2008-12-09 SAC PacketVCITY OF
Fl SOUTHLAKE
MEMORANDUM
November 24, 2008
TO: Senior Advisory Commission
FROM: Amanda Troum, Senior Services Coordinator
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, December 9, 2008 at 1:00 p.m.
Please note the meeting date and time will be usual time -- Tuesday, December 9 at 1:00
P.M.
Agenda Item No. 2. Administrative Comments: There are no items this agenda.
2. A enda Item No. 3A. Consent: Approval of the Minutes from the November 11 2008
regular Senior Adviso Commission meeting. Should you have any changes or
additions to these minutes, please let Amanda Troum, Senior Services 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 Pci. south lake.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,
7. 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. 9. Consider: 2009 Communt Services Agreement with Metroport
Meals on Wheels — This item was Tabled by the Commission at the last meeting.
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. 10. Discussion: Seniors re-entering the work force; Co nitive
Exercise Programs and implementation at senior center - This item is placed on the
agenda to allow Commission members to ask questions and discuss how the Senior
Center can provide assistance to the retired persons in our community who wish to
re-enter the work force.
The Cognitive Exercise Program topic is placed on the agenda to discuss the
possibility of incorporating different programs, via computer or otherwise, for
maintaining mental health and growth at the senior center.
10. Agenda Item No. 11. 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.
11. Agenda Item No. 12. Discussion: Senior Center Progress — This is a standing item to
allow discussion about the proposed senior center facility.
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, December 9, 2008
LOCATION:� Southlake Senior Activities Center
307 Parkwood Drive
Southlake, Texas 76092
TIME: 1:00 P.M.
REGULAR SESSION:
1. Call to Order
2. ADMINISTRATIVE COMMENTS: 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 November 11, 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)
B. Report: Facilities update -- Current & Future/New
9. Consider: 2009 Community Services Agreement with Metroport
Meals on Wheels (MMOW)
10. Discussion: Seniors re-entering the work force; Cognitive
Exercise Programs and implementation at senior
center
Senior Advisory Commission
Meeting Date — December 9, 2008
Page 2 of 2
11. Discussion: Formation of a non-profit "Friends of Senior Center"
organization
12. Discussion: Senior Center progress (standing item)
13. Adjournment
CERTIFICATE
I hereby certify that the above agenda was
at Town Hall, 1400 Main Street, Southlake,
by 5:00 p.m. pursuant to Chaplet4JUTIAAhe
♦♦ r
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Lori Payne, TRM
City Secretary
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posted on the official bulletin boards
Texas, on Friday, December 5, 2008
Texas Government Code.
If you plan to attend this public meeting and 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.
UNOFFICIAL MINUTES
Not Approved by the Senior Advisory Commission
CITY OF SOUTHLAKE
SENIOR ADVISORY COMMISSION
November 11, 2008
Senior Activity Center
MEMBERS AND ALTERNATES PRESENT: David Baltimore, Chairman; Charlie
Boyd, Craig Hayes, Cleta Pierce, and Nancy Sporn
MEMBERS AND ALTERNATES ABSENT: Bill Kyle, Marge Kyle, Jean Boland
and Dick McCauley
EX OFFICIO MEMBERS AND GUESTS PRESENT: 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
Chair Baltimore called the meeting to order at 1:04 p.m. A moment of silence was
observed in remembrance of Bill Kyle, Vice Chair of the Senior Advisory
Commission.
Agenda Item No. 2. Administrative Comments
Amanda Troum, Senior Services Coordinator, distributed "Code of Ethics and
Conduct Acknowledgement Forms" to sign as well as the Open Government
Training information provided by the Office of City Secretary.
Agenda Item No. 3. Approval of the October 27, 2008, Senior Advisory
Commission meeting minutes.
A motion was made to approve the minutes as presented.
Motion:
Sporn
Second:
Boyd
Ayes:
Baltimore, Boyd, Hayes, and Sporn
Nays:
None
Abstention:
Pierce
Vote:
4-0-1
Motion carried.
Agenda Item No. 4. Public Forum
There were no items at this time.
Minutes of the November 11, 2008 Senior Advisory Commission
Page 1 of 3
3A - 1
UNOFFICIAL MINUTES
Not Approved by the Senior Advisory Commission
Agenda Item No. 5. Report: CARS (Kerry McGeath)
Deputy Director of Community Services McGeath reported that CARS is in the
process of reinstating its board of directors. Mr. McGeath also reported that the
City of Southlake is committed to helping the CARS organization in any way
possible. Chair Baltimore stated that the CARS program is a worthwhile service
for senior citizens and encouraged the Senior Advisory members to make
recommendation and suggestions for this program.
A ends Item No. 6. Report: Southlake Senior Activities
No report was given at this time.
Agenda Item No. 7. Report: Metroport Meals on Wheels Darla Fowler Ma
Kin
Darla Fowler, MMOW Coordinator, reported that the Thanksgiving luncheon
would be on November 18, and that there would be four (4) Tuesday luncheons
provided in December. She also reported, by popular vote, there would be a
"New Years Eve" themed luncheon served on Tuesday, December 30.
A enda Item No. 8. Report: Facilities Update — Current & Future/New Amanda
Troum, Kerry McGeath)
Deputy Director McGeath 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. 9. Consider: 2009 Community Service Agreement with
Metroport Meals on Wheels
This item was tabled and will be addressed at the December meeting.
Agenda Item No 10 Discussion: Formation of a non-profit "Friends of Senior
Center" organization
This item was tabled and will be addressed at the December meeting.
Agenda Item No. 10. Adjournment
A motion was made to adjourn the meeting at 1:30 p.m.
Motion:
Boyd
Second:
Sporn
Ayes:
Baltimore, Boyd, Hayes, Pierce and Sporn
Nays:
None
Abstention:
None
Minutes of the November 11, 2008 Senior Advisory Commission
Page 2of3
3A-2
UNOFFICIAL MINUTES
Not Approved by the Senior Advisory Commission
Vote: 5-0
Motion carried.
David Baltimore, Chair
Chris Tribble, Interim Director of Community Services
A CASSETTE TAPE RECORDING OF THE MEETING 1S AVAILABLE FOR
REVIEW 1N THE OFFICE OF THE CITY SECRETARY.
Minutes of the November 11, 2008 Senior Advisory Commission
Page 3 of 3
3A-3
CITY OF
SOUTHLAKE
MEMORANDUM
November 24, 2008
TO: Senior Advisory Commission
FROM: Amanda Troum, Senior Services 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.
Senior Advisory Commission
Meeting Date — December 9, 2008
Page 2of6
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).
9-2
Senior Advisory Commission
Meeting Date — December 9, 2008
Page 3 of 5
2009 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 On 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, Colleyville, Keller, Argyle, Trophy Club,
Westlake, Justin, Haslet, Roanoke, Marshall Creek, 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
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.
9-3
Senior Advisory Commission
Meeting Date — December 9, 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 On Wheels representative will attend the monthly
meeting of the Senior Advisory Commission to provide a report and
statistics.
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 Trustees 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.
dal
Senior Advisory Commission
Meeting Date — December 9, 2008
Page 5of6
SECTION 3
PAYMENT FOR SERVICES
City agrees to pay to MMOW the sum of $12,600 for the period of January 1,
2009 — December 31, 2009, 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, and table cloths 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, 2009 and ending December 31, 2009. 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 2009 Agreement constitutes
the second 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.
NOW
Senior Advisory Commission
Meeting Date — December 9, 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