Gramatan Village Lessons Learned

The Village Movement:

Getting Started in the Capital Region

Julie Dalton, Executive Director Gramatan Village

October 22, 2015

Gramatan VillageLessons 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 VillageLessons 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 $400 Family $530

Social: Individual $200 Family $265

Special Subsidized: Individual $50 Family $75Full 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 Requests59% fulfilled by a volunteer41% fulfilled by referral to a Community Partner

Annual Member Survey conducted June 201552% of respondents – members since 200839% used volunteer transportations services31% were referred to Community Partners 57% attended social events/programs33% volunteer for Gramatan Village45% report connection to others increased due to GV59% report ability to count on others increased 77% admitted to hospital within last year94% would recommend GV membership

Member calls or emails 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 VillageLessons 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 VillageLessons 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 VillageLessons 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 VillageLessons 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 VillageLessons Learned

Questions

Julie Dalton

Executive Director

julie.dalton@gramatanvillage.org

To receive Gramatan Village News : info@gramatanvillage.org

Gramatan Village

85 Pondfield Road 2nd Floor Bronxville , NY 10708

914-337-1338 Fax: 914-337-1339

Visit us online at www.gramatanvillage.org