2019-11-12 SAC PacketCITY OF
SOUTHLAK
MEMORANDUM
November 12, 2019
AGENDA NOTES WITH TIMES
TO: Senior Advisory Commission
FROM: Ashley Newhart, Hospitality and Sales Manager
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, November 12, 2019 at 1:00 p.m.
The regular Senior Advisory Commission meeting will begin at 1:00 p.m. in The
Marq Legends Hall Executive Boardroom. A light lunch will be served at 12:30
p.m. Please advise staff if you are not able to attend this meeting
(sphelps@ci.southlake.tx.us or 817.748.8398).
Estimated Time 1:00 — 1:05 p.m.
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 1:05 p.m. — 2:00 p.m.
3. Aaenda Item No. 3. Discussion:
A. City Manager's Office Report — Assistant to the City Manager Lauren
LaNeave will provide a presentation to the Commission. No packet
documents.
B. Metroport Meals On Wheels Report — MMOW Executive Director Mary
King will present a quarterly report to the Commission. A copy of the
September MMOW report, as well as a 2019 cumulative report, are
included in your packet.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 12, 2019
Page 2 of 3
C. Call A Ride Southlake Report — CARS Chairman Ernie Meyer will present
a quarterly report to the Commission. A copy of the CARS 2019
cumulative report is included in your packet.
D. Southlake Senior Funding, Inc. — No packet documents.
E. Community Services Department Report — Hospitality & Sales Manager
Ashley Newhart will present the September Senior Center Report. A copy
of the dashboard report is included in the packet. Ashley Newhart will also
invite all Senior Advisory Commission members to the annual Home for
the Holidays VIP Reception and event.
F. Senior Services Report — Senior Services Coordinator Soheila Mashat-
Phelps will update the Commission on current and future senior
programming and events. No packet documents.
G. December 10, 2019 Senior Advisory Commission Meeting- No packet
documents.
Estimated Time 2:00 — 2:05 pm
4. Agenda Item No. 4. Consent:
A. Approve the October 8, 2019 Senior Advisory Commission Meetin
Minutes — Please include any corrections to the minutes in your motion.
Estimated Time 2:05 pm — 2:30pm
5. Aaenda 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 1, 2019 City Council appointments. If you are
interested in an officer position you may make your interest known at the
meeting or by contacting Hospitality and Sales Manager Ashley Newhart
or Chair Maryl-ee Alford. Your packet memo provides information for
consideration.
B. Approve Senior Advisory Commission 4th Quarter Dashboard Report —
Ashley Newhart will present the SAC 4th Quarter Dashboard Report. A
copy of the report is included in the packet. If approved, the report will be
included in the December 3, 2019 City Council meeting packet.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 12, 2019
Page 3 of 3
Estimated Time 2:30 pm- 2:40 pm
6. Agenda Item No. 6. Adjournment
OTHER ITEMS OF INTEREST
As usual, your packet contains a copy of the SAC Attendance Report for your
information.
Join us for a Home for the Holidays VIP Reception on Saturday, November 23, 2019
from 4:30 — 6PM at Southlake Town Hall prior to the annual Tree Lighting Event.
Recommended parking in the West Parking Garage.
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/list.aspx.
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.
Ashley Newhart
Hospitality & Sales Manager
Legends Hall at The Marq Southlake
P: (817) 748-8918
anewhart(@-ci.southlake.tx.us
Kate Meacham, Deputy Director of Community Services, 817-748-8018, (kmeacham(@ci.southlake.tx.us)
Soheila Mashat-Phelps, Senior Services Coordinator, 817-748-8398,(smashatphelps(a)ci.southlake.tx.us)
Marcy Haddadi, Administrative Secretary, 817-748-8184, (mhaddadi(@ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
UCfTY OF
SOUTHLAKE
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, NOVEMBER 12, 2019
LOCATION: THE MARQ SOUTHLAKE
Legends Hall — Executive Boardroom
285 Shady Oaks Drive
Southlake, Texas 76092
REGULAR AGENDA
TIME: 1:00 P.M.
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. We respectfully ask that anyone stepping forward to speak during Public
Forum to please limit remarks to three minutes or less.)
3. Discussion
A. City Manager's Office
B. Metroport Meals On Wheels
C. Call A Ride Southlake
D. Southlake Senior Funding, Inc
E. Community Services Department
F. Senior Services
G. December 10, 2019 Senior Advisory Commission Meeting
4. Consent
A. Approve the October 8, 2019 Senior Advisory Commission meeting
minutes
5. Consider
A. Election of Officers for Senior Advisory Commission
B. Recommendation of Senior Advisory Commission 4th Quarter
Dashboard Report
6. Adjournment
A quorum of the City Council may be present at this meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 12, 2019
Page 2 of 2
CERTIFICATE
I hereby certify that the abo ,?pda was posted on the official bulletin boards at Town Hall,
1400 Main Street, SoutEmmon�Adp
s!>p� Friday, November 8, 2019 by 6:00 p.m. pursuant to
,, -apter 551 of the Tez
CoV O
d s
O•
A elley, T KZ>- i
City Secretary'
If you plan to attend this pu (Ung14f" OlMd 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
Detail Report on Congregate Luncheon
Month of: September
Division: Southlake
Previous Year
Totals
9/9/2019
9/16/2019
9/23/2019
9/30/2019
Monthly Totals
(3 luncheons)
Southlake Seniors
49
30
33
42
154
118
# of Other Seniors
58
35
32
28
153
134
# Volunteers
9
6
6
9
30
22
Staff
1
1
1
1
4
3
SL Staff/City
Employees -Others
5
0
3
1
9
8
To Go Meals
10
40
25
10
85
0
Meals left for city
0
0
0
0
0
70
TOTAL
1
ATTENDANCE
132
112
100
91
0
435
355
Volunteer Hours
Restaurant Used
# Meals ordered from
Centralized Kitchen
$ Cost of Food
Ordered
40 28 28 40
Feedstore Joe's Pizza Tom Thumb Asian Top
BBQ
$ 500.00 I $ 420.00 I $ 189.29 I $ 330.00 I $ - II $ 1,439.29 II II $ 1,305.00
Supplemental Food
$ 126.47
$ 107.14
$ 160.64
$ 107.72
$ -
1 $ 501.971
1$ 423.35
Non-food Items
$ 65.16
$ -
$ 58.63
$ -
$ -
$ 123.79
$ 106.50
$ Collected for Food
Served
$ 388.00
$ 236.00
$ 249.00
$ 258.00
$ -
$ 1,131.00
$ 868.00
$ Collected for Other
Reasons`
$ -
$ -
$ -
$ -
$ -
$ -
$ -
1st time -Non pay
0
0
0
0
$ -
90+ non pay
7
3
5
7
$ -
27
29
3B-1
Metroport Meals On Wheels Cumulative Monthly Report Month of: 2018 To Date
P. O. Box 204 Detail Report on Congregate Luncheon Division: Southlake
428 N. Hwy 377
Southlake Seniors
Non-resident Seniors
# Volunteers
MMOW Staff
90+ non pay
1 st Visit -No Pay
City Employees --No Pay
To Go Meals
Meals left for city
TOTAL ATTENDANCE
Total Paid Meals
Volunteer Hours
Restaurant Used
Kitchen
Oct-1 81
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19
Apr-1 911
May-19
Jun-19
Jul-19
Aug-19
Sep-19
1 YTD Totals
163
118
128
113
154
132
194
119
150
205
154
1541
1784
240
172
156
156
199
193
215
137
168
209
153
1531
2151
40
25
31
29
35
39
40
26
45
50
30
30
420
5
3
3
3
4
4
5
3
4
5
4
4
47
50
36
35
21
34
30
31
23
27
32
22
22
363
43
24
24
21
14
18
25
27
21
42
0
01
259
9
8
13
7
7
6
6
3
1
4
9
9
82
0
0
0
0
0
0
0
20
0
3
85
851
193
200
59
37
41
60
99
55
63
84
90
0
0
788
750
445
427
391
507
521
571
421
500
640
457
4571
7
403
290
284
269
353
325
409
256
318
414
307
307
393E
180
112
136
128
156, 172
180I
116I
196I
220I
136, 136
1868
Feedstore/Chilos
IFeedstore/Chuy'
o's/Meat U
Feedstore/
Feedstore/ Feedstore/Joes/
Feedstore/
Feedstore/Mea
Feedstore/Gold
s/ Joe's
Feedstore/
Feedstore/Joes
Anywhere/Joe's
Meat U
Feedstore/
Joe's/Golden Meat U
Chuy's/Golden
t U
en
Pizza/Asian
Joe's
/Tom
Pizza & Pasta/
Anywhere/
Feestore/Meat
Chuy's/Asian
Corral/Asian Anywhere/Asian
Corral/Joe's/As
Anywhere/Fire
Corral/Chuy's/A
Top/Meat U
Pizza/Chuy's/A
Thumb/Asian
Asian Top
Asian Top
U Anywhere
Top
Top Top
ian Top
Dept Cookout
sian Top
Anywhere
sian Top
Top
525 I 325 I 355 I 325 I 425 I 440 I 525 I 400 I 425 I 525 I 425 I 42511 5120
$ Cost of Food Ordered
$
Supplemental Food Cost
$
Non-food Items Cost $
Staff & Program Support & Mileage $
Total Meal Cost
$
$ Collected for Food Served
$
$ Collected for Other Reasons*
$
Total Sr.Ctr. $$ Collected
$
Net Cost of Sr Ctr Meals
$
Home Delivered Meals
Volunteer Hours
Cost of Meals
$
Cost of Staff & Program Support
$
Total HD Meal Costs
$
$ Collected for HD Meals
$
Net Cost of HD Meals
$
2,172.53
$
1,550.00
$
1,260.00
$
1,400.00
$
1,832.00
$
1,885.00
$ 2,300.00
$ 1,561.11
$
1,848.49
$
2,340.00
$
1,439.29
$
1,439.29
$
21,027.71
612.52
$
602.83
$
627.32
$
430.62
$
649.93
$
769.34
$ 831.57
$ 327.99
$
568.56
$
682.24
$
501.97
$
501.97
$
7,106.86
141.18
$
82.78
$
112.28
$
92.68
$
90.81
$
196.65
$ 156.43
$ 96.30
$
114.08
$
106.30
$
123.79
$
123.79
$
1,437.07
2,134.39
$
2,143.81
$
2,152.16
$
2,119.66
$
2,135.38
$
2,127.43
$ 2,137.81
$ 2,138.39
$
2,140.36
$
2,150.05
$
2,101.84
$
2,111.83
$
25, 593.11
5,060.62
$ 4,379.42
$
4,151.76
$ 4,042.96
$
4,708.12
$
4,978.42
$ 5,425.81
$ 4,123.79
$
4,671.49
$
5,278.59
$
4,166.89
$ 4,176.88
$
55,164.75
1,371.00
$
1,139.00
$
1,000.00
$
941.00
$
1,316.00
$
1,211.00
$ 1,646.00
$ 937.00
$
1,164.00
$
1,527.00
$
1,131.00
$ 1,131.00
Is
14, 514.00
1,371.00
$
1,139.00
$
1,000.00
$
941.00
$
1,316.00
$
1,211.00
$ 1,646.00
$ 937.00
$
1,164.00
$
1,527.00
$
1,131.00
$ 1,131.00
$
14, 514.00
3,689.62)
$ (3,240.42)
$ (3,151.76)
$ (3,101.96)
$ (3,392.12)
$
(3,767.42)
$(3,779.81)
$(3,186.79)
$ (3,507.49)
$
(3,751.59)
$ (3,035.89)
$(3,045.88)
$
(40,650.75)
123
114
130
159
118
119
135
121
137
195
139
116
1606
46
42
40
46
40
42
44
44
40
44
44
36
508
615
$
570
$
650
$
795
$
590
$
595
$ 675
$ 605
$
685
$
975
$
695
$
580
$
8,030
890
$
890
$
890
$
890
$
890
$
890
$ 890
$ 890
$
890
$
890
$
890
$
890
$
10,680
1,50E
$
1,460
$
1,540
$
1,685
$
1,480
$
1,485
$ 1,565
$ 1,49E
$
1,575
$
1,865
$
1,585
$
1,470
$
18,710
275
$
270
$
293
$
345
$
255
$
295
$ 275
$ 220
$
225
$
325
$
220
$
200
$
3,198
(1,230)
$
(1,190)
$
(1,247)
$
(1,340)
$
(1,225)
$
(1,190)
$ (1,290)
$ (1,275)
$
(1,350)
$
(1,540)
$
(1,365)
$
(1,270)
$
(15,512)
Prior YTD
Totals
1463
2394
399
46
346
351
105
8
654
5766
3857
1789
Feedstore/Golden
Corral/Chuy's/Asi
an Top/Joe's
4,740
$ 19,438.32
$ 7,226.18
1,295.35
$ 27,830.84
$ 55,790.69
$ 14,611.23
$ 14,611.23
$ (41,179.46)
1905
518
$ 9,525
$ 8,952
$ 18,477
$ 3,285
$ (15,192
Total Cost of SC & HD Meals $ 6,566 $ 5,839 $ 5,692 $ 5,728 $ 6,188 $ 6,463 $ 6,991 $ 5,619 $ 6,246 $ 7,144 $ 5,752 $ 5,647 $ 73,87E $ 74,268
City Allocation $ 1,667 $ 1,667 $ 1,667 $ 1,667 $ 1,667 $ 1,667 $ 1,667 $ 1,667 $ 1,667 $ 1,667 $ 1,667 $ 1,667 $ 20,004 $ 20,004
MMUVV e os o r r
Meals $ (4,919.62) $(4,430.42) $(4,398.76) $(4,441.96) $(4,617.12) $ (4,957.42) $(5,069.81) $(4,461.79) $ (4,857.49) $ (5,291.59) $(4,400.89) $(4,315.88) $ (56,163) $ (56,371.46)
Metroport Meals On Wheels
FY2018 and YTD2019 Southlake Program Expense Report
2018 Southlake
2019 Southlake
2019 Southlake
2019 Southlake
2019 Southlake
2019 Southlake
Expense Item
@ 9/30/18
Q1 @ 12/31/18
Q2 @ 3/31/19
Q3 @ 6/30/19
Q4 @ 9/30/19
@ 9/30/19
SOUTHLAKE RESIDENT HOME
I
DELIVERY
Southlake Residents, YTD total
11
13
Meals Delivered to Southlake
Residents
2,818
617
544
551
642
2354
Meal Costs
$
10,145
$
2,012
$
3,188
$
1,616
$
2,396
9212
Staffing
$
6,152
$
1,732
$
1,726
$
1,881
$
1,887
7226
Program Support and Admin
Costs
$
2,804
$
811
$
935
$
389
$
719
2854
Support Services, Pet Patrol,
Staples, Winter Meals
$
1,303
$
438
$
440
$
325
$
372
1575
Volunteers (in -kind)
$
6,500
$
1,625
$
1,625
$
1,625
$
1,625
6500
Home Delivery Total Cost
$
26,904
$
6,618
$
7,914
$
5,836
$
6,999
$
27,367
SOUTHLAKE SENIOR CENTER
Meals Served
5,371
1,622
1,421
1,436
1,667
6,146
Meal Costs
$
29,244
$
8,365
$
7,844
$
6,841
$
7,111
30,161
Staffing
$
17,479
$
3,739
$
3,895
$
4,401
$
4,272
16,307
Program Support and Admin
Costs
$
5,609
$
1,621
$
1,871
$
1,229
$
987
5,708
Volunteers (in kind)
$
11,040
$
2,760
$
2,760
$
2,760
$
2,760
11,040
M
moor-
Senior Center Total Cost
$
63,372
$
16,485
$
16,370
$
15,231
$
15,130
$
63,216
Total Cost of MMOW Meal
Programs
$
90,276
$
23,103
$
24,284
$
21,067
$
22,129
$
90,583
Fees from Home Delivery
Participants
$
3,357
$
795
$
815
$
850
$
770
$
3,230
Fees from Senior Center
Participants
$
13,937
$
3,510
$
3,468
$
3,747
$
3,901
$
14,626
Southlake City Allocation
$
20,000
$
51000
$
51000
$
51000
$
51000
$
20,000
MEAL PROGRAMS TOTAL
MMOW NET COST
$
52,982
$
13,798
$
15,001
$
11,470
$
12,458
$
52,727
3B-3
A. I L_ A RI
a� sotri��+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
Fick 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 < = 54
Total
Monthly Summary of Service Provided to Seniors and Handicapped - 2019
Jan Feb March April May June jul9 Aug SeR oct Nov' Doe Totals
7
0
0
8
0
0
5
5
0
25
480
487
487
495
495
495
500
505
505
505
24
24
24
24
24
24
24
23
24
23
16
16
15
14
14
14
13
16
15
133
22
24
22
24
23
20
22
21
22
23
770
1143
1108
1139
1105
763
1043
1044
941
9056
27
40
39
41
39
28
38
39
34
325
28
35
39
28
47
28
8
17
32
262
21
10
31
15
35
37
18
10
14
191
0
0
0
0
0
0
4
0
1
5
0
0
0
0
0
0
0
0
0
0
0
21
19
26
36
29
23
31
31
31
247
47
107
86
93
107
67
93
93
85
778
6
10
4
2
2
2
0
6
14
46
2
0
0
0
0
0
0
0
0
2
0
0
0
0
0
0
0
0
0
0
31
46
46
35
30
25
30
30
15
288
0
0
0
0
0
0
0
0
0
0
107
182
162
166
168
117
154
160
145
1361
90
163
140
138
145
97
127
133
124
1157
17
19
22
28
23
20
27
27
21
204
107
182
162
166
168
117
154
160
145
1361
3C-1
Senior Activity Center
Cumulative Report FY19
Membership & Program Attendance
nig
THE MARQLEGENDS HALL
Fitness
Oct Nov Dec Jan
Feb
Mar
Apr
May
Jun Jul Aug
Sep
Fitness Class Total 611 586 372
686
658
547
577
605
600
687
684
626
Fitness Class Average 15 15 13
17
18
15
9
10
11
9
10
9
Resident Attendance W 2821
510
515
4441
490
483
499
545
541
519
Non -Resident Attendance 90
176
143
103
87
1221
101
142
1431
124
Chair Pilates Total (Fri) 71 101 81
85
97
97
20
29
46
32
50
47
Chair Pilates Average 24 25 20
22
24
19
7
6
12
8
10
12
Resident Attendance 69
731
85
94
27
25
44
22
50
47
Non -Resident Attendance 12
12
12
3
0
4
2
10
0
0
Chair Pilates Total (Wed)
27
47
20
42
23
36
Chair Pilates Average
9
9
5
11
6
9
Resident Attendance
20
47
20
42
21
31
Non -Resident Attendance
L 0
0
0
0
2
5
Chair Yoga Total (Mon) 1101 741 77
110
100
62
971
33
32
781
85
84
Chair Yoga Average 22 251 19
22
25
16
19
17
16
16
21
21
Resident Attendance 63
85
86
57
87
29
27
62
67
72
Non -Resident Attendance 14
25
14
5
10
4
5
16
181
12
Chair Yoga Total (Wed) 0 55 39 45
60
55
311
31
42
33
44
39
42
Chair Yoga Average IF 11 10 11
15
14
10
8
8
8
9
10
11
Resident Attendance 0
35
42
31
30
42
31
41
27
38
Non -Resident Attendance 0
25
13
0
1
0
2
3
12
4
Gentle Yoga Total
34
70
68
55
82
49
Gentle Yoga Average
11
14
17
18
161
12
Resident Attendance
34
65
64
54
75
45
Non -Resident Attendance
0
5
4
1
7
4
Fun & Fitness Total (Mon)
51
31
41
48
34
37
Fun & Fitness Average
10
10
101
10
9
9
Resident Attendance
39
23
30
27
16
21
Non -Resident Attendance
12
8
11
21
18
16
Fun & Fitness Total (Tue) 61 69 52
78
78
56
54
36
41
45
36
35
Fun & Fitness Average 151 171 17
20
20
19
111
9
10
9
9
9
Resident Attendance 43
62
68
46
48
31
38
40
32
30
Non -Resident Attendance 9
16
10
10
6
5
3
5
4
5
Fun & Fitness Total (Thu) 62 70 55
1011
86
68
40
45
37
29
54
39
Fun & Fitness Average 16 18 14
201
22
17
10
9
9
101
11
10
Resident Attendance 45
86
68
561
37
41
34
25
46
35
Non -Resident Attendance 10
15
18
12
3
4
a
4
8
4
Line Dance Total 31 29 24
28
42
34
52
37
46
54
32
20
Line Dance Average 8 7 61
9
11
9
10
121
12
11
81
7
Resident Attendance
18
31
23
40
27
32
40
26
16
Non -Resident Attendance
10
111
11
12
10
14
14
6
4
Tai Chi 1 Total 58 55 47
68
50
46
47
61
46
42
64
51
Tai Chi 1 Average 15 14 12
14
17
15
16
12
12
14
13
13
Resident Attendance 31
50
36
31
35
461
32
28
371
31
Non -Resident Attendance 16
181
14
151
12
15
14
14
27
20
Tai Chi 2 Total 1 181 201 23
24
23
28
29
51
37
31
32
26
Tai Chi 2 Average 6 5 6
5
8
9
10
10
9
10
6
7
Resident Attendance 15
12
16
24
22
31
30
25
22
16
Non -Resident Attendance 8
12
7
4
71
20
7
6
101
10
Zumba Gold Total (Tue) 99 801 75
67
50
35
40
31
42
54
28
51
Zumba Gold Average 20 20 19
23
25
12
10
8
11
14
9
13
Resident Attendance
53
39
29
32
21
33
44
22
40
Non -Resident Attendance
14
11
6
8
10
9
10
6
Zumba Gold Total (Fri) 46 49 37
65
77
90
27
83
68
67
70
74
Zumba Gold Average (Fri) 12 12 9
16
19
18
14
17
17
17
18
19
Resident Attendance 16
36
44
53
13
46
41
34
48
50
Non -Resident Attendance 21
29
33
37
14
37
271
33
22
24
Walking Track I (Mon)
13
2
13
34
23
21
Walking Track I Average
3
2
3
7
6
5
Resident Attendance
11
2
13
34
20
21
Non -Resident Attendance
2
0
0
0
3
0
Walking Track I (Wed)
5
11
12
15
4
14
Walking Track I Average
2
1
3
3
1
4
Resident Attendance
5
1
12
10
4
14
Non -Resident Attendance
0
0
0
5
0
0
alking Track 11(Mon)
6
4
18
17
13
16
Walking Track II Average
21
4
51
3
3
4
Resident Attendance
6
4
18
17
13
11
Non -Resident Attendance
0
0
0
0
0
5
Walking Track II (Wed)
4
2
0
2
15
1
Walking Track II Average
1
2
0
0.4
4
0
Resident Attendance
4
2
01
0
15
1
Non -Resident Attendance
01 01 01 2 0 0
3E
450
400
350
300
250
200
150
100
50
0
300
200
100
0
Senior Activity Center
September 2019
Membership &
Program Attendance
Membership by Age
411
193
13 23
55-64 65-74
Visits
281
76
12 1
7 85-94
2000
1476
1500
1000
500
0 M"i
Visits
Total Visits ■ Unique Visits
Average Visits:
4
Social
224
0 0
0 0 28
Movies & Art Dances Bridge, Bingo &
Memoirs
Total Attendees (Average Attendence
Fitness / Wellness
1000
643
500 23
10 12
0
Fitness Classes Wellness Seminars
Total Attendees (Average Attendence
100
80
84
Total
Membership
■ New Members
6
0
95-105
400
300
200
100
0
60
40
20
0
New Members by Gender
Female
■ Male
51%
Total Members by Gender
Female
■ Male
64 %
New Members by Residency
■ Resident
24% Non -Resident
Total Members by Residency
-1 ■ Resident
27% Non -Resident
MMOW
307
77
Lunch Attendees
Total Attendees ■ Average Attendence
Number of MMOW Lunches Hosted:
4
Educational / Cultural
41
9 12 11 21
9 6 11
History Technology Life Planning Trips
Total Attendees (Average Attendence
Trips:
Senior Follies, 24 Attendees
Most well attended social program:
Duplicate Bridge, 33 Average Attendees
Most well attended fitness program:
Chair Yoga, Average 21 per class
Fitness
74
60
47
42
49
39
51
51
40 9
12
21
11
12
5
16
4
9
9
10
20
26
13
19
20
4
0
Chair
Chair
Chair
Chair
Gentle
Walking
Walking
Walking
Walking
Fun &
Fun &
Fun &
Line
Tai Chi 1 Tai Chi 2
Zumba
Zumba
Pilates
Pilates
Yoga
Yoga
Yoga
Track I
Track I
Track II
Track II
Fitness
Fitness
Fitness
Dance
(100) (100)
Gold
Gold (Fri)
(Wed)
(Fri)
(Mon)
(Wed)
(100)
(Mon)
(Wed)
(Mon)
(Wed)
(Mon)
(Tue)
(Thu)
(75)
(Tue)
(100)
(48)
(48)
(100)
(48)
(48)
(48)
(48)
(48)
(100)
(48)
(48)
(100)
Total Attendees (Average Attendees Per Class
CITY
SOUTHLAKE
Senior Advisory Commission Meeting Minutes: October 8, 2019
LOCATION: The Marq Southlake
Legends Hall Executive Boardroom
285 Shady Oaks Drive
Southlake, Texas
Members Present: Chair MaryLee Alford, and Vice Chair Kathryn Orler, and SAC
members, Patty Howell, Barbara Pappy, Esther Spickler, Greta Schumacher, Bernadette
MacDermott, and Jayne Winfrey (Alt #2)
Commission Members Absent: Wendy Polk (Alt#1)
Staff Members Present: Director of Community Services Department Chris Tribble,
Hospitality and Sales Manager of Legends Hall at The Marq Southlake Ashley Newhart, and
Senior Services Coordinator Soheila Mashat-Phelps
Guests: Economic Development Deputy Director Daniel Cortez, and Southlake Senior
Funding Inc. Board Member Bernie McCauley ice`_
1. CALL TO ORDER
Chair MaryLee Alford called the meeting of the Senior Advisory Commission to
order at 1:00 p.m.
2. PUBLIC FORUM ��
There being no one present to address the Commission, Public Forum was closed.
3. DISCUSSION
3A. ECONOMIC DEVELOPMENT REPORT
(Tabled after 3E)
The quarterly Economic Development Oral Report was presented by Daniel Cortez,
the Deputy Director of Economic Development. He answered questions on the Annual
Southlake Business Climate Survey.
3B. METROPORT MEALS ON WHEELS REPORT
Metroport Meals On Wheels (MMOW) provided the August 2019 report
i n t h e m e e t i n g p a c k e t. The Commission did not have any questions on the
reports.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountabill'' yam♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Minutes of the October 8, 2019
3C. CALL A RIDE SOUTHLAKE REPORT
Call a Ride Southlake Report provided the CARS 2019 cumulative report which was
included in the meeting packet. The Commission did request an explanation with
brief detail of the organization. Staff provided the Commission the information.
3D. SOUTHLAKE SENIOR FUNDING, INC
SSFI did not provide packet documents.
3E. COMMUNITY SERVICES REPORT
Hospitality and Sales Manager, Ashley Newhart, presented the August 2019
dashboard report and the 2019 cumulative report and responded to questions and
comments on the report. She also responded to the September 10, 2019 public
forum question presented by Lou Braun regarding why the doors weren't open and
the wrong response he received from Champions Club staff. Staff confirmed a
training opportunity had been completed to ensure proper opening and closing
procedures are met to ensure that the Legends Hall doors are open during
operational times even if someone calls in sick which happened in this instance. Staff
also communicated the Legends Hall doors will be replaced with different hardware.
Community Services Director, Chris Tribble, introduced himself and his role within the
department. He also discussed Senior Advisory Commission bylaws and
responsibilities. _
3F. SENIOR SERVICES REPORT
Senior Services Coordinator, Soheila Phelps presented updates regarding the recent
addition to the Senior Activity Center, Katherine Dye, the new full-time Recreation
Specialist. Barbara Pappy also notified the Senior Advisory Commission this meeting
would be her last meeting as she resigned in order to move to Atlanta.
4. CONSENT
CONSENT AGENDA Consent Agenda items are considered routine by the
Commission and are enacted with one motion.
4A. APPROVAL OF THE MINUTES FROM THE SEPTEMBER 10, 2019 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
Chair MaryLee Alford presented the Consent Agenda, including approval of the
minutes of the September 10, 2019 meeting.
APPROVED
A motion was made to accept the minutes of September 10, 2019 meeting as read.
4A-2
Senior Advisory Commission
Meeting Minutes of the October 8, 2019
Motion: Orler
Second: Pappy
Ayes: Alford, Howell, Spickler, Schumacher, MacDermott
Nays: None
Abstention None
Vote: 7-0
Motion passed.
5. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 2:42 p.m.
Motion: Schumacher .i
Second: MacDermott
Ayes: Alford, Kyle, Orler, Howell, Spickler
Nays: None
` Abstention None
Vote: 7-0
Motion passed.
Maryl-ee Alford, Chair Community Services Department
A digital recording of this meeting is available by request in the Office of the City Secretary.
4A-3
MEMORANDUM
November 12, 2019
TO: Senior Advisory Commission
FROM: Ashley Newhart, Hospitality and Sales Manager
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 1, 2019. City
Council appointed Greta Schumacher (Place 6), Bernadette
MacDermott (Place 7), Wendy Polk (Alternate #1) and Jayne Winfrey
(Alternate #2), 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. Please also view the Senior Advisory Commission Bylaws for
more information.
Any sitting Board member may be considered for an officer position.
Alternates are not permitted to serve as an officer. We ask that
members of the board interested in serving as Chair, Vice Chair, or
Secretary make their intent known at the Commission meeting. The
following are current SAC members available for elections:
Place 1- Patty Howell
Place 2- MaryLee Alford (current Chair)
Place 3- Kathryn Orler (current Vice Chair)
Place 4- Vacant
Place 5- Esther Spickler
Place 6- Greta Schumacher
Place 7- Bernadette MacDermott
5A-1
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: Chair and Vice Chair shall be present twice a month for Pre -SAC
Agenda meeting and the SAC meeting.
5A-2
Supporting
Documents: SAC Bylaws
Staff
Recommendation: Election of Senior Advisory Commission officers
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.
20M
L
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 Activity Center
FY2019 - Q4
July 2019 - September 2019
Membership & Program Attendance
350
300
250
200 183
167
150
100
100
50
0
2500
2000
1500
1000
500
26
■
Res Non
55-64
320 317
Membership by Age
■ Fiscal Year 2018
305
■ Fiscal Year 2019
277
all
170
Res Non Res Non
65-74 75-84
Programs
39 40 38
0 0
Res Non
85-94
1059
802
qmm--
168 98
118
14 12 31
0
FaUcatlohal/cUltUr FaUcat%pna//cU/tUr social
Fy18 soc�d l FY19
alFy18 alFY19
FYI Net Promoter Score: 9.84
FY19Q4 Net Promoter Score: 8.98
Most well attended trips:
Senior Follies, 24 Attendees
Summer Fun @ Silverado, 14 Attendees
Most well attended programs:
Luau Party, 94 Attendees
Outside the Box Seminar, 29 Attendees
Most well attended fitness program:
Chair Yoga (Mon), Average 19 per class
Comments from our members:
"The Luau was grand, enjoyable & had great entertainment. There was
good food & it was a very nice event!"
"Soheila is so very nice! She always goes way above what could be
expected to help you."
5000
4500
4000
3500
3000
2500
2000
1500
1000
500
0
4550
1773
5 3 9 3
Res Non
95-105
2173
14 10
Fl thess/wellness F Fitness/we//tress F
Y78 Y19
1476
FY18 FY19
"Everything at the Senior Center and Champion's Club exceed my Total Visits ■ Unique Visits
expectations!" *Unique visits captures individual visitors to the Senior Center
Senior Advisory Commission Attendance Report
t :
tAttendance
Individual
Rate
2
MaryLee Alford
100%
10.75
3
Kathryn Orler
100%
10.75
4
Barbara Pappy
X
X
X
V
0%
0
5
Esther Spickler
V
X
X
V
75%
9
6
Greta
Schumacher
100%
1.75
7
Bernadette
MacDermott
100%
1.75
Alt 1
Wendy Polk
X
X
0%
0
Alt 2
Jayne Winfrey
X
X
X
100%
1.75
Meeting Attendance
Rate (includes
substitutions)
100%
67%
78%
88%
88%
75.00%
86%
89%
Total Hours
1
1.75
1.25
2
1.5
1
0.5
1.75
10.75
Monthly
Attendance
2019 F 84%
IIn attendance
X
Not present; no substitute
w
Substitute in attendance
•
Vacant position
Meeting Canceled
No quorum; Meeting Canceled
Change in Representative