2018-05-08 SAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
May 2, 2018
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, May 8, 2018 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 – 1:45pm
3. Agenda Item No. 3. Reports:
A. Metroport Meals On Wheels – MMOW Executive Director Mary King will
present a quarterly report to the Commission. A copy of the March MMOW
report, as well as a cumulative report, is included in your packet.
B. Call A Ride Southlake – CARS Chairman Brighton Greene will present a
quarterly report to the Commission. A copy of the CARS cumulative 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 provide a presentation on property taxes to the Commission. No
packet documents.
Senior Advisory Commission
Meeting Date – May 8, 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 March Senior Center Report. A copy of the report is
included in the packet.
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 1:45 pm – 2:00 pm
4. Agenda Item No. 4. Consent:
A. Approve the April 10, 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 2nd Quarter Dashboard Report –
Hospitality & Sales Manager Tiffany Irwin will present the SAC 2nd Quarter
Dashboard Report. A copy of the report is included in the packet. If
approved, the report will be included in the June 19, 2018 City Council
meeting packet.
B. Consider Cancellation of the July Senior Advisory Commission Meeting -
The purpose of this item is to allow the Senior Advisory Commission an
opportunity to discuss and consider cancelling and/or rescheduling th e
July 10 regular meeting. SAC has cancelled previous July meetings,
following the lead of City Council and other Boards and Commissions. No
packet documents.
6. Agenda Item No. 6. Discussion
A. Cost Recovery Policy Update – Deputy Director of Community Services
Candice Edmondson will provide an update on revisions to the
department’s Cost Recovery Policy.
Senior Advisory Commission
Meeting Date – May 8, 2018
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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.
B. Events of Interest – Staff would like to share the following upcoming event(s) that
may be of interest to you.
• Tuesday, May 8 – Senior Advisory Committee meeting, 1:00 p.m., The Marq
• Tuesday, May 8 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Thursday, May 10 – Meet the Mayor, 5:30 p.m., Highland Landscaping, 820 A
Enterprise Place, Southlake
• Friday, May 11 – Movies at The Marq, 8:00 p.m., Aria Amphitheater
• Monday, May 14 – Community Engagement Committee meeting, 6:00 p.m., Town Hall
• Monday, May 14 – Parks Board meeting, 6:00 p.m., Council Chambers, Canceled
• Tuesday, May 15 – City Council meeting, 5:30 p.m., Council Chambers
• Thursday, May 17 – P&Z Commission meeting, 5:30 p.m., Council Chambers
• Friday, May 18 – Southlake Tennis Center Open House, 6:00-8:00 p.m., Southlake
Tennis Center
• Saturday, May 19 – Masterworks Concert, 7:00-8:30 p.m., Town Square
• Tuesday, May 22 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Tuesday, May 22 – CEDC meeting, 6:00 p.m., Town Hall
• Wednesday, May 23 – Mayor’s Advisory Committee meeting, 12:00 p.m., Town Hall
• Friday, May 25 – Movies at The Marq, 8:00 p.m., Aria Amphitheater
• Monday, May 28 – City offices closed for Memorial Day
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.
Senior Advisory Commission
Meeting Date – May 8, 2018
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
C. As usual, your packet contains a copy of the SAC Attendance Report for your
information.
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 free 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, MAY 8, 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 April 10, 2018 Senior Advisory Commission Meeting
Minutes
5. Consider
A. Approve Senior Advisory Commission 2nd Quarter Dashboard Report
B. Consider Cancellation of the July Senior Advisory Commission Meeting
6. Discussion
A. Cost Recovery Policy Update
7. Adjournment
Senior Advisory Commission
Meeting Date – May 8, 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, May 4, 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
Monthly Report
Detail Report on Congregate Luncheon
Month of: March 2018
Division: Southlake
3/5/2018 3/12/2018 3/19/2018 3/26/2018 Monthly Totals
Previous Year
Totals
(4 luncheons)
Southlake Seniors 42 35 32 32 141 132
# of Other Seniors 74 50 54 47 225 177
# Volunteers 8 11 10 8 37 30
Staff 1 1 1 1 4 4
Others 4 4 2 2 12 13
To Go Meals 0 0 0 0 0 5
Meals left for city 25 10 20 15 70 30
TOTAL
ATTENDANCE 154 111 119 105 0 489 391
Volunteer Hours 36 48 44 40 168 137
Restaurant Used
Feedstore Joe's Pizza Golden
Corral Asian Top
- $
# Meals ordered from
Centralized Kitchen 130 100 100 90 420 400
$ Cost of Food
Ordered 495.00 $ 433.00 $ 429.00$ 380.00 $ - $ 1,737.00$ 1,838.46$
Supplemental Food 163.92 $ 181.26 $ 239.49$ 141.58 $ - $ 726.25$ 706.00$
Non-food Items 14.59 $ 50.00 $ 28.42$ - $ - $ 93.01$ 229.30$
$ Collected for Food
Served 436.00 $ 320.00 $ 368.00$ 336.00 $ - $ 1,460.00$ 1,134.00$
$ Collected for Other
Reasons*- $ - $ - $ - $ - $ - $ - $
Free w/potluck dish 0 0 0 0 0 0 1
Not eating 0 0 0 0 0 0 0
No Pay 0 0 0 0 0 0 0
90+ non pay 11 13 3 9 0 36 25
New 1st time 11 7 7 7 0 32 24
3A - 1
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 83 108 141 664 655
Non-resident Seniors 267 161 197 153 203 225 1206 857
# Volunteers 39 18 22 25 36 37 177 145
MMOW Staff 5 3 3 3 4 4 22 21
Not eating 0 0 0 0 0 0 0 0
90+ non pay 38 24 25 25 31 36 179 109
1st Visit-No Pay 23 16 16 0 24 32 111 78
No Pay-other 0 0 1 33 0 0 34 9
City Employees--No Pay 0 0 0 0 0 0 0 0
Others 10 4 7 9 11 12 53 93
To Go Meals 0 8 0 0 0 0 8 82
Meals left for city 72 61 49 47 40 70 339 132
TOTAL ATTENDANCE 607 390 404 378 457 557 0 0 0 0 0 0 2793 2013
Total Paid Meals 420 256 281 236 311 366 0 0 0 0 0 0 1870 1512
Volunteer Hours 176 84 105 112 160 168 805 666
Restaurant Used
Feedstore/
Joe's Pizza/
Chuy's/
Golden Corral/
Asian Top
Feedstore/
Golden Corral/
Asian Top
Feedstore/Joe's
Pizza/ Golden
Corral
Feedstore/
Golden Corral/
Asian Top
Feedstore/
Chuy's/
Golden Corral/
Asian Top
Feedtstore/ Joes
Pizza/ Golden
Corral/ Asian
Top
# Meals ordered from
Centralized Kitchen 545 325 320 300 400 420 2310 2,010
$ Cost of Food Ordered $ 2,083.50 $ 1,286.84 $ 1,287.33 $ 1,021.75 $ 1,782.50 $ 1,737.00 9,198.92$ 9,050.25$
Supplemental Food Cost $ 767.24 $ 552.30 $ 604.96 $ 450.77 $ 659.97 $ 726.25 3,761.49$ 2,821.81$
Non-food Items Cost $ 63.01 $ 38.54 $ 69.87 $ 24.96 $ 105.36 $ 43.01 344.75$ 1,288.44$
Staff & Program Support &
Mileage $ 2,308.13 $ 2,352.94 $ 2,306.79 $ 2,308.87 $ 2,324.30 $ 2,325.45 13,926.48$ 12,217.50$
Total Meal Cost $ 5,221.88 $ 4,230.62 $ 4,268.95 $ 3,806.35 $ 4,872.13 $ 4,831.71 $ - $ - $ - $ - $ - $ - 27,231.64$ 25,378.00$
$ Collected for Food
Served $ 1,577.00 $ 945.00 $ 925.00 $ 845.00 $ 1,171.00 $ 1,460.00 6,923.00$ 5,780.00$
$ Collected for Other
Reasons* $ - $ - - $ - $
Total $$ Collected 1,577.00$ 945.00 $ 925.00 $ 845.00 $ 1,171.00$ 1,460.00$ - $ - $ - $ - $ - $ - $ 6,923.00$ 5,780.00$
3A - 2
3B - 1
Total Membership:1147
30New Members:
Program Attendance
4
Average Visits Per Guest:Number of MMOW Lunches Hosted:
4
Visitors
63% 37%
New Members by Gender
Female
Male
Senior Activity Center
March 2018
Membership &
Program Attendance
211
466
362
95
13 8 13 8 1 0
0
50
100
150
200
250
300
350
400
450
500
55-64 65-74 75-84 85-94 95-105
Membership by Age
Total
Membership
New Members
75 75
20
62
37 35
66
29
67
37
19 19
7 12 12 9 13 6
17 9
0
20
40
60
80
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
37
50
42
7
50
7
0
20
40
60
Movies & Art Dances Bingo & Memoirs
Social
Total Attendees Average Attendence
15
3
13
36
15
3
13
18
0
10
20
30
40
History Technology Life Planning Trips
Educational / Cultural
Total Attendees Average Attendence
503
27 12 14
0
200
400
600
Fitness Classes Wellness Seminars
Fitness / Wellness
Total Attendees Average Attendence
Trips:
Dallas Blooms @ The Dallas Arboretum, 21 Attendees
Most well attended social program:
Legends Hall Dance, 50 Attendees
Most well attended fitness program:
Chair Yoga, Average 19 per class
Chair Pilates, Average 19 per class
366
76
0
100
200
300
400
Lunch Visitors
MMOW Lunches
Total Attendees Average Attendence
66%
34%
Total Members by Gender
Female
Male
37%
63%
New Members by Residency
Resident
Non-Resident
44%
56%
Total Members by Residency
Resident
Non-Resident
1458
357
0
500
1000
1500
2000
Visitors
Visitors
Total Visits Unique Visits
3F - 1
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission Meeting:
April 10, 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, Kathryn Orler (Alt #1)
and David Barnes (Alt #2)
Commission Members Absent: Barbara Pappy
Staff Members Present: Deputy Director of Community Services Candice Edmondson,
Assistant to the City Manager Lauren LaNeave and Senior Services Coordinator Soheila
Mashat-Phelps
Guests: Brighton Greene, CARS Chairman; and former Senior Advisory Commission
member Bernie McCauley
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 – Chair Beverly Blake opened Public Forum at 1:00 p.m.
Bernice McCauley, former Senior Advisory Commission member, 900 Wild Wood,
Southlake, invited new Senior Advisory Commission members to attend senior
weekly luncheons and events.
Chair Blake acknowledged the comments during Public Forum. There was no further
direction to staff based on the comments.
There being no one else to address the Commission, Public Forum was closed.
3. REPORTS
3A. METROPORT MEALS ON WHEELS
4A - 1
Senior Advisory Commission
Minutes of the April 10, 2018
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
A copy of the February 2018 MMOW report and the 2018 cumulative report were
included in the meeting packet.
3B. CALL A RIDE SOUTHLAKE
A copy of the February 2018 CARS report was included in the meeting packet.
3C. CITY MANAGER’S OFFICE
Assistant to the City Manager Lauren LaNeave reminded the Commission about the
Crud Cruiser event to be held on April 21, 2018 at Dragon Stadium.
The City of Southlake Community Engagement Committee, in partnership with
Carroll Education Foundation, will host a Town Hall Forum for the Carroll
Independent School District Board of Trustee candidates on April 24, 2018 at 6:00
p.m. at The Marq Southlake.
3D. COMMUNITY SERVICES
Hospitality & Sales Manager Tiffany Irwin present ed an overview of the February
Senior Center Membership Report and responded to questions. A copy of the report
was included in the packet.
3E. SENIOR SERVICES
Senior Services Coordinator Soheila Mashat-Phelps reported about Senior Center
activities, events and responded to questions.
Members were invited to attend the “Walk Like An Egyptian…An Arabian Night”
event May 18, 2018 at 6:00 p.m. at The Marq Southlake.
During this discussion, suggestions and concerns from SAC members included:
Create business cards with Senior Center membership and program
information that may be handed out to potential members.
Proactively communicate parking lot restrictions to guests coming to The Marq
Southlake. The lower lot is reserved for “Senior Citizens Only” but non-seniors
are parking there on a regular basis. Staff will continue to communicate this
restriction to Event Contact for events held during Senior Center hours
(Monday – Friday 9:00 a.m. – 4:00 p.m.).
Post sign in the Lobby as a reminder of the proper parking accommodations
for seniors and visitors using the facility.
4A - 2
Senior Advisory Commission
Minutes of the April 10, 2018
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Provide “how to” instructions in the quarterly Senior Newsletter for
downloading the Calendar to cell phones. Staff will look at incorporating this
into the next Senior Newsletter.
Some members are concerned about parking in the lower parking lot and
difficulties due to the size of some parking spaces. Staff will share previous
research presented on parking space sizes and will investigate re-striping
options.
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 MARCH 13, 2018 REGULAR SENIOR
ADVISORY COMMISSION MEETING.
There were no corrections or changes presented for the March 13, 2018 meeting
minutes.
APPROVED
A motion was made to accept the minutes of the March 13, 2018 meeting as
presented.
Motion: Alford
Second: Kyle
Ayes: Alford, Blake, Grondahl, Kyle, Siebach, Spickler, Orler (Alt #1)
Nays: None
Abstention None
Vote: 7-0
Motion passed.
5. DISCUSSION
5A. PRESENTERS FOR FUTURE SAC MEETINGS AND LUNCHEONS
The Commission discussed inviting guest speakers from the community and City
government to speak at the monthly Senior Advisory Commission meetings and/or
Senior luncheons.
Suggestions for presenters include the three CISD School Board candidates if
available or the CISD Board of Trustees after elections. Future presenters could also
be City Council and County candidates, Chief James Brandon and Fire Chief Mike
Starr. Members were encouraged to contact Senior Services Coordinator Soheila
Phelps and Deputy Director Candice Edmondson with suggested speakers.
4A - 3
Senior Advisory Commission
Minutes of the April 10, 2018
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
6. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 1:38 p.m.
Motion: Orler (Alt #1)
Second: Siebach
Ayes: Alford, Blake, Grondahl, Kyle, Siebach, Spickler, Orler (Alt #1)
Nays: None
Abstention None
Vote: 7-0
Motion passed.
Beverly Blake, Chair Community Services Department
Note: Six (6) of the seven (7) regular Senior Advisory Commission members were
present to vote. Alternate #1 Kathryn Orler participated in motion/vote in place of absent
Senior Advisory Commission member Barbara Pappy.
A digital recording of this meeting is available by request in the Office of the City Secretary.
4A - 4
4A - 5
4A - 6
506
641
Program Attendance
Visitors
Comments
Total Membership:1147
Resident:
Non-Resident:
Senior Activity Center
FY2018 - Q2
January 2018 - March 2018
Membership & Program Attendance
78
251
235
68
9
133
215
127
27
4
0
50
100
150
200
250
300
55-64 65-74 75-84 85-94 95-105
Membership by Age
Non-Resident
Resident
187
452
1640
16 50 13
0
200
400
600
800
1000
1200
1400
1600
1800
Educational/Cultural Social Fitness/Wellness
Programs
Total Attendees Average Attendence
Most well attended trips:
Pegasus - A Minor Case of Murder, 24 Attendees
Sylvia @ Theatre Arlington, 24 Attendees
Most well attended programs:
Southlake Women's Club Annual Valentine's Luncheon, 109 Attendees
Carroll ISD Jazz Band Entertainment, 75 Attendees
Most well attended fitness program:
Chair Yoga, Average 21 per class
Comments from our members:
"Better Health, Better You" which was an interactive one-on-one, Q&A with doctors received multiple praises about the set-up of the class. The seniors
enjoyed the casual setting and the ability to interact with the doctors.
We have received several comment cards regarding access to the walking track for Senior Center members when Champions Club opens. Staff is working on
developing a walking program specific to Senior Center Members.
4057
495
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 a a a 100%3.75 2018 78%
2 MaryLee Alford a r a a 67%1.5
3
Natasha
Siebach a r a a 67%1.5
4 Barbara Pappy r a r r 33%2.25
5 Esther Spickler a a a a 100%3.75
6 Beverly Blake a a a a 100%3.75
7 Marge Kyle a a a a 100%3.75
Alt 1 Kathryn Orier r a a a 67%3.25
Alt 2 David Barnes a r r a 33%1
78%67%78%89%a In attendance
Total Hours 0.5 2.25 0.5 0.5 r Not present; no substitute
m Substitute in attendance
n Vacant position
0 Meeting Canceled
*No quorum; Meeting Canceled
Change in Representative
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
Individual
Attendance
Rate
Hrs To
Date
3/9/17 Jim Miller, Alternate #1 resigned
8/14/18 9/11/18 10/9/18 10/9/18
Average
Monthly
Attendance
Meeting Attendance
Rate (includes
substitutions)
11/13/18 12/11/18
Packet Insert - SAC Attendance Report