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1997-12-09 City of Southlake, Texas SENIOR ADVISORY COMMISSION 9 December 1997 Meeting Minutes Members Present: Chairman Dick Johnston, Martha Greenberg, Zena Rucker, Fran Weiser, Wanda Buschman Members Absent: Linda Moore, Aloha Payne Ex Officio Members Present: Rose Hampshire City Staff Present: Shelli Siemer, Senior Community Services Coordinator; Kevin Hugman, Community Services Manager; Nona Whitehead, Community Services Coordinator. Agenda Item No. 1: Call to Order Chairman Johnston called the meeting to order at 1:08 p.m. on Tuesday, 9 December 1997. Agenda Item No. 2: A1212roval of Minutes for 11 November 1997 Meeting A Motion was made to accept the minutes as revised. Agenda Items 4, 5, 6, 8 add report for Southlake Seniors, 10. Motion: Wanda Buschman Second: Martha Greenberg Ayes: 5 Nays: 0 Approved: 5-0 Abstain: 0 Agenda Item No. 3: Administrative Comments Shelli Siemer introduced Kevin Hugman, the Community Services Manager, who will discuss the Policies & Procedures along with Nona Whitehead. Agenda Item 5. Agenda Item No. 4 Report: Metronort Meals On Wheels - November Statistics & Quarterly Report Rose Hampshire passed out corrected October report and the November report. The Southlake Seniors had not been separated from total number of seniors in October. Statistics for third quarter and Financial statement were passed out. (See reports) Dick Johnston remarked that there was a marked increase in attendance from October to November. It was noted by Dick Johnston that costs for the third quarter were less than income. Rose stated that basically the cost of the food is paying for itself. It will be interesting to see the fourth quarter report to compare. Fran Weiser commented on how well run the luncheons are. Those who are attracted who live outside of Southlake consider the program one of the best. Agenda Item No. 5 Consideration: Policies & Procedures Nona started with the Senior Adult Activity Center Use Policy. Additions are as follows. Page l: A definition of adult is those who are at least (18) eighteen years of age. Page 2, 2nd Paragraph, 2nd to last sentence: To insure the safety of the primary patrons the Senior Center shall only be available to adult programming. (Will not allow programming for children, scouts, etc.) Page 3, #7: wording not quite right. Bingo will be limited to Southlake Senior meetings only. Canasta groups may be an allowable exception. Alcohol is not allowed on City property. Dick asked about Page l: Regular Hours, strike on Monday. Martha requested that on Page 4: All after hour activities should be scheduled to end at 11:00 p.m. instead of 10:00 p.m. Dick suggested on Page 1 a definition for a non-regular meeting be defined. Page 2, Primary use of the Senior Center is by resident seniors. The secondary use is for extended use beyond hours, 1 explained Nona. SPIN meetings are already scheduled. When Senior Center is used five days a week for Senior programming, it will not be used for other groups during the day. Page 3, #4: Question was asked about availability of a phone to the Seniors without it being an emergency. Use of the Center phone is not for social use. #6, volunteers are going to be asked to help keep kitchen clean. All areas shall be left as found. Trash needs to be put back in receptacles. #8. Coffee Fund: Dick does not feel we need it in our Senior Use Policy. It was suggested #8 be removed. Kevin stated that the City will not be responsible for coffee. Coffee services are expensive. Page 4: This facility shall close for bad weather days declared by the City of Southlake, remove the reference to Carroll ISD. Nona stated the only change in Donation Policy is in Item 2.d. any stipulation proposed by the donor will be reviewed by Kevin. Dick suggested the title should read Senior Adult Activity Center Donation Policy. This Policy will be effective immediately as soon as approved by City Council. A check with certain stipulations may not be accepted. Anything with a budget impact, liability, or permanent fixture will go to City Council for approval. A Motion was made to accept Senior Adult Activity Center Use Policy as amended. Motion: Fran Weiser Second: Wanda Buschman Ayes: 5 Nays: 0 Approved: 5-0 Abstain: 0 A Motion was made to accept Senior Adult Activity Center Donation Policy as amended. Motion: Martha Greenberg Second: Wanda Buschman Ayes: 5 Nays: 0 Approved: 5-0 Abstain: 0 Agenda Item No. 6 Rel2ort: Eubank's House Renovation for Senior Center Shelli Siemer updated. Framed in new addition. Roofing was completed. Materials and labor were all donated. Electrical wiring is in place for existing structure. Saturday the addition will be wired. Trinity Contractors came forward for the mechanical (hearing and air conditioning) with two new units, a five and four ton unit. Another company is installing the units. The duct work is not donated at present, but Shelli is working on it. The windows will be delivered on 11th. Still some carpentry work to be done. Hopefully the insulation will be done this week. Would like to have the dry wall finished before Christmas. Then propane heat fixtures will be brought in to make it more comfortable for inside work. The plan is to open in February. The three Mulberry trees will be removed in the back. Nona stated the Mayor is going to donate all the front room furniture. There was a handout of donations. Seating capacity will be checked by Shelli. Agenda Item No. 7 Report: Assisted Care/Indellendent Living Facility Dick Johnston stated he attended the meeting at Mr. Owens home. Questioned if everyone was acquainted with the plans for Assisted Care Facility. The (Owens) group is making a contribution toward the Senior Center. If it passes the legal aspects they may be able to share their facilities with others in community, exercise and such. We will keep close watch for the opening /so that Southlake residents can sign up first. 2 Agenda Item No. 8 Retzort: Northeast Tarrant County Senior Issues Committee Martha Greenberg had a work session meeting to compile information gathered. Tomorrow's meeting will also involve the same thing. No report. Agenda Item No. 9 Report: Southlake Seniors - Report on Activities Planned Fran Weiser stated a program is being planned concerning Fraud Against Seniors to be given by Josh in January. He has been collecting materials on this. Martha mentioned a speaker from the Attorney General's Office who speaks on this subject. (See Senior Committee Meeting Minutes & Southlake Senior Program Participation Survey) Agenda Item No. 10 Discussion: Goals & Objective Dick Johnston asked that we review Goals & Objectives before next meeting to see if there is anything not understood. Agenda Item No. 11 Discussion: Senior Tree Farm Proposal Dick Johnston made a presentation to Parks Board concerning the Tree Farm. First suggestion is that the first step be developed at new Senior Center. Second step is to go before City Council to have tract approved since this is not Park land. (See Handout Regarding Senior Tree Farm) It was suggested by Martha that the Garden Club should be involved. There have been several tracts offered by residents for Tree Farms. The first step has been taken. The trees will be grown for the beautification of the City of Southlake. The $1500 would come from donations. Nona asked if there are Senior men who have volunteered to help with project? Dick stated in the affirmative. The watering will be by irrigation. The program is not planned to compete with tree farmers in the area. Agenda Item No. 12 Discussion: Other Items Nona mentioned that as people are volunteering, the volunteers will be subjected to a Criminal Background Search. Seniors In Need is Zena's responsibility. Martha , Dorothy Cosgrove, Diane Collins, and Zena have divided the sixty (eighty years and older) on their list into fifteen a piece. After the Holidays they will ease into contacting these people. First with an invitation to come to the luncheon and then with a follow up brochure about what there is for Seniors in Southlake. If they show any interest at all the four will follow up with a phone calls. Dick mentioned that a data base is being compiled with Senior services available. Nona has said the Open House will be Feb. 10th. There are already programs scheduled. Dick suggested that we ask the age be lowered for the Senior Advisory Commission. Fran Weiser suggested that we open up the position to one or two younger people but keep the age at fifty-five so that we do not end up with all young people who are not experienced with the problems of seniors. There being no further business, Fran Weiser made the Motion to adjourn, Zena Rucker seconded it. The time was approximately 3:04 p.m. z e, r~ X__ DY, Dick J s n, Chairman ATTEST: Aloha Payne, Secr ry 3 City of Southlake, Texas ~I MEMORANDUM December 4, 1997 TO: Senior Advisory Commission Members FROM: Shelli Siemer, Community Services Coordinator SUBJECT: Regular Meeting on December 9, 1997 Regular Monthly Meeting Enclosed is a copy of the agenda for the monthly meeting on Tuesday, December 4, 1997 at 1:00 p.m. held at the Community Center at Bicentennial Park. Please review the attached November 11 meeting minutes, prior to our meeting on Tuesday. Also review the enclosed policies and be prepared to discuss and vote on the approval of the policies. If you have any questions or comments please call me at 481-5581 ext. 806. Thank You for all of your hard work and dedication. J N" Southlake Seniors Steering Committee Meeting Minutes November 4, 1997 Attendance: Josh Weiser, Bill Cosgrove, Fran Weiser, Don Owens, Dorothy Cosgrove, Lenora Herron, Rose Hampshire, Nona Whitehead Chairman Josh Weiser called the October (delayed one week) meeting to order. Secretary, Fran Weiser, read the minutes of the September meeting. They were accepted as read. Nona Whitehead will supervise use of the renoyated Senior Center with help and input from Southlake Seniors. City personnel will also help. A variety of programs (such as City Firemen doing blood pressure checks) will be provided, with Tuesdays reserved for Southlake Seniors luncheons and activities. Nona will also help Dorothy Cosgrove with publicity as needed. No fees will be charged for daytime Senior programs. The Center will be availabvle for Seniors during the day. Nona is drawing up rules for use and scheduling of the Center. Craft and computer equpment and supplies will be locked up when not being used. City security measures will be taken at all times. Rules are being developed for receiving and accepting donations for the Center. Storage is not available at this time. Dorothy Cosgrove was congratulated for good coverage of Senior activities by the press. The program on Senior Nutrition by people from Baylor was well received. Lenora Herron is now looking into a program on Fraud Against the Elderly. A representative from Rockenbach Elementary School will talk briefly at the November 11 lunch about their Grandfriends Program which seeks to involve Seniors working with 18 classrooms of children. Work on the Senior Center is progressing well. Many Seniors are involved and will help to supply lunch at the site on Saturday and Sunday November 15 and 16. Members of the Senior Commission are in charge of the lunch. Chairman Josh Weiser declared the meeting adjourned. Respectfully submitted, Fran Weiser, Secretary SOUTHLAKE SENIORS PROGRAM PARTICIPATION SURVEY Please indicate your likely participation in the following activities. Your answers will be used in planning trips for Seniors by the Recreation Department and also new activities for Southlake Seniors. Likely Participation in DAY TRIPS Yes Maybe No 8 5 3 Cattlemen's Museum in Fort Worth 13 2 2 Dallas Arboretum 8 7 5 Fossil Rim Wildlife Center and Granbury 2 7 4 Lo Cabin Village in Fort Worth 9 7 1 Go see bluebonnets in the spring 0 4 8 Texas Rangers Game 4 8 3 Symphony or opera performance 7 5 4 Southfork Ranch 7 5 6 Fort Worth Zoo 9 2 4 Dallas Farmers Market 13 4 0 Christmas Light Tour 9 6 2 Azelea Trail in Tyler 9 3 1 Dogwood Tour in East Texas 9 6 3 Lunch trips to small towns in the area 1 2 2 Festivals Such as: Italian, Greek, German, etc. 0 7 6 Visits to Retirement Homes 1 3 10 Weekly Grocery Store Trips Circle the day(s) of the week you would prefer for day trips: Monday Tuesday Wednesday Thursday Friday Saturday 3 4 9 11 4 1 (OVER) Likel-v anticipation in NEW PROGRAMS at Senior Center: Yes Maybe No 14 1 4 Binao 2 4 7 Bridge 11 3 1 Dominos 9 8 2 Gentle Exercise 7 7 1 Arts and Crafts Type 4 4 5 Quilting 4 4 4 Horse Shoes 3 7 4 Shuffle Board 4 6 2 Discussion Group Subjects -Current Events, Calligraphy 6 4 2 Book Club 3 7 3 Speaker Subjects -Stamps 5 3 5 Medical Tests 1 Other Ceramics Circle the day(s) of the week you would prefer for NEW ACTIVITIES at the Senior Center: Monday Tuesday Wednesday Thursday Friday Saturday 4 3 9 8 5 1 Other Comments- Note: A total of 23 ballots were counted. 11/25/97 'Metroport Meals On Wheels 3rd Quarter 1997 Date. 12/8197 P O Box 204 Income/Expense Report Quarter Ending: 9130/97 504 N Oak Street Southlake Congregate Luncheon Roanoke, TX 76262 Income: City of Southlake $ 1,248.00 'Collected for Craft Project Collected at Cong. Lunch I $ 954 50 Dedicated Donations for Southlake $ 2,202.50 Donated/In Kind ! Kroger (Baked Chickens) $ 52.50 $ 52.50 Expenses: Meal Expense ; $ 95000 Craft/Activities Craft Project $ 191 04 Bingo Cards 129 00 $ 320.04 Supplies - Luncheon Napkins, plates, etc. Kitchen supplies, food 99.22; $ 99.22 Administrative Calendar, Labels, etc. 13.751 i i $ 13 75 Newsletter Postage 44.80 $ 44.80 Sr. Director Salary $ 562.22 (based on 8 hr wk x $8/hr) $1,990.03 3rd Quarter 97 817/431-1141 - Office 1218/974.17 PM 817/491-0661 - Fax Metroport Meals On Wheeis September 1997 Date P 0 Box 204 Income/Expense Report Quarter Ending: 504 N Oak Street Southlake Congregate Luncheon Roanoke TX 76262 Income: City of Southlake $ 416 00 Collected for Craft Project Collected at Cong. Lunch $ 337 50 i r $ 753 50 Donated/In Kind Kroger (5 Baked Chickens) $ 17 50 $ 17 50 1 Expenses: Meal Expense $ 325 00 Craft/Activities Craft Project $ 100.00 $ 100 00 Supplies - Luncheon Napkins, plates, etc. Kitchen supplies, food 17.48; $ 17.48 Newsletter Postage j I Sr. Director Salary $ 128 04 (based on 4 hr wk x $8/hr $ 570 52 Expense 817/431-1141 - Office 12/8/973 33 PM 8171491-0661 - Fax Metroport Meals On Wheels August 1997 Date P O Box 204 Income/Expense Report Quarter Ending: 504 N Oak Street Southlake Congregate Luncheon Roanoke, TX 76262 Income: City of Southlake $ 416 00 Collected for Craft Project Collected at Cong. Lunch $ 282.00 Dedicated Donations for Southlake $ 698.00 Donated/In Kind Kroger (5 Baked Chickens) $ 17 50 Maguire Prts, Slake New- comers, etc. (bingo prizes) ? $ 17.50 1 Expenses: Meal Expense $ 250 00 Craft/Activities Craft Project Second Yr Ann Flowers Supplies - Luncheon I ~ I Napkins, plates, etc. i Kitchen supplies, food $ - Newsletter Postage 2561 $ 25.60 Sr. Director Salary $ 147 76 4 hrs x $8 00 x 52 weeks ! $ 423.36 August Expense 817/431-1141 - Office 12/81972:33 PM '0 171491-0,661 - Fax Metroport Meais Or Wheels September 1997 Date P 0 Box 204 Income/Expense Report Quarter Ending: 504 N Oak Street Southlake Congregate Luncheon Roanoke, TX 76262 Income: City of Southlake $ 416 00 Collected for Craft Project Collected at Cong. Lunch $ 335 00 Dedicated Donations for Southlake $ 751.00 Donated/In Kind Kroger (5 Baked Chickens) $ 17 50 $ 17 50 Expenses: Meal Expense $ 375 00 Craft/Activities Craft Project $ 91.04 Bingo Cards 129.00 $ 220 04 Supplies - Luncheon Napkins, plates, etc. Kitchen supplies, food ! 5.99; $ 5.99 Administrative j Calendar, Labels, etc. 13.75 $ 13 75 Newsletter Postage 1920 $ 19.20 Sr. Director Salary $ 295 52 (based on $ hr wk x $8/hr $ 929 50 September Expense 817/431-1141 - Office 12/8/971 48 PM °'71^91-0661 /1 -Fax V Metroport Meals On Wheels Monthly Report Month of: Nov 1997 P 0 Box 204 Detail Report on Congregate Luncheon Division: Southlake 504 N Oak Street Roanoke, TX 76262 Monthly Week Date 4-Nov 11-Nov 18-Nov 25-Nov otals # Southlake seniors 28 29' 26 26, 109 # Omer Seniors 10 18 20 ! 131 61 # Volunteers/Director 7 7 g 5 28 i # Others 4 3 3 1 11 TOTAL ATTENDANCE 49 57 58 45 209 i #Who Paid 32 431 18 36 129 # Who Brought Potluck 12 8 36. 311 59 i # Meals ordered from Centralized I j Kitchen 43 431 0 40I 126 i $ Cost of Food Ordered $10750 $10750 0 $10000 $31500 S Collected for Food Served $8000 $10750 $4500 $9000 $322.50 $ Collected for Omer Reasons $4 50 $4 50 Notes Free 1 2 1 3 7 Not eating 4 4 3 3 14 Rose Hampshire 817/491-1141- office excel/detail.xls signature 817/491-0661 -fax tiletroport Meals On Wheels Monthly Report Month of, Oct. 1997 P O Box 204 Detail Report on Congregate Luncheon Division Southlake 504 N. Oak Street Roanoke, TX 76262 Monthly Week Date 7-Oct 14-Oct 21-Oct 28-Oct otals # Southlake Seniors 23 27 22 22 94 # Other Seniors 9 12' 8 16 45 # Volunteers/Director, 7 8 7 7 29 # Others 0 3 1 6 10 TOTAL ATTENDANCE 39 50 38 51 178 #Who Paid 29 40' 14 34 117 # Who Brought Potluck 5 3 21 6 35 # Meals ordered from Centralized Kitchen 40 401 0 40!. 120, i $ Cost of Food I Ordered $100.00 $100.00 0 $100.00 $300.Q0 $ Collected for Food Served $72.50 $10000 $3500 $8500 $292.50 $ Collected for Other Reasons 0 Notes. Free 1 4 0 3 8 Not eating 4 3 3 8 18 Rose Hampshire 8171491-114 % office excel/detail.xls signature 817/491-0661 -fax