2016-01-12 SAC PacketCITY OF
SOUTHLAKE
MEMORANDUM
January 7, 2016
AGENDA NOTES WITH TIMcc
TO: Senior Advisory Commission
FROM: Kate Meacham, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, January 12 at 1:00 p.m.
Reminder -- Lunch will be provided at 12:30 p.m. in Legacy
Meeting Room I, followed by the SAC meeting at 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 — 2:00pm
3. Agenda Item No. 3. Guest Speaker — Police Chief James Brandon
Police Chief James Brandon has accepted SAC's invitation to attend the January
12, 2016 meeting to meet the Commission members and share information about
the department's initiatives for Southlake youths. This item has no packet
document.
4. Agenda Item No. 4. Presentation — LiveFit Southlake
Community Services Department Recreation Coordinator Jared Darnell will
present information about a new and exciting program to promote good health
and an active lifestyle. This item has no packet document.
5. Agenda Item No. 5. Reports:
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — January 12, 2016
Page 2 of 3
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 — This is a standing item on the agenda to allow for
an update from the Community Services Department staff regarding
current and future developments. This item has no packet document.
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.
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 November
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 November 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.
Estimated Time 2:OOpm — 2:30pm
6. Agenda Item No. 6. Consent:
A. Approval of the December 15, 2015 Senior Advisory Commission meeting
minutes — Please include any corrections to the minutes in your motion.
B. Recommendation to name the Senior Activitv Center Library — This item
will allow the Commission to make a formal recommendation to City
Council to name the new Senior Activity Center Library in honor of former
Senior Advisory Commission member and chair, Dick McCauley. A copy
of the "Naming and Renaming of Park and Recreation Facilities Name
Submittal" form recently submitted to the Community Services Department
from the Senior Advisory Commission is provided in the packet memo. If
recommended, City Council will consider and make a final decision on the
name at their meeting on February 2, 2016.
7. Agenda Item No. 7. Consider
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — January 12, 2016
Page 3 of 3
A. Recommendation on Senior Advisory Commission 1st 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 February 16, 2016 City Council meeting packet.
OTHER ITEMS OF INTEREST
8. 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.
9. Events of Interest — Staff would like to share the following upcoming events that
may be of interest to you.
• Monday, January 18 — City Offices and Library closed for Martin Luther King Jr. Day
' Tuesday, January 19 — City Council meeting, 5:30 p.m., Council Chambers
' Wednesday, January 27 — Meet The Mayor, 5:30 — 7:00 p.m., Ebby Halliday, 1575 East
Southlake Boulevard
' Tuesday, February 2 — S.P.D.0 meeting, 4:30 p.m., Council Chamber
• Tuesday, February 2 — City Council meeting, 5:30 p.m., Council Chambers
• Wednesday, February 3 — Community Engagement Committee meeting, 5:30p.m.,
Town Hall 4A
10. FYI, as usual your packet contains a copy of the SAC Attendance Report 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.
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8018
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
CITY OF
SOUTHLAKE
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, JANUARY 12, 2016
LOCATION: THE MARQ SOUTHLAKE
Legends Hall
Legacy Meeting Room 1
285 Shady Oaks 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: Police Chief James Brandon
4. Presentation: LiveFit Southlake
5. 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.
6. Consent
A. Approve the December 15, 2015 regular Senior Advisory Commission
meeting minutes
B. Recommendation to name the Senior Activity Center Library
7. Consider
A. Recommendation on Senior Advisory Commission 1st Quarter Written
Report to City Council
8. Adjournment
A quorum of the City Council may be present at this meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
The following agenda items are guest, staff or liaison presentations; there are
no packet documents for item(s):
3. Guest Speaker: Police Chief James Brandon
4. Presentation: LiveFit Southlake
5A. City Manager's Office Report
5B. Community Services Report
5C. Senior Services Report
Metroport Meals On Wheels Monthly Report Month of: NOV 2015
P. O. Box 204 Detail Report on Congregate Luncheon Division: Southlake
428 N. Hwy 377
Roanoke, TX 76262
Previous Year
Totals (3
11/3/2015
11/10/2015
11/17/2015
Monthly Totals
luncheons)
Southlake Seniors
31
21
35
87
84
# of Other Seniors
48
43
60
151
133
# Volunteers
4
4
7
15
3
15
Staff
1
1
1
3
Others
4
8
14
26
15
To Go Meals
0
15
6
21
70
Meals left for city
22
0
0
0
22
10
TOTAL
j
ATTENDANCE
110
92
123
0
325
330
Volunteer Hours
20
20
32
72
Cotton
Restaurant Used
FeedStoe
Pei Wei
Patch
# Meals ordered from
Centralized Kitchen
100
80
80
260
$ Cost of Food
Ordered
$ 384.00
$ 406.12
$ 320.29
$ 1,110.41
Supplemental Food
$ 203.59
$ 134.46
$ 149.86
$ 487.91
Non-food Items
$ 57.34
$ 100.99
$ 28.11
$ 186.44
$ Collected for Food
Served
$ 296.00
$ 216.00
$ 344.00
$ 856.00
$ Collected for Other
Reasons'
$ -
Free w/potluck dish
1
1
1
1 3
3
Not eating
0
0
0
1 0
0
No Pay/City
Employees
7
4
10
1 21
10
90+ non pay
9
8
7
24
22
New
Q
0
5D - 1 817/491-1141- office
Copy of MMOW Nov 2015 SLCong Luncheon Report 817/491-0661 - fax
C�w
ALL A. RIDE,,,. Monthly Summary of Service Provided to Seniors and Handicapped - 2015
OF SOUTHLAKE
Jan Feb March April May June July Aug Bel) Oct Nov Dec Totals
Newly Qualified Users
0
4
3
3
2
0
2
0
0
0
3
17
Total Qualified Users
361
365
368
371
373
373
375
375
375
375
378
378
Total Volunteer Drivers
25
25
25
27
27
27
28
28
26
25
25
25
Unduplicated Users Served this Month
9
10
11
12
8
10
10
9
11
13
12
Volunteer Drivers Used this Month
21
21
22
24
22
21
21
22
25
24
21
Driver Personal Vehicle Miles
763
686
740
1248
798
911
869
1003
1188
1102
789
10097
Driver Hours
27
26
27
39
29
33
31
37
42
39
28
358
Trips Cancelled by User
6
8
19
19
13
6
17
12
15
16
0
131
Trip Requests Not Filled
2
13
7
2
7
3
0
0
0
2
0
36
Pick up More Than Ten Minutes Late
1
0
0
2
1
1
0
0
1
0
0
6
Driver Failed to Make Pick up
1
0
0
0
0
0
0
0
0
2
0
3
Van Miles
0
0
0
0
0
0
0
0
0
0
0
0
One Way Trips
101
78
89
148
115
118
122
151
169
152
102
1346
Medical/Dental
51
38
39
62
33
40
33
34
36
54
45
465
Southlake Senior Center
32
26
38
53
56
46
65
81
87
68
41
593
Personal Needs
18
14
8
19
16
14
16
16
16
16
10
163
Shopping
0
0
4
6
2
2
2
0
6
2
6
30
Business
0
0
0
0
0
0
0
0
0
0
0
0
Other Senior Centers
0
0
0
6
7
16
2
20
24
12
0
87
Other
0
0
0
2
1
0
4
0
0
0
0
7
Total One Way Trips
101
78
89
148
115
118
122
151
169
152
102
1345
Rider Groups
Seniors & Handicapped>54
73
48
60
115
94
87
95
127
138
122
74
1033
Handicapped/Disabled <55
28
30
29
33
21
31
27
24
31
30
28
312
Total
101
78
89
148
115
118
122
151
169
152
102
1345
5E-1
The following agenda items are guest, staff or liaison presentations; there are
no packet documents for item(s):
REPORTS
SF — Southlake Senior Funding, Inc.
CITY OF
SOUTHLAKE
Senior Advisory Commission Meeting:
December 15, 2015
LOCATION: Senior Activity Center
The Marq Southlake — Legends Hall
285 Shady Oaks Drive
Southlake, Texas
Members Present: Chairman Charlie Boyd, Vice Chair Beverly Blake, Secretary Marge
Kyle; SAC members MaryLee Alford, Jean Boland, Bernice McCauley, Barbara Pappy,
Esther Spickler
Commission Members Absent: Jim Miller
Staff Members Present: Director of Community Services Chris Tribble, Deputy Director of
Community Services Kate Meacham, Deputy Director of Communication Pilar Schank,
Senior Services Coordinator Soheila Phelps, and Communication & Marketing Manager
Vicky Schiber
Guests: Brighton Greene, CARS liaison; Louis Braun, Southlake citizen and former Senior
Advisory Commission member
1. CALL TO ORDER
Chairman Boyd called the meeting of the Senior Advisory Commission to order at
1:05 p.m.
2. PUBLIC FORUM — There was no one present to speak at public forum.
3A. REPORTS
3A. CITY MANAGER'S OFFICE
Deputy Director of Communication Pilar Schank presented the City Manager's Report
and was available to respond to questions from Commission members.
3B. COMMUNITY SERVICES / UPCOMING EVENTS
Deputy Director Kate Meacham presented information about Community Services
Department activities and answered questions from the Commission about marketing
of events and programming at The Marq Southlake.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
6A - 1
Senior Advisory Commission
Minutes of the December 15, 2015
Page 2 of 4
3C. SENIOR SERVICES COORDINATOR
Senior Services Coordinator Soheila Phelps reviewed recent activities and presented
information about upcoming programs. Staff noted an increase in public interest
about the Senior Center with the new facility. Ms. Phelps was available to answer
questions from the Commission.
Commission members mentioned having wireless earphones for the fitness
equipment pieces and the available channels posted.
3D. METROPORT MEALS ON WHEELS
MMOW Executive Director Mary King was not present to make a report. The October
MMOW report was provided in the meeting packet.
3E. CALL A RIDE SOUTHLAKE
CARS board representative Brighton Greene congratulated the seniors on the new
facility and presented information about the CARS program. Ridership information for
October was reviewed. Mr. Greene shared a note CARS had received from a new
rider from Watermere Assisted Living Center who appreciated the CARS service.
3F. SOUTHLAKE SENIOR FUNDING, INC.
Southlake Senior Funding, Inc. representative Bernice McCauley reported on the
recent SSFI meeting and a volunteer appreciation lunch. Ms. McCauley reviewed
sponsorship activities and SSFI fundraising efforts, and was available to answer
questions. A new SSFI brochure is being developed. SSFI may consider changing its
name to Senior Fundraising Inc. in the future.
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 NOVEMBER 10, 2015 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
A correction was made to Item 4B of the minutes to insert "water" with "aerobics."
APPROVED
A motion was made to accept the minutes of the meeting as corrected.
Motion:
Blake
Second:
Spickler
Ayes:
Blake, Boland, Boyd, Kyle, McCauley, Pappy and Spickler
Nays:
None
City of Southlake Values:
Integrity ♦ Innovation ♦ AccountabigXt commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Minutes of the December 15, 2015
Page 3 of 4
Abstention None
Vote: 7-0
5. CONSIDER
5A. SENIOR ADVISORY COMMISSION MEETING DATE CHANGE
The Senior Advisory Commission reviewed the SAC Bylaws regarding the meeting
day for the monthly Senior Advisory Commission meeting and considered changing
the day from Tuesday to Monday. The chairman took a poll of present SAC members
and three were in favor of changing the day to Monday and three members were in
favor of keeping the current day on Tuesday. No formal motion or vote was taken.
The meeting day will remain on Tuesday at this time.
6. DISCUSSION
Ji/_1:7:/:1111►[rZey_1►yil2_1M0ILI]ao7_%I�
Communication and Marketing Manager Vicky Schiber provided an update on the
marketing efforts to date, and future campaigns for the senior activities and
programs. Copies of the marketing pieces provided in the packet that were previously
reviewed in October were reviewed. Ms. Schiber responded to questions about
retrieving names of visitors not currently senior center members. Commission
members complimented staff on the marketing efforts.
6B. PROGRAM CALENDAR
Senior Services Coordinator Soheila Phelps reviewed the January/February
Newsletter and highlighted features of the Program Calendar, including the feature
on former SAC chair Nancy Sporn. The Commission liked the new calendar format
and the member feature article.
Deputy Director Meacham presented information about the gradual increase of senior
programs and classes.
Staff will look into a possible location for the new plaque of deceased senior center
members and report at the next meeting.
6C. MEMBERSHIP TRANSITION PLAN
Deputy Director Kate Meacham presented the Membership Transition Plan and
discussed implementation of the plan. The plan includes a process for renewal of old
members and adding new memberships. A new software program will be installed in
March 2016 to capture membership information. All members will be required to re -
enroll into the database system.
City of Southlake Values:
Integrity ♦ Innovation ♦ AccountabigXt Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Minutes of the December 15, 2015
Page 4 of 4
6D. NAMING OF THE LIBRARY AT THE SENIOR ACTIVITY CENTER
The Senior Advisory Commission discussed naming of the library at the new Senior
Activity Center at The Marq Southlake. At the November SAC meeting, the
Commission indicated an interest in naming the library after former Senior Advisory
Commission member and chairman Dick McCauley or another individual.
Chair Boyd presented background information about the numerous achievements of
former SAC Chair Dick McCauley that continues to benefit seniors in Southlake.
Lou Braun, former Senior Advisory Commission member and Southlake resident,
spoke in favor of naming the library in honor of Dick McCauley, citing his many
achievements on behalf of Southlake seniors.
The Senior Advisory Commission will present to Community Services a "Submission
Form for Proposed Park and Recreation Facility Names" submittal form with their
proposed name for the library. The Commission will consider a formal
recommendation of a name at their January meeting. If recommended, a final
decision on the name will be made by City Council at the February 2, 2016 meeting.
Other Items Mentioned
Chief of Police James Brandon will be the guest speaker at the January meeting and will
discuss various youth initiatives of the police department.
7. ADJOURNMENT
/_1»:19117/ 4 11
A motion was made to adjourn the meeting.
Motion:
Kyle
Second:
Boland
Ayes:
Alford, Blake, Boland, Kyle, McCauley, Pappy, Spickler
Nays:
None
Abstention
None
Vote:
7-0
Charlie Boyd, Chair
Kate Meacham, Deputy Director
Community Services
A digital recording of this meeting is available upon request from the Office of City Secretary.
City of Southlake Values:
Integrity ♦ Innovation ♦ AccountabigXt commitment to Excellence ♦ Teamwork
City of Southlake Senior Advisory Commission
Quarterly Report
It has been a very busy few months for a great reason. We have moved to our new
home at The Marq Southlake Legends Hall as of December 14t". The new Senior
Activity Center has brought excitement and new faces to our community. In just the
first week we had 46 new members sign up and 63% were from Southlake alone.
Where have they been? I guess there is some truth to the saying, "You build it, and
tney wul comer
Here is some of our event and program highlights the members have been involved in this quarter.
October started off with our annual trip to the 7th Annual Empowering Seniors. We dined at a local
fine dining establishment. Even though our trips were limited we made up for it with in house fun
events and activities. Art class started back in session after taking the summer of. Our volunteer
teacher is a local artist who loves to teach our members different techniques. We ended the month
with our annual Harvest Festival on Halloween. Once again our members did not disappoint with
their colorful and creative costumes.
November's trip to the Artisan Theater to see "Irving Berlin's White Christmas" brought joy and
excitement for the upcoming holidays. We proudly entered a YouTube Video to the National Council
on Aging (NCOA) showcasing our Wellness Program focusing on balance. This video was used as a
marketing tool for the Senior Activity Center in the MySouthlakeNews website. We watched movies,
played Bingo, continued on our Bridge and Spanish lessons. Our farewell to the old Senior Center
was a nice luncheon with good food, slide show of all the memories we'd made, lots of music,
dancing, and the Rockenbaugh Elementary Choir "RESPECT" gave us a beautiful send-off on
November 17`h
In December, while we still had most of our regular programs going on at the old facility, staff was
getting ready for the move. We opened our doors at Legends Hall on Monday Dec. 14r". The guests
had an opportunity to see our exercise classes, meet with senior services vendors, get entertained by
the SAC Line Dancers, the Dallas Tap Dazzlers and of course, Now & Then's musical talent. The
MMOW served lunch to 200 guests and the afternoon offered the guest more music, dance, Health
and Financial Seminars.
We had close to 100 guests for our Holiday Party and of course our annual Noon Year's Eve party
was a hit as Elvis entertained and helped ring in the New Year for the guests. (Thanks to SSFI for
their partial sponsorship.)
We wish everyone a Happy and prosperous New Year.
7A - 1
Senior Advisory Commission Attendance Report
Individual
1
Jean Boland
X
X
X
X
V
Rate
67%
Hrs To
12.75
2
Bernice
McCauley
V
100%
20
3
Charles Boyd
_
100%
20
4
Barbara Pappy
_
X
X
X
X
X
V
58%
12.5
5
Esther Spickler
V
100%
3.5
6
Beverly Blake
X
X
V
83%
17.25
7
Marge Kyle
_
100%
20
Alt 1
Jim Miller
X
50%
1.5
Alt 2
Mary Lee Alford
X
50%
2
4
David Baltimore
X
X
X
67%
8.75
5
Nancy Sporn
100%
14.75
Meeting Attendance
Rate (includes
substitutions)
0%
75%
75%
88%
88%
88%
100%
88%
75%
75%
89%
78%
89%
Total Hours
0
2.75
0.5
1.5
0.5
1
2
2.25
2.5
1.75
1.75
1.5
2
20
1/13/15 No Quorum, 1/27/15 Special called meeting