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2009-03-10 SAC PacketCITY OF SOUTHL.AKE MEMORANDUM February 23, 2009 TO: Senior Advisory Commission FROM: Amanda Troum, Senior Services Coordinator SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, February 10, 2009 at 1:00 p.m. 1. Agenda Item No. 2. Administrative Comments: A. City of Southlake Website Demonstration — Deputy Director McGeath will provide basic training for accessing the City's website. B. Senior Advisory Commission Trip to Flower Mound Senior Center -- The Commission previously expressed a desire to tour the City of Flower Mound Senior Center. This item is placed on the agenda to allow the Commission and staff to coordinate that field trip in the near future. 2. Amenda Item No. 3A. Consent: Aivroval of the Minutes from the February 10,2.009 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 @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. Senior Advisory Commission Meeting Date — March 10, 2009 Page 2of2 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. Council member John Terrell will provide an update regarding a new senior center facility. 8. A enda Item No. 9. Consider: Election of Vice Chair for Senior Adviso Commission — This item is to fill the position of Vice Chair that was left vacant by the death of Bill Kyle in November 2008. Per the revised bylaws, "a vacancy in the office of any elected officer shall be filled by a vote of the majority of the Commission members." Any sitting Board member may be considered for the officer positions Vice Chair. 9. Agenda Item No. 10A. Discussion: Friends of Southlake Senior Center Presentation This is will allow discussion about the proposed Friends of the Senior Center organization. 10. A enda Item No. 10B. Discussion: Subcommittee for new facility project — This item will allow Commission members to assign a smaller group to participate in updating the commission on future facility information. 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. 9 CITY OF SOUTHLAKE nr��rr�� w r�ai�nr�ti♦ LOCATION: COMMISSION: Tuesday, March 10, 2009 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. City of Southlake Website Demonstration (McGeath) B. Senior Advisory Commission Trip to Flower Mound Senior Center (Troum) /A/1\If%r\IT A A 1r\If A 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 February 10, 2009 regular Senior Advisory Commission meeting minutes. REGULAR AGENDA: 4, Public Forum 5. Report: CARS (Dick McCauley) 6. Report: Southlake Senior Activities (Nancy Sporn) 7. Report: Metroport Meals on Wheels (Mary King/Darla Fowler) 8. Report: Facilities Update — Current & Future/New 9. Consider. Election of Vice Chair for Senior Advisory Commission Senior Advisory Commission Meeting Date -- March 10, 2009 Page 2 of 2 10. Discussion: A. Friends of Southlake Senior Center presentation B. Subcommittee for new facility project 11. 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, March 6, 2009 at 5:00 p.m. pursuant to Chapter 551 of the Texas Government Code. �� � ••o•vuewu• rif w • Lori Payne, TRM z C' City Secretary .� : •° • •• r If you plan. to attend 'ttiis public rnetWg,te 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 February 10, 2009 Senior Activity Center MEMBERS AND ALTERNATES PRESENT: David Baltimore, Chairman; Jean Boland, Charlie Boyd, Marge Kyle, Dick McCauley, Cleta Pierce and Nancy Sporn MEMBERS AND ALTERNATES ABSENT: Craig Hayes EX OFFICIO MEMBERS AND GUESTS PRESENT: Darla Fowler, MMOW Coordinator, and Mary King, MMOW STAFF . PRESENT: Amanda Troum, Senior Services Coordinator and Kerry McGeath, Community Services Deputy Director Agenda Item No. 1. Call to Order Chairman David Baltimore called the meeting to order at 1:13 p.m. Agenda Item No. 2A. Administrative Comments: City of Southlake Website Kerry McGeath, Community Services Deputy Director, reported that at the March Senior Advisory Commission meeting there would be a demonstration on how to use the City's webpage. He also updated the Commission on the Parks Board recommendation to call the new park "Robert Hodges Memorial Park." Amanda Troum, Senior Services Coordinator, reported that Roni McMahon no longer works for the City and that the process for finding her replacement had already begun. Agenda Item No. 3A, Approval of the Janua 13 2009 Senior AdvisorV Commission meeting minutes. A motion was made to approve the minutes as presented. Motion: McCauley Second: Sporn Ayes: Baltimore, Boland, Boyd, Kyle, McCauley, Pierce and Sporn Nays: None Abstention: None Vote: 7-0 Motion carried. Agenda Item No. 4. Public Forum No one was present to address Public Forum at this time. Minutes of the February 10, 2009 Senior Advisory Commission Page 1 of 4 UNOFFICIAL MINUTES Not Approved by the Senior Advisory Commission Agenda Item No. 5. Re ort: CARS Ker McGeath Deputy Director McGeath reported that Dick McCauley was the new Call A Ride Southlake (CARS) Chairman and Dick Johnston was the Treasurer. Mr. McGeath assured the Commission that although many changes are transpiring with CARS that the service would continue uninterrupted. Agenda Item No. 6. Report: Southlake Senior Activities (Nangy Sporn) Nancy Sporn, liaison for the Steering Committee, reported on the many activities that have taken place in the past month. She reported on the activities and the number in attendance for each: Wednesday Bridge Group averaging 60 people, January's Dinner and Play outing had 35 people in attendance which required a rental bus, the Matinee Movie - 20 in attendance, Tuesday Luncheons averaging 75 people, Lunch Bunch — 15 participated, and that the Art Class has outgrown their space and are now using the large room for class. Ms. Sporn also reported that the `Brain Board" was. .very popular and that .the. Tuesday Greeters was a very nice addition as well. Ms. Sporn reported that at the last Steering Committee Meeting the purpose and goal of the Committee was presented as well as upcoming events such as the Starlight Ball on March 28. Dick McCauley reported on the total number in attendance at the Senior Center for 2007 was 6,129 and for 2008 was 8,111. He reported that in January 2009 the total was 553 which was an increase of 200 people from last year. Deputy Director McGeath said this information would be included in the report to City Council. Mr. McGeath will give an update on the Bond Initiative at next month's meeting. Agenda Item No. 7. Report: Metroport Meals on Wheels Darla Fowler Darla Fowler, MMOW Coordinator, reported that even during incumbent weather, there were 30 people in attendance at the Tuesday Luncheon. She informed the commission that March 17 falls on a Tuesday and that there would be a St. Patrick's Day luncheon. Agenda Item No. 8. Report: Facilities Update -- Current & Future/New Amanda Troum, Kerry McGeath) After touring the Gateway Church, Cleta Pierce reported that she had many concerns with the floor plan and what is needed. Chair Baltimore reminded the Commission that there were no negotiations with Gateway at this time. The Senior Advisory Commission recommended that a feasibility study be conducted Minutes of the February 10, 2009 Senior Advisory Commission Page 2 of 4 UNOFFICIAL MINUTES Not Approved by the Senior Advisory Commission on timing, growth and cost. Deputy Director McGeath told the Commission that a study had been done on the growth, trends and staffing needs in the past. Mr. McCauley volunteered to obtain a copy of this study from the City Manager's office. Mary King, MMOW, recommended that the Senior Advisory Commission tour the City of Flower Mound Senior Center structure as an example of a multi- use facility. Chair Baltimore requested that a field trip to Flower Mound be organized and coordinated in the near future. Mr. McCauley reiterated there is a true need for more space at the Senior Center. Agenda Item No. 9A. Discussion: Senor Center Progress — This item was included in the previous item. A enda Item No. 9B: Discussion: Space Utilization at the Senior Center Amanda Troum Ms.Troum reported that due to the increase in attendance at the Tuesday Luncheons, all available space at the Senior Center would need to be utilized, which may include people sitting in the back room (library) and possibly the computer room. Agenda Item No. 9C. Discussion: Senior Center Computer Upgrade Ker McGeath Deputy Director McGeath reported he has been working closely with the new I.T. Department in updating the Senior Center Computer Lab. Some of the items discussed were the use of recycling two-year old computers in order to increase the number of computers at the Senior Center. He also reported on the use of a new program called "Deep Freeze." This system, which is also being used at the library, erases everything from the computer once the user logs off. Mr. Baltimore pointed out the need for printers in the computer lab as well. Agenda Item No. 9D. Discussion: Conversion to RecWare at the Senior Center (Amanda Troum & Kerry McGeath) Ms. Troum reported the Senior Center would be converting to the RecWare System for collection of Senior Center activity fees. The system will provide a receipt for the participant and will put the Senior Center one step closer in using credit cards for activities in the future. The Senior Center will eventually go to a "checks only" policy in this process. Agenda Item No. 10. Adjournment A motion was made to adjourn the meeting at 1.30 p.m. Motion: Boyd Second: McCauley Ayes: Baltimore, Boland, Boyd, Kyle, McCauley, Pierce and Sporn Minutes of the February 10, 2009 Senior Advisory Commission Page 3 of 4 UNOFFICIAL MINUTES Not Approved by the Senior Advisory Commission Nays; None Abstention: None Vote: 7-0 Motion carried. David Baltimore, Chair Kerry McGeath, Deputy Director of Community Services A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW 1N THE OFFICE OF THE CITY SECRETARY. Minutes of the February 10, 2009 Senior Advisory Commission Page 4 of 4 CITY OF SOUTHLAKE MEMORANDUM March 3, 2009 TO: Senior Advisory Commission FROM: Amanda Troum, Senior Activities Center Coordinator SUBJECT: Election of Vice Chair for Senior Advisory Commission Action Requested: Election of Vice Chair for Senior Advisory Commission to fill the vacancy left by Vice Chair Bill Kyle. Background Information: Financial Considerations: Citizen Input/ Board Review: Legal Review: The Senior Advisory Commission bylaws provide that "the commission shall elect by majority vote from the members a chair, vice -chair, and secretary, each to serve until the next annual election." The bylaws further provide that "a vacancy in the office of any elected officer shall be filled .by a vote of the .majority of the Commission members, at the:.::. next regular scheduled meeting, following the effective date of the vacancy." (Article III, Section 3.1(d) of the SAC bylaws derived from the City Code, Section 12-78, Parks and Recreation Board.) In November 2008, the Senior Advisory Commission lost a very dear and valued member, Bill Kyle, who was serving as Vice Chair for 2008- 09. The Commission may consider filling the vacant position of Vice Chair with any sitting Board member. Current Senior Advisory Commission members are: ■ Jean Boland ■ Vacant ■ Charles Boyd ■ David Baltimore ■ Nancy Sporn = Dick McCauley ■ Margie Kyle ■ Cleta Pierce ■ Craig Hayes Not Applicable. Not Applicable. Not Applicable. Place 1 Place 2 Place 3 Place 4 (Chair) Place 5 Place 6 Place 7 (Secretary) Place 8 (Alternate 1) Place 9 (Alternate 2) Senior Advisory Commission Meeting Date — March 10, 2009 Page 2 of 2 Alternatives: Not Applicable. Supporting Documents: None Staff Recommendation; Election of Senior Advisory Commission Vice Chair to fill the vacancy for 2008-09.