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2014-08-12 SAC PacketCITY OF SOUTHLAKE MEMORANDUM August 7, 2014 TO: Senior Advisory Commission FROM: Steve Moore, Recreation Superintendent SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, August 12, 2014 at 1:00 p.m. 1. Agenda Item No. 1. Call to Order 2. Agenda Item No. 2. Consent: A. Approval of the June 10, 2014 regular Senior Advisory Commission meeti minutes — Please include any corrections to the minutes in your motion. 3. Agenda Item No. 3. Discussion: A. Guest Presentation - City Council member Shahid Shafi — Place 1 City Council member Shadid Shafi has accepted SAC's invitation to attend the August 12 meeting to meet the Commission members and share his position on issues affecting seniors in Southlake. A copy of Dr. Shafi's bio taken from the City's webpage is included in your packet. 4. Agenda Item No. 4. Reports: A. City Manager's Office & Community Services — This is a standing item on the agenda to allow for an update from the City's Communications and Website Manager Pilar Schank and Community Services Department staff regarding current developments. This item has no packet document. B. Metroport Meals on Wheels — This item is a standing item on the agenda to allow for a report on the MMOW program. This item has no packet document. C. Call A Ride Southlake— This item is a standing item on the agenda to allow for a report on the CARS program. This item has no packet document. D. Senior Services Coordinator — This is an opportunity for the Senior Services Coordinator to present information about existing and future programs and activities. This item has no packet document. E. Southlake Senior Funding, Inc. — This item is a standing item on the agenda to allow for a report on Southlake Senior Funding, Inc., (SSFI). This item has no packet document. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — August 12, 2014 Page 2of3 5. Agenda Item No. 5. Public Forum: — This is the public's opportunity to address the Commission about non -agenda items. During Public Forum, the Commission will not discuss or take action on any item presented. 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. 6. Agenda Item No. 6. Consider: A. Election of Vice Chair to fill unexpired term vacancy — Senior Advisory Commission members elected Nancy Sporn to fill the vacant Chair position at the June 10, 2014 meeting, thereby creating a vacant Vice Chair position. This item will allow members to elect from among sitting members a Vice Chair to serve the remainder of the two-year term to expire November 2015 if desired. B. Recommendation on FY 2015 Senior Services Division General Fund Operating Budget — This item is carried forward from the June 10, 2014 meeting since technical difficulties with the City's financial system prevented staff from having the budget information at the June meeting. The proposed General Fund Operating Budget for FY 2015 includes continued funding for Metroport Meals on Wheels ($15,750) and Call a Ride Southlake ($15,000), as well as the on -going staffing and support for facility operations and programming. A copy of the proposed FY 2015 budget will be available at your meeting. This item has no packet document. C. Senior Advisory Commission 3rd Quarter Written Report to City Council — A draft report is included in your packet to review and provide feedback at the SAC meeting Tuesday prior to it being included in the August 19, 2014 City Council meeting packet. OTHER ITEMS OF INTEREST 7. Community Engagement Town Hall Forums — Upcoming Town Hall Forum(s) for proposed developments in the City are listed online at www.SouthlakeSPIN.org. The following Town Hall Forums are scheduled at this writing. 6:00 p.m., Tuesday, August 12, 2014, SPIN Town Hall Forum, Council Chamber Topic: Gateway Church proposed parking expansion project to include approximately 400 additional parking spaces. The additional parking will be north and west of the existing worship center located on Blessed Way. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — August 12, 2014 Page 3 of 3 Topic: Proposed development of four office buildings ranging in size from approximately 4400 square feet to 6,600 square feet on located at 310 East Southlake Blvd. Topic: Proposed construction of two buildings located at 1200 North Carroll. Each building would be less than 6,000 square feet. Topic: Proposed construction of an indoor, climate controlled self -storage at the northwest corner of Davis and Michael Drive. This building would be approximately 90,000 square feet. Topic: Proposed Kumon Learning Center on South Village Center Drive. The proposed building would be approximately 5,900 square feet. 8. Joint Citv Council Meetina with Boards and Commission (includina SAC) — This is just a reminder about the meeting scheduled next Tuesday, August 12 at 6:00 p.m. in the Auditorium at DPS North (100 E. Dove Road) where City Council will provide an overview of the community recreation center to all city boards and commission members. A copy of Mayor Terrell's invitation is included in your packet. 9. Community Recreation Center Phase I Groundbreaking — Staff is very pleased to announce the groundbreaking ceremony for the first phase of the community recreation center is set for Saturday, September 27, 2014, 9:00 a.m. — 12:00 p.m. Please mark your calendars for this milestone occasion. Event details and invitations will be distributed at a later date. 10. FYI, as usual your packet contains a copy of the SAC Attendance Log for your 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. As always, we appreciate your commitment and service to the City. Steve Moore STAFF CONTACT INFORMATION: Telephone — (817) 748-8186 Facsimile — (817) 748-8027 1400 Main Street, Suite 210, Southlake, Texas 76092-6242 Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us) Soheila Mashat-Phelps, Senior Services Coordinator, 817-748-8398, (smashatphelps@ ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311, (csanders@ ci.southlake.tx.us) Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker@ ci.southlake.tx.us) Steve Moore, Recreation Superintendent, 817-748-8186, (smoore(Cci.southlake.tx.us) Ryan McGrail, Recreation Supervisor, 817-748-8024, (rmcgrail(a)ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION MEETING: Tuesday, August 12,201 LOCATION: Senior Activities Center 307 Parkwood Drive Southlake, Texas 76092 TIME: 1:00 P.M. AGENDA: 1. Call to Order 2. Consent A. Approval of the June 10, 2014 regular Senior Advisory Commission meeting minutes 3. Discussion A. Guest Presentation - City Councilmember Shahid Shafi 4. Reports A. City Manager's Office & Community Services B. Metroport Meals on Wheels C. Call A Ride Southlake D. Senior Services Coordinator E. Southlake Senior Funding, Inc. 5. Public Forum (This is the Public's opportunity to address the Senior Advisory Commission about non - agenda items. During Public Forum, the Commission will not discuss, consider or take action on any items presented.) 6. Consider A. Election of Vice Chair to Fill Unexpired Term Vacancy B. Recommendation on FY 2015 Senior Services Division General Fund Operating Budget C. Senior Advisory Commission 3'd Quarter Written Report to City Council 7. Adjournment City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date —August 12, 2014 Page 2 of 2 A quorum of the City Council may be present at this meeting. 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, August 8, 2014 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. d z� Lori Payne, TRNttF City Secretary ; J If you plan to attend this publifteeWW4eq iave a disability that requires special needs, please advise the City Secretary 48 hours fNlhce at 817.748.8016 reasonable accommodations will be made to assist you. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAK.-E Senior Advisory Commission Meeting: June 10, 2014 LOCATION: Senior Center 307 Parkwood Drive Southlake, Texas Members Present: Vice Chair Nancy Sporn, Secretary Marge Kyle; SAC members David Baltimore, Beverly Blake, Jean Boland, Charlie Boyd, Louis Braun and Barbara Pappy Commission Members Absent: None Staff Members Present: Steve Moore, Recreation Superintendent; Soheila Phelps, Senior Services Coordinator; and Assistant to the Director Cassie Tucker Staff Members Absent: Director of Community Services Chris Tribble and Communications & Website Manager Pilar Schank Guests: Communications & Marketing Manager Jenni McClure, Lisa Adams, CARS Marketing Director, and Southlake resident George Poulsen Liaisons: CARS Chair Brighton Greene, MMOW representative Mary King Public Forum: None 1. CALL TO ORDER Vice Chair Sporn called the meeting of the Senior Advisory Commission to order at 1:02 p.m. and introduced the guests. 2. CONSENT AGENDA Consent Agenda items are considered to be routine by the Commission and are enacted with one motion. Secretary Kyle read the consent agenda items into the record. 2A. APPROVAL OF THE MINUTES FROM THE MAY 13, 2014 REGULAR SENIOR ADVISORY COMMISSION. There were no corrections made to the minutes. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Senior Advisory Commission Minutes of the June 10, 2014 Page 2 of 5 APPROVED A motion was made to accept the minutes of the May 13, 2014 meeting as presented. Motion: Braun Second: Boland Ayes: Blake, Boland, Boyd, Braun, Kyle, and Pappy Nays: None Abstention: Baltimore, Sporn (Not present at meeting) Vote: 6-0-2 Motion Carried. 3. DISCUSSION Ji/_1:7:/:1111►"4;10]:A&I Southlake Communications & Marketing Manager Jenni McClure provided an overview of various current and proposed printed, electronic and web -based marketing devises to advertise and market City programs, events and services, and in particular, the senior center component. CARS Marketing Manager Lisa Adams also provided suggestions to enhance the marketing of the Center and CARS services. The Senior Advisory Commission discussed concerns and offered suggestions. Regarding printed promotional information, members discussed utilizing monthly water bill inserts, direct mail pieces to targeted senior population, distribution of flyers and literature at City -run booths during community events, and possible signage at the City's roundabouts. Regarding electronic and web -based marketing efforts, members suggested this method may be less effective at reaching seniors than printed advertising efforts. The City's current marketing efforts of various service organizations, including MMOW and CARS, are provided for in their approved individual community service agreements. Staff discussed ways of gauging the effectiveness of senior programs and events by using Customer Satisfaction Survey cards and online tracking information. 3B. FITNESS EQUIPMENT FOR COMMUNITY RECREATION CENTER Community Services Department Tribble asked Senior Advisory Commission members to preview options provided by Life Fitness Company of fitness equipment to be outfitted in the small exercise room at the new community City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Senior Advisory Commission Minutes of the June 10, 2014 Page 3 of 5 recreation center and to provide their preferences and feedback to Senior Services Coordinator Soheila Phelps. SAC members discussed opportunities for seniors attending events and programs at the center to provide their input about the fitness equipment. 4. REPORTS 4A. CITY MANAGER'S OFFICE & COMMUNITY SERVICES Communications & Website Manager Pilar Schank was not present to present the City Manager's Office report. Community Services Director Tribble provided the Community Services report about progress on the Community Recreation Center. MMOW representative Mary King provided a brief review of MMOW's history with the City through its community services agreement and presented the monthly statistical report. 4C. CALL A RIDE SOUTHLAKE CARS Chair Brighton Greene distributed the CARS monthly participation report for May and reported trip statistics. Senior Services Coordinator Soheila Phelps reported about upcoming events and programs at the Center. Attendance at the senior events was discussed as well as the use of the customer satisfaction survey card to receive feedback on the events and programs. Staff is working with the City's IT department to host a class on how to use new iPhones. 4E. SOUTHLAKE SENIOR FUNDING, INC. Southlake Senior Funding, Inc., Board member Nancy Sporn reported SSFI has not been able to hold regular meetings; however they will resume their meetings soon and a report may be available at the next SAC meeting. Commission members briefly discussed SSFI using City space for monthly meetings and perhaps entering into a community services agreement. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Senior Advisory Commission Minutes of the June 10, 2014 Page 4 of 5 5. PUBLIC FORUM Secretary Marge Kyle opened the public forum. Southlake resident George Poulsen spoke to SAC about parking lot striping. Public forum was closed. 6. CONSIDER 6A. ELECTION OF CHAIR TO FILL UNEXPIRED TERM VACANCY Vice Chair Nancy Sporn was nominated by Charles Boyd to serve as Chair for the Senior Advisory Commission. /_1»:19117/ 4 11 A motion was made elect Nancy Sporn to the chair position. Motion: Baltimore Second: Boyd Ayes: Baltimore, Blake, Boland, Boyd, Braun, Kyle, Pappy and Sporn Nays: None Abstention: None Vote: 8-0 Motion Carried. A consider item will be placed on the August meeting agenda to elect a vice chairman to fill the vacancy. SAC members discussed procedures to fill places expiring on the Commission. 6B. RECOMMENDATION ON FY 2015 SENIOR SERVICES GENERAL FUND OPERATING BUDGET Due to technical failure of the City's budget software, the proposed budget could not be presented at this meeting. The Senior Advisory Commission agreed to consider it at their regular August 12th meeting. APPROVED A motion was made to table consideration of the FY 2015 budget to the August 12th Senior Advisory Commission meeting. Motion: Baltimore City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-4 Senior Advisory Commission Minutes of the June 10, 2014 Page 5 of 5 Second: Boland Ayes: Baltimore, Blake, Boland, Boyd, Braun, Kyle, Pappy and Sporn Nays: None Abstention: None Vote: 8-0 Motion Carried. 7. ADJOURNMENT APPROVED A motion was made and unanimously approved to adjourn the meeting at 2:02 p.m. Motion: Baltimore Second: Blake Ayes: Baltimore, Blake, Boland, Boyd, Braun, Kyle, Pappy and Sporn Nays: None Abstention: None Vote: 8-0 Motion Carried. Nancy Sporn, Chair Steve Moore, Recreation Superintendent Community Services A tape recording of this meeting is available upon request from the Office of City Secretary. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-5 The following bio information obtained from www.citvofsouthlake.com Shahid Shafi Place 1 City Council Elected Place 1 (2014 - present) Current Committees / Working Groups To Be Determined Board and Commission Service Planning and Zoning Commission (2010 - 2011) Strategic Planning Committee (2010-2011) Community Organizations Southlake Chamber of Commerce, Leadership Program - 2011 Southlake Department of Public Safety Citizens Academy - 2011 Carroll Medical Academy Southlake Lions Club Rainmakers Club Southlake Executive Forum Carroll Education Foundation Board Southlake Historical Society Bob Jones Nature Center of Southlake Other Areas of Local and Regional Interest Governor of Texas EMS and Trauma Advisory Council North Texas Regional Advisory Council on Trauma and EMS Grapevine Police Department 3A - 1 Project Access Dallas Overseas mission hospital Honors Five Star Spirit Award for compassionate care Patient Choice Award - 2011 John Hopkins International House Fellowship Invited speaker - Southern Methodist University, University of Pennsylvania, University of Texas Houston, local churches, and community organizations Personal General Surgeon in private practice Board certified in General Surgery, Trauma Surgery, Surgical Critical Care Masters in Public Health Researcher with over 70 publications and multiple grants Trained at the Johns Hopkins University, University of Pennsylvania, University of Medicine and Dentistry of New Jersey, State University of New York at Buffalo, Aga Khan University Married to Ayesha Shafi for more than 22 years Three children Southlake resident since 2004 3A-2 CITY OF SOUTHLAKE MEMORANDUM July 10, 2014 TO: Senior Advisory Commission FROM: Steve Moore, Recreation Superintendent, Community Services SUBJECT: Election of Vice Chair to Fill Unexpired Term Vacancy Action Requested: Election of Senior Advisory Commission (SAC) vice chair to fill the vacancy created by the election of Nancy Sporn to the chair position at the June 10, 2014 SAC meeting Background Information: On November 12, 2013, Senior Advisory Commission members elected Dick McCauley to serve as Chair, Nancy Sporn to serve as Vice Chair and Marge Kyle to serve as Secretary for a two-year term, November 2013 until October 2015. With Mr. McCauley's passing on April 17, 2014, the Chair position became vacant. SAC held an election at their June 10, 2014 meeting, electing Nancy Sporn to fill the vacant chair position. Therefore, effective the June 10, 2014 meeting, the position of Vice Chair is vacant and may be filled by an election at this meeting as discussed at the previous meeting. Section 3.1(d) of the March 2, 2010 approved SAC Bylaws stipulate: "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." This item is placed on the agenda to allow the Commission to elect a vice chair for the remainder of the two-year term to expire November 2015 if desired. Any sitting Board member may be considered for the officer position of Vice Chair. The following are current SAC members: ■ Jean Boland Place 1 Expire 10/31/14 ■ Louis Braun Place 2 Expire 10/31/14 ■ Charles Boyd Place 3 Expire 10/31/14 ■ David Baltimore Place 4 Expire 10/31/15 ■ Nancy Sporn Place 5 (Current Chair) Expire 10/31/14 ■ Vacant Place 6 Expire 10/31/14 ■ Margie Kyle Place 7 (Current Secretary) Expire 10/31/15 ■ Barbara Pappy Place 8 (Alternate 1) Expire 10/31/15 ■ Beverly Blake Place 9 (Alternate 2) Expire 10/31/14 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 6A - 1 Senior Advisory Commission Meeting Date — August 12, 2014 Page 2of2 Places 1, 2, 3, 5, 6, and 9 (Alternate 2) SAC members' terms will expire October 2014. City Council will make appointments to fill those expirations in October. If the Commission appoints as Vice Chair a SAC member whose term will expire this October, a Vice Chair may need to be elected again in October to fill the remainder of the original term which expires October 2015. Financial Considerations: Not Applicable Citizen Input/ Board Review: Not Applicable Legal Review: Not Applicable Alternatives: Not Applicable Supporting Documents: Ordinance No. 969 SAC Bylaws Staff Recommendation: Election of Senior Advisory Commission Vice Chair, if desired, to fill the remainder of the two-year term to expire October 2015, subject to City Council appointment of SAC members in October. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork ORDINANCE NO. sss 3ffICIALRECORD AN ORDINANCE OF THE CITY OF SOUTHLAKE, TEXAS, AMENDING THE CODE OF ORDINANCES OF THE CITY OF SOUTHLAKE, TEXAS, AS AMENDED, BY AMENDING CHAPTER 2, ARTICLE V, DIVISION 3 "YOUTH ACTION COMMISSION" TO AMEND COMMISSION QUALIFICATIONS, TO DESIGNATE THE LENGTH OF COMMISSION TERMS, TO AUTHORIZE THE CITY COUNCIL TO REMOVE MEMBERS, AND TO AMEND COMMISSION DUTIES; BY AMENDING CHAPTER 2, ARTICLE V, DIVISION 4 "SENIOR ADVISORY COMMISSION" TO AMEND THE NUMBER OF MEETINGS, TO AMEND THE BY- LAWS, AND TO AMEND COMMISSION DUTIES; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Southlake, Texas is a home rule city acting under its charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution and Chapter 9 of the Local Government Code; and WHEREAS, the City Council wishes to amend Chapter 2 of the Code of Ordinances to provide for the administration of the Senior Advisory Commission and the Southlake Youth Action Commission; and WHEREAS, the City Council is acting pursuant to the recommendation of the Director of Community Services, the Senior Advisory Commission, and the Southlake Youth Action Commission. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS THAT: SECTION 1. Division 3 "Youth Action Commission" and Division 4 "Senior Advisory Commission" of Article V of Chapter 2 of the Code of Ordinances, City of Southlake, Texas, as amended, is hereby amended to read as follows. - "DIVISION 3. YOUTH ACTION COMMISSION Sec. 2-216. Creation. A youth action commission is herein created to generate broad -base public awareness of and support for youth. Sec. 2-217. Projects for discussion; use by council. 6A-3 City Council Approved — April 6, 2010 Page 2 of 7 The City Manager or designated staff will assign, and prioritize as necessary, projects for discussion and reporting as well as the commission generating their own discussion projects. The mayor and city council will use the commission as a formal "voice of youth" on various items concerning youth in the city. Activities will also entail service projects throughout the community. Sec. 2-218. Composition; terms. The youth action commission shall consist of seven (7) citizens of the city, who must be students enrolled in school grades seven (7) through twelve (12). To ensure a broad spectrum of students from the community, students who reside in the city, but do not attend school in the Carroll Independent School District will be eligible for participation. The city shall publicize all youth action commission meetings and work with representatives of the schools to ensure youth are aware of the opportunity to participate in the commission. Effort will be made to recruit members, paying particular attention to balancing the numbers of members throughout all the grade levels. This recruitment will include a wide distribution of information within the schools to inform youth of the opportunity to participate in the community. Interested persons meeting the qualifications for membership shall submit an application to the City Manager or designated staff. Sec. 2-219. Composition; terms. The youth action commission shall consist of representatives from each grade level at each high school, junior high, and middle school in the city. To ensure a broad spectrum of students from the community, high school, junior high or middle school, students who reside in the city, but do not attend school in the Carroll Independent School District will also be eligible for participation. The city shall publicize all youth action commission meetings and work with representatives of the schools to ensure youth are aware of the opportunity to participate in the commission. Effort will be made to recruit members, paying particular attention to balancing the numbers of members throughout all the grade levels. This recruitment will include a wide distribution of information within the schools to inform youth of the opportunity to participate in the community. Interested persons meeting the qualifications for membership shall submit an application to the city manager. Sec. 2-220. Appointment of officers; records of meetings. The youth action commission shall select from the members, at the last regular session of each year, a chairperson, and vice chairperson, for one-year terms or until their successors are elected. The city shall keep a record of all meetings of the commission and minutes thereof shall be kept on file in the office of the city secretary. The youth action commission shall adopt by-laws to govern the holding of its meetings which, at a minimum shall encompass the regular meeting schedule, the manner of holding and calling of special meetings, City Council Approved —April 6, 2010 Page 3 of 7 attendance for meetings, the role of officers, and the filing of meeting minutes with the city secretary. Sec. 2-221. Meetings. (a) The Youth Action Commission shall meet at least once each month of the school year. (b) Special meetings may be called by the chair or the vice -chair of the commission at any time after notice has been given to the commission. (c) A simple majority of the members shall constitute a quorum. A vote of the simple majority of the quorum shall be required for any action taken by the commission. (d) Members not planning to attend a regular meeting or special meeting shall notify the chair or designated city staff by 12:00 noon of the meeting day. Sec. 2-222. Removal of members. All members of the commission are subject to removal in accordance to the city council's current policy. In addition, the members of the commission may be removed at any time by the City Council, with or without cause. Sec. 2-223. Duties of Commission. (a) The duties and responsibilities of the Youth Action Commission are advisory in nature. The Youth Action Commission shall: (1) Be advisory in nature, evaluating the current issues affecting youth in the City and bringing them to the attention of City Council and other boards and commissions as necessary. (2) Participate in the community service projects to encourage youth to make a difference in the community through volunteerism. (3) Prepare and submit to the City Council an annual report of youth -related programs and services (b) The commission shall not have responsibility or authority over public officials or employees of the City. [Secs. 2-224--2-240. Reserved.]" 6A - 5 City Council Approved — April 6, 2010 Page 4 of 7 f71v/ &-I ED]. [I SENIOR ADVISORY COMMISSION Sec. 2-241. Creation. There is hereby established the senior advisory commission for the City referred to in this division as the "Senior Advisory Commission." Sec. 2-242. Number, qualifications and terms. (a) The senior advisory commission shall consist of seven (7) citizens of the City, who must be at least fifty-five (55) years of age. An exception may be made at the discretion of city council to appoint no more than two members under the age of 55, who have either education and/or experience which is deemed to be beneficial to the senior advisory commission. The city council shall appoint members for two-year terms. (1) Interested residents of the city, who meet the above requirements shall submit an application to the city secretary. (2) The appointment process shall be consistent with the city council interview procedure for other boards and commissions. (b) The council shall appoint members who shall serve their terms, without compensation, until their successors are appointed. All appointments to fill unexpired terms shall terminate as per the original term being filled. (c) The city council shall also appoint two persons to serve as alternate members. Such members shall meet the qualifications for the senior advisory commission, shall attend all meetings, shall serve for a term of one year from the date of the appointment, and shall not be entitled to vote unless they are sitting in for an absent senior advisory commission member. (d) Vacancies shall be filled as need arises. The senior advisory commission has the authority to move alternate members to full member status as need arises. When the number of senior advisory commission members and alternate members falls below seven, the city council will be requested to fill the vacancies as soon as possible. Sec. 2-243. Meetings and by-laws. At the first regular session following the appointment of new board members by the City Council, the senior advisory commission shall select from the members a chairman, vice-chairman, and secretary for two-year terms and until their successors are elected. The senior advisory commission shall adopt City Council Approved — April 6, 2010 Page 5 of 7 bylaws to govern the holding of its meetings which, at a minimum, shall encompass the following: (1) Regular meetings shall be held once a month. (2) Manner of holding and calling special meetings. (3) Majority of members shall constitute a quorum. (4) Members not planning to attend a regular meeting or special meeting shall notify the chairman of the senior advisory commission or the designated city staff by 12:00 noon of the meeting day. (5) Any member, or alternate member with unexcused absences from three (3) consecutive regular meetings or not exhibiting interest in the work of the senior commission shall be reported to the city council which may, at its discretion, remove the commission member and appoint a replacement. (6) Minutes of each senior advisory commission meeting shall be filed with the city secretary and distributed to members of the city council. Sec. 2-244. Duties and Responsibilities. The duties and responsibilities of the senior advisory commission shall be to: (1) Act in an advisory capacity to the city council in all matters pertaining to senior programs and issues, including development of long-range capital improvement programs which impact senior citizens. (2) Recommend changes in policies which impact senior citizens. (3) Annually prepare and submit to city council a review of senior related programs, services and needs. [Secs. 2-245--2-250. Reserved.] SECTION 2. This ordinance shall be cumulative of all provisions of ordinances and of the Code of Ordinances of the City of Southlake, Texas, as amended, except where the provisions of this ordinance are in direct conflict with the provisions of such ordinances and such Code, in which event the conflicting provisions of such ordinances are hereby repealed. 6A-7 City Council Approved — April 6, 2010 Page 6 of 7 SECTION 3. It is hereby declared to be the intention of the City Council that the phrases, clauses, sentences, paragraphs and sections of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this ordinance is declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance, since the same would have been enacted by the City Council without the incorporation in this ordinance of any such unconstitutional phrase, clause, sentence, paragraph or section. SECTION 4. All rights and remedies of the City of Southlake are expressly saved as to any and all violations of the provisions of Ordinance No. 969 or any other ordinances relating to the Youth Advisory Commission or the Senior Advisory Commission which have accrued at the time of the effective date of this ordinance; and, as to such accrued violations and all pending litigation, both civil and criminal, whether pending in court or not, under such ordinances, same shall not be affected by this ordinance but may be prosecuted until final disposition by the courts. SECTION 5. The City Secretary of the City of Southlake is hereby directed to publish caption, penalty clause, and effective date clause in the official newspaper at least once within ten (10) days after the passage of this ordinance. SECTION 6. This ordinance shall be in full force and effect from and after its passage and publication as required by law, and it is so ordained. PASSED AND APPROVED ON FIRST READING ON THIS 2 DAY OF MARCH, 2010. MAYORMOHN T RELL %„q„ ATT ST: CITY SECRE RY/L • � i City Council Approved — April 6, 2010 Page 7 of 7 PASSED AND APPROVED ON SECOND READING ON THIS 6 DAY OF APRIL, 2010. MAYOR/ JOHN T RELL °pane�clAP�aga'r r ATTEST: CITY SECRETAVOLORI PAYI9� _ e�4 e APPROVED AS TO FORM AND LEGALITY: dPszasaeact° ar CITY ATTORNEY OFFICIAL RECORO REVISED BYLAWS OF THE CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION ARTICLE I PURPOSE AND POWERS Section 1.1 Purpose The Southlake City Council established the Southlake Senior Advisory Commission to act as an advisory board to the City Council in all matters pertaining to senior programs and issues. Section 1.2 Powers In fulfillment of its purpose the Southlake Senior Advisory commission shall be governed by and shall have all the powers set forth in the Southlake City Code and other applicable law. ARTICLE II COMMISSION MEMBERS Section 2.1 Number and Terms of Office (a) The Commission shall consist of seven (7) residents of the City of Southlake, Texas and shall be appointed by the City Council. (b) Members shall be appointed for two-year terms. Members shall serve without compensation. All appointments for regular and/or alternate members to fill unexpired terms shall be filled in the same manner as regular appointments and shall terminate as per the original term being filled. Section 2.2 Meetines of the Commission The Commission shall meet regularly the second Tuesday of each month. Members not able to attend a regular meeting or special meeting shall notify the Community Services staff liaison or the Chairman of the Commission at least two hours prior to the posted meeting. Any member with (3) consecutive unexcused absences from regular meetings shall be reported to the City Council, which may at its discretion, remove the commission member and appoint a replacement. All meetings and deliberations of the commission shall be called, convened, held, and conducted, and notice shall be given to the public, in accordance with Chapter 551 of the Texas Local Government Code. Section 2.3 Special Meetines Upon the request of any Commission member, the Chairman shall call a special meeting of the Commission. The Chairman shall fix a place and time for such special meetings of the Commission subject to posting public notice in compliance with Chapter 551 of the Texas Local Government Code. Section 2.4 Ouorum Four (4) members of the Commission shall constitute a quorum to conduct official business of the Commission. Section 2.5 Conduct of Business (a) At the meeting of the Commission, matters pertaining to the business of the Commission, as posted on the agenda, shall be considered in accordance with the rules of procedure as from time to time prescribed by the Commission. Community Services — SAC Bylaws Page I of 3 6A - 10 (b) At all meetings of the Commission the chair shall preside. In the absence of the chair, the Vice chair shall preside. (c) The Chair shall be a voting member of the Commission. (d) Minutes of the Commission meeting shall be filed with the City Secretary and distributed to members of the City Council. Section 2.6 Ex-officio Members The commission may, as it deems appropriate, appoint ex-officio members to the Commission if such is determined to be in the best interest of the Commission. Consideration shall be given to appointing individual ex-officio members or individuals who represent organizations whose purpose is to promote the health, safety, and well being of seniors. Such ex-officio members shall have no voting authority for senior advisory matters. The terms for ex- officio members will be at the discretion of the Commission. ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office (a) The Officers of the Commission shall be a chairman, vice-chairman and secretary. (b) At the first regular meeting following the annual appointment of new commission members by the city council, the commission shall elect by majority vote from the members, a chair, vice -chair, and secretary, each to serve two year terms or until their successors are elected. (c) Any officer shall be subject to removal from office at any time by a vote of the majority of the Commission. (d) 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. Section 3.2 Powers of the Chairman The Chairman shall set the agenda for and preside at all meetings of the Commission. The Chairman shall perform all duties incident to the office of Chairman including the appointment of all committees and subcommittees of the Commission and such other duties as may be prescribed by the Commission and the City Council. Section 3.3 Vice -Chairman In the absence of the Chairman or in the event of his/her inability or refusal to act, the Vice -Chairman shall perform the duties of the Chairman, and when so acting shall have all the powers of and be subject to all the restrictions upon the Chairman. The Vice -Chair shall perform such other duties as from time to time may be assigned to him/her by the Chairman of the Commission. Section 3.4 Secretar-y The Secretary shall ensure that the minutes of each Commission meeting shall be filed with the City Secretary and in general shall perform all other duties as from time to time may be assigned to him/her by the Chairman of the Commission. In the absence of the Chairman and Vice -Chairman or in the event of their inability or refusal to act, the Secretary shall perform the duties of the Chairman, and when so acting shall have all the powers of and be subject to all the restrictions upon the Chairman. In the absence of the Secretary, the Chairman or acting Chairman shall designate a Commission member to perform the duties of Secretary. Community Services— SAC Bylaws Page 2 of 3 6A - 11 Section 3.5 Compensation Officers who are members of the Commission shall not receive any salary or consideration for their services. ARTICLE IV ROLE AND RESPONSIBILITIES OF THE SENIOR ADVISORY COMMISSION Section 4.1 Roles of the Senior Advisory Commission (a) Act in an advisory capacity to the City Council in all matters pertaining to senior programs and issues affecting senior citizens. (b) Recommend policies to improve senior services and improvements. (c) Recommend senior related programs for development of recreational facilities, areas and improved recreation services. (d) Review and consider recommendations from the Southlake Seniors and other senior organizations regarding senior related programs and activities. Develop recommendations to the City Council regarding programs that have funding, safety, or facility implications. (e) Submit recommendations to the City Council regarding contractual agreements that impact senior reiated services, including, but not limited to, the congregate lunch program and home delivered meal program and transportation services for seniors. (f) Prepare and submit to the City Council an annual report of senior related programs and services. Such review shall be submitted in May, prior to the election of new officers. (g) Review and provide input on budget items related to senior services, activities, and programs. r Januwy io, 2#% .. �* figrr� SeaiarAdybe ComanWon mothz, aolo Council Li Community Services —SAC Bylaws Page 3 of 3 6A - 12 City of Southlake Senior Advisory Commission Quarterly Report It is hard to believe this is the 3rd quarterly report of the year. We have a lot to report on. On a sad note, in April we lost two SAC members, Dick McCauley (Chairperson) and Ms. Regina Baker (Treasurer). They will be missed. On a much happier note; here is a recap of our activities at the center during April, May and June The Southlake Senior Center offered two major events to our guests this quarter, "the Murder Mystery Night" and "the Seniors Dance'; both were received by an overwhelming demand. Our guests went on the following trips: • Palestine, Texas to see the Dogwoods bloom • The AT&T Stadium to enjoy the Dallas Opera's performance of "The Barber of Seville" • The American Airlines' C.R. Smith Museum • Ennis Bluebonnet Trails • The Scarborough Renaissance Festival in Waxahachie • Vetro Glass blowing Tour in Grapevine • Texas Rangers Game in Arlington • "Nunsense" at Theater Arlington • Grapevine Vintage Railroad Stockyard Trinity River Ride • Southfork Ranch Tour • Day at the Museums (choice of 5) in Ft. Worth When we weren't traveling we did a few things in house.... • Dance Lessons by our senior volunteer couple "The Meyers" has become very popular • The AARP Driver Safety Refresher Course was back in April • A visit from Bob Jones Nature Center representatives was informative • Orthopedic Therapist, Steven Valenzuela, discussed the importance of exercise for your bones and your entire well being • We learned about different Essential Oils and how it can be used • We were entertained by: ■ The Southlake Senior Center Line Dancers ■ The Rockenbaugh Elementary Choir "RESPECT" ■ Terri Lakes on his harmonica and piano • Our first Senior Center ART SHOW was a hit; the center's art students showcased their paintings Our programs are growing and with it we hope to bring more guests to our center. 3rd Quarter (April -May -June 2014) Report to City Council 6C-1 From: John Terrell Date: Wed, Jul 30, 2014 at 5:17 PM Subject: Invitation to Community Recreation Center Presentation Tuesday, August 12 @ 6pm at DPS North, 100 East Dove Road To: SPDC Parks & Recreation Board Southlake Arts Council Senior Advisory Commission It's time to take a big step forward in our journey with the construction of Southlake's Community Recreation Center (CRC). As an appointed volunteer on one of Southlake's boards and commissions you have had some interaction with this very special project that has been in the works for some time now. The first phase, which will be paid for in cash, begins construction in a couple of months. When it opens its doors in late 2015, the City will have a new conference and banquet meeting space, outdoor amphitheater and Senior Activity Center. On behalf of the City Council I would like to invite you to attend a "sneak peek" of the CRC on Tuesday, August 12th. You will be provided an overview that will bring to life the facility's intended uses and construction timeline. We will also talk about the exciting possibilities for the project's proposed second phase and the way that the City could, with voter approval, re -allocate the City's sales tax dollars to fund the project to completion. Please see the attached invitation for this meeting and we hope to see you then. John Terrell Mayor (Other Side for Invitation) p V"ww .,Xk v vrl lw p E } 1] L FA 111�' Ili 1 0 --P, ir 0 I 7:�i Fi irl 1 r 1• 1�'T ' - 7 !■ � - i i ti- '�4_ i•7 r ��_�il'�•'�4i mpAim - ■ - ~ ' -', '' �F. rF. rr■ ' J' ■ 4 >.}• } _ Jr i« 1 1' � r' •' ti N • i { •I V r r •J •r_' _ J th iii A{ _ ~' z '� • i+ 1! r 1 A•� i ,� 1 `� - may} r L1 ••} _F_I� , • � rr ti -. � ti • I � � r , L• ,' _tea �. � �'�' � ' •ti I 1� r J T'L + _, ,i�ti'"+ ■. -�'.y •rfJ�r •. J ! J. ••� r.� 1 ' ' , •,mll. 1' T r , y-I ' 1 -c-' •J J y- 'Jr .. �'' • hf �-� r y ti Ft. .■S } r .•�'•i r y- L } F' �*, T ' I ' - •� ' � R I • 1+�1 ■�11 r_• �• 3� • 1_� � rt`�. '� ' .�■■■'l�y ��•r_• � `+��5� 1_� '. I • 1 T r Z�■-Lr�■ 1 �- 1 +� - � � �� • TZ i irT � • 1 r M.; IT r ail r - � _ • 1T ■ _ TI . r f- 4 k4�� ' tier *i '+'■''"R _ _' ti i}• _�MPUX _i �Y. J6r!�• J J LLr• �i• J •A �14Y. i - r' • �_ Jf r� a � m md .--M' 1 1 W.. 1 'AMMP I'm k J'aff OF i ii■ii'■T rJ- �r� — iJ�l is - T� 1 i 11 Senior Advisory Commission Attendance Report t Jean Boland X i Individual Rate 50% Hrs To Date 6.5 2 Louis Braun 100% 8 3 Charles Boyd 100% 8 4 David Baltimore X 100% 7 5 Nancy Sporn _ X 100% 7 6 Richard McCauley 100% 5 7 Marge Kyle 100% 8 8 - Alt 2 Barbara Pappy X 50% 6.25 s - Alt 2 Beverly Blake X 50% 6.5 Meeting Attendance Rate (includes substitutions) 88% 0% 77% 100% 67% 88% 0% Total Hours 1.75 0 1.5 1.75 1 2 0 8 Chair Dick McCauley deceased 4/17/14 Average Monthly Attendance 2014 84% In attendance X Not present; no substitute 1 Substitute in attendance • Vacant position Meeting Canceled No quorum; Meeting Canceled Change in Representative