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HomeMy WebLinkAboutSenior Center Advisory Committee-Agenda Packets-1/18/2007 citY Of ilC9 Texas SENIOR CENTER ADVISORY COMMITTEE AGENDA Thursday, January 18, 2007 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 December 21,2006 Senior Center Advisory Committee Minutes 3. Discussion of Meeting Agendas 4. Discussion of Procedures - Robert's Rules of Order 5. Discussion of Senior Center Advisory Committee Duties 6. Discussion and Possible Future Action on Potential Changes in the Bylaws 7. Discussion of Senior Center Wish List 8. Discussion and Possible Future Action on Potential New Programs 9. Discussion on Items of Interest for Potential Future Action 10. Reports - Staff and Committees 11. Citizen comments/presentations regarding items not on the agenda* 12. Adjournment * (This time is allocated for citizens to informally address the Board on matters not on the agenda that require no formal action. Each presentation will be limited to a maximum of five (5) minutes. Board 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 January 12, 2007: 1<\ " I. j , I ("'." ' ;)~:\~ \'~;~\~l;~rf: rl citY Of ilC9 p~ Texas SENIOR CENTER ADVISORY COMMITTEE MINUTES Thursday, December 21,2006 1 :30 p.m. The regular meeting of the Colleyville Senior Center Advisory Committee was called to order at 1 :31 p.m. on Thursday, December 21,2006, by Connie Hampton, Chair of the Committee. ROLL CALL: Councilman Mike Taylor, Connie Hampton, Debra Minea, Jack Olsen, Jim Moore, Marion Jenkins and Patrecia Fox ABSENT: Councilman Tom Hart and Lila Coley STAFF: Monica Walsh, Director of Parks and Recreation and Dal Anderson, Assistant City Manager 1 . Call to Order and Roll Call 2. Approval of the November 16, 2006 Senior Center Advisory Committee Minutes Jim Moore made a correction on page 2 under Item 8, Committee and Sub- Committee Reports. The following paragraph is as stated in the November 16, 2006 minutes: "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." Senior Center Advisory Committee December 21,2006 Page 2 of 3 This is the paragraph as corrected by Jim Moore: "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." Pat Fox made a motion to approve the minutes as amended. Marion Jenkins seconded the motion. The motion carried with a unanimous vote. 3. Discussion and Possible Future Action on Potential Changes in the Bylaws Jim Moore moved to remove from Section V.1 the following statement: Robert's Rules of Order shall govern the procedures for the Senior Center Advisory Committee and to amend Section V. 1 to read: 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. Jack Olsen seconded the motion. The motion failed due to the lack of four approving committee member votes as stated in the Bylaws. Pat Fox moved to amend Section IV. 3 to read: A staff representative 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. Jim Moore seconded the motion. The motion carried with a unanimous vote. Debbie moved to amend Section III to read: A Chair and Vice-Chair shall be elected annually from among the Committee's membership at the first meeting and at such other times as these offices may become vacant. Pat Fox seconded the motion. The motion carried with a unanimous vote. 4. Discussion of Senior Center Wish List Marion Jenkins moved that the following five items be the top priorities to be addressed for the Senior Center facility: 1) HV AC for entire facility, 2) lighting in large room, 3) acoustical in large room, 4) more outside lights and 5) window treatments for entire facility. Debbie Minea seconded the motion. The motion carried with a unanimous vote. 5. Discussion of Senior Center Advisory Committee Duties Lila Coley requested this item be placed on the agenda, but due to her absence the item will be placed on the agenda for January. Senior Center Advisory Committee December 21,2006 Page 3 of 3 6. Reports - Staff and Committees Monica Walsh, Director of Parks and Recreation, gave an overview of the senior activities and programs. A volunteer meeting will be held in January. Jack Olsen reported that window treatments were added in the computer room. Jim Moore reported that he met with a representative of Lifetime Fitness and with a representative of Busy Body in Grapevine who made suggestions for the fitness room. Bicycles are a need for the fitness room. 7. Adjournment Marion Jenkins moved to adjourn at 2:50 p.m. Debbie Minea seconded the motion. The motion carried with a unanimous vote. Respectfully submitted and approved: rj c\f<'\"1.: J0>,-~ )<il . \K?!~rtu 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 and Vice-Chair shall be elected annually from among the Committee's membership at the first meeting and at such other times as these offices may become 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. A staff representative 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. HV AC for entire facility 2. Lighting in large room 3. Acoustical in large room 4. More outside lights 5. Window treatments for entire facility . Electrical work for computer- in process LCD Computer ceiling mount with new screen- in progress . Carpet for entire facility . More Fitness room equipment . Additional furniture for game room and library . Surround sound for television area . Built in book shelves in library . Paint blue room . Paint pantry . Move phone/computer lines in office . Paint hot water heater room . Wall hangings . Computer room lighting . LCD Projector . Rolling warming oven . Forms to laminate- Committee to research this . Nametags . Piano . Time clock to control outside security lights . Motion detector light switches replace with regular . Separate TV room light switches . Fitness room outlets . Easy chairs in the library