2015-11-10 SAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 3, 2015
AGENDA NOTES WITH TIMES
TO: Senior Advisory Commission
FROM: Kate Meacham, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, November 10, 2015 at 1:00 p.m.
PLEASE NOTE THE MEETING WILL START at 1:00
P.M.
Estimated Time 1:00pm – 1:20pm
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.
3. Agenda Item No. 3. Guest Speaker: Craig Rothmeier
Craig Rothmeier, chairman of the City’s Community Engagement Committee,
has accepted SAC’s invitation to attend the November 10, 2015 meeting to meet
the Commission members and share information about the Community
Enhancement Committee. This item has no packet document.
Estimated Time 1:20pm – 1:50pm
4. Agenda Item No. 4. 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.
Senior Advisory Commission
Meeting Date – November 10, 2015
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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. Staff will provide an
update about the Community Services Agreement with Metroport Meals
On Wheels that has been revised to include in addition to the usual senior
congregate and delivered meal programs, additional events and services
that will be provided for programs at The Marq Southlake. A copy of the
Community Services Agreement with Metroport Meals On Wheels 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. The Legends Grand Opening schedule is
included in your packet.
D. Metroport Meals On Wheels – This item is a standing item on the agenda
to allow for a report on the MMOW program . A copy of the September
report is included in your packet.
E. Call A Ride Southlake – This item is a standing item on the agenda to
allow for a report on the CARS program. A copy of the September monthly
report is included in your packet.
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.
5. Agenda Item No. 5. Consent:
A. Approval of the October 13, 2015 Senior Advisory Commission meeting
minutes – Please include any corrections to the minutes in your motion.
Estimated Time 1:50pm – 2:00pm
6. Agenda Item No. 6. Consider
A. Election of Officers for Senior Advisory Commission – This item is placed
on the agenda to allow the Commission the opportunity to elect officers
following the October 20, 2015 City Council appointments to the
Commission and the current slate of officers’ term expiration in October
2015. Your packet memo provides information for consideration.
Senior Advisory Commission
Meeting Date – November 10, 2015
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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 scheduled at this time. Please check the website for the
latest information.
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.
• BJNC Naturally Sweet – November 14
• Meet the Mayor – November 18, 7pm, Council Chambers
• Home for the Holidays
Tree Lighting – November 21
Breakfast with Santa – December 5
• The Marq Grand Opening
Grand Opening VIP Party – December 11
Public Open House – December 12
Senior Center Grand Opening – December 14
9. FYI, as usual your packet contains a copy of the SAC Attendance Report for your
information.
10. SAC Meeting December 15 @ Legends Hall in The Marq Southlake – Reminder
the December SAC meeting will be held Tuesday, December 15 at The Marq in
the Club Lounge. Lunch will be provided at 12:30 p.m. followed by the meeting
at 1:00 p.m.
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.
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)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, NOVEMBER 10, 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. Guest Speaker
A. Guest Speaker: Craig Rothmeier, Chair of the Community
Engagement Committee
4. Reports
A. City Manager’s Office
B. Community Services
C. Senior Services
D. Metroport Meals on Wheels
E. Call A Ride Southlake
F. Southlake Senior Funding, Inc.
5. Consent
A. Approval of the October 13, 2015 regular Senior Advisory Commission
meeting minutes
6. Consider
A. Election of Officers for Senior Advisory Commission
7. Adjournment
A quorum of the City Council may be present at this meeting.
No Packet documents for the following agenda item(s);
Guest, staff or liaison presentation at meeting.
GUEST SPEAKER
3A – Guest Speaker: Craig Rothmeier
REPORTS
4A – City Manager’s Office
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
METROPORT MEALS ON WHEELS
STATE OF TEXAS §
§
COUNTY OF TARRANT §
THIS AGREEMENT is entered into by and between the City of Southlake,
Texas, a home rule municipal corporation located in Tarrant County and Denton
County, Texas, acting by and through its duly authorized Mayor (hereinafter
referred to as “City”), and Metroport Meals on Wheels, a non-profit corporation of
Texas, acting by and through its duly authorized Executive Director (hereinafter
referred to as “MMOW”), an organization exempt from taxation under Section
501(c)(3) of the Internal Revenue Code.
WHEREAS, the mission of MMOW is to provide services as a volunteer
advocate for the elderly and those in need through home-delivered meals, senior
center lunch and activity programs and other support services; and
WHEREAS, City and MMOW desire to enter into a Renewal Agreement
whereby MMOW will continue to provide for the coordination of activities and
meals, Senior Luncheon activities, participation in Senior Advisory Commission,
and the organization of home meal delivery;
NOW, THEREFORE, City and MMOW, in consideration of the mutual
undertakings hereunder set forth, do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
A. MMOW shall provide the services as outlined in the attached Appendix,
Section A.
B. City shall provide services as outlined in the attached Appendix, Section
A.
SECTION 2
CITY AND MMOW STAFF CONTACTS
A. MMOW and the City shall both provide staff liaison’s as outlined in the
attached Appendix, Section A.
4B - 1 Community Services Report
Community Services Agreement with Metroport Meals on Wheels
Page 2 of 8
SECTION 3
GOVERNANCE
A. MMOW shall be solely governed by its board of directors, who shall meet
in accordance with the bylaws and articles of incorporation. The time,
date, place and agenda of these board meetings shall be the responsibility
of the MMOW board of directors.
SECTION 4
CONSIDERATION
In recognition that the City elected to support MMOW’s efforts to support the
elderly and in-need rather than provide such service, City agrees to an annual
payment to be paid to MMOW in the amount of $20,000 to be dispersed annually
on November 1 of each year. Additional payments of up to $3,750 may be
dispersed on a quarterly basis on February 1, May 1, August 1 and October 1 per
performance measures outlined in Appendix, Section B. Total annual payment
shall not exceed $35,000. Final payment amount is subject to City Council
budget authorization.
Payment by the City shall be applied by MMOW as described in the attached
Appendix, Section A.
SECTION 5
REPORTING
A. MMOW shall generate and provide to Senior Services Coordinator of the
City, monthly reports regarding the performance measures outlined in the
attached Appendix, Section B no later than the first Monday of each
month. A representative from MMOW is required to be present at the
Senior Advisory Commission meetings held on the second Tuesday of
each month.
B. The City shall have the right to review the books and records kept incident
to the services provided by MMOW to the City.
SECTION 6
INSURANCE AND INDEMNIFICATION
A. MMOW AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND
CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM
AND AGAINST ANY AND ALL CLAIMS OR SUITS FOR PROPERTY
DAMAGE OR LOSS AND/OR PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, OF WHATSOEVER KIND OR
CHARACTER, WHETHER REAL OR ASSERTED, (INCLUDING,
WITHOUT LIMITATION, REASONABLE FEES AND EXPENSES OF
ATTORNEYS, EXPERT WITNESSES AND OTHER CONSULTANTS),
4B - 2 Community Services Report
Community Services Agreement with Metroport Meals on Wheels
Page 3 of 8
ARISING OUT OF OR IN CONNECTION WITH, DIRECTLY OR
INDIRECTLY, THE NEGLIGENT ACT OR OMISSION OF MMOW, ITS
OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF
SERVICES UNDER THIS AGREEMENT. MMOW SHALL NOT BE
REQUIRED TO INDEMNIFY THE CITY, ITS OFFICERS, AGENTS, AND
EMPLOYEES FOR ANY DAMAGES OR LIABILITY FOUND BY A
COURT TO HAVE ARISEN FROM THE NEGLIGENT ACT OR
OMISSION OF THE CITY, ITS OFFICERS, AGENTS OR EMPLOYEES,
EXCEPT TO THE EXTENT OF ANY APPLICABLE INSURANCE
COVERAGES.
SECTION 7
INDEPENDENT CONTRACTOR
In performing the services hereunder, MMOW is acting as an independent
contractor, and shall not be deemed an employee, agent or partner of the City.
City shall have no power to direct or supervise its activities in carrying out its
responsibilities under this Agreement. Neither party shall have the authority to
make binding representations or agreements on behalf of the other.
SECTION 8
TERM OF AGREEMENT AND REVIEW OF PERFORMANCE
1. The term of this agreement shall be for a period beginning December 1,
2015 and ending September 30, 2016. This agreement may be renewed
for up to two successive three-year periods beginning on October 1 and
ending on September 30 of each year upon written agreement by both
parties and annual budget approval by the Southlake City Council.
2. At the end of the term, the City will undertake an annual review of the
performance based upon performance and quality measures outlined in
the attached Appendix, Section B.
3. Notwithstanding any provision herein to the contrary, either party may
terminate this Agreement upon 30 days written notice to the other. Upon
termination, or if MMOW ceases to provide transportation services,
MMOW shall return to the City any unexpended funds paid pursuant to
this Agreement.
SECTION 9
NO WAIVER OF GOVERNMENTAL IMMUNITY
Notwithstanding any provision of this Agreement to the contrary, nothing
contained in this agreement shall be construed to limit or waive any
governmental or sovereign immunity of the City, or any immunity applicable to its
officers, agents, servants or employees. To the extent there may be a waiver of
immunity under state law, the remedies available to enforce this agreement are
limited to mandamus, specific performance or injunctive relief. All other 4B - 3 Community Services Report
Community Services Agreement with Metroport Meals on Wheels
Page 4 of 8
remedies, including suits for damages and recovery of attorney’s fees are
specifically waived by both parties.
SECTION 10
CITY OF SOUTHLAKE – STRATEGIC LINK
The City has adopted a Strategic Management System to improve the
organization’s ability to define and execute its strategy. Effective strategic
management systems provide the mechanism to link the mission, strategy,
department goals, citizen perceptions, and service delivery efforts in a
continuous feedback loop. MMOW, its mission and the services outlined on
page 1 of the agreement, link to the City’s strategy through the following strategic
objectives:
B2 Collaborate with select partners to implement service solutions
B4 Provide high quality customer service
C5 Promote opportunities for partnerships and volunteer involvement
SECTION 11
CITY OF SOUTHLAKE VALUES
The City has adopted values that are the fundamental principles that guide how
officials, staff, and employees of the City conduct themselves in pursuit of the
mission and vision. All business conducted with the City shall adhere to the City's
organizational values as described below:
Integrity: Being worthy of the public's trust in all things.
We deal honestly and respectfully with each other and the public at all
times.
Innovation: Valuing progressive thinking, creativity, flexibility and
adaptability in service delivery.
Accountability: Taking personal responsibility for our actions or
inaction while putting the interests of the taxpayer first.
Commitment to Excellence: Behaving responsively in our delivery of
service to the public. Our work is characterized by its quality and by the
diligence with which it is carried out. We proactively seek to solve
problems in advance.
Teamwork: Recognizing the importance of working together to meet
our citizen's needs, communicating clearly, sharing resources and
information freely.
The values set forth in Section 11 are goals to which City officials, staff and
employees are expected to adhere to in activities concerning this Agreement.
While perceived failure to adhere to, comply with, or take action consistent with
these values should be reported to an appropriate City official, staff member, or
employee, such action or failure to act shall not be considered a breach of this
Agreement.
4B - 4 Community Services Report
Community Services Agreement with Metroport Meals on Wheels
Page 5 of 8
SECTON 12
MISCELLANEOUS
This Agreement sets forth all the agreements between the parties and no
modification shall be effective unless reduced to writing and signed by the part to
be changed therewith.
This document may be executed in duplicate originals.
IN WITNESS WHEREOF the City and MMOW have executed this Agreement as
of this ____day of ____________________, 201__.
_________________________
Mayor, City of Southlake
_________________________
Executive Director,
Metroport Meals on Wheels
Approved as to form and legality:
Attorney at Law
4B - 5 Community Services Report
Community Services Agreement with Metroport Meals on Wheels
Page 6 of 8
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
METROPORT MEALS ON WHEELS
APPENDIX
SECTION A
SCOPE OF SERVICES
A. In return for payment described in Section 4 of this Agreement, MMOW
shall provide the following services:
1. MMOW staff contact person to serve as a liaison between the MMOW
and the City:
a. Name: Mary King
b. Title: Executive Director
c. Phone: 817.491.1141 ex. 22
d. Email Address: maryking@metroportmow.org
To coordinate, organize, and run the weekly Monday Southlake senior
congregate luncheon program.
2. To organize volunteers to plan and support Southlake Monday
congregate lunch program, and home delivered meal program to
Southlake residents.
Order necessary meals, cover costs and organize delivery of meals to
homes of Southlake senior residents Monday through Friday, and also
for the Monday congregate lunch program.
3. Track attendance and costs associated with the weekly congregate
lunch program, and the home delivered meal program. Prepare and
provide reports to the City on a monthly basis due the 1st Monday of
each month.
4. Perform general clean up following each event return tables to original
locations and secure the facility.
5. Provide a monthly updated roster of participants to include name
address city phone number and emergency information.
6. Metroport Meals On Wheels representative will attend the monthly
meeting of the Senior Advisory Commission to provide a report and
statistics.
4B - 6 Community Services Report
Community Services Agreement with Metroport Meals on Wheels
Page 7 of 8
B. In addition to payment described in Section 4 of this agreement, City shall:
1. Provide a staff contact person to serve as a liaison between City and
MMOW. The City liaison shall be apprised by MMOW of all MMOW
board meetings, MMOW shall forward a copy of the agenda for each
meeting prior to any scheduled meetings, and the City liaison may
participate with the MMOW board at all scheduled meetings.
a. Name: Soheila Phelps
b. Title: Senior Services Coordinator
c. Phone: (817) 748-8398
d. Email Address: smashatphelps@ci.southlake.tx.us
2. Provide a presence on the www.cityofsouthlake.com which is limited
to:
a. One information page which includes organization name, mission,
contact information and link to organization website
3. Consider posting information contained in press releases on
www.MySouthlakeNews.com and/or www.CityofSouthlake.com. Any
and all information in such press releases will be subject to review and
possible revision prior to posting.
4. Publish in the quarterly editions of the Southlake Scene organization
information to include organization name, mission, contact information
and link to organization website.
5. Provide access to the City’s logo for use by MMOW. Such use is
subject to review and approval by the City’s Community Relations
Officer.
6. Provide at no cost to MMOW in accordance with current policies and
guidelines, the use of City facilities for events and meetings directly
related to MMOW business. Requests for use of City facilities shall
follow current reservation procedures as outlined in the Facility Use
Policy.
SECTION B
PERFORMANCE AND QUALITY MEASURES
A. In evaluating MMOW’s performance pursuant to Section 8 of this
agreement, the City will determine whether MMOW has met the following
performance measures:
1. MMOW shall provide the services described in the Appendix,
Section A, in a professional manner throughout the entire term of
the agreement.
4B - 7 Community Services Report
Community Services Agreement with Metroport Meals on Wheels
Page 8 of 8
2. MMOW shall develop and provide an annual written report to the
City. This report shall include: a disclosure of MMOW financial
status, operations conducted during the preceding year, planned
future operations, details on how the City’s funding is utilized in
support of MMOW, and any other information agreed to by both
MMOW and the City.
3. MMOW shall continue to provide monthly written reports to the City.
4. Base payment of $20,000 is for up to and including 100 participants
per week. The CITY will pay up to an additional 75 participants at a
rate of $4 per person as verified through monthly reporting on a
quarterly basis.
5. MMOW will provide a list of caterers two months and a menu two
weeks in advance to the Senior Services Coordinator.
6. MMOW should place a minimum weekly order based on the
attendance trends for the past month and for the same month in the
prior year. MMOW should also seek consultation only from the
Senior Services Coordinator or Deputy Director on order levels
based on anticipated attendance.
7. All food, including leftovers is the property of the City of Southlake.
Handling and distribution of extras will be at the discretion of City
staff.
8. Any designated purchases for the City of Southlake should be used
for the assigned purpose only.
9. A head count of volunteers will be provided one business day prior
to the event. The City of Southlake reserves the right to restrict the
number of volunteers needed.
4B - 8 Community Services Report
DRAFT - GRAND OPENING SCHEDULE
The Studio The Stage
9:00 to 9:20 am Fun and Fitness 9:30 to 9:50 am Zumba Gold
9:30 to 9:50 am Chair Pilates 10:00 to 10:20 am Tai Chi
10:00 to 10:20 am Chair Yoga 10:30 to 10:50 am Line Dancing
---------------------------------------------------------------------------------------------------------------------------------
9:00 to 10:00 am Live soft music by Duo Espresso (Lobby)
9:00 to 10:00 am Coffee and pastries (Club Lounge)
9:00 to 3:30 pm Here’s what the Library has to offer (Library)
10:00 to 11:00 am Music by “Now and Then” (Traditions Ballroom)
11:10 to 11:30 am SAC’s Line Dancers perform (Stage)
11:30 to 11:40 am 2 title sponsors (10 min total) (Stage)
11:45 to 12:00 pm Grand Opening Remarks by “Mayor Laura Hill and John Terrell”
12:00 to 1:00 pm Lunch (Traditions Ballroom)
1:00 to 1:30 pm Dance performance by Dallas Tap Dazzlers (Stage)
1:30 to 3:30 pm Live Music “Now and Then”- open Dance floor (Traditions Ballroom)
3:00 to 3:30 pm Dance Lessons by Diane and Ernie Meyer (Traditions Ballroom)
Title Seminar Sponsor “ Jean Paryl/ Charles Schwab Financial Consultant
1:15 to 1:30 pm Technology Seminar (Legacy Meeting Rooms)
1:45 to 2:15 pm Finance Seminar (Legacy Meeting Rooms)
2:30 to 3:00 pm Health Seminar (Legacy Meeting Rooms)
3:00 to 3:30 pm Make an ornament by Sunshine Glaze (The Studio)
4C - 1 Senior Services Report
Metroport Meals On Wheels
P. O. Box 204
428 N. Hwy 377
Roanoke, TX 76262
Monthly Report
Detail Report on Congregate Luncheon
Month of: SEPT 2015
Division: Southlake
9/1/2015 9/8/2015 9/15/2015 9/22/2015 9/29/2015 Monthly Totals
Previous Year
Totals (5
luncheons)
Southlake Seniors 28 23 32 27 25 135 120
# of Other Seniors 62 71 41 46 39 259 206
# Volunteers 6 6 8 7 5 32 28
Staff 1 1 1 1 1 5 5
Others 3 3 3 4 3 16 25
To Go Meals 36 15 0 10 17 78 50
Meals left for city 0 35
TOTAL
ATTENDANCE 136 119 85 95 90 525 469
Volunteer Hours 28 28 36 32 24 148
Restaurant Used FeedStore
Cotton
Patch Pei Wei
Golden
Corral Joe's Pizza
# Meals ordered from
Centralized Kitchen 100 90 100 100 90 480
$ Cost of Food
Ordered 400.00$ 380.98$ 474.86$ 200.00$ 325.00$ 1,780.84$
Supplemental Food 234.27$ 162.30$ 174.57$ 218.68$ 212.94$ 1,002.76$
Non-food Items 90.88$ 80.22$ 16.02$ 10.98$ 79.20$ 277.30$
$ Collected for Food
Served 316.00$ 316.00$ 264.00$ 268.00$ 217.00$ 1,381.00$
$ Collected for Other
Reasons*-$
Free w/potluck dish 1 1 1 1 1 5 3
Not eating 0 0 0 0 0 0 0
No Pay 3 0 4 1 0 8 4
90+ non pay 8 7 7 10 8 40 37
Non-pay 1st time 0 11 9 0 4 24
0
September 2015 - MMOW SLCong2015
817/491-1141- office
817/491-0661 - fax
4D - 1 MMOW Report
4E - 1 CARS Report
No Packet documents for the following agenda item(s);
Staff or liaison presentation at meeting.
REPORTS
4F – Southlake Senior Funding, Inc.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission Meeting:
October 13, 2015
LOCATION: Senior Center
307 Parkwood Drive
Southlake, Texas
Members Present: Chairman Nancy Sporn, Vice Chairman Charlie Boyd, Secretary Marge
Kyle; SAC members Beverly Blake, Jean Boland, Bernice McCauley
Commission Members Absent: David Baltimore, Barbara Pappy (Alternate1)
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: Brighton Greene, CARS liaison; and Metroport Meals On Wheels liaison Mary
King; Southlake citizens Jeff Wang, Ottis Chaplin, Jacque Burke, Ruby Buffalo and Jerry
Bentley
1. CALL TO ORDER
Chairman Sporn called the meeting of the Senior Advisory Commission to order at
1:07 p.m.
2. PUBLIC FORUM – There was no one present to speak at public forum.
3. REPORTS
Moving forward the meeting packets will contain the previous month’s CARS and MMOW
reports.
3A. CITY MANAGER’S OFFICE
Deputy Director of Communication Pilar Schank presented the City Manager’s Report
and provided information about the 2015 Citizen Satisfaction Survey, the Home for
the Holidays celebration on November 21 and the annual boards and commission
recognition event on December 11. Deputy Director Schank was available to respond
to questions from the Commission.
3B. COMMUNITY SERVICES / UPCOMING EVENTS
5A - 1
Senior Advisory Commission
Minutes of the October 13, 2015
Page 2 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Deputy Director Kate Meacham presented the Community Services/Upcoming
Events report, and provided information about upcoming events to be held at The
Marq Southlake, including the VIP Home for the Holidays event on December 11; the
general public event to be held December 12; and the grand opening of Legends Hall
on December 14. In preparation of the relocation from the current center to The Marq
Southlake in December, services at the current senior center will be limited two
weeks prior to the grand opening of Legends Hall.
A copy of the Memorandum of Understanding agreement for senior programs was
distributed for Senior Advisory Commission information.
Director Chris Tribble announced the resignation of Chair Nancy Sporn from SAC
effective October 30, 2015, and praised her long service on the Commission. Chair
Sporn thanked all the members for their support.
3C. SENIOR SERVICES COORDINATOR
Senior Services Coordinator Soheila Phelps reported on upcoming senior programs
and activities and was available to answer questions.
3D. METROPORT MEALS ON WHEELS
MMOW Executive Director Mary King presented the MMOW monthly report and was
available to respond to questions from the Commission. Ms. King addressed
concerns about the transition to The Marq Southlake and volunteers for the new
lunch day schedule on Mondays.
3E. CALL A RIDE SOUTHLAKE
CARS representative Brighton Greene distributed the CARS monthly participation trip
report and summarized the ridership statistics during the month. Marketing efforts for
CARS were presented. Mr. Greene was available to answer questions.
3F. SOUTHLAKE SENIOR FUNDING, INC.
Southlake Senior Funding, Inc., Secretary Nancy Sporn reported about SSFI
activities and their sponsorship efforts. Ms. Sporn was available to answer questions
4. CONSENT AGENDA Consent Agenda items are considered to be routine by the
Commission and are enacted with one motion.
4A. APPROVAL OF THE MINUTES FROM THE SEPTEMBER 8, 2015 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
APPROVED
5A - 2
Senior Advisory Commission
Minutes of the October 13, 2015
Page 3 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
A motion was made to approve the minutes of the meeting as read.
Motion: Boyd
Second: Kyle
Ayes: Boland, Boyd, Kyle, McCauley and Sporn
Nays: None
Abstention Blake (absent 9/8/15 meeting)
Vote: 5-0-1
5. CONSIDER
5A. RECOMMENDATION ON SENIOR ADVISORY COMMISSION 4TH QUARTER
WRITTEN REPORT TO CITY COUNCIL
Senior Advisory Commission reviewed the 4th Quarter SAC Report that will be
included in the October 20, 2015 City Council meeting packet. There were no
changes to the report suggested.
APPROVED
A motion was made to approve the 4th Quarter SAC Report to City Council as
presented.
Motion: Sporn
Second: McCauley
Nays: None
Ayes: Blake, Boland, Boyd, Kyle, McCauley and Sporn
Nays: None
Abstention None
Vote: 6-0
5B. NAME FOR SENIOR PROGRAMS
Deputy Director Meacham reviewed results of a survey conducted October 2, 2015 at
the senior congregate luncheon to select a name for the senior programs and
activities. The result of the survey was:
Place Name Option
1st (42% of votes) Senior Activity Center The Marq – Southlake
2nd (22% of votes) Heritage Club
3rd Southlake 55+ Club
4th Active Adult Center
5th Founders Club
Senior Advisory Commission reviewed examples of marketing pieces for the name
options.
5A - 3
Senior Advisory Commission
Minutes of the October 13, 2015
Page 4 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
APPROVED
A motion was made to accept the new name, “Senior Activity Center The Marq
Southlake,” for senior programs and activities.
Motion: Kyle
Second: Boyd
Nays: None
Ayes: Blake, Boland, Boyd, Kyle, McCauley and Sporn
Nays: None
Abstention None
Vote: 6-0
6. DISCUSSION
6A. MARKETING STRATEGY PLAN
Deputy Director Meacham reviewed the proposed marketing plan for senior programs
prepared by the marketing manager specific for the Senior Activity Center The Marq
– Southlake and asked for SAC feedback. Deputy Director Meacham was available
to answer questions.
The proposed marketing efforts include personal invitations for the Dec 14 grand
opening of Legends Hall; direct mailer to addresses in 76092 zip code with 55+ age
individuals residing; postcards to all 76092 addresses; article in Senior Voice
Magazine January edition and additional paid ads; press releases to
mysouthlakenews.com and local media and magazines; Facebook targeted ads for
individuals 55+ and older; referral cards to distribute to family and friends; panel
inserts for businesses, groups, assisted living centers, and additional small, targeted
campaigns throughout the year.
SAC members were in favor of the marketing plan and suggested having a sign-in
book to capture potential repeat customers for programs and activities.
6B. COST RECOVERY POLICY
Deputy Director Meacham explained the development and structure of the Cost
Recovery Policy and she and Senior Services Coordinator Soheila Phelps responded
to questions from the Commission. The Commission reviewed the
qualifications/standards pyramid model and levels of cost recovery documents that
were provided in the packet. Various class and program scenarios were discussed.
Recommendations on the Cost Recovery Policy will be received from Senior
Advisory Commission, the Park and Recreation Board, the Library Board and the
5A - 4
Senior Advisory Commission
Minutes of the October 13, 2015
Page 5 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
new Community Enhancement Development Corporation before consideration for
approval by the City Council.
If possible, a final version of the Policy is anticipated for SAC consideration at the
November or December SAC meeting.
6C. DECEMBER MEETING DATE
The Senior Advisory Commission discussed moving the regular SAC meeting
scheduled for December 8 to another date and agreed to move the meeting to
December 15, 2015.
City Council will make appointments to the Senior Advisory Commission on October
20, 2015. Vice Chair Boyd will lead the November SAC meeting in absence of an
elected chair.
7. ADJOURNMENT
APPROVED
A motion was made and unanimously approved to adjourn the meeting at 2:50 p.m.
Motion: Boland
Second: McCauley
Nays: None
Ayes: Blake, Boland, Boyd, Kyle, McCauley and Sporn
Nays: None
Abstention None
Vote: 6-0
Charlie Boyd, Vice 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.
5A - 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
October 28, 2014
TO: Senior Advisory Commission
FROM: Kate Meacham, Deputy Director, Community Services
SUBJECT: Election of Officers for Senior Advisory Commission
_________________________________________________________________________
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 20, 2015 meeting. The Council reappointed Margie Kyle to
Place 7 and Barbara Pappy to Place 4. New appointments were Esther
Spickler to Place 5 to fill vacancy left by Nancy Sporn’s resignation; Jim
Miller to Alternate 1 and Mary Lee Alford to Alternate 2.
The terms for the current slate of officer positions expired October
2015. Those officers are Chair Nancy Sporn (resigned 10/9/15), Vice
Chair Charlie Boyd, and Secretary Margie Kyle.
With the recent SAC appointments last month and the expiration of the
officer positions in October, this item has been placed on the agenda to
allow the Commission the opportunity to elect officers to serve a two-
year term (November 2015-October 2017) if desired.
Any sitting Board member may be considered for an officer position.
The following are current SAC members:
Jean Boland Place 1 Expire 10/31/16
Bernice McCauley Place 2 Expire 10/31/16
Charles Boyd Place 3 (Current Vice Chair) Expire 10/31/16
Barbara Pappy Place 4 Expire 10/31/17
Esther Spickler Place 5 Expire 10/31/16
Beverly Blake Place 6 Expire 10/31/16
Margie Kyle Place 7 (Current Secretary) Expire 10/31/17
Jim Miller Alternate 1 Expire 10/31/17
Mary Lee Alford Alternate 2 Expire 10/31/16
6A - 1
Senior Advisory Commission
Meeting Date – November 10, 2015
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: Not Applicable
Citizen Input/
Board Review: Not Applicable
Legal Review: Not Applicable
Alternatives: Not Applicable
Supporting
Documents: SAC Bylaws
Staff
Recommendation: Election of Senior Advisory Commission officers.
6A - 2
6A - 3
6A - 4
6A - 5
6A - 6
6A - 7
1 Jean Boland 0 r r a a a a a r a a 70%10.75 2015 84%
2
Bernice
McCauley a a a a a a a a a a 100%16.5
3 Charles Boyd 0 a a a a a a a a a a 100%16.5
4 Barbara Pappy 0 a r a r a a r r a r 50%10.75
5 Esther Spickler 100%1.75
6 Beverly Blake 0 a a a a r a a a r a 80%13.75
7 Marge Kyle 0 a a a a a a a a a a 100%16.5
Alt 1 Jim Miller 100%1.75
Alt 2 Mary Lee Alford 100%1.75
4 David Baltimore 0 r a r a a a a a r 67%8.75
5 Nancy Sporn 0 a a a a a a a a a 100%14.75
0%75%75%88%88%88%100%88%75%75%89%a In attendance
Total Hours 0 2.75 0.5 1.5 0.5 1 2 2.25 2.5 1.75 1.75 16.5 r Not present; no substitute
m Substitute in attendance
n Vacant position
0 Meeting Canceled
*No quorum; Meeting Canceled
Change in Representative
Average
Monthly
Attendance
Meeting Attendance
Rate (includes
substitutions)
11/10/15 12/8/15
1/13/15 No Quorum; 1/27/15 Special called meeting
7/14/15 8/11/15 9/8/15 10/13/15
Senior Advisory Commission Attendance Report
Place Name 1/13/15 1/27/15 2/10/15 3/24/15 4/14/15 5/12/15 6/9/15
Individual
Attendance
Rate
Hrs To
Date
Packet Insert - SAC Attendance Report