The Southborough Youth Commission at its Feb. 11 meeting heard a director's report on efforts to create a single, townwide financial-assistance application and on an ongoing community needs assessment, and received updates on upcoming events and fundraising efforts.

Sarah, the Youth Services director, told commissioners the department consolidated multiple department-specific aid forms into one application intended for families seeking help with programs such as camp scholarships, Winter Wishes and AMP/RAP discounts. "We've been busy," she said, and described moving the application to DocuSign so residents can securely upload documents and avoid in-person drop-offs.

The new application establishes three discount tiers for AMP and RAP programs'25 percent, 50 percent and 90 percent'and will be used this year to determine Winter Wishes eligibility. Staff reported Winter Wishes served 25 families, with a combined 95 participants (46 adults and 49 people under 18). The director said the form will accept applicants' most recent filed tax return if 2024 filings are not yet available.

Why it matters: The town said the consolidation aims to reduce duplicate paperwork across departments and make it easier for eligible families to access multiple forms of support from one application. Staff emphasized the balance between reducing barriers to apply and verifying eligibility so limited funds reach families in need.

In addition to the application work, staff outlined a three-pronged community needs assessment. The project will combine a townwide survey, one-on-one interviews with key stakeholders and focus groups. The director said staff are targeting about 10 different focus groups representing varied demographic and community vectors and hope to complete focus groups by April and the broader assessment during 2025. Emily (staff member) is supporting scheduling and stakeholder outreach.

The director also highlighted several upcoming programs and outreach opportunities: Screenagers: Under the Influence, a film screening and panel at Algonquin's Black Box Theatre on Feb. 25 from 6 to 8 p.m., hosted by Encompass with a brief panel including local treatment providers and Dr. Medina; a spring sports "by-invitation" presentation with Minding Your Mind scheduled to coincide with Algonquin's spring athletics night; a mindful-art session rescheduled for April; and a regional youth-and-family-services meeting on March 14.

Commissioners discussed outreach and volunteer opportunities tied to those events and fundraising updates. A pet-themed Valentine's Day photo fundraiser drew 16 entries and roughly $160; commissioners said they will try again and consider simplifying the submission process to increase participation. Plans for a spring pickleball event are under review; staff said they are exploring using outdoor town courts to avoid rental fees. The commission also previewed "March Munchie Madness," restaurant nights that contributed several hundred dollars in past years.

Budget and personnel items: Staff reported no changes to the commission's budget figures submitted to the town warrant; the concept of a town Human Services Department remains under discussion with no action taken. The commission also said an applicant for a Youth Commission vacancy will be forwarded to the Select Board for appointment consideration later in February.

Votes at a glance: The commission approved minutes from its Jan. 14 meeting (as amended) by roll-call vote and later voted to adjourn at approximately 7:32 p.m.

The commission scheduled additional outreach and will continue the community needs assessment and application rollout over 2025.