Fitchburg Commission on Aging Well Meeting - March 12, 2026

The Fitchburg Commission on Aging Well convened on March 12, 2026, for their regular meeting. The agenda included a detailed presentation on the Senior Center Office Assistant role, a vote on a new fee structure for the wellness room, the adoption of a flexible policy for community service volunteers, and extensive updates from the Senior Center Director on facility upgrades, renovations, and departmental reorganization.

Consent Calendar

• Minutes Approval: The minutes from the previous meeting were approved with an amendment noting that Ross would be visiting in April, not March.

Public Comments & Testimony

• No public appearances were made for items outside the agenda.

Discussion Items

Presentation on Senior Center Office Operations (Susie Jones)

• Susie Jones presented an overview of her role as Office Assistant, detailing responsibilities including coordinating transportation for medical needs, managing program registrations and payments (processing $5,000 to $6,000 in monthly fees), training reception volunteers, and acting as the primary front-line support for older adults.
• Commissioners and Director Jill offered strong praise for Susie, emphasizing her critical role as the "face of the center." Jill noted that Susie's actual duties align with an administrative assistant or manager, warranting a re-evaluation of her title and compensation. Concerns were raised regarding the lack of a backup in her role, the chaotic workspace located in a supply cabinet, and safety issues tied to a panic button that must be reconnected to Dane County 911.

Continued Discussion on Wellness Room Fee Policy

• Director Jill presented data on the wellness room services. In 2025, the foot care provider conducted 441 appointments at $25 each, generating over $11,000 in provider revenue with no fee collected by the city. Massage and acupuncture currently operate on a 90/10 split. Jill noted that 80% of comparable senior centers do not charge foot care providers to keep costs low for seniors, though the center's scholarship fund provides alternatives.
• The commission debated shifting from a percentage split to a flat fee for the room. The consensus favored a flat fee to simplify accounting and reduce the administrative burden on staff. A motion was made to set the flat fee at $50 for a four-hour block and $100 for an eight-hour block. The motion carried.
• Outcome: The decision requires final approval from the Finance Committee and City Council. Commissioners requested the policy be reviewed annually.

Adoption of Community Service Volunteer Policy

• Jill presented a draft policy with the language: "Community service volunteers will be accepted as staff capacity allows." She explained this softer approach allows the center to accommodate volunteers without obligation. The commission adopted the policy. The motion carried.

Senior Center Director’s Report (Jill)

• Facility Upgrades: A new sound system and large TV were installed. The Friends group agreed to purchase a second large TV to replace the aging projector. The new system will not be available for public renters to avoid damage and training requirements.
• Renovations: Jill met with architects to explore maximizing the center’s space, focusing on a safer front desk area with reduced traffic and an expanded kitchen. The design phase is expected to continue for most of the year.
• Database Merger: The center completed a transition to a comprehensive client management database (created by NewBridge Madison). The system will track services, quantify cost savings for clients (e.g., SNAP benefits, nursing home cost avoidance), and map client locations.
• Healthy Neighborhoods Grants: The city received 17 applications requesting over $300,000 against a $125,000 available pool. Jill is participating in the scoring process.
• Hosta Hochi Facility: Usage policies for the new community building remain under development. Key decisions on supervision, fees, key management, and public access are pending. Currently, it is only open for city department programming. Jill noted that the budget currently lacks staffing to open it fully to the public or independent contractors.

Key Outcomes

• Wellness Room Fee: Voted to approve a flat fee of $50 for 4 hours and $100 for 8 hours for the wellness room (Maple Corners tier), pending city council approval.
• Community Service Volunteers: Voted to adopt a policy accepting volunteers based on staff capacity.
• Position Reclassification: Commission and Director expressed intent to pursue reclassifying Susie Jones’s title from Office Assistant to better reflect her management duties as part of the city’s reorganization.
• Scholarship Awareness: The center will publish a notice in the newsletter informing participants of the availability of scholarship funds to support services like foot care, massage, and acupuncture.