Loading...
2009-01-13 SAC PacketCITY OF SOUTHLAKE MEMORANDUM January 8, 2009 TO: Senior Advisory Commission FROM: Amanda Troum, Senior Services Coordinator SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, January 13, 2009 at 1:00 p.m. 1. Agenda Item No. 2. Administrative Comments: A. Friends of Grapevine Senior Center presentation — The Board president of the "Friends of the Grapevine Senior Center" will make a brief presentation at the meeting Tuesday. SAC members will have this opportunity to ask questions about the details of how Grapevine's Senior Center "Friends" group is maintained and how it functions. 2. Agenda Item No. 3A. Consent: Approval of the Minutes from the December 9 2008 regular Senior Advisory _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 ci.southlake.tx.us. 3. Agenda Item No. 313. Consent: 2009 Community Services Agreement with Call A Ride Southlake CARS — Call A Ride of Southlake, Inc. (CARS) has been providing transportation services to seniors and the disabled within Southlake since 1999. CARS utilizes a City -owned handicap accessible van and personal vehicles of volunteers to provide rides for seniors and the disabled in Southlake. The proposed agreement requests funding for CARS in the amount of $12,000, to be paid quarterly and subject to the conditions outlined in the community services agreement. Funding is available in the approved FY 2008-09 Community Services division budget for this expenditure. The proposed agreement includes language to indicate the handicap accessible van is owned by the City. There are no substantive changes to the proposed agreement and funding will remain at the same level as last year. 4. 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. 5. 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. Senior Advisory Commission Meeting Date — January 13, 2009 Page 2 of 2 6. A enda 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. 7. 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. 8. 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. 9. Agenda Item No. 9. 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. CITY OF SOUTHLAKI SENIOR ADVISORY COMMISSION: Tuesday,January 13 2009 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: A. Friends of Grapevine Senior Center presentation 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 December 9, 2008 regular Senior Advisory Commission meeting minutes. B. 2009 Community Services Agreement with Call A Ride Southlake (CARS) 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. Discussion: Senior Center progress (standing item) Senior Advisory Commission Meeting Date — January 13, 2009 Page 2 of 2 10. Adjournment CERTIFICATE 1 hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, January 9, 2009 at 5:00 p.m. pursuant to Chapter 551 of the Texas Government Code. • + sfr Lori Payne, TR ' City Secretary If you plan to attend this pudR6,rAJ5iq 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 1 CITY OF SOUTHLAKE 2 SENIOR ADVISORY COMMISSION 3 December 9, 2008 4 Senior Activity Center 5 6 MEMBERS AND ALTERNATES PRESENT: David Baltimore, Chairman; Jean 7 Boland, Charlie Boyd, Craig Hayes, Marge Kyle, Cleta Pierce, and Nancy Sporn 8 9 MEMBERS AND ALTERNATES ABSENT: Dick McCauley 10 11 EX OFFICIO MEMBERS AND GUESTS PRESENT: Mary King, MMOW Chair; 12 Darla Fowler, MMOW Coordinator 13 14 STAFF PRESENT: Amanda Troum, Senior Services Coordinator, and Kerry 15 McGeath, Deputy Director of Community Services 16 17 Agenda Item No. 1. Call to Order 18 19 Chairman Baltimore called the meeting to order at 1:04 p.m. 20 21 Agenda Item No. 2. Administrative Comments 22 23 No items at this time. 24 25 Agenda Item No. 3. Approval of the November 11 2008 Senior Adviso 26 Commission meeting minutes. 27 28 A motion was made to approve the minutes as presented. 29 Motion: Hayes 30 Second: Sporn 31 Ayes: Baltimore, Boland, Boyd, Hayes, Kyle, Pierce, and Sporn 32 Nays: None 33 Abstention: None 34 Vote: 7-0 35 Motion carried. 36 37 Agenda Item No. 4. Public Forum 38 39 No items at this time. 40 41 Agenda Item No. 5. Report: CARS Amanda Troum 42 43 Ms. Troum, Senior Services Coordinator, reported the Call A Ride Southlake 44 (CARS) Board is reorganizing and that three members would be voluntarily 45 exiting in January. At the next CARS meeting, board members will convene and 46 discuss replacements for these three positions and address restructuring issues. Minutes of the December 9, 2008 Senior Advisory Commission W_ _ _ _ Page 7 of" UNOFFICIAL MINUTES Not Approved by the Senior Advisory Commission 1 Ms. Troum assured the Senior Advisory Commission that the transportation 2 service that CARS provides would continue without interruption. 4 Agenda Item No. 6. Report: Southlake Senior Activities (Nancy Sporn) 6 Ms. Sporn, liaison for the Steering Committee, reported on the many activities 7 that have taken place in the past month. Some of those included: a trip to the 8 Dallas Art Museum to see the King Tut exhibit, the Holiday Decorating Party and 9 Lunch, and the Thursday Movie Matinees. Ms. Troum reported on the huge 10 success of the Holiday Decorating Party and invited the Senior Advisory 11 Commission members to join in on the Un-Decorating Party Monday, December 12 29, 13 14 Agenda Item No. 7. Report: Metroport Meals on Wheels Darla Fowler Ma 15 Kin 16 17 Ms. Fowler, MMOW Coordinator, reported the Thanksgiving Luncheon was a 18 huge success. She also reported that on Tuesday, December 2, there were 90 19 senior participants at the Tuesday Luncheon. She reminded the Commission that 20 on Tuesday, December 16, a "Traditional Christmas Meal" would be served and 21 on Tuesday, December 30, there will be a "New Years Eve Luncheon," No 22 luncheon will be served on Tuesday, December 23, in observance of the 23 holidays. She also reported that she is currently researching new restaurants to 24 add to our Tuesday Luncheon roster. 25 26 Agenda Item No. 8 Report: Facilities Update — Current & Future/New Amanda 27 Troum, Kerry McGeath) 28 29 Ms. Troum reported a presentation had been given to the City Council in 30 reference to the purchase of a larger facility to be used as the Senior 31 Center/Community Center. Three (3) Senior Advisory Commission members 32 volunteered to serve as support for the City Council and to offer assistance as 33 needed in reference to a new facility. This is a standing item and will be revisited 34 at the next meeting. 35 36 Agenda Item No. 9 Consider: 2009 Community Service Agreement with 37 Metroport Meals on Wheels 38 .._ 39 MMOW contract was discussed and clarified and the Commission agreed to 40 make a recommendation to City Council to accept the 2009 Community Service 41 Agreement with Metroport Meals on Wheels. 42 43 A motion was made to accept the 2008-2009 Metroport Meals on Wheels 44 contract. 45 Motion: Pierce 46 Second: Boland Minutes of the December 9, 2008 Senior Advisory Commission _ W_ __ag�2f_ W. W. _5qN" P)` UNOFFICIAL MINUTES Not Approved by the Senior Advisory Commission 1 Ayes: Baltimore, Boland, Boyd, Hayes, Kyle, Pierce and Sporn 2 Nays: None 3 Abstention: None 4 Vote: 7-0 5 Motion carried. 6 7 Agenda Item No 10 Discussion: Seniors .re-entering the work force; Cognitive 8 Exercise Programs and implementation at the senior center. kCraig Haynes) 9 10 Senior Advisory Commission member Haynes gave a report on the November 11 meeting of the North East Senior Leadership Commission. This multi -city 12 seminar presented and discussed many issues facing the aging population 13 including the topic of seniors re-entering the work force. Other issues discussed 14 at this meeting were: identifying government agencies to support senior 15 employment, how to get employers involved and how to obtain employers 16 suggestions, and how to get these resources to the senior that is considering re- 17 entering the work force. Mr. Haynes will keep the commission up-to-date on 18 further developments on this topic. 19 20 Ms. Troum fielded questions in reference to the implementation and timeline of a 21 Cognitive Exercise Program at the Senior Center. Ms. Troum reported that many 22 Cognitive Exercise Computer Programs were being considered and the senior 23 center was working with the City's I.T. department to make this possible. She 24 also reported that the Library would provide this computer program as well in 25 order to make it accessible to other seniors who may not attend the senior 26 center. 27 28 Agenda Item No 11 Discussion: Formation of a non-profit "Friends of Senior 29 Center" organization (David Baltimore) 30 31 Mr. Baltimore provided the Senior Advisory Commission with sample copies of 32 "Articles of Incorporation," "Bylaws of the Friends of the Southlake Library" and 33 an "Application for Recognition of Exemption." He asked that the members read 34 and review these documents for the development of a Southlake "Friends of 35 Senior Center" 501c3 organization and to come to the January meeting with 36 questions and comments regarding this topic. 37 38 Agenda Item No. 12. Adjournment 39 40 A motion was made to adjourn the meeting at 1:30 p.m. 41 Motion: Sporn 42 Second: Hayes 43 Ayes: Baltimore, Boland, Boyd, Hayes, Kyle, Pierce and Sporn 44 Nays: None 45 Abstention: None 46 Vote: 7-0 Minutes of the December 9, 2008 Senior Advisory Commission W Page 3"of_� W � _ - UNOFFICIAL MINUTES Not Approved by the Senior Advisory Commission 1 Motion carried. 2 3 4 5 David Baltimore, Chair 6 7 8 9 Kerry McGeath, Deputy Director of Community Services 10 11 A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE 12 OFFICE OF THE CITY SECRETARY. Minutes of the December 9, 2008 Senior Advisory Commission -------W_Page-�4-of4. _ __ _------------------------- --- -- - CITY OF SOUTHLAKE MEMORANDUM January 8, 2009 TO: Senior Advisory Commission FROM: Kerry McGeath, Interim Director of Community Services SUBJECT: 2009 Community Services Agreement with Call A Ride Southlake (CARS) Action Requested: Senior Advisory Commission recommendation to City Council for approval of 2009 community services agreement with CARS to provide transportation services to the disabled and senior citizens of Southlake. Background Information: Call A Ride of Southlake, Inc. (CARS) was organized as a non-profit corporation in November of 1999, and a board of directors established. Since then, CARS has established operating policies, recruited and trained volunteer drivers, and established a dispatch service. CARS began offering transportation services to Southlake seniors and disabled residents in January of 2000. The proposed agreement outlines the services to be provided by CARS, defines the term of the agreement, and requests funding of $12,000 for the upcoming year. Staff has met with CARS representatives to review the agreement. Only minor changes were made from last year's agreement to include the handicapped accessible van is now owned by the City. Financial Considerations: As part of the proposed agreement, funding in the amount of $12,000 is requested for CARS. Funding is available in the approved FY 2008-09 general fund budget for this proposed expenditure. Financial Impact: The financial impact to the City includes the anticipated annual payment of $12,000 to CARS and the provision of office space at the Senior Activities Center. 3B-1 Senior Advisory Commission Meeting Date -- January 13, 2009 Page 2 of 8 Citizen Input/ Board Review: CARS has reviewed the proposed agreement and the only change to the agreement is that the van is now owned by the City. Legal Review: The proposed agreement is being reviewed by the City Attorney. Alternatives: Alternatives may include: ■ Senior Advisory Commission recommendation of approval of the proposed community services agreement as submitted. ■ Senior Advisory Commission recommendation of approval of the proposed community services agreement with input as desired. ■ Senior Advisory Commission recommendation not to approve the proposed community services agreement. Supporting Documents: Supporting documents include: ■ Proposed 2009 community services agreement between the City of Southlake and CARS Staff Recommendation: Senior Advisory Commission recommendation to City Council for approval of 2009 community services agreement with CARS to provide transportation services to the disabled and senior citizens of Southlake. 3B - 2 Senior Advisory Commission Meeting Date — January 13, 2009 Page 3of8 2009 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND CALL A RIDE OF SOUTHLAKE, INC. 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 Call A Ride of Southlake, Inc., a non-profit corporation of Texas, acting by and through its duly authorized Chairman (hereinafter referred to as "CARS"), an organization exempt from taxation under Section 501(c)3 of the Internal Revenue Code. WHEREAS, the mission of CARS is to provide non -emergency transportation to senior citizens and disabled adult persons ("qualified persons"); and WHEREAS, City and CARS desire to enter into a Renewal Agreement whereby CARS will continue to provide free non -emergency transportation to qualified residents of the Southlake Community; NOW, THEREFORE, City and CARS, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. CARS shall provide the following services: (1) Free on -call transportation for qualified persons of the City as follows: (a) Senior citizens (over the age of 55 years), and disabled adult individuals, and (b) Permanently disabled youth (under the age of 18 years) and their care giver(s) limited to transportation provided with a handicapped accessible vehicle, and 3B - 3 Senior Advisory Commission Meeting Date — January 13, 2009 Page 4 of 8 (c) who are residents of Southlake, and (d) whose physical condition permits them to be transported by the drivers in the vehicles available, including a City owned Activan with ramp for wheelchairs and motor chairs. (2) CARS will provide transportation to the persons identified in Subsection A(1) above: (a) to and from non -emergency medical appointments, dental appointments, and health care providers located within a twenty-five (25) mile radius of the Southlake Senior Activity Center; (b) for personal need, including necessary essentials, i.e., to and from the grocery store, drug store, bank, personal grooming, social activities, etc., located within a seven (7) mile radius of the Southlake Senior Activity Center. (3) CARS shall not be obligated to transport disabled individuals for whom CARS is unable to provide safe transportation. (4) CARS shall operate solely in accordance with its bylaws, operations manual, and the following: (a) Volunteer drivers who use their own vehicles shall provide the transportation services. CARS shall recruit, qualify, and train these drivers. (b) Transportation services will be provided Monday through Friday during the hours between 8:00 AM and 5:00 PM, or by special arrangement. (c) Transportation normally will be scheduled at least 24 hours prior to departure. (5) Office hours with available staff in the office may be variable, however, CARS office staff will be available by phone during published hours. (5) CARS will provide for a timely telephone response when rides are scheduled and until the completion of those ride deliveries are either confirmed or an alternate process of transportation is provided as outlined in the CARS operations manual and approved by the Deputy Director(s) or Director of Community Services. 3B -4 Senior Advisory Commission Meeting Date -- January 13, 2009 Page 5of8 (7) CARS will provide an after-hours on -call emergency contact number available to the public safety dispatch office to reach a representative from CARS. (8) CARS shall provide copies of the minutes of the CARS Board meetings to the City's Deputy Director(s) or Director of Community Services within thirty (30) days of the meeting. (9) CARS will maintain and provide monthly detailed records and reports as specified in Section 4 of this Agreement, as well a financial report annually prior to expiration of the Agreement. B. CITY shall provide the following: (1) City agrees to publicize and encourage use of the services of CARS within selected current City mailings, on the City's Cable Television Channel and other means at the discretion of the City. (2) City shall name a staff contact person to serve as a liaison between City and CARS. The City liaison shall be apprised by CARS of all CARS board meetings, CARS shall forward a copy of the agenda for each meeting two weeks prior to any scheduled meetings, and the City liaison may participate with the CARS board at all scheduled meetings. (3) City shall continue to provide office space as available to CARS for basic operations needs. SECTION 2 GOVERNANCE A. CARS shall be solely governed by its board of directors, who shall meet in accordance with the bylaws and articles of incorporation. The time, date, place and agenda of these board meetings shall be the responsibility of the CARS board of directors. SECTION 3 PAYMENT FOR SERVICES In recognition that the City elected to support the CARS transportation program rather than provide such service as a City -owned community transportation service, and that CARS has successfully completed eight years of operations, having commenced transporting qualified users in January 2000 as promised. City agrees to an annual stipend to be paid to CARS in the amount of $12,000 to be dispersed in quarterly payments throughout the fiscal year 3B - s Senior Advisory Commission Meeting Date —January 13, 2009 Page 6 of 8 following the successful completion of each previous quarter of service, the presentation to the City of an invoice for the quarterly payment and subject to the terms and conditions of this Agreement. The first payment shall be made in January 2009 based on an invoice for services in October, November, and December, 2008 and every three months thereafter in accordance with these provisions. Payment of services by the City of Southlake of $12,000, dispersed in quarterly payments, will cover a one-year period. Payment by the City shall be applied towards the costs of the following: • Marketing Supplies and printing costs associated with promotion of CARS service to Southlake residents. • Telephone and other utilities associated with dispatching volunteer drivers. • Personnel expenses. • Other operational costs including, but not limited to, insurance requirements for CARS Board members, volunteer drivers, and paid staff. SECTION 4 REPORTING A. CARS shall generate and provide to the Deputy Director(s) or Director of Community Services of the City, monthly reports which shall include detailed records of qualified persons served, trip destinations and mileage driven, driver and other qualifications, revenues received, cost and expenses incurred, number of rides requested and not able to provide, and number of scheduled rides missed and the cause, and any other information or data collected and as may be requested by the City. B. CARS shall provide the City information, if requested, necessary for the City to conduct a performance evaluation, including but not limited to: 1. ridership audits and response times; 2. on -time analysis; 3. customer satisfaction survey. 4. Comparative monthly and yearly statistics SECTION 5 INSURANCE AND INDEMNIFICATION A. CARS AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR SUITS FOR PROPERTY DAMAGE OR LOSS AND/OR PERSONAL INJURY, INCLUDING 3B - 6 Senior Advisory Commission Meeting Date — January 13, 2009 Page 7 of 8 DEATH, TO ANY AND ALL PERSONS, OF WHATSOEVER KIND OR CHARACTER, WHETHER REAL OR ASSERTED, (INCLUDING, WITHOUT LIMITATION, REASONABLE FEES AND EXPENSES OF ATTORNEYS, EXPERT WITNESSES AND OTHER CONSULTANTS), ARISING OUT OF OR IN CONNECTION WITH, DIRECTLY OR INDIRECTLY, THE NEGLIGENT ACT OR OMISSION OF CARS, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. CARS SHALL NOT BE REQUIRED TO INDEMNIFY THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FOR ANY DAMAGES OR LIABILITY FOUND BY A COURT TO HAVE ARISEN FROM THE NEGLIGENT ACT OR OMISSION OF THE CITY, ITS OFFICERS, AGENTS OR EMPLOYEES, EXCEPT TO THE EXTENT OF ANY APPLICABLE INSURANCE COVERAGES. SECTION 6 INDEPENDENT CONTRACTOR In performing the services hereunder, CARS is acting as an independent contractor, and shall not be deemed an employee, agent or partner of the City. City shall have no power to direct or supervise its activities in carrying out its responsibilities under this Agreement. Neither party shall have the authority to make binding representations or agreements on behalf of the other. SECTION 7 TERM OF AGREEMENT 1. The term of this agreement shall be for a period 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 by both parties. Execution of the 2009 Agreement constitutes the second successive, one-year renewal period upon written agreement of both parties. 2. Notwithstanding any provision herein to the contrary, either party may terminate this Agreement upon 30 days written notice to the other. Upon termination, or if CARS ceases to provide transportation services, CARS shall return to the City any unexpended funds paid pursuant to this Agreement. This Agreement sets forth all the agreements between the parties and no modification shall be effective unless reduced to writing and signed by the party to be changed therewith. 3B -7 Senior Advisory Commission Meeting Date — January 13, 2009 Page 8 of 8 This document may be executed in duplicate originals. IN WITNESS WHEREOF the City and CARS have executed this Agreement as of this day of , 200 . CALL A RIDE OF SOUTHLAKE CITY OF SOUTHLAKE go CARS President APPROVED AS TO FORM AND LEGALITY: Attorney at Law in Andy Wambsganss, Mayor