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2008-11-11 SAC PacketCITY OF © SOUTHLAKE MEMORANDUM October 27, 2008 TO: Senior Advisory Commission FROM: Amanda Troum, Senior Activity Center Coordinator SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, November 11, 2008 at 1:00 p.m. Please note the meeting date and time will be usual time -- Tuesday, November 11 at 1:00 P.M. Agenda Item No. 2. Administrative Comments: There are no items this agenda. Aaenda Item No. 3A. Consent: Approval of the Minutes from the October 14, 2008 regular 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 atroum ci.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 for an update 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. 6. Agenda Item No. 7. Report: Metroport Meals on Wheels - This standing item is placed to allow monthly and quarterly reports to the Commission from MMOW representatives Mary King or Darla Fowler and to discuss present and future issues with the program. Agenda Item No. 8. Report: Facilities Update — Current & Future/New — This item is a standing item for the Commission members to receive information about progress being made in connection with current and future facilities. 8. Agenda Item No 10 Consider: 2009 Community Services Agreement with Metroport Meals on Wheels — The Metroport Meals on Wheels (MMOW) is a non- profit organization that provides meals for Southlake seniors. Meals are provided each Tuesday at the Senior Center as part of the congregate meal program. Meals are also delivered to the homes of seniors who are Southlake residents. The proposed agreement includes funding for MMOW in the amount of $12,600 for 2009 to support their organization. Funding is available in the FY 2008-09 budget. There are no substantive changes to the proposed agreement with funding remaining at the same level as the previous year. 9. Agenda Item No 11 Discussion: Senior Center Progress — This is a standing item to allow discussion about the proposed senior center facility. 10. Agenda Item No 12 Discussion: Formation of a non-profit "Friends of Senior Center' organization —This item is placed on the agenda to allow Commission members to ask questions and discuss the possibility of forming a non-profit, "Friends of Senior Center," organization. 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. 6 CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION: Tuesday, November 11, 2008 LOCATION: Southlake Senior Activities Center 307 Parkwood Drive Southlake, Texas 76092 TIME: 1:00 P.M. REGULAR SESSION: 1. Call to Order There are no items this agenda. 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 October 14, 2008 regular Senior Advisory Commission meeting minutes. REGULAR AGENDA: 4. Public Forum 5. Report: CARS (Sohelia Phelps) 6. Report: Southlake Senior Activities 7. Report: Metroport Meals on Wheels (Mary King/Darla Fowler) 8. Report: Facilities update — Current & Future/New 9. Consider. 2009 Community Services Agreement with Metroport Meals on Wheels (MMOW) 10. Discussion: Senior Center progress (standing item) 11. Discussion: Formation of a non-profit "Friends of Senior Center' organization Senior Advisory Commission Meeting Date — November 10, 2008 Page 2 of 2 12. Adjournment 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, November 7, 2008 by 5:00 p.m. pursuant to Chapter 551 of the Texas Government Code. City Secretary If you plan to attend this pu 10d,rr,jk'5and have a disability that requires special needs; please advise the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you. OFFICIAL MINUTES Not Approved by the Senior Advisory Commission CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION October 14, 2008 Senior Activity Center MEMBERS AND ALTERNATES PRESENT: David Baltimore (Chairman), Jean Boland, Charlie Boyd, Craig Hayes, Bill Kyle (Vice Chair), Marge Kyle (Secretary), Dick McCauley and Nancy Sporn MEMBERS AND ALTERNATES ABSENT: Cleta Pierce EX OFFICIO MEMBERS AND GUESTS PRESENT: Soheila Phelps, CARS; Mary King, MMOW Chair; Darla Fowler, MMOW Coordinator STAFF PRESENT: Amanda Troum, Senior Services Coordinator and Kerry McGeath, Community Services Deputy Director Agenda Item No. 1. Call to Order Interim Chairman David Baltimore called the meeting to order at 1:07 p.m. Aaenda Item No. 2. Administrative Comments Oath of Office was administered to newly appointed Senior Advisory Commission member Dick McCauley. Agenda Item No 3 Approval of the September 29 2008 Senior Advisory Commission meeting minutes with correction of Dick McCauley's name. A motion was made to approve the minutes as presented. Motion: B. Kyle Second: McCauley Ayes: Baltimore, Boland, Boyd, Hayes, B. Kyle, M. Kyle, McCauley and Sporn Nays: None Abstention: None Vote: 8-0 Motion carried. Agenda Item No. 4. Public Forum There were no items at this time. Agenda Item No. 5. Report: CARS (Soheila Phelps) Minutes of the October 14, 2008 Senior Advisory Commission Page 1 of 2 3 R , OFFICIAL MINUTES Not Approved by the Senior Advisory Commission Soheila Phelps, CARS representative, reported two new riders and one new volunteer driver for the month of September. She also reported that the medical trips had a slight decrease; although, the personal needs trips had increased and the senior center trips had remained steady for the month. Agenda Item No 6 Report Southlake Senior Activities (Bill Kyle) Bill Kyle, Steering Committee Chairman, reported that Nancy Sporn had volunteered to be the liaison between the Steering Committee and the Senior Advisory Commission and that she would be presented and voted on at the next Steering Committee meeting in November. Agenda Item No 7 Report Metroport Meals on Wheels (Darla Fowler, Mary Kin Mary King, MMOW Chair, reported there were two Southlake home delivered meals in the month of September. Darla Fowler, MMOW Coordinator, reported that the attendance numbers in September continued to increase. She also reported that for the month of November there would only be three Tuesday luncheons due to the Thanksgiving holiday. Agenda Item No 8 Report Facilities Update — Current & Future/New (Amanda Troum Kerry McGeath) Kerry McGeath, Community Services Deputy Director, fielded questions about the progress of the future facility as well as the planning and development process. This is a standing item and will be revisited at the next meeting. Agenda Item No. 10. Adjournment A motion was made to adjourn the meeting at 1:30 p.m. Motion: Sporn Second: Boland Ayes: Baltimore, Boland, Boyd, Hayes, B. Kyle, M. Kyle, McCauley and Sporn Nays: None Abstention: None Vote: 8-0 Motion carried. David Baltimore, Chair Chris Tribble, Interim Director Community Services Department A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY SECRETARY. Minutes of the October 14, 2008 Senior Advisory Commission Page 2of2 -5A-'X- DCITY OF SOUTHLAKE MEMORANDUM October 27, 2008 TO: Senior Advisory Commission FROM: Amanda Troum, Senior Activity Center Coordinator SUBJECT: 2009 Community Services Agreement with Metroport Meals on Wheels (MMOW) Action Requested: Senior Advisory Commission recommendation for approval of 2009 Community Services Agreement with Metroport Meals on Wheels (MMOW). Background Information: The Tuesday congregate meal program is currently part of the weekly activities at the Senior Activity Center. Seniors pay $3.00 for the meal, which is provided by MMOW through various vendors. City funding helps cover MMOW staff, supplies, and administrative costs for the Tuesday program and supplements the home delivered meals. The proposed agreement outlines the services to be provided by MMOW, defines the term of the agreement, and requests funding of $12,600 for the upcoming year representing no change in financial support from the 2008 agreement. There are no substantive changes to the agreement from the previous year. Financial Considerations: MMOW requests funding of $12,600 for the Tuesday congregate meal program and the home delivered meal program. Funding is available in the approved FY 2008-09 Community Services division budget for this expenditure. There is no change in funding from the previous year. Citizen Input/ Board Review: MMOW representative Mary King reviewed the proposed agreement and did not recommend any changes. Wam Senior Advisory Commission Meeting Date — November 11, 2008 Page 2 of 6 Legal Review: The community services agreement contains no substantive changes and is being reviewed by the City Attorney. Alternatives: Alternatives include: ■ Recommendation for approval of Community Services Agreement as presented ■ Recommendation for approval of Community Services Agreement with input as desired ■ Recommendation not to approve Community Services Agreement as presented Supporting Documents: Supporting documents include: • Proposed Agreement for Community Services with Metroport Meals on Wheels Staff Recommendation: Senior Advisory Commission recommendation for approval of 2009 Community Services Agreement with Metroport Meals on Wheels (MMOW). M Senior Advisory Commission Meeting Date — November 11, 2008 Page 3 of 6 2,666. AGREEMENT FOR COMMUNITY SERVICE BETWEEN CITY OF SOUTHLAKE AND METROPORT MEALS ON WHEELS STATE OF TEXAS § COUNTY OF TARRANT § THIS AGREEMENT is entered into by and between the City of Southlake, Texas a home rule municipal corporation located in Tarrant County and Denton County, Texas, acting by and through its duly authorized Mayor (hereinafter referred to as City'), and Metroport Meals (fin Wheels (hereinafter referred to as "MMOW), a nonprofit organization operating in the City of Southlake as an organization described in section 501 (c) 3 of the Internal Revenue Code, acting by and through its duly authorized Executive Director (hereinafter referred to as "Coordinator"). WHEREAS, the purpose of MMOW is to deliver hot meals to homes of the elderly in Southlake, Grapevine, Collerille, Keller, Argyle, Trophy Club, Westlake, Justin, Haslet, Roanoke, IfaT i `) 1 k Bedford, Northlake, Bartonville, Aurora, Boyd, Newark, Rhome, and North Richland Hills and to manage senior programs and activities as needed to citizens of these communities; and WHEREAS, City and MMOW desire to enter into an Agreement whereby MMOW will provide meals and social services to the seniors of the Southlake community and others as referred by City; NOW, THEREFORE, City and MMOW do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES The scope of Service shall include: MMOW 1. To coordinate, organize and run the weekly (Tuesday) Southlake senior congregate luncheon program and associated Tuesday activities. 2. To organize volunteers to plan and support Southlake's Tuesday congregate lunch program and home delivered meal program to Southlake residents. M Senior Advisory Commission Meeting Date — November 11, 2008 Page 4 of 6 3. Order necessary meals, cover costs and organize delivery of meals to homes of Southlake senior residents Monday through Friday, and also for the Tuesday congregate lunch program and associated activities. 4. Track attendance and costs associated with the weekly congregate lunch program and the home delivered meal program. Prepare and provide reports to the City on a monthly basis, due the 2"d Tuesday of each month. 5. Perform general clean up following each event, return tables to original locations and secure the facility. 6. Provide a monthly updated roster of participants to include name, address, city, phone number and emergency information. 7. A Metroport Meals Oln Wheels representative will attend the monthly meeting of the Senior Advisory Commission to provide a report and statistics. city 1. Provide the facility each Tuesday from 9:00 am to 2:00 p.m. 2. Provide a City liaison to provide guidance and direction to MMOW and monitor activities. SECTION 2 MMOW'S OPERATIONS 1. Hours of Operation for the congregate lunch program shall be from 10:00 am to 2:00 p.m. every Tuesday and shall be defined by the City of Southlake Senior Advisory Commission, City of Southlake Community Services Department and MMOW. 2. MMOW shall operate in accordance with its own approved by-laws. 3. MMOW Board of .�IM" shall meet periodically. The time, date, place, and agenda of those meetings shall be solely defined by MMOW. The City liaison shall be apprised of all board meetings, and the liaison may participate at all scheduled meetings. 4. The City shall have the right to review the books and records kept incident to the services provided by MMOW to the City. 9,q Senior Advisory Commission Meeting Date — November 11, 2008 Page 5 of 6 SECTION 3 PAYMENT FOR SERVICES City agrees to pay to MMOW the sum of $12,600 for the period of January 1, — December 31, payable in quarterly payments of $3,150, to help cover the cost of the following: 1. A Senior Congregate Luncheon Coordinator provided through MMOW to perform services described in Section 1. 2. Supplies provided by MMOW such as paper plates, cups, napkins, paper towels, a�� table cloths is p for the fourth Tuesday craft activity held prior to the congregate luncheon. 3. Subsidize the cost of food for those persons unable to pay for their meals. This includes meals served at the weekly congregate lunch and for home delivered meals for the elderly of Southlake. 4. Individuals who can afford to pay for the senior center luncheon meal will be charged a maximum of $3.00 per person. MMOW has the option to waive the luncheon fee if an individual brings a covered dish for the luncheon or if the individual is unable to pay. Individuals who can afford to pay for the home delivered meal will be charged only the actual cost of the meal not to exceed $3.00 per person. Any increase in this fee shall be approved by the City of Southlake Senior Advisory Commission and the City of Southlake. SECTION 4 TERM OF AGREEMENT 1. The term of this agreement shall be for a period of one (1) year beginning January 1, WIN and ending December 31,. This agreement may be renewed for up to three successive one-year periods beginning on January 1 and ending on December 31 of each year upon written agreement of both parties. Execution of the 10 Agreement constitutes the 00o"successive, one-year renewal period upon written agreement of both parties. 2. Either party may terminate this Agreement upon 30 days written notice to the other party. Upon termination, or if MMOW ceases to provide services under this Agreement, MMOW shall return any unexpended funds paid pursuant to this Agreement. M Senior Advisory Commission Meeting Date — November 11, 2008 Page 6 of 6 SECTION 5 INDEPENDENT CONTRACTOR In performing the services hereunder, MMOW is acting as an independent contractor, and shall not be deemed an employee, agent or partner of the City. Neither party shall have the authority to make binding representations or agreements on behalf of the other. SECTION 6 NO WAIVER OF GOVERNMENTAL IMMUNITY Notwithstanding any provision of this Agreement to the contrary, nothing contained in this agreement shall be construed to limit or waive any governmental or sovereign immunity of the City, or any immunity applicable to its officers, agents, servants or employees. IN WITNESS WHEREOF the City and MMOW have executed this agreement as of this day of , 200_ Approved as to legal form: Attorney at Law Mayor, City of Southlake Executive Director, MMOW