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2007-09-11 SAC PacketCity of Southlake, Texas MEMORANDUM August 29, 2007 TO: Senior Advisory Commission FROM: Amanda Troum, Senior Activity Center Coordinator SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, September 11, 2007 at 1:15 p.m. i. Agenda Item No 2 Administrative Comments: A. Orientation Meeting - A group orientation meeting for all new (and current) members of council -appointed boards and committees will be held Wednesday, October 17 530 p.m. in Southlake Town Hall. A welcome reception will be held prior to the orientation meeting in the Town Hall lobby. Following a brief overview by the mayor, city manager, city attorney and various directors, each board will meet separately with their specific director to receive further instruction about their particular board's requirements. Invitations will be mailed to each of our Board members. 2. Agenda Item No 3A Approval of the Minutes from the August 14, 2 007 Senior Advisory Commission meeting - Should you have any changes or additions to these minutes, please let Amanda Troum, Senior Center Coordinator, know in advance and/or make it part of the motion for consideration. Amanda may be reached at (817) 748-8398, or by e-mail at atroumaci. southlake. tx. us. 3. Agenda Item No. 4. Public Forum - This is the public's opportunity to address the Commission about non -agenda items. During this proceeding it is important that the Commission not deliberate (discuss among yourselves) or take action on any item brought up at this time. 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. 4. Agenda Item No. 5. Report: CARS - This item is a standing item on the agenda to allow Ms. Fry to update Senior Advisory Commission on CARS issues and provide statistical reports. 5. Agenda Item No 6 Report: Southlake Senior Activities - This item is a standing item in order for the Commission members to receive information about monthly events and activities from Dorothy Cosgrove. 6. Agenda Item No 7 Resort Metroport Meals on Wheels - This standing item is placed to allow monthly and quarterly reports to the Commission from MMOW Senior Advisory Commission Members Meeting Date — September 11, 2007 Page 2 representatives Mary King or Darla Fowler and to discuss present and future issues with the program. 7. Agenda Item No 8. Consider — There are no Consider issues for this item. 8. Agenda Item No 9A Discussion: Programming Space Review — This item is in response to comments regarding existing and future programming space needs, how those needs impact current scheduling of the Center, and to identify potential off -site alternative locations for programs. 9. Agenda Item No 9B Discussion: Senior Services UNT Analysis — The City of Southlake has contracted the University of North Texas (UNT) to do a Needs Assessment Project to review and identify services for our Southlake senior population. Dr. Sue Lurie, professor at UNT, will be at your meeting Tuesday to collect information as part of the Needs Assessment Project. 10, Adiournment 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 at (817) 748.8398. City of Southlake, Texas SENIOR ADVISORY COMMISSION: Tuesday, September 11, 2007 LOCATION: Southlake Senior Activities Center 307 Parkwood Drive Southlake, Texas 76092 TIME• 1:15 p.m. REGULAR SESSION: I . Call to Order ADMINISTRATIVE COMMENTS: 2. Administrative Comments A. Orientation Meeting CONSENT AGENDA: All items listed below are considered to be routine by the Senior Advisory Commission and will be enacted with one motion. There will be no separate discussion of items unless a Commission member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. 3. Consent A. Approval of the August 14, 2007 Senior Advisory Commission meeting minutes. REGULAR AGENDA: 4. Public Forum 5. Report: CARS (Donna Fry) 6. Report: Southlake Senior Activities (Dorothy Cosgrove) 7. Report: Metroport Meals on Wheels (Mary King/Darla Fowler) 8. Consider: There are no Consider items this agenda. 9. Discussion: A. Programming Space Review B. Senior Services UNT Analysis 10. Adjournment Senior Advisory Commission Meeting Meeting Date —Tuesday, September 11, 2007 Page 2 of 2 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, September 7, 2007 by 5:00 p.m. pursuant to Chapter 551 of the Texas Government Code. Lori Payne, TRJvlt> City Secretary �UL If you plan to attend this pitbjic'm¢•Oanhave a disability that requires special needs, please advise the City Secretary 48 Yiou{adnce at 817.784.8016, and reasonable accommodations will be made to assist you. OFFICIAL MINUTES Not Approved by the Senior Advisory Commission CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION August 14, 2007 Senior Activity Center MEMBERS AND ALTERNATES PRESENT: Jeane Alexander, Chair; David Baltimore, Vice Chair; Jean Boland, (Alternate 2), Charles Boyd, Dorothy Cosgrove, Bill Kyle, Margie Kyle, and Cleta Pierce MEMBERS AND ALTERNATES ABSENT: Nancy Sporn EX OFFICIO MEMBERS AND GUESTS PRESENT: Mary King, Chairman of MMOW, Darla Fowler, MMOW coordinator, and Donna Fry, CARS representative STAFF PRESENT: Steve Polasek, Director of Community Services, and Amanda Troum, Senior Services Coordinator Agenda Item No. 1. Call to Order Chairman Alexander called the meeting to order at 1:30 p.m. Agenda Item No. 2. Administrative Comments A. Oath of Office — The Oath of Office was administered to newly reappointed Senior Advisory Commission members: David Baltimore, Margie Kyle, and Cleta Pierce. Agenda Item No. 3. Consider: Election of Officers — The Commission agreed to maintain the same officers for 2007-08 as held the previous year: Chair — Jeane Alexander; Vice Chair — David Baltimore, and Secretary — Margie Kyle. A motion was made that the Senior Advisory Commission officers remain the same in the 2007- 2008 year. Motion: B. Kyle Second: Boland Ayes: Alexander, Baltimore, Boland, Boyd, Cosgrove, B. Kyle, M. Kyle, and Pierce Nays: None Abstention: None Vote: 8-0 Motion carried. Agenda Item No 4 Approval of the July 10 2007 Senior Advisory Commission meeting minutes A motion was made to approve the minutes as presented. Minutes of the February 13, 2007 Senior Advisory Commission Page I of 3 3 A - OFFICIAL MINUTES Not Approved by the Senior Advisory Commission Motion: M. Kyle Second: Baltimore Ayes: Alexander, Baltimore, Boland, Boyd, Cosgrove, B. Kyle, M. Kyle, and Pierce Nays: None Abstention: None Vote: 8-0 Motion carried. Agenda Item No. 5. Public Forum Chairman Alexander opened Public Forum. Mr. Boyd had concerns about the capacity of the Center and the parking lot due to increased activities and more participants at the Senior Center. He recommended that a portable classroom could be installed behind the center. Mr. Kyle recommended using the Lodge building at Bicentennial Park, the third floor in the Town Hall building or the Southlake Public Library. Director Polasek said City Council is aware of the spatial issues at the Senior Center and that the matter is being reviewed. Staff will report back to the Commission at a future date. Mr. Polasek reminded commission members of the Budget Update Workshop meetings to be held September 4 and September 18. Public Forum was closed. Aeenda Item No. 6. Reoort: CARS (Donna F CARS Chairman Donna Fry presented the CARS report for July 2007. Ms. Fry reported that there was one new rider in June and one in July. She reported that the number of qualified users for the month of July was 190, with the majority of the trips being to the Southlake Senior Center. Ms. Fry stated that the new office manager, Sohelia Phelps, would be arranging the transportation only and not driving the clients. At the August meeting, Ms. Fry will report on the "current trip requests not filled" numbers for the month of July. Aaenda Item No. 7. Renort: Southlake Senior Activities (Dorothy Cosgrove Dorothy Cosgrove reported that the Spanish Class on Thursday mornings is well attended and that the Southlake Public Library book review was a great addition to the centers activities. She also stated that the painting class and the Red Hats activities would resume in September after Labor Day, Ms. Cosgrove reported that Jean Boland will begin buying and collecting gifts to sell at the Senior Center during the holiday season and the funds raised will be donated to C.A.R.S. She also stated that during the month of August, the Senior Center participants are asked to check their current contact information in order to update the Senior Center Roster. Minutes of the February 13, 2007 Senior Advisory Commission Page 2 of 3 3 p_ a OFFICIAL MINUTES Not Approved by the Senior Advisory Commission Agenda Item No. 8. Report: Metroport Meals on Wheels (Mar} King(Darla Fowler) Mary King, Chairman of MMOW, reported that the numbers in attendance for the Tuesday Luncheons have increased. She also stated that in July, 139 meals were left for the Wednesday Bridge group. Darla Fowler, MMOW coordinator, reported that many new themed luncheons are being planned. She also reported that the regular volunteers would resume when school started. Agenda Item No. 9. Adjournment A motion was made to adjourn the meeting at 1:40 p.m. Motion: Pierce Second: Cosgrove Ayes: Alexander, Baltimore, Boland, Boyd, Cosgrove, B. Kyle, M. Kyle, and Pierce Nays: None Abstention: None Vote: 8-0 Motion carried. Jeane Alexander, Chair Steve Polasek, Director of Community Services A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITYSECRETARY. Minutes of the February 13, 2007 Senior Advisory Commission Page 3 of 3 3P,-3 Please sign in to have an accurate record of your attendance. Senior Advisory Commission Meeting Tuesday, August 14, 2007 Name (please print) Address (if changed) Phoneor Email' if chan ed c l.. 6P,,t� City of Southlake, Texas MEMORANDUM September 5, 2007 TO: Senior Advisory Commission FROM: Amanda Troum, Senior Activities Center Coordinator SUBJECT: Programming Space Review Action Requested: Senior Advisory Commission discussion and input as it relates to programming space needs and opportunities. Background Information: City staff has been asked to investigate alternative sites that may provide additional accommodations for existing and expanded programming since the center is nearing its maximum scheduling capacity. The investigation and review will include current scheduling of the senior facility and space needs to date and exploring opportunities for off -site programming while recognizing potential staffing, parking and availability issues. Given the on- going City-wide facility site review, as well as parking limitations, staff does not currently support any modifications to the existing Senior Center or placement of temporary structures. Rather, opportunities exist for use of potential off -site locations which may include, but are not limited to, the Library, the Lodge at Bicentennial Park, DPS West Community Room, and Town Hall meeting rooms. Financial Considerations: Not applicable. Financial Impact: Not applicable. Citizen Input/ Board Review: Not applicable. Legal Review: Not applicable. Alternatives: Not applicable. Supporting Documents: Senior Center Scheduling Calendar Staff Recommendation: Senior Advisory Commission discussion and input as it relates to facility usage opportunities for current and future expansion of senior programs. I-M O