The Harwich Council on Aging is overhauling its primary communication tool, moving the department’s newsletter to a local vendor and expanding it to a 20-page color format. Director Julie Whelpley informed the Board of Directors on Wednesday that she selected local vendor Proforma for the project, opting for a higher-quality product despite a slight increase in costs. The expansion from 16 to 20 pages and the shift to full color will be funded through a surplus in the state formula grant.

Whelpley explained that the previous vendor lacked direct mail services and often prioritized customers who utilized advertising. I chose to print in color and expand to 20 pages because 16 simply was not enough, Whelpley said, noting that the local vendor worked to bring pricing down to a competitive level. Richard, the Board Chair, supported the move away from ad-supported models, stating, I would not be in favor of ads. I'm not looking to make money for a printer or publisher. The newsletter is the lifeline for so many people.

The board also addressed a critical staffing and volunteer gap. While Whelpley is currently interviewing candidates for a Program Specialist 3 position after a top choice accepted a different offer, the department is facing a shortage of medical drivers. With board member John slated for knee surgery, the chair noted the department needs significant reinforcements. I need about five drivers to replace what John does, Richard said. John confirmed he would be offline for a couple months while recovering. Whelpley encouraged residents to volunteer now to coincide with annual vehicle inspections and insurance updates.

Financial flexibility for senior services has been bolstered by a new grant structure from the Friends of the Council on Aging. The funds, which target digital equity, social isolation, and dementia care, have been deposited directly into a town account. Whelpley noted this allows her to access an emergency fund for residents without waiting for monthly board cycles. Carol expressed interest in the specific applications of the money, noting, I'd be interested in just what they are used for, prompting Whelpley to commit to regular monthly expense reports. Motion Made by Carol to approve the minutes of the March 19, 2025 meeting. Motion Passed (7-0-0).

The long-awaited UMass needs assessment is entering its final phase. Whelpley reported that focus groups with 25 residents have concluded, and a final report is expected by June. Richard requested a special board meeting to review the findings before they are presented to the Select Board or the public, citing a need for the board to absorb it first. This assessment may also trigger a broader discussion regarding the Harwich Community Center's capacity. Richard proposed a joint meeting between the COA, Recreation and Youth, and the Facilities Committee to address building usage. It's time to look at the uses and needs of the different groups, he said, noting the building has grown significantly since its opening. Lauren questioned the scope of the data, asking, I'm glad we did a needs assessment for the COA, but are they also doing any type of needs assessment for the Recreation department?

A new visual identity for the COA is also nearing completion, featuring a circular helping hands logo. While the board reached a consensus on a bold version featuring the text Town of Harwich, members agreed to delay a formal vote until the needs assessment is finalized to ensure the branding aligns with future mission shifts. John praised the design, noting, The round logo is inclusive. It shows love and helping.

In closing comments, board members looked toward community connection and digital presence. Angie requested that a card be sent to former board member Joan Laori following a surgery, describing her as a sweetheart. Sheila raised concerns about the organization of the department's Facebook page, noting that events seemed out of order. It just didn't seem organized, Sheila said. Whelpley responded that she would investigate the platform's automatic sorting to ensure better clarity for residents following COA activities online.