The URL can be used to link to this page

2016-05-10 SAC PacketCITY OF SOUTHLAKE MEMORANDUM May 5, 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, May 10, 2016 at 1:00 p.m. Reminder: Lunch will be provided at 12:30 p.m. in Legacy Meeting Rooms II & 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 — 2:00pm 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 March 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 March 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — May 10, 2016 Page 2 of 5 D. City Manager's Office — This is a standing item on the agenda to allow for an update from the City's Assistant to the City Manager Daniel Cortez. 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. This month's staff update includes the following: 1. April Senior Center Membership Report — The April Membership Report will be distributed at the meeting. 2. Southlake Program for the Involvement of Neighborhoods (SPIN) Presentation on The Marg Southlake — Champions Club — SPIN, the Southlake Program for the Involvement of Neighborhoods, are Town Hall Forums hosted by the Community Engagement Committee usually the second Tuesday of the month and fourth Tuesday as needed to provide an opportunity for community members to have an informal conversation regarding topics of interest. The most frequently discussed items are development cases. The SPIN Town Hall Forums provide a place to discuss proposed developments and hear feedback from residents before a case goes before the Planning and Zoning Commission or City Council. The City of Southlake has 11 designated SPIN neighborhoods. These are used for various planning and communication purposes and can help you identify projects or topics specific to your part of town. SPIN meeting agendas are posted on the City's website and on the official bulletin boards located inside and outside of the Town Hall. The SPIN Meeting Schedule and SPIN Meeting Reports are also available online at www.citVofsouthlake.com/825/spin. For more information about SPIN or questions, please contact Assistant to the City Manager Daniel Cortez, the City's SPIN liaison, at 817.748.8029 or dcortez(a_ci.south lake.tx.us. F. Senior Services — This is an opportunity for the Senior Services Coordinator to present information about existing and future programs and activities. This item has no packet document. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — May 10, 2016 Page 3 of 5 Estimated Time 2:OOpm — 2:15pm 4. Agenda Item No. 4. Discussion A. Senior Services Survey — Deputy Director Kate Meacham will present information about the upcoming Senior Services Survey. This item has no packet document. B. Local Government Officer Conflicts Disclosure Statement — The City Secretary's Office has requested all City -appointed board, commission and committee members be informed of requirements regarding disclosure of relationships with existing City vendors. In accordance with Texas Local Government Code 176, a copy of the Local Government Officer Conflicts Disclosure Statement is included in your packet to review the requirements to determine if you have any conflicts to disclose. Please consult the City's Vendor List, available on the City's website at http://www.citvofsouthlake.com/DocumentCenter/View/l1543. If you or a family member has employment or other business relationships as described in the Statement with any existing City vendor, a Local Government Officer Conflicts Disclosure Statement must be filed. By law, this Statement must be filed no later than the seventh business day after the person (board member) becomes aware of the facts that require the Statement to be filed. Statements are filed with the City Secretary's Office, 1400 Main Street, Suite 270, Southlake Texas 76092. Please contact the City Secretary's Office at 817.748.8183 or Ipayne(cD_ci.southlake.tx.us for any questions regarding this matter. Estimated Time 2:15pm — 2:25pm 5. Agenda Item No. 5. Consent: A. Approval of the April 12, 2016 Senior Advisory Commission meeting minutes — Please include any corrections to the minutes in your motion. B. Approve Senior Memorial Exhibit in the Dick McCauley Library — At the April 12, 2016 Senior Advisory Commission (SAC) meeting, staff presented the concept design for the senior memorial exhibit to be installed on the back wall in the Dick McCauley Library. The Commission previewed the design concept and construction materials for the display. Based on the feedback received at that meeting and the recommendation to use the larger font size, the final exhibit is presented for SAC formal approval. This item has no packet document. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — May 10, 2016 Page 4 of 5 Estimated Time 2:25pm — 2:30pm 6. Agenda Item 6. Consider A. Senior Advisory Commission July 12 Meeting — The purpose of this item is to allow SAC an opportunity to discuss and consider cancelling and/or rescheduling the July 12 regular Senior Advisory Commission meeting, if desired. Previously, following the lead of the City Council in canceling their July meetings, SAC did cancel their July 9, 2013 and July 8, 2014 meetings, but did not cancel the July 14, 2015 meeting. This item has no packet document. 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. At this writing, there are no SPIN Forums scheduled at this time. 8. Events of Interest — Staff would like to share the following upcoming events that may be of interest to you. • Thursday, May 12 — Meet The Mayor at Tile Shop, 5:30 p.m., 2921 East State Highway 114 • Thursday, May 12 — Welcome Reception for Tome Rotarians, 7:30 p.m. The Marq Club Lounge • Saturdays, MasterWorks Concert Series, Town Square (dates/times below) May 14 7:30 PM - 9:00 PM BluPrint Southlake Town Square June 4 10:30 AM - 12:00 PM Space Rockets Variety Southlake Town Square June 11 7:30 PM - 9:00 PM Matt Ingram Country, Rock and Southlake Town Square Blues • Tuesday, May 17 — City Council meeting, 5:30 p.m., Council Chambers (will include the oaths of incoming Council members and a reception) • Monday, May 30 — Memorial Day City Holiday 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.citVofsouthlake.com/1ist.aspx. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — May 10, 2016 Page 5 of 5 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 CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION MEETING: TUESDAY, MAY % 2016 LOCATION: THE MARQ SOUTHLAKE Legends Hall Legacy Meeting Rooms II - 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 of Southlake C. Southlake Senior Funding, Inc. D. City Manager's Office E. Community Services F. Senior Services 4. Discussion A. Senior Services Survey B. Local Government Officer Conflicts Disclosure Statement 5. Consent A. Approve the April 12, 2016 regular Senior Advisory Commission meeting minutes B. Approve Senior Memorial Exhibit in the Dick McCauley Library 6. Consider A. Senior Advisory Commission July 12, 2016 Meeting 7. Adjournment City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Metroport Meals On Wheels Monthly Report Month of: MAR 2016 P. O. Box 204 Detail Report on Congregate Luncheon Division: Southlake 428 N. Hwy 377 Roanoke, TX 76262 Previous Year Totals (6 3/7/2016 3/14/2016 3/21/2016 3/28/2016 Monthly Totals luncheons) Southlake Seniors 47 40 29 25 141 293 # of Other Seniors 32 47 32 29 140 209 # Volunteers 6 8 8 8 30 39 Staff 1 1 1 1 4 6 Others 5 22 4 4 35 24 To Go Meals 0 0 0 0 0 0 35 Meals left for city 0 0 0 0 10 TOTAL ATTENDANCE 91 118 74 67 0 350 616 Volunteer Hours 28 36 36 36 136 Golden Restaurant Used Feedstore Willhoites Corral Kroger # Meals ordered from Centralized Kitchen 100 100 100 50 350 $ Cost of Food Ordered $ 475.00 $ 600.00 $ 450.00 $ 156.63 $ 1,681.63 Supplemental Food $ 141.43 $ 139.21 $ 136.27 $ 180.58 $ 597.49 Non-food Items $ 50.00 $ 8.68 $ 86.59 $ 80.51 $ 225.78 $ Collected for Food Served $ 274.00 $ 287.00 $ 226.00 $ 192.00 $ 979.00 $ Collected for Other Reasons" $ - 4 Free w/potluck dish 1 1 1 1 5 Not eating 0 0 0 0 0 0 No Pay/City Employees 0 53 90+ non pay 8 8 5 6 27 New 0 0 3A - 1 817/491-1141- office Item 3A - March MMOW Report 817/491-0661 -fax CD T O N OD 00 Ul 1— T N M M LO O N 0 0;9 0 w O M v w 00 U-) � N M N CD CA co [) Y M M~ M N 0 H V Q xa 0 �IO R dIti .� N CD LCI y co N Cl) COO N wl M fil M m En 00 N M h O r r 04 M N M M M N O 0 r LO N (O M r ii 'q r 'I Co 0 M 0 to N Lo 0) Ca Cry � r r Lo M M M N O O in CA (" 1 O 00 M 0 LD I` 00 T N CO N M IT CD r r M O CV N T N I` I r O N r LO IT 0 0 r OD W r— r N 00 (V N r N LOCI CNV r Ln Lr) LO p vj 0. 0 V 10. o o u 0 xI 5i $� a, o b z o A r� F, w y � � u°aa m0O Q ter"' D �U)X O U N O oV E+ O lu ..c.�a� 3B-1 The following agenda items are guest, staff or liaison presentations; there are no packet documents for item(s): RFPnRT� 3C — Southlake Senior Funding, Inc. 3D — City Manager's Office 3E — Community Services April Senior Membership Report to be distributed at the meeting 3F — Senior Services DISCUSSION 4A — Senior Services Survey Item 4B Local Government Officer Conflicts Disclosure Statement Agenda Item 4B is presented at the request of the City Secretary's Office to inform the Senior Advisory Commission about their obligation under Law to disclose if they or a family member's relationship with any existing City vendors. 4B-1 1 Conflicts Disclosure Statements Why? Chapter 176, Texas Local Gov't Code —All Local Gov't Officers must file statements (Form CIS) no later than the 7t" day after becoming aware of facts that require filing. If you or family member has employment or business relationship with a City Vendor, it requires disclosure and must be filed on FORM CIS. Who? Local Gov't Officers = Elected officials, city employees, appointed board and commission members, directors/managers of 4A and 413 development corps. V` Where? Go to www.cityofsouthlake.com >Transparency > Conflicts Disclosure ' Statements (Website describes types of relationships subject to disclosure) What? Consult City Vendor List to determine if you have any conflicts to di How? Complete the Form CIS, obtain a notary, file form with City Secretary's who is required by law to post all forms on the City's Website A Attached is a complete copy of the Local Government Officer Conflicts Disclosure Statement (CIS) with detailed information on what types of relationships are subject to disclosure and the requirements by Law. Basically, if you or a family member has employment or other business relationships with a City Vendor, that relationship must be disclosed to the City Secretary's Office within 7 days of you becoming aware of the conflict. 4B-2 K IF THEN LOCAL GOVERNMENT OFFICER FORM CIS CONFLICTS OISCLOSIIHE STATEMENT .....+..trm�Wawa�gr.trn...amw.e.. aal E�- .. ypop.a.neu.a'.an+.aa NY..aa Gal.q lsa� wa..-iwv4atawdcanwr.a H.ay.waw.aw wxrrnwac .a Ona. �x.ImaCawmw. '•^••� a ..m..�..nu uh..... �twlmW�l.tmfu.wumnewuua w..wrana.nwMw.Orww..nutlwn.rr...a.�.l.Wmnh yy�� 6uatri�br�wir.6 M.f�.u�.r. f�m..roM.T �p.�M w�w�p�iH�MCMu 1n.MYO16 Pr ------ -------------- -_ City's Vendor List CIS Farm www.cityofsouthlake.com > http:/Mww.cilyofsouthiake.com/DocumentCenter/Viewll 1543 Transparency > Conflicts Disclosure IF you or a family member has employment or other business relationships with a company on the City Vendor List, THEN you must complete and submit the CIS Form located online at www.cityofsouthlake.com > Transparency > Conflicts Disclosure Statements. The Form must be Notarized and submitted to the City Secretary's Office at 1400 Main Street, Ste 270. Visit the City's Vendor List at http://www.citVofsouthiake.com/DocumentCenter/ View111543. 4B-3 3 Questions? City Secretary's Office,. 817m748m801. +� bgarIock@cLsouthIIe.tx.0 Please contact the City Secretary's Office at 817.748.8015 or bgarlock@ci.south lake. tx.ux for assistance or questions. 4B-4 4 GUIDELINES FOR FILING CONFLICTS DISCLOSURE STATEMENTS (revised March 2016) WHO: If required by Chapter 176 of the Texas Local Government Code, the following municipal officers must file conflicts disclosure statements: 1. Mayors and City Council Members; 2. City Manager; 3. Board and Commission members appointed by the Mayor or City Council members, including the Building Board of Appeals, Community Engagement Committee, Community Enhancement and Development Corporation (CEDC), Crime Control and Prevention District, Library Board, Parks and Recreation Board, Planning and Zoning Commission, Senior Advisory Committee, Southlake Arts Council, Southlake Parks Development Corporations (SPDC), Metroport Teen Court Advisory Board, and Board of Adjustment (ZBA); 4. Directors of 4A and 4B development corporations; 5. the executive directors or managers of 4A and 4B development corporations; and 6. City employees and agents who exercise discretion in the planning, recommending, selecting or contracting of a vendor. WHAT: A municipal officer must sign under oath and file a conflicts disclosure statement (Form CIS). This form is available online at www.ethics.state.tx.us and a copy is attached to this Guideline. The form is fairly self-explanatory. Question No. 3 of the form requires the municipal officer to disclose the name of any vendor with which the City is contracting or considering a contract if: 1. The officer has an employment or other business relationship with the vendor, or an employee or agent of the vendor, that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware of the contract or the consideration of a contract; 2. The officer or a family member of the officer has received one or more gifts from the vendor, or an agent or employee of the vendor, that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware of the contract or the consideration of a contract; or, 3. The officer has a family relationship with the vendor, or an agent or employee of the vendor. Question No. 4 of the form requires the offieNbo_d5scribe the relationship with the vendor, or an agent or employee of the vendor, listed in Question 3. Page 1 of 3 Question No. 5 of the form requires the officer to list the gifts the officer or any family member received from a vendor, or an agent or employee of the vendor, if the aggregate value of the gifts accepted exceeds $100 during the 12-month period preceding the date the officer becomes aware of a contract or the consideration of a contract. Note, political contributions defined by Title 15 of the Election Code or food accepted as a guest need not be disclosed. An Agent means a third party who undertakes to transact some business or manage some affair for another person by the authority or on account of the other person. A "business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: 1. a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local government entity; 2. a transaction conducted at a price and subject to terms available to the public; or 3. a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. If a local government officer or the officer's family member has received income as a result of one of these types of business relationships, the officer does not have to file a conflicts disclosure statement. A "family member" is a person related to the municipal officer within the first degree by consanguinity (blood) or affinity (marriage) which includes a spouse, father, mother, son, daughter, father-in-law, mother-in-law, and son-in-law, and stepson or step daughter. It does not include a child of a stepparent when the stepparent is divorced from the parent of the child. A 'family relationship" means a relationship between a person and another person within the third degree by consanguinity or the second degree by affinity. See attached chart for the relationships included within the third degree by consanguinity and the second degree by affinity. A "contract" includes a purchase order, or a written agreement for a sale or purchase of goods, services, or an interest in real property. If the income is investment income, the officer need not file a conflicts disclosure statement. "Investment income" means dividends, capital gains, or interest income generated from: 1. a personal or business: a. checking or savings account; b. share draft or share account; or C. other similar account; 4B - 6 2. a personal or business investment; or Page 2 of 3 3. a personal or business loan. A "Gift" is any benefit offered by a person, including food, lodging, transportation, and entertainment accepted as a guest. The term does not include a benefit offered on account of kinship or a personal, professional or business relationship independent of the official status of the recipient. WHEN: The municipal officer must file the Form CIS not later than 5:00 p.m. on the seventh business day after the date on which the officer becomes aware that a vendor has contracted with the City or the City is considering doing business with the vendor. WHERE: The local government officer must file the form with the City Secretary. The City Secretary is required by law to post the form on the City's website. ENFORCEMENT: The failure to file the required statement is a Class C misdemeanor if the contract amount is less than $1 million or if there is no contract amount for the contract; a Class B misdemeanor if the contract amount is at least $1 million but less than $5 million; or a Class A misdemeanor if the contract amount is at least $5 million. 4B-7 Page 3 of 3 LOCAL GOVERNMENT OFFICER FORM CIS CONFLICTS DISCLOSURE STATEMENT (Instructions for completing and filing this form are provided on the next page.) This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. OFFICE USE ONLY This is the notice to the appropriate local governmental entity that the following local government officer has become aware of facts that require the officer to file this statement Date Received in accordance with Chapter 176, Local Government Code. 1 Name of Local Government Officer 2 Office Held 3 Name of vendor described by Sections 176.001(7) and 176.003(a), Local Government Code q Description of the nature and extent of each employment or other business relationship and each family relationship with vendor named in item 3. 51 List gifts accepted by the local government officer and any family member, if aggregate value of the gifts accepted from vendor named in item 3 exceeds $100 during the 12-month period described by Section 176.003(a)(2)(B). Date Gift Accepted Description of Gift Date Gift Accepted Description of Gift Date Gift Accepted Description of Gift (attach additional forms as necessary) 6 AFFIDAVIT I swear under penalty of perjury that the above statement is true and correct. I acknowledge that the disclosure applies to each family member (as defined by Section 176.001(2), Local Government Code) of this local government officer. I also acknowledge that this statement covers the 12-month period described by Section 176.003(a)(2)(B), Local Government Code. Signature of Local Government Officer AFFIX NOTARY STAMP / SEAL ABOVE Sworn to and subscribed before me, by the said this the day of 20 , to certify which, witness my hand and seal of office. Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015 LOCAL GOVERNMENT OFFICER CONFLICTS DISCLOSURE STATEMENT Section 176.003 of the Local Government Code requires certain local government officers to file this form. A "local government officer" is defined as a member of the governing body of a local governmental entity; a director, superintendent, administrator, president, or other person designated as the executive officer of a local governmental entity; or an agent of a local governmental entity who exercises discretion in the planning, recommending, selecting, or contracting of a vendor. This form is required to be filed with the records administrator of the local governmental entity not later than 5 p.m. on the seventh business day after the date on which the officer becomes aware of the facts that require the filing of this statement. A local government officer commits an offense if the officer knowingly violates Section 176.003, Local Government Code. An offense under this section is a misdemeanor. Refer to chapter 176 of the Local Government Code for detailed information regarding the requirement to file this form. INSTRUCTIONS FOR COMPLETING THIS FORM The following numbers correspond to the numbered boxes on the other side. 1. Name of Local Government Officer. Enter the name of the local government officer filing this statement. 2. Office Held. Enter the name of the office held by the local government officer filing this statement. 3. Name of vendor described by Sections 176.001(7) and 176.003(a), Local Government Code. Enter the name of the vendor described by Section 176.001(7), Local Government Code, if the vendor: a) has an employment or other business relationship with the local government officer or a family member of the officer as described by Section 176.003(a)(2)(A), Local Government Code; b) has given to the local government officer or a family member of the officer one or more gifts as described by Section 176.003(a)(2)(B), Local Government Code; or c) has a family relationship with the local government officer as defined by Section 176.001(2-a), Local Government Code. 4. Description of the nature and extent of each employment or other business relationship and each family relationship with vendor named in item 3. Describe the nature and extent of the employment or other business relationship the vendor has with the local government officer or a family member of the officer as described by Section 176.003(a)(2)(A), Local Government Code, and each family relationship the vendor has with the local government officer as defined by Section 176.001(2-a), Local Government Code. 5. List gifts accepted, if the aggregate value of the gifts accepted from vendor named in item 3 exceeds $100. List gifts accepted during the 12-month period (described by Section 176.003(a)(2)(B), Local Government Code) by the local government officer or family member of the officer from the vendor named in item 3 that in the aggregate exceed $100 in value. 6. Affidavit. Signature of local government officer. Local Government Code § 176.001(2-a): "Family relationship" means a relationship between a person and another person within the third degree by consanguinity or the second degree by affinity, as those terms are defined by Subchapter B, Chapter 573, Government Code. Local Government Code § 176.003(a)(2)(A): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that: (i) a contract between 4BlocQgovernmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor. Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015 CITY OF SOUTHLAKE Senior Advisory Commission Meeting: April 12, 2016 LOCATION: Senior Activity Center The Marq Southlake — Legends Hall — Traditions III 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), Esther Spickler Commission Members Absent: Barbara Pappy 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 Assistant to the City Manager Daniel Cortez Guests: Brighton Greene, CARS liaison; Mary King, Executive Director, Metroport Meals On Wheels. Public Forum: Alice Burgess, Louis Braun, Dorothy Castellanos, Marie Doran, Bette Horton, Mary Kelleher, Richard Schneider, Nancy Sporn, Patty Starkey, Paul Starkey, Millie Stuck, Norma Threlkeld, Suzanne Van Dusen, Alice West and Gayle Wood Chairman Boyd read the Conflict of Interest Statement requirement for elected/appointed board members to disclose if they or any of their family members have an interest and/or relationship in a business entity seeking to do business with the City, or in real property. Affidavit forms were available for the board. 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. Suzanne Van Dusen, 11504 Crystal Falls Drive, Fort Worth, spoke about the Southlake Senior Funding, Inc. (SSFI) organization and support of SSFI membership opportunities. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A - 1 Senior Advisory Commission Minutes of the April 12, 2016 Page 2 of 6 Nancy Sporn, former Senior Advisory Commission chairman, made comments of support for the operations and programming offered at the Southlake Senior Center and for its staff. Chairman Boyd closed public forum. 3. REPORTS 3A. METROPORT MEALS ON WHEELS MMOW Executive Director Mary King distributed a Fiscal Year 2015 Summary Report and reviewed the expenses and revenues for the congregate and home delivered meal programs in Southlake. The report highlighted how the City's allocation for 2015 was utilized to support the meal programs. Ms. King responded to questions from the Commission. Suggestions for the catering kitchen were briefly discussed. City staff will look into an option for a microwave; however a microwave is available in the Senior Lounge if needed. Additional flat space to prepare food was mentioned. MMOW will track the cost of purchasing prepared meals versus the cost of having the ability to prepare some dishes onsite. Staff and MMOW will meet to follow up on logistic issues discussed. The Commission was asked to forward any additional suggestions to staff that could help accommodate the MMOW weekly congregate meals. 313. CALL A RIDE SOUTHLAKE CARS board representative Brighton Greene summarized the ridership information in the February 2016 CARS Report. Ridership is up about 42% in 2016 with 135 one- way trips in February compared to 78 one-way trips in February 2015. Six (6) new riders were added during the month. Volunteer drivers are needed. Pictures of some of the CARS riders and drivers are available on the CARS Facebook page. Mr. Greene was available to answer questions. 3C. SOUTHLAKE SENIOR FUNDING, INC. Southlake Senior Funding, Inc. representative Bernice McCauley reported SSFI will partially sponsor the Fredericksburg, Scarborough Faire and George Bush Museum trips in April, May and June to help more seniors attend the field trips. SSFI is also working on their next year budget and their membership drive. Ms. McCauley was available to answer questions. Suzanne Van Dusen, 11504 Crystal Falls Drive, Fort Worth, spoke in support of Southlake Senior Funding, Inc. and membership during the Public Forum portion of the meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-2 Senior Advisory Commission Minutes of the April 12, 2016 Page 3 of 6 3D. CITY MANAGER'S OFFICE Deputy Director of Communication Pilar Schank presented the City Manager's Report. Announcements included information about a water education campaign, changes to the water bills, and installation of cellular in -points to existing and new water meters to allow business and residential customers to know via phone alerts how much water is being consumed. The Commission was updated about the FM 1938 and North White Chapel road construction projects. Completion of the FM 1938 project is expected in 2017. Pending completion of land acquisition and utility relocation, the North White Chapel road project is tentatively scheduled to start in 2017. The City's new website (www.CityofSouthlake.com) has been launched and any comments, suggestions or ideas to make it more useable may be forwarded to Deputy Director Schank. 3E. COMMUNITY SERVICES The Community Services Report included three topics: 1) The Marq Southlake and Legends Hall; 2) Senior memorial exhibit; and 3) March Membership Report. The Marg Southlake and Legends Hall Director Chris Tribble addressed the following issues regarding The Marq Southlake and Legends Hall that were brought forward during Public Forum and by the Commission at the March 8, 2016 Senior Advisory Commission meeting. • Location of fitness classes • Registration process for fitness classes • Communication and signage for classes • Programming space priority/move of MMOW to Monday • Facility layout/distance of restroom & front door to senior lounge/shades/game tables • Facility ADA Compliance • Parking lot layout • Phase 2 Champions Club layout • Staff levels for Senior Center • SAC meeting cancellations • Open meeting posting Director Tribble and Deputy Director Meacham were available to answer questions and responded to concerns about the doors to meeting rooms and other areas in the building, the check -in process for seniors with mobility challenges, and delivery vehicles parking issues. The contractor is working with the manufacturer for mechanisms that will ensure doors may be opened more easily. Staff will look into a process to have instructors have check -in available in the classes. Delivery service vehicle area is being expanded to alleviate the parking problem. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-3 Senior Advisory Commission Minutes of the April 12, 2016 Page 4 of 6 Assistant to the City Manager Daniel Cortez spoke to issues that were presented and emphasized the commitment the City Manager's Office and the entire City staff has to have an appropriate facility for seniors, recognizing there are challenges to be worked out until Phase 2 of the facility is online. Mr. Cortez was available to answer questions. Modifications are being made, or are in the process of being developed to address issues until Phase 2 facility of the project can be completed. If additional modifications are needed, they will be investigated and addressed. A survey of active users of the facility will be conducted to gauge membership satisfaction with Legends Hall, the current senior programming, and the staff, and those results will be shared with the Senior Advisory Commission at an upcoming meeting. Lou Braun, 106, Starling Court, Southlake, (former SAC member), spoke about the Senior Advisory Commission and the public's knowledge and early awareness the facility was to be built in two phases over a period of time, with Phase 2 contingent upon voter approval of a bond package. Senior Memorial Exhibit Communication & Marketing Manager Vicky Schiber presented the final concept design and construction material for the senior memorial exhibit for the back wall in the Dick McCauley Library and received feedback from Commission members. The Commission generally preferred the large size font for the plaques. This item will be placed on the next SAC meeting agenda to receive formal approval of the exhibit. March Membership Report Deputy Director Kate Meacham provided an update on March Membership Report and responded to questions. Total membership is 820, with a 79% growth compared to the number of participants reported in May 2015. Of the 820 memberships, 496 are considered "active" members. 3F. SENIOR SERVICES COORDINATOR Soheila Phelps provided a brief report about attendance at the weekly MMOW luncheons and the new bus driver hired in April. Bad weather was a factor in the lower than usual attendance at the April 11 MMOW lunch. Otherwise the trend for attendance shows increases. New field trips have been added to the calendar as a result of the hiring of the new bus driver. Ms. Phelps was available to answer questions from the Commission. 4. CONSENT AGENDA Consent Agenda items are considered to be routine by the Commission and are enacted with one motion. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-4 Senior Advisory Commission Minutes of the April 12, 2016 Page 5 of 6 4A. APPROVAL OF THE MINUTES FROM THE MARCH 8, 2016 REGULAR SENIOR ADVISORY COMMISSION MEETING. A correction was made to the March 8, 2016 meeting minutes. APPROVED A motion was made to accept the minutes of the meeting as amended. Motion: Boland Second: Miller (Alt #1) Ayes: Blake, Boland, Boyd, Kyle, McCauley, Miller (Alt #1), Spickler Nays: None Abstention None Vote: 7-0 Six (6) of the seven (7) regular Senior Advisory Commission members were present for this vote. In the absence of Senior Advisory Commission member Barbara Pappy, Senior Advisory Commission Alternate #1, Jim Miller, participated. Alternate #1 Jim Miller and Alternate #2 MaryLee Alford may not vote on an agenda item unless they are sitting in for an absent Senior Advisory Commission member. 5. CONSIDER 5A. RECOMMENDATION ON SENIOR ADVISORY COMMISSION 2ND QUARTER WRITTEN REPORT TO CITY COUNCIL The Senior Advisory Commission 2nd Quarter Written Report was included in the meeting packet for review and comments. There were no changes made the Report by the Commission. APPROVED A motion was made to approve the SAC 2nd Quarter Written Report to City Council as presented. Motion: Blake Second: Kyle Ayes: Blake, Boland, Boyd, Kyle, McCauley, Miller (Alt #1), Spickler Nays: None Abstention None Vote: 7-0 Six (6) of the seven (7) regular Senior Advisory Commission members were present for this vote. In the absence of Senior Advisory Commission member Barbara Pappy, Senior Advisory Commission Alternate #1, Jim Miller, participated. Alternate #1 Jim Miller and Alternate #2 MaryLee Alford may not vote on an agenda item unless they are sitting in for an absent Senior Advisory Commission member. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-5 Senior Advisory Commission Minutes of the April 12, 2016 Page 6 of 6 7. ADJOURNMENT A motion was made, seconded and unanimously approved to adjourn the SAC meeting at 2:41 p.m. 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 ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-6 CITY OF SOUTHLAKE Senior Advisory Commission Sign -in Sheet 20 6.1 To_s April i2, 1 @ pm Senior Activity Center — The Marq Southlake — Traditions III 285 Shady Oaks Dr. - Southlake, TX Jean Boland (Place 1) Bernice McCauley (Place 2) Charles Boyd (Place 3), Chair Barbara Pappy (Place 4) Esther Spickler (Place 5) Beverly Blake (Place 6), V-Chair Margie Kyle (Place 7), Secretary Jim Miller (Alt 1) MaryLee Alford (Alt 2) STAFF Chris Tribble Kate Meacham Soheila Phelps Pilar Schank GUESTS Brighton Greene (CARS) Erik Phelps (CARS) u- Mary King (rIMOW) J 4 d. _�14_ n V" _n 1 /CI -, .T�- 5A - r AAAMER SOUTHLAKEPUBLIC COMMENT CARD TEXAS xny Please give completed card to City Staff. PLEASE DO NOT COMPLETE A FORM FOR SOMEONE NOT IN ATTENDANCE. Name: _�-"�t 1 � [�� .� VC@r✓1. �� Date: Address: tPhone (optional): Email (optional): Agenda item # a3F.- -4Z I will speak in SUPPORT of this item I will speak in OPPOSITION of this item (MUST BE COMPLETED) I do not wish to speak, but please record my: SUPPORT OPPOSITON I wish to speak during PUBLIC FORUM on an item not on the Agenda Topic: Note: To allow everyone an opportunity to be heard, please limit your comments to 3 minutes. SOUTHLAKE �rFxns PUBLIC COMMENT CARD Please give completed card to City Staff. PLEASE DO NOT COMPLETE A FORM FOR SOMEONE NOT IN ATTENDAN E. /�; Name: L � � �" Date: Address: Email (optiona Phone (optional): '� Agenda Item # (MUST BE COMPLETED) I will speak in SUPPORT of this item I will speak in OPPOSITION of this item I do not wish to speak, but please record my: SUPPORT OPPOSITON I wish to speak during PUBLIC FORUM on an item not on the Agenda Topic: Note: To allow everyone an opportunity to h3 egrq please limit your comments to 3 minutes. The following agenda items are guest, staff or liaison presentations; there are no packet documents for item(s): SB —Approve Senior Memorial Exhibit in the Dick McCauley Library FiTiIMIUB7ye7 6A — Senior Advisory Commission July 12, 2016 Meeting 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 8/9/16 9/13/16 10/11/16 11/8/16 12/13/16 Individual Attendance Rate Hrs To Date aBMcCauley ernice "WET .. osoo�� Meeting Attendance Rate (includes Packet Insert - SAC Attendance Report