2023-06-13 SAC packetCITY OF
SOUTH LAKE
MEMORANDUM
June 2, 2023
AGENDA NOTES WITH TIMES
TO: Senior Advisory Commission
FROM: Crystal Maddalena, Hospitality and Sales Manager
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, June 13, 2023 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: — Public Forum is the public's opportunity to
address the Senior Advisory Commission about non -agenda items. During this
proceeding, the Commission will not discuss, consider, or act on any item
presented.
Estimated Time 1:05 p.m. — 1:20 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 quarterly
report is included in your packet.
B. Community Services Update — Hospitality and Sales Manager Crystal
Maddalena will present the Community Services update. No packet
document.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — June 13, 2023
Page 2 of 2
C. Senior Services Update — Senior Services Coordinator Soheila Mashat-
Phelps will update the Commission on current and future senior
programming and events. No packet document.
Estimated Time 1:20 p.m. — 1:25 p.m.
4. Agenda Item No. 4. Consent:
A. Approve the April 11, 2023 Senior Advisory Commission Meeting Minutes
— Please include any corrections to the minutes in your motion.
Estimated Time 1:25 p.m. — 1:30 p.m.
5. Agenda Item No. 5. Consider:
A. Recommendation to Approve Proposed Fiscal Year 2024 Senior Services
General Fund Budget — The proposed FY 2024 Senior Services General
Fund Budget is being presented to the Senior Advisory Commission for
your consideration and recommendation to City Council.
6. Agenda Item No. 6. Adjournment
OTHER ITEMS OF INTEREST
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.
Crystal Maddalena
Hospitality & Sales Manager
Legends Hall at The Marq Southlake
P: (817) 748-8922
cmaddalena(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(a).ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTH LAKE
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, JUNE 13, 2023
LOCATION: THE MARQ SOUTHLAKE
Legends Hall — Executive Board Room
285 Shady Oaks Drive
Southlake, Texas 76092
REGULAR AGENDA
TIME: 1:00 P.M.
Call to Order
2. Public Forum
(This is the Public's opportunity to address the Senior Advisory Commission about non -
agenda items. During this proceeding, the Commission will not discuss, consider or act
on any item 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 Report
B. Community Services Update
C. Senior Services Update
4. Consent
A. Approve the April 11, 2023, Senior Advisory Commission Meeting
Minutes
5. Consider
A. Recommendation to Approve Proposed Fiscal Year 2024 Senior Services
General Fund Budget
6. Adjournment
A quorum of the City Council, Board, Commission, or Committee may or may not be present at this meeting.
hereby certify that the above agenda was posted on the official bulletin boards at Town Hall,
1400 Main Street, South %0,1Tg6as, on Friday, June 9, 2023, by 6:00 p.m. pursuant to Chapter
551 oft Texas Gog Ito gee",
Veronica Lomas, TR At
Deputy City SecrEa�`ryE m
If you plan to attend 6�s Ola is meetinq.a�ve a disability that requires special needs, please advise the City
Secretary 48 hours in a6wnc t34-7*<8.8QP reasonable accommodations will be made to assist you.
''�►fmw\06ty of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SAC Meeting June 13, 2023 - Call A Ride of Southlake Briefing
CARS NEWS:
1. In the month of Jan 2023 our one-way trips were reduced by 20 because of a severe 3-day
storm. Despite that we are still on track to do as well as we did in 2022.
2. CARS had 3 of our officers attend the NE Tarrant Transportation Summit at the Hurst
Conference Center on Feb 17, 2023.
3. CARS had 3 of our officers attend the Strokes of Art Event Sunday Feb 19, 2023, where the
Southlake Woman's Club officially announced CARS will be awarded a grant after Art in the
Square. (We do not have a final dollar amount currently).
4. We had a successful fundraiser at Fish City Grill in Southlake on May 2, 2023. Our thanks to
everyone who attended. (We do not have a final dollar amount currently).
5. CARS applied for a NE Tarrant Transportation Grant and was awarded $6,000 on June 9,
2023. Half of this money will be used to purchase new laptops for our Finance Dept and
Operations Dept. Some of this money will be used to purchase new marketing/advertising
materials and software as well as additional support for the Operations area.
MONTHS BEING BRIEFED:
JANUARY 2023:
1.
We gained five drivers. Now at 20.
2.
Handicapped >54 up 8. Now at 20_
3.
Handicapped <54 up 48. Now at 75.
4.
Medical up 23 from 0 in Dec 2022.
5.
Southlake Senior Center up 6. Now at 17.
6.
Personal Needs up 9. Now at 18.
7.
Other Senior Centers are still at zero.
8.
Business up 18. Now at 37.
9.
Total One-way trips up 56. Now at 95.
10.
Driver personal miles up 499. Now at 692.
FEBRUARY 2023:
1. Drivers holding at 20.
2. Handicapped >54 down 7. Now at 13.
3. Handicapped<54 steady at 75.
4. Medical down 3. Now at 20.
5. Southlake Senior Center up 3. Now at 20.
6. Personal Needs down 7. Now at 11.
7. Other Senior Centers are still at zero.
8. Business down 2. Now at 35.
9. Total One-way trips down 7. Now at 88.
10. Driver personal miles down 48. Now at 644.
Item 3A-1
SAC Meeting June 13, 2023 -Call A Ride of Southlake Briefing
MARCH 2O23:
1. We gained 2 drivers. Now at 22.
2. Handicapped >54 up 50. Now at 63
3. Handicapped <54 down 22. Now at 53.
4. Medical down 3. Now at 17.
5. Southlake Senior Center up 28. Now at 48.
6. Personal Needs up 4. Now at 15.
7. Business up 1. Now at 36.
8. Other Senior Centers are still at zero.
9. Total One-way trips up 28. Now at 116.
10. Driver personal miles up 75. Now at 719.
APRIL 2023.
1. Lost 1 driver. Now at 21.
2. Handicapped >54 steady at 63.
3. Handicapped <54 down 6. Now at 47.
4. Medical down 2. Now at 15.
5. Southlake Senior Center down 7. Now at 41.
6. Personal Needs up 4. Now at 19.
7. Business down 1. Now at 35.
8. Other Senior Centers are still at zero.
9. Driver personal miles down 36. Now at 683.
Respectful ubmitted:
Ernest J. Meyer
Chairman of the Board of Directors
Call A Ride Southlake
e-mail home: texmeyer@sbcRlobal.net
cell phone (voice and text) 817--653--0079
Official Call A Ride Southlake e-mail (Erik Phelps-- Exec. Director) callaride@hotmaii.com
Official phone number (Erik Phelps - Exec Director) 817-798-4022
Item 3A-2
Senior Advisory Commission
Meeting Minutes of the April 11, 2023
CITY OF
SOUTHLAK.,E
SENIOR ADVISORY COMMISSION MEETING MINUTES: APRIL 11, 2023
LOCATION: THE MARQ SOUTHLAKE
Legends Hall — Board Room
285 Shady Oaks Drive
Southlake, Texas 76092
Members Present: Chair MaryLee Alford, Vice Chair Greta Schumacher and SAC members
Bernadette MacDermott, William Meddings, and Julie Walter
Commission Members Absent: Secretary Mike Kaucher and SAC members Kathryn Orler
and Douglas Lies (Alt #1)
Staff Members Present Deputy Director of Community Services David Miller, Hospitality
and Sales Manager of Legends Hall at The Marq Southlake Crystal Maddalena, Senior
Services Coordinator Soheila Mashat-Phelps, and City Secretary Amy Shelley
1. CALL TO ORDER
Chair MaryLee Alford called the meeting of the Senior Advisory Commission to order at
1:00 P.M.
[@I7*]:0I LTA
Chair Alford opened Public Forum at 1:OOpm. There being no one to address the
Commission, Public Forum was closed at 1:OOpm.
3. DISCUSSION
3A. BOARDS MANUAL UPDATE WITH CITY SECRETARY AMY SHELLEY
City Secretary Amy Shelley presented an overview of the Boards Manual update and was
available to answer questions.
3B. METROPORT MEALS ON WHEELS QUARTERLY REPORT
MMOW Executive Director Mary King presented a quarterly report to the Commission and
was available to answer questions. A copy of the MMOW quarterly report was included in
the meeting packet.
3C. COMMUNITY SERVICES UPDATE
Deputy Director David Miller presented the Community Services update to the Commission
and was available to answer questions.
Item 4A-1
Senior Advisory Commission
Meeting Minutes of the April 11, 2023
3D. SENIOR SERVICES UPDATE
Senior Services Coordinator Soheila Mashat-Phelps updated the Commission on current
and future senior programming and events and was available to answer questions.
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 10, 2023, REGULAR
SENIOR ADVISORY COMMISSION MEETING.
Chair Alford presented the Consent Agenda, including approval of the minutes of
the January 10, 2023, 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 January 10, 2023, meeting as read.
Motion:
Meddings
Second:
Schumacher
Ayes:
Alford, Meddings, MacDermott, Schumacher, Walter
Nays:
None
Abstention:
None
Vote:
5-0
Motion passed.
5. CONSIDER
5A. RECOMMENDATION ON SENIOR ADVISORY COMMISSION 2nd QUARTER
DASHBOARD REPORT
Senior Services Coordinator Soheila Mashat-Phelps presented item 5A to the Commission
and was available to answer questions.
APPROVED
A motion was made to recommend approval of the 2nd quarter dashboard reports as
presented.
Motion:
Schumacher
Second:
MacDermott
Ayes:
Alford, Meddings, MacDermott, Schumacher, Walter
Nays:
None
Abstention:
None
Vote:
5-0
Motion passed. Item 4A-2
Senior Advisory Commission
Meeting Minutes of the April 11, 2023
6. ADJOURNMENT
Chair Alford adjourned the meeting at 2:28 p.m.
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.
Item 4A-3
CITY OF
SOUTHLAKE
MEMORANDUM
June 2, 2023
TO: Senior Advisory Commission
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on proposed Fiscal Year 2024 Senior
Services General Fund Operating Budget
Action
Requested: Senior Advisory Commission recommendation on the
proposed Fiscal Year 2024 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 2024 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 2024 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 2024 will be
effective October 1, 2023.
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 Safeguard the public
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 5A-1
Senior Advisory Commission
Meeting Date — June 13, 2023
Page 2 of 2
trust through a commitment to thoughtful planning and
responsible, conservative financial management.
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: None
Staff
Recommendation: Senior Advisory Commission recommendation to approve
the proposed Fiscal Year 2024 Senior Services General
Fund Operating Budget
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 5A-2