2019-02-12 SAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
February 7, 2019
AGENDA NOTES WITH TIMES
TO: Senior Advisory Commission
FROM: Ashley Newhart, Hospitality and Sales Manager
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, February 12, 2019 at 1:00 p.m.
Time 1:00 – 2:00 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.
3. Agenda Item No. 3. Discussion:
A. City Manager’s Office Report – Assistant to the City Manager Lauren
LaNeave will provide a presentation to the Commission. No packet
documents.
B. Economic Development Report – Deputy Director of Economic
Development & Tourism Daniel Cortez will present an update to the
Commission on development projects within the City. No packet
documents.
C. Metroport Meals On Wheels Report – MMOW Executive Director Mary
King will present a quarterly report to the Commission . A copy of the
December MMOW detail report, as well as a 2018 cumulative report, are
included in your packet.
D. Call A Ride Southlake Report – CARS Chairman Ernie Meyer will present
a quarterly report to the Commission. A copy of the CARS 2018
cumulative report is included in your packet.
Senior Advisory Commission
Meeting Date – February 12, 2019
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
E. Southlake Senior Funding, Inc. – A SSFI representative will present a
quarterly report to the Commission. No packet documents.
F. Community Services Department Report – Hospitality & Sales Manager
Ashley Newhart will present the December Senior Center Report along
with an update on Champion’s Club construction . A copy of the December
2018 dashboard report is included in the packet.
G. Senior Services Report – Senior Services Coordinator Soheila Mashat-
Phelps will update the Commission on current and future sen ior
programming and events. No packet documents.
Estimated Time: 2:00 – 2:15pm
4. Agenda Item No. 4. Consent:
A. Approve the January 8, 2019 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 –
Ashley Newhart will present the SAC 1st Quarter Dashboard Report. A
copy of the report is included in the packet. If approved, the report will be
included in the March 5, 2019 City Council meeting packet.
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, February 12 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Tuesday, February 12 – Senior Advisory Committee meeting, 1:00 p.m., The Marq
• Wednesday, February 13 – Health & Wellness Committee meeting, 6:00 p.m., Town
Hall, 3rd floor
• Tuesday, February 19 – City Council meeting, 5:30 p.m., Council Chambers
• Tuesday, February 26 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Tuesday, March 5 – City Council meeting, 5:30 p.m., Council Chambers
Senior Advisory Commission
Meeting Date – February 12, 2019
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
• Tuesday, March 12 – S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Tuesday, March 12 – 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.
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 fr ee to call me.
Kind Regards,
Ashley Newhart
anewhart@ci.southlake.tx.us
(817) 748-8918
285 Shady Oaks Drive, Southlake, Texas 76092-6242
STAFF INFORMATION:
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us)
Kate Meacham, Deputy Director of Community Services, 817-748-8018, (kmeacham@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)
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 2018
Division: Southlake
12/3/2019 12/10/2019 12/17/2019
12/24/2019
No
Luncheon Monthly Totals
Previous Year
Totals
(3 luncheons)
Southlake Seniors 50 38 40 128 84
# of Other Seniors 59 33 64 156 197
# Volunteers 10 9 12 31 22
Staff 1 1 1 3 3
SL Staff/City
Employees-Others 5 7 1 13 7
To Go Meals 0 0 0 0 0
Meals left for city 0 12 25 37 49
TOTAL
ATTENDANCE 125 100 143 0 0 368 362
Volunteer Hours 44 40 52 136 105
Restaurant Used Feedstore Meat U
Anywhere
Meat U
Anywhere
# Meals ordered from
Centralized Kitchen 125 100 130 0 355 320
$ Cost of Food
Ordered 500.00 $ 500.00 $ 260.00$ -$ -$ 1,260.00$ 1,287.33$
Supplemental Food 210.90 $ 195.28 $ 221.14$ -$ -$ 627.32$ 604.96$
Non-food Items 50.00 $ 48.62 $ 13.66$ -$ -$ 112.28$ 162.38$
$ Collected for Food
Served 396.00 $ 236.00 $ 368.00$ -$ -$ 1,000.00$ 925.00$
$ Collected for Other
Reasons*-$ -$ -$ -$ -$ -$ -$
1st time-Non pay 10 4 10 0 0 24 36
90+ non pay 14 8 13 0 0 35 25
3C - 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: 2018 To Date
Division: Southlake
Oct-18 Nov-18 Dec-18 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 YTD Totals
Prior YTD
Totals
Southlake Seniors 163 118 128 0 0 0 0 0 0 0 0 0 409 332
Non-resident Seniors 240 172 156 0 0 0 0 0 0 0 0 0 568 625
# Volunteers 40 25 31 0 0 0 0 0 0 0 0 0 96 79
MMOW Staff 5 3 3 0 0 0 0 0 0 0 0 0 11 11
90+ non pay 50 36 35 0 0 0 0 0 0 0 0 0 121 87
1st Visit-No Pay 43 24 24 0 0 0 0 0 0 0 0 0 91 75
City Employees--No Pay 9 8 13 0 0 0 0 0 0 0 0 0 30 21
To Go Meals 0 0 0 0 0 0 0 0 0 0 0 0 0 8
Meals left for city 200 59 37 0 0 0 0 0 0 0 0 0 296 182
TOTAL ATTENDANCE 750 445 427 0 0 0 0 0 0 0 0 0 1622 1258
Total Paid Meals 403 290 284 0 0 0 0 0 0 0 0 0 977 957
Volunteer Hours 180 112 136 0 0 0 0 0 0 0 0 0 428 365
Restaurant Used
Feedstore/Chilos
o's/Meat U
Anywhere/Joe's
Pizza & Pasta/
Asian Top
Feedstore/
Meat U
Anywhere/
Asian Top
Feestore/Meat
U Anywhere
Feedstore/Joe's/
Chuy's/Golden
Corral/Asian Top
# Meals ordered from Centralized
Kitchen 525 325 355 0 0 0 0 0 0 0 0 0 1205 1,190
$ Cost of Food Ordered $ 2,172.53 $ 1,550.00 $ 1,260.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 4,982.53 4,657.67$
Supplemental Food Cost $ 612.52 $ 602.83 $ 627.32 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 1,842.67 1,924.50$
Non-food Items Cost $ 141.18 $ 82.78 $ 112.28 $ - $ - $ - $ - $ - $ - $ - $ - $ - 336.24$ 313.93$
Staff & Program Support & Mileage $ 2,134.39 $ 2,143.81 $ 2,152.16 $ - $ - $ - $ - $ - $ - $ - $ - $ - 6,430.36$ 6,967.86$
Total Meal Cost $ 5,060.62 $ 4,379.42 $ 4,151.76 $ - $ - $ - $ - $ - $ - $ - $ - $ - 13,591.80$ 13,863.96$
$ Collected for Food Served $ 1,371.00 $ 1,139.00 $ 1,000.00 3,510.00$ 3,447.00$
$ Collected for Other Reasons* $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - - $ - $
Total Sr.Ctr. $$ Collected 1,371.00$ 1,139.00 $ 1,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 3,510.00$ 3,447.00$
3C - 2
3
C
-
3
3
C
-
4
--~---------------------:---------------------------------------
)
MonthlySummary of Service Providedto Seniors and Handicapped -2018
Jan Feb March ~ril May June July Aug Sep Oct Nov Dec Totals
Newly Qualified Users 4 0 0 4 0 5 5 3 7 5 4 3 40
ITotal Qualified Users 444 444 444 448 448 453 458 46,1 468 473 477 480 480
Total Volunteer Drivers 23 22 23 25 25 25 24 24 24 24 24 24 24
Unduplicated Users Served this Month 12 11 8 7 9 8 9 11 13 19 15 13 135
Volunteer Drivers Used this Month 23 21 23 24 21 21 23 24 21 22 23 20 23
Driver Personal Vehicle Miles 868 556 827 928 893 724 884 1225 1001 1432 929 674 10941
Driver Hours 31 20 30 36 32 25 32 45 35 49 33 24 392
Trips Cancelled by User 28 15 16 13 14 7 5 45 44 54 50 29 320
Trip Requests Not Filled 4 2 3 8 3 12 8 7 15 48 33 27 170
Pick up More Than Ten Minutes Late 4 0 1 0 0 1 0 0 0 1 0 0 7
Driver Failed to Make Pick up 1 0 0 0 0 0 0 0 0 0 2 0 3
Van Miles 0 0 0 0 0 0 0 0 0 0 0 0 0
One Way Trips
Medical! Dental 26 16 27 25 32 22 35 41 23 33 27 18 325
Southlake Senior Center 51 38 41 54 45 41 58 66 88 134 80 55 751
Personal Needs 8 7 10 8 8 9 4 9 8 6 8 3 88
Shopping 0 2 2 2 0 2 2 0 2 2 0 0 14
Business 0 0 0 0 0 0 0 0 0'0 0 0 0
Other Senior Centers 34 17 31 41 33 19 44 68 32 49 36 26 430
Other 0 0 0 0 0 0 0 0 0 0 0 01 01
Total One Way Trips 119 80 111 130 118 93 143 184 153 224 151 102 1608
Rider Groups
Seniors &Handicapped>54 93 64 86 106 90 75 124 158 137 203 134 90 1360
Handicapped <=54 26 16 25 24 28 18 19 26 16 21 17 12 248
Total 119 80 111 130 118 93 143 184 '153 224 151 102 1608
*Closed fortwoweeks between Christmas and NewYears
3D - 1
Total Membership:547
29New Members:
Program Attendance
4
Average Visits Per Guest:Number of MMOW Lunches Hosted:
3
Visits
55%
45%
New Members by Gender
Female
Male
Senior Activity Center
December 2018
Membership &
Program Attendance
100
224
169
50
4 13 8 8 0 0
0
50
100
150
200
250
55-64 65-74 75-84 85-94 95-105
Membership by Age
Total
Membership
New Members
81
101
45 55 50
24
47 26
75
36 20 20 11 14 17 6 12 5 19 9
0
20
40
60
80
100
120
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
40 47 218
10 47 31
0
100
200
300
Movies & Art Dances Bridge, Bingo &
Memoirs
Social
Total Attendees Average Attendence
0 0 0
28
0 0 0
28
0
10
20
30
History Technology Life Planning Trips
Educational / Cultural
Total Attendees Average Attendence
540
0 13
0
0
200
400
600
Fitness Classes Wellness Seminars
Fitness / Wellness
Total Attendees Average Attendence
Trips:
Texas Tenors "Deep in the Heart of Christmas, 28 Attendees
Most well attended social program:
December Dance, 47 Attendees
Most well attended fitness program:
Chair Yoga, Average 20 per class
65%
35%
Total Members by Gender
Female
Male
83%
17%
New Members by Residency
Resident
Non-Resident
68%
32%
Total Members by Residency
Resident
Non-Resident
1344
356
0
500
1000
1500
Visits
Visits
Total Visits Unique Visits
284
95
0
50
100
150
200
250
300
Lunch Attendees
MMOW
Total Attendees Average Attendence
3F - 1
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission Meeting Minutes:
JANUARY 8, 2019
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, Kathryn Orler, Barbara Pappy, Esther Spickler, Patty
Howell (Alt #1), Greta Schumacher (Alt #2)
Commission Members Absent: None
Staff Members Present: Hospitality & Sales Manager Ashley Newhart, and Senior Services
Coordinator Soheila Phelps
Guests: CARS officer Ernie Meyer, SSFI representative and former SAC member Bernie
McCauley
1. CALL TO ORDER
Chair Beverly Blake called the meeting of the Senior Advisory Commission to order
at 1:02 p.m.
An announcement, prayer, and moment of silence was held in honor of former SAC
member and officer Charlie Boyd who passed away this week.
2. PUBLIC FORUM – Chair Beverly Blake opened Public Forum.
There being no one else to address the Commission, Public Forum was closed.
3. DISCUSSION
3A. METROPORT MEALS ON WHEELS REPORT
A copy of the October and November MMOW detail reports, as well as a 2018
cumulative report, were included in the meeting packet.
3B. CALL A RIDE SOUTHLAKE REPORT
The Commission received a copy of the CARS 2018 cumulative report in the meeting
packet. Call A Ride, Inc. Chairman Ernie Meyer provided comments about the report
statistics and CARS activities, CARS officer elections, advertisements, and signage.
4A - 1
Senior Advisory Commission
Meeting Minutes of the January 8, 2019
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CARS received a suggestion to investigate if CARS could be included in one of John
Huffman’s weekly podcast.
3C. COMMUNITY SERVICES REPORT
Hospitality & Sales Manager Ashley Newhart presented the November Senior Center
Dashboard Report, membership and registration information, an update on
Champions Club, and was available to answer questions.
3D. SENIOR SERVICES REPORT
Senior Services Coordinator Soheila Mashat-Phelps updated the Commission on
current and planned activities and programs, the quarterly newsletter, senior eblasts,
and responded to questions.
4. CONSENT
CONSENT AGENDA Consent Agenda items are considered routine by the
Commission and are enacted with one motion.
4A. APPROVAL OF THE MINUTES FROM THE NOVEMBER 13, 2018 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
Chair Beverly Blake presented the Consent Agenda, including approval of the
minutes of the November 13, 2018 meeting. Comments were made about the title of
the minutes document.
APPROVED
A motion was made to accept the minutes of November 13, 2018 meeting as
presented.
Motion: Alford
Second: Kyle
Ayes: Alford, Blake, Grondahl, Kyle, Pappy, Spickler, Orler
Nays: None
Abstention None
Vote: 7-0
Motion passed.
5. CONSIDER
5A. ELECTION OF OFFICERS FOR SENIOR ADVISORY COMMISSION
Chair Beverly Blake presided over the election of a Senior Advisory Commission
chairman, vice chairman and secretary. Hospitality & Sales Manager Ashley Newhart
presented an overview of each officer duties.
4A - 2
Senior Advisory Commission
Meeting Minutes of the January 8, 2019
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
The election was conducted by anonymous ballot vote. Ballots were tallied by Senior
Services Coordinator Soheila Phelps and verified by Hospitality & Sales Manager
Ashley Newhart. The result of the ballot vote was: Chairman – Beverly Blake; Vice
Chairman – MaryLee Alford; and Secretary – Marge Kyle. Officers will serve a two-
year term or until successors are elected.
APPROVED
A motion was made to confirm the results of the ballot results. (Chair Beverly Blake,
Vice Chair MaryLee Alford, and Secretary Marge Kyle)
Motion: Blake
Second: Grondahl
Ayes: Alford, Blake, Grondahl, Kyle, Pappy, Spickler, Orler
Nays: None
Abstention None
Vote: 7-0
Motion passed.
6. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 2:00 p.m.
Motion: Pappy
Second: Kyle
Ayes: Alford, Blake, Grondahl, Kyle, Pappy, Spickler, Orler
Nays: None
Abstention None
Vote: 7-0
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
369 67%422 43%
178 33%560 57%
9.84
9.94
FY18 Net Promoter Score:
Comments
FY19Q1 Net Promoter Score:
Program Attendance
FY18 Total Membership:982
Resident:
Non-Resident:
Net Promoter Score
FY19 Total Membership:547
Resident:
Non-Resident:
Senior Activity Center
FY2019 - Q1
October 2018 - December 2018
Membership & Program Attendance
115
179
103
21
4
86
163
95
24
1
64
224
199
64
9 14
61
74
26
3
0
50
100
150
200
250
55-64 65-74 75-84 85-94 95-105
Membership by Age
Resident FY18
Resident FY19
Non-Resident FY18
Non-Resident FY19
232 212
379
925
1339
1791
19 13 42 24 12 14
0
200
400
600
800
1000
1200
1400
1600
1800
2000
Programs
4241
5214
548 482
0
1000
2000
3000
4000
5000
6000
FY18 FY19
Visits
Total Visits Unique Visits
*Unique visits captures individual visitors to the Senior Center
Most well attended trips:
Texas Tenors "Deep in the Heart of Christmas, 28 Attendees
Canton Trade Days, 26 Attendees
Most well attended programs:
December Dance, 47 Attendees
Duplicate Bridge on 11/5/2018, 41 Attendees
Most well attended fitness program:
Chair Pilates, Average 23 per class
Comments from our members:
"I attended the medicare Lunch & Learn on 11/27/18 and found it
comprehensive & very informative."
"I went on the Senior Center trip on 12/13/18 to the Grapevine Theatre.
Debora & Randy were very patient, respectful and took good care of us.
Great Event - Thank you for selecting it!"
"Just another terrific example of your quality program trips for all of us."
Res Res Res Res Res Non Non Non Non Non
5A - 1
1 Ed Grondahl a 100%1 2019 100%
2 MaryLee Alford a 100%1
3 Kathryn Orler a 100%1
4 Barbara Pappy a 100%1
5 Esther Spickler a 100%1
6 Beverly Blake a 100%1
7 Marge Kyle a 100%1
Alt 1 Patty Howell a 100%1
Alt 2
Greta
Schumacher a 100%1
100%a In attendance
Total Hours 1 1 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 1/8/19 2/12/19 3/12/19 4/9/19 5/14/19 6/11/19 7/9/19 Hrs To
Date
Average
Monthly
Attendance
Meeting Attendance
Rate (includes
substitutions)
8/13/19 9/10/19 10/8/19 11/12/19 12/10/19
Individual
Attendance
Rate
Packet Insert - SAC Attendance Report