2018-09-11 SAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 6, 2018
AGENDA NOTES WITH TIMES
TO: Senior Advisory Commission
FROM: Ashley Newhart, Hospitality & Sales Manager
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, September 11, 2018 at 1:00 p.m.
Time 1:00 – 1:05 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 1:05pm – 1:45pm
3. Agenda Item No. 3. Consent:
A. Approve the August 14, 2018 Senior Advisory Commission Meeting
Minutes – Please include any corrections to the minutes in your motion.
4. Agenda Item No. 4. Discussion:
A. Metroport Meals On Wheels Report – A copy of the July MMOW report, as
well as a cumulative report, are included in your packet.
B. Call A Ride Southlake Report – A copy of the CARS cumulative report is
included in your packet.
C. City Manager’s Office Report – Assistant to the City Manager Lauren
LaNeave will present an update to the Commission. No packet
documents.
Senior Advisory Commission
Meeting Date – September 11, 2018
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
D. Community Services Department Report – Hospitality & Sales Manager
Ashley Newhart will present the July Senior Center Dashboard Report. A
copy of the report is included in your packet.
E. Senior Services Report – Senior Services Coordinator Soheila Mashat-
Phelps will update the Commission on current and future senior
programming and events. No packet documents.
5. Agenda Item No. 5. Adjournment
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, September 11 – Senior Advisory Committee meeting, 1:00 p.m., The Marq
• Tuesday, September 11 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Wednesday, September 12 – Meet the Mayor, 5:30 p.m., On Point Acupuncture &
Wellness, 596 North Kimball Avenue, Suite 110, Southlake
• Tuesday, September 18 – City Council meeting, 5:30 p.m., Council Chambers
• Saturday, September 22 – Masterworks Concert, 7:00-8:30 p.m., Town Square
• Tuesday, September 25 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Saturday, September 29 – National Night Out/Fire Prevention Week/Rotary DPS
Appreciation Event, 5-8:00 p.m., Southlake Town Square
• Tuesday, October 2 – City Council meeting, 5:30 p.m., Council Chambers
• Friday, October 5 thru Sunday, October 7 – Oktoberfest, Southlake Town Square
• Tuesday, October 9 – Senior Advisory Committee meeting, 1:00 p.m., The Marq
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 – September 11, 2018
Page 3 of 3
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)
Ashley Newhart, Hospitality & Sales Manager, 817-748-8918, (anewhart@.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:
August 14, 2018
LOCATION: Senior Activity Center
The Marq Southlake
285 Shady Oaks Drive
Southlake, Texas
Members Present: Chair Beverly Blake, Vice Chair MaryLee Alford, Secretary Marge Kyle,
and SAC members Ed Grondahl, Barbara Patty, Esther Spickler, Kathryn Orler (Alt #1) and
David Barnes (Alt #2)
Commission Members Absent: Natasha Siebach
Staff Members Present: Deputy Director of Community Services Candice Edmondson,
Hospitality & Sales Manager Ashley Newhart, Deputy Director of Economic Development &
Tourism Daniel Cortez
Guests: Mary King, MMOW Executive Director, Brighton Greene, CARS Chairman, CARS
Vice Chair Ernest Meyer, former Senior Advisory Commission members Lou Braun and
Bernie McCauley
1. CALL TO ORDER
Chair Beverly Blake called the meeting of the Senior Advisory Commission to order
at 1:00 p.m.
2. PUBLIC FORUM – Vice Chair MaryLee Alford opened Public Forum at 1:00 p.m.
Bernice McCauley, former Senior Advisory Commission member, 900 Wild Wood,
Southlake, spoke concerning construction workers parking in the lot at the Senior
Activity Center.
There being no one else to address the Commission, Public Forum was closed.
3. REPORTS
3A. METROPORT MEALS ON WHEELS
Metroport Meals On Wheels (MMOW) Executive Director Mary King presented the
MMOW report and reviewed participation and financial statistics for the congregate
and home delivered meals programs. A copy of the May and June 2018 MMOW
reports and the 2018 cumulative report were included in the meeting packet.
3A - 1
Senior Advisory Commission
Minutes of the August 14, 2018
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3B. CALL A RIDE SOUTHLAKE
Call A Ride Southlake (CARS) Chairman Brighton Greene reviewed the quarterly
ridership report to the Commission and answered questions.
CARS Vice Chair Ernie Meyer was introduced to the Commission. Mr. Meyer will fill
the CARS Chair position in January 2019 when Mr. Greene resigns.
CARS has engaged the services of Brand Storm Marketing to advertise and promote
CARS services and develop materials to help with the recruitment of drivers.
3C. SOUTHLAKE SENIOR FUNDING, INC.
Southlake Senior Funding, Inc. representative Bernie McCauley presented the report
and was available to answer questions regarding SSFI activities. A breakdown of
SSFI’s financial support to Southlake senior programs was provided. SSFI has
supported senior programs through their purchase art supplies for art classes,
sponsoring field trips and the Senior Art Show, as well as other special events
programs and events. Last year SSFI providing funding of $6,900 for senior activities.
The SSFI organization consists of eleven volunteers, eight of which who are not
Southlake residents. SSFI has concerns the new Non-Resident Senior Center
Membership Fee ($75/year) may impact their volunteers’ support of Southlake senior
programs.
3D. CITY MANAGER’S OFFICE
Assistant to the City Manager Lauren LaNeave will provide a report on 2019 City
budgets to the Commission at the September meeting.
3E. ECONOMIC DEVELOPMENT
Economic Development & Tourism Deputy Director Daniel Cortez updated the
Commission on development projects within the City, including the Carillon
Development, Westin Hotel, Chapel Crossing Medical Center, and other
developments, and was available to answer questions. The 3rd Quarter Development
Review Report was distributed and reviewed.
3F. COMMUNITY SERVICES
Hospitality & Sales Manager Ashley Newhart presented an overview of the May and
June Senior Center Dashboard Reports and was available to answer questions.
3A - 2
Senior Advisory Commission
Minutes of the August 14, 2018
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3G. SENIOR SERVICES
The Senior Services Report will be presented at the September meeting.
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 JULY 17, 2018 REGULAR SENIOR
ADVISORY COMMISSION MEETING.
Chair Beverly Blake presented the Consent Agenda, including approval of the
minutes of the July 17, 2018 meeting. Senior Advisory Commission did not have
changes or corrections to the meeting minutes.
APPROVED
A motion was made to accept the minutes of July 17, 2018 meeting as presented.
Motion: Alford
Second: Barnes (Alt#2)
Ayes: Alford, Grondahl, Orler (Alt#1), Barnes (Alt#2)
Nays: None
Abstention Blake, Kyle, Pappy, Spickler (absent 7/17/18 meeting)
Vote: 4-0-4
Motion passed.
5. CONSIDER
5A. APPROVE SENIOR ADVISORY COMMISSION 3rd QUARTER REPORT
Hospitality & Sales Manager Ashley Newhart presented the 3rd Quarter SAC Report
for feedback and comments. The Report will be inserted in the City Council meeting
packets for the September 18, 2018 meeting. Beginning with 1st Quarter SAC Report
for 2019 (Oct-Nov-Dec 2018), staff will look at including the MMOW and CARS data
into the SAC Quarterly Report.
APPROVED
A motion was made to approve the 3rd Quarter SAC Report.
Motion: Alford
Second: Spickler
Ayes: Alford, Blake, Grondahl, Kyle, Pappy, Spickler, Orler (Alt#1)
Nays: None
Abstention None
3A - 3
Senior Advisory Commission
Minutes of the August 14, 2018
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Vote: 7-0
6. DISCUSSION
6A. REVIEW FY 2019 CEDC SENIOR SERVICES OPEARTING BUDGET
Deputy Director of Community Services Candice Edmondson provided an update on
the FY 2019 CEDC senior services operating budget and the FY 2019 General Fund
Budget.
The proposed FY 2019 CEDC Operating Budget was approved by the Community
Enhancement and Development Corporation at their July 24, 2018 meeting.
Non Agenda Items
The City is currently looking into making improvements to the parking lot at The Marq
Southlake.
7. ADJOURNMENT
APPROVED
A motion was made and unanimously approved to adjourn the meeting.
Beverly Blake, Chair Community Services Department
A digital recording of this meeting is available by request in the Office of the City Secretary.
3A - 4
3A - 5
Metroport Meals On Wheels
P. O. Box 204
428 N. Hwy 377
Roanoke, TX 76262
Monthly Report
Detail Report on Congregate Luncheon
Month of: July 2018
Division: Southlake
7/2/2018 7/9/2018 7/16/2018 7/23/2018 7/30/2018 Monthly Totals
Previous Year
Totals
(5 luncheons)
Southlake Seniors 34 31 27 23 35 150 143
# of Other Seniors 72 41 42 44 42 241 239
# Volunteers 15 14 14 8 17 68 43
Staff 1 1 1 1 1 5 5
Others 4 0 2 4 0 10 13
To Go Meals 0 0 0 0 0 0 0
Meals left for city 10 5 3 20 0 38 55
TOTAL
ATTENDANCE 136 92 89 100 95 512 498
Volunteer Hours 64 60 60 36 72 292 192
Restaurant Used Feedstore Golden
Corral Chuy's Asian Top Joe's Pizza
# Meals ordered from
Centralized Kitchen 150 100 100 80 85 515 500
$ Cost of Food
Ordered 530.00 $ 382.50 $ 500.00$ 320.00 $ 322.30 $ 2,054.80$ $2,080.48
Supplemental Food 194.92 $ 136.94 $ 115.94$ 89.87 $ 177.63 $ 715.30$ $551.83
Non-food Items 58.48 $ 32.24 $ 10.98$ 15.79 $ -$ 117.49$ $210.20
$ Collected for Food
Served 368.00 $ 260.00 $ 239.00$ 265.00 $ 273.00 $ 1,405.00$ $1,366.00
$ Collected for Other
Reasons*-$ -$ -$ -$ -$ -$ $0.00
Free w/potluck dish 0 0 0 0 0 0 0
Not eating 0 0 0 0 0 0 0
New/ No Pay/City
Employees 11 3 5 3 7 29 34
90+ non pay 11 7 8 8 11 45 27
4A - 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 83 108 141 154 103 126 150 1197 1028
Non-resident Seniors 267 161 197 153 203 225 245 162 191 241 2045 1416
# Volunteers 39 18 22 25 36 27 41 24 41 68 341 250
MMOW Staff 5 3 3 3 4 4 5 3 4 5 39 34
Not eating 0 0 0 0 0 0 0 0 0 0 0 0
90+ non pay 38 24 25 25 31 32 43 24 32 45 319 183
1st Visit-No Pay 23 16 16 0 24 36 34 62 38 29 278 153
No Pay-other 0 0 1 33 0 0 0 0 0 0 34 9
City Employees--No Pay 0 0 0 0 0 0 0 0 0 0 0 27
Others 10 4 7 9 11 12 10 12 6 10 91 136
To Go Meals 0 8 0 0 0 0 0 0 0 0 8 82
Meals left for city 72 61 49 47 40 70 69 50 66 38 562 186
TOTAL ATTENDANCE 607 390 404 378 457 547 601 440 504 586 0 0 4914 3160
Total Paid Meals 420 256 281 236 311 366 399 265 317 391 0 0 3242 2444
Volunteer Hours 176 84 105 112 160 168 184 108 180 292 1569 1102
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
Feestore/
Joe'sPizza/
Chuy's/ Golden
Corral/ Asian
Top
Feedstore/
Asian
Top/MMOW
City/Fireen
Feedstore/
Joe's/ Golden
Corral/Asian
Top
Feedstore/Golde
n
Corral/Chuy's/Asi
an Top/Joe's
Pizza
# Meals ordered from
Centralized Kitchen 545 325 320 300 400 420 525 699 405 515 4454 3,190
$ Cost of Food Ordered $ 2,083.50 $ 1,286.84 $ 1,287.33 $ 1,021.75 $ 1,782.50 $ 1,737.00 2,142.50$ 1,369.00$ 1,695.51$ 2,054.80$ 16,460.73$ 14,161.07$
Supplemental Food Cost $ 767.24 $ 552.30 $ 604.96 $ 450.77 $ 659.97 $ 726.25 863.70 $ 341.70 $ 603.80$ 715.30$ 6,285.99$ 4,525.22$
Non-food Items Cost $ 63.01 $ 38.54 $ 69.87 $ 24.96 $ 105.36 $ 93.01 134.84 $ 126.52 $ 153.06$ 117.49$ 926.66$ 1,731.24$
Staff & Program Support &
Mileage $ 2,308.13 $ 2,352.94 $ 2,306.79 $ 2,308.87 $ 2,324.30 $ 2,325.45 2,328.99$ 2,396.18$ 2,320.31$ 2,330.89$ 23,302.85$ 18,326.25$
Total Meal Cost $ 5,221.88 $ 4,230.62 $ 4,268.95 $ 3,806.35 $ 4,872.13 $ 4,881.71 $ 5,470.03 $ 4,233.40 $ 4,772.68 $ 5,218.48 $ - $ - 46,976.23$ 38,743.78$
$ Collected for Food
Served $ 1,577.00 $ 945.00 $ 925.00 $ 845.00 $ 1,171.00 $ 1,460.00 1,460.00$ 989.75 $ 1,112.00$ 1,405.00$ 11,889.75$ 9,278.00$
$ Collected for Other
Reasons* $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - - $ - $
Total $$ Collected 1,577.00$ 945.00 $ 925.00 $ 845.00 $ 1,171.00$ 1,460.00$ 1,460.00$ 989.75 $ 1,112.00$ 1,405.00$ - $ - $ 11,889.75$ 9,278.00$
4A - 2
4B - 1
Total Membership:1386
54New Members:
Program Attendance
4
Average Visits Per Guest:Number of MMOW Lunches Hosted:
5
Visitors
69%
31%
New Members by Gender
Female
Male
Senior Activity Center
July 2018
Membership &
Program Attendance
255
577
428
113
13 12 22 17 3 0
0
100
200
300
400
500
600
700
55-64 65-74 75-84 85-94 95-105
Membership by Age
Total
Membership
New Members
53 61
33 42 52
32 40 26
81
44
18 20 11 11 10 6 13 7 16 11
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
43 0
309
7 0 34
0
100
200
300
400
Movies & Art Dances Bridge, Bingo &
Memoirs
Social
Total Attendees Average Attendence
0 0
12
22
0 0
12
22
0
10
20
30
History Technology Life Planning Trips
Educational / Cultural
Total Attendees Average Attendence
464
52
12 13
0
200
400
600
Fitness Classes Wellness Seminars
Fitness / Wellness
Total Attendees Average Attendence
Trips:
The Lion King @ Fair Park, 22 Attendees
Most well attended social program:
Duplicate Bridge on 7/23, 43 Attendees
Most well attended fitness program:
Chair Yoga, Average 20 per class
67%
33%
Total Members by Gender
Female
Male
52% 48%
New Members by Residency
Resident
Non-Resident
46% 54%
Total Members by Residency
Resident
Non-Resident
1472
401
0
500
1000
1500
2000
Visitors
Visitors
Total Visits Unique Visits
391
78
0
100
200
300
400
500
Lunch Visitors
MMOW
Total Attendees Average Attendence
4D - 1
1 Ed Grondahl a a a a a r a a 88%9.75 2018 79%
2 MaryLee Alford a r a a a a a a 88%7.5
3
Natasha
Siebach a r a a a a a r 75%6.25
4 Barbara Pappy r a r r a a r a 50%7
5 Esther Spickler a a a a r a a a 88%7.75
6 Beverly Blake a a a a a a r a 86%8.5
7 Marge Kyle a a a a r a r a 75%6.5
Alt 1 Kathryn Orier r a a a a a a a 88%9.25
Alt 2 David Barnes a r r a a a a a 75%7
78%67%78%89%78%89%67%89%a In attendance
Total Hours 0.5 2.25 0.5 0.5 2 1.5 1.25 1.25 9.75 r Not present; no substitute
m Substitute in attendance
n Vacant position
0 Meeting Canceled
*No quorum; Meeting Canceled
Change in Representative
Average
Monthly
Attendance
Meeting Attendance
Rate (includes
substitutions)
11/13/18 12/11/18
3/9/17 Jim Miller, Alternate #1 resigned
8/14/18 9/11/18 10/9/18 10/9/18
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 7/17/18
Individual
Attendance
Rate
Hrs To
Date
Packet Insert - SAC Attendance Report