2021-11-09 SAC PacketCITY OF
SOUTH LAKE
MEMORANDUM
November 5, 2021
AGENDA NOTES WITH TIMES
TO: Senior Advisory Commission
FROM: David Miller, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, November 9, 2021 at 1:00 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 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. — 1:25 p.m.
3. Agenda Item No. 3. Discussion:
A. Call A Ride Southlake Quarterly Report - CARS Chairman Ernie Meyer will
present a quarterly report to the Commission. A copy of the CARS 2021
cumulative report is included in your packet.
B. City Manager's Office Update - Assistant to the City Manager Lauren
LaNeave will provide a presentation to the Commission. No packet
documents.
C. Community Services Update — Deputy Director of Community Services
David Miller will present the Community Services update. No packet items.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 9, 2021
Page 2 of 3
D. Senior Services Update — Senior Services Coordinator Soheila Mashat-
Phelps will update the Commission on current and future senior
programming and events. No packet items.
Estimated Time 1:25 p.m. — 1:30 p.m.
4. Agenda Item No. 4. Consent:
A. Approve the October 12, 2021 Senior Advisory Commission Meeting
Minutes — Please include any corrections to the minutes in your motion.
Estimated Time 1:30 p.m. — 1:45 p.m.
5. 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 Vice Chair
and Secretary following the October 19, 2021 City Council appointments.
Your packet memo provides information for consideration.
B. Approve Senior Advisory Commission 4t" Quarter Dashboard Report —
The purpose of this item is to present the SAC 4t" Quarter Dashboard
Report to the Commission for their recommendation. If approved, the report
will be included in the City Council meeting packet. A copy of the report is
included in the packet.
C. Approve cancellation of December 14, 2021 Senior Advisory Commission
Meeting- No packet documents.
Estimated Time 1:45 p.m. — 1:50 p.m.
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.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — November 9, 2021
Page 3 of 3
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.
David Miller
Deputy Director of Community Services
Champions Club at The Marq Southlake
P: (817) 748-8018
dimiller(a)ci.southlake.tx.us
Crystal Maddalena, Hospitality & Sales Manager, 817-748-8922,(cmaddalena(cDci.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(a�-ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, NOVEMBER 9, 2021
LOCATION: THE MARQ SOUTHLAKE
Legends Hall — Executive Board Room
285 Shady Oaks Drive
Southlake, Texas 76092
REGULAR AGENDA
TIME: 1:00p.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. Call A Ride Southlake Quarterly Report
B. City Manager's Office Update
C. Community Services Update
D. Senior Services Update
4. Consent
A. Approve the October 12, 2021 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
C. Recommendation on cancellation of December 14, 2021 Senior Advisory Commission
Meeting
6. Adjournment
A quorum of the City Council may be present at this meeting.
�a;dits.
N% ;1 LAK "'If CERTIFICATE
I hereby certify that h ve ag�n as posted on the official bulletin boards at Town Hall, 1400 Main
Street, Southlake, z ;, on Eriday, Npy-g.Cober 5, 2021 by 6:00 p.m. pursuant to Chapter 551 of the Texas
ernment Code; p i
Amy S lley, T C� e..•
City Secretary ,O
�'44f.Sa 111 W,t�`
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
CALLA RUDL,-6-6-
Monthly Summary
of Service Provided to Seniors
and
Handicapped -
2021
OF SOUTHLAKE
Jan
Feb
March
April
May
June
July
Aug
Sep Oct Nov
Dec Totals
Newly Qualified Users
1
0
2
0
0
0
1
2
0
6
Total Qualified Users
512
512
514
514
514
514
515
517
517
517
Total Volunteer Drivers
18
18
16
15
13
21
21
23
23
23
Unduplicated Users Served this Month
2
3
6
4
4
6
6
7
7
45
Volunteer Drivers Used this Month
4
5
7
8
6
12
15
14
15
86
Driver Personal Vehicle Miles
148
84
233
240
138
416
429
412
456
2556
Driver Hours
5.87
3.5
9.43
8.17
6
15.8
16.3
15
16.7
96.77
Trips Cancelled by User
0
2
3
7
4
5
17
13
10
61
Trip Requests Not Filled
0
4
0
9
0
7
12
13
11
56
Pick up More Than Ten Minutes Late
0
0
0
0
0
0
0
0
0
0
Driver Failed to Make Pick up
0
0
0
0
0
0
0
0
0
0
Van Miles
0
0
0
0
0
0
0
0
0
0
One Way Trips
14
8
23
19
16
59
66
62
76
343
Medical/Dental
14
8
19
17
12
21
15
14
64
184
Southlake Senior Center
0
0
0
0
2
38
47
46
12
145
Personal Needs
0
0
2
0
2
0
0
2
0
6
Shopping
0
0
2
2
0
0
0
0
0
4
Business
0
0
0
0
0
0
0
0
0
0
Other Senior Centers
0
0
0
0
0
0
4
0
0
4
Other
0
0
0
0
0
0
0
0
0
0
Total One Way Trips
14
8
23
19
16
59
66
62
76
343
Rider Groups
Seniors & Handicapped>54
6
2
7
4
16
59
66
62
76
298
Handicapped <= 54
8
6
16
15
0
0
0
0
0
45
Total
14
8
23
19
16
59
66
62
76
343
3A-1
Senior Advisory Commission
Meeting Minutes of the October 12, 2021
CITY OF
SOUTHLAK.,E
SENIOR ADVISORY COMMISSION MEETING MINUTES: October 12, 2021
LOCATION: THE MARQ SOUTHLAKE
Legends Hall — Legacy Meeting Rooms
285 Shady Oaks Drive
Southlake, Texas 76092
Members Present: Chair MaryLee Alford and Vice Chair Greta Schumacher; SAC members,
Bernadette MacDermott, Kathryn Orler, Julie Walter, Victoria Clyde (Alt #1) and Jayne Winfrey
(Alt #2)
Commission Members Absent: Secretary Patty Howell and SAC member Esther Spickler,
Staff Members Present: Deputy Director of Community Services David Miller, Hospitality
and Sales Manager of Legends Hall at The Marq Southlake, Crystal Maddalena and
Senior Services Coordinator, Soheila Mashat-Phelps
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. SENIOR SERVICES UPDATE
Senior Services Coordinator Soheila Mashat-Phelps presented updates for senior
programming and provided information on the Flu clinic, Metroport Meals on Wheels
survey results and responded to questions.
3B. COMMUNITY SERVICES UPDATE
Deputy Director of Community Services David Miller presented a Community Services
update to include My Southlake News, a timeline of the proposed Pickleball Complex
Project and the Citizen Survey. Deputy Director Miller was available to answer questions.
4. CONSENT
CONSENT AGENDA
Consent Agenda items are considered routine by the Commission and are
enacted with one motion.
Senior Advisory Commission
Meeting Minutes of the October 12, 2021
4A.
5.
APPROVAL OF THE MINUTES FROM THE AUGUST 10, 2021 REGULAR
SENIOR ADVISORY COMMISSION MEETING.
Chair MaryLee Alford presented the Consent Agenda, including approval of the
minutes of the August 10, 2021 meeting. Chair Alford asked if there were
any revisions to the minutes. No revisions were discussed.
APPROVED
A motion was made to accept the minutes of August 10, 2021 meeting as read.
Motion:
Walter
Second:
Winfrey
Ayes:
Alford, MacDermott, Orler, Schumacher, Walter
Nays:
None
Abstention:
None
Vote:
5-0
Motion passed.
/_113101110zIJi14z111
APPROVED
A motion was made to adjourn the meeting at 1:33 p.m.
Motion:
Schumacher
Second:
Walter
Ayes:
Alford, MacDermott, Orler, Schumacher, Walter
Nays:
None
Abstention
None
Vote:
5-0
Motion passed.
MaryLee Alford, Chair
Crystal Maddalena Community Services
Department
A digital recording of this meeting is available by request in the Office of the City Secretary.
CITY OF
SOUTHLAKE
MEMORANDUM
November 5, 2021
TO: Senior Advisory Commission
FROM: David Miller, Deputy Director of Community Services
SUBJECT: Election of Officers for Senior Advisory Commission
Action Requested: Election of Senior Advisory Commission Vice Chair and Secretary
Background
Information: The Southlake City Code and the Senior Advisory Commission Bylaws
address the process for selection of the Vice Chair for the Senior
Advisory Commission. Annually, following the City Council appointments
of new Senior Advisory Commission members, the Board shall select a
Vice Chair and Secretary to serve one year until the next annual election.
On October 19, 2021, City Council appointed Victoria Clyde, Greta
Schumacher, Jayne Winfrey (Alt #1), and Scott Cox (Alt #2) to the Senior
Advisory Commission. Any sitting member of the Board may be
considered for the officer positions. Alternates are not permitted to serve
as an officer. We ask that members of the board interested in serving as
Vice Chair, or Secretary make their intent known at the Commission
meeting. The following are current SAC members available for elections:
■ Victoria Clyde — Place 1
■ Maryl-ee Alford — Place 2 (Chair)
■ Kathryn Orler — Place 3
■ Julie Walter — Place 4
■ Esther Spickler — Place 5
■ Greta Schumacher — Place 6 (current Vice Chair)
■ Bernadette MacDermott — Place 7
A brief summary of the Vice Chair and Secretary's duties are listed below
for your consideration.
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.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5A-1
Senior Advisory Commission
Meeting Date — November 9, 2021
Page 2 of 2
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: Senior Advisory Commission consideration of SAC Vice Chair and
Secretary November 9, 2021
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: N/A
Staff
Recommendation: Election of Senior Advisory Commission Vice Chair and Secretary
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5A-2
300
250
200
150
100
50
0
2500
2000
1500
1000
500
0
Senior Activity Center
FY2020 - Q4
July 2021- September 2021
Membership & Program Attendance
Membership by Age
Fiscal Year 2020
250 260 ■ Fiscal Year 2021
176 179
115
98
i -
66
U 1 50 , 46
I 23 13
_
Non Res Non Res
55-64 65-74 75-84
Prnarnmc
Pducat °rya%C4/t4ra Fyzp ti°na Prograrn //Cu/t4cd/ Fy 2 q tt endancesOcial Fy20
FY19Q4 Net Promoter Score: 82.95
4000
FY20Q4 Net Promoter Score: 100.00
1 '
3500
Most well attended programs: Metroport Meals on Wheels
3000
Pre -Packaged Lunch (109)
Comments from our members:
2500
"SAC staff are doing an awesome job for Southlake Senior
Citizens! Thank you!"
2000
"I really enjoy going to The Southlake Senior center
especially on Monday's at lunch. All the staff does an
1500
amazing job & is so kind to everyone."
1000
500
0
I 3 4 3 3
Non Res Non
85-94 95-105
2173
Soc/a/Fy2I Program Attendance Fitness/wellness tness/wellness
Fy?OFy?I
3442
FY20Q4 FY21Q4
■ Total Visits ■ Unique Visits
"Unique visits captures individual visitors to the Senior Center
Senior Advisory Commission Attendance Report
2021
t
t
t
I
Individual
Rate
Hrs To
Date
Average
Monthly
Attendance
2
Maryl-ee Alford
100%
5.25
3
Kathryn Orler
V
V
X
X
60%
3.5
4
Julie Walter
vo
11
VO
100%
5.25
5
Esther Spickler
11
X
VO
X
60%
3.25
6
Greta Schumacher
VO
_
_
,
_VO
100%
5.25
7
Bernadette
MacDermott
X
80%
4.5
Alt 1
Victoria Clyde
_
_
_
X
_VO_
80%
4.5
Alt 2
Jayne Winfrey
_
_VO
VO_
_
_
100%
5.25
Meeting Attendance Rate
(includes substitutions)
100%
89%
_
67%
_
89%
78%
Total Hours
1.5
1.5
_
0.75
_
1
0.5
5.25
*City Council SAC appointments 10/19/2021
11
In attendance
x
Not present; no substitute
M
Substitute in attendance
•
Vacant position
Meeting Canceled
No quorum;Meeting Canceled
Change in Representative