Loading...
2015-10-13 ' CITY OF SOUTHLAKE Senior Advisory Commission Meeting: December 15, 2015 LOCATION: Senior Activity Center The Marq Southlake — Legends Hall 285 Shady Oaks Drive Southlake, Texas Members Present: Chairman Charlie Boyd, Vice Chair Beverly Blake, Secretary Marge Kyle; SAC members MaryLee Alford, Jean Boland, Bernice McCauley, Barbara Pappy, Esther Spickler Commission Members Absent: Jim Miller Staff Members Present: Director of Community Services Chris Tribble, Deputy Director of Community Services Kate Meacham, Deputy Director of Communication Pilar Schank, Senior Services Coordinator Soheila Phelps, and Communication & Marketing Manager Vicky Schiber Guests: Brighton Greene, CARS liaison; Louis Braun, Southlake citizen and former Senior Advisory Commission member 1. CALL TO ORDER Chairman Boyd called the meeting of the Senior Advisory Commission to order at 1:05 p.m. 2. PUBLIC FORUM —There was no one present to speak at public forum. 3A. REPORTS 3A. CITY MANAGER'S OFFICE Deputy Director of Communication Pilar Schank presented the City Manager's Report and was available to respond to questions from Commission members. 3B. COMMUNITY SERVICES / UPCOMING EVENTS Deputy Director Kate Meacham presented information about Community Services Department activities and answered questions from the Commission about marketing of events and programming at The Marq Southlake. City of Southlake Values: Integrity ♦ Innovation • Accountability ♦ Commitment to Excellence • Teamwork Senior Advisory Commission Minutes of the December 15, 2015 Page 2 of 4 3C. SENIOR SERVICES COORDINATOR Senior Services Coordinator Soheila Phelps reviewed recent activities and presented information about upcoming programs. Staff noted an increase in public interest about the Senior Center with the new facility. Ms. Phelps was available to answer questions from the Commission. Commission members mentioned having wireless earphones for the fitness equipment pieces and the available channels posted. 3D. METROPORT MEALS ON WHEELS MMOW Executive Director Mary King was not present to make a report. The October MMOW report was provided in the meeting packet. 3E. CALL A RIDE SOUTHLAKE CARS board representative Brighton Greene congratulated the seniors on the new facility and presented information about the CARS program. Ridership information for October was reviewed. Mr. Greene shared a note CARS had received from a new rider from Watermere Assisted Living Center who appreciated the CARS service. 3F. SOUTHLAKE SENIOR FUNDING, INC. Southlake Senior Funding, Inc. representative Bernice McCauley reported on the recent SSFI meeting and a volunteer appreciation lunch. Ms. McCauley reviewed sponsorship activities and SSFI fundraising efforts, and was available to answer questions. A new SSFI brochure is being developed. SSFI may consider changing its name to Senior Fundraising Inc. in the future. 4. CONSENT AGENDA Consent Agenda items are considered to be routine by the Commission and are enacted with one motion. 4A. APPROVAL OF THE MINUTES FROM THE NOVEMBER 10, 2015 REGULAR SENIOR ADVISORY COMMISSION MEETING. A correction was made to Item 4B of the minutes to insert "water" with "aerobics." APPROVED A motion was made to accept the minutes of the meeting as corrected. Motion: Blake Second: Spickler Ayes: Blake, Boland, Boyd, Kyle, McCauley, Pappy and Spickler Nays: None City of Southlake Values: Integrity ♦ Innovation •Accountability ♦ Commitment to Excellence • Teamwork Senior Advisory Commission Minutes of the December 15, 2015 Page 3 of 4 Abstention None Vote: 7-0 5. CONSIDER 5A. SENIOR ADVISORY COMMISSION MEETING DATE CHANGE The Senior Advisory Commission reviewed the SAC Bylaws regarding the meeting day for the monthly Senior Advisory Commission meeting and considered changing the day from Tuesday to Monday. The chairman took a poll of present SAC members and three were in favor of changing the day to Monday and three members were in favor of keeping the current day on Tuesday. No formal motion or vote was taken. The meeting day will remain on Tuesday at this time. 6. DISCUSSION 6A. MARKETING CAMPAIGN UPDATE Communication and Marketing Manager Vicky Schiber provided an update on the marketing efforts to date, and future campaigns for the senior activities and programs. Copies of the marketing pieces provided in the packet that were previously reviewed in October were reviewed. Ms. Schiber responded to questions about retrieving names of visitors not currently senior center members. Commission members complimented staff on the marketing efforts. 6B. PROGRAM CALENDAR Senior Services Coordinator Soheila Phelps reviewed the January/February Newsletter and highlighted features of the Program Calendar, including the feature on former SAC chair Nancy Sporn. The Commission liked the new calendar format and the member feature article. Deputy Director Meacham presented information about the gradual increase of senior programs and classes. Staff will look into a possible location for the new plaque of deceased senior center members and report at the next meeting. 6C. MEMBERSHIP TRANSITION PLAN Deputy Director Kate Meacham presented the Membership Transition Plan and discussed implementation of the plan. The plan includes a process for renewal of old members and adding new memberships. A new software program will be installed in March 2016 to capture membership information. All members will be required to re- enroll into the database system. City of Southlake Values: Integrity ♦ Innovation •Accountability ♦ Commitment to Excellence • Teamwork Senior Advisory Commission Minutes of the December 15,2015 Page 4 of 4 6D. NAMING OF THE LIBRARY AT THE SENIOR ACTIVITY CENTER The Senior Advisory Commission discussed naming of the library at the new Senior Activity Center at The Marq Southlake. At the November SAC meeting, the Commission indicated an interest in naming the library after former Senior Advisory Commission member and chairman Dick McCauley or another individual. Chair Boyd presented background information about the numerous achievements of former SAC Chair Dick McCauley that continues to benefit seniors in Southlake. Lou Braun, former Senior Advisory Commission member and Southlake resident, spoke in favor of naming the library in honor of Dick McCauley, citing his many achievements on behalf of Southlake seniors. The Senior Advisory Commission will present to Community Services a "Submission Form for Proposed Park and Recreation Facility Names" submittal form with their proposed name for the library. The Commission will consider a formal recommendation of a name at their January meeting. If recommended, a final decision on the name will be made by City Council at the February 2, 2016 meeting. Other Items Mentioned Chief of Police James Brandon will be the guest speaker at the January meeting and will discuss various youth initiatives of the police department. 7. ADJOURNMENT APPROVED A motion was made to adjourn the meeting. Motion: Kyle Second: Boland Ayes: Alford, Blake, Boland, Kyle, McCauley, Pappy, Spickler Nays: None Abstention None Vote: 7-0 /(40v410 Charlie Boyd, Chair -tte eacha , D- uty Director Community Se - A digital recording of this meeting is available upon request from the Office of City Secretary. City of Southlake Values: Integrity ♦ Innovation •Accountability ♦ Commitment to Excellence • Teamwork CITY OF SOUTH LAKE Senior Advisory Commission Meeting: October 13, 2015 LOCATION: Senior Center 307 Parkwood Drive Southlake, Texas Members Present: Chairman Nancy Sporn, Vice Chairman Charlie Boyd, Secretary Marge Kyle; SAC members Beverly Blake, Jean Boland, Bernice McCauley Commission Members Absent: David Baltimore, Barbara Pappy (Alternatel) Staff Members Present: Director of Community Services Chris Tribble; Deputy Director of Community Services Kate Meacham; Deputy Director of Communication Pilar Schank; and Senior Services Coordinator Soheila Phelps Guests: Brighton Greene, CARS liaison; and Metroport Meals On Wheels liaison Mary King; Southlake citizens Jeff Wang, Ottis Chaplin, Jacque Burke, Ruby Buffalo and Jerry Bentley 1. CALL TO ORDER Chairman Sporn called the meeting of the Senior Advisory Commission to order at 1:07 p.m. 2. PUBLIC FORUM — There was no one present to speak at public forum. 3. REPORTS Moving forward the meeting packets will contain the previous month's CARS and MMOW reports. 3A. CiiTY MANAGER'S OFFICE Deputy Director of Communication Pilar Schank presented the City Manager's Report and provided information about the 2015 Citizen Satisfaction Survey, the Home for the Holidays celebration on November 21 and the annual boards and commission recognition event on December 11. Deputy Director Schank was available to respond to questions from the Commission. 3B. COMMUNITY SERVICES / UPCOMING EVENTS City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence • Teamwork Senior Advisory Commission Minutes of the October 13,2015 Page 2 of 5 Deputy Director Kate Meacham presented the Community Services/Upcoming Events report, and provided information about upcoming events to be held at The Marq Southlake, including the VIP Home for the Holidays event on December 11; the general public event to be held December 12; and the grand opening of Legends Hall on December 14. In preparation of the relocation from the current center to The Marq Southlake in December, services at the current senior center will be limited two weeks prior to the grand opening of Legends Hall. A copy of the Memorandum of Understanding agreement for senior programs was distributed for Senior Advisory Commission information. Director Chris Tribble announced the resignation of Chair Nancy Sporn from SAC effective October 30, 2015, and praised her long service on the Commission. Chair Sporn thanked all the members for their support. 3C. SENIOR SERVICES COORDINATOR Senior Services Coordinator Soheila Phelps reported on upcoming senior programs and activities and was available to answer questions. 3D. METROPORT MEALS ON WHEELS MMOW Executive Director Mary King presented the MMOW monthly report and was available to respond to questions from the Commission. Ms. King addressed concerns about the transition to The Marq Southlake and volunteers for the new lunch day schedule on Mondays. 3E. CALL A RIDE SOUTHLAKE CARS representative Brighton Greene distributed the CARS monthly participation trip report and summarized the ridership statistics during the month. Marketing efforts for CARS were presented. Mr. Greene was available to answer questions. 3F. SOUTHLAKE SENIOR FUNDING, INC. Southlake Senior Funding, Inc., Secretary Nancy Sporn reported about SSFI activities and their sponsorship efforts. Ms. Sporn was available to answer questions 4. CONSENT AGENDA Consent Agenda items are considered to be routine by the Commission and are enacted with one motion. 4A. APPROVAL OF THE MINUTES FROM THE SEPTEMBER 8, 2015 REGULAR SENIOR ADVISORY COMMISSION MEETING. APPROVED City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Minutes of the October 13, 2015 Page 3 of 5 A motion was made to approve the minutes of the meeting as read. Motion: Boyd Second: Kyle Ayes: Boland, Boyd, Kyle, McCauley and Sporn Nays: None Abstention Blake (absent 9/8/15 meeting) Vote: 5-0-1 5. CONSIDER 5A. RECOMMENDATION ON SENIOR ADVISORY COMMISSION 4111 QUARTER WRITTEN REPORT TO CITY COUNCIL Senior Advisory Commission reviewed the 4th Quarter SAC Report that will be included in the October 20, 2015 City Council meeting packet. There were no changes to the report suggested. APPROVED A motion was made to approve the 4th Quarter SAC Report to City Council as presented. Motion: Sporn Second: McCauley Nays: None Ayes: Blake, Boland, Boyd, Kyle, McCauley and Sporn Nays: None Abstention None Vote: 6-0 5B. NAME FOR SENIOR PROGRAMS Deputy Director Meacham reviewed results of a survey conducted October 2, 2015 at tie senior congregate luncheon to select a name for the senior programs and activities. The result of the survey was: Place Name Option 1st (42% of votes) Senior Activity Center The Marq — Southlake 2nd (22% of votes) Heritage Club 3rd l Southlake 55+ Club 4th Active Adult Center 5th Founders Club Senior Advisory Commission reviewed examples of marketing pieces for the name options. City of Southlake Values: Integrity ♦ Innovation •Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Minutes of the October 13,2015 Page 4 of 5 APPROVED A motion was made to accept the new name, "Senior Activity Center The Marq Southlake," for senior programs and activities. Motion: Kyle Second: Boyd Nays: None Ayes: Blake, Boland, Boyd, Kyle, McCauley and Sporn Nays: None Abstention None Vote: 6-0 6. DISCUSSION 6A. MARKETING STRATEGY PLAN Deputy Director Meacham reviewed the proposed marketing plan for senior programs prepared by the marketing manager specific for the Senior Activity Center The Marq — Southlake and asked for SAC feedback. Deputy Director Meacham was available :c answer questions. The proposed marketing efforts include personal invitations for the Dec 14 grand opening of Legends Hall; direct mailer to addresses in 76092 zip code with 55+ age nc;ividuais residing; postcards to all 76092 addresses; article in Senior Voice Magazine January edition and additional paid ads; press releases to mysouthlakenews.com and local media and magazines; Facebook targeted ads for ind:viduais 55+ and older; referral cards to distribute to family and friends; panel inserts for businesses, groups, assisted living centers, and additional small, targeted campaigns throughout the year. SJ,C members were in favor of the marketing plan and suggested having a sign-in bock to capture potential repeat customers for programs and activities. 6B. DOST RECOVERY POLICY Deputy Director Meacham explained the development and structure of the Cost Recovery Policy and she and Senior Services Coordinator Soheila Phelps responded to questions from the Commission. The Commission reviewed the qualifications/standards pyramid model and levels of cost recovery documents that were provided in the packet. Various class and program scenarios were discussed. Recommendations on the Cost Recovery Policy will be received from Senior nuvisor t Commission, the Park and Recreation Board, the Library Board and the City of Southlake Values: Integrity a Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Minutes of the October 13,2015 Page 5 of 5 new Community Enhancement Development Corporation before consideration for approval by the City Council. If possible, a final version of the Policy is anticipated for SAC consideration at the November or December SAC meeting. 6C. DECEMBER MEETING DATE The Senior Advisory Commission discussed moving the regular SAC meeting scheduled for December 8 to another date and agreed to move the meeting to December 15, 2015. City Council will make appointments to the Senior Advisory Commission on October 20, 2015. Vice Chair Boyd will lead the November SAC meeting in absence of an eiectea chair. 7. ADJOURNMENT APPROVED A motion was made and unanimously approved to adjourn the meeting at 2:50 p.m. Motion: Boland Second: McCauley Nays: None dyes: Blake, Boland, Boyd, Kyle, McCauley and Sporn Nays: None Abstention None Vote: 6-0 • /1 harlie Boyd, Vice Chafr Kate each. P, I_ •uty Director Community S- + ice. A digital recording of this meeting is available upon request from the Office of City Secretary. The digital recorder was not available. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork