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Williams County senior center reports 2024 service totals, requests HVAC and vehicle funding
Summary
Senior center staff reported 2024 service metrics, described a $14,500 water‑heater installation, presented competing HVAC replacement options (quotes from roughly $100,000 to $146,000), and requested funding to replace aging delivery vehicles and add a wheelchair‑accessible van; commissioners agreed to seek competitive bids for HVAC work.
Senior center staff told Williams County commissioners during a regular meeting that the program served 2,482 unique individuals in 2024, delivered 95,776 home‑delivered meals, provided 37,650 congregate meals and completed 8,439 rides, and that the center’s fleet drove roughly 75,000 miles in support of those services.
Sarah, introducing the center’s update, said the facility’s failed water heater was replaced last week and the total cost for the new unit was $14,500. She described several immediate capital and operating needs: replacing a 40‑ton air‑conditioning coil and condenser at the Bryan (Bridal) Senior Center (the board received quotes ranging roughly from $100,000 to $146,000), purchasing or remounting a hot‑shot delivery truck, and acquiring at least one wheelchair‑accessible van to support medical and appointment transports.
Sarah noted the county’s hotshot delivery fleet includes 7 active routes and three spare units (10 hotshot vehicles total). She asked the board for permission to pursue quotes and to use unallocated senior center funds to replace a hotshot if necessary. Commissioners acknowledged the center’s large reserve balance (the treasurer’s balance was stated in the meeting as $1,212,888.62) and discussed possible uses of a recently donated annuity of about $98,000; Sarah said the donor’s family preferred that money be applied to the Bryan Center’s air‑conditioning project.
On HVAC strategy, the board and staff discussed the refrigerant transition issues. Staff reported the center’s existing system uses R‑410A (the meeting referenced R‑410A as the refrigerant in place of older R‑22) and that some contractors declined to retrofit older equipment because the newer refrigerants can be slightly flammable and require different system designs. Commissioners asked the administrator and county engineer to help prepare bid specifications so the county can solicit competitive sealed bids (the meeting noted the county’s competitive bid threshold of $75,000).
Staff also reviewed operational policy for home‑delivered meals during extreme cold. Sarah explained that hot‑meal delivery boxes have hot and cold compartments and in extreme subzero conditions a hot side may not keep food within safe temperature ranges for the standard four‑hour route window; when that occurs the center prepares quick‑freeze meals and performs well‑check calls for clients. The center made proactive calls during a recent cold spell and coordinated with local law enforcement and village staff to ensure client safety when routes were modified or canceled.
Commissioners asked for a written vehicle‑fleet report with ages and mileages for all hotshots and transportation vans; staff said they would provide a detailed inventory and a forecast of capital needs at the next meeting. The board directed staff to solicit three bids for the HVAC work, include an alternate for retrofit versus full replacement, and return with a more detailed cost forecast and specifications for procurement.
Ending: Commissioners indicated support for competitive bidding and asked staff to return with formal bid specifications and a capital forecast; staff will also follow up on vehicle replacement and the air‑conditioning procurement process.
