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2016-08-09 SAC PacketCITY OF SOUTHLAKE MEMORANDUM August 4, 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, August 9, 2016 at 1:00 p.m. Reminder: Lunch will be provided at 12:30 p.m., followed by the SAC meeting at 1:00 p.m. Estimated Time 1:00pm — 1:30pm 1. Agenda Item No. 1. Call to Order 2. Agenda Item No. 2. 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 May and June reports are 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 May report is included in your packet; the June report will be distributed at the meeting. 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. 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 month's staff update includes the June and July Senior Center Membership Reports, which will be distributed at the meeting on Tuesday. This item has no packet document. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — August 9, 2016 Page 2 of 3 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. Estimated Time 1:30pm — 2:00pm 3. Agenda Item No. 3. Consent: A. Approval of the June 14, 2016 Senior Advisory Commission meeting minutes — Please include any corrections to the minutes in your motion. 4. Agenda Item No. 4 Consider: A. Recommendation on Fiscal Year 2017 Senior Services General Fund Operating Budget — Staff will present the FY 2017 Senior Services Budget at the meeting on Tuesday. This item has no packet document. B. Approval of Senior Advisory Commission 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 August 16, 2016 City Council meeting packet. 5. Agenda Item No. 5. 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. 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. There are no SPIN Forums scheduled at this time. 7. Events of Interest — Staff would like to share the following upcoming events that may be of interest to you. Thursday, August 11 — Southlake LiveFit Lecture Series, "Hormones and Your Brain," 6:00 p.m., The Marq • Tuesday, August 16 — City Council meeting, 5:30 p.m., Council Chambers City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — August 9, 2016 Page 3 of 3 Thursday, August 25 — Southlake LiveFit Lecture Series, "Genetics, Epigenetics, and Mindset: The Secrets to Longevity," 6:00 p.m., The Marq • Saturday, September 17 — MasterWorks Concert Series featuring Southlake Community Band, 7:30 — 9:00 p.m., The Marq Southlake Aria Amphitheater 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. 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. 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, (ctuckeraci.southlake.tx.us) Soheila Phelps, Senior Services Coordinator, 817-748-8398,(smashatphelps(a).ci.southlake.tx.us) Linda Carpenter -Elgin, Secretary, 817-784-8184,(Iarpenter(a.ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION MEETING: TUESDAY, AUGUST 9, 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. 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 3. Consent A. Approve the June 14, 2016 regular Senior Advisory Commission meeting minutes 4. Consider A. Recommendation on Fiscal Year 2017 Senior Services General Fund Operating Budget B. Approve Senior Advisory Commission Report to City Council 5. 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.) 6. Adjournment A quorum of the City Council may be present at this meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — August 9, 2016 Page 2 of 2 CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, August 5, 2016 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. °,•°oVTHLq��o,. Lori Payne, TRM City Secretary = v'• If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Metroport Meals On Wheels Monthly Report Month of: MAY 2016 P. O. Box 204 Detail Report on Congregate Luncheon Division: Southlake 428 N. Hwy 377 Roanoke, TX 76262 Previous Year Totals (4 5/2/2016 5/9/2016 5/16/2016 5/23/2016 5/30/2016 Monthly Totals luncheons) Southlake Seniors 31 22 23 34 110 122 # of Other Seniors 40 31 38 47 156 181 # Volunteers 8 6 7 7 28 22 Staff 1 1 1 1 4 4 Others 5 3 4 38 50 18 To Go Meals 0 0 0 0 0 86 Meals left for city 0 0 0 0 0 10 TOTAL ATTENDANCE 85 63 73 127 0 348 443 Volunteer Hours 36 28 32 32 128 Golden Picnic / SL Restaurant Used Feedstore Joe's Pizza Corral Firemen # Meals ordered from Centralized Kitchen 100 75 70 100 345 $ Cost of Food Ordered $ 450.00 $ 281.25 $ 337.50 $ 311.78 $ 1,380.53 Supplemental Food $ 196.00 $ 127.33 $ 90.54 $ 77.63 $ 491.50 Non-food Items $ 50.00 $ 75.41 $ 33.30 $ 106.46 $ 265.17 $ Collected for Food Served $ 252.00 $ 204.00 $ 240.00 $ 283.00 $ 979.00 $ Collected for Other Reasons" $ - 4 Free w/potluck dish 1 1 1 1 4 Not eating 0 0 0 0 0 0 No Pay/City Employees 35 35 191 10 9 90+ non pay 7 4 3 5 44 New 10 0 2A 817/491-1141- office 5 - May MMOW Report 817/491-0661 - fax Metroport Meals On Wheels P. O. Box 204 428 N. Hwy 377 Roanoke, TX 76262 Monthly Report Month of: JUNE 2016 Detail Report on Congregate Luncheon Division: Southlake Previous Year Totals (5 6/6/2016 6/13/2016 6/20/2016 6/27/2016 Monthly Totals luncheons) Southlake Seniors 27 21 24 29 L101 135 # of Other Seniors 42 29 34 38 143 178 # Volunteers 8 9 8 6 31 38 Staff 2 1 1 1 5 5 Others 4 4 5 4 17 15 To Go Meals 0 0 0 0 0 82 Meals left for city 17 0 0 0 17 0 TOTAL ATTENDANCE 100 64 72 78 0 314 453 Volunteer Hours 40 40 36 28 144 Cotton Restaurant Used Feedstore Chef Tyler Patch Chef Tyler # Meals ordered from Centralized Kitchen 100 100 100 80 380 $ Cost of Food Ordered $ 475.00 $ 400.00 $ 423.49 $ 360.00 $ 1,658.49 Supplemental Food $ 104.80 $ 108.24 $ 109.84 $ 117.92 $ 440.80 Non-food Items $ 78.33 $ 53.99 $ 26.86 $ 74.37 $ 233.55 $ Collected for Food Served $ 247.00 $ 188.00 $ 209.00 $ 224.00 $ 868.00 $ Collected for Other 7 Reasons* $ - Free w/potluck dish 1 1 1 1 4 0 4 Not eating 0 0 0 0 0 No Pay/City Employees 101 43 90+ non pay 6 5 4 4 19 Q 0 New 0 2A 2 817/491-1141- office 6 - June MMOW Report 817/491-0661 - fax -DEI&Monthly Summary of Service Provided to Seniors and Handicapped - 2016 _ OF SOurEii A Jaxt Feb Matell ARrIl Ma 4 June July Aug 8eQ Oct Nov,Doe Totals Newly Quali#ied Users 3 3 2 3 2 13 Total Volunteer Drivers 25 25 25 25 25 393 25 Unduplicated Users Served this Month Volunteer Drivers Used this Month Driver Personal Vehicle Miles Driver Hours Trips Cancelled by User Trip Requests Not Filled. Pick up More Than Ten Minutes Late Driver Failed to Make Pick up Van Miles 12 21 782 27 24 1 0 2 15 23 951 33 23 2 0 0 10 21 929 33 16 2 0 0 13 22 1325 46 6 6 1 0 18 23 1074 38 26 2 0 0 68 21 5061 177 95 13 1 2 One Way Trips 115 135 125 188 153 716 Medical/ Dental 25 49 36 38 46 194 Southlake Senior Center 50 63 41 53 54 261 Personal Needs 22 10 14 14 10 70 Shopping 4 0 4 4 0 12 Business 0 0 0 0 0 0 Other Senior Centers Qthe1- 10 4— 13 30 9—" 75 43 171 6 Total One WayTrips 115 135 125 188 153 716 Rider Groups Seniors & Handicapped>54 98 107 95 159 127 586 Total 115 135 125 188 153 2B - 1 716 The following agenda items will be staff/liaison presentations. There are no documents in your packet for these items. Reports 2C — Southlake Senior Funding, Inc. 2D — City Manager's Office 2E — Community Services 2F — Senior Services CITY OF SOUTHLAKE Senior Advisory Commission Meeting: June 14, 2016 LOCATION: Senior Activity Center The Marq Southlake — Legends Hall — Traditions III 285 Shady Oaks Drive Southlake, Texas Members Present: Chairman Beverly Blake, Vice Chair Jean Boland, Secretary Marge Kyle; SAC members Bernice McCauley, Barbara Pappy, Esther Spickler, Jim Miller (Alt 1), and MaryLee Alford (Alt 2) Commission Members Absent: None Staff Members Present: Deputy Director of Community Services Kate Meacham and Senior Services Coordinator Soheila Phelps Guests: Brighton Greene, CARS liaison; Mary King, Executive Director, Metroport Meals On Wheels; Charlie Boyd (former SAC Chairman); Lou Braun (former SAC member) 1. CALL TO ORDER Vice Chairman Blake called the meeting of the Senior Advisory Commission to order at 1:00 p.m. Public Forum was considered next out of the regular agenda order. :7*14'kIFINI QkiRI 2A. RECOGNITION OF FORMER SENIOR ADVISORY COMMISSION CHAIR CHARLIE BOYD The Senior Advisory Commission and staff presented a plaque to former Senior Advisory Commission Chair Charlie Boyd in appreciation for his decade of service on the Commission and many contributions in support of Southlake seniors. Mr. Boyd resigned from the Senior Advisory Commission and his positon as chairman, effective May 10, 2016, due to a recent move out of Southlake. City Council appointed Mr. Boyd to the Senior Advisory Commission on October 10, 2006. He served as Vice Chair August 12, 2014 — November 10, 2015, and then as Chairman until his recent resignation. Vice Chair Blake called a recess to the meeting for a brief break to enjoy cake presented in honor of Mr. Boyd. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A - 1 Senior Advisory Commission Minutes of the June 14, 2016 Page 2 of 6 Vice Chair Blake reconvened the meeting. 3. PUBLIC FORUM — Vice Chairman Blake opened public forum. There being no one to speak, public forum was closed. 4. REPORTS 4A. METROPORT MEALS ON WHEELS MMOW Executive Director Mary King presented the April MMOW Report and responded to questions. MMOW provided a total of 353 meals in April, which was up about 16 meals over April 2015. During the first six months of 2016, MMOW served slightly 50% less than the number served for the full year in 2015 for the congregate meals. Home delivered meals have been provided to ten Southlake residents this year to date. Last year the average cost for meals, congregate and home delivered, was $6.43; this year's the cost is $7.60. A motion was made, seconded, and unanimously approved to accept the monthly MMOW Report. 4B. CALL A RIDE SOUTHLAKE CARS board representative Brighton Greene summarized the ridership information in the April 2016 CARS Report and responded to questions from the Commission. Ridership is up with 188 one-way trips in April 2016 compared to 148 one-way trips in April 2015. Year-to-date CARS has provided 563 one-way trips compared to 416 one-way trips for the same time frame in 2015. A breakdown of the requested trip destinations was provided. Several new riders were added during the month. Mayor Laura Hill presented a proclamation to recognize CARS volunteers at the annual CARS Drivers Appreciation Dinner held May 12, 2016 at Johnny B's in Southlake. A motion was made, seconded, and unanimously approved to accept the monthly CARS Report. 4C. SOUTHLAKE SENIOR FUNDING, INC. Southlake Senior Funding, Inc. representative Bernice McCauley reported on the SSFI meeting and the culmination of the SSFI membership drive. $200 in gift certificates were given out as membership incentives. SSFI has committed to sponsor $15 for each person for the July I Fly adventure and $5 for the Nasher field trip in August. Ms. McCauley was available to answer questions. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-2 Senior Advisory Commission Minutes of the June 14, 2016 Page 3 of 6 A motion was made, seconded, and unanimously approved to accept the monthly Southlake Senior Funding, Inc. Report. 4D. CITY MANAGER'S OFFICE There was no City Manager's Report in the absence of Assistant to the City Manager Daniel Cortez. 4E. COMMUNITY SERVICES Deputy Director Kate Meacham presented the Community Services Report that included announcements of the creation of an informational binder on the Senior Advisory Commission that is available in the Dick McCauley Library for public review; the installation of the Senior Memorial Wall plaque; and highlights of the May Senior Center Membership Report. Ms. Meacham responded to questions from the Commission regarding the order of the names on the memorial plaque, membership counts and membership process, and the shades that have been ordered for the Center. A motion was made, seconded, and unanimously approved to accept the monthly Community Services Report. 4F. SENIOR SERVICES COORDINATOR Senior Services Coordinator Soheila Phelps reported a pool rack has been obtained for the Center; the addition of a tentative monthly technology class; and the availability of the July/August Senior Calendar. Field trips, events and seminars have been very well attended and results of the recent satisfaction survey are positive. Sign in for exercise classes and Monday's Bridge is available at the class, in addition to sign up in the Senior Lounge. Signs for each of the meeting rooms will be installed to aid Legends Hall patrons to find their classes and programs. Ms. Phelps responded to questions from the Commission. Staff will report to the Commission in August or September about the feedback on the new sign -in arrangement. 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 MAY 10, 2016 REGULAR SENIOR ADVISORY COMMISSION MEETING. There were no changes to the May 10, 2016 meeting minutes. APPROVED A motion was made to accept the minutes of the meeting as printed. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-3 Senior Advisory Commission Minutes of the June 14, 2016 Page 4 of 6 Motion: Spickler Second: Boland Ayes: Blake, Boland, Kyle, McCauley, Miller (Alt #1), Pappy, Spickler Nays: None Abstention None Vote: 7-0 Motion Carried. 6. CONSIDER 6A. ELECTION OF CHAIRMAN FOR SENIOR ADVISORY COMMISSION The Commission considered the election of a chairman to fill the unexpired term of the chairman position, left by the resignation of Chair Charlie Boyd on May 10, 2016. APPROVED A motion was made to elect Beverly Blake to the chair position. Motion: Boland Second: Pappy Ayes: Blake, Boland, Kyle, McCauley, Miller (Alt #1), Pappy, Spickler Nays: None Abstention None Vote: 7-0 Motion Carried. 6113. ELECTION OF VICE CHAIRMAN FOR SENIOR ADVISORY COMMISSION (if necessary) The Commission considered the election of a vice-chairman to fill the unexpired term of the vice chairman position, left by the election of Vice Chair Beverly Blake to the Chair position in the above agenda item. Nominations were made for MaryLee Alford, Jean Boland and Bernice McCauley for the Vice Chair position. Ms. McCauley removed her name from the nominations. APPROVED A motion was made to elect, by a show of hands, either MaryLee Alford or Jean Boland for the vice chair position. Motion: Blake Second: None In favor of MaryLee Alford: Blake, Miller (Alt #1) In favor of Jean Boland: Boland, McCauley, Pappy, Spickler, Kyle City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-4 Senior Advisory Commission Minutes of the June 14, 2016 Page 5 of 6 Abstention None Vote: 2-5 in favor of Jean Boland 6C. RECOMMENDATION ON FISCAL YEAR 2017 SENIOR SERVICES GENERAL FUND BUDGET Staff requested this item be Tabled to the next meeting in August. The Senior Advisory Commission did not make a motion or vote on the Tabled action. 7. DISCUSSION 7A. SENIOR SERVICES SURVEY Deputy Director Kate Meacham shared results from the May 16-May 27 survey of active users of Legends Hall, current senior programming and staff, and responded to questions from the Commission. Ms. Meacham explained the NPS (Net Promotor Score) score rationale. 71 % of participants of the survey were "active promotors" of the services being provided at the facility, which is very good. SAC members received a copy of the survey results. The details of the results were explained. The survey will be continuously followed up on by staff and members have opportunities to provide feedback any time. A motion was made, seconded, and unanimously approved to accept the Senior Services Survey Report. 1aL6111NZIJi14ki111 APPROVED A motion was made to adjourn the SAC meeting at 2:16 p.m. Motion: Boland Second: Pappy Ayes: Blake, Boland, Kyle, McCauley, Miller (Alt #1), Pappy, Spickler Nays: None Abstention None Vote: 7-0 Motion Carried. Beverly Blake, Chair Kate Meacham, Deputy Director Community Services City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-5 Senior Advisory Commission Minutes of the June 14, 2016 Page 6 of 6 Note: Six (6) of the seven (7) regular Senior Advisory Commission members were present to vote. Place 3 of the Senior Advisory Commission was vacant effective May 10, 2016. In the absence of Senior Advisory Commission member Place 3, 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/vacant Senior Advisory Commission member. 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 3A-6 CITY OF 19 SOUTHLAK.E Senior Advisory Commission Sign -in Sheet June 14 2016 @ 1pm Senior Activity Center — The Marq Southlake — Traditions III 285 Shady Oaks Dr. - Southlake, TX Jean Boland (Place 1) Bernice McCauley (Place 2) VACANT (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 Daniel Cortez GUESTS (PLEASE PRINT) Brighton Greene (CARS) Erik Phelps (CARS) Mary King (MMOW) /-\j FF/:.i ii ..�40�. s/.l 3A-7 The following agenda item will be a staff presentation. There are no documents in your packet for this item. Consider 4A — Recommendation on Fiscal Year 2017 Senior Services General Fund Operating Budget City of Southlake Senior Advisory Commission Quarterly Report The Senior Activity Center has become a popular place to attend. Our total membership has risen to 952, almost a 95% growth. Our guests went on the following trips • Show Boat Simulcast @ AT & T Stadium • Ennis Bluebonnet Trails • Days trip to Fredericksburg • Heard Natural Science Museum & Wildlife Sanctuary • Nebraska Furniture Mart and lunch at Sneaky Pete's • George Bush Library • Fine Dining at Recta Restaurant in Ft. Worth When we weren't traveling we did a few things in house.... • Monthly Health Seminars presented by Texas Health Harris Methodist Hospital Southlake and Spine Team Texas. • Monthly Finance Seminars presented by Charles Schwab and Edward Jones. • Monthly History Seminars presented by the Dept. Chair of Hist. Govt. and Philosophy at Tarrant County College in Fort Worth. • Monthly Legal Seminars presented by McGee Law Firm. • Monthly seminar on Smartscape presented by Master Gardeners and in partnership with the City of Southlake. • Mercury 13 Presentation by one of our own "Wally Funk" • Potluck Bingo has been going strong and our sponsor has been very generous with their prizes • Monthly movies are still a hit • Attendance at our monthly Senior Dances has been averaging around 70 guests • Spanish Class and Latin Dance Lessons continues to be popular • Celebrated Memorial Day and invited our Southlake Police and Firemen to our annual BBQ luncheon We conducted a member survey in May and received lots of feedback and scored a 71 in our "Net Promoter Score". 3rd Quarter (April -May -June 2016) Report to City Council 4B-1 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 Mary Lee Alford Meeting Attendance _t._ Effective May 10, 2016 SAC meeting, Chairman Boyd resigned SAC. Packet Insert - SAC Attendance Report