2016-04-12 SAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
April 7, 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, April 12 at 1:00 p.m.
Reminder -- Lunch will be provided at 12:30 p.m. in
Traditions III, 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 – 1:40pm
3. Agenda Item No. 3. Reports:
A. 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 February report
is included in your packet.
B. 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 February monthly
report is included in your packet.
C. 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.
Senior Advisory Commission
Meeting Date – April 12, 2016
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
D. 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.
E. 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.
A follow-up to comments from the Public Forum at the March 8, 2016 SAC
meeting will be presented.
The March Membership Report will be distributed at the meeting.
F. Senior Services – This is an opportunity for the Senior Services
Coordinator to present information about existing and futu re programs and
activities. This item has no packet document.
Estimated Time 1:40pm – 2:00pm
4. Agenda Item No. 4. Consent:
A. Approval of the March 8, 2016 Senior Advisory Commission meeting
minutes – Please include any corrections to the minutes in your motion.
5. Agenda Item No. 5. Consider
A. Recommendation on Senior Advisory Commission 2nd 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 May 17, 2016 City Council meeting packet.
OTHER ITEMS OF INTEREST
6. 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, April 11, S.P.I.N. meeting, 6:00 p.m., Council Chambers
Tuesday, April 26, S.P.I.N. meeting, 6:00 p.m., Council Chambers
Senior Advisory Commission
Meeting Date – April 12, 2016
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
7. Events of Interest – Staff would like to share the following upcoming events that
may be of interest to you.
• Friday, April 22 – Sunday, April 24 – Art In The Square
• Monday, April 25 – Volunteer Awards Ceremony & Appreciation Event, 5:30 – 7:00
p.m., The Marq
• Tuesday, April 26 – Meet the Mayor at Pro Core Fitness, 5:30 p.m,, 275 Commerce
Street
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.
8. 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, APRIL 12, 2016
LOCATION: THE MARQ SOUTHLAKE
Legends Hall
Traditions III
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. Reports
A. Metroport Meals On Wheels
B. Call A Ride Southlake
C. Southlake Senior Funding, Inc.
D. City Manager’s Office
E. Community Services
F. Senior Services
4. Consent
A. Approve the March 8, 2016 regular Senior Advisory Commission meeting
minutes
5. Consider
A. Recommendation on Senior Advisory Commission 2nd Quarter Written
Report to City Council
6. Adjournment
A quorum of the City Council may be present at this meeting.
Metroport Meals On Wheels
P. O. Box 204
428 N. Hwy 377
Roanoke, TX 76262
Monthly Report
Detail Report on Congregate Luncheon
Month of: FEB 2016
Division: Southlake
2/1/2016 2/8/2016 2/15/2016 2/22/2016 2/29/2016 Monthly Totals
Previous Year
Totals (3
luncheons)
Southlake Seniors 35 38 27 38 37 175 57
# of Other Seniors 49 47 25 36 32 189 143
# Volunteers 6 7 8 8 8 37 13
Staff 1 1 1 1 1 5 3
Others 4 3 4 4 4 19 11
To Go Meals 0 0 20 0 0 20 30
Meals left for city 0 0 0 18
TOTAL
ATTENDANCE 95 96 85 87 82 445 275
Volunteer Hours 28 32 36 36 36 168 64
Restaurant Used Feedstore Chef Tyler
Cotton
Patch Joe's Pizze
Chef Tyler/
Jason's Deli
# Meals ordered from
Centralized Kitchen 100 100 100 50 100 450 270
$ Cost of Food
Ordered 451.20$ 450.00$ 250.00$ 380.00$ 568.88$ 2,100.08$ 1,103.10$
Supplemental Food 43.94$ 101.14$ 106.67$ 191.36$ 81.33$ 524.44$ 520.39$
Non-food Items 86.78$ 62.48$ 29.60$ 8.99$ 82.38$ 270.23$ 211.71$
$ Collected for Food
Served 304.00$ 316.00$ 193.00$ 261.00$ 236.00$ 1,310.00$ 773.00$
$ 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/City
Employees 0 0
90+ non pay 6 6 5 8 7 32 27
New 0
0
Item 3A - MMOW February 2016 SLCong2016 (5)
817/491-1141- office
817/491-0661 - fax3A - 1
3B - 1
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission Meeting:
March 8, 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 (Alt 2), Jean Boland, Bernice McCauley, Jim Miller (Alt
1), Barbara Pappy, Esther Spickler
Commission Members Absent: None
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, Communication & Marketing Manager Vicky
Schiber, Assistant to the Director Cassie Tucker
Guests: Brighton Greene, CARS liaison; Mary King, Executive Director, Metroport Meals
On Wheels.
Public Forum: Southlake residents Joyce Prichett, Patty Starkey, Joan Henderson, Carole
Schwartz, Lou Braun, Richard Schnieder; Roanoke residents Bobbie and Wells Fendrich:
Grapevine residents Joan Butler and Mary Kelleher; Keller residents Marie Doran and Alice
D. West
1. CALL TO ORDER
Chairman Boyd called the meeting of the Senior Advisory Commission to order at
1:00 p.m.
2. PUBLIC FORUM – Chairman Boyd opened public forum.
The following citizens spoke during Public Forum.
Joan Butler, 3327 Bridlewood Drive, Grapevine, spoke about limitations of the
exercise/fitness classes at the new Senior Activities Center located in Legends Hall
at The Marq Southlake and suggested moving the exercise/fitness classes to the old
senior center until Phase II of The Marq Southlake is completed.
Mary Kelleher, 2813 Tumbleweed Trail, Grapevine, spoke about the room used for
the exercise/fitness class at the new Senior Activities Center and floor space needed
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Senior Advisory Commission
Minutes of the March 8, 2016
Page 2 of 6
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
for participants in the class. Mrs. Kelleher suggested moving the exercise classes to
the old senior center until Phase II is complete.
Joyce Prichett, 613 Chandon Court, Southlake, spoke about the exercise/fitness
class size being limited and having a specific room each week for the exercise/fitness
class. Ms. Prichett suggested moving the exercise class back to the old senior center
until Phase II is completed.
Wells and Bobbie Fendrich, 1515 Cannon Parkway, Roanoke, Mr. Fendrich spoke
about the building layout; one ladies’ and one gentlemen’s restroom for the existing
building, and the distance of those restrooms from the senior area. Mr. Fendrich read
a poem about the senior experience and the importance of a senior center in seniors’
lives.
Joan Henderson, 700 Cimarron Trail, Southlake, commented about the toilet in the
handicapped-accessible stall in the women’s restroom and suggested it was too low.
Marie Doran, P.O. Box 93, Keller, commented about the height of the handicapped-
accessible toilet and suggested it be set higher.
Patty Starkey, 626 Chandon Court, Southlake , spoke about exercise/fitness class
opportunities for “drop-in” participants, pre-registration for classes, and limited class
size.
Lou Braun, 106, Starling Court, Southlake, (former SAC member), requested Open
Meeting Act compliance and meeting posting requirement information for SAC
meetings.
Alice D. West, 321 Sioux St, Keller, spoke about how moving the weekly congregate
lunch from Tuesday to Monday created a hardship for her.
Richard Schnieder, 1401 Emerald Circle, Southlake, talked about the senior center
design, table space for card games, and the parking lot design.
Carole Schwartz, P.O. Box 93029, Southlake, spoke about participation at the
congregate lunches since the move from Tuesday to Monday and suggested moving
the lunch back to Tuesday.
Chair Boyd requested staff to investigate the issues presented during Public Forum
and place an item on the next meeting agenda for discussion.
Chairman Boyd closed public forum.
Staff reached out to everyone in attendance during Public Forum to request their
contact information in order to follow up.
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Senior Advisory Commission
Minutes of the March 8, 2016
Page 3 of 6
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3. GUEST SPEAKER: CASSIE TUCKER, ASSISTANT TO THE DIRECTOR OF
COMMUNITY SERVICES
Assistant to the Director Tucker presented information about the Southlake Sister
Cities organization, a non-profit, community services organization dedicated to
fostering global understanding, friendship and communication through education and
exchanges; shared information about the two Southlake Sister Cities -- Tome, Japan
and Suzhou Wuzhong District, China; current and future events and programs; and
was available to answer questions.
4. REPORTS
4A. CITY MANAGER’S OFFICE
Deputy Director of Communication Pilar Schank presented the City Manager’s
Report. Announcements included the retirement of Public Works Director Bob Price
the end of February and the hiring of his replacement, Robert Cohen. The Citizen
Survey results are available on the City’s webpage at www.CityofSouthlake.com. Ms.
Schank responded to questions concerning development of affordable senior
housing in Southlake and the location of the Entrade development.
4B. COMMUNITY SERVICES / UPCOMING EVENTS
Deputy Director Kate Meacham and Communication & Marketing Manager Vicky
Schiber presented the preliminary concept design for the senior memorial exhibit for
the back wall in the Dick McCauley Library and received feedback from Commission
members. The Commission was encouraged to contact staff with any additional
feedback or comments. Staff will provide an update on the final concept at the April
meeting.
Staff reviewed the February Membership Report and responded to questions.
Additional analysis information will be provided when the membership data system is
fully operational.
4C. SENIOR SERVICES COORDINATOR
Senior Services Coordinator Soheila Phelps reported on recent events, upcoming
activities, and additional classes and seminars that have been added to
programming. A punch list of completed requested items for The Marq and Legends
Hall was shared. A bus driver has been interviewed and information will be provided
at the next meeting. Ms. Phelps was available to answer questions from the
Commission.
Commission members recommended walkie-talkies for senior center staff members.
4D. METROPORT MEALS ON WHEELS
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Senior Advisory Commission
Minutes of the March 8, 2016
Page 4 of 6
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
MMOW Executive Director Mary King presented the Metroport Meals On Wheels
monthly report and reviewed participation numbers for the congregate and home
delivered meals. A request was made for the monthly report to include a running
balance of the City’s contribution if possible. Ms. King responded to questions from
the Commission.
A suggestion was made to place the Metroport Meals On Wheels report first in the
Reports Section of the Senior Advisory Commission meeting agenda.
4E. CALL A RIDE SOUTHLAKE
CARS board representative Brighton Greene summarized the ridership information in
the CARS 2015 Year End Report. There were more rides for medical appointments
and other destinations, and less for trips to the Southlake senior center.
Mr. Greene reviewed the January 2016 CARS report. Ridership is about the same as
the previous year for January -- 115 one-way rides for 2016 and 116 one-way rides
for 2015. Three new riders were added during January. Mr. Greene was available to
answer questions.
4F. SOUTHLAKE SENIOR FUNDING, INC.
Southlake Senior Funding, Inc. representative Bernice McCauley reported the SSFI
meeting was cancelled. SSFI has started its annual membership drive and is offering
a raffle drawing in conjunction with the membership drive. Ms. McCauley was
available to answer questions.
5. CONSENT AGENDA Consent Agenda items are considered to be routine by the
Commission and are enacted with one motion.
5A. APPROVAL OF THE MINUTES FROM THE JANUARY 12, 2016 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
There were no corrections to the January 12, 2016 meeting minutes.
APPROVED
A motion was made to accept the minutes of the meeting as presented.
Motion: Boland
Second: Kyle
Ayes: Blake, Boland, Boyd, Kyle, McCauley, Miller, Pappy, Spickler
Nays: None
Abstention None
Vote: 8-0
4A - 4
Senior Advisory Commission
Minutes of the March 8, 2016
Page 5 of 6
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission member MaryLee Alford left the meeting prior to the
vote.
6. DISCUSSION
6A. COMMUNITY SERVICES DEPARTMENT COST RECOVERY POLICY
Deputy Director Kate Meacham distributed a draft of the Community Services
Department Cost Recovery Policy and presented an overview of the concepts and
the rationale behind the proposed Policy. If available, the final Policy may be
presented for recommendation at the April Senior Advisory Commission meeting.
City Council is tentatively scheduled to consider the Policy at the April 19, 2016
meeting.
The cost recovery percentage expectations for the three levels of services (Basic
Services, Public Services and Special Services ) were explained with examples of
programs that fit each category.
Concern about the continuation of the CISD Aquatics Center adult water aerobics
class was mentioned and will be forwarded to Matt Miller at the Carroll Independent
School District.
Ms. Meacham was available to answer questions.
The Commission’s discussion turned to the Senior Activities Center. The design and
construction timeline of The Marq Southlake Phase 2 was shared. The completion of
the fitness element of Phase 2 of the facility will relieve the fitness/exercise class
room and size issues. The Commission was interested in seeing the floor plan for the
fitness/exercise space for The Marq Southlake Phase 2 when the plan is available.
Staff will look into concerns and suggestions mentioned during public forum and by
Commission members, and will report back to the Commission.
7. ADJOURNMENT
A motion was made to adjourn the SAC meeting at 3:47 p.m.
Motion: Kyle
Second: Blake
Ayes: Blake, Boland, Boyd, Kyle, McCauley, Miller, Pappy, Spickler
Nays: None
Abstention None
Vote: 8-0
4A - 5
Senior Advisory Commission
Minutes of the March 8, 2016
Page 6 of 6
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.
4A - 6
4A - 7
City of Southlake Senior Advisory Commission
Quarterly Report
The Senior Activity Center staff has been working hard and is excited to offer a lot
more programs, most of which were limited due to lack of space at the prior facility.
Everyday we have members who just come to hang out, enjoy our lounge and all the
amenities. Our workout room is busy and the fitness classes been going strong. More
members are utilizing the pool tables on a regular basis and we now have weekly
poker games.
In house events and activities….
The following are some of our educational seminars made possible through partnership and
sponsorship with our local vendors and organizations:
1. Monthly Health Seminars presented by Texas Health Harris Methodist Hospital
Southlake and Spine Team Texas.
2. Monthly Finance Seminars presented by Charles Schwab and Edward Jones.
3. Monthly History Seminars presented by the Dept. Chair of Hist. Govt. and Philosophy at
Tarrant County College in Fort Worth.
4. Monthly Legal Seminars presented by McGee Law Firm.
5. Monthly seminar on Smartscape presented by Master Gardners and in partnership with
the City of Southlake.
Highly anticipated Senior Dances started with a bang hosting close to 100 guests on the 3rd
Thursday of January where Mayor Laura Hill joined in on the dance floor.
Our member volunteers are sharing their talents with each other by offering cooking and
knitting classes.
We now have monthly Karaoke.
Our bi-weekly Latin Dance Lessons have been popular.
Our volunteer artist has been teaching our members 3 different art techniques (Pastels,
Acrylic and Watercolor) twice a week.
We still have our monthly movies and Potluck Bingo nights.
Celebrations….
120 guests enjoyed the annual Valentine’s Day luncheon sponsored by SWC.
Members enjoyed the Chinese New Year celebration which included Traditional Chinese and
Tai Chi fan dances.
Guests celebrated St. Patrick’s Day with traditional Corned Beef and Cabbage, Irish Beer
(non-alcoholic of course) and were entertained by the McTaggart Irish Dancers of North
Texas.
5A - 1
Trips….
“Forever Plaid” and “Big Fish” were the shows our members got to attend at the Artisan Theater.
Kimbell Art Museum featuring two special exhibits by Castiglione and Gustave Caillebotte was a work
of art!
Due to the hail storm, the Texas Tulips’ trip had to be changed to a visit to the Dallas Arboretum
where the members still got to enjoy the beauty of the Spring Flowers in bloom.
We have had to make some changes to our past routines and the staff recognizes the difficulties
change brings to our population but we also know with time we can overcome the growing pains
associated with it.
2nd Quarter (Jan-Feb-Mar2016) Report to City Council
5A - 2
1 Jean Boland a r a 100%4 2016 67%
2
Bernice
McCauley a r a 100%4
3 Charles Boyd a r a 100%4
4 Barbara Pappy r r a 0%2
5 Esther Spickler r r a 0%2
6 Beverly Blake a r a 100%4
7 Marge Kyle a r a 100%4
Alt 1 Jim Miller r r a 0%2
Alt 2 Mary Lee Alford a r a 100%4
67%0%100%a In attendance
Total Hours 2 0 2 4 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)
12/13/168/9/16 9/13/16 10/11/16 11/8/16
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
Date
Packet Insert - SAC Attendance Report