2015-10-13 SAC PacketCITY OF
SOUTHLAKE
MEMORANDUM
October 8, 2015
AGENDA NOTES WITH TIME"
TO: Senior Advisory Commission
FROM: Kate Meacham, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, October 13, 2015 at 1:00 p.m.
PLEASE NOTE THE MEETING WILL RESUME THE
REGULAR START TIME of 1:00 P.M.
Estimated Time 1:00pm — 1:05pm
1. Agenda Item No. 1. Call to Order
2. Agenda Item No. 2. Public Forum: — This is the public's opportunity to address
the Commission about non -agenda items. During Public Forum, the Commission
will not discuss, consider, 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.
Estimated Time 1:05pm — 1:45pm
3. Agenda Item No. 3. Reports:
A. City Manager's Office — This is a standing item on the agenda to allow for
an update from the City's Deputy Director of Communications Pilar
Schank. This item has no packet document.
B. Community Services / Upcoming Events — This is a standing item on the
agenda to allow for an update from the Community Services Department
staff regarding current and future developments. As an update, the
Memorandum of Understanding (MOU) for senior programs that was
discussed at the last meeting is included in your packet.
C. 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.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — October 13, 2015
Page 2 of 4
D. 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.
E. 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.
F. 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.
Estimated Time 1:45pm — 1:50pm
4. Agenda Item No. 4. Consent:
A. Approval of the September 8, 2015 Senior Advisory Commission meetin
minutes — Please include any corrections to the minutes in your motion.
Estimated Time 1:50pm — 2:15pm
5. Agenda Item No. 5. Consider
A. Senior Advisory Commission 4t" 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 October 20,
2015 City Council meeting packet.
B. Name for Senior Programs — The purpose of this item is for the
Commission to review and select from the proposed names, a name for
senior programs. Your packet memo contains a review of the process to
name the senior programs and activities to date.
Estimated Time 2:15pm — 3:OOpm
6. Agenda Item No. 6. Discussion
A. Marketing Strategy Plan — Staff will present information on the proposed
marketing plan for senior programs at the meeting. A copy of the plan is
included in your packet.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — October 13, 2015
Page 3 of 4
B. Cost Recovery Policy — The existing Cost Recovery Policy was approved
by City Council in 2007 and is in need of updating to address programs
that have been added since 2007, as well as the new programs, activities
and rental facilities that are anticipated when The Marq Southlake opens
in December.
Based on input received from SAC at that meeting and along with
additional feedback from other Boards, staff has developed a draft Cost
Recovery Policy that is included in your packets. The draft included only
includes an outline of drafted `qualifications' for the policy. The complete
policy, including the standards to which each program or service will be
held to will be brought to you for final consideration at your November
2015 meeting.
C. December Meeting Date — This item is placed on the agenda to allow the
Commission the opportunity to discuss moving the regular SAC meeting
scheduled of December 8 to another date.
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 Forum is scheduled at this time. Please check the website for the
latest information.
Tuesday, October 13 — SPIN Town Hall Forum, 6:00 p.m., Council Chambers:
o SPIN #8 would like to propose some screening walls in front of the store and reduce the
parking requirements so that outside storage and sales can occur seasonally in the south
parking area at 201 N. Kimball Avenue.
o SPIN #8 would like to propose two office buildings at approximately 20,000 square feet
each near 495 S. Kimball Avenue.
8. Events of Community Interest — Staff would like to share the following upcoming
community events that are open to the public and may be of interest to you.
• Saturday, October 10 — Rotary — DPS Appreciation Event/National Night Out/Fire
Prevention Week, 5:00 — 8:00 p.m., North Park
• Tuesday, October 13 — Special City Council meeting for board interviews,5:30 p.m.,
Town Hall
• Saturday, October 17 — Crud Cruiser Fall Cleaning Day, 9:00 to 11:00 a.m., Dragon
Stadium, 1085 South Kimball Avenue
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — October 13, 2015
Page 4 of 4
' Wednesday, October 28 — Meet The Mayor, 5:30 — 7:00 p.m., Del Frisco's Grille, 1200
East Southlake Boulevard
9. 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.
KATE MEACHAM
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, (cedmondson@ ci.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,(Carpenter(a)ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, OCTOBER 13, 2015
LOCATION: Senior Activities Center
307 Parkwood Drive
Southlake, Texas 76092
TIME: 1:00 P.M.
AGENDA:
1. Call to Order
2. 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.)
3. Reports
A. City Manager's Office
B. Community Services / Upcoming Events
C. Senior Services
D. Metroport Meals on Wheels
E. Call A Ride Southlake
F. Southlake Senior Funding, Inc.
4. Consent
A. Approval of the September 8, 2015 regular Senior Advisory
Commission meeting minutes
5. Consider
A. Recommendation on Senior Advisory Commission 41" Quarter Written
Report to City Council
B. Name for senior programs
6. Discussion
A. Marketing Strategy Plan
B. Cost Recovery Policy
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — October 13, 2015
Page 2 of 2
C. December Meeting Date
7. Adjournment
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, October 9, 2015 by 6:00
p.m. pursuant to Chapter 55,J%mF,0011Texas Government Code.
6
Traci Henderson, 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 817.748.8016 reasonable accommodations will be made to assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
No Packet documents for the following agenda item(s);
Staff or liaison presentation at meeting.
REPORTS
3A — City Manager's Office
CITY OF
SOUTHLAKE
19
Memorandum of Understanding
Senior Services Programming at The Marq Southlake
September 8, 2015
As the City of Southlake prepares to open The Marq Southlake, this memorandum of
understanding has been developed to outline the intent the City has in regards to
moving the existing Senior Services programming over to the new facility and the
expansion of new programming once in the facility. It is the intent of the City of
Southlake to:
1. Have Senior programming the priority in the Senior Lounge (including all rooms
within the Senior Lounge area) Monday — Friday 9:00am — 4:00pm and with any
additional programming of the space outside of these hours.
1.a The City may at times, rent out the Senior Lounge outside of the above
mentioned hours on an infrequent basis. These rentals would require the
Director of Community Services approval.
2. Senior programming takes priority in The Studio Monday —Friday 9:00am —
4:00pm. Additional programs outside of these hours can be coordinated with
the Sales Specialist with eight month (two seasons) notice. The Seniors may
program The Studio inside of the eight month notice if the room is not booked
two weeks prior.
3. The Stage can be booked for Senior programming Monday and Fridays and other
days in coordination with the Sales Specialist and the Senior Services
Coordinator.
4. The Senior lunch program takes priority each Monday between the hours of
11:OOam — 2:00pm in Traditions ii and lii, along with use of the Kitchen.
5. Any additional spaces can be booked for senior programming incoordination
with the Sales Specialist.
The City may at times, require the Seniors to move their programming, but this would
be done with generally a minimum of four -week notice on an infrequent basis. It is the
intent of the City not to move Senior programming, but in extreme circumstances may
require it. In the event Senior programming must be moved, the Sales Specialist will
work directly with the Senior Services Coordinator to find alternative locations for
programming.
/L 1'y"eA
C ris Tribble
Director of Community Services
1400 Main Street, Suite 21u, �r;� ..�u i,': �_ ti; (817) 746 6,4'i9
Reports - Community Services
3B-1
Li
Elm
Yr r � l Y
a- I IM JK
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11 i '3 �111
No Packet documents for the following agenda item(s);
Staff or liaison presentation at meeting.
REPORTS
3C — Senior Services
3D — Metroport Meals on Wheels
3E — Call A Ride Southlake
3F — Southlake Senior Funding, Inc.
CITY OF
SOUTHLAKE
Senior Advisory Commission Meeting:
September 8, 2015
LOCATION: Senior Center
307 Parkwood Drive
Southlake, Texas
Members Present: Chairman Nancy Sporn, Vice Chairman Charlie Boyd, Secretary Marge
Kyle; SAC members Jean Boland, Bernice McCauley and Barbara Pappy (Alternate))
Commission Members Absent: David Baltimore, Beverly Blake
Staff Members Present: Director of Community Services Chris Tribble; Deputy Director of
Community Services Kate Meacham; Deputy Director of Communication Pilar Schank; and
Senior Services Coordinator Soheila Phelps
Guests: City Councilmember Shawn McCaskill; Eric Phelps, CARS liaison; and Metroport
Meals On Wheels liaison Mary King
si I M Heall N Q 4:7
Chairman Sporn called the meeting of the Senior Advisory Commission to order at
2:10 p.m.
Agenda items were considered out of the regular sequence.
3. DISCUSSION
3A. GUEST SPEAKER: CITY COUNCIL MEMBER SHAWN MC CASKILL
Place 2 City Council member Shawn McCaskill was the guest speaker at the
September 8, 2015 Senior Advisory Commission meeting. Council member McCaskill
provided his personal, professional and civic background information. He responded
to questions from the Commission regarding the FY 2016 budget, the homestead
exemption, financing of The Marq Southlake Phase 2, tax incentives for Costco,
affordable housing, traffic congestion, and construction issues.
3B. PROCLAMATION OF SENIOR CENTER MONTH
A proclamation to celebrate September as "Senior Center Month" in Southlake was
presented by Councilmember McCaskil at the meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 1
Senior Advisory Commission
Minutes of the September 8, 2015
Page 2 of 4
3C. MEMORANDUM OF UNDERSTANDING FOR SENIOR PROGRAMS AT THE
MARQ SOUTHLAKE
A Memorandum of Understanding (MOU) for senior programs at The Marq Soutlake
was presented by Deputy Director Meacham for Senior Advisory Commission
information. The MOU was developed to outline the intent the City has regarding the
existing Senior Services programming and activities when moved into the new senior
center, Legends Hall, at The Marq Southlake in December 2015. Director Tribble and
Deputy Director Meacham answered questions from Commission members.
4. CONSIDER
4A. RECOMMENDATION ON A NAME FOR SENIOR PROGRAMS
Deputy Director Meacham reviewed the process of developing a name for the senior
programs and activities to identify the programs to the public. Director Tribble and
Deputy Director Meacham responded to questions from Commission members.
Based on feedback from five previous Commission and focus groups' discussions of
the name, the names presented for consideration were "Heritage Club" and
"Southlake 55+ Club," with multiple variations including tag -lines. The Commission
discussed the name options at great length, but did not arrive at a decision at this
meeting. The consensus was to continue consideration of the name at the next
meeting, allowing for feedback to be received from a survey to be conducted at
senior congregate luncheon.
A formal motion and vote was not held on this item.
5. REPORTS
5A. CITY MANAGER'S OFFICE
Deputy Director of Communication Pilar Schank presented the City Manager's Report
highlighting the upcoming Citizen Survey, the FM 1709, FM 1938 and North White
Chapel construction projects, and the grand opening of Bicentennial Park. Deputy
Director Schank was available to respond to questions from the Commission. A
suggestion was offered that a traffic monitor placed at the high school parking lot on
North White Chapel could help alleviate the traffic congestion of that area.
5113. COMMUNITY SERVICES / UPCOMING EVENTS
Director Chris Tribble invited Commission members to the Bicentennial Park and
Playground Grand Opening celebration to be held September 12.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-2
Senior Advisory Commission
Minutes of the September 8, 2015
Page 3 of 4
Deputy Director Kate Meacham confirmed a tour of The Marq Southlake has been
arranged for Senior Advisory Commission members for September 23 at 10:00 a.m.
SAC will be invited to a VIP event for The Marq Southlake to be held on December
11. The community open day for The Marq is set for December 12, with The Marq
Southlake and the grand opening of The Legends Hall to be held December 14. The
first dance is scheduled January 21, 2016 at The Marq.
5C. SENIOR SERVICES COORDINATOR
Senior Services Coordinator Soheila Phelps reported on senior programs and
activities during the month and was available to answer questions.
5D. METROPORT MEALS ON WHEELS
Senior Services Coordinator Soheila Phelps distributed the MMOW monthly report in
MMOW representative Mary King's absence. Ms. King left the meeting earlier for a
prior commitment. Staff will meet with Ms. King regarding the transition of the
congregate luncheons to The Marq Southlake.
5E. CALL A RIDE SOUTHLAKE
CARS representative Eric Phelps distributed the CARS monthly participation trip
report and summarized the ride fluctuations and statistics during the month. Mr.
Phelps was available to answer questions.
5F. SOUTHLAKE SENIOR FUNDING, INC.
Southlake Senior Funding, Inc., Secretary Nancy Sporn reported SSFI is involved in
the North Texas Giving Day on September 17, 2015, and opportunities to make
donations were explained. 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.
2A. APPROVAL OF THE MINUTES FROM THE AUGUST 11, 2015 REGULAR SENIOR
ADVISORY COMMISSION MEETING.
APPROVED
A motion was made to approve the minutes of the meeting as submitted.
Motion:
Boyd
Second:
Kyle
Ayes:
Boyd, Kyle, McCauley and Sporn
Nays:
None
Abstention
Boland, Pappy (absent 8/11/15 meeting)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-3
Senior Advisory Commission
Minutes of the September 8, 2015
Page 4 of 4
Vote: 4-0
5. PUBLIC FORUM — There was no one present to speak at public forum.
7. ADJOURNMENT
APPROVED
A motion was made and unanimously approved to adjourn the meeting at 3:55 p.m.
Motion:
Sporn
Second:
All
Ayes:
Boland, Boyd, Kyle, McCauley, Pappy and Sporn
Nays:
None
Abstention
None
Vote:
6-0
Nancy Sporn, Chair
Kate Meacham, Deputy Director
Community Services
A digital recording of this meeting is available upon request from the Office of City Secretary. The
digital recorder was not available.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-4
City of Southlake Advisory Commission
Quarterly Report
The Southlake Senior Activity Center has become a popular place to be a part of. We've been
having a full house every week, as we did last quarter once again over 90 new members have
joined us.
We did a lot in-house to keep our guests entertained and busy ...
• July was National Park and Recreation Month ---The NRPA challenged us to rock the month 80s style.
The staff hosted 80s themed Bingo night, 80s themed luncheon with live music, a movie from the 80s
and of course we had to end with an even bigger themed party, guests were invited to dust off their 80s
clothes, have food and dance to the live 80s music.
• We hosted festivities to celebrate Elvis week in August--- invited a championship winner to do his Elvis
Tribute show for over 60 guests. The event was a hit!
• In September we celebrated National Senior Center Month. In recognition of its older citizens,
Councilmember McCaskill presented the center with a proclamation.
• Our volunteer dance committee duo, Diane and Ernie Myers know how to get our members excited
about dancing. Their annual Ballroom Dance lessons are always a huge success.
• We offered educational seminars: Spinal Health and screening, Emergency preparedness, Cyber Fraud
prevention, Back and Pain Management, Flu shot clinic, Q&A with Senior Health Service Providers.
• Potluck Bingo is popular as ever and our sponsor has been very generous with the prizes.
• Monthly movies are still a hit.
• Our Spanish class is going strong.
• The Bridge Lessons offered by our senior members have been received very well.
• AARP Smart Driving Course.
We were able to travel to....
• The City of Garland to witness the Purple Martin Pre -Migratory Roost.
• Arlington for fine dining at "Cacharel", French Cuisine Restaurant.
• The Artisan Theater to see "Secret Garden".
• See the "Spectacular Senior Follies" at the Eisemann Center —Partially sponsored by SSFI.
• Attend the NE Tarrant County Senior Jamboree.
• Lake Lewisville, for a sunset cruise; what a great way to end another fun filled and busy quarter.
Our next report for the new fiscal year will be from our new home at the Marq Southlake.
4th Quarter (July -August -September 2015) Report to City Council
5A - 1
CITY OF
SOUTHL.AKE
MEMORANDUM
October 8, 2015
TO: Senior Advisory Commission
FROM: Kate Meacham, Deputy Director of Community Services
SUBJECT: Name for Senior Programs
Action Requested: Senior Advisory Commission discussion and selection of the
Community Services Department senior programs name.
Background
Information: At the July 14, 2015 SAC meeting, Commission members
discussed naming of the senior programs and activities offered by
the City to help identify programs to the public and to create appeal
to individuals ages 55-69. Some of suggested names were: "55+
Club of Southlake," "55+ Activities Center ... stay active, stay
involved, stay connected," "Southlake Active Life," "Balanced
Living," "Heritage" and "Southlake Active Social Center."
Based on the feedback from that discussion, along with feedback
from the three program focus groups meeting held July 17, the
name Heritage Club was discussed at the August 11, 2015
meeting.
The name Heritage Club, as well as an alternative name, Southlake
55+ Club, was presented for consideration along with mock
marketing graphics at the September 8th meeting. The Commission
suggested a survey of several name options be presented to
participants at the senior congregate luncheon.
This item is listed on the agenda as a consider item to allow the
Commission to take a vote on the desired name, based on
feedback received from the survey at the luncheon, and the
discussion at the SAC meeting that follows.
As mentioned previously, naming of the senior programs does not
require City Council approval.
Financial
Considerations: N/A
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5B-1
Senior Advisory Commission
Meeting Date — October 13, 2015
Page 2of2
Citizen Input/
Board Review: SAC discussion of a name for senior programs July 14, 2015
Senior Program Focus Groups (3) on July 17, 2015
SAC discussion of the proposed name, Heritage Club, August 11,
2015
SAC discussion of suggested names, Heritage Club and Southlake
55+ Club, September 8, 2015
Survey of participants at the senior congregate luncheon October 6,
2015
Survey of participants of programs during the week of October 6 —
12, 2015
SAC recommendation on name for senior programs October 13,
2015
Legal Review: N/A
Alternatives: N/A
Supporting
Documents: N/A
Staff
Recommendation: Senior Advisory Commission discussion and selection of a name
for senior programs and activities.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5B-2
DRAFT: Senior Center Grand Opening Marketing Plan
1: Grand Opening Invitation: We will mail a personal invitation to all past and present members in our
database announcing the Grand Opening and inviting them to our event on Monday, December 14.
2: Direct Mailer: We will mail a large postcard to residents in 76092 zip code aged 55 and older. There
are 4,000 addresses that meet this criteria. (See back for sample).
3: The Senior Voice Magazine: January will feature a two -page spread editorial piece on new Southlake
Senior Center at The Marq. In turn, we will run two % page print ads within their magazine. One in their
November/December issue and one later in the year.
4: Press Release: We initiate all press releases through MySouthlakeNews.com. We will then push this
to all other media outlets in the area (IMPACT, Star Telegram, etc.).
5: Facebook: We will be doing regular posts on Facebook promoting the Senior Center. We will also do
paid advertisements on Facebook that will target specific demographics.
6: Referral Cards: We will be creating referral cards (business card sized) for our current members to
pass out to their family and friends to promote the facility with a promotional offer included.
7: The Marq Marketing Campaign: There is also an overarching marketing campaign being pushed out
that while not targeted at Seniors, will still be promotion for the facility and thus the Senior program.
6A - 1
DRAFT SAMPLE POSTCARD:
SENIOR ACTIVITY
CF\TFR
TH E MARQ
411 Uniry Way
Souihlake, TX 76092
Dear Southlake Resident,
We want to take the opportunity to extend you an
nFFical invitation to the new Senior Activity Center at
The Marq Southlaake.
We welcome residents as well as citizens From surrounding
, hies to become members. The new Facility is remarkable
and ready for active adults in the area to participate in pro-
grams, classes, games, luncheons and more,
We look Forward to welcoming you to our new
location.
Warm Regards,
Chris 7 eibble
Director. Community Services
City of Southlake
CITY OF
SOUTHLAKE
MEMORANDUM
October 8, 2015
TO: Senior Advisory Commission
FROM: Kate Meacham, Deputy Director of Community Services
SUBJECT: Cost Recovery Policy
Action Requested: Senior Advisory Commission discussion of the Community Services
Department Cost Recovery Policy.
Background
Information: The existing Cost Recovery Policy was approved by City Council in
May 2007. The Policy needs to be updated to include the new
programs, anticipated events and rental facilities that will become
available when The Marq Southlake opens in late 2015. To update
the Policy, staff seeks input from boards and commissions involved
in senior services and recreation and community programs.
At the February 10, 2015 meeting, Senior Advisory Commission
members were provided an overview of the Community Services
Department Cost Recovery Policy. The Qualifications and
Standards pyramid model used to evaluate programs and services
was discussed.
With input received from SAC at that meeting and along with
additional feedback from other Boards, staff has developed a draft
Cost Recovery Policy that is included in your packets. The draft
included only includes an outline of drafted `qualifications' for the
policy. The complete policy, including the standards to which each
program or service will be held to will be brought to you for final
consideration at your November 2015 meeting.
The adoption of revisions to the Community Services Department
Cost Recovery Policy will require a formal recommendation from
the Senior Advisory Commission, Parks and Recreation Board, and
the Library Commission before final approval by City Council. An
agenda item will be placed on the next meeting agenda for SAC's
formal recommendation.
City Council will consider the policy at their meeting on November
17, 2015.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
6B-1
Senior Advisory Commission
Meeting Date — October 13, 2015
Page 2of2
Financial
Considerations
Citizen Input/
Board Review:
Legal Review:
Alternatives:
Supporting
Documents:
Staff
Recommendation
Approval of a Community Services Department Cost Recovery
Policy document itself will have no financial impact to the City's
budget. However, the Policy will serve as a guide in developing
annual activity budgets and fees to be charged for existing and
anticipated programs and services.
SAC discussion of Cost Recovery Policy February 10, 2015
SAC discussion of Cost Recovery Policy October 13, 2015
SAC recommendation on proposed Cost Recovery Policy,
November 10, 2015
City Council consideration of the Policy November 17, 2015
City Attorney will review final proposed Cost Recovery Policy prior
to City Council consideration
N/A
Community Services Department Cost Recovery Policy
Cost Recovery Qualifications & Standards Model
Senior Advisory Commission discussion proposed Community
Services Department Cost Recovery Policy.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Community Service Department
Policies and Procedures Manual
Policy: Recreation Activities Cost Recovery Policy
Source: City Council
Category: Administrative
POLICY
The following shall serve as the guidance for establishing a Recreation Activities Cost Recovery
Policy, for the purpose of developing annual activity budgets, and establishing fees to be charged
for recreation activities. The scope of this policy shall only include programs managed by City
staff. The specific elements of this policy are as follows:
• The Parks and Recreation Pricing Pyramid Model shall be used (Appendix A).
• In recognition of the wide variety of service values and revenue generating potentials of
various activities, specific cost recovery levels shall be established for each recreation
activity.
• The cost recovery levels shall include both minimum and target levels of cost recovery
(Appendix B).
• Activities unable to meet their minimum cost recovery levels shall be reviewed by staff
for consideration of recommending appropriate action; increase cost; change cost
recovery level; eliminate activity.
• Activities that have achieved or exceeded their recovery levels shall be evaluated to
determine if the cost recovery level should be increased.
• Strategies for achieving cost recovery will be established by staff. The strategies may
include immediate or gradual action depending upon the best interests of maintaining a
strong program and achieving the designated target for each level within a reasonable
time period and current fiscal conditions.
• The Cost Recovery Policy shall, where applicable, also may include other specific fee
considerations (e.g. benchmarking of surrounding cities) that may supersede cost
recovery target considerations.
• Once the Cost Recovery Policy is established, staff shall have the authority to set and
adjust fees, except that no fee adjustment shall exceed 20% within a 1-year period
without the review of the Parks and Recreation Board and approval from the City
Council.
C&-M3
• New activities are assigned to a level according to the Parks and Recreation Pricing
Pyramid Model (Appendix A) and may be given an evaluation period of one year after
first conducting the program before that activity is required to meet the corresponding
cost recovery minimum.
DEFINITIONS
• Direct Costs - Cost of part-time recreation staff (e.g. instructors, recreation aides, and
recreation leaders), supplies, materials, or services.
• Fixed Program Costs — Recreation Specialists, recreation brochure, and other fixed
resources that do not vary with the program.
• Fixed Division Costs — RecNet fees
• Facility Costs — City and Joint Use facilities
• Indirect Costs — Cost of full-time staff (e.g. director, office staff, superintendent,
maintenance staff), utilities, and other overhead.
RECREATION PROGRAMS FINANCIAL ASSISTANCE
Southlake residents who desire access to programs and services will have the opportunity to
participate. Therefore, the recreation financial assistance program should be in effect for those
residents who do not have the ability to pay all or part of the established fee or charge. The
recreation financial assistance program will establish a program, which provides staff the
guidelines and procedures (Appendix D) to provide reduced fees for those residents who do not
have the means to pay in full.
The guidelines will be based upon established standards, such as school Income Eligibility
Guidelines used for the free lunch program. The guidelines will respect the privacy of the
individual/family and will be applied consistently.
Appendix A
The Pricing Pyramid Model
The Pricing Pyramid Model will be used to determine the percentage of cost recovery recreation
activities should achieve. The levels have been developed using the Cost Recovery Pricing
Pyramid Model. Activities are assigned to levels based on the definition of the level. The
definitions for each level are as follows:
Levels
Definition of Recovery Levels
Level 1
Programs or activities that fulfill the core mission of the City
and/or enhance the health, safety and livability of the
(14% of programs fall into
community that require the removal of a cost barrier for
this category)
optimum participation.
Example: Stars and Stripes.
Level 2
Programs or activities that fulfill the core mission of the
Recreation Division that provide a community wide benefit.
These programs and activities are general, basic and non-
(12% of programs fall into
specific to any one recreational activity or age generally
this category)
accepted as traditional municipal youth programs.
Example: Sweetheart Dance.
Level 3
These programs and activities are more interest specific and
have more of an individual benefit or purpose to fulfill a
(29% of programs fall into
specific recreational interest or need. These programs are
this category)
often offered to stay with current recreational trends.
Example: Youth Basketball.
Level 4
These programs and activities have a higher individual focus
(42% of programs fall into
and may be competitive or a highly specialized program
this category)
activity.
Example: Summer Camp Mania.
Level 5
These are activities or programs that are offered to generate
(3% of programs fall into
revenue to lower the subsidy of the Recreation Division.
this category)
Example: Southlake Saturday Nite.
M.- AW
Appendix B
Cost Recovery Percentages
The cost recovery percentages increase from level 1 to 5. The activities within each level will be
assigned cost recovery minimums at each level. The cost recovery percentages by level are
listed below:
Levels Minimum Target
1 0% 25%
2 25%
50%
3 50%
75%
4 75%
100%
5 100% and Up
100%+
M&- m-1
Appendix C
Cost Grouping Matrix
Cost Description
Direct
Fixed
Fixed
Facility
Indirect
Costs
Program
Division
Costs
Costs
Part -Time Staff (Actual)
X
Recreation Program Expenses
X
(Actual)
Recreation Specialists (10%
X
of Direct Cost)
Recreation Brochure ($250
X
per page)
Facility (Per Fee
X
Schedule/Joint Use Fees
Indirect Costs (i.e. Director,
X
Deputy Director,
Administrative Secretary,
Attorney Fees, Clerical)
(10% of total program
costs)
RecNet Fees (2% of Total
X
Fees Charged Per Program)
11
Appendix D
Recreation Program Financial Assistance Guidelines and Procedures
Who is eligible for this program? Must be a child younger than 17 years old.
Must I live in Southlake to receive these scholarship funds? Yes. Must be a resident of Southlake or attending
Carroll ISD.
Is there a limit to the amount of fund we may receive? The maximum annual expenditure is set at $150 per
person per year. If program funds run out during the year, it is possible the scholarship program will need to be
halted, and assistance for all will be denied until funding is renewed.
How can I qualify? Must be able to provide evidence of a bona -fide financial hardship. Examples include:
a. Recipients of current reduced lunch program.
b. Recipients of SSI (Supplemental Security Income) or Social Security Benefits.
c. Recipients of AFDC (Aid to Family with Dependent Children)
d. Recipients of WIC ( Women, Infants, and Children) program
e. Other, such as situation that creates substantial financial burden, i.e., foster family caring for multiple
children or medical expenses for severe medical disability, Therapeutic Recreation need that would prohibit
participation without scholarship.
f. Parent currently serving full active duty in the military with no additional income.
Can foster children in my care receive scholarship funds? Yes. If you are the child's legal guardian, they must
reside with you and meet guidelines that apply.
Will this information be kept confidential? Yes. Information is reviewed and verified by City of Southlake staff
only. However, information may be subject to the Public Information Act.
Are there limitations to what we can use funds for? Yes. The scholarship program is available only for programs
conducted in-house with City of Southlake staff for contract instructors, and excludes consignment or outside
ticketed programs unless specifically approved as an accepted program by the Recreation Superintendent or higher
authority.
What happens after I submit my application? All applications are reviewed by three (3) Recreation Specialists,
who submit their recommendation to the Recreation Superintendent. The Recreation Superintendent makes a
determination as to whether the scholarship is granted and provides notice to the applicant. A program registration
form must be attached to scholarship application. If approved, the application serves as a receipt for payment. If
denied, the applicant may file a letter of appeal to the Director of Community Services, who reviews the request and
make a final determination within 3 days of receipt of the request for appeal. The decision of the Director of
Community Services is final.
Appendix E
Determination of Program Fees (Staff Use)
The following are the guidelines to establish fees for programs and services:
Determine Total Costs
• Direct Costs ( 100% of program and staff expenses)
• Fixed Program Costs (10% of direct costs/brochure)
• Fixed Division Costs (2% of RecNet fees)
• Facility Costs (Based on Joint Use/Fee Schedule)
• Indirect Costs (10% of total program costs)
Multiply the Total Costs by Program Level Percentage
• Level
0%-25%
• Level
25%-50%
• Level
50%-75%
• Level
75%-100%
• Level 5
100% +
Divide the Number of Expected Participants. Staff should be able to justify programs
that do not meet program minimums.
Example: Youth Basketball
$144,475.00 (Total Costs) X .75(Level 3) \ 1400 participants = $77.00
Approval Date:
Jul 2001
Approved by:
Ci Council
1. Amendment Date
May 1, 2007
Approved by:
City Council
2. Amendment Date
Approved by:
Qualifications
Requirements for
each program or
service to be placed
in a level.
Special Services
All Levels: I s : 100+
Standards
Performance
expectations for a
program or service
to operate within
each level.
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Cost Recover&p4l - October 2015
DRAFT: Levels of Cost Recovery & Qualifications
All programs and services offered by the City of Southlake with aim to enhance the Southlake
community while not excluding non-residents for participating in most programs and services.
All programs and services must relate directly to the City of Southlake and the Community
Services Department core mission and values.
1. Basic Services
Generally, basic services are offered to the public with no fee and no cost recovery
expectations. All costs for providing these basic services are paid from the appropriated
General Fund budget primarily funded by tax revenues, dedicated sales tax funds, Hotel
Occupancy Tax Fund, sponsorships or grants.
(Parks, Library, Senior Services — Basic, Disabled Services - Basic)
(0 % recovery)
Qualifications
Free Public Library programs and services as defined by TAC Title 13, Part 1,
Chapter 1, Subchapter C
Special Use Groups as identified in City Code - Taxpayer Relief (Senior and
Disabled Basic Services)
Open Southlake Park Land and Trails Use (excluding Athletic Fields)
v. 10.6.15
6B - 11
2. Public Services
Public Services are defined as services or products whose primary benefits are for the
public at large and therefore, have little to no fee with minimal cost recovery. Costs for
providing these public services are supported by the appropriated General Fund budget
primarily funded by tax revenues, dedicated sales tax funds, Hotel Occupancy Tax Fund,
sponsorships or grants. The remainder is supported by fees and charges.
(Recreation, Senior Services - Enrichment, Community Special Events, Athletic Fields)
Core Level (0 - 50% recovery)
Qualifications
Provides core level health and wellness activities for Special Use Groups
Supports Southlake tourism
Provides basic group instruction by non -certified staff, volunteer or instructor
May not require registration or participation fee
Open to the public
Limited registration
Introductory program
Intermediate Level (25 - 75% recovery)
Qualifications
Provides enrichment activities to Special Use Groups
Provides intermediate instruction or enrichment activities to youth
Provides access for recreational youth sports
Provides instruction from a certified coach or professional
Requires a registration or participation fee
Limited registration
Advanced Level (50- 100% recovery)
Qualifications
Program meets State of Texas Human Resources Code 42.041(b)(14) as it related
to Standards of Care for youth programs
Provides advanced instruction or activities
Provides exclusive use of a public space, program or service
Provides instruction from a certified instructor, professional or expert
Participation is limited and may require application
Requires a registration or participation fee
v. 10.6.15
6B-12
3. Special Services
Special Services normally incur additional costs to the Department or are provided for
the benefit of a particular individual or group rather than the general public. Program
administrative costs as well as the cost of the services and supplies associated with the
provision of these specialized recreation programs shall be offset by the assessment of
an appropriate fee. Participants who are receiving the benefits of these special services
and supplies will be assessed a fee to fully offset the costs associated with these
services. Special Services need to be mainly self-sustaining.
(The Marq and other more specialized programming)
Categories - TBD
v. 10.6.15
6B-13
2015 DE EMBE
SUNDAY
MONDAY
TtiESDAY
AVEDN-ESDAY
THi:RSDAY
FRID.A)-
SATURDAY
12
3
4
13
1:00 SAC
Meeting
15
10
11
is
1
1
14
16
17
0
21
22
23
24
25
L
9
30
31
wvo ftoe-printable-calendar.net
6C-1
Senior Advisory Commission Attendance Report
Individual
1
Jean Boland
X
X
X
V
Rate
67%
Hrs To
9
2
Bernice
McCauley
V
100%
14.75
3
Charles Boyd
V
100%
14.75
4
David Baltimore
_
X
X
X
67%
8.75
5
1 Nancy Sporn
_
100%
14.75
6
Beverly Blake
_
x
x
78%
12
7
Marge Kyle
_
100%
14.75
8- Alt 2
Barbara Pappy
_
X
X
X
X
44%
9
9-Alt 2
Meeting Attendance
Rate (includes
substitutions)
0%
75%
75%
88%
88%
88%
100%
88%
75%
75%
Total Hours
0
2.75
0.5
1.5
0.5
1
2
2.25
1 2.5
1 1.75
1
1
1
1 14.75
1/13/15 No Quorum, 1/27/15 Special called meeting
Packet Insert - SAC Attendance Report