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HomeMy WebLinkAboutSenior Center Advisory Committee-Agenda Packets-12/21/2006 city Of llcg Texas SENIOR CENTER ADVISORY COMMITTEE AGENDA Thursday, December 21, 2006 1 :30 p.m. For the meeting conducted at the Colleyville Senior Center located at 2512 Glade Road AGENDA NUMBER AGENDA ITEM 1. Call to Order and Roll Call 2. Approval of the November 16, 2006 Senior Center Advisory Committee Minutes 3. Discussion and Possible Future Action on Potential Changes in the Bylaws 4. Discussion of Senior Center Wish List 5. Discussion of Senior Center Advisory Committee Duties 6. Reports - Staff and Committees 7. Citizen comments/presentations regarding items not on the agenda* 8. Adjournment * (This time is allocated for citizens to informally address the Senior Center Advisory Committee on matters not on the agenda that require no formal action. Each presentation will be limited to a maximum of five (5) minutes. Committee members may not respond to citizens who speak regarding matters not on the agenda.) I certify that the above agenda was posted on the bulletin board at City Hall on December 15, 2006: city Of neB Texas SENIOR CENTER ADVISORY COMMITTEE MINUTES Thuffiday, November 16, 2006 1 :30 p.m. The regular monthly meeting of the Colleyville Senior Center Advisory Committee was called to order at 1 :33 p.m. on Thursday, November 16, 2006, by Connie Hampton, Chair of the Committee. ROLL CALL: Connie Hampton, Debra Minea, Jack Olsen, Jim Moore, Lila Coley, Marion Jenkins, Patrecia Fox and Councilperson Mike Taylor ABSENT Councilperson Tom Hart STAFF: Monica Walsh, Director of Parks and Recreation, Renee Garrett, Recreation Specialist, Steve Chutchian, Public Works Director and Steven Cherry, Project Inspector. 1 . Call to Order 2. Approval of the September 21, 2006 Senior Center Advisory Committee Minutes Marion Jenkins moved to approve the September 21, 2006 Senior Center Advisory Committee minutes. Jack Olsen seconded the motion. The vote was unanimous. 3. Approval of the October 19, 2006 Senior Center Advisory Committee Minutes Pat Fox moved to approve the October 19, 2006 Senior Center Advisory Committee meeting minutes. Debbie Minea seconded the motion. The vote was unanimous. Senior Center Advisory Committee Meeting November 16, 2006 Page 2 of 3 4. Discussion of Senior Center Trail Lila Coley moved to recommend to City Council that the proposed Senior Center Trail be postponed. Jim Moore seconded the motion. The motion carried with a vote of 5 ayes and 1 nay. 5. Discussion of Meeting Agendas The Committee members discussed meeting agendas and created a new format which will be implemented in December. 6. Discussion of Procedures - Robert's Rules of Order The Committee members discussed removing following Robert's Rules of Order from the Senior Center Advisory Committee Bylaws. 7. Discussion of and Request for Volunteers The Committee members discussed the need for volunteers on Tuesday, Thursday and Friday. Lila Coley and Renee Garrett are in the process of developing a volunteer training procedure. 8. Committee and Sub-Committee Reports Jack Olsen reported on the Computer Committee and proposed that the following instructors comprise the Computer Committee: A. J. Phelan, Tom Pasquale, David Perilla and Jack Olsen. Jack Olsen will be the Chair of the Computer Committee. Lila Coley will be the Chair of the Volunteer Committee. Jim Moore will be the Chair of the Fitness Committee. 9. Discussion and possible future action on potential changes in the Bylaws The Committee members discussed that the officers are elected annually. The first meeting of the Senior Center Advisory Board was August 23, 2006 and the officers were elected at that meeting. 10. Discussion and possible future action on potential new programs Jim Moore brought up that there is now a suggestion box and he will make that announcement at the Meals on Wheels luncheon on Friday, November 17, 2006. The Committee members also discussed the $2.00 membership fee. Senior Center Advisory Committee Meeting November 16, 2006 Page 3 of 3 11. Discussion on items of interest for potential future action The Committee members discussed many items for future action. 12. Adjournment Jack Olsen moved to adjourn at 3:28 p.m. Marion Jenkins seconded the motion. The vote was unanimous. Respectfully submitted and approved: ~~~ Lila Coley, Secretary/Treas rer Senior Center Advisory Committee ;.[)+/~ .C:~~dL; Dixie S. Smith, Administrative Secretary BYLAWS CITY OF COLLEYVILLE SENIOR CENTER ADVISORY COMMITTEE STANDARD OPERATING PROCEDURES I. PURPOSE The purpose of the Senior Center Advisory Committee shall be 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 to use all available resources to inform senior citizens of community activities and services. II. ORGANIZATION 1. The Senior Center Advisory Committee shall consist of seven (7) members who are residents of Colleyville. All members of the Senior Center Advisory Committee shall be voting participants. Terms of the Senior Center Advisory Committee will be two years. The City Council will appoint all members after the appointment of the initial Inaugural committee described in Section II. Organization: Paragraph 2. Terms of the appointments for the first year will be used to establish a replacement pattern for future Senior Center Advisory Committee members. 2. The initial Senior Center Advisory Committee will be known as the Inaugural Senior Center Advisory Committee. The members of the Senior Center Advisory Committee, who have participated in the planning for the Senior Center, will select five (5) members to serve on the Inaugural Committee and City Council will select two (2) members to serve on the Inaugural Committee. Three members of the Inaugural committee will serve two year terms. A drawing will be held to determine who will serve the two year terms. The remaining members will serve a one year term. 3. 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 operation of the Senior Center. 4. There is a $2.00 annual membership fee, but membership is not required to participate in Center activities. Seniors may use the Center without regard to their city of residence. Members are entitled to vote on issues presented to the membership by either the Senior Center Advisory Committee or the City Council. III. OFFICERS A Chair, Vice-Chair and Secretary/Treasurer shall be elected annually from among the Committee's membership at the first meeting and at such other times as these offices may be come vacant. IV. DUTIES 1. The Senior Center Advisory Committee serves as an advisory body to the City Council on all matters pertaining to the delivery of senior services to the citizens of Colleyville. 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 proceedings. 3. The Secretary/Treasurer will keep accurate records of all monies donated, collected or dispersed from all Senior Center funds (not the general fund budget) and record the minutes of some meetings as may be deemed necessary. 4. Establish standing committees and other such committees from time to time as may be deemed necessary. V. MEETINGS 1. PROCEDURES The Chair shall preside at all meetings. The Chair or Vice Chair shall rule on all procedural matters, subject only to being overridden by the contrary vote of four (4) Senior Center Advisory Committee members. 2. QUORUM A quorum shall consist of four (4) members. 3. AGENDA 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 shall be presented at the current meeting for the following month's meeting to the Chair or a staff member, or it shall be presented in written form seven days preceding the day of the meeting. There shall be attached to each agenda a report of matters pending further action by the Committee. An agenda will be posted in accordance with the Open Meetings Act. 4. REGULAR MEETINGS Regular meetings in the City of Colleyville or whenever necessary at any previously designated public place shall be held once a month, unless otherwise determined by the Senior Center Advisory Committee. 5. SPECIAL MEETINGS Special meetings for any purpose may be held on the call of the Chair, on request of two or more members or as may be scheduled by a majority of the Senior Center Advisory Committee at any previous meeting. The time and place of the special meeting shall be determined by the convening authority. Special meetings shall be conducted in accordance with the Open Meetings Act. 6. PUBLIC MEETINGS All meetings shall be held in full compliance with the provision of state law, ordinances of the City and these rules of procedure. 7. ATTENDANCE In the event any member of the Senior Center Advisory Committee is absent three consecutive meetings, a letter shall be submitted to the Mayor and City Council by the Committee for action they consider appropriate. 8. MINUTES The approved minutes from each meeting will be filed with the Parks and Recreation Director with a copy retained by the City. 9. STAFF SUPPORT Staff representatives shall be in attendance at Senior Center Advisory Committee meetings. They should participate in meetings to provide staff assistance, reports and recommendations. VI. HEARINGS AND DECISIONS 1. ORDER OF BUSINESS The Chair shall call the Committee to order and the members present and absent shall be recorded. The minutes of any preceding meeting shall be submitted for approval. The public shall be advised of the procedures to be followed in the meeting. The Senior Center Advisory Committee shall then hear and act upon those proposals scheduled for consideration of public hearing. 2. MOTIONS A. A motion may be made by any member other than the presiding officer. B. Four committee member votes are required to approve any matter before the Senior Center Advisory Committee. 3. DISQUALIFICATION FROM VOTING A member shall disqualify oneself from voting whenever one finds that one has personal or monetary interest in the property under appeal or one will be directly affected by the decision of the Senior Center Advisory Committee. VII. AMENDMENTS 1. Proposed amendments to these bylaws must be approved by a quorum vote of the Senior Center Advisory Committee for recommendation to City Council for approval. Senior Citizen Wish list 1. LCD Computer ceiling mount with new screen- in process 2. Electrical work for computer- in process 3. Lighting in large room 4. Acoustical in large room 5. More outside lights 6. HV AC for entire facility 7. Carpet for entire facility 8. More Fitness room equipment 9. Additional furniture for game room and library 10. Surround sound for television area 11. Built in book shelves in library 12. Paint blue room 13. Paint pantry 14. Move phone/computer lines in office 15. Paint hot water heater room 16. Wall hangings 17. Computer room lighting 18. Window treatments for entire facility 19. LCD Projector 20. Rolling warming oven 21. Forms to laminate- Committee to research this 22. Nametags 23. Piano 24. Time clock to control outside security lights 25. Motion detector light switches replace with regular 26. Separate TV room light switches 27. Fitness room outlets 28. Easy chairs in the library