Gramatan Village Lessons Learned The Village Movement: Getting Started in the Capital Region Julie Dalton, Executive Director Gramatan Village October 22, 2015

Gramatan Village Lessons Learned Gramatan Village is an innovative membership organization that supports older adults who want to age in the home and neighborhood they love. We support aging in community with a network of volunteers, experts, professional referrals and peer connections that enable our members to stay independent, vital and fully engaged as they grow older.

Gramatan Village Lessons Learned Gramatan Village Helping You Live Confidently at Home in the Community You Love Lessons Learned ↓ Serving our Members ↓ Board Governance ↓ Gramatan Village Team: Staff, Board, Volunteers and Members

Gramatan Village Snapshot  Founded in 2008  Serves the greater Bronxville community in Westchester County, NY  175 members  Staff: 1.5 FTE  Volunteers: 60  Membership Categories/Fees  Full: Individual $400Family $530  Social: Individual $200Family $265  Special Subsidized: Individual $50Family $75 Full membership provides access to network of volunteers and Community Partners and a variety of social events and educational programs. Social membership for those who don’t need or intend to ask for services. Social members may attend social events and educational programs. Special reduced rate memberships available to those who qualify. These memberships are supported by a grant from the local Community Fund.

Gramatan Village Snapshot Membership Breakdown 36%Individual 27%Family 9% Social 29%Special Members* Average Age: 82 70% Women 30% Men 51% Live Alone *Special Membership Program provides subsidized membership for low and moderate income individuals FY 2015 Service Requests 59% fulfilled by a volunteer 41% fulfilled by referral to a Community Partner Annual Member Survey conducted June % of respondents – members since % used volunteer transportations services 31% were referred to Community Partners 57% attended social events/programs 33% volunteer for Gramatan Village 45% report connection to others increased due to GV 59% report ability to count on others increased 77% admitted to hospital within last year 94% would recommend GV membership

Member calls or s Gramatan Village with request Gramatan Village Staff or Volunteer Triages Request Service met by trusted volunteer Service met by GV Community Partner (discounted rates in some instances) Member contacted for feedback on quality of service Hallmark of GV services One on one consultations with our staff We listen, respond and follow up Gramatan Village Professional staff help navigate challenge Member signed up for event or ongoing service/support Gramatan Village Process

Volunteer First Gramatan Village supports a volunteer-first policy when providing members with services. Our goal is to fulfill a member’s request with a qualified volunteer before contacting a service provider. Most volunteers provide direct services to members, although volunteers also serve on committees and provide office support. Direct Service Volunteer Opportunities Rides to local appointments (most requested service) In Home Assistance & Other Helpful Services Household chores, gardening, assistance with technology, running errands, friendly phone calls/visits, accompanying a member on a social outing.

Volunteer First Other Volunteer Opportunities Serve on planning committees Research programs and activities Provide administrative support in our office Lend expertise in marketing, social media, web site management

Gramatan Village Community Partners Gramatan Village staff determine whether a requested service can be handled by a volunteer or whether it requires the expertise of a professional service provider. Gramatan Village creates a system of supports that can adapt to the member’s needs based on level of care, financial circumstances and informal care network. Gramatan Village Community Partners are trusted local service providers. Gramatan Village has relationships with a variety of organizations and individuals that offer invaluable support to our members. Our referral network includes health care providers, geriatric care managers, financial planning & legal services, wellness programs and home maintenance services among others.

Gramatan Village Community Partners Examples Gramatan Villages works with hospital discharge planners to coordinate care - Referrals to rehabilitation services and adult day care programs A community partner provides transportation for our monthly shopping trips Our partners provide health and wellness programs at no cost to our members Gramatan Village sponsors programs for local senior centers and the community at large Individual Medicare Counseling provided to our members

Gramatan Village Lessons Learned Membership - Everyone’s Job! Staff, Board, Current Members and Volunteers all have a role to play in recruiting and engaging members – Gramatan Village had to shift its operational focus from over reliance on staff to meet all goals. Initially Gramatan Village did not adequately plan for on-going member recruitment and the membership plateaued after initial enthusiasm. Our members are older than we had anticipated and present with more complex needs. During one year 34 members passed away which adversely impacted our budgeted membership targets. Strategic plan includes membership targets which are tracked monthly. Only a small cohort of members routinely used our services in the first two years. This impacted our utilization and renewal rates. We improved our member engagement and currently 78% of members use at least one service. Gramatan Village maintains a 85% renewal rate

Gramatan Village Lessons Learned Recruitment and Retention Membership/Volunteer Committee - On-going recruitment activities:  Monthly Open House  Community Presentations/Educational Programs  Social Events/Member Ambassadors  Member Incentives (convenience offer, 18 month renewal)  Prospect Mailings/ Evites/ E-newsletter  Social Media Social Membership - established new membership category – goal to attract younger members who will be invested in Gramatan Village over time

Gramatan Village Lessons Learned Board Governance Board should have compliment of necessary skills in addition to ability to make a financial commitment to the organization Recruit members based on skill set - e.g. legal, marketing, graphic design, knowledge of the business and non-profit communities Clear Expectations for Board Members Gramatan Village Director’s Guide, is a written document that includes mission statement, key talking points, requirements for committee participation and financial commitment The Director’s Guide is used in recruiting new Board Members

Gramatan Village Lessons Learned Committee Structure – empower committees to do work in key areas: Finance, Membership, Marketing, Development, Program, Nominating Recruit non-board members to serve on committees Successful committee members can transition to the board Board Meetings should be organized around committee reports and discussion. Gramatan Village Board Meetings include an educational component and/or a guest speaker Succession Planning Term Limits Review by-laws periodically

Gramatan Village Lessons Learned Questions Julie Dalton Executive Director To receive Gramatan Village News : Gramatan Village 85 Pondfield Road 2 nd Floor Bronxville, NY Fax: Visit us online at