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2014-11-11 SAC PacketCITY OF SOUTHLAKE MEMORANDUM October 23, 2014 TO: Senior Advisory Commission FROM: Steve Moore, Recreation Superintendent SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, November 11, 2014 at 1:00 p.m. Before getting to the agenda items for our next meeting, staff and I would like to welcome back Jean Boland, Charlie Boyd, Nancy Sporn and Beverly Blake to the Senior Advisory Commission, and welcome Bernice McCauley as a new appointee to SAC. City Council made the appointments at their meeting October 21, 2014. We are very happy to have them for another term and look forward to working with the entire Senior Advisory Commission. We appreciate the time and dedication you have committed to the City. Appointed members have been notified by the Office of City Secretary about completing the "Oath of Office" and the "Statement of Officer" forms before attending the meeting so they may vote on the action items on the agenda. Please contact the Office of City Secretary at bgarlock ci.southlake.tx.us or 817.748.8183 to complete the forms or answer any questions about the required forms or training. 1. Agenda Item No. 1. Call to Order 2. Agenda Item No. 2. Consent: A. Approval of the September 9, 2014 regular Senior Advisory Commission meeting minutes — This item was tabled at the October meeting. Please include any corrections to the minutes in your motion. B. Approval of the October 14, 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 — City Council member Gary Fawks — City Councilman Fawks was scheduled for the October 14 meeting but had to cancel due to an unexpected scheduling conflict. Mr. Fawks has been rescheduled to be the guest speaker at the November 11 meeting. 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 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — November 11, 2014 Page 2of3 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. 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 Officers — This item was placed on the agenda at the request of SAC member Boyd to allow the Commission an opportunity to elect officers following the October 21, 2014 City Council appointments to the Commission. Your packet memo provides additional information for consideration. 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. There are no forums listed at this time. 8. FYI, as usual your packet contains a copy of the SAC Attendance Log for your information. 9. Home for the Holiday Schedule — Your packet includes a schedule of activities for the November 22, 2014 annual Home for the Holidays event in Town Square. 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — November 11, 2014 Page 3 of 3 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) Kate Meacham, Deputy Director of Community Services, 817-748-8018, (kmeacham@ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311, (csanders@ ci.southlake.tx.us) Steve Moore, Recreation Superintendent, 817-748-8186, (smoore(aDci.southlake.tx.us) Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker@ ci.southlake.tx.us) Soheila Mashat-Phelps, Senior Services Coordinator, 817-748-8398, (smashatphelps@ ci.southlake.tx.us) Linda Carpenter -Elgin, Secretary, 817-748-8184,(1carnenter(a-)ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 9 CITY OF SOUTHLAIE SENIOR ADVISORY COMMISSION MEETING: TUESDAY, NOVEMBER 11, 2014 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 September 9, 2014 regular Senior Advisory Commission meeting minutes B. Approval of the October 14, 2014 regular Senior Advisory Commission meeting minutes 3. Discussion A. Guest Presentation — City Council member Gary Fawks 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 Officers 7. Adjournment A quorum of the City Council may be present at this meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — November 11, 2014 Page 2 of 2 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, November 7, 2014 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. Traci Riggs, TRMC Deputy 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 617.748.8016 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: September 9, 2014 LOCATION: Senior Center 307 Parkwood Drive Southlake, Texas Members Present: Chairman Nancy Sporn, Vice Chairman Charlie Boyd, Secretary Marge Kyle; SAC members, Jean Boland and Barbara Pappy (Alternate #1) Commission Members Absent: David Baltimore, Beverly Blake and Louis Braun Staff Members Present: Director of Community Services Chris Tribble; Steve Moore, Recreation Superintendent; Soheila Phelps, Senior Services Coordinator; Communications & Website Manager Pilar Schank; Assistant to the Director Cassie Tucker; and Recreation Supervisor Ryan McGrail Staff Members Absent: None Guests: Rosanne McAdam and Vanessa Sharp, represented the HarborChase of Southlake development; and Southlake residents Ernie and Diane Myer Liaisons: CARS Representative Erick Phelps and MMOW Representative Mary King Public Forum: None 1. CALL TO ORDER Chairman Sporn called the meeting of the Senior Advisory Commission to order at 1:05 p.m. The agenda items were considered out of the regular agenda sequence during the meeting. 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 AUGUST 12, 2014 REGULAR SENIOR ADVISORY COMMISSION. There were no corrections to the minutes. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Senior Advisory Commission Minutes of the September 9, 2014 Page 2 of 4 APPROVED A motion was made to accept the minutes of the August 12, 2014 meeting as presented. Motion: Kyle Second: Boyd Ayes: Boland, Boyd, Kyle, Pappy and Sporn Nays: None Abstention None Vote: 5-0 Motion Carried. 3. DISCUSSION 3A. GUEST PRESENTATION — HARBORCHASE OF SOUTHLAKE Rosanne McAdam presented information about Harborchase of Southlake, a senior assisted living facility at State Highway 114 and East Highland Drive, and responded to questions. 3113. TRIP RESERVATION FEES Chairman Sporn and Director Tribble provided background information about the field trip reservation fee. In April 2011 the fee was established as $3.00. Thereafter an administrative operation decision was made to increase the fee to $5.00, to $7.00 per trip to offset trip costs. The Commission discussed the fees and agreed to leave the fee at $3.00 per trip reservation fee at this time. The Commission will be asked to assist staff with developing a Cost Recovery Policy as the opening of the new senior center draws near. 3C. FUTURE VISITORS Chairman Sporn presented this agenda item. Councilmember Gary Fawks has accepted an invitation to be the guest speaker at the October 14, 2014 SAC meeting. Other desired speakers for future meetings are City Manager Shana Yelverton and Director of Public Works Bob Price. 4. REPORTS 4A. CITY MANAGER'S OFFICE & COMMUNITY SERVICES Communications & Website Manager Pilar Schank presented the City Manager's Report and provided information on the Texas Turnaround on SH 114; 2nd City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Senior Advisory Commission Minutes of the September 9, 2014 Page 3 of 4 reading of the Harborchase agenda item at September 16, 2014 City Council meeting; West Nile Virus spray initiative, and responded to questions. 4B. METROPORT MEALS ON WHEELS MMOW representative Mary King distributed the MMOW monthly report. Participation and cost statistics for the congregate and home -delivered meal programs were shared and Commission questions were answered. ARTSNET has expressed an interest in collaborating with MMOW to provide art programs for participants at the Center. Members were asked to contact Senior Services Coordinator Soheila Phelps if interested in art programs. 4C. CALL A RIDE SOUTHLAKE CARS representative Erick Phelps substituted for Brighton Greene and summarized the CARS monthly participation trip statistics report. Members were invited to support a Fish City Grill fundraising event October 7, 2014 to benefit CARS. Mr. Phelps was available to answer questions. 4D. SENIOR SERVICES COORDINATOR Senior Services Coordinator Soheila Phelps reported on upcoming events and programs at the Center and changes to some of the class programs. Suggestions and ideas for new programs were requested. Volunteers were solicited to insert flyers in upcoming water bills on September 11, 2014. Ms. Phelps was available to answer questions. 4E. SOUTHLAKE SENIOR FUNDING, INC. Southlake Senior Funding, Inc., Board member Nancy Sporn updated the Commission on SSFI's fundraising activities. Ms. Sporn was available to answer questions. 5. PUBLIC FORUM Chairman Sporn acknowledged the public forum. There being no one wishing to speak, Chairman Sporn moved on to the next agenda item. 6. CONSIDER — There were no consider items for this meeting. 7. ADJOURNMENT APPROVED City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Senior Advisory Commission Minutes of the September 9, 2014 Page 4 of 4 A motion was made and unanimously approved to adjourn the meeting at 2:27 p.m. Motion: Pappy Second: Sporn Ayes: Boland, Boyd, Kyle, Pappy and Sporn Nays: None Abstention None Vote: 5-0 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-4 CITY OF SOUTHLAK.-E Senior Advisory Commission Meeting: October 14, 2014 LOCATION: Senior Center 307 Parkwood Drive Southlake, Texas Members Present: Chairman Nancy Sporn, Vice Chairman Charlie Boyd, Secretary Marge Kyle; SAC members, Jean Boland, David Baltimore and Beverly Blake (Alternate #2) Commission Members Absent: Louis Braun and Barbara Pappy (Alternate #1) Staff Members Present: Deputy Director of Community Services Kate Meacham; Steve Moore, Recreation Superintendent; Soheila Phelps, Senior Services Coordinator; and Communications & Website Manager Pilar Schank Staff Members Absent: None Guests: Helen McQuillan and June Story Liaisons: CARS Representative Brighton Greene Public Forum: None 1. CALL TO ORDER Chairman Sporn called the meeting of the Senior Advisory Commission to order at 1:10 p.m. 2. CONSENT AGENDA Consent Agenda items are considered to be routine by the Commission and are enacted with one motion. 2A. APPROVAL OF THE MINUTES FROM THE SEPTEMBER 9, 2014 REGULAR SENIOR ADVISORY COMMISSION. Consideration of the minutes from the September 9, 2014 meeting were tabled to the November meeting. APPROVED A motion was made to Table the minutes of the September 9, 2014 meeting to the next SAC meeting (November 11, 2014). City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B-1 Senior Advisory Commission Minutes of the October 14, 2014 Page 2 of 4 Motion: Kyle Second: Boyd Ayes: Boland, Boyd, Kyle, Pappy and Sporn Nays: None Abstention None Vote: 5-0 Motion Carried. 3. DISCUSSION 3A. GUEST PRESENTATION — COUNCILMEMBER GARY FAWKS Councilmember Fawks canceled his appearance at this meeting due to an unexpected scheduling conflict. Councilmember Fawks will be rescheduled for a future meeting. 4. REPORTS 4A. CITY MANAGER'S OFFICE & COMMUNITY SERVICES Communications & Website Manager Pilar Schank presented the City Manager's Report, including information about the November 22 Tree Lighting event; the annual volunteer appreciation reception; updates on various new Southlake businesses; and naming of the community recreation center presentation to City Council at the October 21 meeting. Ms. Schank was available to answer questions. Deputy Director of Community Services Kate Meachan introduced herself and provided information about her background. 4113. METROPORT MEALS ON WHEELS MMOW representative Mary King was not present at this meeting; however, the MMOW monthly report was distributed to Commission members. 4C. CALL A RIDE SOUTHLAKE CARS representative Brighton Greene summarized the CARS monthly participation trip statistics report and presented information on CARS activities. Mr. Greene was available to answer questions. 4D. SENIOR SERVICES COORDINATOR City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B-2 Senior Advisory Commission Minutes of the October 14, 2014 Page 3 of 4 Senior Services Coordinator Soheila Phelps reported on upcoming events and programs at the Center. A new Spanish class will start November 1, 2014. Ms. Phelps was available to answer questions. 4E. SOUTHLAKE SENIOR FUNDING, INC. Southlake Senior Funding, Inc., Board member Nancy Sporn updated the Commission on SSFI's fundraising activities and marketing efforts. Ms. Sporn was available to answer questions. 5. PUBLIC FORUM Chairman Sporn acknowledged the public forum. There being no one wishing to speak, Chairman Sporn moved on to the next agenda item. 6. CONSIDER 6A. SENIOR ADVISORY COMMISSION 4T" QUARTER WRITTEN REPORT TO CITY COUNCIL ON OCTOBER 21, 2014 Senior Services Coordinator Soheila Phelps presented the draft Report for the Commission's feedback. APPROVED A motion was made to accept the SAC written report as presented. Motion: Baltimore Second: Kyle Ayes: Boland, Boyd, Kyle, Pappy and Sporn Nays: None Abstention None Vote: 5-0 Motion Carried. 1aL6111NZIJi14ki111 APPROVED A motion was made and unanimously approved to adjourn the meeting at 1.55 p.m. Motion: Boland Second: Boyd Ayes: Boland, Boyd, Kyle, Pappy and Sporn Nays: None Abstention None City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B-3 Senior Advisory Commission Minutes of the October 14, 2014 Page 4 of 4 Vote: 5-0 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 2B-4 CITY OF SOUTHLAKI✓ MEMORANDUM November 6, 2014 TO: Senior Advisory Commission FROM: Steve Moore, Recreation Superintendent, Community Services SUBJECT: Election of Officers Action Requested: Election of Senior Advisory Commission (SAC) officers as desired. Background Information: Senior Advisory Commission Bylaws Article III states regarding the process for election of officers in Section 3.1(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 successors are elected. " City Council made annual appointments to the Commission at their October 21, 2014 meeting. The Council reappointed Jean Boland, Charles Boyd, and Nancy Sporn and also appointed Bernice McCauley to the Commission. Commission member Beverly Blake was moved from an Alternate #2 position to Place 6. With those recent appointments, this item has been placed on the agenda at the request of SAC member Boyd to allow the Commission the opportunity to elect officers if desired. To following is provided to recap the most recent SAC elections: v November 12, 2013, SAC 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. (Terms for SAC officers were changed from one year to two year terms in 2010 when SAC approved revised SAC Bylaws January 12, 2010 and City Council approved March 2, 2010.) ➢ 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 then Vice Chair Nancy Sporn to fill the vacant Chair position. This election created a vacant Vice Chair position. ➢ SAC elected Charlie Boyd to fill the position of Vice Chair at the August 12, 2014 meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 6A - 1 Senior Advisory Commission Meeting Date — November 11, 2014 Page 2of2 Any sitting Board member may be considered for an officer position. The following are current SAC members: ■ Jean Boland ■ Bernice McCauley ■ Charles Boyd ■ David Baltimore ■ Nancy Sporn ■ Beverly Blake ■ Margie Kyle ■ Barbara Pappy ■ Vacant Financial Considerations: Not Applicable Citizen Input/ Board Review: Not Applicable Legal Review: Not Applicable Alternatives: Not Applicable Supporting Documents: SAC Bylaws Place 1 Expire 10/31/16 Place 2 Expire 10/31/16 Place 3 (Current Vice Chair) Expire 10/31/16 Place 4 Expire 10/31/15 Place 5 (Current Chair) Expire 10/31/16 Place 6 Expire 10/31/16 Place 7 (Current Secretary) Expire 10/31/15 Alternate 1 Expire 10/31/15 Alternate 2 Expire 10/31/16 Staff Recommendation: Election of Senior Advisory Commission officers. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 6A-2 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-3 (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 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-5 A ends Item No. 4B. Cancel or reschedule the March 16 2010 City Council meeting. Council agreed to cancel the March 16, 2010 City Council meeting. Agenda Item No._4C. Approve an interlocal agreement with _Tarrant County for the reconstruction of North_ Carroll Avenue from State Highway 114 to Dove Road. A presentation was not made this item. Aaenda Item No. 4D. This item was infenfionaAv left blank. Agenda Item No. 4E. Approve the renewal of a Facilities Utilization Agreement with Southlake Baseball Association (SBA). A presentation was not made this item. Agenda Item No. 4F. Approve the renewal of a Facilities Utilization Agreement with Grapevine Southlake Soccer Association (GSSA). A presentation was not made this item. Agenda Item No. 4G. Approve the renewal of a Facilities Utilization Agreement with Southlake Girls Softball Association (SGSA). A presentation was not made this item. Agenda Item No. 41-11. Approve the renewal of a Facilities Utilization Agreement with Southlake Carroll Lacrosse Association (SCLA). A presentation was not made this item. Agenda Item No. 41. Approve the Policy Ordinance Review Committee revisions to the Senior Advisory Commission Bylaws. A presentation was not made this item. Agenda Item No. 4J. Approve the Policy Ordinance Review Committee revisions to the Southlake Youth Action Committee Bylaws. A presentation was not made this item. Agenda Item No. 4K. Approve the Policy Ordinance Review Committee revisions to the Parks and Recreation Board Bylaws. A presentation was not made this item. Agenda Item No. 4L. Approve the Policy Ordinance Review Committee revisions to the Community Services Department Matching Funds Policy. A presentation was not made this item. Agenda Item No. 4M. Approve the Policy Ordinance Review Committee revisions to the Parks Board Absences Policy. A presentation was not made this item. Agenda Item No. 4N. Approve the Policy Ordinance Review_ Committee revisions to the Park Use Policy. A presentation was not made this item. Agenda Item No. 40. Approve the Policy Ordinance Review Committee revisions to the General Operating Policies for Tennis Courts. A presentation was not made this item. Agenda Item No. 4P. Ordinance No. 969 1st Reading, Approve the Policy Ordinance Review Committee revisions to Chapter 2 of the City Code regarding Senior Advisory UNOFFICIAL REGULAR CITY COUNCIL MEETING MINUTES, MARCH 2, 2010 Page 3 of 8 Shady Oaks Drive and 600, 601, 620, 640, 700, 7011 750, 800, 801, 850, 900, 901 Sherwood Drive and being approximately 35.662 acres. Current Zoning: SF-20A Single - Family Residential District. Requested Zoning: RPUD Residential Planned Unit Development District. SPIN Neighborhood #6. The Mayor stated that the applicant for item 7A wishes to table this item. Applicant Paul Spain requested to table this item indefinitely to allow time to address neighbors' questions prior to coming back to Council. Director Baker stated that staff would readvertise this item and renotify surrounding property owners when this item comes back for consideration. Motion was made to approve consent agenda ' s 4A; 4B to cancel the March 16, 2010 City Council meeting; 4C; 4E; 4F; 4G; 4H; 41 J; 4K; 4L; 4M; 4N; 40; 4P; 4Q; 4R; 4S; 4T; to table item 4U to the June 1, 2010 Cl y Council meeting; to table item 4V to the April 20, 2010 City Council meeting; to table item 4W to the April 20, 2010 City Council meeting; and to table item 7A indefinitely. Motion: Muzyka Second: Jones Ayes: Bledsoe, Hill, Jones, Morris, Muller, Muzyka, Terrell / Nays: None V Approved: 7-0 REGULAR AGENDA: Agenda Item No. 5. Public Forum. No one spoke during the public forum. Agenda Item No 6A Resolution No. 10-012, (ZA10-005) Specific Use Permit for a Mass Gathering for Oktoberfest on Property being described as Phase I -IV Southlake Town Square, and being located between East Southlake Boulevard East State Highway 114 and North Carroll Avenue. Current Zoning: DT Downtown District. SPIN Neighborhood #8. Planner Schell presented this item to Council. Representatives from the Chamber of Commerce, Jill Johnson and Pat Staudt, answered Council's questions. In accordance with Section 4.21 of the City Charter, the caption for this item is listed as follows: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR A MASS GATHERING FOR OKTOBERFEST LOCATED BETWEEN EAST SOUTHLAKE BOULEVARD, EAST STATE HIGHWAY 114 AND NORTH CARROLL AVENUE, SOUTHLAKE, TEXAS, BEING DESCRIBED AS PHASE I -IV, SOUTHLAKE TOWN SQUARE, MORE FULLY AND COMPLETELY DESCRIBED IN EXHIBIT "A", AND AS DEPICTED ON THE APPROVED SITE PLAN ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT "B" AND PROVIDING AN EFFECTIVE DATE. No one spoke during the public hearing. UNOFFICIAL REGULAR CITY COUNCIL MEETING MINUTES, MARCH Z 2010 Page 5 of 8 6A-7 Senior Advisory Commission Attendance Report 1 Jean Boland X 11 t Yo 11 11 Individual Rate 86% Hrs To Date 10.25 2 Bernice McCauley 3 Charles Boyd 11 Vo Vo Vo Vo V 100% 11.75 4 David Baltimore 11 X Vo X X vo 63% 7.75 5 Nancy Sporn 11 X Vo 11 Vo 88% 10.25 6 Beverly Blake X V Vo Vo X X Vo 64% 7.25 7 Marge Kyle 11 11 Vo Vo 11 11 11 100% 11.75 s- Alt 2 Barbara Pappy X 11 11 Vo X X 63% 8.5 g-Alt 2 2 Louis Brau 11 11 11 Vo Vo X X 71% 8 6 Richard McCauley `' 11 11 0 0 0 100% 5 Meeting Attendance Rate (includes substitutions) 88% 0% 77% 100% 67% 88% 0% 44% 67% 86% Total Hours 1.75 0 1.5 1.75 1 2 0 1.5 1.5 0.75 11.75 40 Chair Dick McCauley deceased 4/17/14 In attendance x Not present; no substitute r Substitute in attendance • Vacant position Meeting Canceled No quorum; Meeting Canceled Change in Representative Monday, October 27, 2014 By City of Southlake Enjoy Hometown Traditions and New Attractions at the Annual Tree Lighting Event on Saturday, November 22 Planning is in full -swing for the annual Southlake Home for the Holidays Tree Lighting event. The Tree Lighting kicks -off the holiday season with hometown traditions and new, exciting activities for the family. This year's event will be held on Saturday, November 22nd from 5:30 p.m. — 8:30 p.m. at Southlake Town Square. All the fun and entertainment will begin at 5:30 p.m. in Family Park and Frank Edgar Cornish, IV Park. Entertainment, crafts, the 4-lane snow tubing hill, strolling characters and concessions will all begin at 5:30 p.m. For all the Frozen fans out there, a "Frozen Wonderland" located in Frank Edgar Cornish, IV Park will also begin at 5:30 p.m. with snowman building with Olaf and photo opportunities with Elsa and Anna. The fun continues as Santa Claus arrives to Southlake Town Hall for the Tree Lighting Ceremony at 6:30 p.m. After Mayor John Terrell welcomes in the holidays, Santa Claus will switch on the lights from the Town Hall balcony. Once Town Square is lit, Santa Claus will make his way to Santa's Village located in Rustin Pavilion to listen to your wish lists and take free photos with your family. The carriage rides will be located in Family Park and begin at 6:30 p.m. There will be three loading locations for the carriage rides; the north side of Town Hall, the corner by Starbucks and the corner by Malouf's. The Southlake Community Band and local school choirs will provide holiday cheer throughout the evening. Below is a schedule of entertainment: Rustin Pavilion: • 5:15pm — 6:20 pm: Southlake Community Band • 6:40pm — 8:30pm: Photos with Santa Family Park Stage: • 6:30pm: Tree Lighting Ceremony • 6:40pm: Johnson Elementary • 7:OOpm: Carroll Elementary • 7:20pm: Cantare Texas Choir • 7:45pm: Holiday Entertainment Frank Edgar Cornish, IV Park Stage: • 5:45pm: Old Union Elementary • 6:15pm: Holiday Music • 6:45pm: Rockenbaugh Elementary • 7:15pm: Walnut Grove Elementary • 7:35pm: Durham & Eubanks Intermediate • 8:OOpm: Holiday Music Please visit www.SouthlakeHomefortheHolidays.com for complete event information and to view the event & parking maps. If you have any questions, please contact Southlake Community Services at (817) 748-8019.