2018-02-13 SAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
February 8, 2017
AGENDA NOTES WITH TIMES
TO: Senior Advisory Commission
FROM: Candice Edmondson, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, February 13 at 1:00 p.m.
Time 1:00 – 1:15 p.m.
1. Agenda Item No. 1. Call to Order
2. Agenda Item No. 2. Public Forum: – This is the public's opportunity to address
the Commission about non-agenda items. During Public Forum, the Commission
will not discuss, consider, or take action on any item presented. The
Commissions' options during this topic are 1) to listen, 2) ask questions and
respond to the presenter only, 3) request staff to look into the issue and report
back to the Commission and/or 4) request that the Chair put the item on a future
agenda for the Commission to discuss or consider.
Estimated Time 1:15pm – 2:00pm
3. Agenda Item No. 3. Reports:
A. Metroport Meals On Wheels – MMOW Executive Director Mary King will
not be present at the February meeting to provide a quarterly report to the
Commission. A copy of the December MMOW report, as well as a
cumulative quarterly report, is included in your packet. The MMOW
quarterly report will be presented at the March meeting.
B. Call A Ride Southlake – CARS representatives Brighton Greene or Erik
Phelps will present a quarterly report to the Commission. A copy of their
2017 report is included in your packet.
C. Southlake Senior Funding, Inc. – An SSFI representative will present a
quarterly report to the Commission. No packet documents.
D. City Manager’s Office – Assistant to the City Manager Lauren LaNeave
will present the results of the bi-annual Citizens Satisfaction Survey. No
packet documents.
Senior Advisory Commission
Meeting Date – February 13, 2018
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
E. Economic Development – Deputy Director of Economic Development &
Tourism Daniel Cortez will present an update to the Commission on
development projects within the City. No packet documents.
F. Community Services Department – Hospitality & Sales Manager Tiffany
Irwin will present the December Senior Center Report. No packet
documents.
G. Senior Services – Senior Services Coordinator Soheila Mashat-Phelps will
update the Commission on current and future senior programming and
events. No packet documents.
Estimated Time 2:00pm – 2:30pm
4. Agenda Item No. 4. Consent:
A. Approve the January 9, 2018 Senior Advisory Commission meeting
minutes – Please include any corrections to the minutes in your motion.
5. Agenda Item No. 5. Consider
A. Approve Senior Advisory Commission 1st Quarter Dashboard Report –
The draft report, in the new format debuted at your January meeting, is
included in your packet. If approved, the report will be included in the
February 20, 2018 City Council meeting packet.
6. Agenda Item No. 6. Discussion
A. Champions Club Senior Membership Fees and Programs – On
September 19, 2017, the City Council reviewed and approved the City’s
Fee Schedule, which included proposed membership and rental fees for
Champions Club. As requested at the January 9th Senior Advisory
Commission meeting, Deputy Director of Community Services Kate
Meacham will provide a presentation on the fees at the meeting and
answer any questions from the Commission.
OTHER ITEMS OF INTEREST
A. Community Engagement Town Hall Forums – Upcoming Town Hall Forum(s) for
proposed developments in the City are listed online at www.SouthlakeSPIN.org.
Please check the website for the latest information.
Senior Advisory Commission
Meeting Date – February 13, 2018
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
B. Events of Interest – Staff would like to share the following upcoming event(s) that
may be of interest to you.
• Tuesday, February 13 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Friday, February 16 – Last day for filing application for place on ballot, Town
Hall
• Tuesday, February 20 – City Council meeting, 5:30 p.m., Council Chambers
• Thursday, February 22 – P&Z Commission meeting, 5:30 p.m., Council
Chambers
• Thursday, February 22 – Meet the Mayor, 5:30pm, State Farm Insurance
Agency, 503 West Southlake Blvd, Southlake
• Tuesday, February 27 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Tuesday, March 6 – S.P.D.C. meeting, 4:30 p.m., Council Chambers
• Tuesday, March 6 – City Council meeting, 5:30 p.m., Council Chambers
• Thursday, March 8 – P&Z Commission meeting, 5:30 p.m., Council Chambers
• Tuesday, March 13 – Senior Advisory Committee meeting, 1:00 p.m., The Marq
• Tuesday, March 20 – City Council meeting, 5:30 p.m., Council Chambers
• Thursday, March 22 – P&Z Commission meeting, 5:30 p.m., Council Chambers
• Tuesday, March 27 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Thursday, March 29 – Meet the Mayor, 5:30pm, Kendra Scott, 321 Grand
Avenue West, Southlake
If you would like to receive notifications for City Council meetings, construction
alerts, calendar and community events updates and more, please sign up at the
City’s website by clicking on the “Notify Me” tab at
http://www.cityofsouthlake.com/list.aspx.
C. As usual, your packet contains a copy of the SAC Attendance Report for your
information.
Senior Advisory Commission
Meeting Date – February 13, 2018
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
We appreciate your commitment and service to the City and the Senior Advisory
Commission. If you have any questions prior to the meeting, please feel fr ee to call me.
Candice Edmondson
STAFF CONTACT INFORMATION:
Telephone – (817) 748-8311
Facsimile – (817) 748-8027
1400 Main Street, Suite 210, Southlake, Texas 76092-6242
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311, (cedmondson@ci.southlake.tx.us)
Tiffany Irwin, Hospitality & Sales Manager, 817-748-8918, (tirwin@.ci.southlake.tx.us)
Soheila Mashat-Phelps, Senior Services Coordinator, 817-748-8398, (smashatphelps@ci.southlake.tx.us)
Linda Carpenter-Elgin, Secretary, 817-748-8184, (lcarpenter@ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, FEBRUARY 13, 2018
LOCATION: THE MARQ SOUTHLAKE
285 Shady Oaks Drive
Southlake, Texas 76092
REGULAR AGENDA
TIME: 1:00 p.m.
1. Call to Order
2. Public Forum
(This is the Public’s opportunity to address the Senior Advisory Commission about non -agenda
items. During Public Forum, the Commission will not discuss, consider or take action on any
items presented.)
3. Reports
A. Metroport Meals On Wheels
B. Call A Ride Southlake
C. Southlake Senior Funding, Inc.
D. City Manager’s Office
E. Economic Development
F. Community Services Department
G. Senior Services
4. Consent
A. Approve the January 9, 2018 Senior Advisory Commission meeting
minutes
5. Consider
A. Approve Senior Advisory Commission 1st Quarter Dashboard Report
6. Discussion
A. Champions Club Senior Membership Fees and Programs
7. Adjournment
Senior Advisory Commission
Meeting Date – February 13, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall,
1400 Main Street, Southlake, Texas, on Friday, February 9, 2018 by 6:00 p.m. pursuant to
Chapter 551 of the Texas Government Code.
Carol Ann Borges, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise the City
Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you.
Metroport Meals On Wheels
P. O. Box 204
428 N. Hwy 377
Roanoke, TX 76262
Cumulative Monthly Report
Detail Report on Congregate Luncheon
Month of: 2017 To Date
Division: Southlake
Oct-17 Nov-17 Dec-17 Jan-18 Feb-18 Mar-18 Apr-18 May-18 Jun-18 Jul-18 Aug-18 Sep-18 YTD Totals
Prior YTD
Totals
Southlake Seniors 153 95 84 332 340
Non-resident Seniors 267 161 197 625 545
# Volunteers 39 18 22 79 77
MMOW Staff 5 3 3 11 12
Not eating 0 0 0 0 0
90+ non pay 38 24 25 87 75
1st Visit-No Pay 23 16 16 55 23
No Pay-other 0 0 1 1 0
City Employees--No Pay 0 0 0 0 0
Others 10 4 7 21 43
To Go Meals 0 8 0 8 57
Meals left for city 72 61 49 182 148
TOTAL ATTENDANCE 607 390 404 0 0 0 0 0 0 0 0 0 1401 1165
Total Paid Meals 420 256 281 0 0 0 0 0 0 0 0 0 957 885
Volunteer Hours 176 84 105 365 361
Restaurant Used
Feedstore/
Joe's Pizza/
Chuy's/
Golden Corral/
Asian Top
Feedstore/
Golden Corral/
Asian Top
Feedstore/Joe'
s Pizza/
Golden Corral
# Meals ordered from
Centralized Kitchen 545 325 320 1190 1,090
$ Cost of Food Ordered $ 2,083.50 $ 1,286.84 $ 1,287.33 4,657.67$ 4,537.83$
Supplemental Food Cost $ 767.24 $ 552.30 $ 604.96 1,924.50$ 1,814.28$
Non-food Items Cost $ 63.01 $ 38.54 $ 69.87 171.42$ 584.05$
Staff & Program Support &
Mileage $ 1,998.38 $ 2,043.19 $ 2,031.14 6,072.71$ 6,818.31$
Total Meal Cost $ 4,912.13 $ 3,920.87 $ 3,993.30 12,826.30$ 13,754.47$
$ Collected for Food
Served $ 1,577.00 $ 945.00 $ 925.00 3,447.00$ 3,212.00$
$ Collected for Other
Reasons* $ - $ - - $ - $
Total $$ Collected 1,577.00$ 945.00 $ 925.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 3,447.00$ 1,987.00$
3A -1
Metroport Meals On Wheels
P. O. Box 204
428 N. Hwy 377
Roanoke, TX 76262
Monthly Report
Detail Report on Congregate Luncheon
Month of: DECEMBER 2017
Division: Southlake
12/4/2017 12/11/2017 12/18/2017 12/25/2017 Monthly Totals
Previous Year
Totals
(2 luncheons)
Southlake Seniors 34 26 24 84 108
# of Other Seniors 74 65 58 197 255
# Volunteers 9 7 6 22 28
Staff 1 1 1 3 4
Others 3 2 2 7 9
To Go Meals 0 0 0 0 0
Meals left for city 9 20 20 49 69
TOTAL
ATTENDANCE 130 121 111 0 0 362 473
Volunteer Hours 45 32 28 105 133
Restaurant Used
Feedstore Joes Pizza Golden
Corral
# Meals ordered from
Centralized Kitchen 130 100 90 320 410
$ Cost of Food
Ordered 540.00 $ 386.97 $ 360.36$ -$ -$ 1,287.33$ 1,647.69$
Supplemental Food 192.68 $ 261.82 $ 150.46$ -$ -$ 604.96$ 755.42$
Non-food Items 56.89 $ -$ 12.98$ -$ -$ 69.87$ 82.85$
$ Collected for Food
Served 408.00 $ 217.00 $ 300.00$ -$ -$ 925.00$ 1,225.00$
$ Collected for Other
Reasons*-$ -$ -$ -$ -$ -$ -$
Free w/potluck dish 0 0 1 0 0 1 2
Not eating 0 0 0 0 0 0 0
No Pay 5 4 7 0 0 16 23
90+ non pay 8 7 10 0 0 25 35
New 0 0 0 0 0 0 0
3A -2
3B - 1
Total Membership:982
39New Members:
Program Attendance
3
Average Visits Per Guest:Number of MMOW Lunches Hosted:
3
Visitors
54% 46%
New Members by Gender
Female
Male
Senior Activity Center
December 2017
Membership &
Program Attendance
179
403
302
85
13 14 17 8 0 0 0
50
100
150
200
250
300
350
400
450
55-64 65-74 75-84 85-94 95-105
Membership by Age
Total
Membership
New Members
83 71
19
40 35
11 26 18 32 30 17 18 6 10 12
4 9 6 16 6
0
20
40
60
80
100
Chair Pilates Chair Yoga Chair Yoga 2 Fun & Fitness
(TH)
Fun & Fitness
(TU)
Line Dance Tai Chi 1 Tai Chi 2 Zumba Gold Zumba Gold (F)
Fitness
Total Attendees Average Attendees Per Class
30 38
0
8
38
0
0
10
20
30
40
Movies & Art Dances Bingo & Memoirs
Social
Total Attendees Average Attendence
0 8 0
33
0
4 0
17
0
10
20
30
40
History Technology Life Planning Trips
Educational / Cultural
Total Attendees Average Attendence
365
0 10 0 0
200
400
Fitness Classes Wellness Seminars
Fitness / Wellness
Total Attendees Average Attendence
Trips:
The Gift of Christmas, 22 Attendees
Most well attended social program:
December Dance, 38 Attendees
Most well attended fitness program:
Chair Yoga, Average 18 per class
281
76
0
50
100
150
200
250
300
Lunch Visitors
MMOW Lunches
Total Attendees Average Attendence
66%
34%
Total Members by Gender
Female
Male
67%
33%
New Members by Residency
Resident
Non-Resident
43%
57%
Total Members by Residency
Resident
Non-Resident
1019
354
0
200
400
600
800
1000
1200
Visitors
Visitors
Total Visits Unique Visits
3F - 1
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission Meeting:
January 9, 2018
LOCATION: Senior Activity Center
The Marq Southlake
Traditions III
285 Shady Oaks Drive
Southlake, Texas
Members Present: Chair Beverly Blake, Vice Chair MaryLee Alford, Secretary Marge Kyle
and SAC members Ed Grondahl, Natasha Siebach, Esther Spickler and David Barnes
(Alt#2)
Commission Members Absent: Barbara Pappy and Kathryn Orler (Alt#1)
Staff Members Present: Deputy Director of Community Services Candice Edmondson,
Assistant to the City Manager Lauren LaNeave, Hospitality & Sales Manager Tiffany Irwin,
and Senior Services Coordinator Soheila Mashat-Phelps
Guests: Charlie Boyd, former Senior Advisory Commission member
1. CALL TO ORDER
Chairman Beverly Blake called the meeting of the Senior Advisory Commission to
order at 1:07 p.m.
2. PUBLIC FORUM – Chair Beverly Blake opened Public Forum.
Charlie Boyd, former Senior Advisory Commission member, expressed concerns
about the membership fees for The Marq Southlake Champions Club. Mr. Boyd
asked to have a discussion item regarding this topic placed on a future Senior
Advisory Commission meeting agenda. Mr. Boyd also spoke about the transportation
fees charged seniors for reservation on senior field trips.
Chair Blake acknowledged Mr. Boyd’s comments and concerns and advised they
would be taken under consideration to be placed on a future meeting agenda.
There was no further direction to staff based on the comments.
There being no one else to address the Commission, Public Forum was closed.
4A - 1
Senior Advisory Commission
Minutes of the January 9, 2018
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3. REPORTS
3A. METROPORT MEALS ON WHEELS
A copy of the October/November cumulative MMOW report was included in the
meeting packet.
3B. CALL A RIDE SOUTHLAKE
A copy of the November cumulative CARS report was included in the meeting
packet.
3C. CITY MANAGER’S OFFICE
Assistant to City Manager Lauren LaNeave provided an update on the City’s Leaf
Recycling Program. Next month’s report will include results of the Citizen Satisfaction
Survey. Commission members were reminded to participate in the Communications
Survey.
3D. COMMUNITY SERVICES
Hospitality & Sales Manager Tiffany Irwin presented an overview of the monthly
Senior Activity Center Membership Report and responded to questions.
Deputy Director of Community Services Candice Edmondson distributed a draft of
the revised FY 2018 Senior Advisory Commission Quarterly Report and requested
Commission feedback and comments. Features of the new report were presented.
The Q1 SAC Report will be presented for Commission consideration at the February
meeting before being included in the City Council’s February 20, 2018 meeting
packet.
Commission members offered suggestions including, to have the definition of the
term “unique visit” included on the Quarterly Report; show Total Residents and Total
Non-Residents on the Report; and to revisit the Champions Club membership fees at
the next SAC meeting and invite members of the Senior Center to hear staff’s
presentation. Staff will email SAC members information for the approved Champions
Club membership fees.
3E. SENIOR SERVICES
Senior Services Coordinator Soheila Mashat-Phelps reported on new programs
offered this quarter, including themed events and seminars such as the Technology
Class. Commission members were asked to provide staff their suggestions for
classes.
4A - 2
Senior Advisory Commission
Minutes of the January 9, 2018
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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 14, 2017 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
There were no corrections or changes presented for the November 14, 2017 meeting
minutes.
APPROVED
A motion was made to approve the minutes of November 14, 2017 meeting as
presented.
Motion: Kyle
Second: Alford
Ayes: Alford, Blake, Grondahl, Kyle, Siebach, Spickler,
Nays: None
Abstention None
Vote: 6-0
Motion passed.
5. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 1:45 p.m.
Motion: Siebach
Second: Alford
Ayes: Alford, Blake, Grondahl, Kyle, Siebach, Spickler,
Nays: None
Abstention None
Vote: 6-0
Motion passed.
Beverly Blake, Chair Community Services Department
A digital recording of this meeting is available by request in the Office of the City Secretary.
4A - 3
4A - 4
422
560
Program Attendance
Visitors
Comments
Total Membership:982
Resident:
Non-Resident:
Senior Activity Center
FY2018 - Q1
October 2017 - December 2017
Membership & Program Attendance
64
224
199
64
9
115
179
103
21
4
0
50
100
150
200
250
55-64 65-74 75-84 85-94 95-105
Membership by Age
Non-Resident
Resident
232
379
1339
19 42 12
0
200
400
600
800
1000
1200
1400
1600
Educational/Cultural Social Fitness/Wellness
Programs
Total Attendees Average Attendence
Most well attended trips:
12 Days of Christmas @ The Dallas Arboretum, 24 Attendees
Most well attended programs:
Princeton Nassoons A Capella Group, 70 Attendees
Pre-Thanksgiving Brunch, 69 Attendees
Dana's Dance Studio Performance, 65 Attendees
Most well attended fitness program:
Chair Yoga, Average 22 per class
Comments from our members:
Several Senior Center members have expressed concern about dedicated senior parking at Legends Hall. Staff will be installing signage that designates the
lower lot for "Senior Citizens Parking Only" Monday - Friday from 9:00 a.m. - 4:00 p.m. This will preserve the lower lot for senior citizens only during Senior
Center operating hours.
Staff has received a few questions and concerns regarding the new senior membership fees at Champions Club. Staff has been addressing all questions and
concerns as they are received.
4241
548
0
500
1000
1500
2000
2500
3000
3500
4000
4500
Visitors
Visitors
Total Visits Unique Visits
*Unique visits captures individual visitors to the Senior Center
5A - 1
1 Ed Grondahl a 100%0.5 2018 78%
2 MaryLee Alford a 100%0.5
3 Natasha Siebach a 100%0.5
4 Barbara Pappy r 0%0
5 Esther Spickler a 100%0.5
6 Beverly Blake a 100%0.5
7 Marge Kyle a 100%0.5
Alt 1 Kathryn Orier r 0%0
Alt 2 David Barnes a 100%0.5
78%a In attendance
Total Hours 0.5 r Not present; no substitute
m Substitute in attendance
n Vacant position
0 Meeting Canceled
*No quorum; Meeting Canceled
Change in Representative
Individual
Attendance
Rate
Hrs To
Date
Average
Monthly
Attendance
Meeting Attendance
Rate (includes
substitutions)
3/9/17 Jim Miller, Alternate #1 resigned
8/14/18 9/11/18 10/9/18 10/9/18 11/13/18 12/11/18
Senior Advisory Commission Attendance Report
Place Name 1/9/18 2/13/18 3/13/18 4/10/18 5/8/18 6/12/18 7/10/18
Packet Insert - SAC Attendance Report