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2020-08-11 SAC PacketCITY OF SOUTHLAKE MEMORANDUM August 3, 2020 AGENDA NOTES WIT" TO: Senior Advisory Commission FROM: Ashley Newhart, Hospitality and Sales Manager SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, August 04, 2020 at 10:00 a.m. The regular Senior Advisory Commission meeting will begin at 10:00 a.m. virtually on the City's webex program. The meeting will be held as a virtual meeting with access via this link https://bit.ly/081120SACMeeting, hosted through Webex. The public will be permitted to offer public comments as provided by the agenda and as permitted by the presiding officer during the meeting via this link https://bit.IV/081120SACMeeting, hosted through Webex. 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 p.m. — 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. — 1:20 p.m. 3. Agenda Item No. 3. Discussion: A. Senior Services Report — Senior Services Coordinator Soheila Mashat- Phelps will update the Commission on current and future senior programming and events. A copy of the dashboard and cumulative report are included in your packet. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Date —August 11, 2020 Page 2 of 2 Estimated Time 1:20 p.m. — 1:25 p.m. 4. Agenda Item No. 4. Consent: A. Approve the February 11, 2020 Senior Advisory Commission Meeting Minutes — Please include any corrections to the minutes in your motion. Estimated Time 1:25 p.m. — 1:40 p.m. 5. Agenda Item No. 5. Consider: A. Recommendation to Aaarove Proposed Fiscal Year 2021 Senior Services General Fund Budget — The proposed FY 2021 Senior Services General Fund Budget is being presented to the Senior Advisory Commission for your consideration and recommendation to City Council. A copy of the proposed budget is included in your packet. 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. 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/iist.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(a-_)ci.southlake.tx.us Soheila Mashat-Phelps, Senior Services Coordinator, 817-748-8398,(smashatphelps(d)ci.southlake.tx.us) Marcy Haddadi, Administrative Secretary, 817-748-8184, (mhaddadi(c).ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF © SOUTHLAKE SENIOR ADVISORY COMMISSION MEETING: TUESDAY, AUGUST 11, 2020 LOCATION: VIA VIRTUAL MEETING NOTICE IS HEREBY GIVEN in accordance with order of the Office of the Governor issued March 16, 2020, the City Council of the City of Southlake will conduct this meeting virtually in order to advance the public health goal of limiting face-to-face meetings (also called "social distancing") to slow the spread of the Coronavirus (COVID-19). This Notice and Meeting Agenda, and the Agenda Packet, are posted online at https://www.citvofsouthlake.com/AgendaCenter The public will be permitted to offer public comments as provided by the agenda and as permitted by the presiding officer during the meeting via this link https:Hbit.ly/081120SACMeeting, hosted through Webex. A recording of this meeting will be made and will be available to the public in accordance with the Open Meetings Act. REGULAR AGENDA TIME: 10:00 a.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. Senior Services Report 4. Consent A. Approve the February 11, 2020 Senior Advisory Commission Meeting Minutes City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5. Consider A. Recommendation to Approve Proposed Fiscal Year 2021 Senior Services General Fund Budget 6. 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, SogyttMtNe,,1 Texas, on Friday, August 7, 2020 by 6:00 p.m. pursuant to Chapter 551 of th�>p�J(T". ( r%xje�nt Code. lC .• •'••••'� � �i V��� ..� , Veronica Lorry 7RlM k Deputy City Sec Aary If you plan to attenNp- OuWli*meetoj and have a disability that requires special needs, please advise the City Secretary 48 dtwpo,ipdy�nce at 817.748.8016 reasonable accommodations will be made to assist you. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Senior Activity Center FY2020 - Q2 January 2020 - March 2020 Membership & Program Attendance 300 250 200 150 100 50 0 Res 55-64 Non 2500 2018 2000 1500 1000 500 16 0 ■— Membership by Age 70 59 Res 65-74 Non 169 120 101 83 Res 75-84 Non Programs Fitness�wellne S/F ess�we//Hess F SOcia/ Fy19 SOpol Fy20 y1g yZ0 FY19Q2 Net Promoter Score: 99.38 6000 FY20Q2 Net Promoter Score: 98.44 5000 Most well attended trips: Holocaust Museum, 22 Members Attended 4000 Most well attended programs: Valentines Day Luncheon, 121 Members Attended 3000 Most well attended fitness program: Chair Yoga (Mon), 25 Average Attendance Comments from our members: 2000 "Everyone is so friendly. The valentines luncheon Was so nice, the food was delicious, so nice of The Southlake woman's club to take their time out for us." 1000 "Wonderful lunch the food was terrific the prizes were great the marq is fantastic loved every minute of the luncheon" 0 Fiscal Year 2019 ■ Fiscal Year 2020 42 30 1 30 28 Res 85-94 Non 3 2 3 2 Res 95-105 Non 41 22 5 6 FaUcat/Ond IOU t�r cat/Oral/cUltvr al Fy19 al Fy20 5124 68 34 14 17 Tr/ps Fy19 Tr/As Fy20 538 503 FY 19Q2 FY20Q2 i Total Visits ■ Unique Visits *Unique visits captures individual visitors to the Senior Center Senior Activity Center THE MARQ Cumulative Report FY20 LEGENDS HALL Membership & Program Attendance ILIRIM12 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Total Memberships 708 758 735 790 834 822 822 822 822 828 0 0 Male 271 291 284 301 320 316 316 316 316 318 Female 437 467 451 489 514 506 506 506 506 510 Resident 536 578 548 591 617 612 612 612 612 618 Non -Resident 172 180 187 199 217 210 210 210 210 210 Total New Memberships 56 49 34 71 22 25 0 0 0 6 0 0 Male 27 20 14 23 10 7 0 0 0 2 Female 29 29 20 48 12 18 0 0 0 4 Resident 40 41 21 56 15 17 0 0 0 6 Non -Resident 16 8 13 15 7 8 0 0 0 0 Total Visits 1311 8951 1303 1406 1620 751 01 0 0 0 Unique Visits 356 291 317 3591 385 311 0 0 01 0 Average Visits 4 3 4 4 4 2 0 0 0 0 MMOW Totals 296 274 229 227 195 0 0 385 381 MMOW Average 74 91 76 76 98 0 0 77 95 Number of Lunches 1 41 31 3 3 2 1 01 0 5 4 Oct Nov Dec Jan Feb Mar Apr I May Jun Jul Aug Sep Social Program Total 276 175 283 203 480 175 0 0 0 0 Social Program Average 21 19 22 20 14 9 0 0 0 0 Educational/Cultural Program Total 11 16 4 14 8 0 0 0 0 0 Educational/Cultural Program Average 6 5 2 4 8 0 0 0 0 0 Wellness Seminar Total 47 0 0 12 0 16 0 0 0 0 Wellness Seminar Average 24 0 0 12 0 16 0 0 0 0 Trips Total 30 0 40 23 22 0 0 01 0 0 Trips Average Fitness Class Total 1 151 636 01 621 201 648 12L Fitness 745 22 682 0 0 0 0 0 0 0 0 0 0 0 0 Fitness Class Average 8 10 10 11 10 0 0 0 0 0 Chair Pilates Total (Wed) 46 45 30 32 28 0 0 0 0 0 Chair Pilates Average 12 11 10 11 9 0 0 0 0 0 Chair Pilates Total (Fri) 341 35 32 481 35 01 0 0 01 0 Chair Pilates Average 7 9 11 10 12 0 0 0 0 0 Chair Yoga Total (Mon) 78 95 115 77 100 0 0 0 0 0 Chair Yoga Average 20 24 23 26 25 0 0 0 0 0 Chair Yoga Total (Wed) 46 37 32 40 31 0 0 0 0 0 Chair Yoga Average 9 9 11 10 8 0 0 0 0 0 Gentle Yoga Total 39 64 59 74 74 0 0 0 0 0 Gentle Yoga Average 10 16 20 19 19 0 0 0 0 0 Fun & Fitness Total (Mon) 35 26 25 19 28 0 0 0 0 0 Fun & Fitness Average 9 7 5 10 7 0 0 0 0 0 Fun & Fitness Total (Tue) 48 40 40 46 36 0 0 0 0 0 Fun & Fitness Average 10 10 10 12 12 0 0 0 0 0 Fun & Fitness Total (Thu) 46 331 38 48 31 0 0 0 0 0 Fun & Fitness Average 9 11 10 10 8 0 0 0 0 0 Line Dance Total 33 26 33 28 27 0 0 0 0 0 Line Dance Average 8 9 7 9 7 0 0 0 0 0 Tai Chi 1 Total 63 44 65 85 60 0 0 0 0 0 Tai Chi 1 Average 13 15 16 17 15 0 0 0 0 0 Tai Chi 2 Total 30 24 33 57 49 0 0 0 0 0 Tai Chi 2 Average 6 8 8 11 12 0 0 0 0 0 Zumba Gold Total (Tue) 64 53 53 55 59 0 0 0 0 0 Zumba Gold Average 13 131 13 14 15 0 0 0 0 0 Zumba Gold Total (Fri) 42 67 49 88 73 0 0 0 0 0 Zumba Gold Average (Fri) 14 17 16 18 18 0 0 0 0 0 Walking Track I (Mon) 16 15 24 16 21 0 0 0 0 0 Walking Track I Average 4 4 5 5 5 0 0 0 0 0 Walking Track I (Wed) 5 41 9 19 161 0 0 0 0 0 Walking Track I Average 1 1 3 5 4 0 0 0 0 0 Walking Track 11(Mon) 10 9 6 9 3 0 0 0 0 0 Walking Track 11 Average 3 2 1 3 1 0 0 0 0 0 Walking Track 11(Wed) 1 4 5 4 11 0 0 0 0 0 Walking Track 11 Average 01 11 21 11 31 0 0 0 0 0 3A-2 Senior Advisory Commission Meeting Minutes of the February 11, 2020 CITY OF SOUTHLAKE Senior Advisory Commission Meeting Minutes: February 11, 2020 LOCATION: The Marq Southlake Legends Hall Executive Boardroom 285 Shady Oaks Drive Southlake, Texas Members Present: Chair MaryLee Alford, and Vice Chair Greta Schumacher, Secretary Patty Howell, and SAC members, Kathryn Orler, Esther Spickler, Bernadette MacDermott, Wendy Polk (Alt#1), and Jayne Winfrey (Alt #2) Commission Members Absent: All Commission Members present. Staff Members Present: Hospitality and Sales Manager of Legends Hall at The Marq Southlake, Ashley Newhart and Senior Services Coordinator, Soheila Mashat-Phelps Guests: Call A Ride Southlake Chairman Ernie Meyer, Assistant to the City Manager Lauren LaNeave 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. CALL A RIDE SOUTHLAKE REPORT CARS Chairman Ernie Meyer presented a quarterly report to the Commission, which was included in the meeting packet. Ernie responded to questions and comments on the report. 3B. CITY MANAGER'S OFFICE REPORT Assistant to the City Manager Lauren LaNeave provided a presentation to the Commission of the Citizen Satisfaction Survey 2019. Lauren responded to questions and comments on the survey. City of Southlake Values: Integrity ♦ Innovation ♦ AccoAAUity ♦ Commitment to Excellence ♦ Teamwork Senior Advisory Commission Meeting Minutes of the February 11, 2020 3C. SENIOR SERVICES REPORT Senior Services Coordinator, Soheila Phelps, presented upcoming programming and special events and answered questions from the Commission. 3D. UPCOMING AGENDA ITEMS Commission member Jayne Winfrey discussed possibility to discuss school taxes for seniors with the school board. A senior survey was recommended to see what the Southlake Senior population would be interested in and to help promote the senior activity center. Chair Mary Lee Alford asked staff to look into both items and report back. 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 JANUARY 14, 2020 REGULAR SENIOR ADVISORY COMMISSION MEETING. Chair MaryLee Alford presented the Consent Agenda, including approval of the minutes of the January 14, 2020 meeting. Chair Alford asked if there were any revisions to the minutes. No revisions were discussed but staff directed commission to bring additional topics to staff's attention if they wanted to add items to the agenda. A motion was made to accept the minutes of January 14, 2020 meeting as read. Motion: Schumacher Second: Orler Ayes: Alford, Howell, MacDermott, Orler, Schmacher, Spickler Abstention None Vote: 6-0 Motion passed. 5. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 2:24 p.m. Motion: Howell Second: Shumacher Ayes: Alford, Howell, MacDermott, Orler, Schumacher, Spickler Nays: None Senior Advisory Commission Meeting Minutes of the February 11, 2020 Abstention None Vote: 6-0 Motion passed. Maryl-ee Alford, Chair Ashley Newhart, Community Services Department A digital recording of this meeting is available by request in the Office of the City Secretary. 4A-3 CITY OF SOUTHLAKE MEMORANDUM July 30, 2020 TO: Senior Advisory Commission FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on proposed Fiscal Year 2021 Senior Services General Fund Operating Budget Action Requested: Senior Advisory Commission recommendation on the proposed Fiscal Year 2021 Senior Services General Fund Budget Background Information: Each year as part of the annual budget process, staff presents the proposed Senior Services General Fund Budget to the Senior Advisory Commission for consideration. Included within the proposed FY 2021 budget is funding for contract services, event and facility supplies, as well as continued funding for the Metroport Meals on Wheels and Call a Ride Southlake agreements. The proposed budget remains subject to final review by the Chief Financial Officer and City Manager. City Council will consider the proposed budget in August and September as part of the annual budget process. Financial Considerations: The proposed FY 2021 Senior Services General Fund Budget recognizes existing budgetary limitations and the need to maintain and/or improve current levels of service delivery. Approved budget allocations for FY 2021 will be effective October 1, 2020. Strategic Link: Staff has developed the proposed operating budget with consideration being given to the City Council's adopted Strategic Management System. Approval of the proposed budget is linked to the City's Strategy Map related to the Focus Area of Performance Management & Service Delivery and meets the Corporate Objective to adhere to financial City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-1 Senior Advisory Commission Meeting Date —August 11, 2020 Page 2of2 management principles and budget. It also addresses Critical Business Outcome CB01 — maintain a strong financial position and implement plans and policies to ensure future financial strength. Legal Review: Not applicable Alternatives: Alternatives include: • Recommendation for approval as presented • Recommendation for approval with input as desired • Recommendation not to approve Supporting Documents: FY 2021 Proposed Senior Services General Fund Operating Budget Staff Recommendation: Senior Advisory Commission recommendation to approve the proposed Fiscal Year 2021 Senior Services General Fund Operating Budget City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork FY 2021 PROPOSED SENIOR SERVICES GENERAL FUND BUDGET CATEGORY BUDGET UDGET PROPOSED BUDGET Contract Services $19,500 $19,500 $14,300 Supplies $3,500 $3,500 $3,300 Community Enhancements $35,000 $35,000 $37,000 TOTAL $58,000 $58,000 $54,600 *reduction for reduced Q1 programming at Senior Center Senior Advisory Commission Attendance Report 2020 Individual Place Name 1/14/20 2/11/20 3/10/20 4/14/20 5/12/20 6/9/20 7/14/20 8/11/20 9/8/20 10/13/20 11/10/20 12/8/20 Attendance Hrs To Rate Date Howell Maryl-ee Alford Kathryn Orler Esther Spickler =Greta Schumacher Bernadette MacDermott Jayne Winfrey MeetingPatty . . Rate ._substitutions) Total Hours Average Monthly Attendance 20201100% In attendance X I Not present; no substitute Substitute in attendance Vacant position Meeting Canceled No quorum; Meeting Canceled Change in Representative