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2017-03-14 SAC PacketCITY Or SOUTHLAKE MEMORANDUM March 9, 2017 AGENDA NOTES WITH TIMES TO: Senior Advisory Commission FROM: Kate Meacham, Deputy Director of Community Services Tiffany Irwin, Hospitality and Sales Manager SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, March 14, 2017 at 1:00pm Reminder: Lunch provided at 12:30pm, followed by meeting at 1:OOpm 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 1:00pm — 1:45pm 3. Agenda Item No. 3. Discussion: A. Senior Center Membership Transition Plan — Staff will provide the Commission a plan for the transition from the current membership system to the CSI operating software the week of April 10t". The Plan includes a review of features of the new program and the process for renewals and new memberships. Staff will demonstrate the new software system and its uses at the meeting. No packet documents. 4. Agenda Item No. 4 Reports: A. Metroport Meals On Wheels — A copy of the January report is included in your packet. B. Call A Ride Southlake — A copy of the January report is included in your packet. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — March 14, 2017 Page 2of3 C. Southlake Senior Funding, Inc. — This is a standing item on the agenda to allow for a report from Southlake Senior Funding, Inc., (SSFI). No packet documents. D. City Manager's Office — This is a standing item on the agenda to allow for an update from a representative of the City Manager's Office on a quarterly or "as needed" basis. The City Manager's Office quarterly reports will be presented at the April, July, October, and January meetings. Please expect the next report at your April 11 t" meeting. No packet documents. E. Community Services Department — This is a standing item on the agenda to allow for an update from Community Services Department staff regarding current and future developments. A copy of the Senior Center Membership Report is included in your packet. F. Senior Services — This is a standing item on the agenda to allow for an update from the Senior Services Coordinator regarding current and future programming and events. No packet documents. 5. Agenda Item No. 4. Consent: A. ADDrove the February 14. 2017 Senior Advisory Commission meetina minutes — Please include any corrections to the minutes in your motion. OTHER ITEMS OF INTEREST A. 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. B. Events of Interest — Staff would like to share the following upcoming event(s) that may be of interest to you. Thursday, March 9 — Meet the Mayor at Earthwise Pet Supply, 11:30 a.m., 100 West Southlake Boulevard, Suite 150 Tuesday, March 14 — "I, Claude Monet" film presented by Southlake Public Library, 6:00 p.m., Town Hall 3rd Floor meeting rooms (No charge or registration required) Tuesday, March 21 — City Council meeting, 5:30 p.m., Council Chambers Thursday, March 23 — Meet the Mayor at Scratch Kitchen, 5:30 p.m., 2125 West Southlake Boulevard, Suite 375 Sunday, April 2 — APEX Chamber Series Concert "Of Angels Wings" featuring The Dallas Symphony Orchestra harp and violin performers, 6:00 p.m., Grace Chapel at Whites Chapel United Methodist Church. Tickets purchased online @ APEX-arts.org or at door ($15 each) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date — March 14, 2017 Page 3 of 3 • Tuesday, April 4 — City Council meeting, 5:30 p.m., Council Chambers • Saturday, April 8 — Easter in the Park, 9am — 12pm, North Park 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. C. Go Mobile and Sign Up for SOUTHLAKE CONNECT — The City of Southlake invites you to sign up for its newest communication tool — Southlake Connect notification system. Southlake Connect allows users the ability to receive weather alerts, emergency information, West Nile Virus updates, etc. right to their mobile device. Users can also sign up to receive important information about community events and citywide meeting notification. This system replaces the City's Blackboard Connect notification system. To register in Southlake Connect, simple visit www.citvofsouthlake.com, select "Southlake Connect" box on the homepage, follow steps to create a login and password, complete a profile, and then select how you want to receive alerts — text messages, email, mobile phones, and landlines. Please contact Vicky Schiber at 817.748.8611 for help or questions. D. 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. Kate Meacham Tiffany Irwin STAFF CONTACT INFORMATION: Telephone — (817) 748-8021 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) Kate Meacham, Deputy Director of Community Services, 817-748-8018, (kmeacham(a-)ci.southlake.tx.us) Tiffany Irwin, Hospitality & Sales Manager, 817-748-8918, (tirwin(c�.6southlake.tx.uS) Soheila Phelps, Senior Services Coordinator, 817-748-8398,(smashatohelos(cDci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE SENIOR ADVISORY COMMISSION MEETING: LOCATION: THE MARQ SOUTHLAKE Traditions III 285 Shady Oaks Drive Southlake, Texas 76092 TIME: 1:00 P.M. AGENDA: 1. Call to Order 2. Public Forum TUESDAY, MARCH 14, 2017 (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. Discussion A. Senior Center Membership Transition Plan 4. 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 Department F. Senior Services 5. Consent A. Approve the February 14, 2017 regular Senior Advisory Commission meeting minutes 6. Consider — No items this agenda. 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 — March 14, 2017 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, March 10, 2017 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. Lori Payne, TRIM¢ a V e City Secretary n If you plan to attend this public 1 P0811n@464' 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 Agenda Item 3A — Discussion: Senior Center Membership Transition Plan facilitated by Kate Meacham 3A Metroport Meals On Wheels P. O. Box 204 428 N. Hwy 377 Roanoke, TX 76262 Monthly Report Month of: January 2017 Detail Report on Congregate Luncheon Division: Southlake Previous Year Totals (3 1/9/2017 1/16/2017 1/23/2017 1/30/2017 Monthly Totals luncheons) Southlake Seniors 39 34 39 112 94 # of Other Seniors 38 40 41 119 89 # Volunteers 8 5 5 18 20 Staff 1 1 1 3 3 Others 4 6 6 16 14 To Go Meals 0 0 15 15 0 Meals left for city 8 12 10 30 0 TOTAL ATTENDANCE 98 0 98 117 0 313 220 Volunteer Hours 36 24 24 84 FeedStore Pei Wei Asian Top Restaurant Used # Meals ordered from Centralized Kitchen 100 100 100 300 $ Cost of Food Ordered $ 475.00 $ 450.90 $ 400.00 $ 1,325.90 Supplemental Food $ 127.89 $ 58.54 $ 109.39 $ 295.82 Non-food Items $ 94.69 $ 11.99 $ 33.13 $ 139.81 $ Collected for Food Served $ 272.00 $ 271.00 $ 286.00 $ 829.00 $ Collected for Other Reasons" $ - 01 Free w/potluck dish 0 0 0 3 Not eating 0 0 0 0 24 0 No Pay 6 7 11 0 90+ non pay 6 6 7 19 0 22 New 0 0 0 0 so Item 4A - January MMOW Congregate Meal Report 817/491-1141- office 817/491-0661 - fax CALL-E-. :OF Monthly Summary of Service Provided to Seniors and Handicapped - Z©17 SOU HLAKE lF Jan Feb March April May June Jilly Aug Sep Oct Nov Dec Totals Newly Qualified Users 5 5 Total Qualified Users 406 406 Total Volunteer Drivers 22 22 Unduplicated Users Served this Month 15 Volunteer Drivers Used this Month 22 Driver Personal Vehicle Miles 905 Driver Hours 31 Trips Cancelled by User ** 24 Trip Requests Not Filled 6 Pick up More Than Ten Minutes Late 0 Driver Failed to Make Pick up 1 Van Miles 0 One Way Trips Medical/ Dental 22 Southla:ke Senior Center 62 Personal Needs 8 Shopping 4 Business 0 Other Senior Centers 37 Other 4 Total One Way Trips 137 Rider Groups Seniors N Handicapped>54 117 Handicapped/Disabled <55 20 Total 137 Note: a lot of ilh e.ss-and two riders out of country Agenda Item 4C — Southlake Senior Funding, Inc. is a liaison presentation. 4C Agenda Item 4D — City Manager's Office is a staff presentation to be provided quarterly or "as needed." Next City Manager's Office report will be at the April 11t" meeting. Senior Activity Center Membership Report — February 2017 Total Membership - 1028 New Members - 58% Growth 160 140 120 100 80 60 40 20 0 ■ Resident - 457 (44%) ■ Non -Resident - 571 (56%) ■ Previous Membership - 464 4f ■ New Member Since 12/14/15 - 798 b c c tin a + > u c -0 p Li 2 Q — Ln OU o 0 . � � � Q Z 4E-1 ■ Residents ■ Non -Residents Senior Activity Center Membership Report — February 2017 Active Members - 984 (96%) ■ Non -Active Member - 124 (4%) ■ Active - New Member - 619 (60%) Active - Previous Member - 365 (36%) *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 tNew Members (Previous Members Total Members `ti `ti �ti ��ti a`i ` r P��• �aA e, ,�P �e���o�o� �,A J 4E-2 Agenda Item 4F — Senior Services is a staff presentation. 4F CITY OF SOUTHLAKE Senior Advisory Commission Meeting: February 14, 2017 LOCATION: Senior Activity Center The Marq Southlake Legends Hall — Traditions III 285 Shady Oaks Drive Southlake, Texas Members Present: Chairman Beverly Blake, Vice Chair MaryLee Alford and Secretary Marge Kyle; SAC members Jean Boland, Barbara Pappy, Natasha Siebach and Esther Spickler Commission Members Absent: Jim Miller (Alt 1) Staff Members Present: Deputy Director Kate Meacham, Deputy Director Marketing and Communications Pilar Schank, Hospitality and Sales Manager Tiffany Irwin and Senior Services Coordinator Soheila Phelps Guests: Brighton Greene, CARS Chairman; Mary King, MMOW Director; former Senior Advisory Commission members Charlie Boyd, Lou Braun and Bernice McCauley; and Southlake senior activity center members Paul and Patty Starkey A formal PowerPoint presentation was provided at the meeting. 1. CALL TO ORDER Chairman Beverly Blake called the meeting of the Senior Advisory Commission to order at 1:00 p.m. 2. PUBLIC FORUM — Chairman Beverly Blake opened Public Forum. Patty Starkey, 626 Chandon Court, Southlake, spoke concerning Southlake senior population demographics published in the December 2016 issue of Community Impact Newspaper and on the City's Economic Development webpage; receiving notice of City Council agenda items that may be of interest to seniors; and Customer Satisfaction Survey and Senior Center Comment Card feedback to the Commission. There being no one else to address the Commission, Public Forum was closed. 3. DISCUSSION 3A. SENIOR SERVICES COMMUNICATION AND MARKETING City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A - 1 Senior Advisory Commission Minutes of the February 14, 2017 Page 2 of 5 Deputy Director of Marketing and Communications Pilar Schank shared information about the City's newly created Marketing and Communications Office. Ms. Schank discussed current marketing efforts for the Senior Activity Center and ways to communicate and market to its members. The discussion included the use of digital and written communications and other opportunities for ads and articles in Good Life Gazette, the Community Impact newspaper, flyers and email blasts. Some of the Commission's feedback about awareness of services, effective communication and marketing methods, and the desired image of the Senior Activity Center to be communicated and marketed, included: • Work with Watermere Retirement Center to have flyers about Southlake Senior activities available • More advertisement to inform citizens and visitors about Champions Club • Availability to pick up paper copies of senior calendar of events and flyers is one preferred method of communication and marketing • Emails distributed based on requests is a good communication tool; a one- time email to all registered members informing them how to sign up for email blasts was suggested • Digital, Facebook and social media communications may be effective for senior center members • Texts from The Marq Southlake website is a good idea to reach seniors • Enhanced capabilities for notification updates about classes is desirable • Descriptive words "activity" and "comfort" were offered to convey the image for the senior activity center SAC members were encouraged to contact Ms. Schank at pschank(�ci.south lake.tx.us or 817.748.8006 with additional comments and suggestions. 4. REPORTS 4A. METROPORT MEALS ON WHEELS Senior Advisory Commission members received a copy of the December report in the meeting packet. 4B. CALL A RIDE SOUTHLAKE Senior Advisory Commission members received a copy of the December CARS in the meeting packet. 4C. SOUTHLAKE SENIOR FUNDING, INC. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-2 Senior Advisory Commission Minutes of the February 14, 2017 Page 3 of 5 Southlake Senior Funding, Inc. representative Bernice McCauley updated the Commission about SSFI activities including: a general meeting to be held March 20, 2017; membership/donations efforts; work on revisions to Bylaws; SSFI partial sponsorships of upcoming trips to Reunion Tower (January), Dallas Blooms (February) and Dallas Museum of Art (March); and SSFI sponsoring of an Art Faire on June 23, 2017 with assistance by the Southlake Arts Council. Mrs. McCauley responded to questions concerning memberships, donations and sponsorships. 4D. CITY MANAGER'S OFFICE A City Manager's Office report was not provided at the meeting. Future City Manager's Office reports will be done quarterly or on an "as needed" basis by a representative from the City Manager's Office. Daniel Cortez, Assistant to the City Manager, is now Deputy Director of Economic Development & Tourism. Lauren Eubanks has been hired as Assistant to the City Manager to replace Mr. Cortez. CI�019]JiILT, L11kiIk W&I4:0[W&I Deputy Director Kate Meacham presented the Community Services report in the absence of Director Chris Tribble and responded to questions from the Commission. Changes have been made to the staff liaison for Senior Advisory Commission (SAC). Ms. Meacham will no longer be the staff liaison but will be working with The Marq Southlake Champions Club and Deputy Director Candice Edmondson will attend the Commission meetings. Tiffany Irwin, the new Hospitality & Sales Manager, will attend the SAC meeting as the main staff liaison for the Commission. Ms. Irwin will oversee the management of the entire Legends Hall, including the senior activity center and banquet and sales division. Hospitality & Sales Manager Tiffany Irwin was introduced. Staff is working on a plan for the new operating software, CSI, to be launched the week of April 10t" for the senior programs and will present a transition plan at the next meeting. Senior Advisory Commission members received a copy of the January Senior Center Membership Report in the meeting packet. Following the transition from the current membership system to the CSI operating software in April, a new dashboard report will be developed with relevant information that will be provided on a monthly basis. 4F. SENIOR SERVICES COORDINATOR Senior Services Coordinator Soheila Phelps presented the Senior Services report and responded to questions by the Commission. Staff is developing the next quarter Senior Calendar; progress is being made on programming of events to work around the part-time bus driver schedule to City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-3 Senior Advisory Commission Minutes of the February 14, 2017 Page 4 of 5 accommodate senior activities; classes and programs during the month were well - attended and the senior events were very successful; an unofficial audit of senior programs to gauge the number of Southlake residents' participation is underway; and the Tarrant County sponsored "Matter of Balance" class is open to any Tarrant County resident and will be offered again at the Senior Activity Center in April. 5. CONSENT AGENDA Consent Agenda items are considered to be routine by the Commission and are enacted with one motion. 5A. APPROVAL OF THE MINUTES FROM THE JANUARY 10, 2017 REGULAR SENIOR ADVISORY COMMISSION MEETING. Chair Beverly Blake presented the Consent Agenda, including approval of the minutes of the January 10, 2017 meeting. The Commission confirmed an issue raised at the January 10, 2017 meeting during discussion of Item 3E (Community Services Report), regarding the use of the Senior Center Wellness Room, had been addressed previously by the Commission at their October 11, 2016 meeting (Agenda Item 5A) when the majority of members present expressed the desire to keep the Wellness Room as a fitness room. APPROVED A motion was made to approve the minutes. Motion: Siebach Second: Kyle Ayes: Alford, Boland, Kyle and Pappy and Siebach Nays: None Abstention Blake, Spickler (absent) Vote: 5-0-2 6. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 1.51 p.m. Motion: Blake Second: None Ayes: Alford, Blake, Boland, Kyle, Pappy, Siebach and Spickler Nays: None Abstention None Vote: 7-0 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-4 Senior Advisory Commission Minutes of the February 14, 2017 Page 5 of 5 Beverly Blake, Chair Community Services Department A digital recording of this meeting is available by request in the Office of the City Secretary. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-5 WCITY OF SOUTHLAKE Senior Advisory Commission Sign -in Sheet February 14, 2017 @ ipm Senior Activity Center — The Marq Southlake 285 Shady Oaks Dr. - Southlake, TX .dean Boland (Place 1) MaryLee Alford (Place 2), Vice Chair Natasha Siebach (Place 3) Barbara Pappy (Place 4) Esther Spickler (Place 5) Beverly Blake (Place 6), Chairman Margie Kyle (Place 7), Secretary Jim Miller (Alt 1) Vacant (Alt 2) STAFF Chris Tribble ) Kate Meacham Soheila Phelps Daniel Cortez Ti ffaVjlrw�V'� GUESTS (PLEASE PRINT) Brighton Greene (CARS) Erik Phelps (CARS) Mary King (MMOW) 5A-6 SOUTHLAKE 7E.XAti PUBLIC COMMENT CARD Please give completed card to City Staff. PLEASE DO NOT COMPLETE A FORM FOR SOMEONE NOT IN ATTENDANCE. Name:"" "' ' Date: f Address: Phone (optional): Email Agenda Item # 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 rl I wish to sp�,ak during PUBLIC FORUM on an item not on the Agenda ,� Topic: fl Id 11 i ci.:�'r i W r1 a H e b _ - 4-cf?"? d yi.0 i Note. To allow everyone an opportunity to be heard, please limit your comments to 3 minutes. 5A-7 Senior Advisory Commission Attendance Report Place Name 1/10/17 2/14/17 3/14/17 4/11/17 5/9/17 6/13/17 7/11/17 8/8/17 9/12/17 10/10/17 11/14/17 12/12/17 Individual Attendance Rate Hrs To Date Alford MeetingMaryl-ee Attendance Rate (includes substitutions) Packet Insert - SAC Attendance Report