Below is a summarized version of the Council on Aging and Rec joint meeting, organized by timestamps and speakers, focusing on key points raised during the discussion in Reading, Massachusetts. This summary condenses the discussion into major themes, speaker contributions, and decisions, avoiding excessive detail while retaining the essence of the conversation. Timestamps correspond to the video linked at the bottom.
📅 May 19, 2026 Council On Aging & Recreation Committee Meeting
🕒 Meeting Start: 00:04:21
⏰ Meeting End: 00:55:56
💻 Format: Hybrid
👤 Chair: Karen Janowski & Richard Hand
👥 Attendees: Karen Janowski, John Parsons, Joan Coco, Rosemarie DeBenedetto, Karen Pinette, Jean Prato, John Saczynski, Marilyn Shapleigh, Kathleen Harrington, Ron Powell, Thomas O’Connor, Bob Weiden, Richard Hand, Giuseppe Fodera, Melissa Pucci, Nancy Ziemlak
👤 Staff Present: Jenna Wood (Community Services Director), Kerry Valle (Interim Elder Human Services Administrator), James Sullivan (Recreation Administrator)
📋 Summary
The Committee convened for a single agenda item: a comprehensive update on the rollout of a new centralized software platform for Recreation and Elder Services. The presentation covered the purpose of the software, selection process, implementation timeline, early usage metrics, and feedback from the community.
Committee members asked detailed questions regarding cost, data security, ADA compliance, reporting capabilities, digital equity, future scalability, and communication plans. No formal policy votes were taken related to the software. The meeting concluded with a brief discussion of future agenda items and a unanimous vote to adjourn.
📑 Agenda Overview
| ⏰ Start Time | Topic |
|---|---|
| 00:04:21 | Call to Order & Roll Call |
| 00:05:29 | Motion to Elevate Voting Member |
| 00:06:08 | Software Update Presentation |
| 00:19:32 | Committee Questions & Discussion |
| 00:54:54 | Future Meeting & Adjournment |
🗳 Discussion & Vote – Elevation of Voting Member
⏰ 00:05:29 – 00:05:54
👤 Presenter(s): Karen Janowski
Overview
A motion was made to temporarily elevate Nancy Ziemlak as a voting member for the evening.
Vote
✅ Approved
Vote Count: Unanimous voice vote
🏢 Administrator / Manager Report
⏰ 00:07:15 – 00:19:26
👤 Presenter(s): Jenna Wood, Kerry Valle
🚆 Transportation / Infrastructure
- Introduction of a new centralized software platform (RC Technologies / RecTrac) to manage programs, registrations, rentals, and check-ins.
- Rationale centered on the upcoming Reading Center for Active Living and the need for a single system across departments.
💼 Operations & Administration
- Software selection followed a formal procurement process; chosen based on cost and functionality.
- Elder Services began using the system in March 2026; Recreation plans rollout in August 2026.
- Current transition requires continued limited use of legacy systems for transportation and confidential social service notes.
📊 Early Metrics & Feedback
- 409 registered users since March.
- Over 1,000 transactions and 2,700 enrollments.
- Positive feedback on desktop usability; mobile usability remains a challenge.
- Ongoing staff and community training emphasized.
🗳 Discussion & Vote – Software Implementation Update
⏰ 00:19:32 – 00:54:54
👤 Presenter(s): Jenna Wood, Kerry Valle
Overview
Extensive Committee discussion and Q&A regarding implementation details.
Key Discussion Points
- Annual cost estimated at approximately $15,000; staff to provide clarification on upfront training costs.
- ADA compliance efforts underway via third-party tools.
- Data security, password resets, and potential multi-factor authentication discussed.
- Reporting capabilities differ from legacy systems but provide comparable statistical data.
- Digital equity concerns raised; suggestion for recurring training sessions.
- Branding and re-labeling of the public-facing interface to emphasize Reading Center for Active Living.
- Revenue from rentals to be tracked via appropriate GL codes; future consideration of a dedicated revolving fund.
- Communication and outreach plans emphasized ahead of August Recreation rollout.
Vote
No formal vote taken.
🗓 Future Agenda Items
⏰ 00:54:54 – 00:55:09
👤 Presenter(s): Karen Janowski
- July 2026 meeting anticipated.
- Planned discussion on recently awarded transportation grant and implementation.
✅ Meeting Adjourned
⏰ 00:55:41 – 00:55:56
👤 Presenter(s): Karen Janowski
Motion to adjourn approved unanimously.
🔑 Key Summary
- Committee received a detailed update on the new Recreation and Elder Services software platform.
- Elder Services launched the system in March; Recreation rollout planned for August 2026.
- Early adoption metrics exceeded expectations, aligning with active senior participation levels.
- Legacy systems will remain temporarily for transportation and confidential social service notes.
- Members raised questions on cost transparency, accessibility, security, and reporting.
- Staff committed to continued training, outreach, and refinement during the transition.
- Next meeting expected in July to address transportation grant implementation.
- Meeting adjourned by unanimous vote.
