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2016-04-12 SAC MinutesCITY OF SOUTHLAKE Senior Advisory Commission Meeting: April 12, 2016 LOCATION: Senior Activity Center The Marq Southlake — Legends Hall — Traditions III 285 Shady Oaks Drive Southlake, Texas Members Present: Chairman Charlie Boyd, Vice Chair Beverly Blake, Secretary Marge Kyle; SAC members MaryLee Alford (Alt 2), Jean Boland, Bernice McCauley, Jim Miller (Alt 1), Esther Spickler Commission Members Absent: Barbara Pappy 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 Assistant to the City Manager Daniel Cortez Guests: Brighton Greene, CARS liaison; Mary King, Executive Director, Metroport Meals On Wheels. Public Forum: Alice Burgess, Louis Braun, Dorothy Castellanos, Connie Center, Marie Doran, Bette Horton, Mary Kelleher, Richard Schneider, Nancy Sporn, Patty Starkey, Paul Starkey, Millie Stuck, Norma Threlkeld, Suzanne Van Dusen and Gayle Wood Chairman Boyd read the Conflict of Interest Statement requirement for elected/appointed board members to disclose if they or any of their family members have an interest and/or relationship in a business entity seeking to do business with the City, or in real property. Affidavit forms were available for the board. 1. CALL TO ORDER Chairman Boyd called the meeting of the Senior Advisory Commission to order at 1:00 P.M. 2. PUBLIC FORUM — Chairman Boyd opened public forum. The following citizens spoke during Public Forum. Suzanne Van Dusen, 11504 Crystal Falls Drive, Fort Worth, spoke about the Southlake Senior Funding, Inc. (SSFI) organization and support of SSFI membership opportunities. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Minutes of the April 12, 2016 Page 2 of 6 Nancy Sporn, former Senior Advisory Commission chairman, made comments of support for the operations and programming offered at the Southlake Senior Center and for its staff. Chairman Boyd closed public forum. 3. REPORTS 3A. METROPORT MEALS ON WHEELS MMOW Executive Director Mary King distributed a Fiscal Year 2015 Summary Report and reviewed the expenses and revenues for the congregate and home delivered meal programs in Southlake. The report highlighted how the City's allocation for 2015 was utilized to support the meal programs. Ms. King responded to questions from the Commission. Suggestions for the catering kitchen were briefly discussed. City staff will look into an option for a microwave; however a microwave is available in the Senior Lounge if needed. Additional flat space to prepare food was mentioned. MMOW will track the cost of purchasing prepared meals versus the cost of having the ability to prepare some dishes onsite. Staff and MMOW will meet to follow up on logistic issues discussed. The Commission was asked to forward any additional suggestions to staff that could help accommodate the MMOW weekly congregate meals. 313. CALL A RIDE SOUTHLAKE CARS board representative Brighton Greene summarized the ridership information in the February 2016 CARS Report. Ridership is up about 42% in 2016 with 135 one- way trips in February compared to 78 one-way trips in February 2015. Six (6) new riders were added during the month. Volunteer drivers are needed. Pictures of some of the CARS riders and drivers are available on the CARS Facebook page. Mr. Greene was available to answer questions. 3C. SOUTHLAKE SENIOR FUNDING, INC. Southlake Senior Funding, Inc. representative Bernice McCauley reported SSFI will partially sponsor the Fredericksburg, Scarborough Faire and George Bush Museum trips in April, May and June to help more seniors attend the field trips. SSFI is also working on their next year budget and their membership drive. Ms. McCauley was available to answer questions. Suzanne Van Dusen, 11504 Crystal Falls Drive, Fort Worth, spoke in support of Southlake Senior Funding, Inc. and membership during the Public Forum portion of the meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Minutes of the April 12, 2016 Page 3 of 6 31). CITY MANAGER'S OFFICE Deputy Director of Communication Pilar Schank presented the City Manager's Report. Announcements included information about a water education campaign, changes to the water bills, and installation of cellular in -points to existing and new water meters to allow business and residential customers to know via phone alerts how much water is being consumed. The Commission was updated about the FM 1938 and North White Chapel road construction projects. Completion of the FM 1938 project is expected in 2017. Pending completion of land acquisition and utility relocation, the North White Chapel road project is tentatively scheduled to start in 2017. The City's new website (www.CityofSouthlake.com) has been launched and any comments, suggestions or ideas to make it more useable may be forwarded to Deputy Director Schank. 3E. COMMUNITY SERVICES The Community Services Report included three topics: 1) The Marq Southlake and Legends Hall; 2) Senior memorial exhibit; and 3) March Membership Report. The Marg Southlake and Legends Hall Director Chris Tribble addressed the fallowing issues regarding The Marq Southlake and Legends Hall that were brought forward during Public Forum and by the Commission at the March 8, 2016 Senior Advisory Commission meeting. • Location of fitness classes • Registration process for fitness classes • Communication and signage for classes • Programming space priority/move of MMOW to Monday • Facility layout/distance of restroom & front door to senior lounge/shades/game tables • Facility ADA Compliance • Parking lot layout • Phase 2 Champions Club layout • Staff levels for Senior Center • SAC meeting cancellations • Open meeting posting Director Tribble and Deputy Director Meacham were available to answer questions and responded to concerns about the doors to meeting rooms and other areas in the building, the check -in process for seniors with mobility challenges, and delivery vehicles parking issues. The contractor is working with the manufacturer for mechanisms that will ensure doors may be opened more easily. Staff will look into a process to have instructors have check -in available in the classes. Delivery service vehicle area is being expanded to alleviate the parking problem. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Minutes of the April 12, 2016 Page 4 of 6 Assistant to the City Manager Daniel Cortez spoke to issues that were presented and emphasized the commitment the City Manager's Office and the entire City staff has to have an appropriate facility for seniors, recognizing there are challenges to be worked out until Phase 2 of the facility is online. Mr. Cortez was available to answer questions. Modifications are being made, or are in the process of being developed to address issues until Phase 2 facility of the project can be completed. If additional modifications are needed, they will be investigated and addressed. A survey of active users of the facility will be conducted to gauge membership satisfaction with Legends Hall, the current senior programming, and the staff, and those results will be shared with the Senior Advisory Commission at an upcoming meeting. Lou Braun, 106, Starling Court, Southlake, (former SAC member), spoke about the Senior Advisory Commission and the public's knowledge and early awareness the facility was to be built in two phases over a period of time, with Phase 2 contingent upon voter approval of a bond package. Senior Memorial Exhibit Communication & Marketing Manager Vicky Schiber presented the final concept design and construction material for the senior memorial exhibit for the back wall in the Dick McCauley Library and received feedback from Commission members. The Commission generally preferred the large size font for the plaques. This item will be placed on the next SAC meeting agenda to receive formal approval of the exhibit. March Membership Report Deputy Director Kate Meacham provided an update on March Membership Report and responded to questions. Total membership is 820, with a 79% growth compared to the number of participants reported in May 2015. Of the 820 memberships, 496 are considered "active" members. 3F. SENIOR SERVICES COORDINATOR Soheila Phelps provided a brief report about attendance at the weekly MMOW luncheons and the new bus driver hired in April. Bad weather was a factor in the lower than usual attendance at the April 11 MMOW lunch. Otherwise the trend for attendance shows increases. New field trips have been added to the calendar as a result of the hiring of the new bus driver. Ms. Phelps was available to answer questions from the Commission. 4. CONSENT AGENDA Consent Agenda items are considered to be routine by the Commission and are enacted with one motion. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Minutes of the April 12, 2016 Page 5 of 6 4A. APPROVAL OF THE MINUTES FROM THE MARCH 8, 2016 REGULAR SENIOR ADVISORY COMMISSION MEETING. A correction was made to the March 8, 2016 meeting minutes. APPROVED A motion was made to accept the minutes of the meeting as amended. Motion: Boland Second: Miller (Alt #1) Ayes: Blake, Boland, Boyd, Kyle, McCauley, Miller (Alt #1), Spickler Nays: None Abstention None Vote: 7-0 Six (6) of the seven (7) regular Senior Advisory Commission members were present for this vote. In the absence of Senior Advisory Commission member Barbara Pappy, Senior Advisory Commission Alternate #1, Jim Miller, participated. Alternate #1 Jim Miller and Alternate #2 MaryLee Alford may not vote on an agenda item unless they are sitting in for an absent Senior Advisory Commission member. 5. CONSIDER 5A. RECOMMENDATION ON SENIOR ADVISORY COMMISSION 2ND QUARTER WRITTEN REPORT TO CITY COUNCIL The Senior Advisory Commission 2"d Quarter Written Report was included in the meeting packet for review and comments. There were no changes made the Report by the Commission. APPROVED A motion was made to approve the SAC 2"d Quarter Written Report to City Council as presented. Motion: Blake Second: Kyle Ayes: Blake, Boland, Boyd, Kyle, McCauley, Miller (Alt #1), Spickler Nays: None Abstention None Vote: 7-0 Six (6) of the seven (7) regular Senior Advisory Commission members were present for this vote. In the absence of Senior Advisory Commission member Barbara Pappy, Senior Advisory Commission Alternate #1, Jim Miller, participated. Alternate #1 Jim Miller and Alternate #2 MaryLee Alford may not vote on an agenda item unless they are sitting in for an absent Senior Advisory Commission member. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Minutes of the April 12, 2016 Page 6 of 6 7. ADJOURNMENT A motion was made, seconded and unanimously approved to adjourn the SAC meeting at 2:41 p.m. Secretary. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 19 CITY OF SOUTHLAKE Senior Advisory Commission Sign -in Sheet t 2 6 1 Aprill2, 01 @ pm Senior Activity Center — The Marq Southlake — Traditions III 285 Shady Oaks Dr. - Southlake, TX Jean Boland (Place 1) Bernice McCauley (Place 2) Charles Boyd (Place 3), Chair Barbara Pappy (Place 4) Esther Spickler (Place 5) Beverly Blake (Place 6), V-Chair Margie Kyle (Place 7), Secretary Jim Miller (Alt 1) MaryLee Alford (Alt 2) STAFF Chris Tribble Kate Meacham Soheila Phelps Pilar Schank GUESTS Brighton Greene (CARS) Erik Phelps (CARS) Mary King ( MOW) -i .,j WO-5c, I SOUTPUBLIC COMMENT CARD TEXAS xns Please give completed card to City Staff. PLEASE DO NOT COMPLETE A FORM FOR SOMEONE NOT IN ATTENDANCE. %C(� Name: � Jt i � Ci�� r'1 -2 g VQly1, � .1 _`�P� Date: Address: t 5ewgevi�� Phone (optional): Ili Email (optional): Agenda Item # a5'f.- I will speak in SUPPORT of this item I will speak in OPPOSITION of this item (MUST BE COMPLETED) I do not wish to speak, but please record my: SUPPORT OPPOSITON I wish to speak during PUBLIC FORUM on an item not on the Agenda Topic: Note: To allow everyone an opportunity to be heard, please limit your comments to 3 minutes. SOUTHLAKE rr:xnS PUBLIC COMMENT CARD Please give completed card to City Staff. PLEASE DO NOT COMPLETE A FORM FOR SOMEONE NOT IN ATTENDA E. �' Name: Date: ` f � " " Address: Email Phone (optional): Agenda Item (MUST BE COMPLETED) I will speak in SUPPORT of this item I will speak in OPPOSITION of this item I do not wish to speak, but please record my: SUPPORT OPPOSITON I wish to speak during PUBLIC FORUM on an item not on the Agenda Topic: Note: To allow everyone an opportunity to be heard, please limit your comments to 3 minutes.