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2017-02-14 SAC Minutes 1 7 CITY OF � SOUTH LAKE Senior Advisory Commission Meeting: February 14, 2017 LOCATION: Senior Activity Center The Marq Southlake Legends Hall — Traditions III 285 Shady Oaks Drive Southlake, Texas Members Present: Chairman Beverly Blake, Vice Chair MaryLee Alford and Secretary Marge Kyle; SAC members Jean Boland, Barbara Pappy, Natasha Siebach and Esther Spickler Commission Members Absent: Jim Miller (Alt 1) Staff Members Present: Deputy Director Kate Meacham, Deputy Director Marketing and Communications Pilar Schank, Hospitality and Sales Manager Tiffany Irwin and Senior Services Coordinator Soheila Phelps Guests: Brighton Greene, CARS Chairman; Mary King, MMOW Director; former Senior Advisory Commission members Charlie Boyd, Lou Braun and Bernice McCauley; and Southlake senior activity center members Paul and Patty Starkey A formal PowerPoint presentation was provided at the meeting. 1. CALL TO ORDER Chairman Beverly Blake called the meeting of the Senior Advisory Commission to order at 1:00 p.m. 2. PUBLIC FORUM — Chairman Beverly Blake opened Public Forum. Patty Starkey, 626 Chandon Court, Southlake, spoke concerning Southlake senior population demographics published in the December 2016 issue of Community Impact Newspaper and on the City's Economic Development webpage; receiving notice of City Council agenda items that may be of interest to seniors; and Customer Satisfaction Survey and Senior Center Comment Card feedback to the Commission. There being no one else to address the Commission, Public Forum was closed. 3. DISCUSSION 3A. SENIOR SERVICES COMMUNICATION AND MARKETING City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence • Teamwork Senior Advisory Commission Minutes of the February 14, 2017 Page 2 of 5 Deputy Director of Marketing and Communications Pilar Schank shared information about the City's newly created Marketing and Communications Office. Ms. Schank discussed current marketing efforts for the Senior Activity Center and ways to communicate and market to its members. The discussion included the use of digital and written communications and other opportunities for ads and articles in Good Life Gazette, the Community Impact newspaper, flyers and email blasts. Some of the Commission's feedback about awareness of services, effective communication and marketing methods, and the desired image of the Senior Activity Center to be communicated and marketed, included: • Work with Watermere Retirement Center to have flyers about Southlake Senior activities available • More advertisement to inform citizens and visitors about Champions Club • Availability to pick up paper copies of senior calendar of events and flyers is one preferred method of communication and marketing • Emails distributed based on requests is a good communication tool; a one- time email to all registered members informing them how to sign up for email blasts was suggested • Digital, Facebook and social media communications may be effective for senior center members • Texts from The Marq Southlake website is a good idea to reach seniors • Enhanced capabilities for notification updates about classes is desirable • Descriptive words "activity" and "comfort" were offered to convey the image for the senior activity center SAC members were encouraged to contact Ms. Schank at pschank@ci.southlake.tx.us or 817.748.8006 with additional comments and suggestions. 4. REPORTS 4A. METROPORT MEALS ON WHEELS Senior Advisory Commission members received a copy of the December report in the meeting packet. 4B. CALL A RIDE SOUTHLAKE Senior Advisory Commission members received a copy of the December CARS in the meeting packet. 4C. SOUTHLAKE SENIOR FUNDING, INC. City of Southlake Values: Integrity ♦ Innovation • Accountability ♦ Commitment to Excellence • Teamwork Senior Advisory Commission Minutes of the February 14, 2017 Page 3 of 5 Southlake Senior Funding, Inc. representative Bernice McCauley updated the Commission about SSFI activities including: a general meeting to be held March 20, 2017; membership/donations efforts; work on revisions to Bylaws; SSFI partial sponsorships of upcoming trips to Reunion Tower (January), Dallas Blooms (February) and Dallas Museum of Art (March); and SSFI sponsoring an Art Faire on June 23, 2017 with assistance by the Southlake Arts Council. Mrs. McCauley responded to questions concerning memberships, donations and sponsorships. 4D. CITY MANAGER'S OFFICE A City Manager's Office report was not provided at the meeting. Future City Manager's Office reports will be done quarterly or on an "as needed" basis by a representative from the City Manager's Office. Daniel Cortez, Assistant to the City Manager, is now Deputy Director of Economic Development & Tourism. Lauren Eubanks has been hired as Assistant to the City Manager to replace Mr. Cortez. 4E. COMMUNITY SERVICES Deputy Director Kate Meacham presented the Community Services report in the absence of Director Chris Tribble and responded to questions from the Commission. Changes have been made to the staff liaison for Senior Advisory Commission (SAC). Ms. Meacham will no longer be the staff liaison but will be working with The Marq Southlake Champions Club and Deputy Director Candice Edmondson will attend the Commission meetings. Tiffany Irwin, the new Hospitality & Sales Manager, will attend the SAC meeting as the main staff liaison for the Commission. Ms. Irwin will oversee the management of the entire Legends Hall, including the senior activity center and banquet and sales division. Hospitality & Sales Manager Tiffany Irwin was introduced. Staff is working on a plan for the new operating software, CSI, to be launched the week of April 10th for the senior programs and will present a transition plan at the next meeting. Senior Advisory Commission members received a copy of the January Senior Center Membership Report in the meeting packet. Following the transition from the current membership system to the CSI operating software in April, a new dashboard report will be developed with relevant information that will be provided on a monthly basis. 4F. SENIOR SERVICES COORDINATOR Senior Services Coordinator Soheila Phelps presented the Senior Services report and responded to questions by the Commission. Staff is developing the next quarter Senior Calendar; progress is being made on programming of events to work around the part-time bus driver schedule to City of Southlake Values: Integrity • Innovation • Accountability ♦ Commitment to Excellence • Teamwork Senior Advisory Commission Minutes of the February 14, 2017 Page 4 of 5 accommodate senior activities; classes and programs during the month were well- attended and the senior events were very successful; an unofficial audit of senior programs to gauge the number of Southlake residents' participation is underway; and the Tarrant County sponsored "Matter of Balance" class is open to any Tarrant County resident and will be offered again at the Senior Activity Center in April. 5. CONSENT AGENDA Consent Agenda items are considered to be routine by the Commission and are enacted with one motion. 5A. APPROVAL OF THE MINUTES FROM THE JANUARY 10, 2017 REGULAR SENIOR ADVISORY COMMISSION MEETING. Chair Beverly Blake presented the Consent Agenda, including approval of the minutes of the January 10, 2017 meeting. The Commission confirmed an issue raised at the January 10, 2017 meeting during discussion of Item 3E (Community Services Report), regarding the use of the Senior Center Wellness Room, had been addressed previously by the Commission at their October 11, 2016 meeting (Agenda Item 5A) when the majority of members present expressed the desire to keep the Wellness Room as a fitness room. APPROVED A motion was made to approve the minutes. Motion: Siebach Second: Kyle Ayes: Alford, Boland, Kyle and Pappy and Siebach Nays: None Abstention Blake, Spickler (absent) Vote: 5-0-2 6. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 1:51 p.m. Motion: Blake Second: None Ayes: Alford, Blake, Boland, Kyle, Pappy, Siebach and Spickler Nays: None Abstention None Vote: 7-0 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Minutes of the February 14, 2017 Page 5 of 5 Beverly Blake, Cha.1 Communit Servic-: •-partment A digital recording of this meeting is available by request in the Office of the City Secretary. City of Southlake Values: Integrity ♦ Innovation • Accountability ♦ Commitment to Excellence ♦ Teamwork CITY,OF U SOTHLAKE Senior Advisory Commission Sign-in Sheet February 14, 2017 @ 1pm Senior Activity Center-The Marq Southlake 285 Shady Oaks Dr. - Southlake, TX Jean Boland (Place 1) MaryLee Alford (Place 2), Vice Chair AO /if _ - ",,i.�'� I Natasha Siebach (Place 3) a� ^ II -J.J' Barbara Pappy (Place 4) 1/A_ _ Esther Spickler (Place 5) Aidiglh �.� AWL Beverly Blake (Place 6), Chairman -Ai -'� -- � i Margie Kyle (Place 7), Secretary Y?--) c�p-e �-- Jim Miller (Alt 1) Vacant (Alt 2) STAFF Chris Tribble Kate Meacham Soheila Phelps _ Daniel Cortez 1-1-f-f&V J 9V-111V/1/1-)rk GUESTS (PLEASE PRINT) Brighton Greene (CARS) Erik Phelps (CARS) Mary King (MMOW) I %`('(rt4` cilier r° ikcMq'