assistant Town Manager Carlo Bacci, Select Board Karen Herrick, Select Board Melissa Murphy, Select Board Chris Haley, Select Board Joanne Wooldridge, 287 Haverill Street, Friends of 60+ Anne Marie Bourque, 287 Haverill Steet, Friends of 60+ John Costigan, 75 Mill Street, Friends of 60+ Minutes Respectfully Submitted By: Genevieve Wood on behalf of Karen Janowski Town of Reading Meeting Minutes Page | 2 Topics of Discussion: K.Janowski called the meeting to order for COA and facilitated a roll call attendance. R. Hand called the meeting to order for the Recreation Committee and took a roll call attendance. Recal Building 60+ Access Policy The meeting focused on the presentation of a draft program space policy for the Recal building, aimed at creating an inclusive community space while prioritizing the 60+ population. Jenna Wood, the Community Services Director, introduced the policy, which outlines priority access for programs such as health and wellness, social and recreational activities, and educational workshops for the 60+ demographic. The working group, including Emily Sisson, John Sasso, Jim Sullivan, Chris Kowaleski and Jayne Wellman, has been developing this policy for several months, aligning it with the mission and vision statements of the community. The policy is still in draft form and open for feedback and discussion. ReCAL Center Programming and Scheduling The meeting focused on scheduling and programming policies for the new community center, with Jim Sullivan outlining core operating hours, room mapping, and program prioritization. John Sasso and Emily Sisson discussed the dedicated 60+ senior hub on the first floor, which includes spaces like the lounge, coffee bar, card room, program room and exercise room. The group also addressed how different spaces like the fitness room and gym would be managed, with programming schedules to be posted and conflicts resolved by the programming team or Community Services Director as needed. ReCAL Policy Timeline The meeting focused on the timeline for programming policies and operational plans for a new community center. The Council on Aging provided feedback on draft policies, particularly regarding fitness equipment and space allocation for seniors. The group discussed plans to revisit open items in January, present an operational plan in February, and introduce a transportation model in March. Concerns were raised about the use of certain spaces, such as the gym and walking track, with a focus on balancing access for both senior and general populations. The discussion highlighted the need for further input and potential adjustments to ensure the facility meets the needs of all community members. 60+ Programming and Facility Planning The group discussed programming for the 60+ community in a new building, with Jenna clarifying that while most programming would occur during the day for 60+, evening activities would also be available, including nighttime bereavement groups and Zumba classes. Marilyn raised concerns, noting that current program rooms are too small for popular activities like line dancing, and Page | 3 suggested that classes might need to be moved to the larger gym. The group also discussed the need for different flooring types in the gym versus fitness room, and considered offering duplicate classes at different times to accommodate working seniors. Senior Hub Space Allocation The group discussed the Senior Hub and its designated spaces, emphasizing the need for priority space for seniors while ensuring flexibility for other programs. Some COA members highlighted the importance of fostering inclusion and spontaneous social interactions for seniors, advocating for unstructured time in common areas. The community's desire for all-hours access to priority spaces was noted, with a plea to exclude the gym from being designated as priority 60+ space to maintain its use for all community members. The discussion also touched on the need for clarity regarding the programming of other spaces in the building, with Jim and others explaining that other areas could be used for programs not limited to seniors. ReCAL 60+ Programs Planning The meeting focused on planning programs and space utilization for a new community center, with a particular emphasis on serving the 60+ demographic. The group discussed offering various activities including adult and kids classes, billiards, and drop-in programs in different areas of the center, while acknowledging the need to first assess community interest through surveys and observation. There was debate about whether to dedicate specific spaces for 60+ or maintain flexible multipurpose areas, with some participants from COA expressing concern that the dedicated senior space might be too small for their needs. Jenna and other staff members discussed the available spaces, including two lounges, an outdoor patio, and multiple program rooms. A concern was raised about the current programming process, suggesting the need for a program advisory committee involving community members to help with planning and idea generation. The group agreed that while staff manage programming, community input would be valuable. Community Building Shared Use Plan Laura Noonan made a request to remove the gym on the priority list for the 60+ community, which was supported by the Recreation Committee Members. Eric B. raised concerns about balancing recreational needs with community access, noting that recreation was a priority in surveys, the community center's design and programming should serve the entire community's needs. The meeting focused on the shared use of a community building that will serve both senior citizens and recreational programs. Staff emphasized that the current model is inclusive and will also offer therapeutic recreation programs. The discussion highlighted the need for collaboration between the Council on Aging and Recreation departments, with both groups agreeing to work together to address community needs and ensure the building's successful operation. Page | 4 ReCAL Development Planning The meeting focused on the development and programming of a new community center, with discussions centered on ensuring the facility serves both seniors and the broader community. Participants emphasized the need for flexible and adaptable programming. Concerns were raised about the affordability of membership fees for low-income seniors, and the group discussed implementing scholarship programs and utilizing trust funds to support programming. The importance of keeping the community informed about progress and plans for the center was highlighted, with suggestions for outreach through tax bills and other communication channels. Both committees adjourned at 7:35pm through a roll call vote. Monthly Report February/March 2026 PSC Monthly Report COMMUNITY SERVICES DEPARTMENT ELDER/HUMAN SERVICES DIVISION Volunteers: 2025/2026 STATISTICS Dec Jan 26 Feb 26 Mar 26 April 26 May 26 Jun 26 July 26 August 26 Cultural & Social Events 152/112 180/103 156/96 86/76 Educational Programming 87/77 39/32 27/26 105/82 Groups and Clubs 439/131 346/134 299/113 450/116 Health, Wellness and Fit. 676/162 663/195 631/164 851/162 Non-Clinical Support Serv. 50/49 38/37 64/57 71/71 Support Groups 13/13 14/14 16/16 10/10 Inter-Generational 38/38 0 2/2 0 Social Services 120/60 137/58 88/49 99/56 Transportation 301/38 265/38 290/42 373/46 Trips 26 0 0 Walk-ins 65/48 70/51 82/59 74/58 Phone log 590/250 614/290 500/296 483/268 Lunch 240/67 148/60 140/70 210/90 Total People Served 2771 added: 1783/421 2506 added 1495/377 1471/404 1522/362 December January February March April May June July August 75 hrs Volunteer Hours: 64.5 Volunteer Days: 41 Hours: 117.5 Days: 66 Volunteer Hours: 147.5 Volunteer Days: 91 Duplicated/Unduplicated Monthly Report Pleasant Street Center Highlights: 2/2026/3/2026 Programming/ updates: Community lunch 20 patrons in February Feb Birthday lunch we have 50 people Valentines Day lunch 50 people Royal Tours starts back, Wrights Farm on April 24th and July 14th Tall Ships Eagles experience May 20th. St Patty’s Day lunch was a huge success food was done by the catering through the schools. 50 people for lunch 15 waitlisted Learn to Play Mah Jongg 9 sessions 12 people Tuesday, March 3rd - Tuesday, April 28th 1:00 - 2:00 Tax appts 58 tax appts done finishing in April Highlights from behind the Scenes: • Rolling out the new system first e-mail went out March 2nd with information on rec tech • Fitness policy March 12th discussed with patrons 30 patrons came. • 2nd email went on March 16th with log in information and upcoming events • As of 3/31 we have 190 patrons enrolled • We hired a new sub van driver who will assist Joe with trips and vacation days. • Shamrock Wreath making class • Birthday Lunch 48 people for March • Coffee talk with Jenna for sign up well attended 25 people came to enroll • Monthly Report February Count Percent Ages 55-59 7 1.3% Ages 60-64 25 4.6% Ages 65-69 66 12.2% Ages 70-74 99 18.3% Ages 75-79 149 27.5% Ages 80-84 108 20.0% Ages Below 55 3 0.6% Ages Over 85 84 15.5% Totals 541 100% TOWN OF READING YEAR-TO-DATE BUDGET REPORT AS OF 03/31/26 1• t • I CCOUNTS FOR. 4921 ELDER SERVICES - BURBANK ORIGINAL APPROP TRANFRS/ADJSMTS REVISED BUDGET YTD EXPENDED ENCUMBRANCE/REQ AVAILABLE BUDGET % USED II 49211501 500010 ELDSVC BURBANK BUDG AVAILABLE 366,979.17 25,909.87 392,889,04 49215535 535000 BURBANK RECREATIONAL 0,00 0.00 392,889.04 .0% 501.61 501.61 6,399.60 501.61 -6,399.60 1375. 8% TOTAL EXPENSES 366,979.17 TOTAL HUMAN/ELDER SERVICES 366,979.17 TOTAL TRUST FUND COMMISSIONERS 366,979.17 TOTAL ELDER SERVICES - BURBANK 366,979.17 TOTAL EXPENSES 26,411.48 26,411.48 26,411.48 26,411.48 393,390.65 393,390.65 393,390.65 393,390.65 6,399.60 501.61 386,489.44 6,399.60 501.61 386,489.44 1.8% 6,399.60 501.61 386,489.44 1.8% 6,399.60 501.61 386,489.44 1.8% 366,979.17 26,411.48 393,390.65 6,399.60 501.61 386,489.44 Program m: gly1;dbud Page 89 COA initial comments Operations Group respond Kate Fitness Equipment Room Packet Document 1 (intro): Reading Center for Active Living Fitness Equipment Room Many YMCAs and other facilities require attendance at an instructional orientation session. Has that been considered? What are the liability issues? optional orientation.Assuming that there will be disclaimers regarding liability and that you have verified sufficiency of such notices with legal counsel Some facilities require medical approval for participation. Do we want to consider? covered in liability waivers - will make sure language is in fitness packet Again, assuming you have legal sign-off on all language waiving liability Expectation that participants be able to utilize the equipment independently would potentially exclude many who could use the equipment safely when with a companion. How is this being considered? This is an important inclusivity topic (and applies to other documents). need to be independent on equipment See Operations Group response to question about encouraging participation by those who need assistance - a contradictory message is being expressed. Need language encouraging participation by all Need language to support & encourage use by those who need some level of assistance. can look into specialized programming for using the fitness equip assisted Equipment list includes equipment not included in ReCAL Budget – please review. part of ff&e request and will know more once bids are returned and we have a definitive list How will final equipment list be determined? What criteria will be used for choosing equipment? How will verification of paid Fitness Equipment Room be handled? members receive separate key tag for fitness room What solution will be available for those who do not use key tags? I’ve never used mine at PSC and do not carry it Cost to use the Fitness Equipment Room? $0 for 60+ because the entire building is a replacement for the senior center located at the PSC? Sliding scale based on income? no discounts. Scholarship program will be available for low income residents Fitness Equipment Room Packet Document 2: Reading Center for Active Living Fitness Perhaps change title to “Fitness Equipment Room Rules” to clarify. The first paragraph might be more helpful elsewhere (e.g. on 1st document in this packet)? Fitness Equipment Room Packet Document 3: Policies & Procedures How will participants know rules and regulations if they waive orientation? everyone has to sign off on the waiver and rules- rules and regulations will also be posted in fitness room May participants bring a personal trainer of their own choice into the room? this is not a commercial enterprise - trainers will have to use their own facility for their clients The policy in the packet states that the Fitness Equipment Room is for age 18+. Yet, during discussion, it was said that it will be “all ages”. The language gets fuzzy … “fitness room” vs “fitness equipment room”. All of this needs to be clarified and to be consistent with expectations set in public meetings (including, but not limited to, the Town Meeting). fitness room is 18+ we can take a look to clarify language. Fitness Equipment Room Packet Document 4: Fitness Equipment Room Participant Registration Also capture any special needs info the participant wants to provide? on the original intake forms - is there something more specific you would like us to include in fitness room? Fitness Equipment Room Policy 1 Why would a fee be charged if no trainer support or room supervision is available? offset cleaning supplies, maintenance and/or replacement of equip, operational fees and if people request an orientation session or or asked to by staff, a trainer WILL need to be paid; manage demand 2 Draft Membership Packet/Policies- COA Comments/Questions and Operations Group Responses QUESTION:ANSWER:ACTION:Working group feedback Perhaps register each participant individually, rather than having "family" membership be the key field. Easier to track participation in activities by individuals. A separate field used to store a "Household ID" could also be stored. But use of an individual ID would facilitate coordination of data (& membership status) across Elder Services, REC, Veterans, etc. (Banks, Health Insurance companies, etc. all use databases like this.) There will be an individual form and a family membership form. Each member will have a keytage/qr code to enter ReCAL Working to complete the Individual Form The forms and the new registration system must be able to collect the data needed from all particpants so that the building usage can be fully documented. This is important information that the public will be looking for especially during the first few years of operation. The forms must be designed to collect all the necessary data that in turn can be matched to programs and services that individulals participate in during their visit to RECAL. It's suggested that the new system be tested for its ability to collect all the necessary information and run comprehensive usage reports for all activiities in the building using the new forms and key tags. Perhaps the question that needs to be answered is: "will the database contain the same fields (data elements) for both family memberships and individual? E.g. will there be one field that is filled with values such as 1=individual Design so that data collected for REC Membership can be "matched" electronically to data collected in MySeniorCenter. E.g. make sure Household Last Name is on both, as opposed to Full Name in one and Household Last Name in the other. household name will be applicable to family memberships, individuals will still have the full name regardless. The software will populate appropriately Working in the new software system Will sign-in support stats on participation by individuals (vs family) and by age, etc.? yes, software tracks participation of each member no additional action needed at this time What form(s) would someone complete who is coming to the building for Social Services, Veterans Services, etc.? anyone who comes into the building must register with an individual membership form or family membership form and receive a ReCAL keytag for access control, safety and liability purposes. Anyone who needs specific social services would fill out relevant forms and be in touch with case worker or ehs administrator forms exist - no additional action needed at this time Action Required: Please Confirm that this information will continue to be entered in to the database, as it is now, in order to generate usage reports and track participation so that there will be not be a break in the collection of data s there an emergency or minimal-data registration pathway for crisis or time-sensitive social service visits? How will "companions" be registered? E.g., a family member who pushes the wheelchair and assists with bathroom use? A medical aide? A friend who drives and just waits for the participant without participating themselves? medical aids or companions can register as guest and receive a ReCAL keytag for access control, safety and liability purposes. will create a guest waiver specific to companion/medical support s a guest keytag time-limited or tied to a specific participant? Can a registered “guest” ever independently access the building? How will participants from other towns be registered and tracked? Keytags issued for Reading in addition to whatever their town has given them (if anything)? anyone in the building must be registered and have a ReCAL key tag.membership fees for non residents will apply (amount TBD)- their account information will reflect non-resident status. All non-residents will receive a key tag for check in. Non residents who participate in paid programs will be charged an increased fee. no action needed Does this presume a staff member at the front desk at all times? How else will the requirement for a key tag be enforced? Is on the individual to comply? Assuming EHS will now be able to generate a report that tracks the participation of non-reading residents for all activities held in the RECAL building. Is this true? Assuming that a 'key tag' is similar to what is used at PSC today as people come in to use the center. Also, assuming that there will be a couple of "sign-in" stations at the front desk so that people can 1 The language "assume responsibility and be mentally and physically capable of participation" needs to be reviewed by ADA Coordinator and universal design specialist to accommodate those with disabilities. Also, who will decide if an individual is"capable"? If an individual assumes responsibility for bringing along a companion needed to participate, has the individual satisfied the "assume responsibility" requirement? Etc. The policy today at the Pleasant Street Center is that we judge this based on the Standards of Indepedence which has been approved by COA and Town Manager. can have Albert Pless review This language must apply not only to the 60+ community but to any individual participating in activites in the RECAL building. Otherwise it can be seen as discriminatory. How will this statement be diseminated? Will it require acknowlegement from the participant? Who is formally authorized to make independence determinations (front desk staff, program staff, administrator)? Many Elder Services programs do not offer weekly sessions -how will fees be handled? many towns do offer weekly programs and participants will be charged per session (4wk, 6 wk, etc) or per service or per meal (Newton Center for Active Living, Lexington Community Center, Needham Center at the Heights, North Andover Senior Center. Having registration in advance for sessions streamlines enrollment, organization and also ensures we will have enough staff is already working on this How is the term "program" defined? E.g., if someone drops in to use the 60+ lounge (a room designed to be open as a 60+ gathering place at all hrs that the building is open) between attending REC and/or Elder Services events, have they attended 2 programs or 3 programs? Other? The Lounge can be accessed at anytime for 60+ regardless of program participation. The individual will need to just sign in with their key tag at the Front Desk upon entry. Programs will be anything a participant has to register for in advance. no action needed As I understand it, the key tag will register a person’s presence in the building. In compiling data, will you just look at overall numbers from a day, subtract the number of program participants, and have an “other category” to capture those who just drop in to socialize? This is a new concept. It will be important to track usage in order to document the importance of such a space for the 60+ community. Will there be a category of program that is self- directed, impromptu use of gathering spaces in the building to socialize such as the 60+ Lounge, the hallway seating areas, the multi- purpose room when not scheduled for specific activity, etc.? Yes, again, people are allowed to drop in for socialization outside of a scheduled program as long as they check into the building with their ReCAL keytag no action needed How will this be tracked? What is therapeutic recreation? Please elaborate Therapeutic Recreation utilizes purposeful recreation and leisure to improve and/or maintain the quality of life of individuals with disabilities. Participation in therapeutic recreation programs may lead to an increase in independence and improve physical and emotional well-being. Therapeutic recreation can also be described as activity designed for those suffering from something such as arthritis which would not be a disability. May need a fuller definition of therapeutic recreation. It will be important that this staff person be able to offer programs for all age groups. How will these programs coordinate with clinical or social service providers, if at all? Who will evaluate and determine participants are eligible to be in programs with disability or illness recovery? How will compliance with member's preference on photographs/videos be supported? There is currently a waiver sign off - anyone who does not approve, it will be flagged in program registration. We will also ask for photo consent at larger events before posting for social media or other marketing no action needed How will staff and volunteers be visibly alerted to no- photo participants in mixed settings? 2 Perhaps need waiver/consent on use of the Building rather than limiting the document to participation in programs? "participation" and etiquette apply to all using the building whether registering for a program or not. will revisit language to see if there is a way to clarify This concern seems to be in the context of the “standards of independence” document. Can you clarify what is being referred to? What are the policies related to and supporting use of wheelchairs (and in some cases a companion pushing the wheelchair), rollators, walkers, canes and other assistive devices for mobility? The building would adhere to ADA standards. no action needed So all of these devices will be allowed in all areas of the building? Walking track, fitness equipment room, etc. How will priority use of lanes by age 60+ be established? The Track is a community space - if specific programs are developed by community services staff for 60+ or other age groups, it will be posted to let the community know that access to the track will not be available during that day and time. no action needed Suggest considering scheduling time for specific age groups that might require additional consideration. For example, young mothers with strollers, older people with canes/walkers, those with service animals, etc. What are the policies related to different walking paces? Is the current language clear enough? current language is clear no action needed The membership packets states that slower walkers should use the outside two lanes. Given that most members will not read the packet carefully, or forget, how will this guidance be displayed or communicated on the track itself? Is there a need for a policy for support animals on the track? service animals only and paperwork must be provided will add to walking track policy 3 Sandwich's policy of requiring that an adult accompany children of all ages seems more in line with the goal of prioritizing the 60+ population. Many concerns were raised about children age 12+ using the track independently without direct adult supervision. operations working group revisisted- agree that under the age of 16 should require parental supervision will ammend walking track policy to reflect age change There should be a written policy statement as to required behavior on the track during "open" time slots for all age groups. High School kids may have used the high school gym track but never in a mixed use setting. Older adults may not have used a track or have very diffterent perspective of the appropriate behavior when using a gym. Similar to a pool there should be written rules and standards that all track users are aware of and agree to adhere to. What happens if a child is unaccompanied—warning, Clarify this document (which was originally approved by the Town Manager, and COA to address the programs at the Pleasant Street Center). ReCAL broadens the participants beyond the 60+ community- The policy should apply to All people who use any part of ReCAL to avoid discrimination. Ensure compliance with ADA Coordinator. will discuss this with staff discuss with staff and ADA coordinator Agree that clarification is needed relative to standards of independence given the willingness to allow aides to come with those who need assistance. Look forward to future discussion on this point. Take responsibility for their own personal care ... " should include inclusive language supporting the role of personal assistant/caregiver who accompanies the participant. similar to what was addressed above no action needed 4 First, there is no requirement that all ReCAL spaces need to be continuously programmed. In fact, it is likely that the identified dedicated 60+ spaces will remain open for much of the day when the rooms are not programmed. The policy will be amended to make this clear. The real question is what “dedicated” means when no program is running. Can the policy explicitly state: “Dedicated 60+ spaces are reserved for 60+ use during all operating hours, whether or not a scheduled program is taking place”? Are the “dedicated 60+ spaces” referred to here the following: Lounge (television space) • Lounge (fireplace space) • coffee bar/ cafe • card/game room • flex program room • group exercise room? How will this space be delineated so that the general public will know that this is senior only space? There is no door to h i ll t thi Second, we will be making an adjustment to gym prioritization only. Priority access will be given to programs dedicated to the 60+ population from opening until 3:30 p.m. Thank you! One important reminder, regardless of priority, room assignments will be made based on aligning the program requirements to the appropriate space. If a non-60+ program requires a specific room that is designated for 60+: a) is that allowed? b) Who approves it? c) How is the public notified? How does this reconcile with the above statement that the dedicated spaces would be dedicated during all operating hours? Table 1 Program Planning Policy feedback received 1/7 from OPG 1 Orientation and Background Materials for Members of the Reading Council on Aging Updated 12/7/2025 Table of Contents Welcome to the Reading Council on Aging. Sections 1 through 3 contain a selection of materials which describe the role of the Council on Aging and its connections to Reading’s Department of Elder/Human Services and other Town Boards and Departments. Section 4 contains information about three trust funds which may be expended under the direction of the Council on Aging in accordance with the wishes of their donors. Section 5 states the policy on fundraising, raffles, and charging admission for Senior Center Events. Section 1: Reading Council on Aging (COA) Responsibilities & Volunteer Job Description Section 2: Elements of an Effective Council on Aging Board, May 1, 2024 Section 3: Laws, Rules and Policies Related to the Establishment and Operation of the Council on Aging Section 4: Trust Fund Background Documents and Expenditure Policies Section 5: Policy on Fundraising, Raffles, and Charging Admission for Senior Center Events Section 1: Reading Council on Aging (COA) Responsibilities and Volunteer Job Description Reading Council on Aging Legislated Powers: 4.7 Council on Aging There shall be a Council on Aging consisting of ten (10) members appointed by the Board of Selectmen for three (3) year terms so arranged that as near an equal number of terms as possible shall expire each year. The Council on Aging shall have all the powers and duties given to Councils on Aging by the Massachusetts General Laws, and such additional powers and duties as may be provided by the Charter, by Town Bylaw or by Town Meeting vote. (Source: Reading Town Charter Article 4 Appointed Boards or Committees https://www. readingma .gov/DocumentCenter/View/2240/Reading-Home-Rule-Charter- PDF) Overview of Reading COA Responsibilities: The Council on Aging functions as a Board of Directors. The Council is comprised of ten Reading citizens who have demonstrated a concern for and a commitment to Reading's 60+ age residents. The Council is appointed by the Board of Selectmen. Responsibilities include: 1. Identifying the needs & interests of the 60+ age residents and encouraging programs to address those needs and interests. 2.Educating the community about the needs of the 60+ age residents. 3.Developing a network for information sharing. 4.Establishing policy direction to be implemented by Reading Elder and Human Services (Source: https://www.readingma.gov/558/Council-on-Aging) Additional COA Duties: Expenditures from several trust funds are under the direction of the Reading Council on Aging: • Dorothy Burbank Trust Fund • Patrons of Older Adults Support Fund • Laura S. Parsons Trust Fund Li M$ Town of Reading 16 Lowell Street Reading, MA 01867-2683 Elder/Human Services Phone: (781) 942-6608 Fax: (781) 942-9071 Website: WIVW.ci.reading.ma.us Volunteer Job Description Position Title: Purpose: Council on Aging (COA) Board Member Board members ascertain the needs of residents 60 years of age and older and conduct or sponsor programs to address these needs. Attend monthly COA Board meetings the 211d Monday of the month. Work on one or more committees Assist staff members with projects. Call Administrator when you are unable to attend a meeting. 781-942- 6658 For project work: agree upon a schedule and alert project supervisor when unable to work. Work in harmony with the mission and goals of Reading Elder/Human Services and the Senior Center and have a sense of humor. Interest in promoting the needs and interests of Reading residents 60 years of age and older. 2-3 hours per month minimum Board of Selectmen Activities : Responsibilities: \-. Qualifications: Timeframe: Supervision: // ty Section 2: Elements of an Effective Council on Aging Board, May 1, 2024 A 45-page general resource document published by the Massachusetts Councils on Aging available online at: https://mcoaonline.org/wp-content/uploads/2024/05/Board-Resource-Guide-Final-5.6.24.pdf “In summary, here are specific ways that you can use the guide: • To learn more about the roles and responsibilities of COA board members. • To gain a better understanding of the COA's governing documents. • To understand the Massachusetts aging network and the importance of building relationships. • To stay up to date on the municipal laws and regulations affecting COA boards. • To find resources and support that can help you to be a more effective board member. Please note that every municipality operates differently and despite the differences in COAs, there are also many commonalities that unite them. Special considerations include the following: • Board members should be aware that individual communities have different ways of operating boards, and it is important to understand and defer to cornrnunity practices. • Consult with your COA director about the COAs governing by-laws, and any caveats pertaining to changes to them, as well as day-to-day responsibilities and management of the COA department. • Keep in mind that the COA department in your community may have a different title, such as the Department of Senior Services, Community Center, or Elder Affairs.” (Excerpt from page 5 of the document) Section 3: Laws, Rules and Policies related to Establishment and Operation of the Council on Aging Section 3: Links and Documents National Council on Aqinq: • About the National Council on Aging (https://www.ncoa . org/page/about-us/) Massachusetts General Laws and Legislative Acts: • Power to Establish of Councils on Aging in Massachusetts: (https://malegislatu re . gov/Laws/General Laws/Partl/TitleVll/Chapter40/Section8B) • An Act Regulating the Membership of Certain Boards in the Town of Reading: (Copy of the signed document appears on the following page.) Massachusetts Councils on Aging: https://mcoaonline.org/ Town of Reading: Town of Reading Official Website: https://www.readingma.gov/ • Town of Reading Home Rule Charter: https://www. readingma.gov/DocumentCente r/View/2240/Reading- Home-Rule-Charter- PDF • Town of Reading General ByLaw: https://www. readingm a.gov/DocumentCenter/View/2241/General-Bvlaw-PDF Reading Elder & Human Services: https://www.readingma.gov/205/Elder-Human- Services Reading Council on Aging: https://www.readingma.gov/558/Council-on-Aging • Rules of Organization and Procedure of the Reading Massachusetts Council on Aging: (Copy of the document appears in the following pages.) • Standards of Independence for the Pleasant Street Center Participation: (Copy of the document appears in following pages.) Page is intentionally left blank to separate documents. B =Inhr,IIT+ \..__ ). „\b/Ii H 6495 ChapCir Za 77 TEE cannoN WEALTH OF HAS SAC XU SETTS In tha Year One Thousand Hine Hundred .and Eighty+six AN ACT REGULATING THE MEMBERSHIP OF CERTAIN BOARDS IN THE TOWN OF READING v Be It- enac=ed by the Senate and House of Represencatives ia General Court assembled 1. and by the 'auchoricy of the sane, as follows: SECfION I, NotulthsEandlng the provisions of section.twenty of chapter fort;y-three B of cba General Laus or any dther general or special law to Chd contrary, the school committee of the town of Rending shall 'consist of six neabers: tba board of library t=uscees - shall consist; of sIx npnbers ; the board of cemetery Btuscees shall consist of six aenbers; and the council on . aging shall canslsc .of ten members+ SECTION 2, This act shall take e£fec= upon its passage, -\___ jJ , 1986. Acting , Speaker, to Page is intentionally left blank to separate documents. RULES OF ORGANIZATION AND PROCEDURE OF THE READtNG1 MASSACHUSETTS, COUNCIL ON AGING ARTICLE I The Council Section 1 Authorization: The Council derives its authority from and is in compliance with the Town of Reading Home Rule Charter. Section 2 Name of Council: The name of the Council shall be the “Reading Council on Aging” Section 3 Purpose: The Council shall carry out its duties as prescribed by Article XI, Section 3, of the Town Bylaws. 1. To ascertain needs of residents over 60 years of age and to conduct and sponsor programs dealing with those needs; 2. To be a clearinghouse for information regarding senior concerns and to inform senior citizens of services available; 3. To assist individuals directly; 4. To be advocates for the elderly of Reading at the community, state, and national levels; 5. To set policy direction to be implemented by the Division of Reading Elder Services.\\- Section 4 Membership: The Council shall consist of ten members of whom at least two shall be over 65 years of age, appointed by the Reading Board ofSelectmen. Appointments are made for a period of three years, so arranged that as near an equal number of terms as possible shall expire each year. Section 5 Associates : Associates may be recommended by the Council and appointed at the direction of the Board of Selectmen. The term of office is determined by the Board of Selectmen. Associates do not have voting privileges, but may attend Council meetings and participate in any way the Council deems appropriate. Section 6 Duties of Members: The members shall work to fulfill the purpose of the Council on Aging as in Section 3 and other duties which may arise, and to serve on committees functioning within the Council and in cooperation with other persons or groups. Section 7 Council on Aging: If any member of the Council is absent without excuse from two (2) or more successive meetings or more than four (4) meetings in one year, the other members of the Council may, by affirmative vote, request the Board of Selectmen to remove said member from membership, and the Board of Selectmen may thereafter remove said member and shall notify said member by mail of such removal. Last revision 1/03/06 1 2__ ARTICLE II Officers \\- Section 1 Officers: The officers of the Council shall be a Chairperson, a Vice-Chairperson, and a Secretary. Section 2 Chairperson: The Chairperson shall preside at all meetings of the Council and shall appoint all committees. The Chairperson shall sign all documents as authorized by resolution of the Council. At each meeting, the Chairperson shall submit recommendations and information concerning the business affairs and policies of the Council. The Chairperson or designees shall represent the Council at public fUnctions and at all meetings where Council business is to be discussed. Section 3 Vice-Chairperson: The Vice-Chairperson shall perform the duties of the Chairperson in the absence or incapacity of the Chairperson. Section 4 Secretary: The Secretary shall keep on file in the office of the Council a signed copy of the record of the proceedings of the Council and shall perform al duties incident to the office. Section 5 Compensation: All officers of the Council shall serve without compensation other than payment of necessary expenses as approved by the Council.L' Section 6 Election or Appointments: The Chairperson, Vice-Chairperson, and Secretary shall be elected at the annual meeting of the Council from among the members of the council. An officer shall be limited to holding a particular office for 2 successive 1-year terms or until their successor is elected. Officers must then vacate that particular office for at least 1-year before being re-nominated. There shall be a majority of members present and voting. Section 7 Vacancies: Should the office of Chairperson, Vice-chairperson, or Secretary become vacant, the Council shall elect a successor from its membership at the next meeting, and such election shall be for the unexpired term of office. Last revision 1/03/06 ($ ARTICLE III L Meetings Section 1 Regular Meetings: Regular Meetings of the Council shall be held on the second Monday of each calendar month for the conducting of the business of the Council. If this time shall represent a legal holiday, the meeting will be held the following Monday unless otherwise designated. Proper posting of said meetings shall be forty-eight (48) hours prior to meeting date. Section 2 Annual Meeting: The June meeting shall be designated as the Annual Meeting for the purpose of electing officers, and conducting such other business as may come before the meeting. Section 3 Special Meetings: The Chairperson of the Council may, upon deeming it necessary, or upon the written request of two (2) or more members of the Council, call a special meeting of the Council for the purpose of conducting any business designated in the call. Members must be notified at least three days prior to the date of such special meeting. At such special meetings, no business shall be considered other than as designated in the notice; but if a quorum of the Council is present at a special meeting, it may vote to conduct any and all business at such special meeting. \-_-.Section 4 Quorum and Voting: The powers of the Council shall be vested in the members. A simple majority of members shall constitute a quorum for the purpose of conducting business. Fewer than a quorum may not meet, or transact business. Pursuant to the Charter, a majority is a quorum, but all votes need a majority of all members (6 votes). At least forty-eight (48) hours notice of the time and place of an adjourned meeting shall be given to all members who are not present at the meeting and from which adjournment was taken. If a meeting needs to be adjourned for lack of a quorum, another meeting may be scheduled if properly posted. Section 5 Order of Business: At the regular meetings of the Council, the following shall be the order of business: 1. Roll call 2. Reading and approval of the minutes of the previous regular meeting and any intervening special meeting 3. Financial report 4. Report of the Director 5. Old business 6. New business 7. Adjournment All resolutions shall be copied into the minutes of the meeting. Section 6 Procedure to hnend: These rules may only be amended by resolution, properly made and seconded and then affirrnatively voted by seven (7) members of the Council at a duly convened meeting held \\ , Last revision 1/03/06 \ H after seven (7) days notice in writing of the substance of the proposed amendment has been sent to each member. \\-READING HOME RULE CHARTER Article 4 APPOINTED BOARDS AND COMMITTEES Section 4-6 Council on Aging There shall be a Council on Aging consisting of ten (10) members appointed by the selectmen for three (3) year terms so arranged that as near an equal number of terms as possible shall expire each year. The Council on Aging shall have all the powers and duties given to Councils on Aging by the General Laws, by the Town of Reading Home Rule Charter, by Town of Reading Bylaws or by Reading Town Meeting vote. L' Last revision 1/03/06 rd Page is intentionally left blank to separate documents. il Standards of Independence for the Pleasant Street Center Participation The programs at the Pleasant Street Center are primarily designed for and targeted to people aged sixty nd older. Others may participate when the staff has been consulted and space allows. In order to Censure a welcoming environment, all participants at the Center must be able to adhere to the following standards of independence and behavior: Participants at the Pleasant Street Center must: 2. 3 4. -–- 5 L- 6. 7. If any behavior which is not in compliance with the afore mentioned Standards of Independence is witnessed or reported, staff will use discretion to take corrective action, e.g., asking the participant to abstain from the behavior, or if necessary, contact the police, doctor, ambulance or emergency contact person. If the non-compliant behavior becomes consistent as determined by center staff, it may result in the participant being asked to leave; possible permanent suspension of center privileges may result. Neither Staff, nor the Center are responsible for a participant who becomes disoriented and leaves the premises but staff may assist in locating such a participant, including notifying emergency personnel. if a participant cannot meet the required standards, staff is available to share resources and discuss options including reasonable ;commodations to facilitate participation. The staff is committed to providing a welcoming atmosphere for as many community *\-,’articipants as possible. 7/ 94/901 R \\cprverfq I \FIapr <;1,rvirPc\Plencnnt StrePt Ppnter\qeninr Center Rrrildino\Pnlirirc\$;tandnrdq nf ind?nendenre for Senior fpntpr finnI :)o ] S dac Provide the staff with the name and telephone number of a person to contact in case of an emergency. If a participant experiences a medical problem while on the premises, it is expected (but not mandatory) that the participant will follow the recommendation of the center staff to seek appropriate medical attention. Refrain from smoking, drinking alcohol or using illegal substances on the premises. Participants who appear to be under the influence, as determined by Center staff will be asked to leave immediately. Take responsibility for their own personal care and medical care, including hygiene, toileting, continence, feeding, the taking of medications, monitoring special diets, etc. Center staff cannot be responsible for providing assistance with medication or other personal/medical care. Be oriented, capable of independent decision making and capable of planning their own activities, e.g., transportation, lunch, financial transactions. Be able to navigate throughout the building and transition between programs without staff assistance. Participants are welcome to bring an attendant or care giver with them in order to facilitate participation. Mystic Valley Elder Services (MVES) nutrition services may be provided to a spouse, or friend who is less than sixty years of age, based on the MVES regulations. Avoid causing disturbances or disruptions, and to show respect for other participants, staff, building facilities and the personal property of others. Violence or threats of violence are not permitted and will result in the participant being asked to leave; possible permanent suspension of senior center privileges may result. (See below) Compliance with the Policy on Animals in Public Buildings - Town of Reading, Massachusetts, is required Statement of Policy The Town of Reading does not permit animals in any public building owned or operated by the Town unless: The animal(s) is part of a program sponsored by the Town of Reading that includes animals as an integral and important part of the program; or The animal is an assistance animal or service animal while performing its duties. 1 Adopted by the Town Manager - 2-16- 12 Adopted by Reading Council on Aging on February 13, 2006 Revised October 19. 2015 1'-} SectIon 4: Trust Funds to be Expended under the Direction of the Council on Aging in Accordance with the Wishes of the Donors • Dorothy Burbank Trust Fund • Patrons of Older Adults Support Fund • Laura S. Parsons Trust Fund Dorothy Burbank Trust Fund iq \\- ( LAW OFFICES OF I SIMEOLA and SIMEOLA, P.C FOUR AVON £rREFr Posr OFFICE BOX 152 WAKaFiELD. MASACHL6rrrs 018 al TDLEPHONE (617) 245.4(D2 TELECOPIER (617) 245.5318 St ARIC > 1_ S ISIE{ }IA StARK J. SINEOIA scc)n C:, C;ARRAXI"' December 9, 1997 Petef I. Hechenbleikner Reading Town Manager Town Hall 16 Lowell Street Reading, MA 01867 F'II 1 C-);a == == O £:) o'2+P< T' FrSIII =: 2'o tT> eRe: Dorothy L. Burbank U. I.nuJ -Dear Sir: I am pleased to enclose a'cheok in the amount of $211,205.05 repcesenting the balance (less a holdback for 6nal accounting expenses and taxes) of the Estate of Dorothy Burbank, late of Reading_ Mrs. Burbank bequeathed the balance of her estate to the use of the Council bn' Aging of the Town of Reading without restriction. \k- I am sure that Mrs. Burbank's gift is the result of the solace and services which she received from the Council following the death of her husband Lawrence. . At your recoaimenda6on, dither myself or Scott Ganant from my o£6ce will attend the Board afSelectmen meeting on December 16, 1997 at 8:30 p.m. so that there may be an appropriate presentation to the Town of Reading. Very truly yours, ( y.hu_=;+k;L{.e'_,£Q_ Maria L. Simeola MLS/los enclosure I i .o OF qP unTili Town of Reading 16 Lowell Street Reading, MA 01867-2685 I FAX: (781) 942-9070 Websitu www,d.reading.In&uS TOWN CLERK (781)942-9050 ANNUAL TOWN MEETING April 13, 1998 ' ARTICLE 5 – On motion by Sally M.' Hoyl Precinct 4, it was voted to accept the- sam df $211205.05 from the estate of Dorothy Burbank and to establish a Trust Fund in the custody of 'the Commissioners of Trust Funds. - ' The principal and intdrest on said IIIad shall b& expended for Elder Services under the direction of .the Council on Aging in accordance with the wishes of the donor. ~\__. J A true copy. Attest:CheM/A. Job#on Tow#CId,k \C Memo To: From: Date: R e : Trust Fund Corrunissioners Lois K. Bond September 4, 1998 Burbank I,egacy Attached is a copy of the.policy developed by the.Council on Agirtg for the Dorothy Burbank Trust Fund. The GOA members have three categories to be considered when unending the funds: 1. Services 2. Prograrn$ 3. Outreach projects \\_/ The GOA is strongly committed to providing older residents with services and programs that will enhance the quality and the safety of their jife. Reading Elder Serviceg will be directed by the Council’s guidelines and impldment their decisions. The Commissioners are requested to estimate the rate ofretuIn so the GOA will knOw how much of the interest oi the principal will be available. The guidelines suggest a deternUnation in ApID. It would be helpful for planning purposes to have an estimate of what is auIrently available. Thank you foi your agsistance with this trust fund. \, , ,r TL Burbank Legacy Policy'\b_ Philosophy The Burbank Trust Fund will be utilized in keeping with the spirit of Mrs. Burbank's gift. Mrs. Burbank received assistance from the Social Worker and Shopping Assistance Coordinator during her husband’s illness and at the time of his death. Accordingly, the Fund will be used to enhance the quality of life of Reading's senior citizens. Disbursement of Funds The Commissioners of Trust Funds will administer the Burbank Trust Fund under the direction of the Reading Council on Aging. The Council on Aging has determined that in general only interest on the principal will be spent. In an effort TO preserve the principal, adjustments in annual expenditures will be calculated based upon market conditions. Expenditure Procedures The Council on Aging will determine the categories of expenditure and Reading Elder Services staff will implement its decisions. The Trust Fund Commissioners will be asked each April to estimate the rate of retuur on the portfolio for planning purposes. Guidelines The Fund should be primarily directed toward services and short-term programs not otherwise provided that address the various needs of the elderly community. Some programs may require income guidelines (means testing) which will be established, and reviewed annually by the Council on Aging. The Council on Aging has ''determined that neither salaries for Town employees nor capital improvement projects will be covered under the Burbank Trust Fund. Pursuant to the Reading Home Rule Charter, action to change this policy will require a majority of the entire Council. 73 Patrons of Older Adults Support Fund L,FInance Committee Repor+ The Finance CommIttee voted 7-04) on March 24, 2010 in support of this Article. Past collectIon and disposal contracts, as well as informatIon gathered from consultants and surrounding communfti8s, demonstrate the fInancial benefits gaIned by entering into long-term @lleclon and dIsposal contracts BvlaW Cornmlttoe Report:,' No report. ARTICLE 17 To $go if the Town will vot9'to accept the followIng gIfts? 1.Scholarship Fund: To be estabIIshed as a permanent trust fund to be known as "Patrt)ns for Older Adults ScholarshIp- wIth the Income thom from to be used as an annual scholarshIp award for a student who is a resIdent of ReadIng, Massachusetts, who is plannIng to enter a professIon that helps senIor cttlz8ns (such as, but not .limIted to, medlclno, socIal work, etc.). 2. Support Fund: To estabIIsh a perKlanent trust fund to be known as "Patrvns fw Older ~ Adults Support Fund- wIth the ' Income there from tQ be used nQ loss. frequently than annually to sponsor programs whIch support the ioc taI needg of Reading’s senior cltlnns . (such as, but not IIMited to, partIes, group events, t[ansportatlon to such events, etc.); b be expended as determined by tho 'CouncII on AgIng IiI concert with the Elder/Human Services DivIsIon, The foregoIng. is bo admInIstered by the Town of ReadIng CQmmlssloners of Trust Funds in accordance wIth the wishes of the donors, or take any other actIon wIth res£ect thereto. \U-a$9 Board of S8loctrnen Background: At a November 3, 2009 Inc. ("corpbratlon-), duly called and at voted by tho mom.bars, SUGh vote -beIng ImmedIately followed by a confirming vote of tho Board of Directors, as fQlloWs: Meeting of the Members of Patrons for Old duIts Which a auorurn was Dre®'aBi{ was unanlmotM + That, it haMng Income tmpossibl8 and/or ImpractIcal for Patrons fQr Older Adults. Inc. to contlnup to operate due'to a lack 6f Individuals abta to perform necessary volunteer servIces for the oorp9ratlon's purposes, the corporation shall dIssolve and the PresIdent, Treasurer and/or Secretdry, acting alone, shall eaCh take whatever action and obtaIn whatever consents are requIred to effectuate such dIssolution; and + That, as part of the dIs'solutIQn of the corporatIon, upon receIpt of reqylsita governmental approVals and orders, after tho payment of the final debts, expenses and obIIgatIons of the corporation, the net qssets of the corporatIon- be DIvert and transfened to the Town of Reading, Mas$achusotts, a munIcIpal coooratfon, to . establish two permanent trust funds in the possessIon and under the control of tho Town, the Income from whIch to tn expended for the followIng purposes: Scholarshjp Fund: Twenty Five Thodsand Dollars ($25,000) of the net corporate ,assets shaH fund a PQrmanent trugt fund to be known as "Patrons for Older Adults ScholarshIp- wIth the Income therefrom to bo used as an . annual scholarship award for a student who is a resident of ReadIng. Massachusetts, who is plannIng to enter a profession that helps sonlor citizens (such as, but not IImIted to, medicine, socIal work, etc.).e\\__ 14 Z£ 0 Support Fund; All of the- balance of the not corpora to assets shaH fund a pennan8nt trust fund to ba known as "Patrons for Older Adults Support Fund- wIth the Income therefrom to be used no less frequently than annually to SWnsor PDgBms whIch support the SQcial needs of ReadIng's sbnlor citIzens - (such as, but not llmlbd to: bartlog, group. events, transportatIon to such events, etc.). + And tho offIcers of tIn corporatIon mw take any actIon in furtherance of the .foregoIng. The Patrons antIcipate that the Income from the largor fund (approxlmato prIncipal is $125,DOO) .wIll be expended as determined by the Council. on Aglnd in concert wIth the Elder/Human Servloes’ Office to assIst elders in socIaIIzing (avoidIng isdla8on) whIch may include provIdIng transpdrtatlon to gatherings or events, or the hostIng of events whIch mlgh! Include educational or cultfrral actIvitIes. TIle IntenHon.is to express the Patron's objectIves donarally in order to avoid unduly IImItIng the future applicatIon of the funds. The Commlsslon6rs of Trust Funds will manage the Investment and dlsbursemont Qf the funds in accordance with the wIshes of 'the donors. TbQ experidttuns will be par tho apploval of .the ReadIng ScholarshIp FoundatIon and the Council on AgIng ©sp8citiwly. The princIpal of the trusts wIll be preserved and Interest only expended. Fl:{uhco Co'mmittee Report: TIle FInance Comrnitte8 voted to recommend the subject matter of thIs ArtIcle at theIr meetIng on March 24, 2010 by a'vote of 74-0. The Committee supports.the transfa{ of assets from the Patron£ for Older Adults, Inc. to crmto tha -Patrons for Older Adults ScholarshIp- ($25,000) and the "Patrons for Older Adults Suppprt Fund- (apprdxlmatbly $125,000) given the benefIts to ReadIng students and Reading eldars. The fIrst fund wIll provide a worthy Reading student who is planning to enter a professIon that helps senIor citizens wIth an annual scholarship, whilo the sacond provides funds to assist aIders wIth socIaIIzing. Bvlaw Committee Report:No report. ARTICbE IB To see'tf, the Town will vote to aooept a gift to estabIIsh the PatrIck A SchetHnl, Jr. MenioHal ScholarshIP -Fund to- be admInIstered by the Town of ReadIng Cbmmls sloners of Trt6t Funds in accordanc8 wIth the wishes of the donors,' or take any other actIon wIth respect thereto. School Cornmittee Baokground: This Article requestg that the Town estabIIsh the PatrIck A: Scbettinl, Jr. MemorIal ScholarshIp Fund to be adtnlnlstered by the Town of ReadIng CommIssIoners of Trust Funds in the amount of $26,744.62. Any subsequent gIfts to the Patrick A. SqhetUnf, Jr. Memorial ScholarshIp Fund and int6rest earned upon it shall be added to tha prinelpal of the Fund ' The entIre princIpal of the Patrick A. Schettinl, Jr. Mernorial ScholarshIp Fund shall_be expended for the- purpos8 of awardIng an annual scholaiship to a .Reading MemorIal HIgh School senIor. ThB fitst s£ptx)larshlp shall -be awarded, in J-una of 201 O. The Fund wiN sunset wIth the last scholarsh}p beIng awarded in June of 2022. 15 2_ G Page is intentionally left blank to separate documents. ? 'i 'L Council on Aging Board Meeting February 13, 2012 Reading Senior Center Game Room Present: Steve Oston, Carol Oniskey, Margaret Haven Erica Deane, Dolly DeRosa, Jean Plato, Kevin Walsh, Jane Burns (Staa) Absent: Carole Scrima, Marguerite Bosnian, Sally Hoyt Guests:Bill Hecht, Stephen Breen, Karen Herrick Nancy He#ernan Call to Order: 6:28 PM Minutes: Accepted aDd Approved for January 2012 Elder Services Report: Accepted aBd Approved for January 2012 Financial Report: Accepted and Approved for January 2012 Old Business: )\ . _' 8 Administrator updated Council on the 6rst Nurse Advocate Community out-reach program at Frank Tanner Drive. The program was deemed a success with eight seniors in attendance. e 8 MVES representative Bill Hecht provided the Board with an update on MVES activity in regards to budgets and fUndraising. Administrator provided an update on the birthday cake donation and stated that she did not have any response to date aom the local bakeries that she had solicited for the donation. Council member Jean Plato oKered to assist Administrator with the search for the monthly donation. The Administrator updated t:hQ Board on the support hours for the senior center and stated that the job desaiption needed to be clad6ed (with speci6c duties outlined) based on the needs of the center. The Adminis&atol stated that she is currently in the exploratory phase of the MVES program to provide additional senior transportation. The program would reimburse &iends driving &lends at a rate of .50 cents a mile. Administrator to update Council as additional information and/or decisions are made in regards to the program. • • New Business: @ Chair introduced Nancy Heffernan as the Town Treasurer. Mrs. Heannan briefed the Council on how the towns’ trusts are invested and provided an overview on the current investment climate. The Funds are not earning aggressive amounts of interest due to the current climate: A 2.2% return is expected Rx the entire portfolio. \..__/ • e Council discussed the possibility of spending the trusts’ principal versus the interest only. Mrs. He#ernan clari6ed that the Patron for Older Adults Fund can continue to be used for a repeat activity/event as long as that event was a new idea & idda11y when itww6rst£rnded by the trust x A motion was made by Steve Oston for $100.00 to be distributed aom the Burbank Fund to purchase a gift card to fUnd the monthly birthday cake and ice-cream for seniors. The motion was 2-d by Margaret Havey and the v6te of the Board was 6-0 in favor. • e A motion was made by Steve Oston for $28.37 to be distributed from the Burbank Fund to reimburse Jane Buns for the February birthday cake and ic&cream for the seniors. The motion was 2nd by Carol Oniskey and the vote of the Board was.7-0 in favor. A motion was made by Steve Oston to withdraw up to $100.00 from the Burbank fund to purchase gifts for the volunteer appreciation dinner. The imodon was 2nd by Margaret 'Have9 and the Board voted in favor 7-0. A motion was made by Steve Oston to withdraw up to $800.00 from the Patrons for Old@ Adults fund to purchase food and invitations for the voluntea appreciation dinner. The motion was 211d by Carol Oniskey and the Board voted in favor 7-0. Administrator reviewed the volunteer report with the Council and stated that the volunteer program is in great shape. There is currently a need for volunteers in three areas: Kitchen Assistant, Shopping Escort and Scheduler. Council discussed Easter baskets and how to personalize the Boston Market meals with mufEns ora plant etc. A motion was made by Steve Ostontoexpmd $550.00 from the Schroeder Fund for an Easter variety pack that would include a meal eoIn Boston Market. The motion was 2’d by Kevin WalSh and the Board voted in favor 7- 0 @ e • e • Adjournment: 8:15PM Next Meeting: March 12, 2012 Respectfully Submitted, Erica Deane, Secretary –-\\ ’\'_- Laura S. Parsons Trust Fund // John Parsons Legacy Gift Laura S. Parsons Trust Fund I, John Parsons, resident at 3 C Street, Reading, MA 01867, pledge to donate to the Town of Reading $lO,000 Fen Thousand Dollars) in memory of my wife Laura S. Parsons, before November 2022 Town Meeting. No gift or services were received in return for my gift. Philosophy The Laura S. Parsons Trust Fund is in memory of Mrs. Parsons' legacy. CreatIon of Trust and Disbursement of Trust Fund The Commissioners of Trust Funds shall administer the Laura S. Parsons Trust Fund under the direction of the Council on Aging. Only the interest portion of the trust may be expended; the principal shall be preserved in perpetuity. The Fund can accept donation after it is created and those donation can go towards the expendable balance only. The amount to be expended shall be calculated based on market conditions and interest accumulated to preserve the principal balance. In any fiscal year in which expenditure of the interest is not exhausted or encumbered, the unused interest shall be rolled over to the next year and remain in the non-expendable balance thereafter be available for expenditure in the future years. Expendi Eyre Procedure The Council on Aging shall determine the expenditure categories subject to the restrictions on the use of the funds. The Commissioners of Trust Fund may be asked to estimate the rate of return for the trust principal for planning purposes. Restrictions on Use of Funds Expenditures shall be primarily directed towards service and short-term programs not otherwise provided that address various needs of the elderly community as identified by the Council on Aging. No money may be expended for salaries or capital improvements.A rh„',- 3 C Street Reading, MA. 01867 ( Witness a signature: . / , , Commonwe:Massachusetts County a\ /H , r:/ i/ /d \: P/ o„ thi,Jgd,y ,f JdUL , 20ebd„, m,, th, ,,d„,ig,,d ,,t„yp,ui,, p„„nally,ppeared r, a Z// Z' /aMa Pi (name of document signer), proved to me through satisfactory evidence of identification, which were L/CL’ A J e– , to be the person whose name is signed on the precedin (seal)iotary Public Signature I\ Town Meeting Article: ARTICLE XX To see if the Town will vote to accept a gift to establish as a permanent trust fund The Laura S. Parsons Trust Fund to be administered by the Town of Reading Commissioners of Trust Funds in accordance wIth the wishes of the donors or to take any other actions with respect thereto. Background: The article request that the Town establishes The Laura S. Parsons Trust Fund to be administered by the CommIssioners of Trust Funds in the amount of $10,000. The principal balance of this gift will be preserved in perpetuity, and only the interest portion will be expended. The donor has requested that the Council on Aging determine the expenditure categories. The funds will not be spent on salaries or capital improvements. ')L Section 5: Policy on Fundraising, Raffles, and Charging Admission for Senior Center Events Fundraising - Raffles - Charging Admission for Senior Center Events Fundraising o Any funds raised are deposited into the Town’s General Fund and do not necessarily benefit Elder or Human Services. This is because the CO A is a town entity as is the Elder/Human Services division and this is Mass State Law. o Only a 501 (c)3 (non-profit, tax-exempt) organization (i.e. Friends) can fbndraise specifically for the Senior Center, Elder or Human Services. A Friends group can be developed in Reading if a group of people decide to take that on. The Town can help with the promotion of their events by printing it in newsletter or posting their flyers at the senior center but no other support (i.e. administrative) is available from the staff. COA is not a 501(c) 3. Raffle or 50/50 o Raffle or 50/50 requires at least a 2 year history as a 501(c)3 and a license (cost $10) from the Town Clerk. In additional, part of the proceeds would have to be paid to the State of Massachusetts. Charging fee for events at the Senior Center and collecting donations for specific items o Charging for events is permitted –- but only enough to cover costs. Funds should be deposited into one of the donation accounts with a clear and consistent description and withdrawn from the same account to pay for the event – also using the same description o Collecting donations towards the purchase of a specific item (i.e. TV) is permitted. Funds should be deposited in one of the donation accounts with a clear and consistent description and withdrawn from the same account to pay for the item – also using the same description. \l ;IiI r\ :c.'\ Ii’it! I I. I I ' I I 1 1111111 n:- II::. illlilt.. tic*' b l-\ CI : .I _',\I :: 1 =,i!. !11ll1 it II'. iIi :,