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HomeMy WebLinkAboutSenior Center Advisory Committee-Agenda Packets-1/17/2013City 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, January 17, 2013 1:30 p.m. Senior Center 2512 Glade Road 1. CALL TO ORDER 2. APPROVAL OF MINUTES September 20, 2012 November 15, 2012 Senior Center Advisory Committee cancelled due to lack of quorum 3. REGULAR AGENDA ITEMS 3a Introduction of new Senior Center Advisory Committee members 3b Election of Senior Center Advisory Committee Chair and Vice-Chair 3c Approval of the updated bylaws for the Senior Center Advisory Committee 3d Discussion and consideration of Senior Center Wish List 3e Discussion on items for future agendas 4. REPORTS 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 6. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards January 11, 2013, by 5:00 p.m. Kathy E. Moore Administrative Assistant Parks and Recreation 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 January 17, 2013 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, September 20, 2012 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 September 20, 2012, at to order at 1:30 p.m. Roll Call: Present Chairperson Debra Minea, Committee members Melanie Damron, Heath Dowell, Denise LaPosta, Dorothy Parker, Molly Skinner. Library/Parks and Recreation Director Mary Rodne, Park Supervisor Tim Hightshoe, Assistant City Manager/Chief Financial Officer Terry Leake, Acting Senior Center Manager Kathy Moore. Absent Committee member Anne Gifford 2. APPROVAL OF MINUTES July 19, 2012 Committee member Molly Skinner moved to approve the July 19, 2012 minutes as written. Heath Dowell seconded the motion. The motion carried with a unanimous vote. 3. REGULAR AGENDA ITEMS 3a Discussion and consideration of activities for younger seniors Mary Rodne, Library/Parks and Recreation Director informed the Committee that the funds for the rebranding study were approved at the September 18, 2012 City Council meeting. The study will include improvements and upgrades to the facility. Staff will send out request for proposals (RFP) later in the fall. The City will also be updating their Master Plan. 3b Discussion and consideration of Senior Center wish list Mary Rodne informed the Committee that the puzzle table light was installed and ready for use. The lighting has a dimmer switch to accommodate individual lighting needs. Additionally, funding for new table and chair replacement was approved from CEDC funds in the FY13 budget. The Committee members would still like to see the purchase of new seasonal decorations for the Center. Senior Center Advisory Committee Minutes September 20, 2012 City of Colleyville Page 2 3c Discussion and consideration of the Senior Center Advisory Committee meeting schedule Debra Minea reminded the Committee that it had been suggested that the Committee consider changing their meeting schedule from by-monthly meetings to quarterly meetings, with the options to call additional meetings when necessary. Discussion ensued, with the Committee agreeing to change their meeting schedule to quarterly meeting to start in 2013. The meeting months would be the third Thursday of January, April, July, and October. Dorothy Parker made a motion to approve the change from by-monthly meeting to quarterly meetings starting in 2013. Molly Skinner seconded the motion. The motion carried with a unanimous vote. 3d Review of the current bylaws of the Senior Center Advisory Committee Library Director Mary Rodne informed the Committee that the City Secretary’s office had prepared a general template for all Boards, Commissions and Committees for their bylaws. Committee members were asked to review the current bylaws and make notes for the November meeting. Rodne concluded that when the update of the Senior Center Committee Bylaws is complete, they will be forwarded to the City Council for approval. 3e Discussion on items for future agendas Review and Update of Committee bylaws. The next Senior Center Advisory Committee meeting is scheduled for November 15, 2012 4. REPORTS Update of the Senior Center activities and upcoming events Kathy Moore gave an overview of the Center activities and upcoming events. She noted that the Health Fair would be on October 12. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT Melanie Damron moved to adjourn at 2:40 p.m. Health Dowell seconded the motion. The motion carried with a unanimous vote. Senior Center Advisory Committee Minutes September 20, 2012 City of Colleyville Page 3 Minutes taken and prepared by: Kathy Moore Acting Senior Center Manager 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 01/17/2013 Number 3a Type Regular Agenda Items Department Parks and Recreation Title Introduction of new Senior Center Advisory Committee members Explanation This item is for the introduction of new Committee members. Attachments 1.2013 Senior Center Advisory Committee Roster Senior Center Advisory Committee Heath Dowell 1816 Avondale Drive Colleyville, TX 76034 W: (214) 513-7953 H: (817) 358-0499 heathdowell@mac.com TERM:Sep 2012 - Sep 2014 Charna Gray 3300 Pembrooke Parkway South Colleyville, TX 76034 W: (817) 996--9217 H: (817) 318-8229 cvquilter@verizon.net TERM:Sep 2012 - Sep 2014 Anna King 4803 Mill View Drive Colleyville, TX 76034 W: (210) 287-8656 H: (682) 325-4223 aking61@aol.com TERM:Sep 2012 - Sep 2014 Denise LaPosta 2203 Hawthorne Avenue Colleyville, TX 76034 W: (817) 291-2745 H: (817) 571-5657 dlaposta@sbcglobal.net TERM:Sep 2011 - Sep 2013 Debra Minea 1007 Dogwood Court Colleyville, TX 76034 H: (817) 428-8335 dgminea1@tx.rr.com TERM:Sep 2012 - Sep 2014 Dorothy Parker 509 West L. D. Lockett Road Colleyville, TX 76034 H: (817) 498-1660 TERM:Sep 2011 - Sep 2013 Molly Skinner 309 Chestnut Bend Colleyville, TX 76034 W: (214) 536-7219 H: (817) 485-7354 mollyskinn@aol.com TERM:Sep 2012 - Sep 2014 11/2/2012 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 01/17/2013 Number 3b Type Regular Agenda Items Department Parks and Recreation Title Election of Senior Center Advisory Committee Chair and Vice-Chair Explanation This item is for the election of a Committee Chairperson and a Vice-Chairperson for the upcoming year. Attachments 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 01/17/2013 Number 3c Type Regular Agenda Items Department Parks and Recreation Title Approval of the updated bylaws for the Senior Center Advisory Committee Explanation All boards, commissions and committees were asked to review and update their current bylaws and to submit them in a new uniformed template provided by the City Secretary's office. A draft of the updated bylaws for the Senior Center Advisory Committee is attached for the consideration of approval. Once approved the new bylaws will be presented to City Council for their approval. Attachments 1.Draft Copy of the Senior Center Advisory Committee Bylaws 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 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) 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 initial Senior Center Advisory Committee will be known as the Inaugural 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. 2.7 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. Page 2 of 4 Senior Center Advisory Board Bylaws 2.8 There is a $10.00 annual membership fee for non- residents as established by Ordinance O-10-1776. Membership is not required if participating in classes, programs, or activities that require a monthly or one-time fee. 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. 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 meeting 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 Members unable to attend a regular meeting shall notify the Chair or staff liaison by noon of the meeting day. 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. 4.3 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. 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. Page 3 of 4 Senior Center Advisory Board Bylaws 4.5 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 proceeding 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. Meeting agenda packets will be distributed to each member 72 hours prior to a meeting. 4.6 The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair shall preside. 4.7 The Chair may recognize individuals wishing to speak regarding an item on the agenda. 4.8 Special meetings may be called at the request of the Chair on the request two members of the Senior Center Advisory Committee or as may be scheduled by a majority of the Senior Center Advisory Committee at any previous meeting for the transaction of business. Posting and notification of meeting requirements shall apply to special meetings. 4.9 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 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. 5.4 The Senior Center Advisory Committee member 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 Page 4 of 4 Senior Center Advisory Board Bylaws day after the date the member takes the oath of office or otherwise assumes responsibilities as a member of the governmental body. 5.5 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 3d Agenda Date 01/17/2013 Number 3d Type Regular Agenda Items Department Parks and Recreation Title Discussion and consideration of Senior Center Wish List Explanation This item is for the discussion and consideration of the Senior Center wish list items. Attachments 1.Senior Center Wish List Senior Center Wish List Decorations for the facility COMPLETED ITEMS Lighting in large room Electrical work for computer LCD computer ceiling mount with new screen Computer room lighting Piano HVAC for entire facility More outside lights More fitness room equipment (Recumbent bike) Name tags Time clock to control outside security lights Roaster Motion detector light switches replaced with regular Emergency form Bookshelves and chairs in library Acoustical in large room Surround sound for television area Outdoor flag Fitness room outlets Flag Pole Flag Lighting of flag pole A Plaque recognizing 90/older members Puzzle table lighting 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 3e Agenda Date 01/17/2013 Number 3e Type Regular Agenda Items Department Parks and Recreation Title Discussion on items for future agendas Explanation This item is for discussion of potential future agenda items. Attachments