2016-11-08 SAC PacketCITY OF
SOUTHLAKE
MEMORANDUM
November 3, 2016
AGENDA NOTES WITF
TO: Senior Advisory Commission
FROM: Candice Edmondson, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, November 8, 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 — A copy of the September report is included in
your packet.
B. Call A Ride Southlake — A copy of the September 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 from 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. A copy of the September Senior Center Membership
Report is included in your packet.
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 — November 8, 2016
Page 2of3
Estimated Time 1:30pm — 2:OOpm
3. Agenda Item No. 3. Consent:
A. Approval of the October 11, 2016 Senior Advisory Commission meeting
minutes — Please include any corrections to the minutes in your motion.
4. Agenda Item No. 4. Consider:
A. Approval of Senior Advisory Commission 4t" Quarter Report — Recall this item
was tabled at the September SAC meeting following the Commission's
discussion regarding possible formatting changes for future reports to City
Council. At this meeting, SAC is asked to provide feedback on the draft report
presented at the September meeting, prior to it being included in the
November 15, 2016 City Council meeting packet.
B. Election of Officers — This item is placed on the agenda to allow the
Commission the opportunity to elect officers following the October 18, 2016
City Council appointments to the Commission. Your packet memo provides
information for consideration.
5. Agenda Item No. 5. Discussion:
A. Senior Programming Discussion — Staff will lead the Commission through a
discussion of current programs and activities at the Senior Activity Center.
There are no packet documents for this item.
6. Agenda Item No. 6. 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
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. There are no SPIN Forums
scheduled at this time.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 8, 2016
Page 3 of 3
8. Events of Interest — Staff would like to share the following upcoming events that may
be of interest to you.
• November 8 — Election Day, Town Hall, Third Floor and at various Precinct polling
locations
• Thursday, November 10 — The Marq Southlake Champions Club Groundbreaking, 8:00
a.m., 285 Shady Oaks Drive
• Thursday, November 10 — Bicentennial Park Phase 3 - Southlake Tennis Center
Groundbreaking, 10:00 a.m., 450 West Southlake Boulevard
• Tuesday, November 15 — City Council meeting, 5:30 p.m., Council Chambers
' Saturday, November 19 — Home for the Holidays 4:30 to 8:30 p.m., Southlake Town
Square (Tree Lighting at 6:00 p.m.)
• Thursday, November 24 — Saturday, November 26 — City Offices, Senior Activity Center
and Library closed for Thanksgiving holiday
• Tuesday, December 6 — City Council meeting, 5:30 p.m., Council Chambers
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/iist.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.
CANDICE EDMONDSON
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8311
Facsimile — (817) 748-8027
1400 Main Street, Suite 210, Southlake, Texas 76092-6242
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble(cD-ci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311,(cedmondsonCcDci.southlake.tx.us)
Kate Meacham, Deputy Director of Community Services, 817-748-8018, (kmeacham(o-)ci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, (9tucker(0-)ci.south1ake.tx.us)
Soheila Phelps, Senior Services Coordinator, 817-748-8398,(smashatphelps(cDci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, NOVEMBER 8, 2016
LOCATION: THE MARQ SOUTHLAKE
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 October 11, 2016 regular Senior Advisory Commission
meeting minutes
4. Consider
A. Approve Senior Advisory Commission 4th Quarter Report
B. Election of Officers
5. Discussion
A. Senior Programming Discussion
6. 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.)
7. 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 — November 8, 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, November 4, 2016 by 6:00
p.m. pursuant to Chapter 551 of the Texas Government Code.
Lori Payne, TE
City Secretary
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
P. O. Box 204
428 N. Hwy 377
Roanoke, TX 76262
Monthly Report Month of: SEPT 2016
Detail Report on Congregate Luncheon Division: Southlake
Previous Year
Totals (4
9/5/2016
9/12/2016
9/19/2016
9/26/2016
Monthly Totals
luncheons)
Southlake Seniors
39
32
41
112
115
# of Other Seniors
52
35
34
121
167
# Volunteers
7
5
6
18
31
Staff
1
1
1
3
6
Others
6
6
6
18
12
30
To Go Meals
0
0
0
0
10
Meals left for city
0
10
0
30
TOTAL
ATTENDANCE
0
105
89
88
0
282
391
Volunteer Hours
32
24
28
84
Cotton
Restaurant Used
FeedStore
Chef Tyler
Patch
# Meals ordered from
Centralized Kitchen
100
80
80
260
$ Cost of Food
Ordered
$ 475.00
$ 450.00
$ 402.89
$ 1,327.89
Supplemental Food
$ 147.08
$ 118.24
$ 117.41
$ 382.73
Non-food Items
$ 76.70
$ 30.16
$ 72.37
$ 179.23
$ Collected for Food
Served
$ 352.00
$ 236.00
$ 272.00
$ 860.00
$ Collected for Other
Reasons"
$ -
31
Free w/potluck dish
1
1
1
4
Not eating
0
0
0
0
0
No Pay/City
Employees
0
12
29
90+ non pay
4
3
5
37
New
0
0
0
2A - 1 817/491-1141- office
Item 2A - MMOW Sept Report 817/491-0661 - fax
L_- _=._w__- t1,. Monthly Summary of Service Provided to Seniors and Handicapped - 2016
W. OF sourHLAlGE l
Jan Feb March April May June July Aug Sep Oct Nov Dec Totals
Newly Qualified Users
3
3
2
3
2
1
5
6
0
25
Total Qualified Users
383
386
388
391
393
394
399
405
405
405
Total Volunteer Drivers
25
25
25
25
25
25
25
23
23
23
Unduplicated Users Served this Month
12
15
10
13
18
9
11
15
9
112
Volunteer Drivers Used this Month
21
23
21
22
23
25
23
14
22
Driver Personal Vehicle Miles
782
951
929
1325
1074
796
881
1003
850
8591
Driver Hours
27
33
33
46
38
28
31
35
29
300
Trips Cancelled by User
24
23
16
6
26
12
20
16
27
170
Trip Requests Not Filled
1
2
2
6
2
1
8
5
1
28
Pick up More Than Ten Minutes hate
0
0
0
1
0
0
0
4
4
9
Driver Failed to Make Pick up
2
0
0
0
0
0
0
2
0
4
Van Miles
One Way Trips
115
135
125
188
153
109
122
151
125
1223
Medical/Dental
25
49
36
38
46
22
29
27
16
288
Southlake Senior Center
50
63
41
53
54
42
38
55
45
441
Personal Needs
22
10
14
14
10
14
6
18
20
128
Shopping
4
0
4
4
0
2
2
4
2
22
Business
0
0
0
0
0
0
0
0
0
0
Other Senior Centers
10
13
30
75
43
29
47
47
34
328
Other
4
0
0
4
0
0
0
0
8
16
Total One Way Trips
115
135
125
188
153
109
122
151
125
1223
Rider Groups
Seniors N Handicapped>54
98
107
95
159
127
91
98
132
115
1022
Handicapped/Disabled <55
17
28
30
29
26
18
24
19
10
201
Total
115
135
125
188
153
109
122
151
125
1223
NOTE: an additional 19 cancellations (not on report)
4 =I1
Agenda Item 2C — Southlake Senior Funding, Inc. is
a liaison presentation.
2C
Agenda Item 2D — City Manager's Office is a staff
presentation.
2D
Senior Activity Center
Membership Report — October 2016
Total Membership - 1084
New Members - 58% Growth
160
140
120
100
80
60
40
20
0
I%W
ti( tit tiI ti( ti( ti10
■ Resident - 501 (46%)
■ Non -Resident - 583 (54%)
■ Previous Membership - 464
■ New Member Since 12/14/15 - 796
■ Residents
■ Non -Residents
2E-1
Senior Activity Center
Membership Report — October 2016
Active Members - 789 (76%)
■ Non -Active Member - 258 (24%)
■ Active - New Member - 474 (60%)
Active - Previous Member - 352 (76%)
*Active Member defined as scanning membership card a minimum of one time since December 14, 2015.
Total Monthly Visits
1800
1600
1400
1200
1000
800
600
400
200 —
0
� O
tNew Members
(Previous Members
Total Members
2E-2
Agenda Item 2F — Senior Services is a staff
presentation.
2F
CITY OF
SOUTHLAKE
Senior Advisory Commission Meeting:
October 11, 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 and Secretary Marge
Kyle; SAC members Bernice McCauley, Barbara Pappy, and Esther Spickler
Commission Members Absent: Jim Miller (Alt 1), and MaryLee Alford (Alt 2)
Staff Members Present: Director of Community Services Chris Tribble, Deputy Director of
Community Services Candice Edmondson, Assistant to the City Manager Daniel Cortez and
Senior Services Coordinator Soheila Phelps
Guests: Brighton Greene, CARS liaison; Lou Braun (former SAC member); Paul and Patty
Starkey
1. CALL TO ORDER
Chairman Beverly Blake called the meeting of the Senior Advisory Commission to
order at 1:05 p.m.
A formal presentation was not available for the meeting due to repairs being made to
the building's audio-visual system. Handouts of the packet were distributed.
2. REPORTS
2A. METROPORT MEALS ON WHEELS
Effective this meeting, MMOW will provide oral reports to the Commission on a
quarterly basis. January, April, June and October meetings only. The regular written
reports will continue to be included in the SAC meeting packet as usual.
The August MMOW report was included in the meeting packet. MMOW Executive
Director Mary King was not present to provide an oral report to the Commission.
2B. CALL A RIDE SOUTHLAKE
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A - 1
Senior Advisory Commission
Minutes of the October 11, 2016
Page 2 of 5
Effective this meeting, CARS will provide oral reports to the Commission on a
quarterly basis: January, April, June and October meetings only. The regular written
reports will continue to be included in the SAC meeting packet as usual.
CARS board representative Brighton Greene provided an oral report to the
Commission. Ridership information from the August CARS report was presented.
Rides are up 176 rides over the same period last year. Mr. Greene noted that
additional backup documentation for each line item of the report is available upon
request. CARS' recent volunteer efforts included an advertisement in the Southlake
Style magazine and participation at the Tarrant County Commissioner's Empowering
Seniors event.
2C. SOUTHLAKE SENIOR FUNDING, INC.
Southlake Senior Funding, Inc. representative Bernice McCauley reported SSFI
participated in North Texas Giving Day held September 22, 2016. She also noted
that SSFI is making changes to their bylaws and continues to support senior trips and
activities.
2D. CITY MANAGER'S OFFICE
Assistant to the City Manager Daniel Cortez distributed information about Early
Voting and the November 8th Election.
2E. COMMUNITY SERVICES
Deputy Director Candice Edmondson presented the Community Services report,
including the September Senior Center Membership Report and senior demographic
trends in Southlake. The Commission stated that they would like to receive
information concerning 10-year projected senior growth for Southlake.
The Commission received information about the Monster Mash event on October 30,
2016 and groundbreakings for The Marq Phase II and Bicentennial Park Phase III &
Southlake Tennis Center on November 10, 2016.
2F. SENIOR SERVICES COORDINATOR
Senior Services Coordinator Soheila Phelps reported on senior center events,
programs and upcoming activities. Final arrangements are being made for the Vegas
Casino Night on October 28, 2016. Ms. Phelps and Ms. Edmondson responded to
questions regarding updates to the senior website and calendar.
3. 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
3A-2
Senior Advisory Commission
Minutes of the October 11, 2016
Page 3 of 5
3A. APPROVAL OF THE MINUTES FROM THE SEPTEMBER 13, 2016 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
Item 2E of the September 13, 2016 meeting minutes will note the Commission
discussed many options for the Senior Center Wellness Room including maintaining
the space as a fitness room, transforming the room into a restroom or transforming
the room into a flexible space that could be used for games and programming.
APPROVED
A motion was made to approve the minutes.
Motion:
Kyle
Second:
Spickler
Ayes:
Kyle, McCauley, Pappy, Spickler,
Nays:
None
Abstention
Blake (absent), Boland
Vote:
4-0-2
Motion Carried.
4. CONSIDER
4A. APPROVE SENIOR ADVISORY COMMISSION 4T" QUARTER REPORT
The purpose of this item was to review and provide feedback on the draft Senior
Advisory Commission 4th Quarter Report to be included in the November 15, 2016
City Council meeting packet.
Patty Starkey, 626 Chandon Court, Southlake, spoke about the Commission's
responsibility to represent all of the Southlake senior population as established by
ordinance and in the Senior Advisory Commission Bylaws and requested the
quarterly report that goes to City Council include senior needs and concerns, in
addition to their programming activities.
The Commission discussed the importance of the report encompassing not only the
senior activities as it has been, but other items of concern and importance as well.
Staff offered to assist the Commission in reformatting the SAC quarterly report to
provide any additional information they would like to include. In order to gather as
much feedback from Senior Center members as possible, staff offered to create a
new comment card that would be available at the front desk. Comments provided on
the card would be presented to the SAC for possible inclusion in future reports. SAC
member Esther Spickler volunteered to work with staff on preparing content for the
revised report. Commission members may individually email Ms. Spickler their
thoughts about what should be included in the report.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-3
Senior Advisory Commission
Minutes of the October 11, 2016
Page 4 of 5
The Commission agreed to table consideration of the Senior Advisory Commission
4th Quarter Report until the next meeting to allow for revisions to the report as
discussed. There was no formal motion or vote taken.
5. DISCUSSION
5A. SENIOR CENTER WELLNESS ROOM DISCUSSION
Deputy Director Candice Edmondson opened the discussion and presented some
alternatives that were previously mentioned for the Senior Center Wellness Room.
Access to use the Senior Center Wellness Room is free with senior center
membership. Director Chris Tribble responded to questions from the Commission
regarding fee rates for use of the Phase II fitness equipment and low/no cost
programs.
Commission members provided the following recommendations for the Wellness
Room:
• Marge Kyle — Favored keeping the Wellness Room as a fitness room for the
senior center
• Jean Boland — Favored seniors having access to free fitness equipment in the
fitness room
• Bernice McCauley — Favored free access to exercise equipment, but also
favors having a restroom close by the senior center area
• Esther Spickler — Didn't see a need to maintain a senior specific fitness room
and would be open to considering other uses for the space including a
possible restroom
• Beverly Blake — Favored keeping the Parlor room to attract male membership
and keeping Wellness Room as a fitness room
In addition, SAC member MaryLee Alford, who was absent from the meeting, emailed
staff prior to the SAC meeting and stated she was in favor of keeping the Wellness
Room as a fitness room.
Commission members inquired if the timing of the automatic door opener mechanism
on the senior center entrance doors could be adjusted to allow more time before
closing and be adjusted so that both doors open at the same time. Currently the
doors close too fast and don't always open at the same time, which creates issues for
seniors using canes, walkers and wheel chairs. Staff agreed to work with the
contractor on adjusting the doors.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-4
Senior Advisory Commission
Minutes of the October 11, 2016
Page 5 of 5
5. PUBLIC FORUM — Chairman Beverly Blake opened Public Forum.
Patty Starkey, 626 Chandon Court, Southlake, spoke about inconsistencies in
demographic data and the definition of what a senior citizen is.
SAC members Esther Spickler, Bernice McCauley and Beverly Blake commented
about the age demographics data. Assistant to the City Manager Daniel Cortez
stated he would contact the North Texas Central Council of Governments for an
estimate of the 55 & over population percentage for Southlake, if available.
Lou Braun, 106 Starling Court, Southlake, spoke about Public Forum and compliance
with the Open Meetings Act.
There being no one else to speak, Public Forum was closed.
6. ADJOURNMENT
APPROVED
A motion was made to adjourn the SAC meeting at 2:32 p.m.
Motion:
Boland
Second:
Spickler
Ayes:
Blake, Boland, Kyle, McCauley, Pappy, Spickler,
Nays:
None
Abstention
None
Vote:
6-0
Motion Carried.
Beverly Blake, Chair Candice Edmondson
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
3A-5
City of Southlake Senior Advisory Commission
2016 Quarterly Report
We have seen many changes in the last 10 months, have made new friends, and
unfortunately had to say goodbye to some dear friends. But the one thing that stays
constant is the commitment to providing excellent programs and service for our growing
55+active adult population.
We did a lot in-house to keep our guests entertained and busy ...
• Be a "Super Hero" was the theme for National Park and Recreation Month in July--- The staff
hosted programs around this theme including weekly themed lunches, Superhero movie, potluck
Bingo and Superhero games and ice cream social.
• We celebrated Elvis Week in August and invited a championship winner to do his Elvis Tribute
show at our weekly luncheon.
• We offered monthly educational seminars: health, financial and legal seminars, Flu Shot Clinic,
and a Q&A with Senior Health Service Providers
• Have secured monthly Technology classes
• Potluck Bingo is popular as ever and our sponsor has been very generous with the prizes
• Monthly movies are still a big hit
• The Bridge lessons offered by our senior members have been received very well
• Cooking class with Alice and Veena has brought cultures together
We were able to travel to....
• The Magnolia Market at the Silos in Waco. TX
• The City of Garland to witness the Purple Martin Pre -Migratory Roost
• The Artisan Theater to see "The Starlight Express" and "State Fair"
• The Eisemann Center to see the "Spectacular Senior Follies" — partially sponsored by SSFI
• Nasher Sculpture Center
• Theater Arlington to see "Guys and Dolls" - partially sponsored by SSFI
*The Senior Advisory Commission has decided to revise the quarterly report to include more
information from the senior community. The City Council can expect to see the enhanced report
starting in the ft quarter of 2017.
4th Quarter - July -August -September 2016
4A - 1
CITY OF
SOUTHLAKE
MEMORANDUM
November 2, 2016
TO: Senior Advisory Commission
FROM: Candice Edmondson, Deputy Director, Community Services
SUBJECT: Election of Officers for Senior Advisory Commission
Action Requested: Election of Senior Advisory Commission (SAC) officers as desired.
Background
Information: Senior Advisory Commission Bylaws Article III states regarding the
process for election of officers in Section 3.1(b): At the first regular
meeting following the annual appointment of new commission members
by the city council, the commission shall elect by majority vote from the
members, a chair, vice -chair, and secretary, each to serve two year
terms or until successors are elected."
City Council made annual appointments to the Commission at their
October 18, 2016 meeting. The Council reappointed Jean Boland,
Esther Spickler, and Beverly Blake, and also appointed Natasha
Siebach to the Commission. Commission member MaryLee Alford was
moved from an Alternate #2 position to Place 2. Alternate #2 was left
vacant.
With the recent SAC appointments, this item has been placed on the
agenda to allow the Commission the opportunity to elect officers to
serve a "two-year term (November 2016-October 2018) or until their
successors are elected" if desired.
Any sitting Board member may be considered for an officer position.
The following are current SAC members:
■ Jean Boland
Place 1 (Current Vice Chair)
Expire 10/31/18
■ MaryLee Alford
Place 2
Expire 10/31/18
■ Natasha Siebach
Place 3
Expire 10/31/18
■ Barbara Pappy
Place 4
Expire 10/31/17
■ Esther Spickler
Place 5
Expire 10/31/18
■ Beverly Blake
Place 6 (Current Chair)
Expire 10/31/18
■ Margie Kyle
Place 7 (Current Secretary)
Expire 10/31/17
■ Jim Miller
Alternate 1
Expire 10/31/17
■ Vacant
Alternate 2
Expire 10/31/18
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4B-1
Senior Advisory Commission
Meeting Date — November 8, 2016
Page 2 of 3
As set out in the Bylaws, the responsibilities of the officers are:
Chairman
• Set the agenda for meeting;
• Preside at all meetings of the Commission;
• Perform all duties incident to the office of Chairman including the
appointment of all committee and subcommittees of the
Commission; and
• Such other duties as may be prescribed by the Commission and
the City Council.
Vice Chairman
• In the absence of the Chair or in the event of his/her inability or
refusal to act, the Vice Chair shall perform the duties of the
Chair; and
• Perform such other duties as from time to time may be assigned
to him/her by the Chair of the Commission.
Secretary
• Ensure minutes of each Commission meeting are filed with the
City Secretary (Handled by Department Secretary)
• Perform all other duties as from time to time may be assigned to
him/her by the Chairman of the Commission;
• In the absence of the Chairman and Vice -Chairman or in the
event of their inability or refusal to act, the Secretary shall
perform the duties of the Chairman; and
• In the absence of the Secretary, the Chairman or acting
Chairman shall designate a Commission member to perform the
duties of Secretary.
Financial
Considerations: Officers that are members of the Commission shall not receive any
salary or consideration for their services.
Citizen Input/
Board Review: Not Applicable
Legal Review: Not Applicable
Alternatives: Not Applicable
Supporting
Documents: SAC Bylaws
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 8, 2016
Page 3 of 3
Staff
Recommendation: Election of Senior Advisory Commission officers.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
OFFICIAL RECORO
REVISED BYLAWS
OF THE
CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION
ARTICLE I
PURPOSE AND POWERS
Section 1.1 Purpose
The Southlake City Council established the Southlake Senior Advisory Commission to act as an advisory board to
the City Council in all matters pertaining to senior programs and issues.
Section 1.2 Powers
In fulfillment of its purpose the Southlake Senior Advisory commission shall be governed by and shall have all the
powers set forth in the Southlake City Code and other applicable law.
ARTICLE II
COMMISSION MEMBERS
Section 2.1 Number and Terms of Office
(a) The Commission shall consist of seven (7) residents of the City of Southlake, Texas and shall be appointed
by the City Council.
(b) Members shall be appointed for two-year terms. Members shall serve without compensation. All
appointments for regular and/or alternate members to fill unexpired terms shall be filled in the same
manner as regular appointments and shall terminate as per the original term being filled.
Section 2.2 Meetines of the Commission
The Commission shall meet regularly the second Tuesday of each month. Members not able to attend a regular
meeting or special meeting shall notify the Community Services staff liaison or the Chairman of the Commission at
least two hours prior to the posted meeting. Any member with (3) consecutive unexcused absences from regular
meetings shall be reported to the City Council, which may at its discretion, remove the commission member and
appoint a replacement. All meetings and deliberations of the commission shall be called, convened, held, and
conducted, and notice shall be given to the public, in accordance with Chapter 551 of the Texas Local Government
Code.
Section 2.3 Special Meetines
Upon the request of any Commission member, the Chairman shall call a special meeting of the Commission. The
Chairman shall fix a place and time for such special meetings of the Commission subject to posting public notice in
compliance with Chapter 551 of the Texas Local Government Code.
Section 2.4 Ouorum
Four (4) members of the Commission shall constitute a quorum to conduct official business of the Commission.
Section 2.5 Conduct of Business
(a) At the meeting of the Commission, matters pertaining to the business of the Commission, as posted on the
agenda, shall be considered in accordance with the rules of procedure as from time to time prescribed by
the Commission.
Community Services — SAC Bylaws
Page I of 3
WWI
(b) At all meetings of the Commission the chair shall preside. In the absence of the chair, the Vice chair shall
preside.
(c) The Chair shall be a voting member of the Commission.
(d) Minutes of the Commission meeting shall be filed with the City Secretary and distributed to members of
the City Council.
Section 2.6 Ex-officio Members
The commission may, as it deems appropriate, appoint ex-officio members to the Commission if such is determined
to be in the best interest of the Commission. Consideration shall be given to appointing individual ex-officio
members or individuals who represent organizations whose purpose is to promote the health, safety, and well being
of seniors. Such ex-officio members shall have no voting authority for senior advisory matters. The terms for ex-
officio members will be at the discretion of the Commission.
ARTICLE III
OFFICERS
Section 3.1 Officers and Terms of Office
(a) The Officers of the Commission shall be a chairman, vice-chairman and secretary.
(b) At the first regular meeting following the annual appointment of new commission members by the city
council, the commission shall elect by majority vote from the members, a chair, vice -chair, and secretary,
each to serve two year terms or until their successors are elected.
(c) Any officer shall be subject to removal from office at any time by a vote of the majority of the
Commission.
(d) A vacancy in the office of any elected officer shall be filled by a vote of the majority of the commission
members at the next regular scheduled meeting, following the effective date of the vacancy.
Section 3.2 Powers of the Chairman
The Chairman shall set the agenda for and preside at all meetings of the Commission. The Chairman shall perform
all duties incident to the office of Chairman including the appointment of all committees and subcommittees of the
Commission and such other duties as may be prescribed by the Commission and the City Council.
Section 3.3 Vice -Chairman
In the absence of the Chairman or in the event of his/her inability or refusal to act, the Vice -Chairman shall perform
the duties of the Chairman, and when so acting shall have all the powers of and be subject to all the restrictions upon
the Chairman. The Vice -Chair shall perform such other duties as from time to time may be assigned to him/her by
the Chairman of the Commission.
Section 3.4 Secretar-y
The Secretary shall ensure that the minutes of each Commission meeting shall be filed with the City Secretary and in
general shall perform all other duties as from time to time may be assigned to him/her by the Chairman of the
Commission. In the absence of the Chairman and Vice -Chairman or in the event of their inability or refusal to act,
the Secretary shall perform the duties of the Chairman, and when so acting shall have all the powers of and be
subject to all the restrictions upon the Chairman. In the absence of the Secretary, the Chairman or acting Chairman
shall designate a Commission member to perform the duties of Secretary.
Community Services— SAC Bylaws Page 2 of 3
Section 3.5 Compensation
Officers who are members of the Commission shall not receive any salary or consideration for their services.
ARTICLE IV
ROLE AND RESPONSIBILITIES OF THE SENIOR ADVISORY COMMISSION
Section 4.1 Roles of the Senior Advisory Commission
(a) Act in an advisory capacity to the City Council in all matters pertaining to senior programs and issues
affecting senior citizens.
(b) Recommend policies to improve senior services and improvements.
(c) Recommend senior related programs for development of recreational facilities, areas and improved
recreation services.
(d) Review and consider recommendations from the Southlake Seniors and other senior organizations regarding
senior related programs and activities. Develop recommendations to the City Council regarding programs
that have funding, safety, or facility implications.
(e) Submit recommendations to the City Council regarding contractual agreements that impact senior reiated
services, including, but not limited to, the congregate lunch program and home delivered meal program and
transportation services for seniors.
(f) Prepare and submit to the City Council an annual report of senior related programs and services. Such
review shall be submitted in May, prior to the election of new officers.
(g) Review and provide input on budget items related to senior services, activities, and programs.
r January 10, 2006 .. �* fiigrr� SeniarA± o ConnnWon
HMorch 2, 20I0--' -- T Council
Community Services —SAC Bylaws Page 3 of 3
4B-6
A ends Item No. 4B. Cancel or reschedule the March 16 2010 City Council meeting.
Council agreed to cancel the March 16, 2010 City Council meeting.
Agenda Item No._4C. Approve an interlocal agreement with _Tarrant County for the
reconstruction of North_ Carroll Avenue from State Highway 114 to Dove Road. A
presentation was not made this item.
Aaenda Item No. 4D. This item was infenfionaAv left blank.
Agenda Item No. 4E. Approve the renewal of a Facilities Utilization Agreement with
Southlake Baseball Association (SBA). A presentation was not made this item.
Agenda Item No. 4F. Approve the renewal of a Facilities Utilization Agreement with
Grapevine Southlake Soccer Association (GSSA). A presentation was not made this
item.
Agenda Item No. 4G. Approve the renewal of a Facilities Utilization Agreement with
Southlake Girls Softball Association (SGSA). A presentation was not made this item.
Agenda Item No. 41-11. Approve the renewal of a Facilities Utilization Agreement with
Southlake Carroll Lacrosse Association (SCLA). A presentation was not made this item.
Agenda Item No. 41. Approve the Policy Ordinance Review Committee revisions to the
Senior Advisory Commission Bylaws. A presentation was not made this item.
Agenda Item No. 4J. Approve the Policy Ordinance Review Committee revisions to the
Southlake Youth Action Committee Bylaws. A presentation was not made this item.
Agenda Item No. 4K. Approve the Policy Ordinance Review Committee revisions to the
Parks and Recreation Board Bylaws. A presentation was not made this item.
Agenda Item No. 4L. Approve the Policy Ordinance Review Committee revisions to the
Community Services Department Matching Funds Policy. A presentation was not made
this item.
Agenda Item No. 4M. Approve the Policy Ordinance Review Committee revisions to the
Parks Board Absences Policy. A presentation was not made this item.
Agenda Item No. 4N. Approve the Policy Ordinance Review_ Committee revisions to the
Park Use Policy. A presentation was not made this item.
Agenda Item No. 40. Approve the Policy Ordinance Review Committee revisions to the
General Operating Policies for Tennis Courts. A presentation was not made this item.
Agenda Item No. 4P. Ordinance No. 969 1st Reading, Approve the Policy Ordinance
Review Committee revisions to Chapter 2 of the City Code regarding Senior Advisory
UNOFFICIAL REGULAR CITY COUNCIL MEETING MINUTES, MARCH 2, 2010
Page 3 of 8
Shady Oaks Drive and 600, 601, 620, 640, 700, 7011 750, 800, 801, 850, 900, 901
Sherwood Drive and being approximately 35.662 acres. Current Zoning: SF-20A Single -
Family Residential District. Requested Zoning: RPUD Residential Planned Unit
Development District. SPIN Neighborhood #6. The Mayor stated that the applicant for
item 7A wishes to table this item. Applicant Paul Spain requested to table this item
indefinitely to allow time to address neighbors' questions prior to coming back to
Council. Director Baker stated that staff would readvertise this item and renotify
surrounding property owners when this item comes back for consideration.
Motion was made to approve consent agenda ' s 4A; 4B to cancel the March 16,
2010 City Council meeting; 4C; 4E; 4F; 4G; 4H; 41 J; 4K; 4L; 4M; 4N; 40; 4P; 4Q; 4R;
4S; 4T; to table item 4U to the June 1, 2010 Cl y Council meeting; to table item 4V to
the April 20, 2010 City Council meeting; to table item 4W to the April 20, 2010 City
Council meeting; and to table item 7A indefinitely.
Motion: Muzyka
Second: Jones
Ayes: Bledsoe, Hill, Jones, Morris, Muller, Muzyka, Terrell
/ Nays: None
V Approved: 7-0
REGULAR AGENDA:
Agenda Item No. 5. Public Forum. No one spoke during the public forum.
Agenda Item No 6A Resolution No. 10-012, (ZA10-005) Specific Use Permit for a
Mass Gathering for Oktoberfest on Property being described as Phase I -IV Southlake
Town Square, and being located between East Southlake Boulevard East State
Highway 114 and North Carroll Avenue. Current Zoning: DT Downtown District. SPIN
Neighborhood #8. Planner Schell presented this item to Council. Representatives from
the Chamber of Commerce, Jill Johnson and Pat Staudt, answered Council's questions.
In accordance with Section 4.21 of the City Charter, the caption for this item is listed as
follows:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS,
GRANTING A SPECIFIC USE PERMIT FOR A MASS GATHERING FOR
OKTOBERFEST LOCATED BETWEEN EAST SOUTHLAKE BOULEVARD, EAST
STATE HIGHWAY 114 AND NORTH CARROLL AVENUE, SOUTHLAKE, TEXAS,
BEING DESCRIBED AS PHASE I -IV, SOUTHLAKE TOWN SQUARE, MORE FULLY
AND COMPLETELY DESCRIBED IN EXHIBIT "A", AND AS DEPICTED ON THE
APPROVED SITE PLAN ATTACHED HERETO AND INCORPORATED HEREIN AS
EXHIBIT "B" AND PROVIDING AN EFFECTIVE DATE.
No one spoke during the public hearing.
UNOFFICIAL REGULAR CITY COUNCIL MEETING MINUTES, MARCH Z 2010
Page 5 of 8
Agenda Item 5A — Senior Programming is a
Discussion item.
5A
Senior Advisory Commission Attendance Report
1
Jean Boland
_
X
t
Individual
Rate
88%
12
2
Bernice
McCauley
X
83%
12
3
Charles Boyd
Resigned
•
100%
7.75
4
Barbara Pappy
X
X
75%
8.75
5
Esther Spickler
X
88%
11.5
6
Beverly Blake
X
88%
12
7
Marge Kyle
100%
13.5
Alt 1
Jim Miller
X
V
X
75%
10
Alt 2
Mary Lee Alford
,
,
X
X
75%
10
Meeting Attendance
Rate (includes
substitutions)
67%
0%
100%
89%
78%
100%
0%
100%
78%
75%
Total Hours
2
0
2
1.75
2
1.25
0
1.5
1.5
1.5
13.5
Effective May 10, 2016 SAC meeting, Chairman Boyd resigned SAC.
Packet Insert - SAC Attendance Report