2014-09-09 SAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 18, 2014
TO: Senior Advisory Commission
FROM: Steve Moore, Recreation Superintendent
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, September 9, 2014 at 1:00 p.m.
1. Agenda Item No. 1. Call to Order
2. Agenda Item No. 2. Consent:
A. Approval of the August 12, 2014 regular Senior Advisory Commission
meeting minutes – Please include any corrections to the minutes in your
motion.
3. Agenda Item No. 3. Discussion:
A. Guest Presentation – Harborchase of Southlake – A representative from the
senior assisted living facility proposed at 700 block of East State Highway 114
and East Highland Drive has accepted an invitation to present information
about the facility at the September meeting.
B. Trip Reservation Fees – An increase of the field trip reservation fee from
$3.00, which was established in April 2011, to a variable fee of $5.00 or $7.00
per trip was discussed at the August 12, 2014 meeting. The original purpose
of the fee was to guarantee a trip reservation sinc e there had been “no
shows” causing last minute trip cancellations. The trip reservation fee is fully
refundable by either a refund or a credit issued toward a future trip should a
cancellation be necessary. The purpose of this agenda item is to discuss the
trip reservation fee and provide feedback to staff on the matter.
Additionally, the Commission will be asked to assist staff with developing a
Cost Recovery Policy as we prepare for the opening of the new senior center.
C. Future Visitors – The purpose of this item is to brainstorm possibilities for
future guests and to look at opportunities to enhance the visitor program.
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.
Senior Advisory Commission
Meeting Date – September 9, 2014
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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.
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: No items this meeting.
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
Forums currently scheduled are:
Tuesday, September 9 – 6:00 p.m., Council Chambers
o SPIN #8 will discuss the proposed development of seven small flex/office
buildings, located at 1363 Brumlow Avenue, ranging in size from 3,000 to
5,990 SF for a total of approximately 29,000 SF. Question and answer period
following.
o SPIN #5 will discuss the proposed development of a 120,000 SF, four -story
office building on six acres located at north east corner of Hwy 114 and White
Chapel Blvd. Question and answer period following.
8. 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 fr ee to call me.
Senior Advisory Commission
Meeting Date – September 9, 2014
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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@ci.southlake.tx.us)
Ryan McGrail, Recreation Supervisor, 817-748-8024, (rmcgrail@ci.southlake.tx.us)
Linda Carpenter-Elgin, Secretary, 817-748-8184, (lcarpenter@ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SENIOR ADVISORY COMMISSION MEETING: Tuesday, September 9, 2014
LOCATION: Senior Activities Center
307 Parkwood Dr
Southlake, Texas 76092
TIME: 1:00 p.m.
AGENDA:
1. Call to Order
2. Consent
A. Approval of the August 12, 2014 regular Senior Advisory Commission
meeting minutes
3. Discussion
A. Guest Presentation – Harborchase of Southlake
B. Trip Reservation Fees
C. Future Visitors
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 – No items this meeting.
7. Adjournment
A quorum of the City Council may be present at this meeting.
Senior Advisory Commission
Meeting Date – September 9, 2014
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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, September 5, 2014 by
6:00 p.m. pursuant to Chapter 551 of the Texas Government Code.
Lori Payne, TRMC
City Secretary
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.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission Meeting:
August 12, 2014
LOCATION: Senior Center
307 Parkwood Drive
Southlake, Texas
Members Present: Chair Nancy Sporn, Secretary Marge Kyle; SAC members, Jean
Boland and Charlie Boyd
Commission Members Absent: David Baltimore, Beverly Blake, Louis Braun and
Barbara Pappy
Staff Members Present: Director of Community Services Chris Tribble; Steve Moore,
Recreation Superintendent; Soheila Phelps, Senior Services Coordinator;
Communications & Website Manager Pilar Schank; and Assistant to the Director Cassie
Tucker
Staff Members Absent: None
Guests: Southlake resident Bernie McCauley
Liaisons: CARS Chair Brighton Greene
Public Forum: Southlake resident Richard Schneider
1. CALL TO ORDER
Chair Sporn called the meeting of the Senior Advisory Commission to order at
1:03 p.m.
The agenda items were considered out of the regular agenda sequence.
3. DISCUSSION
3A. GUEST PRESENTATION – CITY COUNCILMEMBER SHADID SHAFI
City Councilmember Dr. Shadid Shafi spoke about his background, his goals to
represent all citizens of Southlake, and his desire to learn more about the Senior
Advisory Commission. Commission members expressed satisfaction with the
new community recreation center/senior center. Ideas to attract younger seniors
in the community to participate in the Center’s programs and opportunities to
2A - 1
Senior Advisory Commission
Minutes of the August 12, 2014
Page 2 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
advertise the Senior Center were discussed. Dr. Shafi talked about encouraging
participation by enhancing the Center’s brand to reflect the positive
achievements and accomplishments of the senior population. He also spoke
about participation on the City’s boards and commissions.
Southlake resident Richard Schneider attended the meeting and spoke to the
Commission about marketing of Senior Center and suggested advertising with
post cards.
4. REPORTS
4A. CITY MANAGER’S OFFICE & COMMUNITY SERVICES
Communications & Website Manager Pilar Schank presented the City Manager’s
Report and responded to questions regarding traffic and signal light issues. The
Commission was encouraged to attend the Joint City Council and Boards and
Commissions meeting on August 12, 2014 where information on the community
recreation center will be presented.
4B. METROPORT MEALS ON WHEELS
MMOW representative Mary King was not present at the meeting to provide the
usual monthly report. A copy of the monthly statistical report was distributed and
summarized by Director Tribble.
4C. CALL A RIDE SOUTHLAKE
CARS Chair Brighton Greene summarized the purpose of CARS and how it is
funded. The June and July CARS monthly participation reports were distributed
and some trip statistics were highlighted. Mr. Greene was available to respond to
questions.
4D. SENIOR SERVICES COORDINATOR
Senior Services Coordinator Soheila Phelps reported on upcoming events and
programs at the Center and an increase in attendance for the events.
The 3rd Quarter Written Report to City Council (Agenda Item 6C) was also
presented and discussed at this time. A correction was made to the draft Report.
Commission members also asked about the increase of the bus field trip
reservation fee from $3.00 to $5.00 or $7.00 per trip. A discussion item will be
placed on the September meeting agenda for the Commission to discuss the
fees and provide feedback.
2A - 2
Senior Advisory Commission
Minutes of the August 12, 2014
Page 3 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4E. SOUTHLAKE SENIOR FUNDING, INC.
Southlake Senior Funding, Inc., Board member Nancy Sporn updated the
Commission on SSFI’s purpose and history. SSFI is currently in the process of
reorganizing its organization. Fundraising materials are being printed as well as
memberships are being solicited. Ms. Sporn was available to answer questions.
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 JUNE 10, 2014 REGULAR
SENIOR ADVISORY COMMISSION.
There were no corrections to the minutes.
APPROVED
A motion was made to accept the minutes of the June 10, 2014 meeting as
presented.
Motion: Sporn
Second: Boland
Ayes: Boland, Boyd, Kyle, and Sporn
Nays: None
Abstention None
Vote: 4-0
Motion Carried.
City Councilmember Gary Fawks has accepted an invitation to be the guest
speaker at the October SAC meeting. A representative from HarborChase of
Southlake, a retirement center being built in Southlake, has been invited to
attend the September meeting.
6. CONSIDER
6A. ELECTION OF VICE CHAIRMAN TO FILL UNEXPIRED TERM VACANCY
Chair Sporn presented the item to fill the Vice Chairman position and accepted
the nomination of Charlie Boyd by SAC member Jean Boland.
APPROVED
2A - 3
Senior Advisory Commission
Minutes of the August 12, 2014
Page 4 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
A motion was made to approve Charlie Boyd as Vice Chairman.
Motion: Boland
Second: Kyle
Ayes: Boland, Boyd, Kyle, and Sporn
Nays: None
Abstention None
Vote: 4-0
Motion Carried.
6B. RECOMMENDATION ON FY 2015 SENIOR SERVICES GENERAL FUND
OPERATING BUDGET
Community Services Director Tribble provide information about the proposed FY
2015 senior services division budget, revenue information, sponsorship funding
and community recreation center budget. This item was discussed by the
Commission and Mr. Tribble responded to questions.
APPROVED
A motion was made to approve the FY 2015 Senior Services General Fund
Operating Budget as presented.
Motion: Boyd
Second: Boland
Ayes: Boland, Boyd, Kyle, and Sporn
Nays: None
Abstention None
Vote: 4-0
Motion Carried.
6C. SENIOR ADVISOR COMMISSION 3RD QUARTER WRITTEN REPORT TO
CITY COUNCIL
This item was presented during consideration of Agenda Item 4D. One correction
was made to the Report.
5. PUBLIC FORUM
Southlake resident Richard Schneider spoke to SAC about advertising the Senior
Advisory Commission and senior center programs during Agenda Item 3A.
7. ADJOURNMENT
APPROVED
2A - 4
Senior Advisory Commission
Minutes of the August 12, 2014
Page 5 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
A motion was made and unanimously approved to adjourn the meeting at 2:36
p.m.
Motion: Kyle
Second: Sporn
Ayes: Boland, Boyd, Kyle, and Sporn
Nays: None
Abstention None
Vote: 4-0
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.
2A - 5
1 Jean Boland a 0 r a a a 0 a 83%8 2014 77%
2 Louis Braun a 0 a a a a 0 r 83%8
3 Charles Boyd a 0 a a a a 0 a 100%9.5
4 David Baltimore a 0 a a r a 0 r 67%7
5 Nancy Sporn a 0 a a r a 0 a 83%8.5
6
Richard
McCauley a 0 a a n n n n 100%5
7 Marge Kyle a 0 a a a a 0 a 100%9.5
8 - Alt 2 Barbara Pappy r 0 a a a a 0 r 67%6.25
9 - Alt 2 Beverly Blake a 0 r a a a 0 r 67%6.5
88%0%77%100%67%88%0%44%a In attendance
Total Hours 1.75 0 1.5 1.75 1 2 0 1.5 9.5 r Not present; no substitute
m Substitute in attendance
n Chair Dick McCauley deceased 4/17/14 n Vacant position
0 Meeting Canceled
*No quorum; Meeting Canceled
Change in Representative
Senior Advisory Commission Attendance Report
Place Name 1/14/14 2/11/14 3/4/14 4/8/14 5/13/14 6/10/14 7/8/14
Individual
Attendance
Rate
Hrs To
Date
Average
Monthly
Attendance
Meeting Attendance Rate
(includes substitutions)
8/12/14 9/9/14 10/14/14 11/11/14 12/9/14
Packet Insert - SAC Attendance Report