Washington Area Villages Exchange
WAVE Board Meeting
Monday, April 27, 2020, 12:00 Noon - 2:00 pm
Present: Leigh Sempeles, Mary Jo Dering, Dave Prescott, Cele Garrett, Loretta Vitale Saks, Gail Kutner, Peg Simpson, Kathy Pointer, Laurie Pross, Miriam Kelty, Sharon Canner, Pat Scolero, and Denise Snyder.
President Leigh Sempeles called the meeting to order at 12:05pm.
Recording Secretary Report Cele Garrett read the minutes of the February WAVE board meeting. The minutes were approved with the following edits: Two action items were identified in planning for the proposed conference: Mary Jo would contact Pazit to discuss whether or not Pazit was comfortable with charging non-village vendors. And, the WAVE board will put together a planning team.
Corresponding Secretary Report Dave Prescott reported that the list of all paid villages are up-to-date on the WAVE web site. Currently, 39 out of 75 villages have paid.
Treasurers Report Laurie Pross reported that there had been a double-entry that has now been corrected and the current balance stands at $9,235.12.
“See Me at the Smithsonian” program Miriam has followed up with Robin Marquis but has not heard back. Until the museum is able to open again, nothing further can develop at this time.
Scheduling quarterly meeting using Zoom The board chose the date of Monday, June 22 for the next quarterly meeting. The Zoom meeting will begin at 9:30am and allow for time for socializing and logging on, with the business meeting beginning at 10am. The goal of this meeting is to facilitate a comprehensive discussion about how our villages are navigating and responding to the COVID crisis.
Village collaboration Miriam noted that Montgomery County villages are having weekly discussions about ways to offer robust virtual programming. Peg noted that the DC villages are collaborating as well. Denise noted that the DC village EDs continue to meet on a monthly basis. Since the crisis hit, many villages have shared their programs with one another. Peg shared some examples of programs Dupont Circle Village has taken online: the monthly movie group, celebrity salons, and exercise programs. The village hosted a trio of family musicians who performed in their home, shared virtually.
Targeted communication to public Leigh posed the question of how we can let the public know that villages are here to help seniors in these difficult times. Cele noted that the current environment finds local news outlets eager to share good news on people and organizations that are helping during this stressful time.
Posting additional information on WAVE web site To the aforementioned point, Leigh suggested that the WAVE web site be a resource for sharing the value of village services in our region.
Content for June quarterly meeting With the date now secured, discussion turned to issues to be the focus of the meeting. Mary Jo posed the idea of bringing in a health expert. Denise suggested we think about the longer-term implications of this pandemic. What issues will be coming up that we aren’t yet dealing with? This discussion could include how the pandemic is impacting villages financially, given that it could impact our ability to increase our village membership. What are the most valuable services villages are offering their members? Sharon noted the emphasis of her own organization as an “information village.” Does the current village structure serve us?
As to logistics, we discussed the best way to manage the meeting, given the potential number of participants. Loretta will host the meeting and Cele will ask her colleague Jen Heinz to help as admin “hall monitor” to assist Loretta. For smaller discussions, using Zoom’s breakout room functionality is a possibility.
Village survey The discussion about issues led the board to decide on a village survey. The survey would be to determine how villages are managing during the COVID pandemic. Gail volunteered to take on the development and execution of this survey. She asked for board members to email potential questions and she will pull together a draft by the end of the week. This will be posted in a Google doc to board members so they will have a chance to weigh in before it goes out. This village feedback will provide the basis for our June 22 meeting, as the final question asks villages to list their top 3 topics for discussion.
It was decided that the next WAVE board meeting would take place via Zoom on Monday, May 18 from 12noon-2pm.
There being no further business, the meeting adjourned at 1:55pm.
Washington Area Villages Exchange
WAVE Board meeting
Monday, February 24, 2020, 12:00 Noon - 2:00 pm
Location: St. Paul’s Episcopal Church, Washington DC
Present: Leigh Sempeles, Mary Jo Deering, Dave Prescott, Cele Garrett, Pat Scolero, Denise Snyder, Loretta Vitale Saks, Kathy Pointer, and Laurie Pross. Gail Kutner, Miram Kelty and Sharon Canner joined by phone.
President Leigh Sempeles called the meeting to order at 12:05pm.
Recording Secretary Report Cele Garrett read the minutes of our last WAVE board meeting in the summer of 2019. The minutes were approved as read.
Corresponding Secretary Report There was no formal report.
Leigh Sempeles reported that 37 villages + two partners have paid their membership dues for a total of $1,395. Our current assets are $9,515.34 and total expenses so far this calendar year are $363.39.
Introduction and Welcome to new board members Leigh gave a hearty welcome to our three new WAVE board members: Loretta Vitale Saks (Helping Hands University Park Village), Kathy Pointer (Kingdom Care Village), and Laurie Pross (Villages of Kensington).
Election of Officers Leigh notes that, traditionally, the WAVE board has a VP from each jurisdiction not represented by the current WAVE President’s own jurisdiction. As Leigh no longer is with a DC village but currently resides in VA, she has some flexibility in determining which village to align with to balance this need. She is determining this at present. Laurie volunteered to serve as Treasurer.
Mary Jo Deering will continue to serve as a VP. Gail Kutner will continue to serve as a VP as well.
WAVE Conference Discussion—Recap and future planning Mary Jo has had preliminary discussions with Pazit Aviv about combining her Montgomery Co conference with a WAVE conference. Pazit joined the board meeting by phone to provide background on previous Montgomery Co conferences: The first one was held in 2015 and she has put together a conference approximately every 18 months-2 years since. There were 190 attendees at their most recent conference.
A planning group was formed to identify topics of interest, such as succession-planning and fundraising. There was no registration fee. There was a “by invitation only” vendor fair and a sponsor for the networking lunch. There were 4-5 concurrent breakout meetings of 70-90 each in the morning and afternoon. Panelists were chosen to get the conversation going but there were no formal presentations. There was an unidentified scribe for each session and notes were posted afterwards.
We all agree that there is overlap in what we wish to accomplish with a joint conference and we should combine our talents and experiences fully. Pazit does not envision hosting another conference until the first quarter of 2021, a timeline that we seemed to feel was agreeable. We all recognize that some topics lend themselves to a true presentation (versus open dialogue).
We continued to discuss this topic (whether or not to charge a registration fee, whether or not to have paid vendors) though didn’t make any definitive decisions. Everyone agreed that a one-day conference that ended at mid-afternoon seemed to be the right length. Mary Jo will contact Pazit regarding whether or not she agrees to charging non-village vendors. A WAVE planning team will be put together for the purpose of working with Pazit’s team to identify session content and other important decisions.
“See Me at the Smithsonian program Robin Marquis has reached out to numerous villages as well as to Leigh to see if villages would like to be involved with this program. Miriam and Laurie will explore.
Administration for Community Living on Aging/Implementation of National Care Corps Application Care RFP The Oasis Institute in St. Louis will be administering sub-grants for which villages qualify. The letter of intent is due by May 13. A group of DC villages have reviewed the proposal and, with input from the grant proposal writer, determined that it would cost $12K to write the proposal. Additionally, Leigh and Miriam already have spent significant time reviewing the grant, which they find to have onerous requirements. Mary Jo made a motion (seconded by Dave) that WAVE will not submit a proposal. The motion carried.
Date/Location for WAVE spring members meeting and WAVE board meetings/calls Kathy Pointer volunteered to seek out a location for the next meeting. We’ve chosen the date of Monday, April 27. We’ve identified the fourth Monday of each month from 12-2pm for monthly WAVE board meetings or conference calls. For the next in-person meeting, At Home in Alexandria can host at its 3139 Mt Vernon Ave location in Alexandria. Future meeting dates will be: May 18, June 22, July 27 and September 28.
There being no further business, the meeting adjourned at 2:12pm.
WAVE Annual Meeting
Monday, February 10, 2020, 9:30 am - 12:00 Noon
9:00 – 9:30am Mix and Mingle continental breakfast
President Patricia Clark opened the meeting at 9:30. She first asked for attendee introductions. There were 70+ attendees.
Recording Secretary Report Cele Garrett noted that minutes of previous WAVE meetings are listed on the WAVE web site.
Leigh Sempeles reported the budget figures: Current assets are $8,483.73. FY19 income from village membership/partners and donors is $1,615.00 and income from the conference is $3,451.80. Our total FY19 expenses are $3,017.74, which yields a net of $2,049.06. The FY19 budget is based on 50 paying villages. Our actuals represent 44 villages for a total of $1,615 and a payment of $1,400 from the City of Rockville villages. Additional donations from WAVE board members plus partner support income adds an additional $115 and $100, respectively.
Leigh then presented some changes to the bylaws that have been discussed by the board through this past year. There was a motion made, which was seconded, in support of the changes. The vote was unanimous to approve the following changes: Official name change--The official name of WAVE is Washington Area Villages Exchange. Board Officer elections--Class 1 members elect the president of the board; all other officers will be elected by the board and serve for the two-year period or to fill out a vacant term. Vacancies—If a director is elected to fill a vacancy term, their term expires at the end of the term of that position (versus at the annual meeting). Notice of Board meetings—Notice may be given five days in advance. There were also minor editing changes to the bylaws. Additionally, there was a legal review of the Indemnification section of the bylaws, with appropriate changes being made. Currently, there is a policy/procedures review underway. Attached is a copy of the changes to the by-laws.
Corresponding Secretary’s Report
Corresponding secretary Dave Prescott noted that he maintains the WAVE emails and that MailChimp is the marketing tool he uses for that. Currently, the WAVE web site is up-to-date: On the home page, there is a list of villages that have paid 2020 dues. (If attendees do not see their village’s name included, their village still owes dues for 2020.) He invited those who came with payment to see Leigh or him. On the “Our Villages” page of the site, all known DC/MD/VA villages are listed, along with a designation for those villages that are VTVN members. The WAVE Village directory contains all village information known to Dave. He invited anyone to send him any village updates.
Vice President's Report
Mary Jo Deering gave a detailed report on the WAVE conference, citing highlights from the evaluations. The evaluations confirmed that our chosen format was very popular and much appreciated: This conference was about having open dialogue so peers could learn from one another (rather than the traditional plenary and breakout sessions presentation format). The most negative comments were about the space problems. Mary Jo then explained our last-minute “surprise” with the venue’s double-booking, which impacted our quiet meeting space and led to some logistical problems. Most agreed that our planning team made the best out of the situation and that the venue worked hard to accommodate our needs.
Mary Jo noted that there has been discussion about when to hold another conference. In particular, there is great interest in having a shared WAVE/Montgomery Co conference, as Pazit Aziz has already begun the preliminary planning for a conference to take place in 2021.
Everyone recognized and applauded Mary Jo for her leadership with this conference. She, in turn, recognized Arlington Neighborhood Village’s Wendy Zenker’s contributions to the conference.
At this time, villages took turns to give announcements about their village’s activities and opportunities.
Patricia Clark was recognized and thanked for her service as WAVE board president and six years on the Board. Miriam Kelty of the nominating committee, read the slate of proposed board members and nominated Leigh Sempeles president. There were no nominations from the floor. The slate was elected unanimously. The following new WAVE board members were elected:
President: Leigh Sempeles
DC: Kathy Pointer, Kingdom Care Village
MD: Loretta Vitale Saks, Helping Hands University Park Village
MD: Laurie Pross, Villages of Kensington
VA: Gail Kutner, Arlington Neighborhood Village elected for another term. This will be for a two-year term or until Gail reaches six years.
Wendy Zenker (Arlington Neighborhood Village) and Cele Garrett (At Home in Alexandria) facilitated a discussion on communications and marketing.
After a networking break, the group broke into three groups: Exec directors/Managers, Volunteer-managed Villages, and Start-up and New Villages.
The meeting adjourned at 12 Noon.
Patricia Clark Gail Kutner Mary Jo Deering
Leigh Sempeles Eddie Rivas Cele Garrett
Sharon Canner Miriam Kelty Denise Snyder
Peggy Simpson Patricia Scolero
Dave Prescott Virginia Hodgkinson Don Moldover
Leigh reported current membership stats: Currently, there are 38 paid village, compared to 42 at this time last year. Despite this, revenue is a little higher because of a few private donations. On this topic, Leigh encouraged all board members to consider a donation. Current assets are $7,172.31. Income from villages is $1,340. Leigh revisited the idea of having board members each call a handful of lapsed WAVE members to follow up on their renewal. She will ask Dave to email the list of lapsed villages; each board member is to review the list and assign themselves to a village with which they might have a personal connection. We will also call villages that have not joined.
Leigh reported that she and Pat have reviewed the bylaws and are proposing some changes. The proposed language will be provided to the board for comment. Leigh will email the draft to board members and asks that we each read the language and “reply all” soon after with our approval or comments. Board comments will be incorporated in a new draft, which will then be posted on the WAVE web site for WAVE members to review prior to a vote at the next annual meeting.
Recording Secretary’s Report
Outgoing Recording Secretary Eddie Rivas noted that he’d distributed the May meeting minutes by email and received minor comments from one board member. The minutes were approved. Incoming Recording Secretary Cele Garrett will begin taking and distributing minutes from this point forward.
Corresponding Secretary’s Report
As Dave was absent, Patricia reported that he has removed board members’ contact info from the web site listing for privacy purposes after a number of disturbing phishing emails were sent to the board at their personal emails. This is in response to a concern about spam targeted to board members. People can contact WAVE and ask that the message be sent to any Board member.
VP Mary Jo Deering' s Report
The majority of the meeting time was spent discussing the November 14 WAVE mini-conference. Mary Jo began by thanking Wendy Zenker, Executive Director of Arlington Neighborhood Village, for her good work in securing the meeting space.
Cost. The board reviewed the contract with Marymount University. Marymount is waiving fees for the meeting space. The board voted to approve the contract, but asked for clarification of what the AV costs entail. An additional expense likely will be a $6/day parking fee for each car.
Registration fees. After discussion, the board agreed on a registration fee of $15 for WAVE members and $25 for non-members, whether the attendee is with a village or another organization in the industry. However, the fee will be waived for an industry expert who is invited to facilitate a session and does not plan to attend the conference. We do not anticipate there being many such exceptions and will encourage those individuals to join us for the remainder of the conference and pay a fee voluntarily.
Food and beverage. Our goal is to keep food expenses to a minimum. It was agreed that we should include a continental breakfast plus a boxed lunch for attendees. Mary Jo suggested that the Virginia villages take on the job of asking for food donations or sponsorships. Leigh reminded us that we do have some funds in the budget as a back-up.
Registration, attendance and marketing. We are requiring that attendees register in advance online. Denise is exploring Auctria, the registration software program Foggy Bottom is currently using. Eddie has offered his VTVN email address as a possible contact point to direct attendees for registration. We are hoping to have at least 75 attendees and could have as many as 125 attendees. A site visit in the coming weeks will answer capacity questions, clarify our set-up options, and give us a sense of what our accommodations could be for any exhibitors. Mary Jo will set up the site visit in the near future; board members are welcome to attend. To promote the mini-conference, each village is encouraged to reach out to their “short list” of industry partners. Mary Jo will work with Eddie and Sharon on copy that can be used in promotional emails that WAVE will send out to villages.
Programming. Mary Jo shared the latest version of the conference matrix showing the four tracks. The opening session will be extended to let Barbara Sullivan, VTVN Executive Director, address the group. We will thank any sponsors as well. The breakout sessions will include no formal presentations but will be interactive discussions of the topic led by a facilitator. She suggested that board members begin to consider specific village leaders with subject area knowledge or facilitation skills. She will send out a request for their input shortly. There will be a series of conference calls by track once the subject area facilitators are identified. We will also assign a flipchart writer/timekeeper for each breakout session. Still to be determined: The content of our closing remarks.
VP Gail Kutner's Report
The next WAVE quarterly meeting will be October 7, where the discussion will focus on highlights from the VTVN conference. Denise and Miriam are looking at potential venues.
Washington Area Villages Exchange
WAVE Board Meeting
Friday, May 10, 2019, 10:30 am - 12:00 pm
Patricia Clark Gail Kutner Mary Jo Deering
Leigh Semples Eddie Rivas Cele Garrett
Miriam Kelty Don Moldover Denise Snyder
Dave Prescott Virginia Hodgkinson Peggy Simpson
Sharon Canner Patricia Scolero
Leigh S. reported that WAVE’s total current assets were $7,207.31, $0.00 in current liabilities and $7,032.31 in total liability and equity. [Leigh – pls confirm!] She also reported for the 2019 budget, we have income projections of $1,340.00 ($1,125 membership dues, $50 partner support, $65 donations) and expenses of $242.22 ($102.22 software update and $140 postal costs).
Eddie R. stated that minutes from the April Member meeting would be available the following week.
Cele G. volunteered to become the new Recording Secretary.
Eddie R. agreed to and completed follow up with Dave P. regarding the following:
-- Dave has an archive of materials collected from previous WAVE officers.
-- Dave forwarded a Treasurer’s email to Leigh for consideration.
-- All contact information was previously stripped from the WAVE website.
-- Dave has no knowledge or experience with the use of online, electronic registration applications such as Event Bright or Sign Up Genius.
Mary Jo D. presented a proposed plan developed by committee (Mary Jo D., Miriam K. & Don M.) for a four-track miniconference, with approximately four breakouts for each track. The intent is to schedule the sixteen sessions throughout the day, no repetitions, with knowledgeable facilitators to manage the sharing of information across Village attendees. Potential locations include DC, Silver Spring MD and Ballston VA. All locations will have Metro access and parking, and should be affordable. Currently the conference budget is set at $1,150.
Future Member Meeting Programming Ideas
While a date and location in DC have not yet been determined, the topics proposed a simple, short presentation on implementing a Memory Café and a longer presentation on updated research around Alzheimer’s Disease and related dementias.
There was a reminder to board members that at least three new board members will need to be elected in January 2020 to fill seats that will be termed out.
WAVE Membership Meeting
Monday, April 15, 2019
Patricia Clark welcomed attendees. She thanked our breakfast sponsor Brandywine Living Alexandria, and Cele Garrett and volunteers from At Home Alexandria for their support for securing the Charles Huston Rec Center for the meeting.
Montgomery County will hold a meeting for caregivers on 05 June; contact Lily Fisher with the Montgomery County Office of Adult and Disability Services for more information.
Reston for a Lifetime announced Resources for Better Aging online resource center. Contact http://www.restonforalifetime.org/resources.html for info.
Treasurer reported 38 paid Villages, with $1,340 in dues paid; and $7,207.31 in our bank account. The fall 2019 WAVE Miniconference (see below) is currently budgeted for $1,400.
Secretaries reported that all minutes are up to date on the WAVE website as are Village entries.
Fall WAVE Miniconference
The Miniconference Planning Committee reported that they are planning for a conference in the Fall 2019, not to conflict with the national VTV Network Annual Gathering (Chicago, Sept 18-20, https://www.vtvnetwork.org/content.aspx?sl=1230294757).
The conference will have four tracks, with approx. four sessions each:
Additional information will be posted on the WAVE website as it is further developed, including date, location, etc.
Alcohol Abuse – A Special Problem for Seniors
Rob Fleming, Mount Pleasant Village, made a short presentation on alcohol abuse dangers with older people. He presented statistics about alcohol abuse in the District of Columbia. He noted that the problem is often rooted in on the individual’s biology, affecting behaviour, economics and ultimately politics at the community level, which in turn can block solutions to the problem. Estimates are that alcohol abuse can kill as many as 88 thousand people per year and cost approximately $250 Billion across the country. Given how much this problem contributes to social isolation, he suggests that Villages explore alternatives to alcohol use and opportunities to address the issues in their communities.
Anne Bolen, Anne B. History LLC, addressed memoir writing as an avenue towards addressing social isolation in the community. She presented how memoir writing in small group settings is a powerful way to create meaningful social experiences. She discussed the power of storytelling and preserving our histories, and conducted small group exercises to demonstrate the ease in which Villages could implement storytelling opportunities in their communities.
WAVE Board of Directors Meeting - Friday, March 15, 2019
(See Meeting Minutes Below)
Treasurer: Leigh Sempeles
Financial status, proposed budget for November mini-conference, membership and dues, outreach to non-member villages.
Recording Secretary: Minutes Eddie Rivas
Review minutes from February meeting and notes
Structure of WAVE: Develop a structure to coordinate and ‘house’ issues by including others who have expertise, and not overwhelming the Board.
February Meeting: Discuss and analyze. Issues or things to follow up on.
LBGTQ: Continue and/or increase our support; WAVE website section for LGBTQ? WAVE table at DC Pride event for all area villages? Create, support interest group.
Meeting Structure: Shall we attempt to have a shorter program, as Susan Messina did for us, as well as a longer program?
Long-term care issue: How shall WAVE continue the issue presented by Mary Procter and Elizabeth Cabot Nash? Have an ‘interest group’?
VP Gail Kutner
Program topics and suggestions for April and June meetings and 2020.
VP Mary Jo Deering
Fall WAVE Meeting – mini-conference
Ideas for locations, topics, speakers, etc.
Corresponding Secretary: Dave Prescott
Report on website, communications
Strategic Direction for WAVE: Process to study and implement ideas from California, others ideas.
IT Group: Work Group Update & Discussion of Use of New Technology status
Conference Call at 3:02 pm
Pat Clark and Gail Kutner will develop a list of topic areas to be considered for future WAVE meeting presentations/speakers. This list will include resource people with expertise that can present updates, follow issue areas, etc. for WAVE members and participants.
As a follow-up to the February WAVE meeting, and the presentation by Susan Messina of Iona, the board began a discussion of further ways that WAVE can support villages with regard to LBGTQ sensitivity and specific needs and services. This discussion will be continued.
All agreed that the present WAVE meeting structure – short presentation followed by more in-depth presentation on a specific topic – should be maintained, allowing for flexibility depending on subject matter and other business. Cele Garrett offered, all agreed, to work on a presentation related to recording memories/individuals’ stories for the April meeting.
Mary Jo Deering asked for assistance in planning a day long WAVE meeting/conference to offer workshops and plenary speaker(s). Miriam Kelty and Don Moldover offered to serve on a committee to assist. Given the nature of space needs for such a conference, various venues will be investigated for consideration, as will a date sometime in the fall.
Leigh Semples provided a Treasurer’s report. During discussion, we affirmed that developing villages do not need to pay dues. It was suggested that calls to villages to pay dues be made by jurisdiction.
Dave Prescott offered a report on updates in progress to the website, listserves and calendar events.
Pat Clark led a short discussion about whether WAVE should look at our strategic direction – mission, vision, value to members, etc. It was suggested that we review what the Village Movement California presented at the VTVN meeting last fall, and that perhaps we consider a longer board retreat/meeting or a dedicated WAVE meeting with facilitation to help guide the discussion. Plans for this are still in the making.
Don Moldover and Mary Jo Deering offered that the IT Group will be reviewing a demonstration of caregiver support software in early April. They will report about that demonstration at a later date.
Meeting concluded at approximately 4:40 pm.