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HomeMy WebLinkAboutSenior Center Advisory Committee-Agenda Packets-4/18/2013City 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, April 18, 2013 1:30 p.m. Senior Center 2512 Glade Road 1. CALL TO ORDER 2. APPROVAL OF MINUTES January 17, 2013 3. REGULAR AGENDA ITEMS 3a Approval of the updated bylaws for the Senior Center Advisory Committee 3b Update on the Colleyville Senior Center Rebranding Study 3c Discussion and consideration of the Senior Center Wish List 3d 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 April 12, 2013 by 5:00 p.m. Kathy E. Moore Administrative Assistant Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. 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 - Draft 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 Chairperson Debra Minea called the regular meeting of the Colleyville Senior Advisory Committee to order on January 17, 2013, at to order at 1:32 p.m. Roll Call: Present Chairperson Debra Minea, Committee members Heath Dowell, Charna Gray, Denise LaPosta, Molly Skinner. Library/Parks and Recreation Director Mary Rodne, Recreation Manager Lisa Escobedo, Recreation Specialist Cody Ashton, Assistant City Manager/Chief Financial Officer Terry Leake, Administrative Assistant Kathy Moore Absent Committee member Anna King and Dorothy Parker 2.APPROVAL OF MINUTES September 20, 2012 November 15, 2012 Senior Center Advisory Committee cancelled due to lack of quorum Committee member Molly Skinner moved to approve the September 20, 2012 minutes as written. Charna Gray seconded the motion. The motion carried with a unanimous vote. 3. REGULAR AGENDA ITEMS 3a Introduction of new Senior Center Advisory Committee members Debra Minea, Committee Chair introduced new Committee member Charna Gray, and new staff members Lisa Escobedo and Cody Ashton. All others in attendance introduced themselves. 3b Election of Senior Center Advisory Committee Chair and Vice-Chair Molly Skinner made a motion to nominate Debra Minea to continue as the Senior Center Advisory Committee Chair; Charna Gray seconded the motion. The motion carried with a unanimous vote. Senior Center Advisory Committee Minutes January 17, 2013 City of Colleyville Page 2 Molly Skinner made a motion Charna Gray serve as Vice-Chair of the Senior Center Advisory Committee. Heath Dowell seconded the motion. The motion carried with a unanimous vote. 3c Approval of the updated bylaws for the Senior Center Advisory Committee Committee Chair, Debra Minea gave a short overview of the charge given to the Committee concerning the update of the Senior Center Advisory Committee Bylaws. A draft was included in the agenda packet for Committee consideration. The Committee requested the following changes be made to the “Draft” update of their bylaws: Article II – Sec. 2.6 This section needs to be deleted. Article II – Sec. 2.8 Add a sentence to state that annual membership is required of everyone attending and delete the Ordinance number. Additionally, remove the sentence that reads: Members are entitled to vote on issues presented to the membership by either the Senior Advisory Committee or the City Council. Article IV – Sec. 4.2 This section needs to be deleted. Article IV – Sec. 4.4 and 4.5 The order of these two sections need to be reversed in order. Article IV – Sec. 4.8 Condense the verbiage. Article V – Sec. 5.3 This section needs to be deleted. Article V – Sec. 5.5 Add to the sentence: The Senior Center Advisory Committee shall establish. Denise LaPosta made a motion to implement the listed changes to the Draft update of the Colleyville Senior Center Advisory Committee bylaws. Molly Skinner seconded the motion. The motion carried with a unanimous vote. The corrections will be made and a new Draft will be brought forward for Committee approval in April; once approved the bylaws will be forwarded to City Council. 3d Discussion and consideration of Senior Center Wish List The Committee discussed the current items on the Senior Center Wish List with the addition of the following items: Senior Center Advisory Committee Minutes January 17, 2013 City of Colleyville Page 3 Tune piano Window coverings Charna Gray made a motion that the new items be added to the Senior Center Wish List. Heath Dowell seconded the motion. The motion carried with a unanimous vote. 3e Discussion on items for future agendas The approval of the updated bylaws will be added to the upcoming agenda in April. 4. REPORTS Cody Ashton, Recreation Specialist gave an overview of the Senior Center activities and upcoming special events; noting that AARP free tax help would be offered February 5 through April 9. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT Molly Skinner moved to adjourn at 2:47 p.m. Denise LaPosta seconded the motion. The motion carried with a unanimous vote. Minutes taken and prepared by: Kathy E. Moore Administrative Assistant Parks and Recreation 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 04/18/2013 Number 3a 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 copy of the Senior Center Advisory Committee bylaws was presented to the Committee for their review and approval at their January 17, 2013 meeting. Committee members requested the following changes. Article II – Sec. 2.6 This section needs to be deleted. Article II – Sec. 2.8 Add a sentence to state that annual membership is required of everyone attending and delete the Ordinance number. Additionally, remove the sentence that reads: Members are entitled to vote on issues presented to the membership by either the Senior Advisory Committee or the City Council. Article IV – Sec. 4.2 This section needs to be deleted. Article IV – Sec. 4.4 and 4.5 The order of these two sections need to be reversed in order. Article IV – Sec. 4.8 Condense the verbiage. Article V – Sec. 5.3 This section needs to be deleted. Article V – Sec. 5.5 Add to the sentence: The Senior Center Advisory Committee shall establish. All requested changes have been incorporated into the attached draft copy of the Senior Center Advisory Committee bylaws and are ready for 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 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) 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 operation 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 charge for Colleyville residents; however, there is a $10.00 annual membership fee for non- residents. Page 2 of 3 Senior Center Advisory Committee Bylaws 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 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 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 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 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 04/18/2013 Number 3b Type Regular Agenda Items Department Parks and Recreation Title Update on the Colleyville Senior Center Rebranding Study Explanation This item is presented to allow staff the opportunity to update the Senior Center Advisory Committee members on the progress of the Colleyville Senior Center rebranding study. 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 04/18/2013 Number 3c Type Regular Agenda Items Department Library Title Discussion and consideration of the Senior Center Wish List Explanation This item is for the discussion and consideration of the Senior Center wish list items. The Committee requested that staff research he cost to have the Senior Center piano tuned. Staff received the following price quotes: Bob Putnam Piano Technician-Colleyville $125 Prestige Piano-Bedford $ 90 In-Tune Piano-North Richland Hills $100 Tim Partin Piano Services-Fort Worth $100 The prices quoted are for tuning the piano only; additional cost may apply. 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 3d Agenda Date 04/18/2013 Number 3d 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