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2006-07-18 OFFICIAL MINUTES Approved by the Senior Advisory Commission 8/8/06 CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION July 18, 2006 Senior Activity Center MEMBERS AND ALTERNATES PRESENT: Jeane Alexander, Chair; Bill Kyle, Margie Kyle, Connie Montague and Gerald Montague, and Cleta Pierce (Alternate 1) and Jean Boland (Alternate 2) MEMBERS AND ALTERNATES ABSENT: David Baltimore and Linda Moore EX OFFICIO MEMBERS AND GUESTS PRESENT: Jesse Ephriam, Adult Librarian, Southlake Public Library; Dorothy Cosgrove, Southlake Seniors Activities Reporter; Mary King, MMOW chairman; Lynn Reed, MMOW Coordinator; and Josh Weiser, CARS representative STAFF PRESENT: Steve Polasek, Director of Community Services; Chris Tribble, Deputy Director of Community Services and Kim Edmonds, Senior Activities Center Coordinator Agenda Item No. 1. Call to Order Chairman Jeane Alexander called the meeting to order at 1:15 p.m. Agenda Item No. 2A. Administrative Comments: Senior Scrapbook for Southlake 50th Anniversary Celebration Kim Edmonds, Elizabeth Lowery, Margie Kyle and Jeane Alexander continue work on the senior scrapbook that will be included in the time capsule for the 50th Anniversary Celebration next month. Individuals have been contacted that will provide a few more pictures of the Senior Center construction and early photos of the building. SAC will have an opportunity to see the final product before it is handed over to the 50th Anniversary Planning Committee. Agenda Item No. 3. Approval of the Minutes from the June 13, 2006 Senior Advisory Commission Meeting The minutes of the June 13, 2006 SAC meeting were approved as read. Motion: C. Montague Second: Pierce Ayes: Alexander, B. Kyle, M. Kyle, C. Montague, G. Montague, Pierce (Alternate 1) and Boland (Alternate 2) Nays: None Abstention: None Vote: 7-0 Motion carried. Minutes of the July 18, 2006 Senior Advisory Commission Page 1 of 4 OFFICIAL MINUTES Approved by the Senior Advisory Commission 8/8/06 The current age requirement to participate in the Senior Advisory Commission is 55 years old per the bylaws and ordinance. Agenda Item No. 4. Public Forum Chairman Alexander opened Public Forum. No one spoke during the public forum. Public Forum was closed. Agenda items were considered out of their regular order. Agenda Item No. 6. Report: Southlake Senior Activities Dorothy Cosgrove briefly reported on the various senior functions and events. She informed the committee about the Steering Committee's upcoming activities including a performance by the Carroll High School choir and changes that are planned by the Committee during the year. The volunteers (co-office managers CARS) that sold sodas at the July 3 Stars & Stripes event were commended for their hard work at the celebration. The new Southlake Senior Directory is now available thanks to the assistance by Elizabeth Lowery. Agenda Item No. 8. Report: TCTS Ridership Report The May TCTS report was distributed. Ridership fees were increased during May as reflected on the report. Staff will contact TCTS to determine whether the increase was an increase billed to the rider or an increase in the dollar billed to the grant. Staff will provide information about how the TCTS program is being promoted to Southlake residents at the next SAC meeting. Agenda Item No. 5. Report: CARS CARS representative Josh Weiser presented the CARS report for June 2006. CARS netted approximately $3,000 from the sale of sodas during the July Stars and Stripes celebration. CARS participation in the event was sponsored by Watermere Residential Center, who paid for all expenses (drinks and for the ice). The CARS Ridership report showed average rides for the month of June. Agenda Item No. 9. Consider: Senior Center Virtual Library Jesse Ephriam, Adult Services Librarian with the Southlake Public Library, presented a proposal for a pilot program for a virtual library to be located at the Senior Center, which would be administered by the library staff. The library recently converted their automation system to a new program which now allows the opportunity to have a virtual library branch off-site from Town Hall. The virtual library will provide access to all the Minutes of the July 18, 2006 Senior Advisory Commission Page 2 of 4 OFFICIAL MINUTES Approved by the Senior Advisory Commission 8/8/06 usual features found at the main library including check-in and check-out services. A designated book shelf would be required by the Center to hold books used for self-service by the patrons to pick up or drop off books and materials. Ordered books would be delivered to the Center Monday, Wednesday and Friday. The term of the book loan would be increased from two weeks to three and there would be no late fees charged. Instruction on how to use the library computer system to order books and other materials would be conducted periodically by library staff. The committee generally favored having a virtual library branch at the Center, however, there was some concern regarding the security and control aspects of the self-service feature. A motion was made to move forward with implementation of a Senior Center virtual library. Motion: B. Kyle Second: Boland Ayes: Alexander, B. Kyle, M. Kyle, C. Montague, G. Montague, Pierce (Alternate 1) and Boland (Alternate 2) Nays: None Abstention: None Vote: 7-0 Motion carried. Agenda Item No. 7. Report: Metroport Meals on Wheels Mary King and Lynn Reed provided the June MMOW report and discussed the attendance information and the influx of volunteers during the summer months. Agenda Item No 10 Consider: Proposed Fiscal Year 2006-07 General Fund and CIP Budgets The internal review of the budget by the City Manager's Office and the Finance Department is still underway at this time and therefore a final draft budget was not available for consideration. The budget item may be brought to SAC at their August 8, 2006 meeting. A motion was made to Table this item until the upcoming meeting. Motion: B. Kyle Second: Boland Ayes: Alexander, B. Kyle, M. Kyle, C. Montague, G. Montague, Pierce (Alternate 1) and Boland (Alternate 2) Nays: None Abstention: None Vote: 7-0 Motion carried. Minutes of the July 18, 2006 Senior Advisory Commission Page 3 of 4 OFFICIAL MINUTES Approved by the Senior Advisory Commission 8/8/06 Agenda Item No. 11. Consider: Final Report Submitted by the Senior Center Improvement Exploration Committee Deputy Director Chris Tribble presented the final report by the Exploratory Committee and requested a recommendation from SAC. A copy of the Report will be attached to the approved meeting minutes on file in the Office of the City Secretary. Director Polasek addressed the report as it relates to the Master Plan and facility and operation needs for the City. A motion was made to accept the Committee's Report as presented with a great deal of gratitude and compliments on a job well done. Motion: B. Kyle Second: Boland Ayes: Alexander, B. Kyle, M. Kyle, C. Montague, G. Montague, Pierce (Alternate 1) and Boland (Alternate 2) Nays: None Abstention: None Vote: 7-0 Motion carried. Agenda Item No. 12. Adjournment The meeting was adjourned at 2:15 p.m. Motion: G. Montague Second: Pierce Ayes: Alexander, B. Kyle, M. Kyle, C. Montague, G. Montague, Pierce (Alternate 1) and Boland (Alternate 2) Nays: None Abstention: None Vote: 7-0 Motion carried. eane Alexander, Chair St a olase , Director of Community Services Attachment: Item No. I 1 - Senior Center Exploration Report A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY SECRETARY. Minutes of the July 18, 2006 Senior Advisory Commission Page 4 of 4 Senior Advisory Commission July 18, 2006 Page 2 of 5 Senior Center Improvements Exploratory Committee Report to Senior Advisory Commission July 18, 2006 4 Aft Aft Senior Advisory Commission July 18, 2006 Page 3 of 5 INTRODUCTION: The Senior Center Improvements Exploratory Committee was established by the Senior Advisory Commission on January 10, 2006, to review and recommend potential improvements to the Southlake Senior Center. COMMITTEE MEMBERS: Cleta Pierce - Co-Chair - appointed by Senior Advisory Commission Amanda Troum - Co-Chair - appointed by Senior Advisory Commission David Baltimore - appointed by Senior Advisory Commission Connie Montague- appointed by Senior Advisory Commission Gerald Montague- appointed by Senior Advisory Commission Kim Edmonds - Staff Liaison Elisabeth Lowery - Staff Liaison Chris Tribble - Staff Liaison SCOPE OF WORK: The following scope of work was developed by the Senior Center Improvements Exploratory Committee, and approved by the Senior Advisory Committee. The general scope of work to be preformed by the Committee included a review of the existing facility to identify needed improvements; the development of a vision/plan with recommendations; and to present a final report to the Senior Advisory Commission to include the information listed above within 120 days. EXISTING FACILITY REVIEW: During the committee's review of the existing facility, the following observations were made. 1. There is no Master Plan in existence to address future Operations, Programs and Capital Improvements that will meet the current and future needs 2. Only 7% of the Southlake senior population is currently accommodated 3. Space within the existing facility is very limited 4. The current maximum capacity is 90 (set by Fire Marshall) 5. On average, 85 people including volunteers and staff attend the weekly luncheon on Tuesdays 6. Programming capability, and/or potential programs and events are limited due to the small space 7. The kitchen is under sized and lacks certain appliances such as an icemaker and warming ovens to accommodate large groups or the preparation of food for large groups 8. Administrative office space is inadequate ~k-3 Senior Advisory Commission July 18, 2006 Page 4 of 5 9. Storage space is inadequate 10. Hallways and door ways are extremely narrow making access for wheelchairs difficult 11. Parking is inadequate 12. The grade of the parking lot entrance is too steep and difficult to navigate 13. There are major acoustical issues in the large room (dining room) 14. Audio system is inadequate CURRENT TRENDS (LOCAL): To assist with gathering comparison information on other facilities in the area, the committee toured three local senior centers (City of Irving, City of Farmer's Branch and City of Carrollton) on March 15, 2006. Information on each Senior Center's facility, programs, and operations, as well as digital images were collected, and used to assist the committee with the development of its Vision/Plan Recommendations. VISION/PLAN RECOMMENDATIONS: Based on the review and findings of the Senior Center Improvements Exploratory Committee, the following recommendations are provided to the Senior Advisory Commission for their consideration: Immediate Priorities (Now) 1. Recommendation for the development of Senior Center Master Plan to address future Operations, Programs and Capital Improvements that will meet the current and future needs 2. The Senior Advisory Commission must continue to keep City Council informed as to the needs and desires of the current and future Southlake senior population 3. As the population continues to age (the senior population in Tarrant County is expected to double by 2010), it is imperative that the Senior Advisory Commission be proactive in keeping the City Council abreast of the current trends/developments in the field of Gerontology (facility design, programming, joint use opportunities, etc.) 4. Recommend placement of the Senior Center expansion within the Capital Improvements Plan Short-Range Priorities (Years 1 - 2) 5. Explore potential funding opportunities to include the development of a 501 (c)(3) funding mechanism as well as opportunities for partnerships with local developers and businesses 6. Remain aware of the opportunities for a joint use campus and facilities (community/recreation center, library, etc.) 7. Develop and enhance marketing strategy Long Range Priorities (Years3 - 5) `Lk Senior Advisory Commission July 18, 2006 Page 5 of 5 8. Expand or replace the Senior Center at the existing location while incorporating the City owned property located at 200 Byron Nelson Pkwy. 9. Transition philosophically and operationally from the Southlake Senior Center to a Southlake Adult Activities Center, in order to meet the needs of Southlake's growing 50 & up population 10. Recommendation to amend the Senior Advisory Commission bylaws to reduce age from 55 years to 50 years 11. Transition to a fee based facility for programs, events, membership, activities, and public use 12. The fees charged should equal the quality and content of the program/activity being offered 13. Facility amenities to include the following: ■ Fitness/Wellness center (fitness equipment, nurses station) ■ Great Room/Auditorium with stage, and serving window access to kitchen ■ Activity rooms (rooms that are multi-purpose/adaptable, arts/crafts, exercise, computer, dance, games, virtual library, multi-media entertainment, meeting, billiards) ■ Indoor aquatics (therapeutic, temperature sensitive, resistance, optimal depth for exercise/fitness, multi-use) Please sign in. Senior Advisory Commission Meeting Tuesday, July 18, 2006 Name (please print) Address (if changed) Phone or Email if changed) f r A r ,~..1" -7 ~1172 M:\WP-FILES\FORMS\Sign In Sheet.doc