2016-03-08 SAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
March 3, 2016
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, March 8 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 – Cassie Tucker, Assistant to the
Director
Cassie Tucker will share information about the Southlake Sister Cities
organization. This item has no packet document.
4. Agenda Item No. 5. 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 – March 8, 2016
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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. Staff will also update the Commission
regarding the memorial plaques project as mentioned at the previou s
meeting. Included in your packet is a summary membership report through
February 2016.
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 January 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 January 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 2:00pm – 3:00pm
5. Agenda Item No. 6. Consent:
A. Approval of the January 12, 2016 Senior Advisory Commission meeting
minutes – Please include any corrections to the minutes in your motion.
6. Agenda Item No. 6. Discussion
A. Community Services Department Cost Recovery Policy – Recall at the
October 13, 2015 SAC meeting, the Commission reviewed the
qualifications/standards pyramid model and levels of cost recovery
documents, as well as discussed various class and program scenarios.
Based on feedback received from that SAC meeting and from other
stakeholders, the proposed Community Services Department Cost
Recovery Policy has been developed.
The Cost Recovery Policy will allow staff the ability to track anticipated
revenues and expenses, and to evaluate the success of individual
Senior Advisory Commission
Meeting Date – March 8, 2016
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
programs. An overview of the policy will be presented for Commission
discussion and feedback. This item has no packet document.
Recommendations on the Cost Recovery Policy will be received from
Senior Advisory Commission, the Park and Recreation Board, and the
Library Board before City Council consideration for approval on May 3,
2016. The Commission will make their formal recommendation to City
Council at the April 12, 2016 meeting.
OTHER ITEMS OF INTEREST
7. Community Engagement Town Hall Forums – Upcoming Town Hall Forum(s) for
proposed developments in the City are listed online at www.SouthlakeSPIN.org..
Please check the website for the latest information. The following SPIN meetings
are scheduled at this time
Tuesday, March 8, S.P.I.N. meeting, 6:00 p.m., Council Chambers
8. Events of Interest – Staff would like to share the following upcoming events that
may be of interest to you.
• Saturday, March 5 – Fire Department 50th Anniversary Open House, 11:00 a.m. –
2:00 p.m., Station 1, 600 State Street
• Thursday, March 17 – Senior Dance 7:00 p.m. – 10:00 p.m.
• Saturday, March 19 – Easter in the Park, 9:00 a.m. – 12:00 p.m., North Park
• Saturday, March 27 – Crud Cruiser Spring Cleaning Day, 9:00 a.m. – 11:00 a.m.,
Dragon Stadium
• Tuesday, April 5 – S.P.D.C meeting, 4:30 p.m., Council Chambers
• Tuesday, April 5 – City Council meeting, 5:30 p.m., Council Chambers
• Wednesday, April 6 – Community Engagement Committee meeting, 5:30p.m., Town
Hall 4A
• Thursday, April 7 – P&Z Commission meeting, 6:30 p.m., Council Chambers
Senior Advisory Commission
Meeting Date – March 8, 2016
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
If you would like to receive notifications for City Council meetings, construction
alerts, calendar and community events updates and more, please sign up at the
City’s website by clicking on the “Notify Me” tab at
http://www.cityofsouthlake.com/list.aspx.
9. 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.
KATE MEACHAM
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 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, MARCH 8, 2016
LOCATION: THE MARQ SOUTHLAKE
Legends Hall
Legacy Meeting Room I
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: Cassie Tucker, Assistant to the Director
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. Approve the January 12, 2016 regular Senior Advisory Commission
meeting minutes
6. Discussion
A. Discussion on Community Services Department Cost Recovery Policy
7. Adjournment
A quorum of the City Council may be present at this meeting.
The following agenda items are guest, staff or liaison presentations; there are
no packet documents for item(s):
3. Guest Speaker: Cassie Tucker
4. Reports
A. City Manager’s Office Report
B. Community Services Report
C. 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: JAN 2016
Division: Southlake
1/4/2016 1/11/2016 1/18/2016 1/25/2016 Monthly Totals
Previous Year
Totals (4
luncheons)
Southlake Seniors 28 29 37 94 93
# of Other Seniors 35 31 23 89 166
# Volunteers 6 8 6 20 19
Staff 1 1 1 3 4
Others 7 3 4 14 18
To Go Meals 0 0 0 0 32
Meals left for city 0 0 0 0
TOTAL
ATTENDANCE 77 72 0 71 0 220 332
Volunteer Hours 28 36 25 89
Restaurant Used Feedstore PeiWei Rockfish
# Meals ordered from
Centralized Kitchen 100 80 100 280
$ Cost of Food
Ordered 384.00$ 389.91$ 414.95$ 1,188.86$
Supplemental Food 143.43$ 75.85$ 108.88$ 328.16$
Non-food Items 103.89$ 46.22$ 16.02$ 166.13$
$ Collected for Food
Served 232.00$ 224.00$ 192.00$ 648.00$
$ Collected for Other
Reasons*-$
Free w/potluck dish 1 1 1 3 4
Not eating 0 0 0 0 0
No Pay/City
Employees 0 0 0 0 2
90+ non pay 7 8 7 22 33
New 0
0Item 4D - January MMOW Report
817/491-1141- office
817/491-0661 - fax
4D - 1
4E - 1
The following agenda items are guest, staff or liaison presentations; there are
no packet documents for item(s):
REPORTS
4F – Southlake Senior Funding, Inc.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission Meeting:
January 12, 2016
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
Commission Members Absent: Barbara Pappy, Esther Spickler, 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; Mary King, Executive Director, Metroport Meals
On Wheels; Bobby and Wells Fendrich, Southlake citizens
1. CALL TO ORDER
Chairman Boyd called the meeting of the Senior Advisory Commission to order at
1:00 p.m.
2. PUBLIC FORUM – There was no one present to speak at public forum.
Chairman Boyd opened public forum. There being no one to speak, Chairman Boyd
closed public forum.
3. GUEST SPEAKER: POLICE CHIEF JAMES BRANDON
Police Chief James Brandon spoke about his background in law enforcement and
shared information about the Southlake Police Department’s senior and youth
initiatives, such as the Take Me Home, Vacation Watch, School Resource Officer and
S.P.A.R.K. programs. Chief Brandon responded to questions concerning juvenile
crime, emergency contact information, police officer identification, traffic patrols and
enforcement, and monitoring fluctuations of citations.
4. PRESENTATION: LIVEFIT SOUTHLAKE
5A - 1
Senior Advisory Commission
Minutes of the January 12, 2016
Page 2 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Community Services Department Recreation Coordinator Jared Darnell presented an
overview of the 10-week LiveFit Southlake Wellness Challenge and upcoming events
to promote and encourage community health and wellness. Mr. Darnell answered
questions from the Commission.
5. REPORTS
5A. CITY MANAGER’S OFFICE
Deputy Director of Communication Pilar Schank presented the City Manager’s Report
and responded to questions. The 2015 Development Annual Activity Report is
available now on the City’s website. City websites are being revised and the new
formats will be launched in March.
Agenda Item 5E was considered next. See the minutes for Item 5E in the regular agenda
sequence below.
5B. COMMUNITY SERVICES / UPCOMING EVENTS
Deputy Director Kate Meacham presented information about Community Services
Department and answered questions. A punch list of outstanding issues at The Marq
and Legends Hall are being addressed. Additional items or issues should be
forwarded to staff for the punch list. Commission members provided feedback about
Legends Hall and The Marq.
The recent marketing and programming campaign for The Marq Southlake and the
Senior Activity Center has created and uptick in attendance for the center. Staff
reported attendance saw an increase during the first four weeks in December in the
three targeted demographic areas identified for participation improvement
(“Southlake residents,” “Men,” and “55-59 age population”). One hundred (100) new
members have been added of which 56% are Southlake residents. Of those, 46 are
men and 54 are in the 55-59 age group.
Following the implementation of the new membership database system, membership
analysis information will be provided.
Options for the memorial plaques for the back wall in the library may be discussed at
an upcoming meeting.
5C. SENIOR SERVICES COORDINATOR
Senior Services Coordinator Soheila Phelps spoke about the benefits of the senior
center in the new facility in regards to increased attendance at activities and
programs. Recent and upcoming events were reviewed and members were
encouraged to participate in the monthly senior dances, seminars and other
programs. The senior website and newsletter are being updated. Staff provided an
5A - 2
Senior Advisory Commission
Minutes of the January 12, 2016
Page 3 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
update on the status of hiring a bus driver and options were discussed. Ms. Phelps
was available to answer questions from the Commission.
5D. METROPORT MEALS ON WHEELS
MMOW Executive Director Mary King presented the monthly Meals On Wheels report
and spoke about food preparations adjustments at the new facility. MMOW is excited
to be at The Marq and is enjoying the facility.
5E. CALL A RIDE SOUTHLAKE
CARS board representative Brighton Greene presented information about the CARS
program for November. Mr. Greene shared a recent magazine article about
“Southlake Seniors Can Count of CARS” recently published in the Courier Journal.
The Marq Southlake was also mentioned in the article. CARS board members Erik
Phelps and Lisa Adam were thanked for providing information to the reporter.
5F. SOUTHLAKE SENIOR FUNDING, INC.
Southlake Senior Funding, Inc. representative Bernice McCauley reported on the
recent SSFI meeting and their activities, including a volunteer luncheon held in
December. The SSFI brochure is being updated and a membership drive will kick-off
in March. Ms. McCauley was available to answer questions.
6. CONSENT AGENDA Consent Agenda items are considered to be routine by the
Commission and are enacted with one motion.
6A. APPROVAL OF THE MINUTES FROM THE DECEMBER 15, 2015 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
There were no corrections to the December 15, 2015 meeting minutes.
APPROVED
A motion was made to accept the minutes of the meeting as presented.
Motion: Boland
Second: Kyle
Ayes: Alford, Blake, Boland, Boyd, Kyle and McCauley
Nays: None
Abstention None
Vote: 6-0
6B. RECOMMENDATION TO NAME THE SENIOR ACTIVITY CENTER LIBRARY
5A - 3
Senior Advisory Commission
Minutes of the January 12, 2016
Page 4 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Deputy Director Kate Meacham presented the recommendation to name the library at
the Senior Activity Center in honor of former Senior Advisory Commission member
and chairman Dick McCauley. SAC Vice Chair Beverly Blake read the text from the
submittal form presented to the Community Services Department by the Senior
Advisory Commission to name the library the “Dick McCauley Library.” The
recommendation will be presented for City Council approval at the February 2, 2016
meeting.
APPROVED
The Commission unanimously agreed to accept the recommendation by SAC to
name the library at the senior center the “Dick McCauley Library” and to forward the
recommendation for City Council to consider.
Motion: Boyd
Second: None
Ayes: Blake, Boland, Boyd, Kyle and McCauley
Nays: None
Abstention None
Vote: 5-0
7. CONSIDER
7A. SENIOR ADVISORY COMMISSION 1st QUARTER WRITTEN REPORT TO CITY
COUNCIL
The Senior Advisory Commission 1st Quarter SAC Report was presented. There
were no corrections or changes to the report by the Commission. The report will be
included in the February 16, 2016 City Council packet. There was no discussion of
the item by the Commission.
APPROVED
A motion was made to accept the report as written.
Motion: Kyle
Second: Boland
Ayes: Alford, Blake, Boland, Boyd, Kyle and McCauley
Nays: None
Abstention None
Vote: 6-0
8. ADJOURNMENT
Chair Boyd adjourned the SAC meeting at 2:49 p.m.
5A - 4
Senior Advisory Commission
Minutes of the January 12, 2016
Page 5 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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.
5A - 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
March 3, 2016
TO: Senior Advisory Commission
FROM: Kate Meacham, Deputy Director, Community Services Department
SUBJECT: Discussion on Community Services Department Cost Recovery Policy
______________________________________________________________________
Action Requested: Senior Advisory Commission discussion on the proposed
Community Services Department Cost Recovery Policy.
Background
Information: The existing Cost Recovery Policy, approved by City Council in
May 2007, needs to be updated to include new programs that have
been added since 2007, as well as anticipated events and rental
facilities available at The Marq Southlake. To update the Policy,
staff is reaching out for input from boards and commissions
involved in senior services and recreation and community
programs.
Based on feedback received during the previous SAC discussion at
October 2015 meeting, along with additional stakeholder input, the
proposed Cost Recovery Policy is being developed. The complete
policy, including the standards to which each program or service
will be held to, will be presented to you at your April 12, 2016
meeting.
Approval of the Community Services Department Cost Recovery
Policy will provide staff greater ability to track anticipated revenues
and expenses, and to monitor the success of the individual
programs.
The adoption of the Community Services Department Cost
Recovery Policy requires recommendations from the Parks and
Recreation Board, the Senior Advisory Commission and the Library
Board before final approval by City Council. The Policy will be
brought back to Senior Advisory Commission for a formal
recommendation at the April 12, 2016 meeting.
6A - 1
Senior Advisory Commission
Meeting Date – March 8, 2016
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: Discussion of proposed Community Services Department Cost
Recovery Policy has no financial impact to the City’s budget.
Citizen Input/
Board Review: Senior Advisory Commission discussion of Cost Recovery Policy
October 13, 2015
Senior Advisory Commission discussion of the Cost Recovery
Policy March 8, 2016
Library Board recommendation of the Cost Recovery Policy March
23, 2016
Park Board recommendation of the Cost Recovery Policy April 11,
2016
Senior Advisory Commission recommendation of the Cost
Recovery Policy April 12, 2016
City Council consideration of the proposed Cost Recovery Policy
May 3, 2016
Legal Review: N/A
Alternatives: N/A
Supporting
Documents: N/A
Staff
Recommendation: Senior Advisory Commission review and discussion of the
proposed Community Services Department Cost Recovery Policy.
6A - 2
1 Jean Boland a 100%2 2016 67%
2
Bernice
McCauley a 100%2
3 Charles Boyd a 100%2
4 Barbara Pappy r 0%0
5 Esther Spickler r 0%0
6 Beverly Blake a 100%2
7 Marge Kyle a 100%2
Alt 1 Jim Miller r 0%0
Alt 2 Mary Lee Alford a 100%2
67%a In attendance
Total Hours 2 2 r Not present; no substitute
m Substitute in attendance
n Vacant position
0 Meeting Canceled
*No quorum; Meeting Canceled
Change in Representative
Senior Advisory Commission Attendance Report
Place Name 1/12/16 2/9/16 3/8/16 4/12/16 5/10/16 6/14/16 7/12/16
Individual
Attendance
Rate
Hrs To
Date8/9/16 9/13/16 10/11/16 11/8/16
Average
Monthly
Attendance
Meeting Attendance
Rate (includes
substitutions)
12/13/16
Packet Insert - SAC Atendance Report