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2017-04-11 SAC PacketCITY Or SOUTHLAKE MEMORANDUM April 6, 2017 AGENDA NOTES WITH TIMES TO: Senior Advisory Commission FROM: Candice Edmondson, Deputy Director of Community Services SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, April 11, 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 — 2:00pm 3. Agenda Item No. 3 Reports: A. Metroport Meals On Wheels — This item will allow MMOW Executive Director Mary King to present a report to the Commission. A copy of the February report is included in your packet. B. Call A Ride Southlake — This item will allow CARS representatives Brighton Greene or Erik Phelps to present a report to the Commission. A copy of the February report is included in your packet. MMOW and CARS oral reports to the Commission are provided on a quarterly basis: January, April, July and October meetings only. The regular written reports are included in the monthly SAC meeting packet as usual. C. Southlake Senior Funding, Inc. — allow for a report from Southlake documents. This is a standing item on the agenda to Senior Funding, Inc., (SSFI). No packet City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date —April 11, 2017 Page 2 of 4 D. City Manager's Office — Deputy Director of Economic Development & Tourism Daniel Cortez will be present to update the commission on development projects within the City. Deputy Director Cortez will also provide additional demographic information to the commission based on the comments received last month in regards to the Community Impact article. The City Manager's Office will be present on a quarterly or "as needed" basis. Quarterly reports will be presented at the January, April, July and October meetings. 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 March Senior Center Membership Report is included in your packet. This is the final membership report produced through RecWare software. Future membership reports will be produced by the new CSI software. 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. Estimated Time 2:OOpm — 2:30pm 4. Agenda Item No. 4. Consent: A. Approve the March 14, 2017 Senior Advisory Commission meeting minutes — Please include any corrections to the minutes in your motion. 5. Agenda Item No. 5. Consider: A. Approve Senior Advisory Commission 2nd Quarter Report — A draft report is included in your packet to review and provide feedback at the SAC meeting. If approved, the report will be included in the May 16, 2017 City Council meeting packet. 6. Agenda Item No. 6. Discussion A. Membership Report Information — Since we have successfully transitioned from RecWare software to the new CSI software it is appropriate to consider at this time what information you would like to see in a re -designed monthly membership report. Staff looks forward to hearing your ideas, suggestions and City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date —April 11, 2017 Page 3 of 4 comments regarding what relevant data the Senior Advisory Commission would like in the reports. No packet documents. 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. • Friday, April 14 — City Offices closed for Good Friday • Saturday, April 15 — Crud Cruiser Spring Cleaning Event, 9am — 1pm, Dragon Stadium, 1085 South Kimball Avenue • Tuesday, April 18 — City Council meeting, 5:30 p.m., Council Chambers • Wednesday, April 19 — Meet the Mayor at HarborChase, 5:30 p.m., 700 East State Highway 114 • Thursday, April 20 — P&Z Commission meeting, 5:30 p.m., Council Chambers • Monday, April 24 through Tuesday, May 2 — Early Voting for the May 6, 2017 Special Elections (Southlake Town Hall is an early voting polling location) • Tuesday, April 25 — S.P.I.N. meeting, 6:00 p.m., Council Chambers • Friday, April 28 through Sunday, April 30 — Art in the Square, Southlake Town Square. Visit www.artinthesquare.com for times and events. • Tuesday, May 2 — 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.citVofsouthlake.com/1ist.aspx. C. FYI, as usual your packet contains a copy of the SAC Attendance Report for your information. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date —April 11, 2017 Page 4 of 4 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 a()ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311,(cedmondson(a)ci.southlake.tx.us) Tiffany Irwin, Hospitality & Sales Manager, 817-748-8918, (tirwin(a-)-.ci.southlake.tx.us) Soheila Mashat-Phelps, Senior Services Coordinator, 817-748-8398,(smashatphelps(a�ci.southlake.tx.us) Linda Carpenter -Elgin, Secretary, 817-748-8184,(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, APRIL 11, 2017 LOCATION: THE MARQ SOUTHLAKE Legacy Meeting Rooms 1-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 Department F. Senior Services 4. Consent A. Approve the March 14, 2017 Senior Advisory Commission meeting minutes 5. Consider A. Approve Senior Advisory Commission 2°d Quarter Report 6. Discussion A. Membership Report Information 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 — April 11, 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, April 7, 2017 by 6:00 p.m. pursuant to Chapter 551 of the Te>„q�rernment Code. �Lpa�-� Lori Payne, TRI C ff : t� City Secretary If you plan to attend this public meeti Secretary 48 hours in advance at 817. My that requires special needs, please advise the City 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: February 2017 P. O. Box 204 Detail Report on Congregate Luncheon Division: Southlake 428 N. Hwy 377 Roanoke, TX 76262 Previous Year Totals (5 2/6/2017 2/13/2017 2/20/2017 2/27/2017 Monthly Totals luncheons) Southlake Seniors 37 31 30 36 134 175 189 # of Other Seniors 56 40 39 42 177 # Volunteers 6 6 7 10 29 37 5 Staff 1 1 1 1 4 Others 4 0 5 4 13 19 To Go Meals 0 5 0 0 5 20 Meals left for city 20 17 6 7 50 0 TOTAL ATTENDANCE 124 100 88 100 0 412 445 Volunteer Hours 28 28 33 44 133 Golden Restaurant Used FeedStore Corral Joe's Pizza Asian Top # Meals ordered from Centralized Kitchen 120 100 80 100 400 $ Cost of Food Ordered $ 560.00 $ 450.45 $ 450.30 $ 400.00 $ 1,860.75 Supplemental Food $ 189.56 $ 100.21 $ 101.01 $ 76.71 $ 467.49 Non-food Items $ 61.99 $ 98.06 $ 46.81 $ 22.89 $ 229.75 $ Collected for Food Served $ 328.00 $ 268.00 $ 256.00 $ 296.00 $ 1,148.00 $ Collected for Other Reasons* $ _ Free w/potluck dish 0 0 0 0 0 0 5 Not eating 0 0 0 0 No Pay 14 7 7 2 30 25 0 90+ non pay 7 5 6 7 32 New 0 0 0 0 0 3A - 1 �LL D! OF SOU-t-f4 E I Newly Qualified Users Total Qualified Users Total Volunteer Drivers 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 One Way Trips Medical/Dental Southlake Senior Center Personal Needs Shopping Business Other Senior Centers Other Total One Way Trips Rider Groups Seniors & Handicapped>54 Handicapped/ Disabled <55 Total Monthly Summary of Service Provided to Seniors and Handicapped - 2017 Jan Feb March April Mn June July Aug ftR Oct Nov Dec Totals 5 4 9 406 410 410 21 23 23 15 12 22 23 905 1048 31 36 24 22 6 14 0 0 1 0 0 0 22 32 62 71 8 10 4 0 0 0 37 42 4 0 137 155 117 131 20 24 137 155 3B-1 Agenda Item 3C — Southlake Senior Funding, Inc. is a liaison presentation. 3C Agenda Item 3D — City Manager's Office is a staff presentation, to be provided quarterly or "as needed." 3D Senior Activity Center Membership Report — March 2017 Total Membership - 1014 ■ Resident - 452 (45%) ■ Non -Resident - 562 (55%) New Members - 58% Growth 160 140 120 100 80 60 40 20 0 J ■ Previous Membership - 464 ■ New Member Since 12/14/15 - 806 *40wir or u C -0 i c W a a i u C - (U a) CL 7 a) U O a1 a) 0 LL Q Q cn O Z LL ■ Residents ■ Non -Residents 3E-1 Senior Activity Center Membership Report — March 2017 Active Members - 933 (92%) ■ Non -Active Member - 81 ■ Active - New Member - 564 (70%) Active - Previous Member - 369 (80%) *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 1\ O\ O\ 0 '\ 0 ro\ \ ,\ '�\ p\ 1\ " g\ p\ ,5'b�p�' 'L �'L \ti �ti �ti �aJe ���J � et�o�et��et���t��a,J��a�J air cue � O tNew Members (Previous Members Total Members 3E-2 Agenda Item 3F — Senior Services is a staff presentation. 3F CITY OF S0UTHLA1<.E Senior Advisory Commission Meeting: March 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 and Esther Spickler Commission Members Absent: Natasha Siebach and Jim Miller (Alt 1), who resigned the Commission effective March 9, 2017 Staff Members Present: Director Chris Tribble, Deputy Director Kate Meacham, Hospitality and Sales Manager Tiffany Irwin, Deputy Director Daniel Cortez, Assistant to the City Manager Lauren Eubanks, and Senior Services Coordinator Soheila Mashat-Phelps Guests: Brighton Greene, CARS Chairman; Mary King, MMOW Director; former Senior Advisory Commission members Charlie Boyd and Bernice McCauley; and Southlake Senior Activity Center members David and Pat Carpenter 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. David Carpenter, 106 Churchill Circle, Southlake, expressed his desire for Southlake senior residents to be given first priority to register for classes at the Senior Center. There being no one else to address the Commission, Public Forum was closed. 3. DISCUSSION 3A. SENIOR CENTER MEMBERSHIP TRANSITION PLAN Hospitality and Sales Manager Tiffany Irwin presented the transition plan for the new CSI operating software to be launched the week of April 10t" for the senior programs. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - 1 Senior Advisory Commission Minutes of the March 14, 2017 Page 2 of 4 4. REPORTS The Southlake Senior Funding, Inc. Report was presented first, out of the regular agenda sequence. 4A. METROPORT MEALS ON WHEELS Senior Advisory Commission members received a copy of the January MMOW report in the meeting packet. 413. CALL A RIDE SOUTHLAKE Senior Advisory Commission members received a copy of the January CARS report in the meeting packet. 4C. SOUTHLAKE SENIOR FUNDING, INC. Southlake Senior Funding, Inc. representative Bernice McCauley updated the Commission about SSFI activities and was available to answer questions. 4D. CITY MANAGER'S OFFICE Deputy Director Daniel Cortez introduced Assistant to the City Manager Lauren Eubanks, his replacement as the representative from the City Manager's Office. 4E. COMMUNITY SERVICES Deputy Director of Community Services Kate Meacham presented the Community Services Report, including information on the three topics below, and was available to answer questions. Deputy Director of Economic Development & Tourism Daniel Cortez responded to questions concerning Southlake senior population statistics. 1. Senior Advisory Commission member Jim Miller tendered his resignation from the Commission in early March, leaving a vacancy in the Alternate #1 position. Staff is working through the Office of City Secretary to determine if the vacancies of Alternate #1 and Alternate #2 positions may be filled prior to City Council regular appointments in October. An update will be provided at the next meeting if available. 2. The format of the monthly membership dashboard report will be revised following the transition to the CSI membership software program in April. Staff will seek Commission input on items they wish to have included in the new report at the next meeting. 3. The methodology used by the City for its population statistics was clarified. The City of Southlake uses the US Census Bureau as its source. A formula, used by City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-2 Senior Advisory Commission Minutes of the March 14, 2017 Page 3 of 4 the North Central Texas Council of Governments, is used to estimate population until the 2020 Census information is released. Whereas, the 2010 Census indicates 5.9% for population 65+ in Southlake, the Community Impact Newspaper cited 25% for population 55+ from US Census in their December article. Staff will reach out to the newspaper about their methodology and report back next month, if possible. 4F. SENIOR SERVICES Senior Services Coordinator Soheila Mashat-Phelps presented the Senior Services report and responded to questions by the Commission. Class registration will open two weeks prior to the month of the event and the first week will be open to residents only. There are three registration options for seniors: online registration with instructions provided at the next few Monday lunches; Senior Lounge self-service laptops with assistance from staff; and staff enrollment for member with member present. The next quarter (April -June) Senior Calendar will be available next week. Field trip events have been added monthly to senior programming so seniors have even more opportunities to participate by scheduling field trips to work around the part-time bus driver schedule. 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 FEBRUARY 14, 2017 REGULAR SENIOR ADVISORY COMMISSION MEETING. Chair Beverly Blake presented the Consent Agenda, including approval of the minutes of the February 14, 2017 meeting. There were no changes made to the meeting minutes. APPROVED A motion was made to accept the minutes. Motion: Alford Second: Pappy Ayes: Alford, Blake, Boland, Kyle, Pappy and Spickler Nays: None Abstention None Vote: 6-0 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-3 Senior Advisory Commission Minutes of the March 14, 2017 Page 4 of 4 6. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 1:32 p.m. Motion: Alford Second: Pappy Ayes: Alford, Blake, Boland, Kyle, Pappy and Spickler Nays: None Abstention None Vote: 6-0 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 4A-4 CITY OF SOUTHLAKE Senior Advisory Commission Sign -in Sheet March 14, 2017 @ ipm Senior Activity Center — The Marq Southlake 285 Shady Oaks Dr. - Southlake, TX Jean 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 Tiffany Irwin I)ri;el &44,zl L4ven Cum O GUESTS (PLEASE PRINT) Brighton Greene (CARS) Mary King (MMOW) (-146) r/ ?, k - . 0 C/ C/ Resigned .�� 4A - 5 soUTHLA[<E PUBLIC COMMENT CARD Please give completed card to City Staff. PLEASE DO NOT COMPLETE A FORM FOR SOMEONE NOT IN ATTENDANCE. Marne: �� % / 1y �Iq / Al Date: - l Address: _ �(' Cat L)/L-C.tl � C 1 ,c,C� [ , - Phone (optional): Email (optional): L i L. a U�� Agenda Item # C (MUST BE COMPLETED) will speak in SUPPORT of this item I will speak in OPPOSITION of this item II do not wish to speak, but please record my: SUPPORT OPPOSITON E� 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. City of Southlake Senior Advisory Commission 2nd Quarter Report Here are some of our events and program highlights the members were involved in this quarter. Our members: ■ Saw the "Nunsense" and "My Fair Lady" at the Artisan Theater ■ Visited Bureau of Engraving and Printing and Medieval Times and Tournament ■ The Reunion Tower, Dallas Museum of Art, and Dallas Blooms were trips made more affordable as a result of SSFI sponsorship When we weren't traveling we did a few things in house.... ■ Educational seminars including health, finance and technology classes ■ Soultainment entertainment (an interactive program focusing our improving social and mental health for aging adults) occurred after our Monday luncheon ■ 120 members celebrated our annual Valentine's Day luncheon sponsored by Southlake Women's Club ■ The AARP Driver Safety Course took place in February ■ The Matter of Balance Class was attended by a record number of participants ■ Free eye screening by Carter Eye Center has become an annual service ■ Over 110 members celebrated the Chinese New Year luncheon. The festivities included traditional Chinese Lion Dancers and Martial Art demonstration ■ Our monthly Senior Dances are going strong ■ Potluck Bingo and monthly movies are still popular ■ Began offering Ballroom and Latin Dance lessons in the evening ■ Biweekly one on one Tech Q& A sessions have been received well ** Next quarter the Community Services Department will start implementing the new software system, CSI. Senior Advisory Commission 2nd Quarter Report (Jan -Feb -Mar 2017) 5A - 1 Concerns and questions we've addressed include: • Could we have coat hooks specifically in the workout room? A wall hook was installed within a week of the request. There is also a designated area for coats and bags right outside of the Parlor. • Could we add the name of the band in our monthly calendar? In addition to the Senior Dance flyer already provided, we will also start including the band name in our next quarter newsletter. • Could we have another session of the Matter of Balance Classes? Due to popular demand we are happy to add another 8-week session starting in April for those who missed the first session. • Could we do something about the water run-off in the parking lot? The concern was addressed with our Parks Manager and we have already seen improvement. Senior Advisory Commission 2nd Quarter Report (Jan -Feb -Mar 2017) 5A-2 Agenda Item 6A — Discussion: Membership Report Information will be facilitated by Deputy Director Candice Edmondson 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 © _ • • MeetingAttendance Rate (includes substitutions) 3/9/17 Jim Miller, Alternate #1 resigned Packet Insert - SAC Attendance Report