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HomeMy WebLinkAboutSenior Center Advisory Committee - Agenda Packets-4/16/2015City of Colleyville                                                                                    Page 1 City of Colleyville Senior Center Advisory  Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Thursday, April 16, 2015 1:30 p.m. Senior Center 2512 Glade Road  1. CALL TO ORDER  2. APPROVAL OF MINUTES  October 30, 2014    3. REGULAR AGENDA ITEMS     3a Approval of the updated bylaws for the Senior Center Advisory  Committee    3b Discussion of the Senior Center Advisory Committee meeting day  and time    3c Discussion on items for future agendas 4. REPORTS    4a Senior Center Updates 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON  THE AGENDA  6. ADJOURNMENT  I hereby certify this agenda was posted on City Hall bulletin boards Friday, April  10, 2015 by 5:00 p.m. Rylee Truckenmiller Administrative Support Specialist A quorum of the Colleyville City Council may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be  opened for public comment and discussion. Senior Center Advisory  Committee Agenda April 16, 2015   City of Colleyville                                                                                                       Page 2 If you plan to attend this public meeting and have a disability that requires special  accommodations, please advise the Administrative Assistant at least 48 hours in  advance at 817.503.1180, and reasonable accommodations will be made to assist  you.  City of Colleyville Page 1 City of Colleyville Senior Center Advisory Committee Minutes City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Thursday, October 30, 2014 1:30 p.m. Senior Center 2512 Glade Road 1. CALL TO ORDER Chairperson Debra Minea called the regular meeting of the Colleyville Senior Advisory Committee to order on October 30, 2014, at 1:34 p.m. Roll Call: Present Chairperson Debra Minea, Committee members Denise LaPosta, Charna Gray, Molly Skinner, Donna Bertram, Anna King, and Mike Leathers; Library and Recreation Director Mary Rodne, Recreation and City Events Manager Lisa Escobedo, Assistant City Manager/Chief Financial Officer Terry Leake, and Administrative Assistant Kathy Moore Absent None 2. APPROVAL OF MINUTES July 17, 2014 Committee Member Debra Minea stated that she felt that the whole Committee was in agreement that the rebranding study changed throughout the process. Denise LaPosta agreed and requested that the verbiage in the minutes be changed to reflect that the Committee, as a whole were in agreement. Additionally, LaPosta made a motion to approve the July 17, 2014 meeting minutes with the requested change to the verbiage. Donna Bertram seconded the motion. The motion carried with a unanimous vote. 3. REGULAR AGENDA ITEMS 3a Introduction of new Senior Center Advisory Committee Members Committee Chair Debra Minea welcomed back returning Committee members; and introduced new Committee member Mike Leathers. All others in attendance introduced themselves. 3b Election of Senior Center Advisory Committee Chair and Vice-Chair Molly Skinner made a motion that Debra Minea continue as Senior Center Advisory Committee Chair; Denise LaPosta seconded the motion. Molly Skinner made a motion Senior Center Advisory Committee Minutes October 30, 2014 City of Colleyville Page 2 that Charna Gray remain as Senior Center Advisory Committee Vice-Chair. Donna Bertram seconded the motion. Both motions carried with a unanimous vote. 3c Overview of Senior Center Memberships Mary Rodne stated that in order to provide better tracking of participation numbers at the Colleyville Senior Center, staff requests that the Committee consider requiring all patrons to have an active membership. She noted that the current bylaws state that an annual membership is required; however, it provides exceptions for people who are participating in classes, programs, or activities that require a monthly or one-time fee. Lisa Escobedo interjected stating that this leaves gaps in the number of users and does not provide a true representation of participation of the facility. Additionally, she added that without memberships, we have no emergency contact information on file for some users. Molly Skinner questioned if numbers are available for non-resident seniors who attend the Metroport Meal on Wheels (MMOW) luncheons; she noted that many of those seniors may not have memberships. Debra Minea reminded the group that the current practice is to charge an extra $1 to all non-residents who attend the luncheons. Molly Skinner stated that it would not be right to charge both a membership fee and the extra $1 to non-residents. A lengthy discussion continued concerning who would be charged and who would not; how and when the changes would be implemented; and if there would be any exceptions to the membership policy. Lisa Escobedo stated that memberships would be required for all users of the Center including those who participate in paid senior programming. Escobedo informed the Committee that all other programming held at the Senior Center is after operating hours and is considered recreation programing. There was additional conversation concerning the need to change the name of the Colleyville Senior Center to encourage more participation; the Committee felt that there should be consistent practices for everyone utilizing the facility. Mike Leather questioned the verbiage of the bylaws in reference to the memberships. Assistant City Manager Leake stated that the bylaws would have to be updated by the Senior Center Advisory Committee, at their January meeting, and forwarded to City Council for their approved before the new membership policy could be implemented. Manager Escobedo stated that staff would move ahead posting information on the upcoming changes, in order to get the word out to current patrons. Mike Leathers suggested that the verbiage in Article II – Membership section of the bylaws be updated to eliminate confusion. Debra Minea asked Committee members to review the bylaws, and be ready to address any needed updates at the January meeting. 3d Overview of City Facility Rental Usage Policy Senior Center Advisory Committee Minutes October 30, 2014 City of Colleyville Page 3 Director Rodne stated that currently the only rental facility in Colleyville is the Colleyville Center; she noted that City Council asked staff to look into the possible use of other city facilities for rental, such as the Senior Center and Library. There was discussion concerning staffing needs, how the fees would be structured, and if the rentals would conflict with the current senior programming. Terry Leake addressed these concerns stating that the Colleyville Center would provide all staffing needs and a damage deposit would be required. Additionally, she stated that the rental usage of the Colleyville Senior Center would only occur when there was overflow booking needs at the Colleyville Center; she noted that the Senior Center would only be available during off hours for the facility. Leake added that the Senior Center would not be an additional option in lieu of the Colleyville Center. Committee members voiced their concern over wear and tear of the facility and noted that there are still several issues that need to be addressed before the facility should be used for rentals. Debra Minea stated that there are still major concerns in regard to the parking lot and sidewalks. Assistant City Manager Leake stated that funds were added to the CEDC budget to address those issues. 4. REPORTS Recreation and City Events Manager Lisa Escobedo gave an overview of the Senior Center activities and upcoming special events. Escobedo stated that the senior trips remain very popular; noting that most trips have a waiting list. She informed the group that staff accompanied the seniors to the Dr. Pepper Museum, the Texas Freshwater Fisheries Center, the Perot Museum, and to the Choctaw Casino Sooner Trade Days. Additionally, the Senior Center held their annual Health Fair on September 12, with 35 vendors offering various health related services and information, along with flu and pneumonia shots. Manager Escobedo stated that the Senior Center has been including more social events in their programming. A National Potato Month luncheon was held on September 24, with potato themed trivia; upcoming events include National Nacho Day on November 6 and staff will host a Veterans Day luncheon on November 12. Lisa concluded with an update of upcoming items of interest, which includes the Annual Holiday Tree Lighting and Open House event scheduled for December 5, in front of City Hall; and the Senior Holiday Party on December 11, at the Colleyville Senior Center. Escobedo stated that all Committee members were welcome to attend and help serve dinner at the event. Chairperson, Debra Minea stated that we had 89 seniors in attendance at the last Meals on Wheels luncheon; she invited everyone to attend the Thanksgiving luncheon, scheduled for November 21. Additionally, she noted that the Colleyville Choralaires will perform at the December 5 luncheon. Senior Center Advisory Committee Minutes October 30, 2014 City of Colleyville Page 4 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT Denise LaPosta moved to adjourn at 2:35 p.m. Mike Leathers seconded the motion. The motion carried with a unanimous vote. APPROVED BY A VOTE OF ___ AYES, ___ NAYS, AND ___ ABSTENTIONS ON THIS THE 16th DAY OF APRIL 2015. Minutes taken and prepared by: Kathy E. Moore Administrative Assistant City of Colleyville Page 1 City of Colleyville Senior Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 04/16/2015 Number Type Regular Agenda Items Department Parks and Recreation Title Approval of the updated bylaws for the Senior Center Advisory Committee Explanation At the Senior Center Advisory Committee meeting on October 30, 2014, staff presented an overview of the annual membership requirements for the Colleyville Senior Center. Currently, Article 2, Section 2.7 of the Senior Center Advisory Committee bylaws addresses the annual membership requirements. The committee discussed the bylaws and made a recommendation to remove Sections 2.6 and 2.7 from Article II - Memberships. Consensus of the committee was that these sections represent policy and procedures of the Senior Center and are not a membership requirement for the Senior Center Advisory Committee. To eliminate confusion, the committee has requested that Sections 2.6 and 2.7 be removed from the bylaws. A draft of the revised bylaws for the Senior Center Advisory Committee is attached for consideration of approval. This item provides for the Senior Center Advisory Committee to make a recommendation to the City Council to remove Sections 2.6 and 2.7 from the Senior Center Advisory Committee bylaws. Attachments 1.Senior Center Advisory Comittee Bylaws 2.Senior Center Advisory Committee Bylaws Draft SENIOR CENTER ADVISORY COMMITTEE BYLAWS ARTICLE I – Identification and Purpose The Senior Center Advisory Committee was established by the City Council of Colleyville, Texas, by Resolution R-07-2719 on February 6, 2007. The purpose of the Senior Center Advisory Committee is to act in an advisory capacity to the Senior Center staff in matters pertaining to its participants, to help identify the needs of the senior citizens and enhance their quality of life and use all the available resources to inform senior citizens of community activities and services. ARTICLE II – Membership 2.1 The Senior Center Advisory Committee shall consist of seven (7) members who shall be appointed by the City Council for a (2) year term. 2.2 Members shall serve without compensation and until their successors are appointed. 2.3 Members must be residents of Colleyville, Texas unless City Council waives the residency requirement. 2.4 Vacancies on the Senior Center Advisory Committee shall be reported to the City Secretary and filled by appointment of the City Council for the length of the unexpired term. 2.5 If a member of the Senior Center Advisory Committee fails to maintain a seventy-five percent (75%) attendance record for all regularly scheduled meetings, the Chair or staff liaison will notify the City Secretary. City Council may, at its discretion, declare a vacancy, advertise the open position or appoint a replacement without advertising. 2.6 The Colleyville Parks and Recreation staff is responsible for the formulation of the policies for the management of the Senior Center. The Senior Center staff is responsible for managing the day-to-day operations of the Senior Center. 2.7 Annual memberships are required for participation at the Senior Center, unless people are participating in classes, programs, or activities that require a monthly or one-time fee. There is no membership fee for Colleyville residents; however, there is a $10.00 annual membership fee for non- residents. Page 2 of 3 Senior Center Advisory Committee Bylaws Approved April 18, 2013 ARTICLE III – Officers 3.1 The officers of the Senior Center Advisory Committee shall be the Chair and the Vice- Chair. 3.2 The Senior Center Advisory Committee shall elect the Chair and Vice-Chair from among the members annually. The officers shall serve one-year terms or until a successor is elected. 3.3 In the event of resignation or incapacity of the Chair, the Vice-Chair shall serve as the Chair for the unexpired portion of the term. 3.4 City staff shall take minutes of the meetings and serve as custodian of Senior Center Advisory Committee records. ARTICLE IV – Meetings 4.1 Regular meetings shall be held quarterly on the third Thursday of the month at the Colleyville Senior Center, located at 2512 Glade Road. Meeting dates, times and location may be changed as necessary. 4.2 A majority of the voting Senior Center Advisory Committee shall constitute a quorum to conduct business of the Senior Center Advisory Committee. The act of the Senior Center Advisory Committee members, present at a meeting, at which a quorum is in attendance, shall constitute the act of the Senior Center Advisory Committee. Members unable to attend a regular meeting shall notify the Chair or staff liaison by noon of the meeting day. 4.3 An agenda shall be prepared by the City staff for each meeting of the Senior Center Advisory Committee. The request for items to be placed on the agenda shall be in written form and presented to the Chair or staff liaison at least seven days prior to the scheduled meeting date. An agenda will be posted in accordance with the Open Meetings Act. Meeting agenda packets will be distributed to each member 72 hours prior to a meeting. 4.4 Meeting agendas will be posted on the City Hall bulletin boards and the City’s web site 72 hours prior to a meeting. Meeting agenda packets will be available to the public on the City’s website 72 hours prior to a meeting. Approved meeting minutes will be included in City Council agenda packets under Reports. 4.5 The Chair shall preside at all meetings. In the absence of the Chair, the Vice-Chair shall preside. 4.6 The Chair may recognize individuals wishing to speak regarding an item on the agenda. Page 3 of 3 Senior Center Advisory Committee Bylaws Approved April 18, 2013 4.7 Special meetings may be called at the request of the Chair; at the request of two or more members; or may be scheduled at any previous meeting. Posting and notification of meeting requirements shall apply to special meetings. 4.8 Staff representatives shall be in attendance at Senior Center Advisory Committee meetings. They should participate in meetings to provide staff assistance, reports and recommendations. The approved minutes from each meeting will be filed with the Parks and Recreation Director with a copy retained by the City. ARTICLE V – Duties and Responsibilities 5.1 The Senior Center Advisory Committee acts in an advisory capacity to the City Council in all matters pertaining to the delivery of senior services to the citizens of Colleyville. 5.2 The Chair, or in his/her absence the Vice-Chair, shall preside at all meetings and shall decide all points of order or procedure. Staff representatives shall record, or cause to be recorded, accurate and complete minutes of all business procedures. 5.3 The Senior Center Advisory Committee members will take the Attorney General Texas Open Meetings Act on-line training course, available on this link. http://www.oag.state.tx.us/open/og_training.shtml#22, or you may obtain a DVD of the training course from the City Secretary, and provide a copy of the Certificate of Course Completion to the City Secretary. The training must be completed not later than the 90th day after the date the member takes the oath of office or otherwise assumes responsibilities as a member of the governmental body. 5.4 The Senior Center Advisory Committee shall establish standing committees and other such committees from time to time as may be deemed necessary. ARTICLE VI – Amendments 6.1 These bylaws may be amended by a majority vote at any regular meeting, if all members have been notified of the proposed amendment 72 hours prior to such meeting. Amendments must be in compliance with applicable City ordinances. SENIOR CENTER ADVISORY COMMITTEE BYLAWS DRAFT ARTICLE I – Identification and Purpose The Senior Center Advisory Committee was established by the City Council of Colleyville, Texas, by Resolution R-07-2719 on February 6, 2007. The purpose of the Senior Center Advisory Committee is to act in an advisory capacity to the Senior Center staff in matters pertaining to its participants, to help identify the needs of the senior citizens and enhance their quality of life and use all the available resources to inform senior citizens of community activities and services. ARTICLE II – Membership 2.1 The Senior Center Advisory Committee shall consist of seven (7) members who shall be appointed by the City Council for a (2) year term. 2.2 Committee Members shall serve without compensation and until their successors are appointed. 2.3 Committee Members must be residents of Colleyville, Texas unless City Council waives the residency requirement. 2.4 Vacancies on the Senior Center Advisory Committee shall be reported to the City Secretary and filled by appointment of the City Council for the length of the unexpired term. 2.5 If a member of the Senior Center Advisory Committee fails to maintain a seventy-five percent (75%) attendance record for all regularly scheduled meetings, the Chair or staff liaison will notify the City Secretary. City Council may, at its discretion, declare a vacancy, advertise the open position or appoint a replacement without advertising. ARTICLE III – Officers 3.1 The officers of the Senior Center Advisory Committee shall be the Chair and the Vice- Chair. Page 2 of 3 Senior Center Advisory Committee Bylaws Approved April 18, 2013 3.2 The Senior Center Advisory Committee shall elect the Chair and Vice-Chair from among the members annually. The officers shall serve one-year terms or until a successor is elected. 3.3 In the event of resignation or incapacity of the Chair, the Vice-Chair shall serve as the Chair for the unexpired portion of the term. 3.4 City staff shall take minutes of the meetings and serve as custodian of Senior Center Advisory Committee records. ARTICLE IV – Meetings 4.1 Regular meetings shall be held quarterly on the third Thursday of the month at the Colleyville Senior Center, located at 2512 Glade Road. Meeting dates, times and location may be changed as necessary. 4.2 A majority of the voting Senior Center Advisory Committee shall constitute a quorum to conduct business of the Senior Center Advisory Committee. The act of the Senior Center Advisory Committee members, present at a meeting, at which a quorum is in attendance, shall constitute the act of the Senior Center Advisory Committee. Members unable to attend a regular meeting shall notify the Chair or staff liaison by noon of the meeting day. 4.3 An agenda shall be prepared by the City staff for each meeting of the Senior Center Advisory Committee. The request for items to be placed on the agenda shall be in written form and presented to the Chair or staff liaison at least seven days prior to the scheduled meeting date. An agenda will be posted in accordance with the Open Meetings Act. Meeting agenda packets will be distributed to each member 72 hours prior to a meeting. 4.4 Meeting agendas will be posted on the City Hall bulletin boards and the City’s web site 72 hours prior to a meeting. Meeting agenda packets will be available to the public on the City’s website 72 hours prior to a meeting. Approved meeting minutes will be included in City Council agenda packets under Reports. 4.5 The Chair shall preside at all meetings. In the absence of the Chair, the Vice-Chair shall preside. 4.6 The Chair may recognize individuals wishing to speak regarding an item on the agenda. 4.7 Special meetings may be called at the request of the Chair; at the request of two or more members; or may be scheduled at any previous meeting. Posting and notification of meeting requirements shall apply to special meetings. Page 3 of 3 Senior Center Advisory Committee Bylaws Approved April 18, 2013 4.8 Staff representatives shall be in attendance at Senior Center Advisory Committee meetings. They should participate in meetings to provide staff assistance, reports and recommendations. The approved minutes from each meeting will be filed with the Parks and Recreation Director with a copy retained by the City. ARTICLE V – Duties and Responsibilities 5.1 The Senior Center Advisory Committee acts in an advisory capacity to the City Council in all matters pertaining to the delivery of senior services to the citizens of Colleyville. 5.2 The Chair, or in his/her absence the Vice-Chair, shall preside at all meetings and shall decide all points of order or procedure. Staff representatives shall record, or cause to be recorded, accurate and complete minutes of all business procedures. 5.3 The Senior Center Advisory Committee members will take the Attorney General Texas Open Meetings Act on-line training course, available on this link. http://www.oag.state.tx.us/open/og_training.shtml#22, or you may obtain a DVD of the training course from the City Secretary, and provide a copy of the Certificate of Course Completion to the City Secretary. The training must be completed not later than the 90th day after the date the member takes the oath of office or otherwise assumes responsibilities as a member of the governmental body. 5.4 The Senior Center Advisory Committee shall establish standing committees and other such committees from time to time as may be deemed necessary. ARTICLE VI – Amendments 6.1 These bylaws may be amended by a majority vote at any regular meeting, if all members have been notified of the proposed amendment 72 hours prior to such meeting. Amendments must be in compliance with applicable City ordinances. City of Colleyville Page 1 City of Colleyville Senior Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 04/16/2015 Number Type Regular Agenda Items Department Parks and Recreation Title Discussion of Senior Center Advisory Committee meeting day and time Explanation The committee will discuss a preferred meeting day and time to ensure that a quorum may be secured for upcoming meetings and help prevent cancellations. City of Colleyville Page 1 City of Colleyville Senior Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3c Agenda Date 04/16/2015 Number Type Regular Agenda Items Department Senior Center Advisory Committee Title Discussion on items for future agendas Explanation This item is for discussion of potential future agenda items. City of Colleyville Page 1 City of Colleyville Senior Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4a Agenda Date 04/16/2015 Number 4 Type Report Department Parks and Recreation Title Senior Center Updates Explanation Recreation Manager Lisa Escobedo will give an overview of the Senior Center activities and upcoming events and answer questions of the committee.