2017-11-14 SAC PacketCITY Or
SOUTHLAKE
MEMORANDUM
November 9, 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, November 14, 2017 at 1:00 p.m.
Time 12:00 noon — 12:30 p.m.
1. COMMISSION PHOTOS: Photos will be taken of Senior Advisory
Commission members on November 14t", 12:00 noon — 12:30 p.m.,
in Legends Hall prior to the SAC meeting to update the Senior
Center Notebook. Contact Soheila at 817.748.8398 if any questions.
Time 12:30 p.m. — 1:00 p.m.
2. WELCOME RECEPTION: Please join us in welcoming new Senior
Advisory Commission members ED GRONDAHL, KATHRYN ORLER
and DAVID BARNES, as well as reappointed members BARBARA
PAPPY and MARGE KYLE at a reception November 14 at 12:30 p.m.
in Legends Hall Club Lounge. We appreciate all of the Commission
members and the hard work and time you've committed to
representing our Southlake seniors and look forward to working
with you! The SAC meeting will follow at 1:00 p.m.
3. Agenda Item No. 1. Call to Order
4. 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 — 1:15pm
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 14, 2017
Page 2 of 4
5. Agenda Item No. 3. Reports:
As a reminder, the quarterly oral reports will be provided at the following 2018 SAC
meetings: January 9, April 10, July 10 and October 9.
A. Metroport Meals On Wheels — A copy of the September MMOW report is
included in your packet.
B. Call A Ride Southlake — A copy of the October CARS report is included in your
packet.
C. City Manager's Office — Assistant to the City Manager Lauren LaNeave will be
present to update the Commission on the City's Leaf Recycling Program and
answer any questions from the members. No packet documents.
D. Community Services Department — Hospitality & Sales Manager Tiffany Irwin
will present the October Senior Center Membership Report. Deputy Director of
Community Services Candice Edmondson will update the Commission on the
City's annual Home for the Holidays event coming up on November 18. No
packet documents.
E. Senior Services — This is a standing item on the agenda to allow for an update
from Senior Services Coordinator Soheila Mashat-Phelps on current and
future senior programming and events. No packet documents.
Estimated Time 1:15pm — 2:OOpm
6. Agenda Item No. 4. Consent:
A. Approve the September 12, 2017 Senior Advisory Commission meeting
minutes — Consideration of the September 12, 2017 meeting minutes were
tabled at the October meeting. Please include any corrections to the minutes
in your motion.
B. Approve the October 10, 2017 Senior Advisory Commission meeting minutes
— Please include any correction to the minutes in your motion.
7. Agenda Item No. 5. Consider:
A. Election of Officers for Senior Advisory Commission — This item is placed on
the agenda to allow the Commission the opportunity to elect officers following
the October 17, 2017 City Council appointments. Your packet memo provides
information for consideration.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 14, 2017
Page 3 of 4
8. Agenda Item No. 6. Discussion
A. The Marg Southlake History — Director of Community Services Chris Tribble
will provide a presentation on the development of The Marq Southlake. No
packet document.
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.
• Tuesday, November 14 — S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Saturday, November 18 — Home for the Holidays
0 4:00 — 6:00 p.m. — VIP Reception, Town Hall Lobby
0 4:30 — 8:30 p.m. — Tree Lighting, Southlake Town Square
• Thursday, November 23 — Saturday, November 25 — City Offices and Library closed
for Thanksgiving holiday
• Tuesday, November 28 — Community Enhancement & Development Corporation
meeting, 6:00 p.m., Town Hall
• Tuesday, November 28 — S.P.I.N. meeting, 6:00 p.m., Council Chambers
• Tuesday, December 5 — S.P.D.C. meeting, 4:30 p.m., Council Chambers
• Tuesday, December 5 — 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.
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.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 14, 2017
Page 4 of 4
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(cci.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, (h win(0)-.ci.southlake.tx.us)
Soheila Mashat-Phelps, Senior Services Coordinator, 817-748-8398,(,smashatphelps(d�ci.southlake.tx.us)
Linda Carpenter -Elgin, Secretary, 817-748-8184,(Carpenter(a)ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
UTHL KE
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, NOVEMBER 14, 2017
LOCATION: THE MARQ SOUTHLAKE
Legends Hall — Club Lounge
285 Shady Oaks Drive
Southlake, Texas 76092
COMMISSION PHOTOS:
WELCOME RECEPTION:
REGULAR AGENDA
INI►TAPS
1. Call to Order
2. Public Forum
12:00 noon — 12:30 p.m.
Legends Hall Senior Center
12:30 p.m. — 1:00 p.m.
Legends Hall Club Lounge
1:00 P.M.
(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 Southlake
C. City Manager's Office
D. Community Services Department
E. Senior Services
4. Consent
A. Approve the September 12, 2017 Senior Advisory Commission meeting
minutes
B. Approve the October 10, 2017 Senior Advisory Commission meeting
minutes
5. Consider
A. Election of Officers for Senior Advisory Commission
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 14, 2017
Page 2 of 2
6. Discussion
A. The Marq Southlake History
7. Adjournment
A quorum of the City Council may be present at this meeting.
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 10, 2017 by 6:00 p.m. pursuant to
Chapter 551 of the Texas Government Code.
Carol Ann Borges, TRMC
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: September 2017
Detail Report on Congregate Luncheon Division: Southlake
11
9/4/2017
9/11/2017
9/18/2017
9/25/2017
Southlake Seniors
0
36
29
32
# of Other Seniors
0
70
56
39
# Volunteers
0
8
6
6
Staff
0
1
1
1
Others
0
4
1
4
To Go Meals
0
0
0
0
Meals left for city
0
10
40
20
TOTAL
ATTENDANCE
0
129
133
102
Volunteer Hours
0
36
28
28
Restaurant Used
$ -
Feedstore
Chuy's
Asian Top
# Meals ordered from
Centralized Kitchen
0
100
100
100
$ Cost of Food
Ordered
$ -
$ 475.00
$ 490.46
$ 400.00
Supplemental Food
$ -
$ 135.44
$ 146.97
$ 151.74
Non-food Items
$ 74.88
$ 27.71
$ 57.16
$ Collected for Food
Served
$ -
$ 399.00
$ 300.00
$ 291.00
$ Collected for Other
Reasons"
$ -
Free w/potluck dish
0
0
0
0
Not eating
0
0
0
0
No Pay
0
0
0
0
90+ non pay
7
4
6
New
16
14
5
Previous Year
Totals (4
ly Totals luncheons)
97 112
165 121
20 18
31 3
18
0 0
70 10
364 391
92 84
3001 260
$ 1,365.46 $ 1,327.89
$ 434.15 $ 382.73
$ 159.75 $ 179.23
$ 990.00 $ 860.00
3A - 1
501,111 RAKE
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
Monthly Summary of Service Provided to Seniors and Handicapped - 2017
Jan Feb March April May June July Aux Sew] Oct Nov Dec Totals
5
4
4
2
2
2
0
0
5
7
31
406
410
414
416
418
420
420
420
425
432
432
21
23
25
25
25
25
25
25
25
25
26
15
12
18
15
17
12
11
12
11
10
133
22
23
25
23
22
19
19
22
19
26
220
905
1048
1200
1100
1159
917
943
962
1065
1514
10813
31
36
42
38
40
32
33
36
40
54
382
24
22
22
28
21
36
24
33
15
21
246
6
14
30
22
13
10
4
10
18
21
148
0
0
0
0
0
0
0
0
0
0
0
1
0
0
0
0
0
2
0
1
0
4
0
0
0
0
0
0
0
0
0
0
0
22
32
44
29
23
24
37
34
30
34
309
62
71
68
92
103
55
77
82
66
112
788
8
10
12
12
11
14
10
4
8
8
97
4
0
2
2
2
0
2
0
1
2
15
0
0
0
0
0
0
0
0
0
0
0
37
42
53
35
46
37
1
37
58
64
410
4
0
0
0
0
0
0
0
0
0
4
Total One Way Trips
137
155
179
170
185
130
127
157
163
220
Rider Groups
Seniors & Handicapped>54
117
131
152
145
167
110
98
141
143
192
Handicapped/Disabled <55
20
24
27
25
18
20
29
16
20
28
Total
137
155
179
170
165
130
127
157
163
220
1623
1396
227
1623
CITY OF
S0UTHLA1<.E
Senior Advisory Commission Meeting:
September 12, 2017
LOCATION: Senior Activity Center
The Marq Southlake
Traditions III
285 Shady Oaks Drive
Southlake, Texas
Members Present: Vice Chair MaryLee Alford, Secretary Marge Kyle and SAC members
Barbara Pappy and Natasha Siebach
Commission Members Absent: Chair Beverly Blake, Jean Boland and Esther Spickler,
Staff Members Present: Director of Community Services Chris Tribble, Deputy Director of
Community Services Candice Edmondson, Deputy Director of Community Services Kate
Meacham, Hospitality & Sales Manager Tiffany Irwin, and Senior Services Coordinator
Soheila Mashat-Phelps
Guests: Brighton Greene, CARS Chairman; and former Senior Advisory Commission
members Charlie Boyd and Bernice McCauley
1. CALL TO ORDER
Vice Chairman MaryLee Alford called the meeting of the Senior Advisory
Commission to order at 1:01 p.m.
2. PUBLIC FORUM — Vice Chair MaryLee Alford opened Public Forum.
Bernice McCauley, 900 Wild Wood, Southlake, former Senior Advisory Commission
member, requested guest speakers be invited to the Senior Advisory Commission
meetings and current senior center members be grandfathered in at no charge and
not be subject to the proposed fee schedule for The Marq Southlake.
Vice Chair Alford acknowledged the Public Forum comments. There was no further
direction to staff based on the comments.
There being no one else to address the Commission, Public Forum was closed.
3. REPORTS
3A. METROPORT MEALS ON WHEELS
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 1
Senior Advisory Commission
Minutes of the September 12, 2017
Page 2 of 4
There was no report this meeting. A copy of the August MMOW report was included
in the meeting packet.
313. CALL A RIDE SOUTHLAKE
Call A Ride Southlake (CARS) Chairman Brighton Greene informed members CARS
will be a participant of the North Texas Giving Day on September 14, 2017.
There was no report at this meeting. A copy of the July CARS Report was included in
the meeting packet.
3C. CITY MANAGER'S OFFICE
There was no report at this meeting.
3D. COMMUNITY SERVICES
Deputy Director of Community Services Candice Edmondson presented the August
Senior Center Membership Reports and responded to questions concerning the ratio
of male and female participants at the center. The gender participation ratio of 68%
women and 32% male for Southlake Senior Center is similar to the ratio of most
senior centers. Suggestions to increase the male participation at the center were
requested. One suggestion was to offer a geriatric tennis program or book club.
3E. SENIOR SERVICES
Senior Services Coordinator Soheila Mashat-Phelps reported on the new senior
newsletter, new events, seminars, programs, and activities and responded to
questions by the Commission. In response to suggestions received on Comment
Cards and from an informal survey at a recent senior luncheon, a brunch will be
offered in November, additional field trips are being planned, and staff is looking at
opportunities for guest speakers at future senior luncheons.
4. CONSENT AGENDA Consent Agenda items are considered to be routine by the
Commission and are enacted with one motion.
4A. APPROVAL OF THE MINUTES FROM THE AUGUST 8, 2017 REGULAR SENIOR
ADVISORY COMMISSION MEETING.
Vice Chair Maryl-ee Alford presented the Consent Agenda, including approval of the
minutes of the August 8, 2017 meeting.
APPROVED
A motion was made to approve the minutes of August 8, 2017.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-2
Senior Advisory Commission
Minutes of the September 12, 2017
Page 3 of 4
Motion:
Pappy
Second:
Siebach
Ayes:
Alford, Kyle, Pappy and Siebach
Nays:
None
Abstention
None
Vote:
4-0
Motion Carried.
5. DISCUSSION
5A. AUGUST 8, 2017 PUBLIC FORUM REQUESTS
Deputy Director of Community Services Candice Edmondson presented Item 5A,
reviewing and responding to the requests presented during Public Forum at the
August SAC meeting.
1. Availability of parking for Senior Center members in the lower parking lot at The
Marq
Feedback: Parking permits for Senior Center members are difficult to enforce, but
the "Senior Parking Only" signs will continue to be placed in the parking lot on
busy days to preserve the lower lot for senior citizen parking
Suggestion: Acknowledging the limitations to enforce, mark parking spaces with
specific time or days for "Seniors Only."
Suggestion: Reserve the first row of parking spaces for "Seniors Only" and
continue display of the "Seniors Only" signs currently being used
Suggestion: Provide rear view mirror cards to designate senior vehicles.
SAC Direction: Vice Chair Alford noted the suggestions for this Public Forum
issue and requested further investigation at an upcoming meeting.
2. Parking space width size
Feedback: Staff presented width comparisons of parking lot space sizes at
several City parks and facilities. The comparisons showed that The Marq parking
spaces, which range from 8ft. 6in. - 10ft. 6in., are larger than those at other City
facilities. In addition, the minimum width set by the Texas Department of
Licensing & Regulations for parking lot space is 8 feet.
Suggestion: None.
SAC Direction: Vice Chair Alford acknowledged the research provided for this
Public Forum issue and requested SAC members receive a copy of presentation.
Staff was directed to revisit this item at the next SAC meeting.
5B. FY 2018 MARQ FEE SCHEDULE
Deputy Director of Community Services Candice Edmondson presented the
proposed fee changes for Legends Hall rental fees and Deputy Director of
Community Services Kate Meacham presented the proposed fees for Champions
Club. The Deputy Directors, along with Director Chris Tribble, responded to questions
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-3
Senior Advisory Commission
Minutes of the September 12, 2017
Page 4 of 4
regarding membership discounts for Champions Club, development of program fees,
locker availability, and senior access to the walking track and the pool.
Staff clarified that the currently proposed Marq Fee Schedule requires users of
Champions Club to either be a paying Champions Club member or pay the
Champions Club non-member program/rental fees. The free Senior Center fitness
classes currently being offered will continue to be free, but will be moving to fitness
rooms within Champions Club. Senior Center members will not have to purchase a
separate Champions Club membership to access those classes. However, new
senior programs and fitness classes offered at Champions Club may be fee based,
therefore, requiring participants to acquire a Champions Club membership or pay the
non-member program fee. Some basic programs/classes will be included with the
Champions Club membership.
A suggestion was made to offer a free walking program (self -lead, no instructor) on
the walking track at a specific time daily for seniors at no charge.
SAC expressed the desire to provide input into the programming fees established in
the Cost Recovery Policy. The Cost Recovery Policy will be presented for SAC
feedback and recommendation in a few months before it is submitted for City Council
consideration.
5C. SENIOR WEBSITE REVISIONS
Deputy Director of Community Services Candice Edmondson presented the revisions
to the senior website pages (www.South lakeSeniorCenter.com) and responded to
questions by the Commission.
6. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 2:16 p.m.
Motion:
Pappy
Second:
Kyle
Ayes:
Alford, Kyle, Pappy and Siebach
Nays:
None
Abstention
None
Vote:
4-0
Motion Carried.
MaryLee Alford, Vice 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
WCITY OF
SOUTHLAKE Senior Advisory Commission Sign -in Sheet
Sept 11, 2017 @ ipm
Senior Activity Center — The Marq Southlake
285 Shady Oaks Dr. - Southlake, TX
lean Boland (Place 1)
Maryl-ee 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
Vacant (Alt 1)
Vacant (Alt 2)
STAFF
Chris Tribble
Candice Edmondson
Tiffany Irwin
Soheila Phelps
Kate Meacham
GUESTS (PLEASE PRINT)
Brighton Greene (CARS)
Erik Phelps (CARS)
Mary King (MMOW)
A� st,,t-L-
4A - 5
SOUTHLAKE PUBLIC COMMENT CARD
TF1�/�$
Please give completed card to City Staff.
PLEASE DO NOT COMPLETE A FORM FOR SOMEONE NOT IN ATTENDANCE.
#I < . A/
Address:
Date:-Z—,42LZZ
Phone (optional):
r
Email (optional): "
Agenda Item # (MUST BE COMPLETED)
I will speak in SUPPORT of this item
wI ill speak In OPPOSITION of this item
I do not wish to speak, but please record my: SUPPORT OPPOSITON
+Li 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
S0UTHLA1<.E
Senior Advisory Commission Meeting:
October 10, 2017
LOCATION: Senior Activity Center
The Marq Southlake
Traditions III
285 Shady Oaks Drive
Southlake, Texas
Members Present: Chair Beverly Blake, Vice Chair MaryLee Alford, Secretary Marge Kyle
and SAC members Barbara Pappy, Natasha Siebach and Esther Spickler
Commission Members Absent: None
Staff Members Present: Deputy Director of Community Services Candice Edmondson,
Hospitality & Sales Manager Tiffany Irwin, Economic Development & Tourism Deputy
Director Daniel Cortez, Assistant to the City Manager Lauren LaNeave, and Senior Services
Coordinator Soheila Mashat-Phelps
Guests: Brighton Greene, CARS Chairman; and Mary King, MMOW Executive Director
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 — Chair Beverly Blake opened Public Forum.
There being no one to address the Commission, Public Forum was closed.
3. REPORTS
3A. METROPORT MEALS ON WHEELS
Metroport Meals on Wheels (MMMOW) Executive Director Mary King provided
participation statistics and financial reports on the congregate luncheon and home
delivery programs and responded to questions.
The Commission discussed the practice of offering complimentary meals for first time
attendees at weekly luncheons and would like to know the origin of the
complimentary meals, if possible.
The Commission inquired about verification of membership status of new attendees
and requested staff continue to work with MMOW to cross reference names on the
MMOW attendance list with the City's senior center membership list.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Minutes of the October 10, 2017
Page 2 of 4
MMOW will continue to monitor attendance information and provide clarification on
their counts during their next quarterly report.
313. CALL A RIDE SOUTHLAKE
Call A Ride Southlake (CARS) Chairman Brighton Greene reviewed the monthly
report and pointed out CARS provided 1,403 one-way trips during the previous 9
month period compared to 1,223 one-way trips the same period last year, averaging
about a 15% increase in one-way trips. The bulk of the increase was trip requests to
the Southlake Senior Center.
CARS representatives attended the Tarrant County Empowering Seniors event and
were approached by other agencies interested in replicating the CARS program.
CARS continues to look for volunteer drivers and spoke about their recruiting efforts.
Use of social media and public announcements at the senior luncheons may help
recruit drivers.
3C. SOUTHLAKE SENIOR FUNDING, INC.
There was no report for this meeting.
3D. CITY MANAGER'S OFFICE
Assistant to the City Manager's Office Lauren LaNeave announced the Citizen
Satisfaction Survey is available online October 15 through November 15 and the Fall
Cleaning Day/Crud Cruiser event will be held October 28 at Dragon Stadium.
3E. ECONOMIC DEVELOPMENT
Economic Development & Tourism Deputy Director Daniel Cortez updated the
Commission about the Business Visitation Program being launched in January to
establish closer relationships with Southlake businesses.
M Kel Ji I ►h L11 L1111 WA&I 4:0 [WK
Hospitality & Sales Manager Tiffany Irwin presented an overview of the September
Senior Activity Center Membership Report.
3G. SENIOR SERVICES
Senior Services Coordinator Soheila Mashat-Phelps reported on new senior
programs and activities added to the monthly calendar in response to requests
received on the Center's Comment Cards, including the Active Shooter presentation
and a Brunch event on November 20, 2017.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4B-2
Senior Advisory Commission
Minutes of the October 10, 2017
Page 3 of 4
4. CONSENT AGENDA Consent Agenda items are considered to be routine by the
Commission and are enacted with one motion.
4A. APPROVAL OF THE MINUTES FROM THE SEPTEMBER 12, 2017 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
Chair Beverly Blake presented the Consent Agenda, including approval of the
minutes of the September 12, 2017 meeting.
TABLED
A motion was made to approve the minutes of September 12, 2017 meeting as
presented.
Motion:
Pappy
Second:
Alford
Ayes:
Alford, Kyle, Pappy
Nays:
None
Abstention
Siebach (Not reviewed minutes); Spickler, Blake (Absent 9/12/17)
Vote:
3-0-3
Motion did not pass for lack of voting Quorum.
The Commission agreed to table consideration of the minutes until the next meeting
due to a lack of sufficient voting members to make a Quorum.
5. CONSIDER
5A. APPROVE SENIOR ADVISORY COMMISSION 4T" QUARTER REPORT
The 4th Quarter SAC Report was presented for feedback and comments. The Report
will be inserted in the City Council meeting packets for the November 7, 2017
meeting. The Commission discussed topics for the quarterly reports.
Beginning with the FY 2018 1st Quarter SAC Report, which will be presented to the
Commission at the January meeting, the report format will be revised to include
membership dashboard data and information on senior activities, as well as any
areas of interest the Commission would like to report to City Council.
APPROVED
A motion was made to approve the 4th Quarter SAC Report.
Motion: Alford
Second: Kyle
Ayes: Alford, Blake, Kyle, Pappy, Spickler and Siebach
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4B-3
Senior Advisory Commission
Minutes of the October 10, 2017
Page 4 of 4
Nays: None
Abstention None
Vote: 6-0
6. DISCUSSION
6A. SENIOR CENTER PARKING
Deputy Director of Community Services Candice Edmondson presented Item 6A and
responded to questions. Steps have been developed to address the parking lot
issues raised over the last few months. The steps include more signage, more visible
signage, naming the lots, and communicating beforehand with any guests coming to
the center that the Gold (lower) lot is reserved for senior citizens and the Green
(upper) lot is for other guests. The Commission discussed possibilities of restriping
the middle section of the existing lower lot and was interested in a feasibility study of
restriping options.
The Commission was invited to attend the Celebrate Southlake cultural event on
Saturday, October 21, 2017 at Frank Edgar Cornish, V Park.
7. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 2:31 p.m.
Motion:
Siebach
Second:
Kyle
Ayes:
Alford, Blake, Kyle, Pappy, Siebach, Spickler
Nays:
None
Abstention
None
Vote:
6-0
Motion Carried.
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
4B-4
WCITY OF
SOUTHLAKE Senior Advisory Commission Sign -in Sheet
October 10, 2017 @ 1pm
Senior Activity Center — The Marq Southlake
285 Shady Oaks Dr. - Southlake, TX
Vacant (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
Vacant (Alt 1)
Vacant (Alt 2)
STAFF
Chris Tribble
Candice Edmondson
Tiffany Irwin
Soheila Phelps
GUESTS (PLEASE PRINT)
Brighton Greene (CARS)
Erik Phelps (CARS)
Mary King (MMOW)
Daniel Cortez
Lauren LaNeave
Bernice McCauley
! ZC_
C1 ] Y OF
STHL1<,..E
MEMORANDUM
November 8, 2017
TO: Senior Advisory Commission
FROM: Candice Edmondson, Deputy Director of Community Services
SUBJECT: Election of Officers for Senior Advisory Commission
Action Requested: Election of Senior Advisory Commission officers
Background
Information: Senior Advisory Commission (SAC) 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 several City boards and
commissions including SAC at their meeting on October 17, 2017. City
Council appointed Ed Grondahl (Place 1), Kathryn Orler (Alternate #1)
and David Barnes (Alternate #2), and reappointed Barbara Pappy
(Place 4) and Marge Kyle (Place7) to serve on the Commission.
With the recent SAC appointments, this item has been placed on the
agenda to allow the Commission the opportunity to elect officers if
desired. Recall at the November 8, 2016 SAC meeting, the Commission
elected officers Chair Beverly Blake, Vice Chair MaryLee Alford and
Secretary Marge Kyle and they may serve out the two-year term to
expire October 2018.
Any sitting Board member may be considered for an officer position.
The following are current SAC members:
■ Ed Grondahl
Place 1
Expire 10/31/18
■ MaryLee Alford
Place 2 (Current vice Chair)
Expire 10/31/18
■ Natasha Siebach
Place 3
Expire 10/31/18
■ Barbara Pappy
Place 4
Expire 10/31/19
■ 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 10/31/19
■ Kathryn Orler
Alternate 1
Expire 10/31/19
■ David Barnes
Alternate 2
Expire 10/31/18
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5A - 1
Senior Advisory Commission
Meeting Date — November 14, 2017
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
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5A-2
Senior Advisory Commission
Meeting Date — November 14, 2017
Page 3 of 3
Supporting
Documents: SAC Bylaws
Staff
Recommendation: Election of Senior Advisory Commission officers
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5A-3
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
5A-4
(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
5A-5
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 .. �* figrr� SeniarA± o ConnnWon
.'' March 2, 2010--' -- T Council
Community Services —SAC Bylaws Page 3 of 3
5A-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
5A-7
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
Senior Advisory Commission Attendance Report
Individual
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
Attendance
Rate
Hrs To
Date
Alford-
a
- - -
aaaa�a�aaa����a
David Barnes
Meeting Attendance
Rate (includes
3/9/17 Jim Miller, Alternate #1 resigned
Packet Insert - SAC Attendance Report