Tuesday, November 18, 2014; 3:30-5:00 pm
Call in Number: 240-773-8138 Passcode 620528.
Welcome new Board members
Planning WAVE’s operations
Board member activities
President: Overall responsibility for affairs of organization
VP: Shadow President, be prepared to take over, assist President
Secretary: Take Minutes and distribute them two weeks following Board meeting or quarterly meeting; keep membership records; send out meeting notices and reminders to mailing list (members and non-members); prepare annual report with assistance of other Board members
Treasurer: File IRS forms annually; maintain bank account; keep financial records; keep records of dues-paying members; disburse funds; report on finances.
Members at large: Chair Committees
We need a committee to develop operating processes and procedures
Strategic planning committee: Should it be a committee of the whole board or a subgroup? Develop plan for WAVE for next 2-3 years including a major information and education campaign to let the metro community know who we are and what we represent and support . Part of this campaign will
define WAVE’s role in larger Village movement as largest and oldest regional group. Attached is an outline of what this campaign needs to accomplish.
Committee to develop policies and to coordinate services WAVE provides to Village movement: consultation service to new and operating villages in and external to our region; speakers service in our region; a resource to villages
IT Committee: Development and distribution of database and/or full information system to serve villages
Village Guide Committee: An existing committee that could come under group to coordinate services. The Village Guide will be offered as a service to villages
Program Planning Committee: In consultation with others, plan substantive program for quarterly meetings and identify and make arrangements with a sponsor who will provide refreshments
WAVE Board Meeting Notes
Monday, 18 November 2014; 3:30 pm
Board Members Present:
Governance Discussion & Responsibility of Officers
Discussion centered around the “job descriptions” for each officer; defining what an annual report would look like; where responsibilities lay for keeping a list of WAVE Members (designees for each village) and for a list of individuals who will receive emails from WAVE; for posting the Articles of Incorporation and By-Laws on the WAVE website; and for various other governance issues under the purview of the Board.
There was general agreement that the President is to oversee all operations for the Exchange (WAVE) and would work closely with the Vice-President, as her “understudy” for the future. Similarly, other officers would work closely with other Board members so that there is always backup knowledge. While the Secretary remains responsible for recording meeting proceedings and documenting actions taken by the Board, he will work with Assistant Secretary for Membership who will maintain the official WAVE membership list and assist with bulk emails. The Treasurer will maintain all financial records and file IRS forms as required.
The annual report discussion was about its content (Statement of Annual Activity) and when the first report should be prepared. Since there are many variations of what annual reports look like, it was agreed that the first one to be prepared next year for 2014 should be simple without too much detail. It would contain background on WAVE’s beginning/incorporation, a list of topics covered at quarterly meetings, and simple treasure’s report.
It was agreed that there would exist separate lists of all active WAVE participants versus a list of official village contacts/membership list. Don Moldover will maintain the electronic list of active WAVE participants while L Liddle and Virgina Hodgkinson will compile a formal list of WAVE member representatives with the list of Board members.
As mentioned earlier, WAVE Inc.’s Articles of Incorporation and the By-Laws will be posted on the WAVE website for easy access. Don M. offered to take care of this task.
Don M., Iris Molotsky and Pat Scolero agreed to work on developing a framework/draft Operations and Procedures for WAVE.
Pat Clark, Virginia Hodgkinson and Bob McDonald will work on Strategic Planning for WAVE.
It was agreed that WAVE would establish a consultative/technical assistance team made up of members from the three WAVE jurisdictions – DC, MD & VA. Peggy Gervasi will ask Patzit Aviv of Montgomery County to work with her to represent MD; Barbara Sullivan will reach out to Patricia Rohrer of Fairfax County, representing VA; and Lynn Golub-Rofrano of Georgetown Village, Marianna Blagburn of Northwest Neighbors and Gail Kohn of DC Government will represent DC.
Likewise, it was agreed that there would be created a Program Planning Committee who will develop an agenda, sponsorship and location logistics for every quarterly WAVE meeting. As WAVE meetings rotate among all three geographic jurisdictions, each jurisdiction will take responsibility for planning the quarterly meeting and its program with guidance and approval from the WAVE Board. For calendar year 2015, the January meeting will be hosted by MD, April meeting in VA, July meeting in DC and October meeting in MD, continuing the rotation into 2016.
Don M. and Peggy G. reported on a discussion forum tool that is in pilot stage at this time. They ask that all Board members log in to test the tool at http://wavevillages.org/index.php/groups/it-work-group/pilot-test-software Peggy G. said that she would send log-in instructions to Board members again to make the process easier.
Lastly, Miriam Kelty asked the Board for comments on whether the January meeting’s (tentatively Monday 26 Jan. 2015) program could be about villages working with hospitals in the DC area. After discussion, it was agreed that it made sense for a few hospitals to be invited to address what they are specifically doing to work with their older constituencies and how they may be working/cooperating with local villages. Hospital representatives, leaving time for villages to engage them in discussion, will make presentations.
Adjourned at 5:10 pm.
WAVE Information/Education Program/Campaign - November 2014
One of the primary purposes of WAVE is to inform the public about the location of villages and their services, but also to advocate for the increase of villages to cover the metro area. To accomplish we need to develop a strategic plan which does the following:
a.) informs communities about local village movement and its contributions to helping seniors remain independent;
b.) informs the metro-area about WAVE and its services to increase the number of villages in the metro area;
c.) Educate and seek the support of contributions from individuals, local governments, and the federal government to support and enhance the development of villages.
The development of this plan and seeking support to implement is critical to the future of WAVE. To accomplish such and plan and its support will need a committee led by board members and other members of our communities that have the professional background to help put the plan together. If we can put this together, it should ensure visibility of the villages in the aging in place movement and strengthen the leadership and services of WAVE.
Opened the meeting with a short debriefing on the VtVN National Gathering held in Arlington VA in late September. WAVE members contributed their perspectives and learnings from the conference, highlighting WAVE’s contributions in workshops, etc.; and we reviewed basic information regarding the transition that VtVN is undergoing given the loss of its founding grants from MetLife and NCB Capital Impact. Gathering presentations and additional information regarding the transition can be found at http://vtvnetwork.org/
The Village-To-Village Network is looking for volunteers to support the various committee activities being planned by the VtVN 2.0 Transition Task Force as VtVN moves to a new, more volunteer-operated/driven organization.
WAVE Board Nominations and Election
This discussion opened with a conversation regarding existing Board committees (IT and Village Guide Update) and proposed new committees on Program Planning and Technical Assistance. These will be further considered by the Board when they meet.
We held a quick discussion expansion of the Board and the terms of office for Board members. It was agreed by unanimous consent to expand the Board to eleven members and for the Board to review and confirm the By-Laws for the organization. Nominations were then entertained from the floor and voted upon by the members present.
The 2014-2015 WAVE Board of Directors as elected are:
Miriam Kelty, President, Bannockburn Neighbors Helping Neighbors, MD
Bob McDonald, Vice-President, Foggy Bottom West End Village, DC
Virginia Hodgkinson, Treasurer, Mt. Vernon At Home, VA
Eddie Rivas, Secretary, Vertical Village at Wildwood/Rt. 1 Corridor, VA/MD
Patricia Clark, Glover Park Village, DC
Peggy Gervasi, Silver Spring Village, MD
Linus Liddle, Alexandria At Home, VA
Don Moldover, Potomac Community Village, MD
Iris Molesky, DuPont Circle Village, DC
Patricia Scolero, Georgetown Village, DC
Barbara Sullivan, Mt. Vernon At Home, VA
Our Treasurer reported that the WAVE account balance was $3,588.44. All were reminded to pay dues if they haven’t already to WAVE, P.O. Box 7464, Alexandria, VA 22307
The IT Team is working on two active software developer projects. The Team expects to have an active conversation forum active by the end of November as well as a Village database. Additional and updated information will be posted on the WAVE website -- http://wavevillages.org/
WAVE Village Guide
Montgomery and Fairfax Counties are supporting the team of volunteers updating the original Montgomery County produced blueprint for starting new Villages. The new Guide will be applicable to villages in general, which include a range of models, templates and stories about Washington area villages. Chapters are currently being developed, with completion expected in early 2015.
After a brief discussion regarding the start time for future WAVE meetings on the third Monday in Jan. Apr., July and Oct. 2015, it was agreed that WAVE meetings will start with Networking at 9:30 am, followed by the Program start at 10:00 am, ending at noon.
There was a presentation from technology and aging consultants on information and tools for health care growing out of the HITECH Act of 2009.
Suggested follow-up resources included information on Personal Health Records at http://myphr.com/ and and http://www.healthit.gov/patients-families/your-health-data.
October 20, 1014 Notes in pdf format.
-- Edgar Rivas, Secretary
Opened the meeting with the sad news of the passing of WAVE Founder and Past President Andy Mollison.
Thanked Mt. Vernon at Home for meeting logistics, and Adult Companion Care for refreshments.
We held a quick discussion of WAVE’s participation at the upcoming National Village Gathering to be held at the end of September at the Hilton in Crystal City/Arlington VA. WAVE members will present on two panels: one on regional coalitions and their service to the Village movement; the second addressing service to diverse communities.
The WAVE website is up and running -- http://wavevillages.org/
As outlined in an email to the WAVE membership, dues for member Villages in WAVE will increase to $35 for 2014. At a later date, a determination will be made for potential dues increases next year, as needed for WAVE business.
Quarterly Meeting notes from the April 2014 meeting were approved and moved to be posted on the Village website.
Our Treasurer reported that WAVE had received $1,970 in Andy Mollison’s memory and $750 in member dues. Our mid-July account balance was $3,278.41.
Although the WAVE IT Team has only existed one year, an IT package (Village Stand-alone Database) ready for WAVE member use is anticipated sometime after the summer. The IT Team is also working on developing a support plan for existing database software in use in the DC area; and on developing a communications tool for hosting discussion forums among WAVE members similar to the VTV communications forums.
WAVE Village Guide
Montgomery and Fairfax Counties are supporting the team of volunteers updating the original WAVE document on starting new Villages. The new Guide will be applicable to villages in general, which include a range of models, templates and stories about Washington area villages. The team is currently looking for individuals with strong backgrounds in specific topic areas for chapter/section development. The document will be available on the Internet.
The Village-To-Village Network is looking for volunteers to support the various committee activities being planned by the VtVN 2.0 Transition Task Force as VtVN moves to a new, more volunteer-operated/driven organization. Go to the VtVN website -- http://vtvnetwork.org/ -- for more information.
Pamela Saunders with Georgetown University’s Medical Center requested support in the form of completing survey’s for their study regarding medical products used for aging in place. For more information, contact her at 202.784.4771.
The Exploratory Committee for the Cheverly Village announced that they would be meeting that evening (14 July 2014) and hoped to conduct a community survey sometime in the fall of this year
-- .Edgar Rivas, Secretary
Thanks to Springhouse Communities for refreshments with introduction to their residences by staff member Andrea Marcasoti.
“Montgomery’s Got Talent” will take place on 18 May 2014 at the Olney Theater.
Pam Saunders from Georgetown Univ. requested support for the Medical Products for Aging in Place study for which they are currently seeking subjects to fill out their survey.
Carolyn Ward, from the Georgetown U. Medical Center, introduced a new study on memory disorders, for which they also are looking for participants.
Peggy Gervasi announced that Silver Spring Village will hold an Age Friendly Home workshop on 14 May at 2:00 pm in Silver Spring’s Town Center.
Catherine McClellan, Chevy Chase at Home, announced a workshop on Appraisals by Sloans and Kenyon on 17 May.
Patzik Aviv, the new Montgomery County Village Coordinator, was introduced.
Arlington Community Villages announced that they opened for business on 07 April.
Wave Board Meeting Notes
Monday, 28 April 2014
IT Group Report
Discussion centered around the development of WAVE software for villages, building on the conversation during the WAVE Quarterly Meeting.
Don Moldover reported that WAVE needs to set aside approximately $300 for annual server costs for the software and website hosting. Given security issues and continued increase in costs, he estimated a top figure of $600 over time.
WAVE Website Postings
Discussion focused on the appropriateness of announcements on the WAVE website, which could indirectly be used as marketing for for-profit entities. All Board members agreed the event announcements, including village fundraisers, and resources should be posted.
In regards to event announcements, the Board trusts that individual village events are used as educational or social/recreational opportunities for members and that any self-promoting marketing on the part of presenters is limited to private time after the formal event.
In reference to posting of resources, we intend to post those resources that are WAVE specific for sharing, and are not available elsewhere on the Internet including the VTVN Resources pages.
2014 WAVE Dues
Given that WAVE had $721.45 in our bank account at the time of the Board meeting, and that we had needs for as much as $600 in the next year for IT needs and other purposes, the decision was made to increase dues from $25/year to $35 for 2014. It was further agreed that villages in development will not be formally assessed dues but will continue to be offered the opportunity to make contributions to WAVE for support.
Prior to mailing dues statements in early July 2014, the Board will prepare a simple explanation for why there is a need for a dues increase in 2014, and potentially increases in the next few years. That statement will include language related to WAVE software development, to paying for the state charter and for maintaining email lists, etc. [Note: a draft statement was circulated to Board members on Wednesday, 30 April for comments.]
Adjourned at 2:00 pm.